Subpart A—Authority, Applicability, and General Rules

PART 301–1—APPLICABILITY AND have a ‘‘permanent duty station’’ with- GENERAL RULES in the general meaning of that term; however, they may be allowed travel or Subpart A—Authority, Applicability, and transportation expenses under this General Rules chapter while traveling on official business for the Government away Sec. from their homes or regular places of 301–1.1 Authority. business and while at places of Govern- 301–1.2 Applicability. ment employment or service. Maxi- 301–1.3 General rules. mum rates prescribed in this chapter Subpart B—Official Government Business are applicable except as provided in Travel paragraph (c) of this section or unless a higher rate is specifically authorized in 301–1.100 Applicability. an appropriation or other statute. 301–1.101 Authorization of travel. (c) To the extent the Government has 301–1.102 Guidelines for issuing travel authorizations. received payment, as defined in § 304– 301–1.103 Instructions/guidelines for travel- 1.2(c) of this subtitle, and except as ers. provided in § 304–1.7 of this subtitle, acceptance of such payment for, and re- Subpart C—Pre-Employment Interview imbursement by an agency to, an em- Travel ployee (and/or the accompanying 301–1.200 Applicability. spouse of such employee when applica- 301–1.201 Authorization of travel. ble) under part 304–1 of this subtitle are 301–1.202 Responsibilities for pre-employ- not subject to the maximum rates or ment interview travel. transportation class of service limita- 301–1.203 Allowable reimbursements. tions prescribed in this chapter for re- 301–1.204 Sources of funds. imbursable travel expenses. 301–1.205 Claims for reimbursement. (d) This chapter also applies to travel AUTHORITY: 5 U.S.C. 5707; 31 U.S.C. 1353; and by individuals being considered for em- 40 U.S.C. 486(c). ployment to and from pre-employment interviews determined necessary by an Subpart A—Authority, agency. Applicability, and General Rules [54 FR 20267, May 10, 1989, as amended at 56 FR 9878, Mar. 8, 1991; 56 FR 11304, Mar. 15, § 301–1.1 Authority. 1991. Redesignated and amended by FTR Amdt. 17, 56 FR 23654, May 23, 1991; FTR This chapter is issued under the au- Amdt. 26, 57 FR 28633, June 26, 1992; 57 FR thority of 5 U.S.C. 5701–5709, 31 U.S.C. 53289, Nov. 9, 1992] 1353, and 40 U.S.C. 486(c). § 301–1.3 General rules. [FTR Amdt. 17, 56 FR 23654, May 23, 1991, as amended by FTR Amdt. 26, 57 FR 28633, June (a) Employee’s obligation—(1) Prudent 26, 1992] person rule. An employee traveling on official business is expected to exercise § 301–1.2 Applicability. the same care in incurring expenses (a) This chapter applies to official that a prudent person would exercise if travel of civilian employees of Govern- traveling on personal business. Excess ment agencies, including civilian em- costs, circuitous routes, delays, or lux- ployees of the Department of Defense, ury accommodations and services un- as authorized under 5 U.S.C. 5701–5709, necessary or unjustified in the per- but excluding employees of the judicial formance of official business are not branch of the Government. acceptable under this standard. Em- (b) This chapter also applies to offi- ployees will be responsible for excess cial travel of individuals employed costs and any additional expenses in- intermittently in the Government curred for personal preference or con- service as consultants or experts and venience. paid on a daily when-actually-em- (2) Approved (firesafe) accommodation. ployed (WAE) basis and of individuals It is the policy of the Government, as serving without pay or at $1 a year. reflected in the Hotel and Motel Fire These individuals are not considered to Safety Act of 1990 (Pub. L. 101–391,

10 Travel Allowances § 301–1.3

Sept. 25, 1990), referred to as ‘‘the Act’’ in an incorporated city or town, the of- in this paragraph, to save lives and ficial station is the reservation, sta- protect property by promoting fire tion, or established area, or, in the case safety in hotels, motels, and all places of large reservations, the established of public accommodation affecting subdivision thereof, having definite commerce. In furtherance of the Act’s boundaries within which the des- goals, employees are strongly encour- ignated post of duty is located. aged to stay in an approved accommo- (5) Government. ‘‘Government’’ means dation when commercial lodging is re- the Government of the United States quired. Such action will serve to bene- and the government of the District of fit all travelers by influencing the Columbia. management of places of public accommodation affecting commerce to com- (6) Continental United States. ply with the Act’s fire safety require- 1‘‘Continental United States’’ means ments and maintain approved accom- the 48 contiguous States and the Dis- modation status. An approved accom- trict of Columbia. The term may be ab- modation provides certain fire detec- breviated as CONUS. tion and safety devices that reduce the (7) United States. When used in a geo- likelihood of injury to, and protect the graphical sense, ‘‘United States’’ lives of, travelers. means the 50 States and the District of (b) Reimbursable expenses. Travel ex- Columbia except as provided in § 301– penses which will be reimbursed are 3.6(b)(1)(iii). The terms United States confined to those expenses essential to and the 50 States and the District of Co- the transaction of official business. lumbia may be used interchangeably. (c) Definitions—(1) Agency. Except as (8) Government-furnished automobile. otherwise provided in § 301–17.2(a) of The term ‘‘Government-furnished auto- this chapter, ‘‘agency’’ for purposes of mobile’’ includes an automobile which this chapter means an executive agen- is (i) owned by an agency, (ii) assigned cy as defined in 5 U.S.C. 105; a military or dispatched to an agency on a rental department; an office, agency, or other basis from a GSA Interagency Fleet establishment in the legislative Management Center, or (iii) leased by branch; and the government of the Dis- the Government for a period of 30 days trict of Columbia; but does not include or longer from a commercial firm. a Government-controlled corporation, a Member of Congress, or an office or (9) Government-contract rental auto- committee of either House of Congress mobile. A ‘‘Government-contract rental or of the two Houses. automobile’’ is an automobile obtained (2) Employee. As used in this chapter, for short-term use from a commercial ‘‘employee’’ means the head of an agen- firm under the provisions of an appro- cy, an agency official, or any other in- priate General Services Administration dividual employed by an agency. This (GSA) Federal Supply Schedule con- definition also includes an individual tract. employed intermittently in Govern- (10) Special conveyance. ‘‘Special con- ment service as an expert or consultant veyance’’ is any method of transpor- and paid on a daily when-actually-em- tation other than common carrier, ployed (WAE) basis and an individual Government-furnished, Government- serving without pay or at $1 a year (5 contract rental, or privately owned, U.S.C. 5701(2)). which requires specific authorization (3) Interviewee. As used in this chap- or approval for the use thereof. Such ter, ‘‘interviewee’’ means an individual transportation generally includes con- who is being considered for employ- veyances obtained through commercial ment by an agency. rental means for less than 30 calendar (4) Official station and post of duty. days. Designated post of duty and official station have the same meaning. The [54 FR 20267, May 10, 1989, as amended at 56 limits of the official station will be the FR 9878, Mar. 8, 1991. Redesignated and corporate limits of the city or town in amended by FTR Amdt. 17, 56 FR 23654, May which the officer or employee is sta- 23, 1991; FTR Amdt. 26, 57 FR 28633, June 26, tioned. If the employee is not stationed 1992; FTR Amdt. 39, 59 FR 46192, Sept. 7, 1994]

11 § 301–1.100 41 CFR Ch. 301 (7–1–97 Edition)

Subpart B—Official Government safety in hotels, motels, and all places Business Travel of public accommodation affecting commerce. In furtherance of these § 301–1.100 Applicability. goals, each agency, as defined in § 301– This subpart applies to employees as 17.2(a) of this chapter, when authoriz- defined in § 301–1.3(c)(2) who are traveling travel shall take appropriate meas- ing on official business. ures to influence employees who will procure commercial lodging when per- [FTR Amdt. 17, 56 FR 23654, May 23, 1991] forming official travel to stay at a § 301–1.101 Authorization of travel. firesafe approved accommodation as defined in § 301–17.2(c) of this chapter. (a) Travel policy. It is the policy of the Government that agencies shall au- [54 FR 20267, May 10, 1989. Redesignated and thorize only that travel which is nec- amended by FTR Amdt. 17, 56 FR 23654, May essary to accomplish the purposes of 23, 1991; FTR Amdt. 39, 59 FR 46193, Sept. 7, the Government effectively and eco- 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996] nomically. § 301–1.102 Guidelines for issuing trav- (b) Agency responsibilities. (1) Except el authorizations. as otherwise provided by law, all travel shall be either authorized or approved The travel policies and practices of by the head of the agency or by an offi- each agency shall reflect, but not be cial to whom such authority has been limited to, the following guidelines: delegated. Ordinarily, a travel author- (a) Types and use of travel authoriza- ization shall be issued before the incur- tions. General or blanket travel author- rence of the expenses. Agencies shall izations for entire agencies or groups of prescribe procedures for travel situa- employees shall not be used. To ensure tions where it is not practical or pos- adequate managerial and supervisory sible to issue a written authorization attention to the need for all travel, em- in advance. ployee travel shall be authorized under (2) Agency heads shall communicate one of the following types of travel au- the Government’s travel policy to all thorizations: travel-authorizing officials at all levels (1) Unlimited open authorization. This within their respective agencies and es- type of authorization allows an em- tablish controls to ensure that only ployee to travel for any purpose with- travel that is essential to the purposes out further authorization. Unlimited of the Government and for accomplish- open authorizations shall be issued ment of the agency’s mission is author- only for department or agency heads, ized or approved. their deputies, or other principal agen- (3) Travel-authorizing officials shall cy officials as the agency head or dep- authorize or approve only that travel uty may designate, and managers of necessary to accomplish the agency major subunits where no supervisor is mission in the most effective and economical manner. Authorizing officials present. should be aware of travel plans, includ- (2) Limited open authorization. This ing plans to take annual leave in con- type of authorization allows an em- junction with travel, and shall ensure ployee to travel without further au- appropriate consideration of the need thorization under certain specified con- for the travel, the use of travel sub- ditions; i.e., travel to specific geo- stitutes (i.e., mail, teleconferencing, graphical area(s), for specific pur- etc.), and the most cost effective rout- pose(s), subject to trip cost ceilings, or ing and means of accomplishing travel. for specific periods of time. Limited Each employee’s travel shall be author- open authorizations may be provided ized separately under specific guide- for employees whose duties require fre- lines provided in § 301–1.102. quent repetitive travel. Such author- (4) It is the policy of the Govern- izations, however, should be reviewed ment, as reflected in the Hotel and and revalidated at least quarterly and Motel Fire Safety Act of 1990 (Pub. L. should include realistic limitations on 101–391, Sept. 25, 1990), to save lives and purpose(s), geographic area(s), number protect property by promoting fire of trip(s), trip duration, and costs.

12 Travel Allowances § 301–1.102

(3) Trip-by-trip authorization. This thorization). This also includes a new type of authorization allows an individ- appointee covered under § 302–1.2 of this ual or group of individuals to take one subtitle when issued an authorization or more specific trips and shall include for travel to the first duty station. the specific purpose, itinerary, and es- (c) Purpose(s) of travel. Each travel timated costs. Travel not covered in an authorization and the associated travel unlimited or limited open authoriza- voucher(s) (see § 301–11.5(g)) shall speci- tion shall be separately authorized on a fy clearly the purpose(s) of the travel. trip-by-trip basis. To establish uniformity in the way (b) Levels of approval and requirements that travel purposes are identified on for special purpose travel. Due to the rel- the travel authorization and travel atively high costs associated with cer- voucher, agencies shall adopt travel tain kinds of travel, such travel shall purpose categories that conform to the be authorized only on a trip-by-trip extent possible with the following trav- basis and reviewed at a level of author- el purpose categories: ity sufficient to provide policy ap- (1) Site visit. Travel to a particular proval. The types of travel covered by site in order to personally perform this requirement are listed in this operational or managerial activities paragraph. Authorization of travel for (e.g., to oversee program activities, purposes other than those listed should grant operations, or management ac- be delegated to the lowest management tivities for internal control purposes; level which has responsibility for both carry out an audit, inspection, or re- program accomplishment and obliga- pair activity; conduct negotiations; tion or commitment of funds. provide instructions; or provide tech- (1) Conferences, meetings, and training nical assistance). sessions. Travel to conferences, meet- (2) Information meeting. Travel to at- ings, and training sessions shall be au- tend a meeting to discuss general agen- thorized on a trip-by-trip basis. When cy operations, review status reports, or authorizing travel for conference and discuss topics of general interest. If a meeting attendance, the approving of- site visit was conducted as part of the ficial shall ensure that the number of same trip, consider the entire trip to be attendees from the agency is necessary for the purpose of a site visit. and justified in accordance with the (3) Training attendance. Travel to re- provisions of part 301-16 of this chapter. ceive training. (2) Foreign travel. Overseas and for- (4) Speech or presentation. Travel to eign travel for all employees shall be make a speech or a presentation, de- authorized on a trip-by-trip basis at as liver a paper, or otherwise take part in high an administrative level of author- a formal program other than a training ity as practical to provide policy ap- course. proval. However, those employees (5) Conference attendance. Travel to whose duties require repetitive over- attend a conference, convention, semi- seas and foreign travel or emergency nar, or symposium for purposes of ob- overseas and foreign travel without ad- servation or education only, with no vance notification may be issued lim- formal role in the proceedings. ited or unlimited open authorizations, (6) Relocation. Travel performed in as appropriate, within the criteria of connection with a transfer from one of- paragraphs (a) (1) and (2) of this sec- ficial duty station to another (same as tion. In addition, U.S. Government rep- a permanent change of station or PCS resentatives and attendees at inter- move). This includes new appointees national intergovernmental con- when they are first authorized reloca- ferences must be accredited by the tion allowances for reporting to their State Department. first duty station. (3) Change of official station/relocation. (7) Entitlement travel. Travel entitle- Travel and related entitlements for a ments for which an employee (or de- change of official station or relocation pendent) may be eligible while serving determined to be in the interest of the at a duty station outside the continen- Government, as provided in chapter 302 tal United States; e.g., tour renewal of this title, shall be authorized on a agreement travel (for the purpose of move-by-move basis (trip-by-trip au- taking leave between tours of duty)

13 § 301–1.103 41 CFR Ch. 301 (7–1–97 Edition) and educational travel. (This type of received by them in connection with travel is normally performed in con- their official travel. Agencies shall pro- nection with a travel entitlement re- vide written instructions to the trav- sulting from a change of station as- eler at the time an authorization is is- signment or renewal of a tour of duty sued advising of agency administrative at duty stations located outside the procedures for the control of and ac- continental United States.) countability for passenger transpor- (8) Special mission travel. Travel to tation documents. If trips are canceled carry out a special agency mission; or itineraries changed after tickets (or e.g., move noncombat military units, GTR’s) are issued to the traveler, the provide security to a person or a ship- traveler is liable for the value of the ment (such as a diplomatic pouch), tickets issued until all ticket coupons move witnesses from residence to other have been used for official travel pur- locations, and travel by Federal bene- poses or all unused tickets or coupons ficiaries and other nonemployees. are properly accounted for on the trav- (9) Emergency travel. Travel to return el voucher. (See also § 301–11.5(c)(1).) A an employee from a temporary assign- statement to this effect shall be incor- ment location at Government expense porated on the travel authorization, or to his/her designated post of duty or issued as a ‘‘Notice to Traveler’’ and home, or other alternate location, attached to the ticket or GTR when is- where he/she would normally be sued to the traveler. (See § 301–3.5 for present to take care of the emergency further provisions regarding unused situation if the Government had not di- passenger transportation documents.) rected or assigned the employee to an- (b) Promotional materials received in other location to perform official business. connection with official travel from com- (10) Other travel purposes. All travel mon carriers, rental car companies, or performed for purposes which are not other commercial source. Employees are included in one of the other listed cat- obligated to account for any gift, gra- egories. Even though stated as other tuity, or benefit received from private travel purposes, the travel authorization sources incident to the performance of and voucher should also detail a spe- official business (Comp. Gen. Decision cific purpose. B–199656, July 15, 1981). All promotional (d) Cost estimates. Travel authoriza- materials (e.g., bonus flights, reduced- tions shall include estimates of the fare coupons, cash, merchandise, gifts, cost of the travel. Both unlimited and and credits toward future free or re- limited open authorizations shall also duced costs of services or goods) re- include an estimate of the travel costs ceived by employees in connection to be incurred over the period covered with official travel or incident to the by the authorization. Agencies shall purchase of a ticket for official travel, use these estimates to obligate the or other services such as car rentals, funds necessary to carry out that par- are due the Government and may not ticular travel to improve travel budg- be retained by the employee. When an etary controls. (See part 301–10 for pro- employee receives promotional mate- visions covering employee source of rial from any commercial source inci- funds and travel advances.) dent to official travel, the employee shall accept the material on behalf of [54 FR 20267, May 10, 1989. Redesignated by the Federal Government and relinquish FTR Amdt. 17, 56 FR 23654, May 23, 1991, and it to an appropriately designated agen- amended by FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 32, 58 FR 58236, Oct. 29, cy official. The governing regulations 1993] regarding agency disposition of promotional material received by Federal § 301–1.103 Instructions/guidelines for employees are prescribed by the Ad- travelers. ministrator of General Services in 41 (a) Traveler’s potential liability notice. CFR 101–25.103. (See paragraph (f) of Travelers are accountable for all trans- this section for redemption of frequent portation tickets, Government trans- traveler benefits.) portation requests (GTR’s), or other (c) Denied boarding compensation. transportation procurement documents Travelers shall be instructed to turn

14 Travel Allowances § 301–1.201 into the agency any cash or other pay- obtain free airline tickets, rooms, and ments received from carriers for failure rental vehicles. (See § 301–3.3(d)(5)(vii) to provide confirmed reserved space as of this chapter for upgrades to pre- provided in § 301–3.5. mium-class other than first-class ac- (d) Billing information for ticket ex- commodations. changes. When a traveler exchanges a (4) Use of mandatory or preferred ticket for one of lesser value, the car- vendors, such as contract air and rail rier should issue a receipt or a ticket carriers, lowest cost car rental compa- refund application and is required to nies, etc., shall be observed fully with- make refund directly to the appro- out regard to whether such vendors priate agency billing office. To facili- offer frequent traveler programs. No tate this refund procedure, agencies deviations from mandatory or pre- shall provide travelers with a ‘‘bill charges to’’ address by attaching a ferred use requirements will be per- copy of the GTR or some other docu- mitted solely for the purpose of accu- ment containing this information to ei- mulating frequent traveler benefits. ther the ticket or travel authorization [54 FR 20267, May 10, 1989, as amended by as provided in 41 CFR 101–41.210–1. (See FTR Amdt. 3, 54 FR 47523, Nov. 15, 1989; FTR also § 301–3.5(c).) Amdt. 10, 55 FR 41525, Oct. 12, 1990. Redesig- (e) Use of travel agencies. The services nated by FTR Amdt. 17, 56 FR 23654, May 23, of a travel agent may be used to obtain 1991; FTR Amdt. 32, 58 FR 58236, Oct. 29, 1993] passenger transportation services within, from, or between the United States Subpart C—Pre-Employment and its possessions only under the con- Interview Travel ditions specified in § 301–3.4(b)(2), or when the travel agent is providing SOURCE: FTR Amdt. 17, 56 FR 23654, May 23, services to the Government under a 1991, unless otherwise noted. contractual arrangement with the Gen- eral Services Administration. § 301–1.200 Applicability. (f) Frequent traveler programs. (1) Fre- (a) Individuals covered. This subpart is quent traveler benefits earned in con- applicable to interviewees as defined in nection with official travel, such as mileage credits, points, etc., may be § 301–1.3(c)(3). used only for official travel. Employees (b) Policy. Unless otherwise stated, may not retain and use such benefits the allowances established in this sub- for personal travel. Since the Comp- part for interviewees are analogous to troller General has ruled that a fre- those available to Federal employees quent traveler benefit is the property traveling on official Government busi- of the Government if any part of it is ness. However, an agency is not re- earned through official travel, employ- quired to offer all allowances to each ees should maintain separate frequent interviewee. (See § 301–1.203(a)(2).) traveler accounts for official and personal travel. § 301–1.201 Authorization of travel. (2) Agencies should encourage em- (a) Authority for payment. Agencies ployees who travel frequently to par- may pay allowable pre-employment ticipate in various frequent traveler interview travel expenses (as defined in programs offered by airlines, hotels, § 301–1.203) for individuals determined and car rental vendors. Employees may eligible under paragraph (b) of this sec- be reimbursed for the cost to enter cer- tion. tain frequent traveler programs when enering the program is expected to re- (b) Eligibility determination. Each sult in a savings to the Government. agency shall establish criteria for de- Reimbursement for the cost to enter termining which applicants will qual- the program may not exceed the ex- ify for the payment of pre-employment pected amount of the savings. interview travel expenses. The Office of (3) To the maximum extent prac- Personnel Management has issued ticable, overall travel costs should be guidelines at 5 CFR part 572 for agen- reduced by using benefits earned cies to follow in making these person- through frequent traveler programs to nel determinations.

15 § 301–1.202 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–1.202 Responsibilities for pre-em- airlines and Amtrak are bound by rules ployment interview travel. outlined in § 301–2.2 (c) and (d)(1)(ii)(A). (a) Agency responsibilities—(1) General (4) Interviewee’s potential liability no- rule. Agencies shall adhere to the gen- tice. The interviewee is accountable for eral travel authorization policies and all transportation tickets and U.S. practices contained in subpart B of this Government Transportation Requests part. (GTR’s) issued for use in performing (2) Limitations on type of authorization. pre-employment interview travel. Pre-employment interview travel may Agencies shall provide written instruc- be authorized only on a trip-by-trip tions to the interviewee at the time an basis. Limited or unlimited open au- authorization is issued explaining thorizations shall not be used for pre- agency administrative procedures for employment interview travel. controlling and accounting for pas- (3) Responsibility of agencies to inform senger transportation documents. If interviewees of Government travel poli- the interview trip is cancelled or re- cies. Agencies shall communicate the scheduled after tickets (or GTR’s) are Government travel rules and proce- issued to the interviewee, the dures to interviewees. Agencies should interviewee is liable for the value of ensure the interviewee understands the tickets issued until all ticket cou- how travel reimbursements are cal- pons have been used for pre-employ- culated. Agencies also should provide ment interview travel or all unused assistance to the interviewee in the tickets or coupons have been properly preparation of travel vouchers. accounted for on the travel voucher. A (4) Limitations on the ability of agencies statement to this effect shall be incor- to authorize pre-employment travel ex- porated on the travel authorization, or penses to defray unauthorized relocation issued as a ‘‘Notice to Traveler’’ and expenses. Agencies shall not authorize attached to the ticket or GTR when is- pre-employment interview travel ex- sued to the interviewee. The pense reimbursement for the purpose of interviewee and the interviewing agen- helping defray relocation expenses that cy shall be bound by the same rules are not allowable for a new appointee that apply to employee travelers and under § 302–1.10. For example, an agen- agencies in § 301–3.5. cy may not pay pre-employment travel (5) Billing information for ticket ex- expenses under this subpart so that an changes. When an interviewee ex- interviewee/new appointee may look changes a ticket for one of lesser value, for a house at his/her prospective first the carrier should issue a receipt or a duty station. ticket refund application and is re- (5) Fire safety responsibilities. Agencies quired to make refund directly to the should encourage an interviewee for appropriate agency billing office. To his/her safety to stay in an approved facilitate this refund procedure, agen- accommodation while performing cies shall provide interviewees with a interview travel, and shall provide the ‘‘bill charges to’’ address by attaching interviewee with a list of approved ac- a copy of the GTR or some other docu- commodations in the interview area. ment containing this information to ei- (b) Interviewee responsibilities—(1) Gen- ther the ticket or travel authorization eral rule. The interviewee is expected to as provided in 41 CFR 101–41.210–1. exercise the same care in incurring ex- (6) Fire safety responsibilities. It is the penses that a prudent person would ex- policy of the Government, as reflected ercise if traveling on personal business. in the Hotel and Motel Fire Safety Act (2) Use of travel agencies. Tickets of 1990 (Pub. L. 101–391, Sept. 25, 1990), should be provided by the interviewing referred to as ‘‘the Act’’ in this para- agency. However, the interviewing graph, to save lives and protect prop- agency may authorize the interviewee erty by promoting fire safety in hotels, to obtain tickets directly from a travel motels, and all places of public accom- management center under contract to modation affecting commerce. In fur- the Government. therance of the Act’s goals, an (3) Use of contract carriers. interviewee traveling to a pre-employ- Interviewees of mandatory users of the ment interview is strongly encouraged Government’s city pair contracts with to stay at an approved accommodation

16 Travel Allowances § 301–1.205 as defined in § 301–17.2(c) of this chapter for by the interviewee. The agency when commercial lodging is required. shall reimburse the interviewee for al- An approved accommodation provides lowable travel expenses upon submis- certain fire detection and safety de- sion and approval of a travel voucher. vices that reduce the likelihood of in- (b) Unallowable sources—(1) Govern- jury to, and protect the lives of, travel- ment issued individual employee charge ers. cards. Individual employee charge [FTR Amdt. 17, 56 FR 23654, May 23, 1991, as cards (see § 301–15.44) may not be used amended by FTR Amdt. 39, 59 FR 46193, Sept. for pre-employment interview travel. 7, 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, However, centrally billed accounts (see 1996] § 301–15.45) may be used to pay the interviewee’s allowable transportation § 301–1.203 Allowable reimbursements. expenses. (a) Allowable expenses. (1) An agency (2) Travel advances. An interviewee may pay to or on behalf of an shall not be issued a travel advance. interviewee the same travel expenses (3) Travelers checks. Government con- to which a Government employee trav- tractor issued travelers checks (see eling on official business would be enti- § 301–15.46) may not be used for pre-em- tled, with the exception of those ex- ployment interview travel. penses listed in paragraph (b) of this section. Allowable expenses are subject § 301–1.205 Claims for reimbursement. to the limitations applicable to a Gov- (a) Fraudulent claims. A claim against ernment employee traveling on official the United States is forfeited if the business. claimant attempts to defraud the Gov- (2) An agency may pay all or a part ernment in connection therewith (28 of pre-employment travel expenses. U.S.C. 2514). In addition, there are two However, an agency electing to pay criminal provisions under which severe only subsistence or only common car- penalties may be imposed on a traveler rier transportation costs must pay the who knowingly presents a false, ficti- full amount to which a Government tious, or fraudulent claim against the employee would be entitled for those United States (18 U.S.C. 287 and 1001). expenses authorized. Paying less than (b) Maintenance of receipts and records. the full reimbursement for common All interviewees authorized to travel carrier tickets could make the should keep a record of expenditures interviewee ineligible for Government properly chargeable to the Govern- discounts. ment. Although receipt requirements (b) Unallowable expenses. An agency vary with the method of reimburse- shall not pay expenses for: ment, it would be prudent for (1) Use of communication services as interviewees to retain all receipts until defined in part 301–6 for purposes other reimbursement claims are settled. The than communication directly related agency should alert the interviewee to to travel arrangements for the Govern- such requirements. ment interview. (c) Preparation and submission of travel (2) Hire of a room as defined in § 301– vouchers. (1) Interviewees are respon- 9.1(b). sible for the preparation and submission of travel vouchers, although agen- § 301–1.204 Sources of funds. cies should assist in this process. Trav- (a) Payment of travel expenses—(1) el voucher forms may be typed or hand- Transportation expenses by common car- written in ink. Only the original travel rier, other than local transportation. voucher must be signed by the Interviewee transportation by common interviewee. carrier, other than local transpor- (2) Agencies are to prescribe the ad- tation, shall be paid for through the ministrative procedures, consistent use of a GTR or a centrally billed ac- with those in § 301–11.4, for interviewees count as provided in § 301–15.45. Com- to follow in submitting travel vouch- mon carrier transportation includes ers. air, bus, and rail. (d) Review of travel vouchers of (2) Other authorized expenses. All interviewees. Agencies shall review the other authorized expenses shall be paid travel vouchers of interviewees in the

17 § 301–2.1 41 CFR Ch. 301 (7–1–97 Edition) same manner as they review the travel particular method of transportation to vouchers of Government employees on be used, consideration shall be given to official business travel as provided in energy conservation and to the total part 301–11. cost to the Government, including costs of per diem, overtime, lost [FTR Amdt. 17, 56 FR 23654, May 23, 1991, as amended by FTR Amdt. 39, 59 FR 46193, Sept. worktime, and actual transportation 7, 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, costs. Additional factors to be consid- 1996] ered are the total distance of travel, the number of points visited, and the PART 301–2—TRANSPORTATION number of travelers. As stated in 5 ALLOWABLE U.S.C. 5733, ‘‘travel of an employee shall be by the most expeditious means of transportation practicable and shall Sec. 301–2.1 Expenses payable as transportation. be commensurate with the nature and 301–2.2 Methods of transportation. purpose of the duties of the employee 301–2.3 Local transportation. requiring such travel.’’ 301–2.4 Emergency travel due to illness or (c) Traveler’s cost liability when se- injury or a personal emergency situa- lected method is not used. The traveler tion. shall use the method of transportation 301–2.5 Routing of travel. administratively authorized or ap- 301–2.6 Use of Government-furnished vehi- proved by the agency as most advan- cles. tageous to the Government. (See § 301– AUTHORITY: 5 U.S.C. 5701–5709; E.O. 11609, 36 2.2(b).) Any additional cost resulting FR 13747, 3 CFR, 1971–1975 Comp., p. 586. from use of a method of transportation SOURCE: 54 FR 20270, May 10, 1989, unless other than that specifically authorized, otherwise noted. approved, or required by regulation, e.g., contract air service (see paragraph § 301–2.1 Expenses payable as trans- (d)(1)(ii)(A) of this section), shall be the portation. traveler’s responsibility. Transportation expenses which the (d) Presumptions as to most advan- Government may pay either directly or tageous method of transportation—(1) through reimbursement include fares, Common carrier—(i) General. Travel by rental fees, mileage payments, and any common carrier (air, rail, or bus) gen- expenses incident to transportation erally results in the most efficient use such as baggage transfer; official tele- of energy resources and in the least graph, telephone, radio, and cable mes- costly and most expeditious perform- sages in connection with items classed ance of travel. Therefore, this method as transportation; steamer chairs, shall be used whenever it is reasonably steamer cushions, and steamer rugs at available. Other methods of transpor- customary rates actually charged; tation may be authorized as advan- staterooms on steamers; and other ex- tageous only when the use of common penses set forth in parts 301–2 through carrier transportation would seriously 301–6. interfere with the performance of official business or impose an undue hard- § 301–2.2 Methods of transportation. ship upon the traveler, or when the (a) Authorized methods. Methods of total cost by common carrier would ex- transportation authorized for official ceed the cost by some other method of travel include railroads, airlines, heli- transportation. The determination copter service, ships, buses, streetcars, that another method of transportation subways, and taxicabs; Government- would be more advantageous to the furnished and contract rental auto- Government than common carrier mobiles and airplanes; and any other transportation shall not be made on necessary means of conveyance. the basis of personal preference or (b) Selecting method of transportation minor inconvenience to the traveler re- to be used. Travel on official business sulting from common carrier schedul- shall be by the method of transpor- ing. tation which will result in the greatest (ii) Selecting the most advantageous advantage to the Government, cost and method of common carrier transpor- other factors considered. In selecting a tation—(A) Contract air service. The use

18 Travel Allowances § 301–2.2 of discount fares offered by contract travel to their destination by common air carriers between certain cities carrier, such as airplane, train, or bus, (city-pairs) is considered advantageous and would customarily rent a Govern- to the Government and is mandatory ment-furnished vehicle for local trans- for authorized air travel between those portation in the destination area. An city-pairs. (See § 301–3.4(b)(1)(ii) and employee may also use a Government- part 301–15, subpart B for policy and furnished automobile if a Government- specific guidelines and exceptions.) contract rental automobile is unavail- (B) Noncontract air service. The use of able or if use of a Government-fur- noncontract air service may be author- nished automobile is practicable. Gov- ized or approved only when justified ernment-furnished automobiles will under the conditions provided in part continue to be available for use in iso- 301–15, subpart B. Advance authoriza- lated areas where commercial rental tion and the justification for the use of contractors are not available. noncontract air service shall be shown (ii) A Government-furnished auto- on the travel order or other form of mobile is the first resource when an travel authorization before the actual automobile is required for official trav- travel begins, unless extenuating cir- el performed locally or within commut- cumstances or emergency situations ing distance of an employee’s des- make advance authorization impos- ignated post of duty. If a Government- sible. In those events, the employee furnished automobile is unavailable, a shall obtain written approval from the Government-contract rental auto- appropriate agency official at the earli- mobile may be used. est possible time after completing the (iii) If cost considerations are used in travel. The approval and justification determining whether a Government- therefor shall be stated on or attached contract rental or a Government-fur- to the travel voucher. nished automobile should be authorized (C) Rail or bus service. Rail or bus under this policy, the overall cost shall service may be used when determined include any administrative costs as by the agency to be advantageous to well as any costs associated with pick- the Government, cost, energy, and ing up and returning the automobile. other factors considered, and when (3) Privately owned conveyance. The compatible with the requirements of use of a privately owned conveyance the official travel. The use of contract shall be authorized only when its use is or other discount fares offered to the advantageous to the Government, ex- Government by rail or bus carriers be- cept as provided in paragraph (e) of tween selected cities (city-pairs) is this section. A determination that the considered advantageous. Whenever use of a privately owned conveyance these discount fares are offered and the would be advantageous to the Govern- accompanying service will fulfill mis- ment shall be preceded by a determina- sion requirements, they should be used tion that transportation by common to the maximum extent possible. See carrier, a Government-contract rental part 301–15, subpart B for policy and automobile, or Government-furnished specific guidelines for use of contract transportation is not available or rail service. See also §§ 301–3.3(b) and would not be advantageous to the Gov- 301–3.4(b) for authorized service and ac- ernment. To the maximum extent pos- commodations and reduced fares. sible, these determinations and the au- (2) Government-contract rental or Gov- thorization to use a privately owned ernment-furnished automobiles. When it conveyance shall be made before the is determined that an automobile is re- performance of travel. quired for official travel, a Govern- (4) Special conveyance. Commercially ment-contract or a Government-fur- rented vehicles, other than those under nished automobile shall be used as fol- contract, and other special convey- lows: ances shall be used only when it is de- (i) A Government-contract rental termined that use of other methods of automobile is the first resource for transportation discussed in this para- short-term rental of an automobile by graph would not be more advantageous an employee on temporary duty (TDY) to the Government. In the selection of travel. This applies to employees who commercially rented vehicles, first

19 § 301–2.3 41 CFR Ch. 301 (7–1–97 Edition) consideration shall be given to Govern- necessity for such daily travel shall ac- ment-contract rental vehicles available company the travel voucher. under an appropriate GSA Federal Sup- (c) To and from carrier terminals. (1) ply Schedule contract. Reimbursement shall be allowed for (e) Permissive use of a privately owned the usual taxicab and airport limousine conveyance. When an employee uses a fares, plus tip, between a common car- privately owned conveyance as a mat- rier or other terminal and either the ter of personal preference and such use employee’s home or place of business is compatible with the performance of at the official duty station or place of official business, although not deter- business or lodging at a temporary mined to be advantageous to the Gov- duty point, or between the airport and ernment under paragraph (d)(3) of this airport limousine terminal. However, section, such use may be authorized or available courtesy transportation serv- approved provided that reimbursement ice furnished by hotels/motels should is limited in accordance with the provi- be used by employees to the maximum sions of part 301–4. extent possible as a first source of (f) Travel by ocean vessel. Except for transportation between place of lodg- travel between points served by ferries, ing at the temporary duty point and travel by ocean vessel shall not be re- common carrier terminal. Reimburse- garded as advantageous to the Govern- ment shall be allowed for tips when ment in the absence of sufficient jus- courtesy transportation service is used. tification that the advantages accruing (2) An agency shall, when appro- from the use of ocean transportation priate, restrict the use of taxicabs offset the higher costs associated with under paragraph (c)(1) of this section or this method of transportation; i.e., per place a monetary limit on the amount diem, transportation, and lost of taxicab reimbursement when: worktime. Authority to authorize or (i) Suitable Government or common approve travel by ocean vessel shall be carrier transportation service, includ- obtained at the highest administrative ing airport limousine service, is avail- level consistent with agency travel able for all or part of the distance in- management policy. The requirements volved; or of § 301–3.6(a) for use of United States (ii) Courtesy transportation service flag ships shall be observed. (See § 301– is provided by hotels/motels between 3.3(c) for authorized vessel accommoda- the place of lodging at the temporary tions.) duty site and the common carrier ter- [54 FR 20270, May 10, 1989, as amended by minal. FTR Amdt. 9, 55 FR 10769, Mar. 23, 1990; FTR (d) Between residence and office on day Amdt. 26, 57 FR 28633, June 26, 1992] travel is performed. Reimbursement may be authorized or approved for the usual § 301–2.3 Local transportation. taxicab fares, plus tip, from the em- (a) To, from, and between places of ployee’s home to his/her office on the work. Transportation by bus or street- day he/she departs from the office on car between places of business at an of- an official trip requiring at least one ficial station or a temporary duty sta- night’s lodging and from the office to tion and between places of lodging and his/her home on the day he/she returns place of business at a temporary duty to the office from the trip, in addition station is allowed as a transportation to taxi fares for travel between office expense. (Concerning transportation by and carrier terminal. taxicab between such places, see § 301– (e) Between residence and office in 3.1.) cases of necessity. Reimbursement for (b) To places where meals are obtained. the usual taxicab fares paid by an em- Where the nature and location of the ployee for travel between office and work at a temporary duty station are home may be authorized or approved such that suitable meals cannot be ob- incident to the conduct of official busi- tained there, the expense of daily trav- ness at an employee’s designated post el required to obtain meals at the near- of duty when the employee is depend- est available place may be approved as ent on public transportation for such necessary transportation not inciden- travel incident to officially ordered tal to subsistence. A statement of the work outside of regular working hours

20 Travel Allowances § 301–2.6 and when the travel is during hours of imbursement claims for travel that in- infrequently scheduled public transpor- volves an indirect route.) tation or darkness. Agencies are expected to establish stringent adminis- [54 FR 20270, May 10, 1989, as amended by FTR Amdt. 32, 58 FR 58236, Oct. 29, 1993] trative controls at sufficiently high levels which ensure that reimburse- § 301–2.6 Use of Government-furnished ments are authorized only when justifi- vehicles. able and when all circumstances set forth in this paragraph are met. (a) Use limited to official purposes. When a Government-furnished vehicle [54 FR 20270, May 10, 1989, as amended by is used by an employee for official FTR Amdt. 26, 57 FR 28633, June 26, 1992] travel, its use shall be limited to official purposes (31 U.S.C. 1344 as imple- § 301–2.4 Emergency travel due to illness or injury or a personal emer- mented in 41 CFR 101–38.3) which in- gency situation. clude transportation between places where the employee’s presence is re- Provisions governing reimbursement quired incident to official business; be- for allowable transportation in connec- tween such places and places of tem- tion with emergency travel due to ill- porary lodging when public transpor- ness or injury or a personal emergency situation are set forth in part 301–12. tation is unavailable or its use is impractical; and between either of the § 301–2.5 Routing of travel. above places and suitable eating places, drug stores, barber shops, (a) Official necessity. All travel shall places of worship, cleaning establish- be by a usually traveled route. Travel ments, and similar places necessary for by other routes may be allowed when the official necessity therefor is satis- the sustenance, comfort, or health of factorily established. the employee to foster the continued (b) Indirect-route or interrupted travel. efficient performance of Government When a person for his/her own conven- business. ience travels by an indirect route or (b) Government driver’s identification interrupts travel by direct route, the card. Under instructions prescribed by extra expense shall be borne by him/ the Office of Personnel Management, a her. Reimbursement for expenses shall Federal employee who must occasion- be based only on such charges as would ally use a Government-furnished vehi- have been incurred by a usually trav- cle for official business while on tem- eled route. An employee may not use porary duty away from his/her official contract airline/rail passenger service station need not possess a Standard provided under contract with the Gen- Form 46, U.S. Government Motor Vehi- eral Services Administration (see part cle Operator’s Identification Card, if 301–15, subpart B, of this chapter) for he/she holds a valid State, District of that portion of travel by an indirect Columbia, or territorial motor vehicle route which is for personal conven- operator’s license and presents travel ience. Additionally, an employee may orders specifically authorizing the not use a U.S. Government Transpor- temporary use of a Government-fur- tation Request (GTR) (see § 301–10.2 of nished vehicle. this chapter) or a contractor-issued (c) Vehicle not available. If a Govern- charge card (see part 301–15, subpart C, ment-furnished vehicle is not available of this chapter) for procurement of when required as a first resource, a commercial carrier transportation services for that portion of travel by an Government-contract rental or other indirect route which is for personal commercially rented vehicle may be convenience. An employee may, how- used provided such use is consistent ever, use contract airline/rail passenger with § 301–2.2(c) and the regulations and service, as well as a GTR or contractor- authorizations of the employee’s agen- issued charge card, for portions of trav- cy. el that are authorized to be performed (d) Use of Government aircraft. Agen- at Government expense. (See § 301– cies may authorize an employee to 11.5(a)(3) of this chapter regarding re- travel on a Government aircraft, if use

21 § 301–3.1 41 CFR Ch. 301 (7–1–97 Edition) of the aircraft is justified under provi- ferriage, tolls, etc., the same should be sions of Office of Management and first paid, if practicable, by the person Budget (OMB) Circular No. A–126. furnishing the accommodation or by the operator, and should be itemized in [54 FR 20270, May 10, 1989, as amended at 57 FR 54305, Nov. 18, 1992] the bill. (See §§ 301–11.3(c)(5) and 301– 11.5(c)(2).) (c) Damage waiver or insurance costs. PART 301–3—USE OF COMMERCIAL Commercial vehicle rental contracts TRANSPORTATION customarily include full insurance cov- erage for property damage or injury or Sec. death to third parties resulting from 301–3.1 Taxicabs. the renter’s use of the vehicle. Damage 301–3.2 Rental automobiles and special conveyances. to the rented vehicle (collision dam- 301–3.3 Travel policy and class of service au- age), however, is often covered only thorized. above a deductible amount specified in 301–3.4 Special fares. the rental contract, the renter being 301–3.5 Unused, downgraded, canceled, or responsible for the cost of damage oversold transportation services. below that amount. In such instances, 301–3.6 Use of United States flag carriers. additional insurance (collision damage AUTHORITY: 5 U.S.C. 5707. waiver or collision damage insurance) to relieve the renter from liability for § 301–3.1 Taxicabs. damage to the vehicle up to a deductible amount is available in the rental (a) Approval requirement. For local contract for an extra fee. travel authorized under § 301–2.3 (a) and (1) Agencies may not pay or reim- (b), the use of taxicabs may be allowed burse the employee for the cost of col- if authorized or approved as advan- lision damage waiver or collision dam- tageous to the Government. General age insurance when official travel in authorization for use of taxicabs for the rental vehicle is performed wholly local travel in certain situations is within the continental United States, contained in § 301–2.3 (c), (d), and (e). Alaska, Hawaii, the Commonwealth of (b) Tips. In addition to reimburse- Puerto Rico or the Commonwealth of ment of taxi fare, the employee will be the Northern Mariana Islands, or a allowed reimbursement of tips in the United States territory or possession. amount of 15 cents when the fare is $1 However, agencies are authorized to or less or 15 percent of the reimburs- pay for damage to the rented vehicle able fare when it exceeds $1. If the 15 up to the deductible amount contained percent is not a multiple of 5, the reim- in the rental contract if the damage oc- bursable tip may be increased to the curs while the vehicle is being used for next multiple of 5. official business. [54 FR 20272, May 10, 1989] (2) Agencies may pay or reimburse the employee for the cost of collision § 301–3.2 Rental automobiles and spe- damage waiver or collision damage in- cial conveyances. surance when the vehicle is rented or (a) Approval requirement. The hire of leased for official travel in foreign boat, automobile, taxicab (other than areas (areas other than those listed in for use under § 301–2.3 (c), (d), or (e)), paragraph (c)(1) of this section) and aircraft, livery, or other conveyance rental or leasing agency requirements, will be allowed if authorized or ap- foreign statute, or legal procedures proved as advantageous to the Govern- which could cause extreme difficulty to ment whenever the employee is en- Government employees involved in an gaged in official business within or out- accident make such insurance nec- side his/her designated post of duty. essary. (b) Incidental charges. If the hire of a (3) The cost of personal accident in- special conveyance does not include surance is a personal expense and is costs of the incidental expenses of gas- not reimbursable. oline or oil, feeding and stabling (d) Hire from another employee or mem- horses, rent of garage, hangar, or boat- ber of an employee’s family. Charges for house, subsistence of operator, the hire of a conveyance of another

22 Travel Allowances § 301–3.3

Government employee, a member of (i) Coach-class train accommodations. the traveler’s family, or a member of The term ‘‘coach-class train accom- the family of another Government em- modations’’ means the basic class of ployee shall not be allowed in the ab- train accommodations offered by rail sence of a satisfactory showing that carriers to passengers which includes a the conveyance was not procured be- level of service that is available to all cause of such personal or official rela- passengers regardless of the fare paid. tionship and that the member of the The term ‘‘coach-class train accom- family so furnishing was not dependent modations’’ includes reserved coach ac- upon the traveler for support. The ma- commodations, as well as slumber terial facts shall be reported in the ac- coach accommodations, when over- count. (See §§ 301–4.5 and 301–11.5(d).) night travel is involved. (e) Persons traveling together. When (ii) Slumber coach accommodations. two or more persons travel together by The term ‘‘slumber coach accommoda- means of a rented vehicle or special tions’’ includes slumber coach accom- conveyance, that fact, together with modations on trains offering such ac- the name of each traveler and the commodations, or the lowest level of name of his/her employing agency, sleeping accommodations available on must be stated by each traveler on his/ her travel voucher. a train that does not offer slumber coach accommodations. [54 FR 20272, May 10, 1989, as amended by (iii) First-class train accommodations. FTR Amdt. 10, 55 FR 41525, Oct. 12, 1990] The term ‘‘first-class train accom- § 301–3.3 Travel policy and class of modations’’ includes bedrooms, room- service authorized. ettes, club service, parlor car accommodations, or other premium accom- (a) It is the general General policy. modations. (See paragraph (b)(5) of this policy of the Government that less- section for the rules governing extra- than-premium-class accommodations fare trains.) First-class train accom- shall be used for all modes of passenger modations may be authorized in ac- transportation. The rules in para- cordance with paragraph (b)(3) of this graphs (b) through (d) of this section section only when justified by cir- govern the use of common carrier ac- cumstances listed in paragraph (b)(4) of commodations and apply to both do- this section. mestic and international travel of civilian employees while on official Gov- (iv) Extra-fare train. The term ‘‘extra- ernment business. Agencies shall re- fare train’’ means a train that operates port the use of first-class accommoda- at an increased fare due to the extra tions to the General Services Adminis- performance of the train (i.e., faster tration in accordance with paragraph speed or fewer stops). The term ‘‘extra- (e) of this section. fare train’’ does not mean first-class (b) Train accommodations—(1) Policy. train accommodations, even though an It is the policy of the Government that extra-fare train may offer first-class employees who travel by train shall accommodations. (See paragraph (b)(5) use coach-class accommodations. When of this section for rules governing the adequate reserved coach accommoda- use of extra-fare train service.) tions are available, officials authoriz- (3) Authorization or approval of the use ing travel shall require that those ac- of first-class train accommodations—(i) commodations be used to the maxi- Authorization or approval. Heads of mum extent possible. For overnight agencies may authorize or approve the train travel, employees shall use slum- use of first-class train accommodations ber coach sleeping accommodations ex- under criteria specified in paragraph cept as provided in paragraph (b)(2) of (b)(4) of this section. For ease of ad- this section. First-class train accom- ministration, heads of agencies may modations may be used only as per- delegate, with provisions for limited mitted in paragraph (b)(3) of this sec- redelegation, authority to authorize or tion. approve first-class train accommoda- (2) Definitions. The following definitions under paragraph (b) of this sec- tions apply throughout paragraph (b) tion, provided that appropriate guide- of this section: lines in the form of regulations or

23 § 301–3.3 41 CFR Ch. 301 (7–1–97 Edition) other written instructions are fur- ee’s condition is substantiated in writ- nished to the designee. The delegation ing by competent medical authority. or redelegation of authority to author- The use of first-class train accommoda- ize or approve first-class train accom- tions also may be authorized for an at- modations shall be held to as high an tendant, who is authorized under § 301– administrative level as practical to en- 9.2(c)(1) of this chapter to accompany sure adequate consideration and review the employee, when the employee is of circumstances requiring the need for authorized use of first-class accom- first-class train accommodations. modations and requires the attendant’s (ii) Requirements. Authorization for services en route. the use of first-class train accommoda- (iii) Security reasons. The use of first- tions shall be made in advance of the class train accommodations may be au- actual travel unless extenuating cir- thorized or approved when exceptional cumstances or emergency situations security circumstances require such make advance authorization impos- travel. Exceptional security cir- sible. If advance authorization cannot cumstances include, but are not lim- be obtained, the employee shall obtain ited to: written approval from the agency head, (A) Travel by an employee whose use or his/her designee, at the earliest pos- of coach-class train accommodations sible time. would endanger the employee’s life or (4) Use of first-class train accommoda- Government property; tions. Circumstances justifying the use (B) Travel by agents who are in of first-class train accommodations are charge of protective details and who limited to those listed in paragraphs are accompanying individuals author- (b)(4) (i) through (iii) of this section. ized to use first-class train accom- (i) No reasonably available coach-class modations; and train accommodations. When travel by (C) Travel by couriers and control of- train has been authorized as advan- ficers who are accompanying con- tageous to the Government, the use of trolled pouches or packages. first-class train accommodations may (iv) Inadequate foreign coach-class be authorized or approved only when train accommodations. The use of first- no coach-class train accommodations class train accommodations may be au- are reasonably available. For purposes thorized or approved when coach-class of this paragraph (b)(4)(i) of this sec- train accommodations on a foreign rail tion, ‘‘reasonably available’’ means carrier do not provide adequate sanita- coach-class train accommodations that tion or health standards. are available and that are scheduled to (5) Extra-fare train service. Coach-class leave within 24 hours of the employee’s travel by extra-fare trains may be au- proposed departure time, or scheduled thorized or approved whenever such use to arrive within 24 hours of the em- is administratively determined to be ployee’s proposed arrival time. In the more advantageous to the Government case of a direct route that requires or is required for security reasons. The overnight travel, ‘‘reasonably avail- use of National Railroad Passenger able’’ shall be based on the availability Corporation (AMTRAK) Metroliner of slumber coach sleeping accommoda- coach accommodations is considered to tions. ‘‘Reasonably available’’ does not be advantageous to the Government. include any accommodation with a Metroliner Club Service is deemed scheduled arrival time that is later first-class accommodations. First-class than the employee’s required reporting accommodations on extra-fare trains time at the duty site, or with a sched- may be authorized only as provided in uled departure time that is earlier than paragraph (b)(3) of this section. the time the employee is scheduled to (c) Steamer accommodations—(1) Policy. complete duty. It is the policy of the Government that (ii) Travel by an employee with a dis- employees who travel by steamer shall ability. The use of first-class train ac- use the lowest-class steamer accom- commodations may be authorized or modations. Authority to authorize all approved when necessary to accommo- travel by ocean vessel shall remain at date an employee’s disability or other as high a level as practical in accord- physical impairment, and the employ- ance with § 301–2.2(f) of this chapter.

24 Travel Allowances § 301–3.3

First-class steamer accommodations the use of first-class steamer accom- may be used only as permitted in para- modations are limited to those speci- graph (c)(3) of this section. fied in paragraphs (c)(4) (i) through (iii) (2) Definitions. The following defini- of this section. tions apply throughout paragraph (c) of (i) No other accommodations. The use this section: of first-class steamer accommodations (i) Steamer. The term ‘‘steamer’’ in- may be authorized or approved only cludes any ocean vessel that provides when lowest-class steamer accommoda- accommodations for passenger travel. tions are not available on the vessel. The term ‘‘steamer’’ does not include (ii) Travel by an employee with a dis- local commuter launches. ability. The use of first-class steamer (ii) Lowest-class steamer accommoda- accommodations may be authorized or tions. The term ‘‘lowest-class steamer approved when necessary to accommo- accommodations’’ means the least ex- date an employee’s disability or other pensive class of reserved accommoda- physical impairment, and the employ- tions available on a steamer. ee’s condition is substantiated in writ- (iii) First-class steamer accommodations. The term ‘‘first-class steamer ac- ing by competent medical authority. commodations’’ includes all accom- The use of first-class steamer accommodations classes above the lowest modations also may be authorized for class, including but not limited to an attendant, who is authorized under suites. § 301–9.2(c)(1) of this chapter to accom- (3) Authorization or approval of the use pany the employee, when the employee of first-class steamer accommodations—(i) is authorized use of first-class accom- Authorization or approval. Heads of modations and requires the attendant’s agencies may authorize or approve the services en route. use of first-class steamer accommoda- (iii) Security reasons. The use of first- tions under criteria specified in para- class steamer accommodations may be graph (c)(4) of this section. For ease of authorized or approved when excep- administration, heads of agencies may tional security circumstances require delegate, with provisions for limited such travel. Exceptional security cir- redelegation, authority to authorize or cumstances include, but are not lim- approve first-class steamer accom- ited to: modations under paragraph (c) of this (A) Travel by an employee whose use section, provided that appropriate of lowest-class accommodations would guidelines in the form of regulations or endanger the employee’s life or Gov- other written instructions are fur- ernment property; nished to the designee. The delegation (B) Travel by agents who are in or redelegation of authority to author- charge of protective details and who ize or approve first-class steamer ac- are accompanying individuals author- commodations shall be held to as high ized to use first-class accommodations; an administrative level as practical to and ensure adequate consideration and re- (C) Travel by couriers and control of- view of the circumstances requiring the need for first-class steamer accom- ficers who are accompanying con- modations. trolled pouches or packages. (ii) Requirements. Authorization for (d) Airline accommodations—(1) Policy. the use of first-class steamer accom- It is the policy of the Government that modations shall be made in advance of employees who use commercial air car- the actual travel unless extenuating riers for domestic and international circumstances or emergency situations travel on official business shall use make advance authorization impos- coach-class airline accommodations. sible. If advance authorization cannot First-class airline accommodations be obtained, the employee shall obtain may be used only as permitted in para- written approval from the agency head, graph (d)(4) of this section. Premium- or his/her designee, at the earliest pos- class other than first-class airline ac- sible time. commodations may be used only as (4) Use of first-class steamer accom- permitted in paragraph (d)(5) of this modations. Circumstances justifying section.

25 § 301–3.3 41 CFR Ch. 301 (7–1–97 Edition)

(2) Definitions. The following defini- sure adequate consideration and review tions apply throughout paragraph (d) of the circumstances requiring the of this section. need for premium-class airline accom- (i) Coach-class airline accommodations. modations. The term ‘‘coach-class airline accom- (ii) Requirements. Authorization for modations’’ means the basic class of the use of premium-class airline ac- accommodations offered by an air car- commodations shall be made in ad- rier to passengers which includes a vance of the actual travel unless ex- level of service that is available to all tenuating circumstances or emergency passengers regardless of the fare paid. situations make advance authorization The term ‘‘coach-class airline accom- impossible. If advance authorization modations’’ applies when an airline of- cannot be obtained, the employee shall fers only one class of accommodations; obtain written approval from the agen- the term also includes tourist-class ac- cy head, or his/her designee, at the ear- commodations and economy-class ac- liest possible time. commodations. (4) Use of first-class airline accommoda- (ii) Premium-class airline accommodations. Circumstances justifying the use tions. The term ‘‘premium-class airline of first-class airline accommodations accommodations’’ means any class of are limited to those listed in para- accommodations above coach-class air- graphs (d)(4) (i) through (iii) of this line accommodations, e.g., first-class section. or business-class. (i) No other reasonably available accom- (iii) First-class airline accommodations. modations. The use of first-class airline The term ‘‘first-class airline accom- accommodations may be authorized or modations’’ means the highest class of approved when neither coach-class air- accommodations on a multiple-class line accommodations nor premium- commercial air carrier. class other than first-class airline ac- (iv) Premium-class other than first-class commodations are reasonably avail- airline accommodations. The term ‘‘pre- able. For purposes of this paragraph mium-class other than first-class air- (d)(4)(i), ‘‘reasonably available’’ means line accommodations’’ means any class a class of accommodations, other than of accommodations between coach- first-class airline accommodations, class and first-class airline accom- that is available on an airline and that modations, e.g., business-class. is scheduled to leave within 24 hours of (3) Authorization or approval of the use the employee’s proposed departure of premium-class airline accommoda- time, or scheduled to arrive within 24 tions—(i) Authorization or approval. hours of the employee’s proposed arriv- Heads of agencies may authorize or ap- al time. ‘‘Reasonably available’’ does prove the use of premium-class airline not include any accommodations with accommodations if the criteria in para- a scheduled arrival time that is later graph (d)(4) of this section are met for than the employee’s required reporting first-class airline accommodations or time at the duty site, or with a sched- the criteria in paragraph (d)(5) of this uled departure time that is earlier than section are met for premium-class the time the employee is scheduled to other than first-class airline accom- complete duty. modations. For ease of administration, (ii) Travel by an employee with a dis- heads of agencies may delegate, with ability. The use of first-class airline ac- provisions for limited redelegation, au- commodations may be authorized or thority to authorize or approve pre- approved when it is necessary to ac- mium-class airline accommodations commodate an employee’s disability or under paragraph (d) of this section, other physical impairment, and the provided that appropriate guidelines in employee’s condition is substantiated the form of regulations or other writ- in writing by competent medical au- ten instructions are furnished to the thority. The use of first-class airline designee. The delegation or redelega- accommodations also may be author- tion of authority to authorize or ap- ized for an attendant, who is author- prove premium-class airline accom- ized under § 301–9.2(c)(1) of this chapter modations shall be held to as high an to accompany the employee, when the administrative level as practical to en- employee is authorized use of first-

26 Travel Allowances § 301–3.3 class accommodations and requires the airline accommodations also may be attendant’s services en route. authorized for an attendant, who is au- (iii) Security reasons. The use of first- thorized under § 301–9.2(c)(1) of this class airline accommodations may be chapter to accompany the employee, authorized or approved when excep- when the employee is authorized use of tional security circumstances require premium-class other than first-class such travel. Exceptional security cir- airline accommodations and requires cumstances include, but are not lim- the attendant’s services en route. ited to: (iv) Security purposes or exceptional (A) Travel by an employee whose use circumstances. The use of premium-class of a class of accommodations other other than first-class airline accom- than first-class would endanger the em- modations may be authorized or ap- ployee’s life or Government property; proved when such accommodations are (B) Travel by agents who are in required for security purposes or be- charge of protective details and who cause exceptional circumstances, as de- are accompanying individuals author- termined by the agency head (or his/ ized to use first-class accommodations; her designee), make their use essential and to the successful performance of the (C) Travel by couriers and control of- agency’s mission. ficers who are accompanying con- (v) Inadequate foreign carrier coach- trolled pouches or packages. class accommodations. The use of pre- (5) Use of premium-class other than mium-class other than first-class air- first-class accommodations. Cir- line accommodations may be author- cumstances justifying the use of pre- ized or approved when coach-class air- mium-class other than first-class airline accommodations on foreign car- line accommodations are limited to riers do not provide adequate sanita- those listed in paragraphs (d)(5) (i) tion or health standards, and the use of through (ix) of this section. foreign flag air carrier service is ap- (i) Coach-class accommodations not proved in accordance with the Fly available. The use of premium-class America Act (see § 301–3.6 of this part other than first-class airline accom- for rules governing the use of U.S. flag modations may be authorized or ap- carriers). proved when regularly scheduled (vi) Overall cost savings. The use of flights between the authorized origin premium-class other than first-class and destination points (including con- airline accommodations may be au- nection points) provide only premium- thorized or approved when such accom- class accommodations, and the em- modations would result in an overall ployee certifies this circumstance on savings to the Government based on the travel voucher. economic considerations, such as the (ii) No space available in coach-class avoidance of additional subsistence accommodations. The use of premium- costs, overtime, or lost productive time class other than first-class airline ac- that would be incurred while awaiting commodations may be authorized or availability of coach-class accommoda- approved when space is not available in tions. coach-class airline accommodations on (vii) Use of frequent traveler benefits. any scheduled flight in time to accom- The use of premium-class other than plish the purpose of the official travel, first-class airline accommodations may which is so urgent that it cannot be be authorized or approved when ob- postponed. tained as an accommodations upgrade (iii) Travel by an employee with a dis- through the redemption of frequent ability. The use of premium-class other traveler benefits. than first-class airline accommoda- (viii) Acceptance of payment from a tions may be authorized or approved non–Federal source. The use of pre- when necessary to accommodate an mium-class other than first-class air- employee’s disability or other physical line accommodations may be author- impairment, and the employee’s condi- ized or approved when the employee’s tion is substantiated in writing by transportation is paid in full through competent medical authority. The use agency acceptance of payment from a of premium-class other than first-class non-Federal source in accordance with

27 § 301–3.3 41 CFR Ch. 301 (7–1–97 Edition) part 304–1 of chapter 304 of this sub- (viii) Coach-class accommodations title. fare (or in the case of steamers, lowest- (ix) Travel in excess of 14 hours. The class steamer accommodations fare) use of premium-class other than first- for the actual route used. class airline accommodations may be (2) Submission requirements. Each authorized or approved when travel is agency shall submit to GSA a cover direct between authorized origin and letter with the agency name, the name destination points which are separated of a person to contact for further infor- by several time zones, and either the mation, and a phone number where the origin or destination point is outside contact person may be reached. The the continental United States cover letter also shall state the total (CONUS), and the scheduled flight time number of records reported, the total (including stopovers) is in excess of 14 actual cost of first-class accommoda- hours. When this authority is exer- tions reported, and the total cost of al- cised, an employee shall not be eligible ternative coach-class accommodations for a rest stop en route or a rest period based on the actual route used. Agen- upon arrival at the duty site under cies must submit an IBM MS-DOS com- § 301–7.11 of this chapter. patible floppy disk (either 31⁄2′′ or 51⁄4′′) (e) Agency reporting requirements for with an ASCII file containing the first- first-class travel. Each agency shall sub- class accommodations use records in mit to the General Services Adminis- the following data format: tration (GSA), no later than 60 days (i) The first field in each record will after the end of each fiscal year, a re- be the ‘‘mode of travel’’ field contain- port of all first-class travel authorized ing one (1) numeric character cor- by the agency during the fiscal year. responding to the mode of travel. Use This report has been assigned Inter- the following codes in the mode of agency Report Control No. 0411–GSA– travel field: AN. The rules in paragraph (e) (1) through (4) of this section govern data Mode of travel Code collection, submission requirements, reporting procedures, and exceptions. Airplane ...... 0 (1) Data collection. Each agency shall Ship ...... 1 collect the following data for each in- Train ...... 2 stance an employee uses first-class accommodations that are authorized (ii) The second field in each record under paragraph (b), (c), or (d) of this will be the ‘‘name of traveler’’ field section: with forty-five (45) available alpha- (i) Mode of travel (i.e., airline, steam- numeric character spaces containing er, or train); the name of the traveler for whom (ii) Name of traveler; first-class accommodations were au- (iii) Origin and destination points; thorized and used. Enter each record in (iv) Beginning date of travel; upper case letters starting with the (v) Purpose of travel (i.e., site visit, last name, followed by the first name, information meeting, training attend- and the middle initial. Include a ance, speech or presentation, con- comma after the last name, but do not ference attendance, relocation, entitle- include the period after the middle ini- ment travel, special mission travel, tial (e.g., DOE, JOHN A). emergency travel, or other travel pur- (iii) The third field in each record poses); will be the ‘‘origin point’’ field with (vi) Circumstances justifying use of thirty-five (35) available alphanumeric first-class accommodations (i.e., no character spaces containing the origin other reasonably available accom- city and state (or country of origin for modations, travel by an employee with travel outside the United States). a disability, security reasons, or inad- Enter the record in upper case letters. equate foreign coach-class train ac- Use standard two (2) letter state abbre- commodations); viations, but enter the full name of the (vii) Actual first-class accommoda- country, if other than the United tions fare; and States, to the extent the field size will

28 Travel Allowances § 301–3.3 accommodate the full name (e.g., CHI- Circumstances justifying use of first-class accom- Code CAGO, IL; SAN JUAN, PUERTO RICO; modations or PARIS, FRANCE). No other reasonably available accommodations ...... 0 (iv) The fourth field in each record Disability ...... 1 Security ...... 2 will be the ‘‘destination point’’ field Inadequate foreign coach-class train accommodations 3 with thirty-five (35) available alphanumeric character spaces containing (viii) The eighth field in each record the destination city and state (or des- will be the ‘‘actual first-class accom- tination country for travel outside the modations fare’’ field with four (4) United States). Enter the record in numeric characters containing the ac- upper case letters. Use standard two (2) tual cost of the first-class accommoda- letter state abbreviations, but enter tions fare expressed in whole dollar the full name of the destination coun- amounts (truncate amounts less than a try, if other than the United States, to dollar from the record and enter the the extent the field size will accommo- amount without commas or dollar date the full name. signs). (v) The fifth field in each record will (ix) The ninth field in each record be the ‘‘beginning date of travel’’ field will be the ‘‘coach-class accommoda- with six (6) numeric characters con- tions fare for the actual route used’’ taining the date of first-class travel. field with four (4) numeric characters The first two characters identify the containing a representative coach-class month (enter 0 in the first space for accommodations fare (or in the case of single digit months, e.g., 01 for Janu- steamers, the lowest-class accommoda- ary); the second two characters iden- tions fare) for the actual route used expressed in whole dollar amounts (trun- tify the day of the month (enter 0 in cate amounts less than a dollar from the first space for single digit days); the record and enter the amount with- and the final two characters identify out commas or dollar signs). The the last two digits of the calendar year coach-class accommodations fare is the (e.g., 060193; 091163; or 123189). fare that would have been paid if the (vi) The sixth field in each record employee had traveled the same route will be the ‘‘purpose of travel’’ field using coach-class accommodations. containing one (1) numeric character (3) Reporting procedures. Agencies corresponding to the purpose of the shall submit the reports (floppy disk travel. Use the following codes in the with cover letter) to the General Serv- purpose of travel field: ices Administration, Transportation Management Division (FBX), Washing- Purpose of travel Code ton, DC 20406. The reports must be submitted no later than 60 days after the Site visit ...... 0 end of the fiscal year in which the Information meeting ...... 1 first-class travel began. Training attendance ...... 2 Speech or presentation ...... 3 (4) Exceptions. To the extent that in- Conference attendance ...... 4 formation is protected from disclosure Relocation ...... 5 by statute or Executive Order, an agen- Entitlement travel ...... 6 cy is not required to furnish data oth- Special mission travel ...... 7 erwise required to be reported. Infor- Emergency travel ...... 8 mation that may be disclosed shall be Other travel purposes ...... 9 submitted to GSA. When specific information required in paragraph (e)(1) of (vii) The seventh field in each record this section is protected from public will be the ‘‘circumstances justifying disclosure, an agency shall submit in use of first-class accommodations’’ its cover letter the aggregate informa- field containing one (1) numeric char- tion listed in paragraphs (e)(4) (i) acter corresponding to the cir- through (iii) of this section unless the cumstances that justified the use of aggregate information also is protected first-class accommodations. Use the from public disclosure. following codes in the circumstances (i) Aggregate number of authorized justifying use of first-class accom- first-class trips that are protected from modations field: disclosure.

29 § 301–3.4 41 CFR Ch. 301 (7–1–97 Edition)

(ii) Aggregate total of actual first- eler shall pay for the transportation class accommodations fares paid. from his/her own funds or from a travel (iii) Aggregate total of coach-class advance (see part 301–10) and shall ob- accommodations fares for the actual tain a receipt (when required under route used. § 301–11.3(c)) for the cost of the trans- [FTR Amdt. 32, 58 FR 58236, Oct. 29, 1993; 58 portation necessary in the performance FR 60390, Nov. 16, 1993, as amended by FTR of offical business which shall accom- Amdt. 37, 59 FR 27488, May 27, 1994] pany his/her voucher along with a copy of the required administrative deter- § 301–3.4 Special fares. mination. Reimbursement shall not ex- (a) [Reserved] ceed the cost of accommodations au- (b) Reduced rates—(1) Use of special thorized under § 301–3.3. lower fares. (i) Through-fares, special (ii) The infrequent traveler, unaware fares, commutation fares, excursion of the general prohibition against the fares, and reduced-rate round-trip fares use of travel agents, who inadvertently shall be used for official travel when it purchases transportation with personal can be determined before the start of a funds from a travel agent without the trip that this type of service is prac- required advance administrative ap- tical and economical to the Govern- ment. Round-trip tickets for special proval, may be granted an exception to lower fares which are restricted or the preclusive provisions on a one-time have specific eligibility requirements basis and may be paid for the travel shall be secured only when, on the costs incurred not to exceed the cost basis of the journey as planned, it is which would have been properly known or can be reasonably antici- chargeable to the Government if the pated that these tickets will be used. transportation service had been pur- The use of special lower fares under chased directly from the carrier. In these provisions does not take prece- such cases, the traveler will be advised dence over the mandatory use of con- that recurrence of such use of travel tract air fares between selected city- agents will result in denial of reim- pairs as prescribed in paragraph bursement unless it can be dem- (b)(1)(ii) of this section. onstrated that the traveler had no al- (ii) For the use of contract air car- ternative. riers for official travel between certain (c) Unequal fares available. Except as cities/airports, all agencies, except provided in part 301–15, subpart B, when DOD, shall follow the policies, proce- common carriers furnish the same dures, and requirements provided in method of travel at different fares be- part 301–15, subpart B. DOD must fol- tween the same points for the same low procedures established in the De- type of accommodations, the lowest fense Traffic Management Regulation, cost service shall be used unless use of AR 55–355/NAVSUPINST 4600.70/AFR a higher cost service is administra- 75–2/MCO P4600.14B/DLAR 4500.3. tively determined to be more advan- (2) Reduced group or charter fares of- tageous to the Government. (See § 301– fered by travel agents. (i) Reduced fares 2.2(c).) for group or charter arrangements available only through travel agents [54 FR 20272, May 10, 1989, as amended by may be used by individuals or a group FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990; FTR of employees provided an administra- Amdt. 26, 57 FR 28633, June 26, 1992; FTR tive determination has been made by Amdt. 50, 61 FR 55577, Oct. 28, 1996] the agency on a case-by-case basis before the travel that use of the reduced § 301–3.5 Unused, downgraded, can- group or charter fares will result in a celed or oversold transportation services. monetary savings to the Government and will not interfere with the conduct (a) Unused or downgraded tickets or of official business. In such instances, canceled reservations. Travelers are re- if payment for transportation cannot quired to follow the guidelines in this be made to a carrier with a Govern- paragraph on unused passenger trans- ment transportation request but must portation services and accommoda- be made to the travel agent, the trav- tions:

30 Travel Allowances § 301–3.5

(1) When a traveler knows that res- provide confirmed reserved space. ervations for transportation and/or ac- When payment of liquidated damages commodations will not be used, he/she results from travel on official business, must cancel the reservations, either these penalty payments are due the personally or through the appropriate Government and not the traveler. Any office handling agency travel arrange- traveler who has been denied confirmed ments, within the time limits specified reserved space shall ensure that the by the carrier. Similarly, where the carrier shows the ‘‘Treasurer of the transportation furnished is different, United States’’ as payee on the com- or of a lesser value than that author- pensation check and shall forward the ized on the ticket, or where a journey payment to the appropriate agency of- is terminated short of the destination ficial. (See 41 CFR 101–41.209–4.) These specified on the transportation request, payments shall be deposited by the the Government is due a refund. The agency in accordance with Department traveler shall report these facts to the of Treasury requirements and credited appropriate agency office under proce- to miscellaneous receipt account 1699 dures prescribed by the agency con- ‘‘Miscellaneous Dividends and Earnings cerned. All adjustments in connection Not Otherwise Classified.’’ (See also with unfurnished or unused passenger § 301–1.103 and 41 CFR 101–25.103–2.) transportation must be promptly re- (c) Voluntary vacating of reserved air- ported to prevent losses to the Govern- line accommodations. Airlines are re- ment. Failure of travelers to follow quired to ask for volunteers to give up these procedures may subject them to their reserved seats before the airline liability for any resulting losses. denies boarding to any passenger with (2) As provided in 41 CFR 101–41.209–2, a reservation. Airlines are free to de- travelers are not authorized to receive termine the amount to be paid to the refunds, credits, or any other nego- volunteer. Employees who voluntarily tiable documents from carriers for un- give up their seats may retain these furnished services or unused tickets (or payments only under the following portions thereof) issued in exchange for conditions. Employees should not vol- a Government transportation request. untarily give up their seats if it will Instead, the traveler should request a interfere with the performance of offi- receipt or ticket refund application or cial duties. If an employee voluntarily other written acknowledgement of fare gives up his/her reserved seat and, as a adjustment from the carrier and fur- result, incurs additional travel ex- nish the carrier a ‘‘bill charges to’’ ad- penses beyond those which he/she dress. All unused tickets (including would have normally incurred, these portions thereof), coupons, exchange additional expenses must be offset orders, refund receipts or applications, against the payment received by the notices of fare adjustments, etc., and employee. If the employee’s travel is the factual information relating to the delayed during official duty hours, the unused passenger transportation must employee would be charged annual be attached to or entered on the travel leave for the additional hours. voucher. In any case where itineraries (d) Agency responsibilities. Each agen- are changed or trips are canceled after cy shall prescribe procedures for use by tickets have been issued to the trav- travelers when submitting documenta- eler, a statement shall be entered on tion and statements relating to unused the travel voucher, and initialed by the or downgraded passenger transpor- traveler, that all tickets have been ei- tation services. Included in these pro- ther used for official purposes or all un- cedures will be instructions for submit- used tickets, or portions thereof, have ting payments received from carriers been properly accounted for and at- for denied confirmed reserved space. tached to the voucher. (See also §§ 301– Agencies shall also provide the traveler 1.103(a) and 301–11.5(c)(1).) with a ‘‘bill charges to’’ address by at- (b) Oversold reserved accommodations taching a copy of the GTR, or some (denied boarding). Tariff provisions of other document containing this infor- certain scheduled air carriers require mation, to either the travel authoriza- the payment of liquidated damages in tion or the ticket to facilitate the car- certain situations if the carrier fails to rier refund procedures as required by 41

31 § 301–3.6 41 CFR Ch. 301 (7–1–97 Edition)

CFR 101–41.210–1. Necessary adminis- (iii) United States. For purposes of the trative arrangements shall be estab- Fly America Act, ‘‘United States’’ lished for an appropriate review of means the 50 States, the District of Co- travel vouchers and attached docu- lumbia, and the territories and posses- mentation in order to identify any un- sions of the United States (49 U.S.C. used tickets, coupons, etc., or other App. 1301(41)). evidence of refund due the Govern- (iv) Gateway airport in the United ment. To prevent losses to the Govern- States. A ‘‘gateway airport in the Unit- ment these documents must be prompt- ed States’’ means the last airport in ly identified and processed under the the United States from which the trav- unused ticket refund procedures pre- eler’s flight departs, or the first airport scribed in 41 CFR 101–41.210. (See para- in the United States at which the trav- graph (a) of this section for required eler’s flight arrives. traveler’s statement intended to high- (v) Gateway airport abroad. A ‘‘gate- light and facilitate control of unused way airport abroad’’ means the airport tickets.) abroad from which the traveler last [54 FR 20272, May 10, 1989, as amended by embarks en route to the United States FTR Amdt. 17, 56 FR 23655, May 23, 1991; FTR or at which the traveler first debarks Amdt. 26, 57 FR 28633, June 26, 1992] incident to travel from the United States. § 301–3.6 Use of United States flag car- (2) General requirements of the Fly riers. America Act. The Fly America Act, 49 (a) Travel by United States flag ships. U.S.C. App. 1517, as implemented by Section 901 of the Merchant Marine Act the Comptroller General’s guidelines, of 1936 (46 U.S.C. 1241(a)) provides: Decision B–138942, March 31, 1981, re- Any officer or employee of the United quires Federal employees and their de- States traveling on official business overseas pendents, consultants, contractors, or to or from any of the possessions of the grantees, and others performing United United States shall travel and transport his/ States Government financed foreign air her personal effects on ships registered under travel to travel by U.S. flag air car- the laws of the United States where such riers: ships are available unless the necessity of (i) Unless travel by foreign air carrier the mission requires the use of a ship under a foreign flag: Provided, That the Comptrol- is a matter of necessity as defined in ler General of the United States shall not paragraph (b)(3) of this section, or credit any allowance for travel or shipping (ii) When U.S. flag air carrier service expenses incurred on a foreign ship in the ab- is available within the guidelines in sence of satisfactory proof of the necessity paragraphs (b) (4) and (5) of this sec- therefor. tion. (b) Use of United States flag air car- (3) Necessity for use of foreign air carriers—(1) Definitions. As used in this rier service. Use of foreign air carrier section, the following definitions service may be deemed necessary if a apply: U.S. flag air carrier otherwise avail- (i) The Fly America Act. The ‘‘Fly able cannot provide the air transpor- America Act’’ refers to provisions en- tation needed, or use of U.S. flag air acted by section 5 of the International carrier service will not accomplish the Air Transportation Fair Competitive agency’s mission. Practices Act of 1974 (Pub. L. 93–623, (4) Availability of U.S. flag air carrier January 3, 1975), 49 U.S.C. App. 1517, as service—(i) General. U.S. flag air carrier amended by section 21 of the Inter- service is available even though: national Air Transportation Competi- (A) Comparable or a different kind of tion Act of 1979 (Pub. L. 96–192, Feb- service can be provided at less cost by ruary 15, 1980), 94 Stat. 43. a foreign air carrier; (ii) U.S. flag air carrier. The term (B) Foreign air carrier service is pre- ‘‘U.S. flag air carrier’’ means an air ferred by or is more convenient for the carrier holding a certificate under sec- agency or the traveler; or tion 401 of the Federal Aviation Act of (C) Service by a foreign air carrier 1958 (49 U.S.C. App. 1371). Foreign air can be paid for in excess foreign cur- carriers operating under permits are rency, unless U.S. flag air carriers de- excluded. cline to accept excess or near excess

32 Travel Allowances § 301–3.6 foreign currencies for transportation two points outside the United States, payable only out of those monies. (See U.S. flag air carrier service will not be also paragraph (b)(5)(iv) of this sec- considered to be reasonably available: tion.) (A) If travel by foreign air carrier (ii) Scheduling principles. In determin- would eliminate two or more aircraft ing availability of U.S. flag air carrier changes en route; service, the following scheduling prin- (B) Where one of the two points ciples should be followed unless their abroad is the gateway airport en route application results in the last or first to or from the United States, if the use leg of travel to and from the United of a U.S. flag air carrier would extend States being performed by foreign air the time in a travel status by at least carrier: 6 hours more than travel by foreign air (A) U.S. flag air carrier service avail- carrier, including accelerated arrival able at point of origin should be used at the overseas destination or delayed to destination or, in the absence of di- departure from the overseas origin, as rect or through service, to the farthest well as delay at the gateway airport or interchange point on a usually traveled other interchange point abroad; or route; (C) Where the travel is not part of a (B) Where an origin or interchange trip to or from the United States, if the point is not served by U.S. flag air car- use of a U.S. flag air carrier would ex- rier, foreign air carrier service should tend the time in a travel status by at be used only to the nearest interchange least 6 hours more than traveled by point on a usually traveled route to foreign air carrier including delay at connect with U.S. flag air carrier serv- origin, delay en route and accelerated ice; or arrival at destination. (C) Where a U.S. flag air carrier in- voluntarily reroutes the traveler via a (iii) Short distance travel. For all short foreign carrier, the foreign air carrier distance travel, regardless of origin may be used notwithstanding the avail- and destination, U.S. flag air carrier ability of alternative U.S. flag air car- service will not be considered available rier service. when the elapsed travel time on a (5) Guidelines for determining unavail- scheduled flight from origin to destina- ability of U.S. flag air carrier service—(i) tion airport by foreign air carrier is 3 Travel to and from the United States. hours or less and service by U.S. flag Passenger service by a U.S. flag air air carrier would involve twice the carrier will not be considered available travel time. when the travel is between a gateway (iv) Travel financed solely with excess airport in the United States and a foreign currencies. U.S. flag air carriers gateway airport abroad and the gate- render themselves unavailable by de- way airport abroad is: clining to accept payment in foreign (A) The traveler’s origin or destina- currencies for transportation services tion airport, and the use of U.S. flag required by certain programs or activi- air carrier service would extend the ties of the Government which, under time in a travel status, including delay legislative authority, are financed sole- at origin and accelerated arrival at ly with excess foreign currencies which destination, by at least 24 hours more may not be converted to U.S. dollars. than travel by foreign air carrier; In these instances, and notwithstand- (B) An interchange point, and the use ing the provisions of paragraph of U.S. flag air carrier service would re- (b)(4)(i)(C) of this section, foreign flag quire the traveler to wait 6 hours or air carriers that will accept the re- more to make connections at that quired foreign currency may be used to point, or delayed departure from or ac- the extent necessary to accomplish the celerated arrival at the gateway air- mission of the particular program or port in the United States would extend activity. The statement of justification the time in a travel status by at least required under paragraph (c)(3) of this 6 hours more than travel by foreign air section must indicate that the trans- carrier. portation service needed can be paid (ii) Travel between two points outside for only in excess foreign currencies the United States. For travel between and that otherwise available U.S. flag

33 § 301–3.6 41 CFR Ch. 301 (7–1–97 Edition) air carriers declined to accept payment ———————————————————————— in the foreign currencies. (name of foreign flag vessel(s) or foreign flag (c) Use of foreign flag air carriers—(1) air carrier(s)) Authorization or approval. Expenditures ———————————————————————— for commercial foreign air transpor- (flight identification number) tation on foreign air carrier(s) will be or to transport ——————————————— disallowed unless there is attached to (personal effects) (freight) the appropriate voucher a certificate between ——————————————————— or memorandum adequately explaining and ————————————————————— why service by U.S. flag air carrier(s) en route from ———————————————— is not available, or why it was nec- to —————————————————————— essary to use a foreign air carrier. The on use of foreign flag air carriers may be ———————————————————————— authorized or approved only when U.S. (date) flag air carrier service is not available as determined under the guidelines in for the following reasons: —————————— paragraph (b) of this section, or when ———————————————————————— foreign air carriers are used under the ———————————————————————— reciprocal terms of an appropriate bi- (date) lateral or multilateral agreement as ———————————————————————— described in paragraph (c)(2) of this (Signature of traveler or authorizing officer) section, or when use of foreign carriers ———————————————————————— is necessary under paragraph (b)(3) of (Title or position) this section. ———————————————————————— (2) Air transport agreements. Nothing (Organization) in the guidelines contained in paragraph (b) of this section shall preclude (4) Employee liability for disallowed ex- and no penalty shall attend the use of penditures. Where the travel is by indi- a foreign air carrier which provides rect route or the traveler otherwise transportation under an air transport fails to use available U.S. flag air car- agreement between the United States rier service, the amount to be dis- and a foreign government, the terms of allowed against the traveler is based on which are consistent with the inter- the loss of revenues suffered by U.S. national aviation policy goals set forth flag air carriers as determined under at 49 U.S.C. App. 1502(b) and provide re- the following formula set forth and ciprocal rights and benefits. more fully explained in 56 Comp. Gen. (3) Justification statement. A state- 209 (1977): ment executed by the traveler or agency justifying the use of a foreign flag Sum of certifi- air carrier for any part of foreign trav- cated carrier seg- el must be entered on or attached to ment mileage, au- Fare payable the travel voucher, transportation re- thorized × by Govern- quest, or other payment document. Sum of all seg- ment Each request for a change in route or ment mileage, au- schedule which involves the use of a thorized foreign flag air carrier must be accom- Minus panied by a statement justifying such use. The following is provided as a Sum of certificated carrier seg- guide for preparing the required jus- ment mileage, tification statement: traveled × Through fare paid I certify that it (is) (was) necessary for Sum of all seg- ———————————————————————— ment mileage, (name of traveler or agency) traveled to use

[54 FR 20272, May 10, 1989; 54 FR 23563, June 1, 1989, as amended by FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992]

34 Travel Allowances § 301–4.2

PART 301–4—REIMBURSEMENT FOR ported on the reimbursement voucher USE OF PRIVATELY OWNED CON- and shall be used in computing pay- VEYANCES ment for the use of a privately owned airplane. If a detour was necessary be- Sec. cause of adverse weather, mechanical 301–4.1 Basic rules. difficulty, or other unusual conditions, 301–4.2 When use of a privately owned con- the additional air mileage may be in- veyance is advantageous to the Govern- cluded in the mileage reported on the ment. reimbursement voucher and, if in- 301–4.3 Use of a privately owned conveyance cluded, it must be explained. When an instead of common carrier transportation. official requirement for deviation from 301–4.4 Use of a privately owned conveyance direct route travel is such that airway instead of a Government-furnished auto- mileage charts are not adequate to de- mobile. termine mileage, the formula of flight 301–4.5 More than one person in conveyance. time multiplied by cruising speed of 301–4.6 Actual expense basis. the airplane may be the basis for mile- AUTHORITY: 5 U.S.C. 5701–5709. age determinations. SOURCE: 54 FR 20276, May 10, 1989, unless (c) Other allowable costs. Reimburse- otherwise noted. ment for parking fees; ferry fees; bridge, road, and tunnel fees; and air- § 301–4.1 Basic rules. plane parking, landing, and tiedown (a) Mileage payments. When employees fees shall be allowed in addition to the and others rendering service to the mileage allowance unless the travel or- Government use privately owned motor ders or other administrative deter- vehicles or airplanes in the conduct of minations restrict such allowance. official business within or outside their designated posts of duty or places of § 301–4.2 When use of a privately service and such use is authorized or owned conveyance is advantageous approved as advantageous to the Gov- to the Government. ernment or as an authorized or ap- (a) Authorized mileage reimbursement proved exercise of the employee’s pref- rates. When the use of a privately erence, payment shall be made on a owned conveyance is authorized or ap- mileage basis unless payment on an ac- proved as advantageous to the Govern- tual expense basis is specifically au- ment for the performance of official thorized by law. travel, either within or outside the (b) Distance measurements—(1) Auto- United States, as provided in § 301– mobile and motorcycle travel. When 2.2(d)(3) of this chapter, reimbursement transportation is authorized or ap- to the traveler shall be at the mileage proved by privately owned motorcycles rates prescribed in this paragraph. or automobiles, distances between (1) For use of a privately owned auto- points traveled shall be as shown in mobile: 31 cents per mile. standard highway mileage guides or actual miles driven as determined from (2) For use of a privately owned air- odometer readings. (Actual odometer plane: 85 cents per mile readings need not be shown on the (3) For use of a privately owned mo- travel voucher.) Any substantial devi- torcycle: 25 cents per mile. ations from distances shown in the (b) Special rule when permanent duty standard highway mileage guides shall travel is involved. The regulations con- be explained. The mileage rate as au- tained in chapter 302 of this title shall thorized or approved may be paid from apply when privately owned auto- whatever point the employee or other mobiles are used in connection with person rendering service to the Govern- employees’ permanent changes of sta- ment begins his/her journey. tion, when the appointees or student (2) Airplane travel. The air mileage be- trainees described therein travel to tween the origin and destination air- their first permanent duty stations, or ports, as determined from airways when employees return from posts of charts issued by the National Oceanic duty outside the continental United and Atmospheric Administration, De- States to places of actual residence for partment of Commerce, shall be re- separation.

35 § 301–4.3 41 CFR Ch. 301 (7–1–97 Edition)

(c) To and from common carrier termi- mobile at a common carrier terminal nals and office—(1) Round trip instead of or other parking area while the trav- taxicab to carrier terminals. Instead of eler is away from his/her official sta- using a taxicab under § 301–2.3(c), pay- tion shall be allowed only to the extent ment on a mileage basis at the rate of that the fee plus the allowable reim- 31 cents per mile and other allowable bursement to and from the terminal or costs as set forth in § 301–4.1(c) shall be other parking area does not exceed the allowed for the round-trip mileage of a estimated cost for use of a taxicab to privately owned automobile used by an and from the terminal under the provi- employee going from either the em- sions of § 301–2.3(c). ployee’s home or place of business to a [54 FR 20276, May 10, 1989, as amended by terminal or from a terminal to either FTR Amdt. 18, 56 FR 28824, June 25, 1991; the employee’s home or place of busi- FTR Amdt. 26, 57 FR 28633, June 26, 1992; ness. However, the amount of reim- FTR Amdt. 42, 59 FR 66626, Dec. 27, 1994; FTR bursement for the round trip shall not Amdt. 48, 61 FR 25802, May 23, 1996; FTR in either instance exceed the taxicab Amdt. 54, 61 FR 68159, Dec. 27, 1996] fare, including tip, allowable under § 301–2.3(c) for a one-way trip between § 301–4.3 Use of a privately owned con- the applicable points. veyance instead of common carrier (2) Round trip instead of taxicab be- transportation. tween residence and office on day of trav- Whenever a privately owned convey- el. Instead of using a taxicab under ance is used for official purposes as a § 301–2.3(d) (in connection with official matter of personal preference instead travel requiring at least one night’s of common carrier transportation lodging), payment on a mileage basis under § 301–2.2(d), payment for such at the rate of 31 cents per mile and travel shall be made on the basis of the other allowable costs as set forth in actual travel performed, computed § 301–4.1(c) shall be allowed for round- under § 301–4.1 at the mileage rate pre- trip mileage of a privately owned auto- scribed in § 301–4.2(a) plus the per diem mobile used by an employee going from allowable for the actual travel. The the employee’s residence to the em- total allowable shall be limited to the ployee’s place of business or returning total constructive cost of appropriate from place of business to residence on a common carrier transportation includ- day travel is performed. However, the ing constructive per diem by that amount of reimbursement for the method of transportation. Constructive round trip shall not exceed the taxicab cost of transportation and per diem by fare, including tip, allowable under common carrier shall be determined § 301–2.3(d) for a one-way trip between under the following rules: the points involved. (a) Mode of travel to be used for com- (3) Privately owned conveyance used to parison—(1) Airplane. The mileage pay- transport other employees between resi- ment shall not exceed the constructive dence, office, and common carrier termi- cost of coach-class airline accommoda- nals. Payment under paragraphs (c)(1) tions, as defined in § 301–3.3(d)(2)(i) of and (2) of this section may be made this chapter, on a commercial air car- without the taxicab fare limitation rier. If travel is between a city/airport when the privately owned conveyance pair for which air carrier service is pro- used by the employee for official travel vided under contract with GSA, the is also used to pick up and transport constructive cost is limited to the ap- one or more additional employees trav- propriate contract air fare. If no air eling between home, office, and com- carrier is under contract with GSA to mon carrier terminals incident to a provide service between a particular temporary duty assignment. Employee city/airport pair, the constructive cost participation under this provision is is limited to the lowest unrestricted voluntary. The names of the additional coach-class fare provided by a commer- employees and their employing offices/ cial air carrier serving that city/air- agencies should be stated on the travel port pair. For purposes of this provi- voucher in accordance with § 301–4.5. sion, coach-class accommodations are (4) Parking when automobile is left at considered to be provided by a carrier terminal. The fee for parking an auto- when they are scheduled on flights

36 Travel Allowances § 301–4.4 serving origin and destination points, (For this purpose, ‘‘unreasonable regardless of whether space would ac- hours’’ means those which would un- tually have been available had the duly inconvenience the traveler or ad- traveler used air transportation for the versely affect his/her safety, or which official travel. would result in unduly increasing the (2) Train. When the air accommoda- constructive per diem.) tions described in paragraph (a)(1) of [54 FR 20276, May 10, 1989, as amended by this section are not provided between FTR Amdt. 3, 54 FR 47524, Nov. 15, 1989; FTR the origin and destination points, the Amdt. 32, 58 FR 58240, Oct. 29, 1993] mileage payment shall be limited to the constructive cost of coach-class § 301–4.4 Use of a privately owned con- train accommodations for the travel veyance instead of a Government- performed. The constructive cost com- furnished automobile. parison also may be made with rail (a) Planning for use of Government-fur- transportation, even though commer- nished automobiles. When use of a pri- cial air accommodations are provided vately owned conveyance is authorized between the city/airport pair, when an or approved under § 301–2.2(e) even administrative determination is made though use of a Government-furnished that such comparison, including relat- automobile would be more advan- ed per diem, is more economical, and tageous to the Government, reimburse- the travel order or other administra- ment to the employee shall be limited tive directive so provides. The con- to the cost which would be incurred for structive cost comparison may be lim- use of a Government-furnished auto- ited to the cost of extra fare service as mobile. The normal rate of reimburse- defined in § 301–3.3(b)(2)(iv) of this chap- ment shall be that provided in para- ter only when extra fare service has graph (b) of this section; however, been authorized as advantageous to the agencies should obtain commitments Government. from employees who are expected to (3) Bus. When neither air nor rail ac- perform extensive automobile travel on commodations are provided, the mile- official business whether they will use age payment shall be limited to the Government-furnished automobiles or constructive cost of bus transpor- whether they will elect to use privately tation. owned conveyances. Such commit- (b) Transportation costs to be consid- ments will be for periods of time which ered in addition to fares. In determining warrant the making of arrangements the constructive common carrier cost, for supply of Government-furnished there shall also be included the usual automobiles, and commitment changes transportation costs to and from the shall be made in sufficient time in ad- common carrier terminals. In addition, vance of their effective dates to permit the cost of excess baggage shall be in- arrangements to be made for acquisi- cluded when it would have been al- tion or disposal of Government-fur- lowed had the traveler used the carrier nished automobiles as required. An em- upon which the constructive transpor- ployee who is committed to use a Gov- tation costs are determined, provided ernment-furnished automobile shall the traveler certifies as to the weight not be authorized reimbursement for of the baggage or presents other ac- use of his/her privately owned convey- ceptable evidence of its weight. ance instead of a Government-fur- (c) Per diem allowance. The construc- nished automobile; except that, if such tive per diem shall be the amount an employee occasionally uses his/her which would have been allowable if the privately owned conveyance when a traveler had used the carrier upon Government-furnished automobile is which the constructive transportation available, mileage reimbursement lim- costs are determined. ited to the cost of operating a Govern- (d) Use of actual and reasonable sched- ment-furnished vehicle (fixed costs ex- ules. In making the foregoing construc- cluded as provided in paragraph (c) of tive cost comparisons of transpor- this section) may be authorized or ap- tation, scheduled departure and arriv- proved. als of planes, trains, and buses at un- (b) Reimbursement based on Govern- reasonable hours shall be disregarded. ment costs. It has been determined that

37 § 301–4.5 41 CFR Ch. 301 (7–1–97 Edition) the average mileage cost for use of a § 301–4.5 More than one person in con- Government-furnished automobile for veyance. travel in the continental United States Mileage shall be payable to only one is 23.5 cents. Therefore, the mileage of two or more employees traveling to- rate for authorized use of a privately gether on the same trip and in the owned conveyance when use of a Gov- same conveyance, but no deduction ernment-furnished automobile would shall be made from the mileage other- be most advantageous to the Govern- wise payable to the employee entitled ment shall be 23.5 cents. Exceptions to thereto by reason of the fact that other the 23.5 cent limitation may be author- passengers (whether or not Govern- ized if an agency determines that, be- ment employees) may travel with him/ cause of unusual circumstances, the her and contribute to defraying the op- cost of providing a Government-fur- erating expenses. The names of em- nished automobile would be higher ployees and their employing agencies than 23.5 cents. In such instances, the should be stated on the voucher. (See agency may allow reimbursement at § 301–11.5(d).) such higher rate within the rate stated in § 301–4.2(a) for advantageous use that § 301–4.6 Actual expense basis. will most nearly equal the cost of pro- (a) Used only when authorized by law. viding a Government-furnished auto- Reimbursement on an actual expense mobile in those circumstances. In addi- basis applies to reimbursement for use tion to mileage for the distance al- of a privately owned motorcycle, auto- lowed under § 301–4.1(b), the employee mobile, or airplane only where such may be reimbursed for expenses au- method of reimbursement is authorized thorized under § 301–4.1(c) which would by law; otherwise, reimbursement is to have been incurred if a Government- be made under the provisions of §§ 301– furnished vehicle had been used. 4.1 through 301–4.5. (b) Comparative cost requirement. The (c) Partial reimbursement when Govern- use of a privately owned conveyance on ment automobile is available. When an an actual expense basis, as distin- employee who is committed to using a guished from a mileage basis under Government-furnished automobile, or §§ 301–4.1 through 301–4.5, may be au- who because of the availability of Gov- thorized or approved provided the ag- ernment-furnished automobiles, would gregate of allowable expenses plus any not ordinarily be authorized to use a increased subsistence expenses through privately owned conveyance instead of increased travel time or less subsist- a Government-furnished automobile, ence savings through reduced travel nevertheless requests use of a privately time, as the case may be, does not ex- owned conveyance, reimbursement ceed the cost of transportation avail- may be authorized or approved. The able by common carrier. rate of reimbursement shall be 10.5 (c) Reimbursable costs. For such travel cents per mile, which is the approxi- on an actual expense basis, the em- mate cost of operating a Government- ployee shall be entitled to reimburse- furnished automobile, fixed costs ex- ment of the cost of gasoline, oil, feed of cluded. horses, garage or hangar rent and sta- (d) Reimbursement claims. When claim- bling of horses while officially detained ing mileage at the 23.5-cent rate, the en route, and bridge, ferry, and other employee shall state on the voucher tolls. In determining the amount of in- that a commitment was not made to creased subsistence expenses or sub- use a Government-furnished auto- sistence savings for a given period of mobile and that reimbursement for use time, the per diem rate named in the of a privately owned automobile was travel order shall be used. Charges for repairs, depreciation, replacements, not limited under paragraph (c) of this grease, antifreeze, towage, and similar section. speculative expenses shall not be al- [54 FR 20276, May 10, 1989, as amended by lowed. Exemption from payment of tax FTR Amdt. 42, 59 FR 66626, Dec. 27, 1994] on gasoline in States providing such

38 Travel Allowances § 301–5.5 exemption shall be claimed. The stand- (b) Transfer of baggage. Necessary ard Federal forms shall be used for that charges for the transfer of baggage purpose. When exemption is refused, re- shall be allowed. ceipts shall be obtained in duplicate. (c) Storage of baggage. Charges for the (See §§ 301–11.3(c)(7) and 301–11.5(c)(2).) storage of baggage shall be allowed when it is shown that the storage was PART 301–5—BAGGAGE solely on account of official business. (d) Checking and handling of baggage. Sec. Charges for checking baggage shall be 301–5.1 Definitions. allowed. Charges or tips at transpor- 301–5.2 Authorization for excess baggage. 301–5.3 Payment of costs for baggage. tation terminals shall be allowed for 301–5.4 Stoppage in transit. handling Government property carried 301–5.5 Requirement for use of least costly by the traveler. means of shipment.

AUTHORITY: 5 U.S.C. 5707 § 301–5.4 Stoppage in transit.

SOURCE: 54 FR 20279, May 10, 1989, unless Care should be taken to stop baggage otherwise noted. that has been checked on a ticket beyond the point where the traveler § 301–5.1 Definitions. leaves the carrier. If baggage cannot be (a) Baggage. The term baggage as used intercepted or transferred and is car- in this subtitle means Government ried through to original destination on property and personal property of the the unused portion of the ticket, full traveler necessary for official travel. explanation of the facts shall be made (b) Excess baggage. Baggage in excess to the administrative office at the time of the weight, size, or number of pieces the unused ticket is forwarded for re- that is carried free by transportation demption, or the explanation shall be companies shall be classed as excess shown on the voucher. Failure to ob- baggage. serve this rule shall result in any ex- [54 FR 20279, May 10, 1989, as amended by cess cost to the Government being FTR Amdt. 26, 57 FR 28633, June 26, 1992] charged to the employee.

§ 301–5.2 Authorization for excess bag- § 301–5.5 Requirement for use of least gage. costly means of shipment. Where less-than-first-class accom- (a) Selection of transportation service. modations are used, transportation of When the total weight of Government baggage up to the number of pieces or property and personal effects or other weight carried free on first-class serv- property needed by the traveler ex- ice shall be allowed at Government exceeds the baggage allowance, quan- pense; in all other instances, excess tities in excess of the allowance shall baggage charges shall be allowed only when authorized or approved. be shipped by parcel post, where practical, or, if not suitable for mailing, by § 301–5.3 Payment of costs for baggage. freight or express if any of those less (a) Transportation charges for excess costly means of shipment will suffice. baggage. As a general rule, travelers Shipments must not be made as accom- shall make each payment of domestic panied baggage or express when ordi- airline excess baggage charges that do nary freight service will meet the offi- not exceed $15. Where excess baggage cial needs. Due consideration must be services are specifically authorized, the given to the probable cost of collecting travel order shall clearly state whether or delivering the shipment and the such charges are to be paid for in cash time required for transmission. by the traveler or to be authorized on (b) Use of Government bills of lading. the Government transportation re- Express and freight shipments shall be quest. If the authorization for excess made on Government bills of lading un- baggage is not included on the trans- less such handling will interfere with portation request, the traveler’s claim the official purposes of the trip or un- for reimbursement shall be included on less it is not practical. Charges on ship- the travel voucher. ments made on Government bills of

39 § 301–6.1 41 CFR Ch. 301 (7–1–97 Edition) lading must not be paid by the trav- business are transportation expenses eler. and may be allowed when supported by a satisfactory explanation. [54 FR 20279, May 10, 1989, as amended by FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996] (c) Use of Government telephone systems during official travel. The Federal Telecommunications System (FTS) PART 301–6—COMMUNICATIONS intercity network and other Govern- SERVICES ment-provided long distance telephone services are to be used only to conduct Sec. official business; i.e., if the call is nec- 301–6.1 Authorization. essary in the interest of the Govern- 301–6.2 Type of service used. 301–6.3 Written messages. ment. These networks are to be used 301–6.4 Official communications. for placement of calls instead of the 301–6.5 [Reserved]. commercial toll network to the maxi- 301–6.6 Charges for telegraph, cable, and mum extent practicable. (See § 301–6.2.) radio services. Authorization or approval of employ- 301–6.7 Priority of official messages. ees’ use of the Government telephone AUTHORITY: 5 U.S.C. 5707 systems (including calls over commercial systems which will be paid for by SOURCE: 54 FR 20279, May 10, 1989, unless otherwise noted. the Government) during official travel shall be in accordance with agency di- § 301–6.1 Authorization. rectives issued pursuant to the Federal When necessary, telephone, teletype, Property Management Regulations telegraph, cable, and radio service may (FPMR), 41 CFR 101–35.201. be used on official business. [54 FR 20279, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28633, June 26, 1992; § 301–6.2 Type of service used. FTR Amdt. 55, 61 FR 67951, Dec. 26, 1996] (a) Government equipment. Whenever possible, official long distance tele- § 301–6.5 [Reserved]. phone calls and other communications § 301–6.6 Charges for telegraph, cable, services shall be through the use of and radio services. Government-owned and -leased equipment. (a) Collect service. Official telegrams, (b) Use of commercial services. If Gov- cablegrams, and radiograms sent to ernment services are not available, the Government offices having authorized least expensive practicable type and charge accounts shall be endorsed by class of commercial service shall be the sender as ‘‘Official Business-Col- used. lect’’ unless otherwise directed by a designated authority. All others shall § 301–6.3 Written messages. be prepaid. When necessary, written messages (b) Cash payment. When ‘‘collect’’ may be used while on official business. service is refused, payment of the However, care shall be exercised in pre- amount demanded shall be made. A re- paring messages to provide only those port of the circumstances and a words, figures, and punctuation nec- receipted copy (when required under essary to the meaning of the message. § 301–11.3(c)) of the message shall be sent to the administrative office. § 301–6.4 Official communications. (c) Words chargeable. All messages shall be subject in all respects to the (a) Local calls. Charges for local tele- prevailing commercial count of charge- phone calls on official business shall be allowed as a transportation expense. able words. In addition, collect mes- (See § 301–11.5(a)(1) regarding entry of sages may include a surcharge. such calls on travel vouchers as a [54 FR 20279, May 10, 1989, as amended by transportation expense.) FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996] (b) Reservation of accommodations. Charges for commercial communica- § 301–6.7 Priority of official messages. tion services when necessary for re- All Government communications by serving airplane, train, or other trans- telegraph, cable, or radio shall have portation accommodations for official priority over all other business, except

40 Travel Allowances § 301–7.1 radio communications or signals which bursement is authorized or approved as are given absolute priority under the provided in part 301–8. Communications Act of 1934, as amend- (b) Definitions. For purposes of this ed, and shall be subject to the prevail- part, the following definitions apply: ing classifications, practices, and regu- (1) Calendar day. Calendar day means lations applicable to the corresponding the 24-hour period from one midnight commercial communications. Employ- to the next midnight. The calendar day ees sending such communications shall technically begins one second after endorse thereon the words ‘‘official midnight (reflected in this part as 12:01 business.’’ Complaints may be filed a.m.) and ends at 12:00 midnight. with the Federal Communications (2) CONUS. CONUS refers to the con- Commission in accordance with section tinental United States, defined in § 301– 208 of the Communications Act of 1934, 1.3(c)(6) as the 48 contiguous States and as amended. the District of Columbia. (See 5 U.S.C. 5701(6).) PART 301–7—PER DIEM (3) Destination rate. Destination rate ALLOWANCES is the rate applicable to the next location where the employee will perform Sec. temporary duty or where the employee 301–7.1 General. makes an en route stopover to obtain 301–7.2 Employee and agency responsibil- overnight lodging. ities. (4) Locality rates. Locality rates are 301–7.3 Maximum per diem rates. maximum per diem rates prescribed for 301–7.4 Rate adjustment requests for travel within CONUS. specific localities. 301–7.5 General rules affecting entitlement (5) Standard CONUS rate. Generally, to per diem. the standard CONUS rate is prescribed 301–7.6 Lodgings-plus per diem system. for any location within CONUS that is 301–7.7 Computation rules for travel of more not included in one of the defined lo- than 10 hours, but not exceeding 24 calities or areas for which a specific hours. rate is prescribed in appendix A. The 301–7.8 Computation rules for travel of more standard CONUS rate is also prescribed than 24 hours. 301–7.9 Lodging—location, receipt require- for all locations within CONUS when ments, and allowable expenses. permanent change of station travel is 301–7.10 Deviation from lodgings-plus per involved. diem system. (6) Per diem allowance. The per diem 301–7.11 Rest stops when travel outside allowance is a daily payment instead of CONUS is involved. actual expenses for lodging, meals and 301–7.12 Reductions in maximum per diem related incidental expenses (see para- rates when appropriate. graph (c) of this section). The per diem 301–7.13 Mixed travel reimbursements. allowance is distinguished from trans- 301–7.14 Per diem allowance computations for special situations. portation expenses and other mis- 301–7.15 Interruptions of per diem entitle- cellaneous travel expenses as described ment. in paragraphs (b)(6) (i) and (ii) of this section. AUTHORITY: 5 U.S.C. 5701–5709. (i) Transportation expenses. Transpor- SOURCE: FTR Amdt. 10, 55 FR 41526, Oct. 12, tation expenses include commercial 1990, unless otherwise noted. bus, air, rail, or vessel/steamship fares and are reimbursable in addition to the § 301–7.1 General. per diem allowance. Transportation ex- This part applies worldwide (both penses also include local transit sys- within and outside CONUS) except as tem and taxi fares; cost of commercial specifically provided in this part. rental cars and other special convey- (a) Authority. Per diem allowances ances; and mileage and other allow- shall be paid as prescribed in this part ances to cover operating expenses for for official travel away from the offi- use of privately owned conveyances, in- cial station (including travel incident cluding fees for parking, ferries, etc. to a change of official station), except (See parts 301–2, 301–3, and 301–4 for when actual subsistence expense reim- governing provisions.)

41 § 301–7.2 41 CFR Ch. 301 (7–1–97 Edition)

(ii) Other miscellaneous travel expenses. able telegram and telephone expenses Other miscellaneous travel expenses incurred for other purposes.) are those described in part 301–9 that [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as are directly attributable and necessary amended by FTR Amdt. 17, 56 FR 23655, May to the travel and temporary duty as 23, 1991; FTR Amdt. 26, 57 FR 28633, June 26, authorized and performed. When au- 1992] thorized or approved by the agency concerned, these expenses are reim- § 301–7.2 Employee and agency respon- bursable in addition to the per diem al- sibilities. lowance and transportation expenses. (a) Employee responsibility—(1) Duty to (c) Types of expenses covered by per exercise care in incurring expenses. An diem. The per diem allowance covers all employee traveling on official business charges, including taxes and service is expected to exercise the same care in charges where applicable, for the fol- incurring expenses that a prudent per- lowing types of expenses (also referred son would exercise if traveling on per- to as subsistence expenses in other parts sonal business and expending personal of this subtitle). funds. Excess costs, circuitous routes, (1) Lodging. (i) The term lodging in- delays, or luxury accommodations and cludes expenses for overnight sleeping services unnecessary or unjustified in facilities; baths; personal use of the the performance of official business are room during daytime; and service not acceptable under this standard. charges for fans, air conditioners, heat- Employees will be responsible for ex- ers, and fires furnished in rooms when cess costs and any additional expenses such charges are not included in the incurred for personal preference or con- room rate. venience. (See § 301–1.3(a).) (2) Duty to record pertinent dates. The (ii) The term lodging does not include date of departure from and arrival at accommodations on airplanes, trains, the official station or any other place buses, or vessels. The cost of accom- at which travel begins or ends must be modations furnished aboard common shown on the travel voucher. This carriers is included in the transpor- same information also must be shown tation cost and is not considered an ex- for points at which temporary duty is pense covered by per diem. However, in performed or for a stopover or official determining the overall cost to the rest stop location when such arrival or Government when authorizing the departure affects the per diem allow- mode of transportation to be used (see ance or other travel expenses. Other § 301–2.2), the availability of these ac- points visited also should be shown. commodations shall be considered. (3) Fire safety responsibilities. An em- (2) Meals. Expenses for breakfast, ployee traveling on official business is lunch, and dinner and related tips and strongly encouraged to stay at an ap- taxes (specifically excluded are alco- proved accommodation as defined in holic beverage and entertainment ex- § 301–17.2(c) of this chapter. penses, and any expenses incurred for (b) Agency responsibilities—(1) Author- other persons). izing/approving rates. It is the respon- (3) Incidental expenses covered by per sibility of the head of each agency, or diem. (i) Fees and tips to porters, bag- his/her designee, to authorize or ap- gage carriers, bellhops, hotel maids, prove only those per diem allowances stewards or stewardesses and others on that are justified by the circumstances vessels, and hotel servants in foreign affecting the travel and are allowable countries. under the specific rules in this part. (ii) Laundry and cleaning and press- However, the per diem rates provided ing of clothing. for under these rules represent the (iii) Transportation between places of maximum allowable. To prevent au- lodging or business and places where thorization or approval of per diem al- meals are taken except as provided in lowances in excess of amounts required § 301–2.3(b). to meet the necessary per diem ex- (iv) Telegrams and telephone calls penses of official travel, consideration necessary to reserve lodging accom- shall be given to factors such as those modations. (See part 301–6 for allow- listed in this paragraph that reduce the

42 Travel Allowances § 301–7.4 necessary expenses of employees (see official travel within CONUS shall not specific guidelines in § 301–7.12 of this exceed the maximum per diem rates es- part for reducing rates): tablished by the Administrator of Gen- (i) Known arrangements or estab- eral Services and listed in appendix A. lished cost experience at temporary (See instructions in § 301–7.4 for re- duty locations showing that lodging questing rate adjustments within and/or meals can be obtained without CONUS.) cost or at reduced cost to the em- (b) Nonforeign areas outside CONUS. ployee; The per diem allowances payable for (ii) Situations in which special rates official travel in nonforeign areas shall for accommodations have been made not exceed the maximum per diem available for a particular meeting, con- rates established by the Secretary of ference, training or other temporary Defense and listed in Civilian Person- duty assignments; nel Per Diem Bulletins published peri- (iii) Traveler’s familiarity with es- odically in the FEDERAL REGISTER. The tablishments providing lodging and term nonforeign areas includes the meals at a lower cost in certain local- States of Alaska and Hawaii, the Com- ities, particularly where repetitive monwealths of Puerto Rico and the travel or extended stays are involved; Northern Mariana Islands, and the ter- (iv) Modes of transportation where ritories and possessions of the United accommodations are provided as part States. Maximum per diem rates for of the transportation cost; and nonforeign areas also are listed for con- (v) Situations in which the Govern- venience in section 925, a per diem sup- ment furnishes lodging, such as Gov- plement to the Standardized Regula- ernment quarters or other lodging pro- tions (Government Civilians, Foreign cured for the employee by means of an Areas). agency purchase order (see § 301–7.12(a) (c) Foreign areas. Per diem allowances of this part). payable for official travel in foreign (2) Each Fire safety responsibilities. areas shall not exceed the maximum agency, as defined in § 301–17.2(a) of this per diem rates established by the Sec- chapter, is responsible for influencing retary of State and published in sec- its employees who require commercial tion 925, a per diem supplement to the lodging when performing official travel Standardized Regulations (Government to stay at an approved accommodation as defined in § 301–17.2(c) of this chap- Civilians, Foreign Areas). The term for- ter. eign areas includes any area (including the Trust Territory of the Pacific Is- [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as lands) situated both outside CONUS amended by FTR Amdt. 26, 57 FR 28633, June and the nonforeign areas as described 26, 1992; FTR Amdt. 39, 59 FR 46193, Sept. 7, in paragraphs (a) and (b) of this sec- 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996; FTR Amdt. 54, 61 FR 68159, Dec. 27, 1996; FTR tion. Amdt. 54, 62 FR 6878, Feb. 14, 1997] § 301–7.4 Rate adjustment requests for § 301–7.3 Maximum per diem rates. travel within CONUS. Per diem allowances for official trav- (a) Federal agencies may submit a re- el authorized or approved under this quest to GSA for review of the costs part shall be at daily rates not in ex- covered by per diem in a particular cess of the maximum per diem rates es- city or area where the standard CONUS tablished as provided in paragraphs (a) rate applies when travel to that loca- through (c) of this section. Per diem tion is repetitive or on a continuing rates include a maximum amount for basis and travelers’ experiences indi- lodging expenses and a fixed allowance cate that the prescribed rate is inad- for meals and incidental expenses equate. Other per diem localities listed (M&IE). Maximum lodging amounts in appendix A will be surveyed on an and the fixed M&IE allowances are sep- annual basis by GSA to determine arately reflected in the listings of per whether rates are adequate. Requests diem rates identified in paragraphs (a) for per diem rate adjustments shall be through (c) of this section. submitted by the agency headquarters (a) Continental United States (CONUS). office to the General Services Adminis- The per diem allowances payable for tration, Office of Governmentwide

43 § 301–7.5 41 CFR Ch. 301 (7–1–97 Edition)

Policy Attn: Travel and Transpor- national date line (180th meridian), the tation Management Policy Division actual elapsed time in days shall be (MTT), Washington, DC 20405. Agencies used to compute the per diem rather should designate an individual respon- than calendar days. sible for reviewing, coordinating, and [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as submitting to GSA any requests from amended by FTR Amdt. 17, 56 FR 23655, May bureaus or subagencies. Agencies 23, 1991; FTR Amdt. 54, 61 FR 68159, Dec. 27, should submit their requests to GSA no 1996] later than May 1 of each year in order for the city or area to be included in § 301–7.6 Lodgings-plus per diem sys- the annual survey. tem. (b) Requests for rate adjustments Per diem allowances for all official shall include a city designation and a travel, including travel incident to a description of the surrounding location change of official station, shall be com- involved (county or other defined area) puted under the lodgings-plus per diem and a recommended rate supported by system, except as otherwise provided in a statement explaining the cir- this part. Under this system, the per cumstances that cause the existing diem allowance for each travel day is rate to be inadequate. The request also established on the basis of the actual must contain an estimate of the annual amount the traveler pays for lodgings number of trips to the location, the av- plus an allowance for meals and inci- erage duration of such trips, and the dental expenses (M&IE), the total not primary purpose of travel to the loca- to exceed the applicable maximum per tions. diem rate for the location concerned. [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as The rules provided in paragraphs (a) amended by FTR Amdt. 23, 57 FR 6678, Feb. and (b) of this section and in §§ 301–7.7 27, 1992; FTR Amdt. 47, 61 FR 10252, Mar. 12, through 301–7.10 shall be applied in the 1996; FTR Amdt. 54, 61 FR 68159, Dec. 27, 1996] specific situations covered. (a) Maximum per diem rates—(1) For § 301–7.5 General rules affecting enti- travel within CONUS. Maximum per tlement to per diem. diem rates prescribed under § 301–7.3(a) (a) No allowance at official station. A for travel within CONUS are listed in per diem allowance shall not be al- appendix A. For all CONUS locations lowed within the limits of the official not specifically listed or encompassed station (see definition in § 301–1.3(c)(4)) by the defined boundaries of a listed lo- or at, or within the vicinity of, the cation, the standard maximum per place of abode (home) from which the diem rate (standard CONUS rate) is employee commutes daily to the offi- prescribed. cial station. Agencies may define a ra- (2) For travel outside CONUS. Maxi- dius or commuting area that is broader mum per diem rates prescribed under than the limits of the official station §§ 301–7.3(b) and 301–7.3(c) apply to trav- within which per diem will not be al- el outside CONUS. lowed for travel within 1 calendar day. (3) Maximum rate applicable to change (b) No allowance for travel of 12 hours of official station travel. The standard or less. A per diem allowance shall not CONUS rate shall be the applicable be allowed for official travel of 12 hours maximum per diem rate for en route or less. (This requirement also applies travel performed in CONUS incident to for travel incident to a change of offi- a change of official station. Locality cial station.) rates prescribed for locations outside (c) Beginning and ending of entitle- CONUS will apply for en route travel ment. For computing per diem allow- performed outside CONUS incident to a ances, official travel begins when an change of official station. employee leaves his/her home, office, (b) Elements of per diem allowance—(1) or other authorized point of departure Maximum lodging expense allowance. The and ends when the traveler returns to maximum per diem rates include a his/her home, office, or other author- maximum amount for lodging ex- ized point at the conclusion of the trip. penses. The employee will be reim- (d) International date line. In cases bursed for actual lodging costs in- where the traveler crosses the inter- curred up to the applicable maximum

44 Travel Allowances § 301–7.8 amounts. Receipts for lodging are re- route to, from, or between temporary quired as provided in § 301–7.9(b). duty locations (see §§ 301–7.9 and 301– (2) Meals and incidental expenses 7.6(a)(3) for regulations on lodging lo- (M&IE) allowance. The maximum per cation and maximum per diem rates diem rates include a fixed allowance applicable to change of official station for meals and for incidental expenses travel, respectively). Only one maxi- (M&IE rate). The M&IE rate, or frac- mum rate will be applicable to a cal- tion thereof, is payable to the traveler endar day or fraction thereof. Per diem without itemization of expenses or re- for travel of more than 24 hours shall ceipts. For a partial day of travel, the be calculated as provided in paragraphs M&IE rate shall be prorated as pro- (a) through (e) of this section. vided in § 301–7.8 (a) or (c)(3), as appro- (a) Day travel begins—(1) Lodging re- priate. quired. When lodging is required on the [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as day travel begins (day of departure amended by FTR Amdt. 54, 61 FR 68159, Dec. from the home, office, or other author- 27, 1996] ized point), the per diem allowable shall be the actual cost of lodging in- § 301–7.7 Computation rules for travel curred by the traveler, limited to the of more than 12 hours, but not ex- applicable maximum lodging allowance ceeding 24 hours. prescribed for the location of the lodg- When the travel for which per diem ing, plus three-fourths of the applicable has been authorized is more than 12 M&IE rate prescribed for the lodging hours, but does not exceed 24 hours, the location. per diem allowance for the trip shall be (2) Lodging not required. When lodging calculated as follows: is not required on the day travel be- (a) Lodging not required. If lodging is gins, (day of departure from the home, not required, the per diem allowance office, or other authorized point), the shall be three-fourths of the applicable per diem allowable shall be three- M&IE allowance for the temporary fourths of the destination M&IE rate. duty assignment location. If more than (b) Full calendar days of travel—(1) one temporary duty point is involved, Lodging required. For each full calendar the per diem allowance shall be cal- day that the employee is in a travel culated using the highest of the M&IE status and lodging is required (whether rates prescribed for the location where en route or at a temporary duty loca- official business is performed. tion), the per diem allowable shall be (b) Lodging required. If lodging is re- the actual cost of lodging incurred by quired, the per diem allowable shall be the traveler, limited to the applicable the actual cost of lodging incurred by maximum lodging allowance prescribed the traveler, limited to the applicable for the location of the lodging, plus the maximum lodging allowance prescribed applicable M&IE rate. for the location of the lodging, plus (2) Lodging not required. For each full three-fourths of the applicable M&IE calendar day that the traveler is in a rate prescribed for the lodging loca- travel status and lodging is not re- tion. quired (such as when the traveler is en [FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996] route overnight to the next temporary duty location), the per diem allowance § 301–7.8 Computation rules for travel shall be the destination M&IE rate. of more than 24 hours. (c) Returning from travel—(1) Lodging The applicable maximum per diem required. For each full calendar day of rate for each calendar day of travel travel when lodging is required at an shall be determined by the travel sta- en route location while the employee is tus and location of the employee at returning to the official station, home, 12:00 midnight and whether lodging is or other authorized point, the per diem required at such location. When lodg- allowable shall be the actual cost of ing is required, the applicable maxi- lodging incurred by the traveler, lim- mum per diem rate shall be the maxi- ited to the applicable maximum lodg- mum rate prescribed for the temporary ing allowance prescribed for the loca- duty location, or a stopover point tion of the lodging, plus the applicable where lodging is obtained while en M&IE rate.

45 § 301–7.9 41 CFR Ch. 301 (7–1–97 Edition)

(2) Lodging not required. For any full puted under the lodgings-plus system calendar day of travel when lodging is on the days of embarkation and debar- not required while the traveler is en kation. route overnight returning to the offi- [FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996] cial station, home, or other authorized point, the per diem allowable shall be § 301–7.9 Lodging—location, receipt re- the M&IE rate applicable to the pre- quirements, and allowable ex- ceding calendar day. penses. (3) Day travel ends—(i) No lodging re- (a) Lodging location rules—(1) Lodging quired. For the day travel ends (day at temporary duty location. It is pre- traveler returns to the official station, sumed that the employee will obtain home, or other authorized point) the lodging at the temporary duty loca- per diem allowable shall be three- tion. However, if the employee obtains fourths of the M&IE rate applicable to lodging away from or outside the tem- the preceding calendar day. porary duty location because of per- (ii) Lodging required on the day travel sonal preference or convenience, the al- ends. When an employee must perform lowable per diem shall be limited to official business at a temporary duty the maximum per diem rate prescribed site en route to the official station, for the temporary duty location. home, or other authorized point on the (2) Lodging not available at temporary day travel ends and the agency author- duty location. In certain circumstances, izes the employee to obtain lodging, lodging accommodations may not be the per diem allowable shall be the ac- available at the temporary duty loca- tual cost of lodging incurred by the tion and the employee must obtain traveler, limited to the applicable max- lodging in an adjacent locality where imum lodging allowance prescribed for the prescribed maximum per diem rate the en route temporary duty site, plus is higher than the maximum per diem three-fourths of the M&IE rate applica- rate for the location of the temporary ble to the en route temporary duty duty point. In such instances, the agen- site. cy may make an administrative deter- (d) Lodging obtained after midnight. mination on an individual case basis to Although per diem generally is based authorize or approve the higher maxi- on the employee’s location at mid- mum per diem rate. If the higher maxi- night, there will be instances in which mum rate is not justified and author- he/she is en route and does not arrive ized in advance, the employee must at the lodging location (either tem- furnish a statement with the travel porary duty location or en route stop- voucher satisfactorily explaining the over point) until after midnight. In circumstances that caused him/her to such cases, the lodging shall be obtain lodging in an area other than at claimed for the preceding calendar day the temporary duty point designated in and the applicable maximum per diem the travel authorization. for the preceding day will be deter- (b) Receipt requirements. Receipts mined as if the employee had been at shall be required to support all lodging the lodging location at 12:00 midnight costs for which an allowance is claimed of that day. under the lodgings-plus per diem sys- (e) Commercial vessel. For vessel trav- tem except that a statement instead of el, except for the day of arrival on a receipt may be accepted for the fee or board (day of embarkation) and the day service charge incurred for the use of of departure from the vessel (day of de- Government quarters. Receipts are not barkation), the allowable per diem rate required when a specific or reduced will be $6 per day. When the $6 rate is rate has been authorized in advance of not sufficient to meet the traveler’s the travel as provided in §§ 301–7.10 and per diem expenses, a per diem rate 301–7.12. equal to the anticipated expenses, not (1) Double occupancy. If the lodging to exceed $9 per day, may be authorized receipt shows a charge for double occu- or approved; except that the rate for pancy, such fact shall be shown on the travel by the Alaska Ferry System travel voucher with the name, and em- shall not exceed the standard M&IE ploying agency or office, of the person rate for CONUS. Per diem will be com- sharing the room if such person is a

46 Travel Allowances § 301–7.10

Government employee on official trav- amounts will be considered as reason- el. One-half of the double occupancy able. charge shall be allowable for each em- (4) Lodging in nonconventional facili- ployee. If the person sharing the room ties. When no conventional lodging fa- is not another Government employee cilities are present (e.g., in remote on official travel, identification of the areas) or when there is a shortage of person sharing the room is not required rooms because of an influx of attendees and the employee may be allowed the at special events (e.g., world’s fairs or single room rate. international sports events), costs of (2) Receipts lost or impractical to ob- lodging obtained in nonconventional tain. If receipts have been lost or de- facilities may be allowed. Such facili- stroyed or are impractical to obtain, a ties may include college dormitories or statement acceptable to the agency ex- similar facilities and rooms generally plaining the circumstances shall be not offered commercially that are furnished with the travel voucher, in- made available to the public by area cluding the name and address of the residents in their homes. In such cases, lodging facility, the dates the lodging the traveler must provide an expla- was obtained, and the cost incurred. nation of the circumstances which is Agencies may require employees to ob- acceptable to the agency. tain copies of lost or destroyed receipts (5) Use of travel trailer or camping vehi- from the lodging establishment. (See cle for lodgings. A per diem allowance also § 301–11.3(d).) for lodging may be allowed when the (c) Allowable lodging expenses. As pro- traveler uses a travel trailer or camp- vided in § 301–7.6(b)(1), the traveler will ing vehicle while on temporary duty be reimbursed only for his/her actual assignments away from his/her official cost of lodging up to the maximum station. (See § 301–7.14(b) for per diem amount. Expenses incurred in the situ- computations in such situations.) ations described in paragraphs (c)(1) through (5) of this section will be al- § 301–7.10 Deviation from lodgings- lowed as lodging expenses: plus per diem system. (1) Conventional lodging. When an employee uses conventional lodging facili- An agency may determine that the ties (hotels, motels, boarding houses, lodgings-plus per diem system as pre- etc.), the allowable lodging expense scribed in this section is not appro- will be based on the single room rate priate for certain travel assignment for the lodging used (for double occu- situations, such as when quarters or pancy, see paragraph (b)(1) of this sec- meals, or both, are provided at no cost tion). (See § 301–7.14(a) for computing or at a nominal cost by the Govern- daily lodging expense when lodging is ment or when for some other reason rented on a weekly or monthly basis.) the per diem costs to be incurred by (2) Government quarters. A fee or serv- the employee can be determined in ad- ice charge paid for the use of Govern- vance. (For example, see situations de- ment quarters is an allowable lodging scribed in §§ 301–7.12 and 301–7.14.) In expense. such instances, a specific per diem rate (3) Lodging with friends or relatives. may be established within the maxi- When the employee obtains lodging mum per diem otherwise applicable to from friends or relatives (including the travel situation and any appro- members of the immediate family) priate reductions made in accordance with or without charge, no part of the with § 301–7.12, provided the exception per diem allowance will be allowed for from the lodgings-plus per diem system lodging unless the host actually incurs and the specific per diem rate are au- additional costs in accommodating the thorized in advance on the travel au- traveler. In such instances, the addi- thorization by an appropriate official tional costs substantiated by the em- of the agency concerned. Such specific ployee and determined to be reasonable per diem rate authorized on the travel by the agency may be allowed as a authorization shall be the per diem lodging expense. Neither costs based on rate payable on the travel voucher room rates for comparable conven- without receipts and/or itemization by tional lodging in the area nor flat token the employee.

47 § 301–7.11 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–7.11 Rest stops when travel out- outlined in § 301–7.2(b), the agency side CONUS is involved. should consider any known factors that (a) When travel is direct between au- will cause the traveler’s per diem ex- thorized origin and destination points penses in a specific situation to be less which are separated by several time than the applicable maximum rates zones and either the origin or destina- prescribed under § 301–7.3. If it can be tion point is outside CONUS, a rest pe- determined in advance of the travel riod not in excess of 24 hours may be that such factors are present, the agen- authorized or approved when air travel cy should authorize a reduced rate that between the two points is by less-than- is commensurate with the known ex- premium-class accommodations and pense levels. Such reduced rate author- the scheduled flight time, including ized on the travel authorization shall stopovers, exceeds 14 hours by a direct be the per diem rate payable on the or usually traveled route. travel voucher without receipts and/or (b) The rest stop may be authorized itemization by the employee. When re- at any intermediate point, including duced rate situations involve partial points within CONUS, provided the days, per diem for such days may be point is midway in the journey or as three-fourths of the reduced rate, a near to midway as requirements for use special reduced rate prescribed for par- of U.S. flag air carriers and carrier scheduling permit. tial days, or an amount determined (c) A rest stop shall not be authorized under the lodgings-plus system, as con- when an employee, for personal considered appropriate by the agency. venience, elects to travel by an indi- Guidelines for reducing rates and situa- rect route resulting in excess travel tions where reduced rates may be ap- time. propriate include but are not limited to (d) The per diem rate for the rest those provided in paragraphs (a) stop shall be the rate applicable for the through (d) of this section. rest stop location. (a) When lodgings/meals are furnished (e) When carrier schedules or the re- by the Government—(1) Lodgings fur- quirements for use of U.S. flag air car- nished. Normally when all or part of riers preclude an intermediate rest the lodging is furnished at no cost or at stop, or a rest stop is not authorized, it a nominal cost to the employee by the is recommended that the employee be Government, the lodgings-plus per scheduled to arrive at the temporary diem system automatically reduces the duty point with sufficient time to maximum per diem rate to the M&IE allow a reasonable rest period before rate (or fraction thereof). When lodging reporting for duty. A reasonable rest is furnished at no cost to the employee period shall not be allowed when travel through use of an agency purchase is authorized by premium-class accom- order, the agency shall not authorize modations. (See § 301–3.6 for guidelines or approve a per diem allowance for on the use of U.S. flag carriers.) other per diem expenses that will, [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as when combined with the cost of lodging amended by FTR Amdt. 32, 58 FR 58241, Oct. furnished, exceed the applicable maxi- 29, 1993] mum per diem rate prescribed under § 301–7.12 Reductions in maximum per § 301–7.3. diem rates when appropriate. (2) Meals furnished. When all or part An agency may, in individual cases of the meals are furnished at no cost or or situations, authorize a reduced per at a nominal cost to the employee by diem rate under certain circumstances, the Federal Government, the applica- such as when lodgings and/or meals are ble maximum per diem rate or the obtained by the employee at a reduced M&IE rate, as appropriate, shall be re- cost or furnished to the employee at no duced to a daily amount commensurate cost or a nominal cost by the Govern- with the expenses expected to be in- ment; or when for some other reason curred by the employee. If a reduced the per diem costs to be incurred by per diem rate was not authorized in ad- the employee can be determined in advance of the travel and meals were fur- vance. In exercising its responsibilities nished at no cost or at a nominal cost

48 Travel Allowances § 301–7.13 by the Federal Government, the appro- commodations have been prearranged priate deduction prescribed in para- at the meeting or conference site, the graph (a)(2)(i) or (ii) of this section agency or agencies sponsoring the shall be made from the total per diem meeting or conference shall rec- payable on the travel voucher. If there ommend to the other participating is a charge for the meal for which a de- agencies or components a per diem al- duction has been made under this para- lowance that would be reasonable. graph, reimbursement shall be allowed (d) Per diem for extended training as- for the amount paid, not to exceed the signments. (1) The Government Employ- amount allocated for the meal in para- ees Training Act (5 U.S.C. 4101–4118) au- graph (a)(2)(i) or (ii) of this section. thorizes agencies to pay all or a part of The total amount of the deductions the per diem expenses of an employee made on partial days shall not cause the employee to receive less than the assigned to training at a temporary amount allocated for incidental ex- duty station. Implementing regula- penses. tions prescribed by the Office of Per- (i) CONUS locations. The applicable sonnel Management (OPM) in 5 CFR M&IE rate for CONUS locations shall 410.603 provide specific guidelines for be reduced by the dollar amount shown payment of per diem expenses for em- in the following table when meals are ployees on extended training assign- furnished to the employee without ments of more than 30 calendar days at charge or at a nominal cost (see para- temporary duty locations. graph (a)(2) of this section) by the Fed- (2) Generally the OPM guidelines re- eral Government. quire a reduced per diem of not more than 55 percent of the applicable maxi- M & IE Rates mum per diem rate prescribed in this $30 $34 $38 $42 regulation (see § 301–7.3). Per diem Breakfast ...... $6 $7 $8 $9 above these levels (not to exceed the Lunch ...... 6 7 8 9 maximum per diem rates) must be jus- Dinner ...... 16 18 20 22 Incidentals ...... 2 2 2 2 tified. Agencies shall refer to the OPM guidelines in 5 CFR 410.603 for specific criteria to determine the appropriate (ii) Outside CONUS locations. The per diem. Guidelines also are published M&IE rates for localities in both non- by OPM in the Federal Personnel Man- foreign and foreign areas shall be reduced by the applicable dollar amount ual, chapter 410, section 6–3. shown in appendix B when meals are [FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as furnished to the employee without amended by FTR Amdt. 29, 58 FR 12890, Mar. charge or at a nominal cost (see para- 5, 1993; FTR Amdt. 52, 61 FR 59185, Nov. 21, graph (a)(2) of this section) by the Fed- 1996; FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996] eral Government. (b) Extended stays. When travel as- § 301–7.13 Mixed travel reimburse- signments involve extended periods at ments. temporary duty locations and travelers Mixed travel occurs when official are able to secure lodging and/or meals travel within a single trip is subject to at lower costs (e.g., weekly or monthly payment of per diem under the lodg- rentals), the per diem rate should be ings-plus system and an actual expense reduced accordingly. If the extended allowance under the actual expense temporary duty is for training, see system. Reimbursement will be com- paragraph (d) of this section. (See also puted under only one system for each § 301–7.14 for allowable expenses in spe- calendar day except when the provi- cial situations.) sions of § 301–8.2(b) or 301–8.3(a)(2)(ii) (c) Meetings and conventions. In the apply. When actual subsistence expense interest of uniform treatment of employees, whenever a meeting or con- reimbursement for certain travel days ference is arranged which will involve is intermittent with the per diem the travel of attendees from other method for others, the rules in § 301–8.6 agencies or components of the same govern. agency, and reduced cost lodging ac-

49 § 301–7.14 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–7.14 Per diem allowance com- (b) Per diem allowances for use of a rec- putations for special situations. reational vehicle for lodging. The term (a) Per diem for weekly or monthly rent- recreational vehicle includes mobile als—(1) Types of expenses included in homes, campers, camping trailers, or lodging costs. When an employee rents a self-propelled mobile recreational vehi- room, apartment, house, or other lodg- cles. ing incident to a temporary duty as- (1) Privately owned—(i) Lodging costs. signment, the following expenses may When an employee uses a privately be considered part of the lodging cost: owned camping or recreational vehicle the rental cost; if unfurnished, the while on official travel, allowable ex- rental cost of appropriate and nec- penses which may be considered as a essary furniture and appliances, such lodging cost include parking fees; fees as a stove, refrigerator, chairs, tables, for connection, use, and disconnection bed, sofa, television, and vacuum of utilities (electricity, gas, water, and cleaner; cost of connection, use, and sewage); bath or shower fees; and disconnection of utilities; cost of rea- dumping fees. Depreciation shall not be sonable maid fee and cleaning charges; considered as a lodging cost. monthly telephone use fee (does not in- (ii) Meals and incidental expenses. The clude installation and long-distance agency shall determine an appropriate calls); and, if ordinarily included in the amount for meals and incidental ex- price of a hotel or motel room in the penses based on whether the type of area concerned, the cost of special user recreational vehicle used by the em- fees, such as cable TV charges and ployee has meal preparation facilities. plug-in charges for automobile head Such amount shall not exceed the ap- bolt heaters. plicable M&IE rate. (2) Computation of daily lodging costs. (iii) Per diem computation. The daily When the employee obtains lodging on lodging costs plus an appropriate rate a weekly or monthly rental basis, the for meals and incidental expenses de- daily lodging cost shall be computed by termined under paragraph (b)(1)(ii) of dividing the total lodging cost for the this section shall be the per diem rate, expenses listed in paragraph (a)(1) of limited to the applicable maximum this section by the number of days the rate prescribed under § 301–7.3 for the accommodations are actually occupied, locality involved. An agency may au- provided that the employee acts pru- thorize a reduced per diem rate within dently in renting by the week or the applicable maximum per diem rate month, and that the cost to the Gov- if the actual costs expected to be in- ernment does not exceed the cost of curred can be determined in advance of renting conventional lodging at a daily the travel. rate. Otherwise the daily lodging cost (2) Rented recreational vehicle. When shall be computed by dividing by the the use of a rented recreational vehicle number of days in the rental period; is authorized or approved as advan- e.g., 7 or 30 days, as appropriate. tageous to the Government, the rental (3) Per diem allowable. (i) Under the fee and the allowable expenses shown lodgings-plus system, the allowable per in paragraph (b)(1)(i) of this section diem consists of the daily lodging cost may be considered as lodging costs. Ad- calculated under paragraph (a)(2) of vantageous use might occur when the this section plus the applicable M&IE employee is on an extended temporary rate not to exceed the maximum per duty assignment in a remote area or diem rate prescribed for the location where conventional lodging facilities involved. are limited or not available. If use of a (ii) When a reduced per diem rate is rented recreational vehicle is not au- being established (see § 301–7.12) in ad- thorized or approved as advantageous, vance of the travel, the daily lodging only those expenses listed in paragraph cost calculated in paragraph (a)(2) of (b)(1)(i) of this section may be consid- this section shall be added to the ered as lodging costs. amount determined by the agency to (c) Per diem computations when tem- be necessary for meals and incidental porary duty is curtailed, canceled, or in- expenses. terrupted for official purposes. When an

50 Travel Allowances § 301–7.14 employee has made advance arrange- bursed on an actual expense basis not ments for lodging (such as those de- to exceed appropriate maximum daily scribed in paragraph (a) or (b) of this rates determined as provided in § 301– section), with reasonable expectation 8.3. of the travel assignment being com- (C) The excess amount (if any) of the pleted as ordered or directed, and sub- unrefunded lodging cost not reim- sequently the temporary duty assign- bursed under paragraph (c)(1)(ii)(B) of ment is curtailed, canceled, or inter- this section may be paid as a mis- rupted for official purposes, or for cellaneous travel expense incident to other reasons beyond the employee’s the travel assignment, if otherwise control that are acceptable to the proper. agency, lodging costs may be cal- (D) In instances where the travel as- culated and paid as follows: signment was interrupted for official (1) Travel assignment curtailed or inter- purposes (e.g., when the employee is di- rupted. When the temporary duty as- rected to perform temporary duty at signment is curtailed or interrupted for another location), allowable per diem the benefit of the Government or for expenses (if any) incurred during the other reasons beyond the employee’s interruption may be reimbursed sepa- control and the employee is unable to rately from those reimbursements out- obtain a refund of prepaid rent, ex- lined in paragraphs (c)(1)(ii)(A) through penses incurred for unused lodging may (C) of this section, if otherwise proper be reimbursed under the following con- and in conformance with the provisions ditions: of this part. (i) Determination of reasonableness. (2) Travel assignment canceled. When The agency must determine that the the employee incurs lodging expenses employee acted reasonably and pru- in reasonable expectation of a travel dently in incurring allowable lodging assignment being completed as ordered expenses pursuant to temporary duty or directed, and due to a change in travel orders. Included in this deter- travel orders the travel assignment is mination should be a consideration of canceled before its commencement, the whether the employee sought to obtain prepaid lodging expenses may be reim- a refund of the prepaid lodging cost or bursed as a miscellaneous travel ex- otherwise took steps to minimize the pense provided the amounts are reason- costs once the temporary duty was offi- able and the conditions in paragraph cially curtailed or interrupted. (c)(1)(i) of this section are met. (ii) Adjusted calculation and reimburse- (3) Forfeited rental deposits. If, in situ- ment of lodging costs. If the agency de- ations described in paragraphs (c)(1) termines that the employee acted rea- and (2) of this section, the employee sonably, the unused portion of the pre- was required by the terms of a lease or paid lodging cost may be reimbursed as rental agreement to pay a rental de- follows: posit and all or part of the deposit is (A) The daily lodging costs for the forfeited to cover unpaid lodging costs, period covered by the voucher shall be the amount of the forfeited deposit calculated by dividing the total cost may be reimbursed as a miscellaneous for the rental period by the number of travel expense provided the conditions days of actual occupancy. The total of in paragraph (c)(1)(i) of this section are the lodging costs thus calculated plus met. Reimbursement for deposits for- the appropriate daily amount author- feited for damages to lodging accom- ized for meals and incidental expenses modations shall not be allowed. may be reimbursed not to exceed the (d) Per diem while aboard Government per diem rate authorized in the em- vessel. For temporary duty aboard Gov- ployee’s travel orders for the days that ernment vessels where meals and lodg- the lodging was occupied. ings are furnished at no cost or at a re- (B) If the authorized per diem rate is duced cost, agencies shall prescribe an insufficient for the days of occupancy, appropriate per diem rate within the the daily lodging cost calculated in provisions of this part. The term Gov- paragraph (c)(1)(ii)(A) of this section ernment vessel includes vessels owned plus the amount authorized for meals and operated, leased and operated, or and incidental expenses may be reim- chartered by the Government.

51 § 301–7.15 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–7.15 Interruptions of per diem days where a significant cost savings entitlement. will be achieved. Travel time shall be For purposes of this section, the term scheduled within the employee’s duty place of abode means the place from hours to the extent practicable. The which the employee commutes daily to cost of lost productivity attributable the official station. to the duty hours involved in traveling (a) Leave and nonworkdays—(1) Gen- to and from the employee’s residence eral. Leave of absence (other than as for nonworkdays shall be considered in provided in paragraph (d) of this sec- determining the cost savings. tion) for one-half, or less, of the pre- (3) Authorized return incident to ex- scribed daily working hours shall be tended temporary duty. Employees who disregarded for per diem purposes. are required to routinely perform ex- Where the leave is more than one-half tended periods of temporary duty may, of the prescribed daily working hours, at agency discretion and within the no per diem shall be allowed for that limits of appropriations available for day. payment of travel expenses, be author- (2) Nonworkdays. Legal Federal Gov- ized round-trip transportation expenses ernment holidays and weekends or and per diem en route for periodic re- other scheduled nonworkdays are con- turn travel to their official stations or sidered nonworkdays. Employees are places of abode for nonworkdays. Agen- considered to be in a per diem status cies are cautioned that this authority on nonworkdays except when they re- is to be used with the utmost discre- turn to their official station or place of tion and consideration of the length abode (see paragraph (b) of this sec- and purpose of the temporary duty as- tion), or except under conditions stated signments and the distance of the re- in paragraphs (a)(2)(i) and (ii) of this turn travel. The periodic return travel section. may be authorized if the conditions (i) Leave before and after nonworkdays. specified in paragraphs (b)(3)(i) and (ii) Per diem shall not be paid for non- of this section are met. workdays when: (i) The head of the agency or his/her (A) Employees are in a leave status designee has determined, based on an at the end of the workday before the appropriate cost analysis, that the nonworkdays and at the beginning of the workday following the nonwork- costs of periodic weekend return travel days, and (including the costs of potential over- (B) The period of leave on either of time, if applicable) are outweighed by those days is more than one-half of the savings in terms of increased employee prescribed working hours for that day. efficiency and productivity, as well as (ii) Leave between nonworkdays. Per reduced costs of recruitment and reten- diem shall not be paid for more than tion of employees. This cost analysis two nonworkdays in cases where leave shall be conducted no less frequently of absence is taken for all of the pre- than every other year. scribed working hours between the (ii) Return travel for nonworkdays nonworkdays. authorized under these provisions con- (b) Return to official station for non- stitutes an exception to the directive workdays—(1) Required return—official on scheduling of travel contained in 5 business. An employee who is required U.S.C. 6101(b)(2) and therefore should by appropriate agency officials to re- be performed outside the employee’s turn to his/her official station for the regularly scheduled duty hours or dur- nonworkdays to perform official busi- ing periods of authorized leave. How- ness or because it is otherwise advan- ever, in the case of employees not ex- tageous to the Government shall be al- empt from the Fair Labor Standards lowed the round-trip transportation ex- Act overtime provisions, consideration penses and per diem for the en route should be given to scheduling the au- travel. thorized travel to minimize payment of (2) Authorized return—substantial cost overtime, including scheduling of trav- savings. An agency may authorize per el during regularly scheduled duty diem and transportation expenses to an hours when necessary. (See Office of employee to return home for nonwork- Personnel Management regulations for

52 Travel Allowances § 301–8.1 further guidelines covering overtime § 301–8.1 General. during travel.) This part applies worldwide (both (4) Voluntary return. When an em- within and outside CONUS) except as ployee voluntarily returns to his/her specifically provided in this part. official station or place of abode for (a) Authority. Agencies may authorize nonworkdays, the maximum reim- or approve reimbursement for the ac- bursement for the round-trip transpor- tual and necessary subsistence ex- tation and per diem en route shall be penses of official travel when such ex- limited to the per diem allowance and penses are unusually high due to spe- travel expenses which would have been cial or unusual circumstances, or for allowed had the employee remained at occasional meals and/or lodging, as the temporary duty station. The em- provided in this part. This authority ployee shall perform any such vol- shall be used for individual travel as- untary return travel during nonduty signments or specific travel situations hours or periods of authorized leave. only after appropriate consideration of the actual facts existing at the time (c) Indirect route or interrupted travel. the travel is directed and performed. If there is an interruption of travel or (b) Delegation of authority. Heads of deviation from the direct route result- agencies may delegate, with provisions ing in excess travel time because of an for limited redelegation, the authority employee’s personal preference or con- to authorize or approve travel on an venience or through the taking of actual subsistence expense basis. Such leave, the per diem allowed shall not delegation or redelegation shall be held exceed that which would have been al- to as high an administrative level as lowed on uninterrupted travel by a di- practicable to ensure that authoriza- rect or usually traveled route except as tion or approval of travel on an actual provided in part 301–12 for certain subsistence expense basis or reimburse- emergency travel situations. (See ment therefor is based on adequate §§ 301–2.5, 301–7.2(a)(2), and 301– consideration and review of the travel 11.5(a)(3).) circumstances warranting such reim- (d) Illness or injury or a personal emer- bursement. gency situation. Provisions governing (c) Agency responsibility. Heads of per diem allowable for emergency trav- agencies shall, in accordance with pro- el performed due to an employee’s in- visions of this part, prescribe adminis- capacitating illness or injury or be- trative policies and procedures under cause of a personal emergency situa- which reimbursement for actual and tion, as well as the continuation of per necessary expenses of official travel may be authorized or approved to en- diem due to incapacitating illness or sure that the authority contained here- injury of the employee, are found in in is administered in accordance with part 301–12. the intent of this regulation. (d) Relationship to per diem. Generally, PART 301–8—REIMBURSEMENT OF authorization or approval of actual ACTUAL SUBSISTENCE EXPENSES subsistence expenses is contingent on the entitlement to per diem. Except as Sec. otherwise provided in this part, the 301–8.1 General. definitions and rules stated in part 301– 301–8.2 Conditions warranting authorization 7 applicable to the employee’s entitle- or approval of actual expenses. ment to a per diem allowance shall 301–8.3 Maximum daily rates and reimburse- apply to travel on an actual expense ment limitations. basis. 301–8.4 Authorization or approval. (e) Allowable expenses. Actual subsist- 301–8.5 Requirements for documentation, re- ence expense reimbursement may be view, and administrative controls. allowed for the same types of expenses 301–8.6 Mixed travel (per diem and actual that are covered by the per diem allow- subsistence expense) reimbursement. ance in § 301–7.1(c) provided such ex- 301–8.7 Interruption of subsistence entitle- penses are determined to be actual and ments. necessary expenses incident to the par- AUTHORITY: 5 U.S.C. 5707. ticular travel assignment.

53 § 301–8.2 41 CFR Ch. 301 (7–1–97 Edition)

(f) Prudent traveler. An employee ance is generally adequate but subsist- traveling on the actual subsistence ex- ence costs have escalated for short pe- pense basis is expected to exercise the riods of time during special functions same care in incurring expenses as set or events such as missile launching pe- forth in part 301–7 for travel on a per riods, international or national sports diem basis. events, world’s fairs, conventions, or [54 FR 20288, May 10, 1989, as amended by natural disasters; FTR Amdt. 10, 55 FR 41533, Oct. 12, 1990; 55 (3) Based on a situation described in FR 46064, Nov. 1, 1990; FTR Amdt. 26, 57 FR paragraph (a)(2) of this section, afford- 28633, June 26, 1992] able lodging accommodations are not available or cannot be obtained within § 301–8.2 Conditions warranting au- a reasonable commuting distance of thorization or approval of actual expenses. the employee’s temporary duty point and transportation costs to commute (a) Travel assignments involving special to and from the less expensive lodging or unusual circumstances. Travel on an facility consume most or all of the sav- actual subsistence expense basis may ings achieved from occupying less ex- be authorized or approved for travel as- pensive lodging; signments when the applicable maxi- (4) The employee, because of special mum per diem rate (see § 301–7.3) is inadequate due to special or unusual cir- duties of the assignment, necessarily cumstances. The maximum per diem incurs unusually high expenses in the rate, although generally adequate, may conduct of official business, such as to be insufficient for a particular travel procure superior or extraordinary ac- assignment because the actual and nec- commodations including a suite or essary subsistence expenses are unusu- other quarters for which the charge is ally high due to special duties or be- well above that which he/she would cause subsistence costs have escalated normally have to pay for accommoda- due to special or unforeseen events. tions; or Since lodging costs constitute a major (5) The employee necessarily incurs portion of the subsistence expenses, unusually high expenses incident to travel on an actual expense basis may his/her assignment to accompany an- be authorized or approved for travel other employee in a situation as de- when, due to special or unusual cir- scribed in paragraph (a)(4) of this sec- cumstances, the lodging costs absorb tion. all or nearly all of the applicable maxi- (b) Situations requiring reimbursement mum per diem allowance. Examples of for occasional lodging and/or meals. Al- travel assignments or situations that though lodging and/or meals are fur- may warrant authorization or approval nished without cost (or at a nominal of actual and necessary expenses in- cost) for a particular assignment, the clude but are not limited to the follow- employee may necessarily incur ex- ing: penses for occasional lodgings and/or (1) The employee attends a meeting, meals. The agency may approve reim- conference, or training session away bursement of appropriate expenses in- from the official duty station where curred for occasional meals or lodging lodging and meals must be procured at that are determined to be necessary a prearranged place (such as the hotel and justified by the circumstances in- where the meeting, conference, or volved. The actual expense allowable training session is being held) and the for lodging or each meal may not ex- lodging costs incurred, because of these ceed the applicable lodging or individ- prearranged accommodations, absorb ual meal allowance provided in part all or practically all of the applicable 301–7, or 300 percent of those amounts if maximum per diem allowance; special or unusual circumstances are (2) The travel is to an area where the involved. If the travel is to a location applicable maximum per diem allow- where § 301–8.3(c) applies under special

54 Travel Allowances § 301–8.4 or unusual circumstances, the author- (i) 300 percent of the M&IE rate appli- izing agency shall determine an appro- cable to the temporary duty location; priate limitation on the amount of re- or imbursement. Each agency shall estab- (ii) $25 plus the M&IE rate applicable lish necessary administrative proce- to the temporary duty location when dures for travel under this paragraph. the daily maximum rate authorized is established under paragraph (a)(2)(ii) of [54 FR 20288, May 10, 1989, as amended by this section. FTR Amdt. 10, 55 FR 41533, Oct. 12, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR (2) Specific meals and incidental ex- Amdt. 32, 58 FR 58241, Oct. 29, 1993; FTR penses limitation. The agency may au- Amdt. 66, 62 FR 30279, June 3, 1997] thorize or approve the payment of meals and incidental expenses on a flat § 301–8.3 Maximum daily rates and re- rate basis without the need for receipts imbursement limitations. and/or itemization when such expenses This section establishes the maxi- are within the applicable M&IE rate. mum amount of reimbursement for ac- On full days of travel, the payment tual subsistence expenses that may be shall not exceed the applicable M&IE authorized or approved for each cal- rate. On partial days of travel, the pay- endar day or fraction thereof. Agencies ment shall not exceed three-fourths of shall determine appropriate and nec- the applicable M&IE rate. The amount essary daily maximum rates not to ex- of the maximum daily rate in excess of ceed these amounts when authorizing the actual M&IE payment may be used or approving travel under this part. for lodging. Maximum daily rates need not be pro- (c) When lodging is procured through rated for fractions of a day; however, use of an agency purchase order. When see paragraphs (b)(1) and (2) of this sec- actual subsistence expense reimburse- tion for reimbursement limitations. ment is authorized or approved under this part and lodging is furnished to (a) Maximum daily rates—(1) Travel the employee at no cost through use of within CONUS. For travel within an agency purchase order, the agency CONUS, the maximum daily rate for shall not authorize or approve reim- subsistence expenses shall not exceed bursement for other subsistence ex- 300 percent of the applicable maximum penses that will, when combined with per diem rate (rounded to the next the cost of lodging furnished, exceed higher dollar) prescribed in appendix A the maximum daily rate authorized for the travel assignment location. under paragraphs (a) and (b) of this sec- (2) Travel outside CONUS. For travel tion. outside CONUS, the maximum daily rate for subsistence expenses shall not [FTR Amdt. 10, 55 FR 41533, Oct. 12, 1990, as exceed the greater of the amounts pre- amended by FTR Amdt. 19, 56 FR 37478, Aug. 7, 1991; FTR Amdt. 26, 57 FR 28633, June 26, scribed by the Departments of Defense 1992; FTR Amdt. 32, 58 FR 58241, Oct. 29, 1993; and State, as set forth in the Joint FTR Amdt. 38, 59 FR 43500, Aug. 24, 1994; FTR Federal Travel Regulation/Joint Travel Amdt. 54, 61 FR 68160, Dec. 27, 1996; FTR Regulation and the Foreign Affairs Amdt. 66, 62 FR 30279, June 3, 1997] Manual, respectively, for nonforeign and foreign areas. § 301–8.4 Authorization or approval. (b) Reimbursement limitation—(1) Gen- (a) Requests for authorization or ap- eral limitation. When the actual subsist- proval of actual expense reimbursement. ence expenses incurred during any 1 It is the employee’s responsibility to day are less than the maximum daily request authorization or approval for rate authorized, the employee shall be actual subsistence expense reimburse- reimbursed only for the lesser amount. ment when conditions appear to war- Expenses incurred and claimed (includ- rant such reimbursement and to fur- ing those for fractional days) shall be nish appropriate justification to sup- reviewed and allowed only to the ex- port the request. tent determined to be necessary and (b) Prior authorization of actual ex- reasonable by the agency. (See § 301– pense travel. Normally, travel on an ac- 8.5(b).) Reimbursement for meals and tual expense basis should be authorized incidental expenses shall not exceed: in advance and the daily maximum

55 § 301–8.5 41 CFR Ch. 301 (7–1–97 Edition) rate authorized by the agency shall be lished by each agency to ensure that stated in the travel authorization. actual subsistence expense reimburse- (c) Approval after travel is completed. If ment under the provisions of this part travel is performed without prior writ- is properly administered and controlled ten authorization or is authorized on a to prevent abuse of the authority con- per diem basis and otherwise conforms tained herein. (See § 301–8.1(c).) An ap- to the provisions of this part, reim- propriate review of the justification for bursement for actual and necessary travel on an actual subsistence expense subsistence expenses may be approved basis shall be made. Expenses claimed after completion of the travel. by an employee shall be reviewed by [54 FR 20288, May 10, 1989, as amended by the agency to determine whether the FTR Amdt. 26, 57 FR 28633, June 26, 1992] expenses are reasonable and allowable subsistence expenses, and are nec- § 301–8.5 Requirements for documenta- essarily incurred in connection with tion, review, and administrative the travel assignment. controls. [54 FR 20288, May 10, 1989, as amended by (a) Documentation of actual expenses FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990; FTR on the voucher—(1) Itemization. When Amdt. 26, 57 FR 28633, June 26, 1992; FTR travel is authorized or approved on an Amdt. 39, 59 FR 46194, Sept. 7, 1994; FTR actual subsistence expense basis, the Amdt. 50, 61 FR 55578, Oct. 28, 1996; FTR employee shall itemize on the travel Amdt. 53; 61 FR 64998, Dec. 10, 1996] voucher each expense for which reimbursement is claimed on a daily basis. § 301–8.6 Mixed travel (per diem and actual subsistence expense) reim- Meals must be itemized separately; i.e., bursement. breakfast, lunch, and dinner. Those expenses that do not usually accrue on a (a) Generally, when actual expense daily basis, such as laundry and clean- reimbursement is authorized or ap- ing and pressing of clothing, may be proved for a particular temporary duty averaged over the number of days that location, and is the only reimburse- actual expense reimbursement is au- ment system involved, the partial day thorized or approved. of travel to and from that location also (2) Receipts. Receipts shall be re- will be on an actual expense basis. quired for lodging, regardless of However, if the en route travel to or amount, and any individual meal when from the actual expense location en- the cost is over $75. Agencies may, at tails more than 1 day, the agency may their discretion, require receipts for authorize actual expense reimburse- other allowable subsistence expenses; ment, or per diem in accordance with however, the employee must be in- part 301–7, whichever is administra- formed of this requirement in advance tively advantageous and commensurate of travel. The provisions of § 301– with the expenses expected to be in- 7.9(b)(1) and (2) covering double occu- curred by the traveler. pancy and missing receipts apply to (b) If actual expense reimbursement this part. authorized for particular locations is (3) Exception to receipts and/or itemiza- intermingled with per diem at other lo- tion requirement. When an agency limits cations in a single trip, the agency reimbursement for meals and inciden- shall determine when the transition be- tal expenses to 100 percent of the appli- tween reimbursement systems occurs. cable M&IE rate (as provided in § 301– Only one method or system is author- 8.3(b)(2), receipts and/or itemization of ized for any given calendar day except meals and incidental expenses need not as provided in § 301–8.2(b) or § 301– be required except at agency discre- 8.3(b)(2). tion. [54 FR 20288, May 10, 1989, as amended by (4) Fire safety responsibilities. An em- FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] ployee traveling on official business is strongly encouraged to stay at an ap- § 301–8.7 Interruption of subsistence proved accommodation as defined in entitlements. § 301–17.2(c) of this chapter. The provisions of § 301–7.15 applicable (b) Agency review and administrative to interruptions of per diem entitle- controls. Procedures shall be estab- ment (leave and nonworkdays, return

56 Travel Allowances § 301–9.2 to official station for nonworkdays, in- sued for the reimbursement of expenses direct route or interrupted travel, and incurred for travel in foreign countries. illness or injury or a personal emer- (See § 301–11.5(e)(1).) Exchange fees in- gency situation) shall apply to travel curred in cashing checks or drafts is- on an actual subsistence expense basis. sued in payment of salary shall not be [FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] allowed in travel expense accounts. (3) Trip insurance. Cost of trip insur- PART 301–9—MISCELLANEOUS ance purchased by employees for use of a Government-furnished or privately EXPENSES owned vehicle during official business for specific or individual trips into a Sec. 301–9.1 Expenses allowable. foreign country. Trip insurance covers 301–9.2 Additional travel expenses incurred potential liability for property damage by an employee with a disability. or personal injury or death to third 301–9.3 Payment to Government employees. parties. Reimbursement is limited to 301–9.4 Payment and reimbursements. instances in which the purchase of such AUTHORITY: 5 U.S.C. 5701–5709; E.O. 11609, 36 insurance is required by foreign statute FR 13747, 3 CFR, 1971–1975 Comp., p. 586. or is a practical necessity due to the legal procedures of a foreign country § 301–9.1 Expenses allowable. which, in the event of an accident, (a) Miscellaneous expenses. Charges for could result in detainment of the driv- necessary stenographic or typing serv- er or impoundment of the vehicle. The ices or rental of typewriters in connec- amount of reimbursement is limited to tion with the preparation of reports or the cost of the minimum amount of in- correspondence, clerical assistance, surance required for the use of a for- services of guides, interpreters, pack- eign country’s roads or the minimum ers, drivers of vehicles, and storage of amount required to be purchased by in- property used on official business shall dustrial custom. be allowed when authorized or ap- (4) Travel document costs. Fees in con- proved. nection with the issuance of passports, (b) Hire of a room. When necessary to visa fees, costs of photographs for pass- engage a room at a hotel or other place ports and visas, costs of certificates of to transact official business, a separate birth, health, and identity, and of affi- charge therefor shall be allowed when davits and charges for inoculation authorized or approved. (See § 301– which cannot be obtained through a 11.3(c)(8).) Federal dispensary. (c) Travelers checks, money orders, cer- (e) Other expenses. Miscellaneous ex- tified checks, or automated-teller-machine penditures not enumerated in this sec- Reimbursement for the (ATM) services. tion, when necessarily incurred by the cost of travelers checks, money orders, traveler in connection with the trans- or certified checks purchased in con- action of official business, shall be al- nection with official travel, as well as lowed when approved. transaction fees for authorized ATM withdrawals, may be allowed. The [54 FR 20290, May 10, 1989, as amended by amount of the checks, money orders, or FTR Amdt. 12, 55 FR 49894, Dec. 3, 1990] ATM cash withdrawals may not exceed the amount of funds authorized to be § 301–9.2 Additional travel expenses in- advanced in accordance with the provi- curred by an employee with a dis- sions of § 301–10.3. ability. (d) Fees relating to travel outside the (a) Policy, applicability, and general continental United States. Reimburse- rules—(1) Policy. In accordance with the ment for the following items of ex- Rehabilitation Act of 1973, as amended, penses may be authorized or approved: (29 U.S.C. 701 et seq.) and 5 U.S.C. 3102, (1) Conversion of currency. Commis- these provisions are intended to accom- sions for conversion of currency in for- modate an employee with a disability eign countries. (See § 301–11.5(e).) by providing for reimbursement of nec- (2) Check cashing costs. Charges cover- essary additional travel expenses in- ing exchange fees for cashing United curred in the performance of official States Government checks or drafts is- travel.

57 § 301–9.2 41 CFR Ch. 301 (7–1–97 Edition)

(2) Applicability. This section applies ing, speaking, breathing, learning, and to an employee with a disability as de- working. fined in paragraph (b) of this section. (5) Substantially limits. The term ‘‘sub- (3) General rule. Payment is author- stantially limits’’ means the employee ized for the additional travel expenses is unable to perform a major life activ- listed in paragraph (c) of this section ity that the average person in the gen- which are necessarily incurred by an eral population can perform; or is sig- employee with a disability in the per- nificantly restricted as to the condi- formance of official travel. tion, manner, or duration under which (b) Definitions. For purposes of this he/she can perform a particular major section, the following terms have the life activity as compared to the condi- meaning indicated: tion, manner, or duration under which (1) Employee with a disability. The the average person in the general popu- term ‘‘employee with a disability’’ lation can perform that same major means an employee who has a disabil- life activity. ity as defined in paragraph (b)(2) of this (6) Has a record of such an impairment. section, and is otherwise generally cov- The term ‘‘has a record of such an im- ered under the Rehabilitation Act of 1973, as amended, 29 U.S.C. 701 et seq.. pairment’’ means the employee has a history of, or has been classified as (2) Disability. The term ‘‘disability’’, with respect to an employee, means: having, a mental or physical impairment that substantially limits one or (i) Having a physical or mental impairment that substantially limits one more major life activities. or more major life activities; (7) Is regarded as having such an im- (ii) Having a record of such an impairment. The term ‘‘is regarded as hav- pairment; or ing such an impairment’’ means the (iii) Being regarded as having such an employee: impairment. (i) Has a physical or mental impair- (3) Physical or mental impairment—(i) ment that does not substantially limit The term ‘‘physical or mental impair- major life activities but the impairment’’ means: ment is treated by the agency as con- (A) Any physiological disorder or stituting such a limitation; condition, cosmetic disfigurement, or (ii) Has a physical or mental impair- anatomical loss affecting one or more ment that substantially limits major of the following body systems: Neuro- life activities only as a result of the at- logical, musculoskeletal, special sense titudes of others toward such impair- organs, respiratory (including speech ment; or organs), cardio-vascular, reproductive, (iii) Has none of the impairments de- digestive, genitourinary, hemic and fined in paragraph (b)(3) of this section lymphatic, skin, and endocrine; or but is treated by the employing agency (B) Any mental or psychological dis- as having a substantially limiting im- order, such as mental retardation, or- pairment. ganic brain syndrome, emotional or (c) Allowable expenses. The following mental illness, and specific learning expenses are allowable additional trav- disabilities. el expenses payable to an employee (ii) The term ‘‘physical or mental im- with a disability: pairment’’ includes, but is not limited (1) Transportation and subsistence to, such diseases and conditions as cer- expenses authorized under this chapter ebral palsy, epilepsy, muscular dys- that are incurred by an attendant ac- trophy, multiple sclerosis, cancer, heart disease, diabetes, mental retar- companying the employee, whether the dation, emotional illness, and ortho- attendant is or is not a member of the pedic, visual, speech, and hearing im- employee’s immediate family, when pairments. the employee requires the assistance of (4) Major life activities. The term an attendant; ‘‘major life activities’’ means functions (2) Cost of specialized transportation such as caring for oneself, performing for the employee to, from, and/or at the manual tasks, walking, seeing, hear- temporary duty location;

58 Travel Allowances § 301–10.1

(3) Cost of specialized services pro- I certify that the foregoing account is cor- vided by a commercial carrier nec- rect and just and that payment therefor has essary to accommodate the employee’s not been received. disability; [54 FR 20290, May 10, 1989. Redesignated by (4) Costs incurred as a direct result of FTR Amdt. 25, 57 FR 8091, Mar. 6, 1992, and the employee’s disability for baggage amended by FTR Amdt. 26, 57 FR 28634, June handling in connection with public 26, 1992] transportation or at lodging facilities; (5) Cost of renting and/or transport- PART 301–10—SOURCES OF FUNDS ing a wheelchair; and (6) Cost of premium-class accom- Sec. modations when necessary to accom- 301–10.1 General policy. modate the employee’s disability (the 301–10.2 Procurement of common carrier transportation. necessity must be substantiated in 301–10.3 Advance of funds. writing by a competent medical au- 301–10.4 Use of foreign currencies. thority and authorized under § 301-3.3 of this chapter). AUTHORITY: 5 U.S.C. 5707. [FTR Amdt. 25, 57 FR 8091, Mar. 6, 1992, as § 301–10.1 General policy. amended by FTR Amdt. 37, 59 FR 27488, May 27, 1994] (a) Minimizing cash requirements. As a general policy, employees traveling on § 301–9.3 Payment to Government em- official business are responsible for ployees. meeting their current travel expenses. Neither payment nor reimbursement However, Federal employees should not shall be allowed under any agreement have to pay official travel expenses en- made by the traveler with an employee tirely from personal funds unless the of the Government for personal serv- employee has elected not to use alter- ices. native resources made available by the Government; i.e., contractor-issued [54 FR 20290, May 10, 1989. Redesignated by charge cards, travelers checks, or con- FTR Amdt. 25, 57 FR 8091, Mar. 6, 1992] tractor-provided automated-teller-machine (ATM) services. To alleviate the § 301–9.4 Payment and reimbursements. need for employees to use personal funds, agencies may issue travel ad- Where cash payment is made for vances for certain expenses as author- services covered by this part, reim- ized by § 301–10.3. Agencies and travel- bursement for the charges actually ers shall take all reasonable steps to made may be allowed provided the minimize the cash burden on both the voucher shows the quantity, unit, and agency and the traveler. These steps unit price. (See § 301–11.3(c).) If cash shall include, but not be limited to, payment is not made, the account shall using Government contractor-issued be approved by the traveler, certified charge cards. Where the use of Govern- by the payee, and forwarded to the ad- ment contractor-issued charge cards is ministrative office for approval and impractical for procuring common car- payment direct to the person who ren- rier transportation, agencies shall pur- dered the service. The account must chase required transportation tickets show the dates of service, quantity, for employees using Government unit price, and any other particulars Transportation Requests (GTR’s) as that may be needed for a clear under- provided in § 301–10.2, or centrally billed standing of the charge. If a Govern- accounts as provided in § 301–15.45. ment voucher form is not used, care (b) Managing financial resources. To should be taken that each account is manage Federal financial resources submitted in duplicate, the original of more effectively for travel expense pur- which shall bear the approval of the poses, agencies shall: traveler and the following certificate (1) Hold to a minimum the amounts by the payee: of cash advanced for travel purposes as provided in § 301–10.3;

59 § 301–10.2 41 CFR Ch. 301 (7–1–97 Edition)

(2) Follow-up with travelers to assure (i) For personal transportation serv- that vouchers are submitted within es- ices or privileges which increase or ex- tablished timeframes as provided in ceed the cost of those authorized. When § 301–11.4(a); and the travel is by an indirect route for (3) Process travel vouchers promptly personal convenience, the employee to recover any excess travel advances may not use a GTR to procure trans- or to provide payment to employees as portation accommodations for the indi- provided in § 301–10.3(d). Agencies must rect travel. However, a common carrier establish internal policies and proce- ticket procured by GTR for travel au- dures to ensure that travel vouchers thorized at Government expense may are paid within 25 working days after be reissued for a common carrier ticket the end of each trip or travel period for to travel by an indirect route for per- which a voucher is filed. sonal reasons. In such instance, any ad- (c) Government contractor-issued ditional charges, including the applica- charge cards. Agencies shall offer Gov- ble share of Federal transportation tax, ernment contractor-issued charge incurred as result of the reissued ticket cards to all employees who are ex- for personal convenience shall be at pected to travel at least twice a year personal expense and paid directly by (frequent travelers), consistent with the employee to the carrier or travel each agency’s internal travel regula- management center (TMC). tions. Upon request, agencies shall Additionally, when accommodations issue the card to any employee author- superior to those authorized are re- ized to perform official travel. Part quested or used by the traveler for per- 301–15, subpart C contains rules and sonal reasons, the additional cost, in- procedures governing the issuance of cluding the applicable share of the Fed- Government charge cards. Travelers is- eral transportation tax, shall be at per- sued charge cards are encouraged to sonal expense and paid directly by the use them to pay for official travel ex- employee to the carrier or TMC; penses to the maximum extent pos- (ii) For individually procured taxi- sible. cab, airport limousine, intracity transit, rental automobiles, or other for- [FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990, as amended by FTR Amdt. 12, 55 FR 49894, Dec. hire automobile services; 3, 1990; FTR Amdt. 26, 57 FR 28634, June 26, (iii) For payment of toll road or toll 1992] bridge charges; or (iv) For passenger transportation § 301–10.2 Procurement of common services costing $10 or less, excluding carrier transportation. Federal transportation tax, or excess (a) U.S. Government transportation re- baggage services costing $15 or less for quests (GTR’s). All passenger transpor- each leg of a trip, unless special cir- tation services by common carrier cumstances justify use of a GTR. must be procured through the use of (3) Lost or stolen GTR. When a GTR in Standard Form 1169, U.S. Government the possession of a traveler or other ac- Transportation Request (GTR), unless countable person is lost or stolen, an otherwise specifically provided herein immediate report shall be made to the and in 41 CFR 101–41.203. administrative office in the manner (1) Regulations governing use. The prescribed by the agency concerned. If GTR and procedures for its use are pre- the lost or stolen GTR shows the car- scribed by the Administrator of Gen- rier service desired, and point of origin, eral Services in 41 CFR part 101–41. the named carrier and other local ini- (2) Use of the GTR. The GTR shall be tial carriers shall be promptly notified. issued and used only for officially au- A GTR which is recovered subsequent thorized passenger transportation by to having been reported lost shall not common carrier or for authorized be used but shall be sent to the admin- transportation services or accommoda- istrative office. A traveler may be held tions furnished by common carrier; i.e., liable for any expenditure by the Gov- air, bus, rail, or vessel. The GTR shall ernment caused through negligence on not be issued and used in the following his/her part in safeguarding GTR’s or instances: tickets received in exchange for a GTR.

60 Travel Allowances § 301–10.2

(See §§ 301–1.103(a), 301–3.5, and 301– (2) Exception to cash payment limita- 11.5(c)(1).) tion. As an exception to the rule stated (b) Cash payments for procurement of in paragraph (b)(1)(iii) of this section common carrier transportation services. cash payment of official transportation The use of cash to procure passenger expenses, without regard to the $100 transportation services may not be au- limitation, is authorized under the fol- thorized except under the conditions lowing conditions: specified in paragraphs (b) (1) through (i) Reduced group or excursion fares (3) of this section. For this paragraph, available from travel agencies. Cash pay- the use of checks (personal or travel- ments in excess of $100 may be author- ers), personal credit cards, or individ- ized by the agency for individual em- ual Government contractor-issued ployees or a group of employees to se- charge cards is considered the equiva- cure reduced group or excursion fares lent of cash. Cash payments may be available only through travel agents made with a travel advance (see § 301– under certain conditions as provided in 10.3) or through the use of personal § 301–3.4(b)(2). A copy of the administra- funds. tive determination required under (1) Procedures for the use of cash. The § 301–3.4(b)(2) shall accompany the trav- procedures for the use of cash to pro- el voucher. cure passenger transportation services (ii) Use of individual Government con- are prescribed by the Administrator of tractor-issued charge card for procure- General Services in 41 CFR 101–41.203–2, ment of transportation exceeding $100. as follows: Cash payment of passenger transpor- (i) When cost of transportation is $10 or tation services in excess of $100 is au- less. Travelers shall use cash to procure thorized when a participating agency all passenger transportation services or its employees use a charge card is- costing $10 or less, excluding Federal sued by a contractor under contract transportation tax, and to pay excess with the General Services Administra- baggage charges costing $15 or less for tion for official travel. Use of charge or each leg of a trip, unless special cir- credit cards held by the employee for cumstances justify the use of a GTR. personal use and issued by any other (ii) When cost of transportation is over credit card company is not authorized $10 but does not exceed $100. Agencies under this exception. (See part 301–15, may, by appropriate regulations, re- subpart C governing the Government’s quire a traveler to use cash to procure charge card program.) passenger transportation services from, (iii) Emergency circumstances. Under to, or between points in the United emergency circumstances when the use States and its possessions or the trust of GTR’s is not possible, heads of agen- territories when the cost is over $10 but cies, or their designated representa- does not exceed $100, excluding Federal tives, may authorize or approve travel- transportation tax, for each trip as au- ers’ use of cash exceeding the $100 limi- thorized on the travel authorization tation when procuring passenger trans- (see note below). portation services as provided in 41 NOTE: The National Railroad Passenger CFR 101–41.203–2(b). Under 41 CFR 101– Corporation (AMTRAK) will not accept a 41.203–2(b), the delegation of authority GTR for travel under $50. AMTRAK will ac- to authorize or approve the use of cash cept personal checks or major credit cards in excess of $100 for the procurement of provided proper identification is shown when emergency transportation services purchasing a ticket. shall be held to as high an administra- (iii) When cost of transportation ex- tive level as practicable to ensure ade- ceeds $100. Except as noted in para- quate consideration and review of the graph (b)(2) of this section, a GTR must circumstances. be used to procure passenger transpor- (3) Reimbursement—(i) Claim. The tation services costing in excess of travel voucher claiming reimburse- $100, excluding Federal transportation ment for cash payments for transpor- tax, unless otherwise exempted in writ- tation services shall show the ticket ing by GSA as provided in 41 CFR 101– number, carrier name, accommoda- 41.203–2. tions used, origin and destination of

61 § 301–10.3 41 CFR Ch. 301 (7–1–97 Edition) travel performed, and the agent’s valu- mated cash transaction expenses for no ation of the transportation ticket. A more than a 45-day period. traveler who has procured passenger (1) Cash transaction expenses. Cash transportation services with cash transaction expenses are those travel (whether using personal funds, a travel expenses that as a general rule cannot advance, or a Government charge card) be charged and must, therefore, be paid shall assign to the Government his/her using cash, personal checks, or travel- right to recover any excess payment ers checks. It is assumed that travelers involving a carrier’s use of improper normally will be able to use a Govern- rates. (See statement/voucher requirement contractor-issued charge card to ments in § 301–11.5(c)(3). See also § 301– charge major expenses such as common 1.103(b) for provisions on promotional carrier transportation fares, lodging materials received from carriers and costs, and rental of automobiles and §§ 301–1.103(c) and 301–3.5 for provisions airplanes. Therefore, expenses which on denied boarding compensation.) will be considered cash transaction ex- (ii) [Reserved]. penses are: (i) Meals and incidental expenses [54 FR 20291, May 10, 1989, as amended by (M&IE) covered by the per diem rate or FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990; FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990; FTR actual subsistence expense allowance; Amdt. 17, 56 FR 23655, May 23, 1991; 56 FR (ii) Miscellaneous transportation ex- 29439, June 27, 1991; FTR Amdt. 26, 57 FR penses such as local transit system 28634, June 26, 1992; FTR Amdt. 32, 58 FR fares; taxi fares; parking fees; ferry 58241, Oct. 29, 1993; FTR Amdt. 50, 61 FR fees; bridge, road, and tunnel fees; and 55578, Oct. 28, 1996] airplane parking, landing, and tiedown fees; § 301–10.3 Advance of funds. (iii) Gasoline and other variable ex- (a) Authority. The head of each agen- penses covered by the mileage allow- cy or his/her designated representative ance for advantageous use of a pri- may provide, through proper disbursing vately owned vehicle for official busi- officers, to persons entitled to per diem ness; and (for subsistence expenses) or mileage (iv) Other authorized miscellaneous allowances, an advance of travel funds expenses which cannot be charged in an amount deemed advisable within using a charge card and for which a the criteria stated in paragraphs (b) cost reasonably can be estimated prior and (c) of this section, considering the to travel. character and probable duration of the (2) Allowable amount for meals and in- travel to be performed. Agencies shall cidental expenses (M&IE). The amount issue advances in the form of travelers advanced for meals and incidental ex- checks or authorized ATM cash with- penses shall not exceed the prescribed drawals when those methods are deter- M&IE rate or other amount authorized mined to be in the best interest of the by the agency under 41 CFR part 301–7 Government. or 301–8, as appropriate. (b) Limitation. Except as provided in (c) Exceptions to travel advance limita- paragraph (c) of this section, agencies tion—(1) Authorized exceptions. The lim- shall limit the advance of travel funds itation provided in paragraph (b) of to those estimated expenses that a this section does not apply to the fol- traveler is expected to incur in connec- lowing change of official station ex- tion with authorized travel (including penses: temporary quarters subsist- travel incident to a permanent change ence, transportation and temporary of station) which normally would be storage of household goods or employ- paid using cash (‘‘cash transaction ex- ee’s automobile, or transportation of penses’’ as defined in paragraph (b)(1) mobile homes. of this section). This limitation applies (2) Agency discretion. Agencies may, to advances issued for travel under sin- under the limited circumstances de- gle trip as well as open travel author- scribed in paragraphs (c)(2) (i) through izations. However, for travel covered (iii) of this section, increase the by an open travel authorization, ad- amount of the travel advance provided vances shall be limited to the esti- to the traveler.

62 Travel Allowances § 301–10.3

(i) Use of charge card precluded. Travel notified of any delinquencies in filing circumstances are expected to preclude vouchers and repaying outstanding ad- the use of a Government contractor-is- vance balances, and that travelers are sued charge card to purchase transpor- promptly paid amounts owed to them tation, lodging, car rental, or other by the agency. These controls should travel expenses that normally would be include procedures for reviewing out- chargeable. standing travel advances prior to an (ii) Charge card issuance denied. The employee’s separation, and for settling agency determines that in certain situ- all outstanding amounts. ations an employee or group of employ- (1) Deduction from vouchers. It shall be ees should not be issued a Government the responsibility of the head of each contractor-issued charge card. The agency or his/her designee to ensure basis for this determination must be that the amount previously advanced documented in the agency’s internal is deducted from the total expenses al- travel regulations and might include lowed or that it is otherwise recovered. infrequent travelers or travel cir- In instances where the traveler is in a cumstances where use of a charge card continuous travel status, or where is nearly always impractical. periodic reimbursement vouchers are (iii) Official change of station. The submitted on an individual trip author- agency determines that the use of Gov- ization, the full amount of travel ex- ernment contractor-issued charge penses allowed may be reimbursed to cards is not feasible for en route travel that traveler without any deduction of and househunting trip cash transaction his/her advance until such time as the expenses in connection with employees final voucher is submitted. If the transferring between official stations, amount advanced is less than the particularly those transferring between amount of the voucher on which the agencies. advance is deducted, the traveler shall (3) Amount allowed. Travel advances be paid the net amount. In the event under this exception shall not exceed 80 the advance exceeds the reimbursable percent of the estimated additional amount, the traveler shall imme- cash expenses permitted under either diately refund the excess. paragraph (c) (1) or (2) of this section (2) Direct refunds. In the event of can- and authorized on the travel authoriza- cellation or indefinite postponement of tion unless a determination is made authorized travel, the traveler shall that the 80 percent limitation will re- promptly notify appropriate agency of- sult in a financial hardship on the em- ficials of such event and refund any ployee. In cases of financial hardship, monies advanced to him/her in connec- the agency may advance up to 100 per- tion with the authorized travel. In the cent of these estimated expenses for an event the traveler does not promptly individual trip, or for an open travel refund the money, the head of the authorization not to exceed a 45-day agency or his/her designee shall take period. immediate steps to secure the refund of (4) Exception precluded. This excep- any advance that may have been made. tion authority may not be exercised in (3) Other means of recovery. Outstand- situations where the employee has ing advances which have not been re- elected not to use alternative funding covered by deduction from reimburse- resources made available by the Gov- ment vouchers or voluntary refunds by ernment; i.e., Government contractor- the traveler shall be promptly recov- issued charge cards, travelers checks, ered by a setoff of salary due or retire- or contractor-provided ATM services. ment credit or otherwise from the per- This exception authority may not be son to whom it was advanced, or his/ exercised for travelers whose Govern- her estate, by deduction from any ment charge cards have been suspended amount due from the United States, or or revoked because of delinquent pay- by any other legal method of recovery ments. that may be necessary. Salary or other (d) Control and recovery of advances. amounts due shall be considered before Agencies shall establish internal finan- the retirement credit. In view of these cial controls for assuring that travelers protections, which are specifically in- with outstanding travel advances are cluded in the law, travelers shall not be

63 § 301–10.4 41 CFR Ch. 301 (7–1–97 Edition) required to furnish bonds in order to AUTHORITY: 5 U.S.C. 5707. obtain travel advances. (See 31 U.S.C. SOURCE: 54 FR 20293, May 10, 1989, unless 9302.) otherwise noted. (e) Accounting for advances. Account- ing for cash advances for travel pur- § 301–11.1 Fraudulent claims. poses, recovery, and reimbursements A claim against the United States is shall be in accordance with procedures forfeited if the claimant attempts to prescribed by the General Accounting defraud the Government in connection Office (see General Accounting Office therewith (28 U.S.C. 2514). In addition, Policy and Procedures Manual for there are two criminal provisions Guidance of Federal Agencies, title 7, under which severe penalties may be Fiscal Procedures). imposed on a traveler who knowingly [FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990, as presents a false, fictitious, or fraudu- amended by FTR Amdt. 12, 55 FR 49895, Dec. lent claim against the United States 3, 1990; FTR Amdt. 15, 56 FR 10378, Mar. 12, (18 U.S.C. 287 and 1001). Travelers’ 1991; FTR Amdt. 32, 58 FR 58241, Oct. 29, 1993] claims for reimbursement shall accu- rately reflect the facts involved in § 301–10.4 Use of foreign currencies. every instance so that any violation or Travelers to, in, and from foreign apparent violation of those provisions countries will use excess and near-ex- may be avoided. cess foreign currencies owned by the United States for paying expenses of § 301–11.2 Records of travel and expenses. official travel, including payments to carriers providing service under Gov- (a) Expenditure records. All persons ernment transportation requests and authorized to travel on official busi- bills of lading and for subsistence and ness (see certificate on travel voucher other local expenses. The use of such form) should keep a record of expendi- currencies is prescribed by the Office of tures properly chargeable to the Gov- Management and Budget (OMB) Cir- ernment, noting each item at the time cular A–20, and a list of excess and the expense is incurred and the date. near-excess foreign currencies is pub- The information thus accumulated will lished periodically in OMB bulletins. be available for the proper preparation The Department of State also issues an of travel vouchers. informational ‘‘Foreign Currency Bul- (b) [Reserved]. letin’’ series concerning the use of for- [FTR Amdt. 39, 59 FR 46194, Sept. 7, 1994, as eign currencies. It is essential that amended by FTR Amdt. 53; 61 FR 64998, Dec. travelers to, in, and from foreign coun- 10, 1996] tries and persons authorizing such travel be familiar with the latest ver- § 301–11.3 Travel vouchers and attach- sion of these issuances. The OMB leaf- ments. let containing general guidance for (a) Use of authorized form. All claims using excess and near-excess foreign for the reimbursement of traveling ex- currencies should be furnished to trav- penses shall be submitted on author- elers before foreign travel arrange- ized reimbursement forms and must be ments are made. itemized and stated in accordance with this subtitle unless, for special reasons, [54 FR 20291, May 10, 1989] compliance with specific requirements has been waived or modified by written PART 301–11—CLAIMS FOR determination of the Administrator of REIMBURSEMENT General Services. (b) Evidence of authorization. The Sec. travel voucher must be supported by a 301–11.1 Fraudulent claims. copy of the travel authorization. If the 301–11.2 Records of travel and expenses. travel authorization has been filed or 301–11.3 Travel vouchers and attachments. attached to a previous voucher, ref- 301–11.4 Submission and review of travel vouchers. erence to the previous voucher shall be 301–11.5 Preparation of voucher. made. 301–11.6 Administrative approvals. (c) Receipts required. Receipts are re- 301–11.7 Suspension of charges. quired for allowable cash expenditures

64 Travel Allowances § 301–11.4 in amounts in excess of $75. Lodging re- thorized. The individual who performs ceipts are required as specified in § 301– the voucher review should have full 7.9(b) and § 301–8.5(a) of this chapter. knowledge of the employee’s activities. When receipts are not available, the Administrative approval of the voucher expenditures shall be explained on the shall be in accordance with § 301–11.6. voucher. (c) Administrative voucher review re- (d) Lack of receipt—(1) Impracticable to sponsibilities. The travel authorizing/ap- obtain. If it is impracticable to furnish proving official or his/her designee receipts in any instance as required in (e.g., supervisor) shall ensure that the paragraph (c) of this section, the fail- voucher is properly prepared according ure to do so must be fully explained on to pertinent regulations and agency the travel voucher. Mere inconvenience procedures before it is certified for in the matter of taking receipts shall payment. This agency official shall re- not be considered. In no case shall a review the claim to: ceipt be taken in duplicate, except as provided in § 301–4.6(c). (1) Ascertain accuracy of the (2) Confidential expenditure. When the amounts claimed; duties of the traveler are of a confiden- (2) Determine whether the types of tial nature and the public interest so expenses claimed are authorized and requires, the requirements for receipts allowable expenses; and may be waived by the appropriate ad- (3) Ensure that required receipts, ministrative official. statements, justifications, etc. are attached to the voucher in support of the [54 FR 20293, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634, June 26, 1992; claimed expenses. FTR Amdt. 45, 60 FR 62333, Dec. 6, 1995; FTR (d) Finance office responsibilities—(1) Amdt. 50, 61 FR 55578, Oct. 28, 1996] Accounting responsibilities. The agency office which has accounting respon- § 301–11.4 Submission and review of sibilities pertaining to the payment of travel vouchers. travel and transportation reimburse- (a) Submission procedures. Agencies ment claims shall carry out its respon- are authorized to prescribe the admin- sibilities in accordance with proce- istrative procedures for travelers to dures prescribed by the General Ac- follow in submitting travel vouchers counting Office (GAO) in the GAO Pol- under the guidelines published in this icy and Procedures Manual for Guid- part. Number of copies required will be ance of Federal Agencies, Title 7, Fis- as directed by the agency. The time of cal Procedures.1 Additionally, agencies submission will also be as directed by shall establish procedures for collect- the agency but should be within 5 ing unused passenger tickets and trans- working days after completion of the portation refund applications and for trip or period of travel, or every 30 initiating the refund process in accord- days if the employee is in a continuous travel status. Only the original of the ance with 41 CFR 101–41.209 and 101– voucher is required to be signed by the 41.210 (see § 301–3.5). traveler. Travel voucher forms may be (2) Certifying officer responsibilities. typed when prepared by clerical per- The certifying officer assumes ulti- sonnel from information provided by mate responsibility under 31 U.S.C. 3528 the traveler. However, typing of travel for the validity of the voucher, irre- voucher forms is not required and spective of review of the voucher under should not be done when travelers pre- paragraph (b) or (c) of this section. pare legible, handwritten vouchers. [54 FR 20293, May 10, 1989, as amended by Handwritten vouchers must be pre- FTR Amdt. 26, 57 FR 28634, June 26, 1992; pared in ink. FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996] (b) Review to confirm travel was performed as authorized. The travel author- 1 izing/approving official or his/her des- The GAO Policy and Procedures Manual for Guidance of Federal Agencies is available ignee (e.g., supervisor) shall review the from the Distribution Section, Room 1100, completed travel voucher to confirm U.S. General Accounting Office, 710 4th that the travel for which expenses are Street, NW (corner of 4th and G Streets), being claimed was performed as au- Washington, DC 20548.

65 § 301–11.5 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–11.5 Preparation of voucher. are changed or trips canceled after (a) Itemization—(1) Chronological tickets have been issued to the trav- order. Expenses incurred shall be item- eler, a statement shall be entered on ized on travel reimbursement vouchers the voucher, and initialed by the trav- in chronological order except that eler, that tickets have been either used agencies may authorize travelers to for official travel or all unused tickets, enter total amounts spent during a or portions thereof, have been properly voucher period for local telephone accounted for and attached to the calls; local metropolitan streetcar, bus, voucher. (See § 301–3.5(a).) and subway fares; and parking meter (2) Special conveyance. When a special fees. conveyance or a privately owned con- (2) Leave of absence. When leave of ab- veyance is used, the travel voucher sence of any kind is taken while an em- must show the dates and points of trav- ployee is in a travel status, the type of el and the type of conveyance used. If leave and number of hours of leave for the distance traveled between any each day shall be recorded on the trav- given points is greater than the usual el voucher. route between these points, the reason (3) Indirect-route travel. The travel for the greater distance shall be shown. voucher should set forth the details of When transportation is authorized by a the expenses actually incurred, the privately owned conveyance on an ac- date of departure from the post of tual expense basis, a statement shall duty, and the date of arrival at the place of duty. Where leave has been also be furnished showing the make of taken while in travel status, the date the automobile used; the quantity of and time that leave began and termi- gasoline and oil consumed and places nated should be shown. between which the travel was per- (4) Suspended items. Items suspended formed; the distance traveled and unit from previous travel vouchers and re- price per gallon or quart paid; and claimed (see § 301–11.7) must be stated whether all gasoline, oil, garage rent, after all other items have been listed. feed and stabling of horses, and bridge, (5) Receipts attached chronologically. ferry, or other tolls for which claim is Receipts must be numbered consecu- made were used or required by official tively, commencing with No. 1 for each travel. account. (3) Cash payment for common carrier (b) Subsistence claims—(1) Per diem. fare. A traveler using cash to purchase Itemization of subsistence expenses any authorized passenger transpor- must not be made on the travel vouch- tation service for official travel as pro- er where a per diem is allowed under vided in § 301–10.2(b) shall account for part 301–7. The exact period for which those expenses on an authorized travel per diem is claimed must be stated. voucher form, furnishing pertinent re- (2) Actual subsistence expenses. When ceipts (when required under § 301– actual subsistence reimbursement is 11.3(c)), passenger coupons, or other ap- authorized under part 301–8, claims propriate evidence to support the claim shall be submitted in accordance with for reimbursement. Receipts are not re- agency requirements issued under § 301– quired for local transit system fares. A 8.5. traveler who has procured passenger (c) Transportation expenses—(1) Trans- portation requests, unused tickets. The transportation services with cash travel voucher must show, in the space (whether using personal funds or a provided for such information, the se- travel advance) shall assign to the Gov- rial numbers of the transportation re- ernment his/her right to recover any quest(s) issued, with: Dates of travel, excess payment involving a carrier’s the points of departure and destina- use of improper rates by including the tion, classes of service used, name of following statement on the travel transportation company, and the value voucher: of the transportation secured. Any dif- I hereby assign to the United States any ferences in the actual travel performed rights I may have against other parties in as opposed to that shown on the GTR, connection with any reimbursable carrier shall also be shown. When itineraries transportation charges described herein.

66 Travel Allowances § 301–11.6

(d) Reporting payments to other employ- (2) Use of a privately owned convey- ees. Reimbursement shall not be al- ance on an actual expense basis. (See lowed for payments made to other Gov- § 301–4.6(b).) ernment employees for transportation (3) Excess baggage charges. (See § 301– expenses, except in cases of necessity, 5.2.) which shall be satisfactorily explained. (4) Continuation of per diem during (See § 301–4.5.) leave of absence due to illness or in- (e) Foreign travel—(1) Claims for ex- jury. (See §§ 301–7.15(d) and 301–12.5(a).) change fees. Charges for cashing United (5) Continuation of actual subsist- States Government checks issued in re- ence during leave of absence due to ill- imbursement of expenses incurred for ness or injury. (See §§ 301–8.7 and 301– travel in foreign countries shall be al- 12.5(a).) lowed in subsequent vouchers. (See (6) Charges for arranging reserva- § 301–9.1(d)(2).) tions of accommodations. (See § 301– (2) Foreign currencies used. Persons 6.4.) traveling in foreign countries should (b) Authorizations or approvals specifi- report their expenditures by items in cally stated. Except as listed in para- the money of the country in which the graph (a) of this section, the authoriza- expenditures were made. The total ex- tions or approvals required by this reg- penditure in foreign currency must be ulation must be specifically stated in converted into United States dollars at agency regulations, travel orders, or the rate or rates at which the foreign reimbursement vouchers. Such author- money was obtained. The rates of con- ization or approvals include: version and the commissions charged (1) Authority for travel. (See § 301– must be shown. 1.101.) (f) Erasures and alterations. Erasures (2) Travel required to places where and alterations in totals on travel meals are obtained. (See § 301–2.3(b).) vouchers must be initialed by the trav- (3) Taxicab fares between residence eler, and erasures and alterations in and office on day travel is performed. the totals on receipts must be initialed (See § 301–2.3(d).) by the person who signed the receipt. (4) Taxicab fares between residence (g) Purpose of travel statement. The and office in cases of necessity. (See purpose(s) of travel shall be stated on § 301–2.3(e).) the travel voucher form for each trip (5) Taxicab for local travel. (See § 301– for which reimbursement is being 3.1(a).) claimed. If travel is performed for sev- (6) Rental of automobile or special eral different purposes, such as travel conveyance. (See § 301–3.2(a).) authorized under an unlimited open au- (7) Hire of a conveyance from another thorization or a limited open author- employee or member of employee’s ization, the purpose of travel for each family. (See § 301–3.2(d).) trip must be stated on the reimburse- (8) Use of accommodations superior ment claim. The purpose of travel to those authorized. (See § 301–3.3.) statement should be consistent with (9) Use of extra-fare trains. (See § 301– the purpose(s) stated on the cor- 3.3(b)(5).) responding travel authorization. (See (10) Use of higher cost service when § 301–1.102(c).) lower cost service is available on same [54 FR 20293, May 10, 1989, as amended by mode of transportation. (See § 301– FTR Amdt. 17, 56 FR 23656, May 23, 1991; FTR 3.4(c).) Amdt. 50, 61 FR 55578, Oct. 28, 1996; FTR (11) Use of foreign flag air carriers. Amdt. 54, 61 FR 68161, Dec. 27, 1996] (See § 301–3.6(c).) (12) Use of a privately owned convey- § 301–11.6 Administrative approvals. ance when it is advantageous to the (a) Administrative approval of the Government. (See § 301–4.1(a).) voucher. The administrative approval (13) Use of a privately owned vehicle of the voucher shall constitute the ap- when use of common carrier transpor- provals required for: tation is most advantageous to the (1) Return to official station due to Government. (See § 301–4.3.) illness or injury. (See §§ 301–2.4, 301– (14) Use of a privately owned vehicle 7.15(d) and 301–8.7, and part 301–12.) when use of a Government-furnished

67 § 301–11.7 41 CFR Ch. 301 (7–1–97 Edition) vehicle would be most advantageous to supplemental travel voucher. Full the Government. (See § 301–4.4(a).) itemization shall be required for all (15) Reductions in maximum per suspended items which are reclaimed diem rates when appropriate. (See § 301– and charges must be supported by the 7.12.) original suspension notice or a copy (16) Additional per diem for travel by thereof. commercial vessel when the $6 rate is insufficient. (See § 301–7.8(e).) PART 301–12—EMERGENCY TRAVEL (17) Reimbursement of actual subsistence expense. (See § 301–8.4.) OF EMPLOYEE DUE TO ILLNESS (18) Maximum daily reimbursement. OR INJURY OR A PERSONAL (See § 301–8.3.) EMERGENCY SITUATION, WITHIN (19) Miscellaneous expenses. (See OR OUTSIDE CONUS §§ 301–9.1 (a) and (e).) (20) Hire of a room. (See § 301–9.1(b).) Sec. (21) Travelers checks, money orders, 301–12.1 General. certified checks, or contractor-pro- 301–12.2 Agency responsibility/delegation of vided automated-teller-machine (ATM) authority. services. (See § 301–9.1(c).) 301–12.3 Employee responsibility and docu- (22) Fees relating to travel outside mentation. continental United States. (See § 301– 301–12.4 Definitions. 9.1(d).) 301–12.5 Incapacitating illness or injury of (23) Additional travel expenses in- employee. curred by an employee with a disabil- 301–12.6 Personal emergency situation. ity. (See § 301–9.2.) 301–12.7 Procurement of transportation. (24) Payment of account when agency AUTHORITY: 5 U.S.C. 5701–5709; E.O. 11609, 36 billed direct. (See § 301–9.4.) FR 13747, 3 CFR, 1971–1975 Comp., p. 586. (25) Waiver of requirements for re- SOURCE: 54 FR 20295, May 10, 1989, unless ceipts. (See § 301–11.3(d)(2).) otherwise noted. (26) Waiver of itemization for local telephone calls; local metropolitan § 301–12.1 General. streetcar, bus, and subway fares; and parking meter fees. (See § 301– Transportation and per diem ex- 11.5(a)(1).) penses may be allowed to the extent (27) Return to official station due to provided in this part when an employee a personal emergency situation. (See discontinues or interrupts a temporary §§ 301–2.4, 301–7.15(d), and 301–8.7, and duty travel assignment before its com- part 301–12.) pletion because of incapacitating ill- (28) Travel to an alternate location ness or injury or a personal emergency due to illness or injury or a personal situation. emergency situation. (See §§ 301–2.4, [54 FR 20295, May 10, 1989, as amended by 301–7.15(d), and 301–8.7, and part 301–12.) FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] [54 FR 20293, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990; FTR § 301–12.2 Agency responsibility/dele- Amdt. 12, 55 FR 49895, Dec. 3, 1990; FTR gation of authority. Amdt. 17, 56 FR 23656, May 23, 1991; FTR Agencies may authorize or approve Amdt. 25, 57 FR 8092, Mar. 6, 1992; FTR Amdt. 32, 58 FR 58241, Oct. 29, 1993; FTR Amdt. 54, reimbursement for transportation and 61 FR 68161, Dec. 27, 1996] per diem expenses based on the exigen- cies of the employee’s personal situa- § 301–11.7 Suspension of charges. tion and the agency mission. Each Items in travel vouchers not stated agency shall prescribe written adminis- in accordance with this regulation or trative policies and procedures to gov- not properly supported by receipts ern its authorizations and approvals when required shall be suspended, and under this part. Agency heads may del- the notification of such action shall in- egate their authority under this part. dicate the reasons therefor. Such items Such delegation shall be held to as as may be subsequently allowable shall high an administrative level as prac- be included in a subsequent regular or tical to ensure adequate consideration

68 Travel Allowances § 301–12.4 and review of the circumstances sur- circumstances of a particular emer- rounding the need for emergency trav- gency situation, an agency may on an el. individual case basis expand this defi- [54 FR 20295, May 10, 1989, as amended by nition to encompass other members of FTR Amdt. 26, 57 FR 28634, June 26, 1992] the extended family of an employee and employee’s spouse, such as the in- § 301–12.3 Employee responsibility and dividuals named in § 302–1.4(f) of this documentation. title who are not dependents of the em- As soon as an employee is incapaci- ployee or members of the employee’s tated by illness or injury or informed immediate household. In using this au- of an emergency situation which neces- thority and deciding each case, agen- sitates discontinuance or interruption cies shall evaluate the extent of the of the temporary duty travel assign- emergency and the employee’s rela- ment, he/she should attempt to contact tionship to, and degree of responsibil- the designated travel-approving official ity for, the individual(s) involved in for instructions. In the event that such the emergency situation. contact cannot be made on a timely basis, agencies may approve payments (e) Personal emergency situation. Per- after the travel has been performed. sonal emergency situation means the death or serious illness or injury of a § 301–12.4 Definitions. member of the employee’s family or a As used in this part, the following catastrophic occurrence or impending definitions apply: disaster such as a fire, flood, or act of (a) Official station. The term official God which directly affects the employ- station also refers to the home or regu- ee’s home at the official station or the lar place of business as it pertains to family and occurs while the employee experts and consultants described in 5 is at, or en route to or from, a tem- U.S.C. 5703. (See § 301–1.3(c)(2).) porary duty location. (b) Alternate location. An alternate lo- (f) Serious illness or injury of family cation is a destination, other than the member. Serious illness or injury of a employee’s official station or the point family member means a grave, critical, of interruption, where necessary medi- or potentially life-threatening illness cal services or a personal emergency or injury; a sudden injury such as an situation exists. In the case of illness automobile or other accident where the or injury of the employee, the nearest exact extent of injury may be undeter- hospital or medical facility capable of treating the illness or injury is not mined but is thought to be critical or considered to be an alternate location. potentially life threatening based on (c) Incapacitating illness or injury of the best assessment available; or other employee. For purposes of this part, an situations involving less serious illness incapacitating illness or injury is one or injury of a family member in which that occurs suddenly for reasons other the absence of the employee would re- than the employee’s own misconduct sult in great personal hardship for the and renders the employee incapable of immediate family. continuing, either temporarily or per- (g) Fire, flood, or act of God. Fires or manently, the travel assignment. A floods may be due to natural causes or sudden illness or injury may include a human actions (e.g., arson) or other recurrence of a previous medical condi- identifiable causes. Act of God means tion thought to have been cured or an extraordinary happening by a natu- under control. The illness or injury ral cause (as fire, flood, tornado, hurri- may occur while the employee is at, or cane, earthquake, or other natural ca- en route to or from, a temporary duty tastrophe) for which no one is liable be- location. cause experience, foresight, or care (d) Family. Family means those indi- could not prevent it. viduals defined in § 302–1.4(f) of this title who are members of the employ- [54 FR 20295, May 10, 1989, as amended by ee’s household at the time the emer- FTR Amdt. 17, 56 FR 23656, May 23, 1991; FTR gency situation arises. For compas- Amdt. 26, 57 FR 28634, June 26, 1992] sionate reasons, when warranted by the

69 § 301–12.5 41 CFR Ch. 301 (7–1–97 Edition)

§ 301–12.5 Incapacitating illness or in- regulations of the Office of Personnel jury of employee. Management, shall suffice. When an employee interrupts or dis- (b) Return to official station or home. continues a travel assignment because When an employee discontinues a tem- of an incapacitating illness or injury porary duty assignment before its com- (as defined in § 301–12.4(c)), transpor- pletion because of an incapacitating tation expenses and per diem may be illness or injury, expenses of appro- allowed to the extent provided in this priate transportation and per diem section. while en route shall be allowed for re- (a) Continuation of per diem at point of turn travel to the official station. Such interruption. An employee who inter- return travel may be from the point of rupts the temporary duty assignment interruption or other point where the because of an incapacitating illness or per diem allowance was continued as injury and takes leave of any kind provided in paragraph (a) of this sec- shall be allowed a per diem allowance tion. If, when the employee’s health under the provisions of § 301–7.6 not to has been restored, the agency decides exceed the maximum rates prescribed that it is in the Government’s interest under § 301–7.3 for the location where to return the employee to the tem- the interruption occurs. Such per diem porary duty location, such return is may be continued for a reasonable pe- considered to be a new travel assign- riod, normally not to exceed 14 cal- ment at Government expense. endar days (including fractional days) (c) Travel to an alternate location and for any one period of absence. However, return to the temporary duty assign- a longer period may be approved by the ment—(1) Conditions and allowable ex- employee’s agency if justified by the penses. When an employee, with the ap- circumstances of a particular case. The proval of an appropriate agency offi- point of interruption may include the cial, interrupts a temporary duty as- nearest hospital or medical facility ca- signment because of an incapacitating pable of treating the employee’s illness or injury. Per diem shall not be al- illness or injury and takes leave of ab- lowed while an employee is confined to sence for travel to an alternate loca- the hospital or medical facility that is tion to obtain medical services and re- within the proximity of the official turns to the temporary duty assign- station or that is the same one the em- ment, reimbursement for certain ex- ployee would have been admitted to if cess travel costs may be allowed as the illness or injury had occurred while provided in paragraph (c)(2) of this sec- at the official station. tion. The nearest hospital or medical (1) Receipt of payments from other Fed- facility capable of treating the employ- eral sources. If, while in travel status ee’s illness or injury will not be consid- under circumstances described in para- ered an alternate location (see § 301– graph (a) of this section, the employee 12.4(b)). receives hospitalization (or is reim- (2) Calculation of excess costs. The re- bursed for hospital expenses) under any imbursement that may be authorized Federal statute (including hospitaliza- or approved under paragraph (c)(1) of tion in a Veterans Administration or this section, shall be the excess (if any) military hospital) other than 5 U.S.C. of actual costs of travel from the point 8901–8913 (Federal Employees Health of interruption to the alternate loca- Benefits Program), the per diem allow- tion and return to the temporary duty ance for the period involved shall not assignment, over the constructive be paid or, if paid, shall be collected costs of round-trip travel between the from the employee. official station and the alternate loca- (2) Documentation and evidence of ill- tion. The actual cost of travel will be ness. The type of leave and its duration the transportation expenses incurred must be stated on the travel voucher. and en route per diem for the travel as No additional evidence of the illness or actually performed from the point of injury need be submitted with the trav- interruption to the alternate location el voucher. The evidence filed with the and from the alternate location to the agency concerned, as required by that temporary duty assignment. (No per agency under the annual and sick leave diem is allowed for the time spent at

70 Travel Allowances § 301–12.7 the alternate location.) The construc- to the extent possible for travel au- tive cost of travel is the sum of trans- thorized or approved under this part. portation expenses the employee would (b) Return to official station. When the reasonably have incurred for round-trip employee is authorized emergency re- travel between the official station and turn travel, from the point of interrup- the alternate location (had the travel tion or discontinuance of the travel as- begun at the official station) plus per signment to the official station, appro- diem calculated under part 301–7 for priate transportation services may be the appropriate en route travel time. purchased by the agency or the em- The excess cost that may be reim- ployee. The unused return portion of bursed is the difference between the round-trip transportation tickets pro- two calculations. cured by the agency for the travel as- [54 FR 20295, May 10, 1989, as amended by signment shall be used, if appropriate, FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] for the mode of transportation required for the emergency travel. If not used, § 301–12.6 Personal emergency situa- the agency and the employee shall en- tion. sure that all unused tickets are prop- (a) Return to official station or home. erly accounted for (see § 301–3.5). When an employee discontinues a tem- (c) Travel to alternate location. An porary duty assignment before its com- agency may require employees to use pletion because of a personal emer- personal funds for emergency travel to gency situation as defined in § 301– an alternate location and return to the 12.4(e), expenses of appropriate trans- temporary duty assignment. A Govern- portation and per diem while en route ment contractor-issued charge card may be allowed, with the approval of also may be used for this purpose. How- an appropriate agency official, for re- ever, if the employee does not have suf- turn travel from the point of interrup- ficient personal funds available and is tion to the official station. If, when the not a Government charge card holder, personal emergency situation has been the agency may procure (or provide an resolved, the agency decides that it is advance of funds for the employee to in the Government’s interest to return procure) appropriate transportation. the employee to the temporary duty lo- The employee, upon completion of the cation, such return is considered to be emergency travel, shall reimburse the a new travel assignment at Govern- Government for any cost of such trans- ment expense. portation or travel advance that is (b) Travel to an alternate location and above the amount of allowable reim- return to the temporary duty assignment. bursement that may be authorized or When an employee, with the approval approved under this part. of an appropriate agency official, inter- [54 FR 20295, May 10, 1989, as amended by rupts a temporary duty assignment be- FTR Amdt. 26, 57 FR 28634, June 26, 1992] cause of a personal emergency situation, takes leave of absence for travel PART 301–13 [RESERVED] to an alternate location where the personal emergency exists, and returns to the temporary duty assignment, reim- PART 301–14—PAYMENT OF SUB- bursement may be allowed for certain SISTENCE AND TRANSPORTATION excess travel costs (transportation and EXPENSES FOR THREATENED LAW en route per diem) to the same extent ENFORCEMENT/INVESTIGATIVE as provided in § 301–12.5(c) for incapaci- EMPLOYEES tating illness or injury of the employee. Sec. 301–14.1 Authority. § 301–12.7 Procurement of transpor- 301–14.2 Agency responsibility/delegation of tation. authority. (a) Use of discount fares. The discount 301–14.3 Policy. 301–14.4 Eligible individuals. fares offered by contract air carriers in 301–14.5 Procedures for evaluating risk to certain city pairs, as well as other re- threatened individuals. duced fares available to Federal travel- 301–14.6 Eligibility conditions and limita- ers on official business, should be used tions.

71 § 301–14.1 41 CFR Ch. 301 (7–1–97 Edition)

301–14.7 Allowable subsistence payments. based on the specific nature and poten- 301–14.8 Transportation to and from a loca- tial duration of the life-threatening tion away from the employee’s des- situation and the alternative costs of a ignated post of duty. change of official station for protective 301–14.9 Authorizations and payment of claims. purposes. 301–14.10 Advance of funds. § 301–14.4 Eligible individuals. AUTHORITY: 5 U.S.C. 5701–5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971–1975 Comp., p. 586. Employees (as defined in § 301– 1.3(c)(2)) who specifically serve in a law SOURCE: 54 FR 20297, May 10, 1989, unless enforcement, investigative, or similar otherwise noted. capacity, or other Federal employees § 301–14.1 Authority. detailed into these capacities for special law enforcement/investigational The head of an employing agency purposes, are eligible for the allow- (hereafter referred to as ‘‘agency’’) ances covered by this part. The em- may authorize or approve payment of ploying agency shall be deemed to be subsistence and certain transportation the one to whom the employee was as- expenses for threatened individuals signed at the time of the threat. Mem- (see § 301–14.4) whose lives are placed in bers of such employees’ immediate jeopardy as a result of the employee’s families (as defined in § 302–1.4(f) of this assigned duties and who, as a protec- subtitle) also are eligible. tive measure, are moved to temporary living accommodations at or away [54 FR 20297, May 10, 1989, as amended by from the official station within or out- FTR Amdt. 17, 56 FR 23656, May 23, 1991; FTR Amdt. 26, 57 FR 28634, June 26, 1992] side CONUS. § 301–14.5 Procedures for evaluating § 301–14.2 Agency responsibility/dele- risk to threatened individuals. gation of authority. When a situation occurs that appears Heads of agencies are responsible for to be life-threatening, the agency’s issuing regulations or guidelines to im- first responsibility is to take any ap- plement the provisions of this part and propriate action necessary to protect for ensuring that the agency’s policy is the eligible individual(s), including re- adhered to. The agency head may dele- moval from the home. The agency may gate the authority to authorize or ap- ask the Criminal Division of the De- prove payment of allowable subsistence partment of Justice (DOJ) for assist- and transportation expenses for the use ance in determining the degree and se- of temporary living accommodations riousness of the threat. The agency, by eligible individuals as provided in however, ultimately is responsible for this part. The delegation of authority deciding in each individual case, based shall be held to as high an administra- on its own assessment of the situation tive level as practical to ensure proper (and the advice of the DOJ, if requested review of the circumstances surround- and furnished), whether protective ac- ing the need to take protective action tion should be initiated, or continued if by moving eligible individuals from already undertaken, and the amount of their homes. subsistence and transportation ex- [54 FR 20297, May 10, 1989, as amended by penses that will be approved. At 30-day FTR Amdt. 26, 57 FR 28634, June 26, 1992] intervals the agency will reevaluate the situation and decide whether any § 301–14.3 Policy. further extension of the time period is The authority under § 301–14.1 is to be appropriate. given priority consideration when the life-threatening situation is expected § 301–14.6 Eligibility conditions and to be of temporary duration (normally limitations. no more than 60 days) and the only fea- (a) Limits on duration of temporary liv- sible alternative is to transfer the ing accommodations. Subsistence pay- employeee to a new duty station. The ments may begin as soon as the agency head of an agency or his/her designee decides to invoke the provisions of this must make the final decision as to how part in a particular situation. Nor- long such payments should continue mally, subsistence payments may be

72 Travel Allowances § 301–14.7 allowed for a period of no more than 60 dividual rents lodgings on an other- days; the agency may, however, ap- than-daily basis for temporary occu- prove extensions of the time period as pancy, the allowable costs shall be con- provided in § 301–14.5. If the threatened verted to a daily basis using the gen- individuals are directed to move imme- eral guidelines under § 301–7.14 which diately into temporary accommoda- apply to lodgings obtained in connections while the agency assesses the de- tion with temporary duty travel. gree and seriousness of the threat, sub- (c) Determining other allowable ex- sistence payments for this period may penses. Costs of food, laundry, and be allowed, even when the agency ulti- cleaning of clothing are expenses in- mately determines that the threat is curred in day-to-day living. Such ex- not serious or no longer exists and de- penses should be considered the respon- cides to return the individuals to their sibility of the employee and normally home. When necessary occupancy of will not be reimbursed. However, if temporary living accommodations is temporary living accommodations do expected to exceed 120 days, the agency not contain cooking and/or laundry fa- should consider whether permanently cilities, or other extenuating cir- relocating the employee would be ad- cumstances are present, certain of vantageous given the specific nature of these expenses may be allowed to the the threat, the continued disruption of extent determined appropriate by the the family, and the alternative costs of a change of official station. agency. (b) Location of temporary living accom- (d) Maximum allowable amount—(1) modations. The temporary living ac- Method of computation. An agency may commodations may be located in the approve the actual amount of allowable vicinity of the employee’s official sta- expenses incurred in each 30-day period tion or at an alternate location away (or fraction thereof) up to a maximum from the official station as cir- amount based on the daily limitations cumstances warrant. When justified, calculated under paragraph (d)(2) of the employee and immediate family this section multiplied by 30 (or the ac- members may occupy temporary living tual number of days used if fewer than accommodations at different locations. 30). The daily actual subsistence ex- The agency will designate the appro- penses required to be itemized under priate locations. paragraph (e) of this section, will be to- taled for each 30-day period (or fraction [54 FR 20297, May 10, 1989, as amended by thereof) and compared with the maxi- FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] mum allowable for the particular pe- § 301–14.7 Allowable subsistence pay- riod as prescribed under paragraph ments. (d)(2) of this section. (a) Expenses covered. Payments under (2) Daily limitations. The maximum this authority are intended to cover amount of subsistence payments for only reasonable and necessary subsist- each 30-day period (or fraction thereof) ence expenses actually incurred inci- will be based on daily limitations cal- dent to the occupancy of temporary culated as provided in paragraphs living accommodations. Subsistence (d)(2)(i) through (v) of this section. If payments generally will be limited to subsistence payments are authorized the cost of lodgings. However, certain only for lodging costs, the daily limita- expenses for meals, laundry, and clean- tions shall be reduced appropriately. ing of clothing may be allowed as pro- (i) For the employee, or for the unac- vided in paragraph (c) of this section. companied spouse (one who necessarily (b) Determining allowable lodging occupies temporary accommodations costs—(1) Allowable costs for daily rent- without the employee or in a location als. The same costs allowed in § 301– separate from the employee), the daily 7.9(c) for lodging facilities obtained in limitation shall be an amount pre- connection with temporary duty travel scribed by the agency that shall not ex- may be allowed for temporary living ceed the applicable maximum per diem accommodations. rate prescribed under § 301–7.3 for the (2) Allowable types of costs for other- location of the temporary living ac- than-daily rentals. When an eligible in- commodations.

73 § 301–14.8 41 CFR Ch. 301 (7–1–97 Edition)

(ii) For the spouse accompanied by sons (see § 301–10.2 regarding use of cash the employee, the daily limitation to procure transportation services in shall not exceed three-fourths of the emergency circumstances). The docu- employee’s daily limitation. mentation provisions of § 301–14.9 gov- (iii) For each other member of the ern in such instances. employee’s immediate family who is 12 years of age or older, the daily limita- § 301–14.9 Authorizations and payment tion shall not exceed three-fourths of of claims. the daily limitation established for the Due to the unique nature of the situ- employee or the unaccompanied ations covered under this part, agency spouse, as appropriate. heads shall establish specific adminis- (iv) For each member of the employ- trative procedures for issuing author- ee’s immediate family who is under 12 izations and for payment of claims. In years of age, the daily limitation shall instances when documentation might not exceed one-half of the daily limita- compromise the security of the individ- tion established for the employee or uals involved, the head of the agency the unaccompanied spouse, as appro- may waive all but absolutely essential priate. documentation requirements. (v) For each member of the imme- [54 FR 20297, May 10, 1989, as amended by diate family who necessarily occupies FTR Amdt. 26, 57 FR 28634, June 26, 1992] temporary living accommodations without, or at a location separate § 301–14.10 Advance of funds. from, either the employee or the Funds may be advanced for subsist- spouse, the agency may, when the limi- ence and transportation expenses cov- tations stated in paragraphs (d)(2) (iii) ered under this part in accordance with and (iv) of this section are inadequate, § 301–10.3. The advance of funds will be establish an appropriate higher daily at intervals prescribed by the agency limitation, that is within the limita- but for no more than a 30-day period at tion prescribed in paragraph (d)(2)(i) of a time. The amount of the advance this section. shall not exceed an amount based on (e) Itemization and receipts. The actual the daily limitations established by the expenses shall be itemized in a manner agency. prescribed by the agency which will permit at a minimum a review of the [54 FR 20297, May 10, 1989, as amended by amounts spent daily for (1) lodging, (2) FTR Amdt. 26, 57 FR 28634, June 26, 1992] meals, and (3) other allowable items of subsistence expenses. Receipts shall be PART 301–15—TRAVEL required at least for lodging and for MANAGEMENT PROGRAMS any other allowable expenses as required by the agency. Subpart A—Use of Travel Agents and Trav- el Management Centers (TMC’s) by [54 FR 20297, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990] Federal Executive Agencies Sec. § 301–14.8 Transportation to and from 301–15.1 Scope of subpart. a location away from the employ- 301–15.2 Applicability. ee’s designated post of duty. 301–15.3 Authority to use travel agents. The agency may approve the pay- 301–15.4 Establishment of TMC’S. ment of transportation expenses when 301–15.5 TMC responsibilities. 301–15.6 GSA responsibilities. a situation described in § 301–14.1 re- 301–15.7 Agency responsibilities. quires the employee and/or members of 301–15.8 Employee responsibilities. the immediate family to be temporarily relocated to a place away from Subpart B—Use of Contract Airline/Rail the employee’s designated post of duty. Passenger Service Between Selected Transportation to and from such loca- Cities/Airports tion shall be in accordance with the 301–15.20 Scope of subpart. governing provisions of parts 301–2 301–15.21 Applicability. through 301–4 of this chapter unless the 301–15.22 Alternate use of noncontract rail agency specifically approves a devi- or bus service. ation from the rules for security rea- 301–15.23 Responsibility of awardees.

74 Travel Allowances § 301–15.4

301–15.24 Procedures for obtaining service. § 301–15.2 Applicability. 301–15.25 Use of travel management centers (TMC’s). This subpart applies to all executive 301–15.26 Progressive airline awards for the agencies as defined under section 3 of same city/airport pair. the Federal Property and Administra- 301–15.27 Use of noncontract carriers for tive Services Act of 1949, as amended listed city/airport pairs. (40 U.S.C. 472). 301–15.28 Traveler liability. § 301–15.3 Authority to use travel Subpart C—Travel and Transportation Ex- agents. pense Payment System: Contractor-Is- (a) On May 25, 1984, the General Ac- sued Charge Cards, Centrally Billed counting Office removed the previous Accounts, Travelers Checks, and restrictions on the use of travel agents Automated-Teller-Machine (ATM) by Federal agencies. Services (b) The services of a travel agent may 301–15.40 Scope of subpart. not be used by executive agencies ex- 301–15.41 Applicability. cept: 301–15.42 Definitions. (1) Through a TMC under contract to 301–15.43 Agency participation. GSA; 301–15.44 Individual employee charge cards. (2) Through delegation of authority, 301–15.45 Centrally billed accounts. obtained from GSA where warranted; 301–15.46 Travelers checks. or 301–15.47 ATM services. 301–15.48 Additional agency guidance and (3) By exception as provided in § 301– information. 3.4(b). AUTHORITY: Sec. 205 (c), Pub. L. 152, Ch. 288, § 301–15.4 Establishment of TMC’s. 63 Stat. 390 (40 U.S.C. 486(c)). (a) GSA contracts for TMC’s in loca- SOURCE: FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, unless otherwise noted. tions where the volume of travel justifies the need for such services. Gen- erally, GSA will secure services Subpart A—Use of Travel Agents through local travel agents. In the con- and Travel Management Cen- tinental United States, areas with dis- ters (TMC’s) by Federal Exec- persed Federal employees or with a utive Agencies limited number of travel agents may be served by a TMC designated to provide § 301–15.1 Scope of subpart. Statewide service. (a) This subpart prescribes policies (b) An agency’s request to participate and procedures for the use of commer- in the TMC program should be directed cial travel agents to supply transpor- to the GSA Federal Supply Service Bu- tation and travel services for Federal reau, Traffic and Travel Services Zone employees or officers on official travel. Office, which has jurisdiction over the It also provides for the establishment, State where travel management serv- control, and administration of travel ices are required. Zone office locations management centers (TMC’s) supplying and contacts are listed in the FTD. these services to Federal agencies. (c) GSA requires the following infor- (b) A TMC is a commercial travel of- mation for each agency location to be fice operated by a travel agent under served: contract with the General Services Ad- (1) The name and address of each ministration (GSA). The Federal Trav- agency location and the name and tele- el Directory (FTD), published monthly phone number of an agency representa- by GSA and the Department of Defense tive designated to act as liaison; (DOD), contains an up-to-date listing of (2) A per location estimate of official TMC’s. Federal agencies and employees airline travel (number of tickets and should order copies of the FTD through total dollar cost) based on the prior their appropriate headquarters admin- year’s travel records, and an estimate istrative offices. The FTD also is avail- of the percentage of international trav- able from the Superintendent of Docu- el, if any; ments, Government Printing Office, (3) The number of Federal agency em- Washington, DC 20402. The publication ployees per location; and stock number is 722–006–00000–3. 75 § 301–15.5 41 CFR Ch. 301 (7–1–97 Edition)

(4) Any special travel requirements, between the requesting agency and the such as a high percentage of complex designated TMC. international travel. (d) GSA will assist agencies in devel- oping a memorandum of understanding § 301–15.5 TMC responsibilities. with the designated TMC. Under the terms of a contract, a TMC is required to: § 301–15.7 Agency responsibilities. (a) Comply with this subtitle and (a) Agencies may be requested to par- similar regulations as applicable, such ticipate with GSA on a technical re- as The Joint Federal Travel Regula- view panel to evaluate proposals from tions (JFTR), Volume 1 and the Uni- travel agents in the selection and eval- form State/AID/USIA Foreign Service uation process. Travel Regulations (6 FAM 100); (b) Agencies are required to comply (b) Comply with all appropriate Fed- with the terms of the GSA contract eral travel programs, such as the GSA and may not make separate contrac- scheduled passenger transportation tual agreements with TMC’s. services contracts (see subpart B of (c) It is the responsibility of the this part), the GSA travel expense pay- agency to prepare and finalize a memo- ment system (both individual and cen- randum of understanding (MOU) be- trally billed accounts (see subpart C of tween the agency and the TMC con- this part)), and the Fly-America Act tractor. The MOU should outline spe- (49 U.S.C. App. 1517); cific requirements and billing/refund (c) Provide a full range of services to procedures which must be agreed to by assist the traveler or Federal agency both the contractor and GSA. The MOU (including airline, bus, steamship, or should also include the following infor- train reservations and ticketing; hotel mation for each agency location where and motel reservations; commercial auto rentals; assistance with visas and the service will be performed: passports; and arranging conferences (1) The names and telephone numbers and seminars); of agency liaison personnel designated (d) Deliver travel documents to des- to work locally with the TMC contrac- ignated control points for agencies’ tor and GSA project coordinator; convenience; (2) Specific ticket delivery locations (e) Respond quickly when problems or control points, including names and arise regarding changes in a traveler’s telephone numbers of personnel au- itinerary; and thorized to accept tickets; and (f) Provide appropriate management (3) Any special or unusual agency information reports which include all travel policies or travel-related re- billing activity, summarize travel quirements. data, and confirm adherence to Federal (d) Before TMC service is initiated, a travel policies. participating agency must establish, as a minimum, certain internal proce- § 301–15.6 GSA responsibilities. dures. The agency shall inform subordi- (a) The appropriate GSA Traffic and nate offices of these procedures. Since Travel Services Zone Office will many agencies have numerous field of- promptly acknowledge receipt of each fices participating in the program, it is agency’s request to participate in the recommended that agencies standard- TMC program. If further details are ize the following: needed, meetings between GSA and (1) Requirements for certification of agency liaison personnel will be ar- official travel (for example, some agen- ranged. cies require that a copy of the travel (b) GSA will handle all required pro- authorization be exchanged for each curement processes, including solicita- ticket received at the point of delivery, tion development, selection of the suc- while other agencies provide travelers cessful bidder, and award and adminis- with an accounting code to use when tration of the contract. ordering tickets); and (c) A GSA project coordinator will be (2) Billing and payment procedures, appointed to act as the primary liaison including ticket refunds (for example,

76 Travel Allowances § 301–15.21 an agency with a national or central- Subpart B—Use of Contract Air- ized finance office may require field of- line/Rail Passenger Service fices to return unused tickets to that Between Selected Cities/Air- office which will, in turn, make a reports quest to the TMC for ticket refunds, rather than have field offices return § 301–15.20 Scope of subpart. tickets directly). (a) This subpart prescribes policies (e) Transactions with a TMC are and procedures governing the use of comparable to those made directly U.S. certificated air carriers and rail with a carrier. Therefore, transactions carriers which are under contract with between the agency and the TMC are the General Services Administration governed by applicable audit regula- (GSA) to furnish Federal employees tions. For example, when an agency and other persons authorized to travel uses Government Transportation Re- at Government expense with scheduled quests (GTR’s), they shall be made out airline/rail passenger service between in the name of the TMC, not the car- selected U.S. cities/airports and be- rier. Similarly, unused tickets pur- tween selected U.S. and international chased from the TMC shall be returned cities/airports at reduced fares. Car- directly to the TMC for refunds. riers not under contract with GSA (referred to in this subpart as noncontract (f) Agencies will be requested to par- carriers) may be used between the se- ticipate on a local oversight committee lected cities/airports under conditions to review TMC performance, coordi- specified in § 301–15.27. nate agency and TMC procedures, and (b) The carriers under contract (re- provide GSA with requested informa- ferred to in this subpart as awardee(s)), tion. Local oversight committee par- the contract fares, and the selected ticipation may be on a rotating or per- city and airport pairs to which the con- manent basis. tract fares apply are published in the (g) Agencies shall remain responsible Federal Travel Directory (FTD), a for employee compliance with this sub- monthly publication to be used in con- title, including mandatory use of the junction with this subpart. Federal contract air/rail carriers program (see agencies and employees should order subpart B of this part) and restrictions copies of the FTD through their appro- on premium-class air/rail travel (see priate headquarters administrative of- § 301-3.3 of this chapter). fices. The FTD also is available from (h) Agencies shall comply with the the Superintendent of Documents, U.S. Prompt Payment Act, as amended (31 Government Printing Office, Washing- U.S.C. 3901), and make timely pay- ton, DC 20402. The publication stock number is 722–006–00000–3. ments to the TMC in accordance with the Act and Office of Management and § 301–15.21 Applicability. Budget guidelines. (a) This subpart is mandatory for all [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as executive agencies (except the Depart- amended at 58 FR 58242, Oct. 29, 1993] ment of Defense (DOD)) and other Fed- eral agencies subject to the authority § 301–15.8 Employee responsibilities. of the Administrator of General Serv- Employees are not authorized to use ices under section 201 of the Federal a TMC unless their agency participates Property and Administrative Services in GSA’s TMC program and has estab- Act of 1949, as amended (40 U.S.C. 481) lished internal procedures for the use and 5 U.S.C. 5701 et seq. and 5721 et seq. of the designated TMC (see § 301– (Uniformed members and civilian em- 15.7(b)). ployees of DOD are subject to the procedures established in the Defense

77 § 301–15.22 41 CFR Ch. 301 (7–1–97 Edition)

Traffic Management Regulation AR 55– § 301–15.23 Responsibility of awardees. 355/NAVSUPINST 4600.70/AFR 75–2/MCO (a) Awardees are not required to fur- P4600.14B/DLAR 4500.3.) nish services if, at the time of the re- (b) The following persons are exempt quest for service, the scheduled car- from mandatory use of this subpart; rier’s conveyance is fully loaded; nor however, they are authorized to obtain are awardees required to furnish any services under this subpart at the op- additional aircraft or railcars to sat- tion of the awardees when seating isfy the transportation requirement. space is available. Awardees will provide the official Gov- (1) Uniformed members of the U.S. ernment traveler with services that are Coast Guard; the same as those provided to their (2) Members and employees of the commercial passengers in scheduled jet U.S. Congress; or rail coach service, subject to the (3) Employees of the judicial branch rules and procedures published in tar- of the Government; iffs filed with the Airline Tariff Pub- (4) Employees of the U.S. Postal lishing Company or contained in the Service; awardees’ contracts of carriage. (5) Foreign service officers; (b) In describing unrestricted con- (6) Employees of any agency having tract fares, awardees will use the des- independent statutory authority to ignator ‘‘YCA.’’ Awardees will describe prescribe travel allowances and who restricted contract fares by using a are not subject to the provisions of 5 three-letter designator in which the U.S.C. 5701 through 5709; and last two characters will always consist (7) Contractors performing work of the letters ‘‘CA’’; e.g., ‘‘QCA’’. under cost-reimbursable contracts or (c) Awardees will issue prepaid tick- other eligible contracts as defined in 48 ets at no charge to Federal agencies CFR part 51, including (but not limited when such tickets are requested by the to): Government in accordance with the (i) Contractors working under cost- provisions of § 301–15.24. This service, reimbursable contracts or other types commonly known as prepaid ticket ad- of contracts involving direct travel vice (PTA), includes notification be- costs to the Government; or tween awardees’ offices by electronic means or mail that a requestor in one (ii) Contractors working for the Gov- location has purchased and requested ernment at specific sites under non- issuance of prepaid transportation profit arrangements with the applica- tickets to a person in another location. ble contracting agency, and which are Generally, this service is used for Fed- funded at such sites through Congres- eral travelers who are located in re- sional appropriations (e.g., mote areas or at long distances from Government- owned, contractor oper- airports or rail terminals and do not ated (GOCO), federally funded research have immediate access to a ticket issu- and development (FFRDC), or manage- ing facility. PTA service should not be ment and operating (M&O) contracts). used except where exceptional cir- NOTE: Each contracting agency is respon- cumstances require use of such service. sible for identifying contractor eligibility and authorization for GSA contract fares. § 301–15.24 Procedures for obtaining service. § 301–15.22 Alternate use of noncon- (a) Except as provided in paragraphs tract rail or bus service. (b), (c), and (h) of this section, contract Notwithstanding the provisions of airline/rail passenger service shall be this subpart, noncontract rail or bus ordered by the issuance of a U.S. Gov- service may be used when the agency ernment Transportation Request determines that these modes are ad- (GTR) (Standard Form 1169), either di- vantageous to the Government (cost, rectly to awardees or indirectly to a energy, and other factors considered) travel management center (TMC) es- and compatible with the requirements tablished by GSA as provided in sub- of the travel mission. (See § 301– part A of this part. (See § 301–15.25 on 2.2(d)(1)(ii)(C).) the use of TMC’s.)

78 Travel Allowances § 301–15.25

(b) Agencies and departments partici- with other published fares or other pating in GSA’s travel and transpor- contract fares. Contract fares shall not tation expense payment system are au- be used for personal travel taken in thorized to use GSA contractor-issued connection with official travel. charge cards to the extent provided in (f) When a city/airport pair published subpart C of this part. The charge in the FTD indicates that only one cards may be presented to awardees, contract is awarded and the awardee TMC’s, airline and AMTRAK ticket subsequently offers a fare lower than counters, or agency travel officers, as its contract fare for the same service, appropriate and in accordance with the ordering agency may elect to use agency policies and procedures imple- the lower fare. Promotional, restricted, menting the charge card program. and those special fares offered by the (c) In limited circumstances when a awardee and applicable only to Govern- traveler uses cash to procure service ment employees on official travel under 41 CFR 101–41.203–2, the traveler (commonly known as status fares) may shall be prepared to authenticate the be used if the traveler can meet the trip as official travel. When cash is qualifying restrictions to obtain such used, the awardees listed in the FTD fares. have the option of furnishing or not (g) When the FTD indicates that sep- furnishing services at the contract arate contract fares apply for specific fare. If only one contract is awarded airports in selected cities served by for a city/airport pair and the awardee more than one airport, travelers may does not provide a contract fare with (without further justification) use the the use of cash, the traveler shall pro- airport which best suits their needs. cure service from the awardee or a non- (h) Eligible contractor employees (as contract carrier offering the lowest defined in § 301–15.21(b)(7)), traveling in fare. If more than one carrier has been performance of a Government contract awarded a contract for a city/airport and with proper identification from the pair, the traveler shall observe the contracting agency, are authorized to order of awardee succession in select- obtain contract fares if the awardee ing an awardee which provides a con- agrees to the arrangement. Awardees tract fare with the use of cash. If none may, at their option, require Govern- of the awardees provides a contract ment contractor employees to furnish fare with the use of cash, the traveler a GTR or contract number for endorse- shall procure service from an awardee ment purposes in conjunction with or noncontract carrier offering the low- payment by GTR, cash, or personal est fare. Cash or personal credit cards credit card. The FTD identifies those may not be used to circumvent the awardees which have agreed to furnish Government’s contracts. transportation services at the GSA (d) When a reservation for contract contract fare to eligible Government service is requested, the fare basis shall contractors. be identified as ‘‘YCA’’ (unrestricted) or ‘‘—CA’’ (restricted), as appropriate, § 301–15.25 Use of travel management and the awardee’s ticket agent shall be centers (TMC’s). instructed to apply the appropriate (a) TMC’s are commercial offices op- fare basis and contract fare. Agencies erated by travel agents under contract using teletype ticketing equipment with GSA. TMC’s are responsible for shall examine airline tickets to deter- providing and arranging all travel serv- mine if the tickets contain the correct ices required by the participating agen- fare or whether they should be can- cies. The FTD contains an up-to-date celed and new tickets issued. Tickets listing of TMC’s. picked up at the airline ticket office (b) When GTR’s are used, the TMC’s shall be verified to ensure that the are assigned GTR numbers by each par- proper fare is shown on the ticket. ticipating agency and these GTR num- (e) Contract fares apply only for the bers shall be shown on all transpor- city/airport pairs named in the FTD, tation tickets issued. and are not applicable to or from inter- (c) When GSA contractor-issued mediate points. However, the contract charge cards or centrally billed ac- fares are applicable in conjunction counts are used, travel management

79 § 301–15.26 41 CFR Ch. 301 (7–1–97 Edition) services will be furnished as provided the Government than the costs result- in subpart C of this part. ing from the use of the secondary awardee. § 301–15.26 Progressive airline awards (c) When an awardee offers a com- for the same city/airport pair. mercial fare lower than its Govern- When progressive awards are made ment contract fare, the ordering agen- for the same city/airport pair, the cy may use the lower fare provided the awardees are listed in the FTD in pri- qualifications for obtaining the lower ority order from the awardee (primary) fare are compatible with the agency’s offering the lower YCA fare to the travel requirements and provided a awardee (secondary) offering the next cost comparison of total costs pre- higher YCA fare. Except as otherwise scribed in paragraph (b)(3) of this sec- provided in this section, agencies shall tion justifies a change in the order of obtain contract services in the order of awardee succession. By offering the awardee priority specified in the FTD. general public a fare lower than its (a) Where the awardee offers both a contract fare, the awardee assumes the YCA fare and a restricted fare (e.g., status of a noncontract carrier and the QCA) for the same city/airport pair, the provisions of § 301–15.27 apply. FTD lists both fares and describes the qualifying conditions for obtaining the § 301–15.27 Use of noncontract carriers restricted fare. The availability of a for listed city/airport pairs. lower restricted fare by a secondary (a) Heads of agencies are authorized awardee does not remove the Govern- to approve the use of noncontract car- ment’s obligation to request service riers for city/airport pairs listed in the from the primary awardee. Agencies FTD when their use is justified under may use the secondary awardee’s re- the conditions specified in paragraph stricted fare only if the exceptions (b) of this section. This authority may noted in paragraph (b) of this section be delegated provided appropriate indicate that the use of the secondary guidelines in the form of regulations or awardee is justified. For example, if other written instructions are fur- the primary awardee listed in the FTD offers a YCA fare of $90 and the second- nished the designee. Redelegations of ary awardee offers a YCA fare of $100 authority shall be limited. Delegation and a QCA fare of $80, the QCA fare of and redelegation of authority shall be $80 may be used only if the primary held to as high an administrative level awardee with the lower YCA fare of $90 as practicable to ensure adequate con- is displaced for reasons noted in para- sideration and review of the cir- graph (b) of this section. cumstances requiring the use of non- (b) The secondary awardee may be contract carriers. Justification for the used when: use of noncontract carriers will be au- (1) Seating space or the scheduled thorized on individual travel orders (if flight of the primary awardee is not known before travel begins) or ap- available in time to accomplish the proved on vouchers (if not known be- purpose of the travel, or the scheduled fore travel begins). flight would require the traveler to (b) Use of noncontract carriers for incur unnecessary overnight lodging city/airport pairs listed in the FTD is expense; justified when: (2) The primary awardee’s flight (1) Seating space or the scheduled schedule for the travel involved is in- service of the awardee is not available consistent with the Government’s pol- in time to accomplish the purpose of icy of scheduling travel to the maxi- the travel, or the scheduled service mum extent practicable during normal would require the traveler to incur working hours (see 5 CFR 610.123); or overnight lodging expense; (3) Based on a cost comparison, the (2) The awardee’s schedule for the primary awardee’s fare, when added to travel involved is inconsistent with the such factors as ground transportation, Government’s policy of scheduling lost productive time, allowable over- travel to the maximum extent prac- time, and additional overnight lodging ticable during normal working hours; expense, would result in higher costs to or

80 Travel Allowances § 301–15.41

(3) Based on a cost comparison (see fare applicable to the travel involved. paragraph (c) of this section), The entitlement of a uniformed serv- (i) A restricted or unrestricted coach ices traveler who fails to use directed fare available to the general public is Government-procured transportation lower than the contract fare or other shall be as specified in the Joint Fed- fare offered by the awardee, all other eral Travel Regulations, Volume 1. cost factors being equal; or (ii) Use of a noncontract coach fare Subpart C—Travel and Transpor- available to the general public would, when added to such factors as ground tation Expense Payment Sys- transportation, lost productive time, tem: Contractor-Issued allowable overtime, and additional Charge Cards, Centrally Billed overnight lodging expense, result in Accounts, Travelers Checks, lower costs to the Government than and Automated-Teller-Ma- the costs that would accrue if com- chine (ATM) Services parable cost factors were added to the contract fare. § 301–15.40 Scope of subpart. (c) When making cost comparisons, This subpart prescribes policies and (1) Discount fares such as YDG, MDG, or other fares restricted to Govern- procedures governing the use of the ment employees may not be used. General Services Administration (GSA) (2) Promotional/restricted fares of- travel and transportation expense pay- fered by noncontract carriers to the ment system. GSA has contracted for general public may be used provided: the issuance and maintenance of indi- (i) The traveler can meet all qualify- vidual contractor-issued charge cards, ing restrictions associated with such the establishment of centrally billed fares, and accounts, the issuance of travelers (ii) The service provided by the non- checks, and the provision of auto- contract carrier is equal to or better mated-teller-machine (ATM) services. than that of an awardee with respect to The GSA travel and transportation ex- en route trip times. pense program includes provisions for (3) Agencies should take into account the following: any penalty fee a carrier may impose (a) Individual employee charge cards when reservations for promotional/re- used to pay for major travel and trans- stricted fares are canceled or changed. portation expenses; i.e., passenger (d) The traveler and/or the traveler’s transportation tickets, vehicle rental agency, at the time reservations are charges, lodging, meals, etc. (see § 301– made or travel is performed (whichever 15.44); occurs first), shall demonstrate that (b) Centrally billed accounts used by the awardee did not offer the same fare designated agency offices primarily for cited in the cost comparison. Justifica- the purchase of passenger transpor- tion for using the noncontract carrier tation services (see § 301–15.45); shall be shown on the travel authoriza- (c) Travelers checks (or cash) used tion or travel voucher, as provided in for other expenses; i.e., laundry, park- paragraph (a) of this section. ing, local transportation, or tips (see § 301–15.46); and § 301–15.28 Traveler liability. (d) ATM access at locations through- In the absence of specific authoriza- out the United States and worldwide tion or approval stated on or attached (see § 301–15.47). to the travel authorization or travel voucher, a civilian traveler shall be re- [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as sponsible for any difference in the cost amended by FTR Amdt. 12, 55 FR 49895, Dec. that may result from the traveler’s un- 3, 1990] authorized use of noncontract service or the failure to observe the order of § 301–15.41 Applicability. awardee succession. The traveler’s in- This subpart applies to Federal agen- debtedness to the Government shall be cies and departments that participate the difference between the price of the in GSA’s travel and transportation ex- service used and the lowest contract pense payment system providing for

81 § 301–15.42 41 CFR Ch. 301 (7–1–97 Edition) contractor-issued charge cards, cen- § 301–15.43 Agency participation. trally billed accounts, travelers (a) Agencies or departments desiring checks, and ATM services. to participate in the travel and trans- [FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990] portation expense payment program should contact the General Services § 301–15.42 Definitions. Administration, Attn: Transportation For the purposes of this subpart the Management Division (FBX), Washing- following definitions apply: ton, DC 20406. (a) Automated-teller-machine (ATM) (b) The agency headquarters office services are contractor-provided ATM must approve participation in the pro- services which allow cash withdrawals gram. Interested offices within the par- from participating ATM’s to be ticipating agency shall contact their charged to a contractor-issued charge local administrative or travel office to card (see paragraph (c) of this section). arrange initiation into this program. (b) Centrally billed means a Govern- (1) The charge card contractor will ment Travel System account estab- issue charge cards and establish cen- lished by the charge card contractor at trally billed accounts only upon the re- the request of a participating agency. quest of authorized representatives of (c) Charge card means a contractor-is- participating agencies. sued charge card to be used by travel- (2) The charge card contractor will ers of a participating agency to pay for provide ATM services to cardholders passenger transportation services, sub- who are specifically authorized by sistence expenses, and other allowable their agencies to use ATM services. To travel and transportation expenses in- participate in the ATM program, agen- curred in connection with official trav- cies must perform a cost benefit analy- el. sis, determine whether the program (d) Federal Travel Directory (FTD) will be advantageous, and develop pro- means a monthly publication issued by gram controls. Agencies must provide GSA and the Department of Defense to the GSA contracting officer a copy of provide up-to-date information on the cost benefit analysis and a certifi- charge cards, contract fares, lodging cation signed by the head of the agency rates, car rental, per diem rates, travel or his/her designee stating that the management centers, and other travel ATM program is expected to be advan- and transportation matters. Federal tageous to the agency. agencies and employees should order [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as copies of the FTD through their appro- amended by FTR Amdt. 12, 55 FR 49896, Dec. priate headquarters administrative of- 3, 1990; FTR Amdt. 26, 57 FR 28634, June 26, fices. The FTD also is available from 1992] the Superintendent of Documents, U.S. Government Printing Office, Washing- § 301–15.44 Individual employee ton, DC 20402. The publication stock charge cards. number is 722–006–00000–3. (a) Authority. Under 41 CFR 101–41.203, (e) Participating agency means an Federal agencies historically used a agency or department that participates U.S. Government Transportation Re- in GSA’s travel and transportation ex- quest (GTR), SF 1169, to purchase pas- pense payment system. senger transportation services directly (f) Travel Management Center (TMC) from a common carrier or through a means a commercial travel firm under commercial travel agent under con- contract to GSA that provides reserva- tract to GSA (see subpart A of this tions, ticketing, and related travel part). Authority to deviate from 41 management services for official trav- CFR 101–41.203 was granted by the Ad- elers. ministrator of General Services on Au- (g) Travelers checks are contractor-is- gust 4, 1983, thus allowing eligible indi- sued travelers checks. viduals to participate in the charge card program. [FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990]

82 Travel Allowances § 301–15.44

(b) Issuing charge cards. Participating from using the charge card to purchase agencies shall determine and name em- services directly from a carrier. The ployees who may be issued an individ- charge card shall not be used to pro- ual employee charge card. The employ- cure travel and transportation services ees will be requested to complete an from commercial travel agencies that employee card account application for are not under contract to the Govern- agency approval and submission to the ment to provide such services to the contractor. The charge card is issued Government traveler. directly to the employee in his or her (d) Monthly contractor bills and pay- name. The charge card contractor ments. The terms of the contract with mails charge cards to authorized indi- the charge card contractor require bill- viduals or to requesting agency offices. ing and payment to be performed in the Cost-reimbursable contractors are not following manner. The contractor bills eligible to use the charge card. charges directly to the individual em- (c) Use of charge cards. (1) The employee each month. Charges billed to ployee shall use the charge card issued the individual employee are due and under this program only to charge ex- must be paid in full within 25 calendar penses incurred in conjunction with of- days of the billing date. There are no ficial travel or to obtain authorized interest or late charges, and extended ATM cash withdrawals (see § 301–15.47). or partial payment is not permitted. The employee shall use the charge card Questions concerning billings and pay- to pay for official travel expenses to ments should be directed to the charge the maximum extent possible. There is card contractor at the toll free tele- no preset limit on the expenses which phone numbers published in the FTD. can be charged to the charge cards; (e) Travel voucher claims—(1) Prepar- however, ATM withdrawals are limited ing and submitting travel vouchers. Upon to the amounts stated in the ATM completing official travel, the em- cardmember agreement and the employee must prepare and submit a trav- ployee’s travel authorization. Although el voucher in the usual manner, to- the employee is liable for payment of gether with any required receipts, to all charges incurred, including those the appropriate finance or paying of- for ATM withdrawals, the employee fice. The employee is reimbursed for shall be reimbursed by his/her agency travel and transportation expenses au- for all authorized and allowable travel thorized and allowable under this sub- and transportation expenses. However, title and agency policies and proce- employees are cautioned that charges dures. Participating agencies shall in excess of authorized and allowable process travel vouchers within the travel and transportation expenses time limits prescribed in § 301–10.1(b)(3). (i.e., lodging and meal costs which ex- (2) Unused transportation tickets. Un- ceed authorized amounts) are the fi- used or partially unused tickets pur- nancial responsibility of the employee chased with individual cards shall be and are not reimbursable. Use of the returned to a TMC or carrier and a re- charge card (including use of the card fund credit receipt obtained. Unused to obtain an ATM cash withdrawal) tickets that have been prepaid for does not relieve the employee of the re- pickup at the airport must be refunded sponsibility to employ prudent travel by the airline upon whose ticket stock practices and to observe rules and reg- the ticket was issued. The employee ulations governing official travel as set may claim reimbursement on the trav- forth in this subtitle and implementing el voucher only for the cost of the tick- agency regulations. ets actually used. Refunds for unused (2) The charge card may be used to tickets will be credited to the employ- pay for passenger transportation serv- ee’s account. The unused tickets shall ices (including those services offered not be submitted with the travel by carriers under contract to GSA) at voucher. the transportation carrier’s ticket (3) Transportation charges and assign- counter, TMC, or agency travel office, ment of rights. Use of charge cards for as appropriate, under the participating purchase of passenger transportation agency’s policies and procedures. Agen- services is considered to be a cash pur- cies may elect to prohibit employees chase. Travel vouchers submitted for

83 § 301–15.45 41 CFR Ch. 301 (7–1–97 Edition) reimbursement of transportation pur- contractor, Federal agencies and de- chased with charge cards must include partments, without Government liabil- a statement which assigns to the Unit- ity, may assist in collecting delinquent ed States all rights which the traveler employee accounts after 60 calendar has in connection with recovery of days. The Government assumes no li- overcharges from the carrier(s). This ability for charges incurred on em- statement is preprinted on the SF 1012, ployee charge cards (including charges and must be initialed by the employee relating to ATM withdrawals), nor is when claiming reimbursement for the Government liable for lost or sto- transportation expenses. Employees len charge cards. using agency travel vouchers under ap- [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as proved exceptions to the SF 1012 must amended by FTR Amdt. 12, 55 FR 49896, Dec. add this statement (see § 301–11.5(c)(3) 3, 1990] for statement) if it is not preprinted on the voucher. § 301–15.45 Centrally billed accounts. (f) Charge card cancellation and sus- (a) Establishment. Participating agen- pension. Charge cards may be canceled cies may establish centrally billed ac- by the employee, the participating counts with the contractor for one or agency, or the charge card contractor. more designated offices within the Cancellations may be accomplished by agency primarily to purchase transpor- telephone notification with subsequent tation services for groups or for infre- written confirmation to the charge quent travelers; i.e., employees not card contractor. The charge card con- designated to receive individual cards. tractor may cancel an employee’s card Agencies shall ensure that only author- when the contractor’s statement has ized personnel use the accounts and not been paid in full 120 calendar days that all tickets purchased are author- after the date the statement was is- ized. Charge cards are not issued for sued. The contractor may suspend an centrally billed accounts. employee’s card when the contractor’s (b) Use of centrally billed accounts. statement has not been paid in full 60 Centrally billed accounts may be used calendar days after the date the state- only if agencies use a TMC or agency ment was issued. In either event, the travel office. They are intended prin- contractor will cancel or suspend an cipally to supplement the individual employee’s card only on notification to card, rather than as the sole means of and with the concurrence of the par- purchasing transportation tickets for ticipating agency. all agency employees. (g) Lost or stolen charge cards. An em- (c) Contractor billing and payment. ployee is not responsible for any Consolidated contractor airline ticket charges incurred against a lost or sto- charges accrued through use of cen- len card provided the employee trally billed accounts shall be billed promptly reports loss of the card to the monthly to the agency’s finance and contractor under the terms of the paying office. Expenses billed monthly cardmember agreement signed by the against centrally billed accounts are employee when the charge card was is- paid to the contractor. Monthly pay- sued. Employees may call 24 hours a ment of charges incurred through the day to report lost or stolen charge use of centrally billed accounts is sub- cards. The toll free telephone numbers ject to the provisions of the Prompt are published in the FTD. Payment Act, as amended (31 U.S.C. (h) Financial obligations/liability. Ex- 3901), and charges billed to agency of- cept for charges accrued against fices are due in full within 30 calendar promptly reported lost or stolen cards, days of the billing date. employees with charge cards are liable (d) Travel voucher claims—(1) Prepara- for all billed charges. (See paragraphs tion and submission of travel vouchers. (c) and (g) of this section.) Government Upon completing official travel, the employees must pay their just finan- employee shall prepare and submit a cial debts under section 206 of Execu- travel voucher in the usual manner, to- tive Order 11222 (May 8, 1965) and Office gether with any required receipts, to of Personnel Management Regulations, the finance and paying office, to be re- 5 CFR 735.207. At the request of the imbursed.

84 Travel Allowances § 301–15.48

(2) Unused transportation tickets. The obtain cash travel advances at ATM’s employee shall submit to the appro- worldwide. The employee must be en- priate agency office all unused trans- rolled in the ATM program and have portation tickets (wholly or partially received a PIN in order to obtain an ad- unused) purchased under a centrally vance. The charge card contractor will billed account. In turn, the agency bill the amount of the withdrawal and shall return the unused tickets to the the applicable transaction charge to TMC through use of the SF 1170, Re- the employee. An employee may not demption of Unused Tickets, and main- withdraw any amount unless author- tain a copy of the SF 1170 on file until ized to do so. Furthermore, withdraw- the credit appears as an adjustment to als may not exceed any limitations on the agency’s bill from the TMC. Poli- advances stated on the employee’s cies and procedures regarding the use travel authorization. The use of cash of the SF 1170 are provided in 41 CFR withdrawn from an ATM is subject to subpart 101–41.2. all applicable regulations of the par- (e) Financial obligations/liability. The ticipating agency with respect to trav- Government is liable only for author- el advances. ized charges incurred in conjunction (c) Cancellation and suspension of ATM with official travel on centrally billed privileges. An employee’s ATM privi- accounts. leges may be canceled by the employee, [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as the participating agency, or the charge amended by FTR Amdt. 12, 55 FR 49896, Dec. card contractor. Cancellation by an 3, 1990] employee or participating agency may be accomplished by telephone notifica- § 301–15.46 Travelers checks. tion with subsequent written confirma- (a) Travelers checks issued under this tion to the charge card contractor. The program are available to participating contractor may cancel an employee’s agencies in a wide range of denomina- privileges only upon notifying and ob- tions. Specific arrangements for issu- taining the concurrence of the partici- ing, shipping, and paying for bulk pating agency. The charge card con- stocks of travelers checks are made be- tractor will automatically suspend an tween the travelers check contractor employee’s ATM privileges when the and the participating agency. contractor’s statement has not been (b) Lost or stolen travelers checks paid in full within 60 calendar days of shall be promptly reported by tele- the billing date on the billing state- phone to the travelers check contrac- ment. Additionally, the contractor tor. Employees may call 24 hours a day may suspend or cancel an employee’s to report lost or stolen travelers card if (after contacting the participat- checks and to obtain refund informa- ing agency) the contractor reasonably tion. The toll free telephone numbers believes that the employee has made are published in the FTD. an unauthorized withdrawal or withdrawals. Finally, an employee’s ATM § 301–15.47 ATM services. privileges are automatically canceled (a) Enrollment in the ATM program. upon the cancellation of his or her Participating agencies shall determine card. which employees may enroll in the ATM program. Enrollment in the pro- [FTR Amdt. 12, 55 FR 49896, Dec. 3, 1990] gram is limited to employees whose charge card accounts are in a current § 301–15.48 Additional agency guid- status. The employees will be re- ance and information. quested to complete an enrollment (a) Purchasing passenger transpor- form for agency approval and submis- tation. (1) Passenger transportation sion to the contractor. Each employee services procured with contractor-is- will receive a personal identification sued charge cards under this payment number (PIN) which will be valid ap- system are not subject to the cash lim- proximately ten days after the mailing itation established by the Adminis- of the PIN by the contractor. trator of General Services at 41 CFR (b) Use of ATM services. When author- 41.203–2. Any credit card other than the ized, the charge card may be used to contractor-issued charge card and all

85 § 301–16.1 41 CFR Ch. 301 (7–1–97 Edition) travelers checks used to purchase pas- deposited to miscellaneous receipts, senger transportation services shall be U.S. Treasury. considered the equivalent of cash and (5) Claims against the United States subject to the cash limitation provi- related to the actions taken above are sions of 41 CFR 101–41.203–2. processed under 41 CFR subpart 101– (2) A portion of the charge card appli- 41.6. cation form is to be used to record the (6) Reconsideration and review of standard Federal organization code(s) GSA transportation claim settlements contained in the Department of Com- follow the provisions of 41 CFR subpart merce/National Institute of Standards 101–41.7. and Technology publication, Codes for (d) Employee training. Participating the Identification of Federal and Fed- agencies shall ensure that each of their erally Assisted Organizations (FIPS eligible employees is adequately PUB 95). Specific details concerning trained in the use of the contractor-is- this requirement will be communicated sued charge card, centrally billed ac- by the charge card contractor directly count, or ATM services before allowing to each participating agency. them to use these services. (b) Submitting passenger ticketing infor- [FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990. Re- mation to GSA for audit. (1) Travel designated and amended by FTR Amdt. 12, 55 vouchers containing reimbursable FR 49896, Dec. 3, 1990] transportation charges purchased with contractor-issued charge cards shall PART 301–16—CONFERENCE not be considered transportation PLANNING vouchers under 41 CFR 101–41.807. (2) Passenger ticketing information Sec. is furnished directly by the charge card 301–16.1 Policy. contractor to GSA’s Office of Transpor- 301–16.2 Definitions. tation Audits. It is used to identify and 301–16.3 Authorization of Government sponsorship or co-sponsorship of a conference. collect carrier overcharges. 301–16.4 Selection of a conference site. (c) Examination of payments and collec- 301–16.5 Selection of conference attendees. tion. The Transportation Act of 1940, as AUTHORITY: 5 U.S.C. 5701–5709; E.O. 11609, 36 amended (31 U.S.C. 3726), authorizes the FR 13747, 3 CFR, 1971–1975 Comp., p. 586. GSA Transportation Audit Division SOURCE: FTR Amdt. 32, 58 FR 58242, Oct. 29, (see 41 CFR 101–41.102) to issue a notice 1993, unless otherwise noted. of overcharge when GSA finds that a carrier has been overpaid for the serv- § 301–16.1 Policy. ices rendered. It is the policy of the Government (1) Under the provisions of 41 CFR that agencies shall exercise strict fis- subpart 101–41.5, carriers are requested cal responsibility by selecting con- to promptly refund amounts due the ference sites that minimize conference United States. Refund checks are to be administrative costs (as defined in made payable to the General Services § 301–16.2(b) of this part), conference Administration and promptly mailed attendees’ travel costs (as defined in to the General Services Administra- § 301–16.2(c) of this part), and con- tion, P.O. Box 93746, Chicago, IL 60673. ference attendees’ time costs (as de- Payment or credit to the contractor is fined in § 301–16.2(d) of this part). It also not considered proper payment of over- is the policy of the Government that charge claims due the U.S. Govern- agencies shall minimize conference ment. attendees’ travel costs by authorizing (2) Protests to notices of overcharge the minimum number of attendees nec- are handled and processed in accord- essary to accomplish the agency’s ance with 41 CFR 101–41.503. goals. (3) Collection of unrefunded overcharges owed to the U.S. Government § 301–16.2 Definitions. are processed in accordance with 41 (a) Conference. The term ‘‘con- CFR 101–41.504. ference’’ means a meeting, retreat, (4) Debts collected by GSA based on seminar, symposium, or similar event audits of transportation accounts are that involves attendee travel. The term

86 Travel Allowances § 301–16.3

‘‘conference’’ also means a training ac- whole or in part a conference in any tivity that involves attendee travel State, as defined in § 301–17.2(f) of this when the training activity is consid- chapter, at a place of public accommo- ered a conference under Chapter 410 of dation that is not an approved accom- the Federal Personnel Manual (Copies modation as defined in § 301–17.2(c) of may be obtained from the Superintend- this chapter, unless a waiver is granted ent of Documents, Government Print- under paragraph (b)(2) of this section. ing Office, Washington, DC 20402.) and This prohibition also applies to Federal its accompanying instructional letters. funds expended by the government of (b) Conference administrative costs. The the District of Columbia. term ‘‘conference administrative (2) Waiver of the prohibition on sched- costs’’ includes the cost of conference uling a conference at a place of public ac- facilities, registration fees, speaker commodation that is not an approved ac- fees, and conference-related adminis- commodation. An agency, as defined in trative fees paid by the Government for § 301–17.2(a) of this chapter, may spon- a conference, whether paid directly by sor or fund in whole or in part a con- agencies or reimbursed by agencies to ference in any State, as defined in § 301– travelers or others associated with the 17.2(f) of this chapter, at a place of pub- conference. lic accommodation that is not an ap- (c) Conference attendees’ travel costs. proved accommodation when the agen- The term ‘‘conference attendees’ travel cy head waives the prohibition in para- costs’’ includes attendees’ subsistence graph (b)(1) of this section based on his/ expenses (including lodging and meals her written determination that such and incidental expenses (M&IE)) and waiver is necessary in the public inter- transportation costs authorized at est for a particular event. The agency Government expense. head may delegate the authority to (d) Conference attendees’ time costs. waive the prohibition in paragraph The term ‘‘conference attendees’ time (b)(1) of this section to a senior level costs’’ means the cost of employees’ official if such official is given the au- time spent at the conference (including thority with respect to all conferences time spent while performing en route sponsored or funded by the agency. travel during normal duty hours). (3) Requirement to include prohibition (e) Conference site. For purposes of notice on advertisements and applications this part, the term ‘‘conference site’’ for attendance at a conference. As re- means the locality or geographic area quired by 15 U.S.C. 2225a, any adver- where the conference is held. tisement or application for attendance (f) Conference facilities. For purposes at a conference sponsored or funded in of this part, the term ‘‘conference fa- whole or in part by an agency in any cilities’’ means the meeting rooms and State, as defined in § 301–17.2(f) of this lodging accommodations where the chapter, shall include a notice of the conference is conducted. prohibition contained in paragraph [FTR Amdt. 32, 58 FR 58242, Oct. 29, 1993, as (b)(1) of this section on holding a con- amended by FTR Amdt. 39, 59 FR 46194, Sept. ference at a place of public accommo- 7, 1994] dation that is not an approved accommodation. An agency shall not be re- § 301–16.3 Authorization of Govern- quired to include notice of the prohibi- ment sponsorship or co-sponsorship tion in any advertisement or applica- of a conference. tion for attendance at a conference, (a) General. A senior agency official however, when the agency head, or his/ shall authorize Government sponsor- her designee, waives the prohibition in ship or co-sponsorship of a conference accordance with paragraph (b)(2) of which involves travel by 30 or more this section. employees. (4) Notification to non–Federal entities (b) Prohibition on use of a place of pub- receiving Federal funds of the prohibition lic accommodation that is not an ap- on scheduling a conference at a place of proved accommodation—(1) General rule. public accommodation that is not an ap- As provided in 15 U.S.C. 2225a, an agen- proved accommodation. As provided in 15 cy, as defined in § 301–17.2(a) of this U.S.C. 2225a, an Executive agency, as chapter, may not sponsor or fund in defined in 5 U.S.C. 105, which provides

87 § 301–16.4 41 CFR Ch. 301 (7–1–97 Edition)

Federal funds to a non–Federal entity plication for attendance at the con- shall notify the non–Federal entity re- ference shall include notice of the pro- ceiving such funds of the prohibition hibition on using a place of public ac- contained in paragraph (b)(1) of this commodation that is not an approved section. accommodation in accordance with [FTR Amdt. 39, 59 FR 46194, Sept. 7, 1994] § 301–16.3(b) of this part. In addition, any Executive agency as defined in 5 § 301–16.4 Selection of a conference U.S.C. 105 shall notify all non–Federal site. entities to which it provides Federal (a) Agency responsibilities—(1) Agency funds of the prohibition. policy. Each agency shall establish poli- (2) Conferences within the District of cies governing conference site selection Columbia. Agencies may obtain short- that minimize conference administra- term conference meeting space in the tive costs and conference attendees’ District of Columbia in accordance travel costs to be paid by the Govern- with 41 CFR 101–17.101–4. Direct pro- ment, as well as conference attendees’ curement by an agency of lodging fa- time costs. Agencies should use Gov- cilities in the District of Columbia ernment-owned or Government-provided conference facilities to the maxi- without specific authorization and ap- mum extent possible, and generally propriation by the Congress is prohib- should avoid consideration of con- ited (see 40 U.S.C. 34). The provisions of ference sites that might appear ex- this paragraph shall not be construed travagant to the public. However, when to prohibit payment of per diem to an a true cost savings would accrue to the employee who is authorized to obtain Government in the selection of a par- lodging in the District of Columbia ticular conference site (e.g., through while performing official business trav- the availability of attractive and com- el. petitive rates during the off-season in areas having seasonal rates), agencies [FTR Amdt. 32, 58 FR 58242, Oct. 29, 1993; 58 should avail themselves of the oppor- FR 60390, Nov. 16, 1993, as amended by FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994] tunity to save costs in selecting a conference site. § 301–16.5 Selection of conference (2) Authorization of conference site se- attendees. lection. The authorization to conduct a conference at a selected site when the (a) Agency responsibilities—(1) Agency conference involves travel by 30 or policies and procedures. Each agency more employees must be granted by a shall establish policies and procedures senior agency official. designed to reduce the overall cost of (b) Documentation. When a conference attending conferences. The agency pol- involves travel by 30 or more employ- icy and procedures shall: ees, the agency shall document the (i) Limit agency attendance to the cost of each alternative conference minimum number of attendees nec- site, and retain a record of the docu- essary for accomplishment of the agen- mentation for every conference held. cy’s mission; and The agency shall make the documenta- (ii) Provide for consideration of trav- tion available for inspection by the el expenses when selecting attendees. agency’s Office of Inspector General or (2) Authorization of attendance. A sen- other interested parties. ior agency official shall authorize all (c) Restrictions on selection of con- employee conference attendance to be ference facilities—(1) Approved accommodations. When an agency, as defined performed at Government expense. in § 301–17.2(a) of this chapter, holds a (b) Per diem. Per diem is intended conference at a place of public accom- only to reimburse the attendee’s indi- modation, as defined in § 301–17.2(b) of vidual subsistence expenses. Con- this chapter, the agency shall use an ference administrative costs are to be approved accommodation as defined in paid separately, and are not to be in- § 301–17.2(c) of this chapter unless a cluded in the attendee’s subsistence re- waiver is granted under § 301–16.3(b)(2) imbursement. of this part. Any advertisement or ap-

88 Travel Allowances Ch. 301, App. A

PART 301–17—AGENCY TRAVEL vention and control guidelines in 15 DATA REQUIREMENTS U.S.C. 2225. (A master list of all approved accommodations is compiled, Subpart A—Approved Accommodations periodically updated, and published in Data Reporting the FEDERAL REGISTER by the Director of the Federal Emergency Management Sec. Agency. The statute (5 U.S.C. 5707a(b)) 301–17.1 Applicability. requires that the General Services Ad- 301–17.2 Definitions. ministration list only approved accom- AUTHORITY: 5 U.S.C. 5707. modations in any directory listing public accommodations.) SOURCE: FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994, unless otherwise noted. (d) Employee. ‘‘Employee’’ has the same meaning it is given in § 301– Subpart A—Approved Accommodations 1.3(c)(2) of this chapter and in § 302– Data Reporting 1.4(c) of chapter 302 of this title, and does not include an interviewee as de- § 301–17.1 Applicability. fined in § 301–1.3(c)(3) of this chapter. (a) This part applies to Federal agen- (e) State. ‘‘State’’ means any State, cies as defined in § 301–17.2(a) of this the District of Columbia, the Common- part. wealth of Puerto Rico, the Common- wealth of the Northern Mariana Is- § 301–17.2 Definitions. lands, the Trust Territory of the Pa- For purposes of this part, the follow- cific Islands, the Virgin Islands, the ing definitions apply: Canal Zone, Guam, American Samoa, (a) Agency. ‘‘Agency’’ has the same or any other U.S. territory or posses- meaning it is given in § 301–1.3(c)(1) of sion. this chapter except it does not include [FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994, as the government of the District of Co- amended by FTR Amdt. 53; 61 FR 64998, Dec. lumbia. 10, 1996 (b) Place of public accommodation affecting commerce. ‘‘Place of public ac- Subpart B—[Reserved] commodation affecting commerce’’ means any inn, hotel, or other estab- APPENDIX A TO CHAPTER 301–PRE- lishment within a State that provides SCRIBED MAXIMUM PER DIEM RATES lodging to transient guests, except that FOR CONUS such term does not include: (1) An establishment owned by the The maximum rates listed below are prescribed under § 301–7.3(a) of this chapter for Federal Government; reimbursement of per diem expenses in- (2) An establishment treated as an curred during official travel within CONUS apartment building for purposes of any (the continental United States). The amount State or local law or regulation; or shown in column (a) is the maximum that (3) An establishment located within a will be reimbursed for lodging expenses in- building that contains not more than 5 cluding applicable taxes. The M&IE rate rooms for rent or hire and that is actu- shown in column (b) is a fixed amount al- ally occupied as a residence by the pro- lowed for meals and incidental expenses cov- prietor of such establishment. ered by per diem. The per diem payment calculated in accordance with part 301–7 of this (c) Approved accommodation. ‘‘Ap- chapter for lodging expenses plus the M&IE proved accommodation’’ means any rate may not exceed the maximum per diem place of public accommodation that rate shown in column (c). Seasonal rates meets the requirements of the fire pre- apply during the periods indicated.

89 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 93 94 86 85 93 94 92 94 89 88 95 95 80 95 95 86 90 107 113 113 143 123 102 111 $80 136 143 103 135 101 4 (c) diem rate Maximum per = 34 34 38 38 34 34 42 34 34 38 34 38 30 30 30 30 30 34 34 38 30 30 30 30 34 30 34 34 34 $30 (b) M&IE rate + 73 56 55 50 83 79 93 64 59 54 65 61 68 77 55 61 56 63 60 62 65 61 52 93 67 56 105 $50 102 105 (a) amount Maximum lodging ...... 2, 3 County and/or other defined location 1 ...... Per diem locality: Key city, ...... (May 1-September 30) (October 1-April 30) (January 1-April 30) (May 1-December 31) (April 1-October 31) (November 1-March 31) (April 1-October 31) (November 1-March 31) (April 1-October 31) (November 1-March 31) (October 1-May 14) (May 15-September 30) (October 1-March 31) (November 1-May 31) (June 1-October 31) (April 1-September 30) (May 15-October 14) (October 15-May 14) ed point. However, the standard CONUS rate applies to all locations within CONUS, including those defined below, for certain relocation subsistence allowances. See parts 302±2, 302±4, and 302±5 of this subtitle.) (Applies to all locations within CONUS not specifically listed below or encompassed by the boundary definition of a list- Birmingham, Jefferson Gulf Shores, Baldwin: Huntsville, Madison Mobile, Mobile Montgomery, Montgomery Casa Grande, Pinal: Chinle, Apache: Flagstaff, All points in Coconino County not covered under Grand Canyon per diem area: Grand Canyon, all points in the Canyon National Park and Kaibab Forest within Coconino County Kayenta, Navajo: Phoenix/Scottsdale, Maricopa: Yuma, Yuma Hot Springs, Garland Little Rock, Pulaski Death Valley, Inyo Fresno, Fresno Prescott, Yavapai Tucson, Pima County; Davis Monthan AFB: Clearlake, Lake: Eureka, Humboldt: CONUS, Standard rate Alabama: Arizona: Arkansas: California:

90 Travel Allowances Ch. 301, App. A 89 85 84 86 97 95 88 92 90 123 109 166 111 117 147 122 156 109 125 118 141 126 217 124 100 132 102 100 133 119 164 139 117 110 102 131 114 101 119 34 38 38 38 38 38 42 38 38 38 38 38 38 42 42 38 38 34 38 34 42 30 34 38 42 38 42 34 34 38 42 42 30 42 42 42 42 30 30 85 71 56 77 79 84 54 58 71 83 60 99 82 70 98 64 62 55 95 81 51 97 79 72 59 57 64 93 72 59 76 84 81 54 124 105 114 175 126 ...... (June 1-September 30) (November 1-May 31) (June 1-October 31) (October 1-May 31) (November 1-April 30) (June 1-October 31) (November 1-May 31) (April 1-October 31) (November 1±March 31) (April 1-October 31) (November 1-March 31) (January 15-March 31) (April 1-January 14) (May 1-October 31) (November 1-April 30) (May 1-October 31) (April 1-October 31) (November 1-March 31) Test Station, China Lake Santa Barbara, Barbara San Mateo/Redwood City, Mateo Santa Cruz, Cruz: Gualala/Point Area, Mendocina Los Angeles, Kern, Orange and Ventura Counties; Edwards AFB; Naval Weapons Center Ordnance Oakland, Alameda, Contra Costa and Marin Ontario/Victorville/Barstow, San Bernardino Palm Springs, Riverside: Palo Alto/San Jose, Santa Clara Redding, Shasta Sacramento, Sacramento San Francisco, Francisco San Luis Obispo, Obispo Santa Rosa, Sonoma South Lake Tahoe, El Dorado (See also Stateline, NV) Stockton, San Joaquin Tahoe City, Placer Visalia, Tulare Mammoth Lakes/Bridgeport, Mono: Modesto, Stanislaus Monterey, Monterey: Napa, Napa: Oakhurst/Madera, Madera San Diego, Diego West Sacramento, Yolo Yosemite Nat'l Park, Mariposa: Aspen, Pitkin: Boulder, Boulder: Merced, Merced Colorado Springs, El Paso Colorado:

91 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 95 82 87 82 90 81 80 80 83 90 97 95 85 80 83 87 92 131 140 209 170 101 148 223 108 183 124 126 126 105 105 120 112 4 (c) diem rate Maximum per = 34 42 30 34 38 30 38 34 34 30 30 30 30 30 30 30 34 30 30 34 30 30 30 42 30 38 34 30 30 34 42 42 34 (b) M&IE rate + 52 61 52 56 67 65 51 74 50 86 92 92 50 53 60 67 75 57 55 75 86 50 53 78 57 62 189 102 167 128 114 181 145 (a) amount Maximum lodging 2, 3 County and/or other defined location ...... 1 ...... Per diem locality: Key city, ...... (May 1-September 30) (December 1-March 31) (April 1-November 30) (November 1-March 31) (April 1-October 31) (October 1-April 30) (June 1-September 30) (October 1-May 31) (November 1-March 31) (April 1-October 31) (June 1-September 30) (October 1-May 31) (June 1-October 31) (November 1-May 31) (May 1-September 30) (October 1-May 31) (October 1-April 30) (February 1-August 31) (September 1-January 31) (June 1, September 30) (June 1-October 31) (November 1-May 31) (June 1-September 30) (October 1-May 31) Cortez, Montezuma: Steamboat Springs, Routt: Vail, Eagle: Bridgeport/Danbury, Fairfield Pagosa Springs, Archuleta Pueblo, Pueblo: Telluride, San Miguel: Trinidad, Las Animas: Hartford, Hartford and Middlesex Denver, Adams, Arapahoe and Jefferson Durango, La Plata: Fort Collins/Loveland, Larimer: New Haven, Haven Keystone/Silverthorne, Summit: Montrose, Montrose: New London/Groton, London: Putnam/Danielson, Windham Salisbury/Lakeville, Litchfield Glenwood Springs, Garfield Grand Junction, Mesa Gunnison, Gunnison: Connecticut:

92 Travel Allowances Ch. 301, App. A 97 93 86 80 95 88 93 99 85 80 99 85 85 88 99 90 80 99 89 214 164 103 132 107 120 129 100 109 121 166 108 121 103 116 30 34 42 34 30 30 30 38 30 38 30 30 42 42 30 34 30 30 30 38 38 34 34 34 34 34 34 34 30 30 34 38 42 34 65 63 65 55 50 73 94 61 52 73 54 86 65 95 66 50 50 75 74 67 58 59 79 69 55 55 60 78 69 51 83 172 122 124 ...... (December 15-April 30) (May 1-December 14) (January 1-April 30) (May 1-December 31) (September 15-March 31) (December 15-April 30) (May 1-December 14) (September 15-February 29) (September 1-January 31) (December 15-April 30) (May 1-December 14) (January 1-April 30) (May 1-December 31) (December 1-April 30) (May 1-November 30) (April 1-September 14) (March 1-September 14) (June 1-September 14) (May 15-December 31) (February 1-August 31) (September 15-May 31) (January 1-May 14) Fairfax in Virginia; and the counties of Montgomery Prince Georges Maryland) (See also Maryland Vir- ginia) Key West, Monroe: Kissimmee, Osceola Lakeland, Polk: Gainesville, Alachua Gulf Breeze, Santa Rosa Jacksonville, Duval County; Naval Station Mayport Miami, Dade Naples, Collier: Orlando, Orange Vernon, Tolland Dover, Kent Fort Lauderdale, Broward: Fort Myers, Lee: Fort Pierce, Saint Lucie: Fort Walton Beach, Okaloosa: Panama City, Bay: Lewes, Sussex: Daytona Beach, Volusia: Wilmington, New Castle Washington, DC (also the cities of Alexandria, Falls Church, and Fairfax, counties Arlington, Loudoun, Altamonte Springs, Seminole Bradenton, Manatee: Cocoa Beach, Brevard Delaware: District of Columbia: Florida:

93 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 83 94 89 86 84 97 95 89 86 85 92 96 86 84 97 95 84 80 134 116 123 102 109 124 101 102 119 110 101 109 124 111 100 103 4 (c) diem rate Maximum per = 30 34 34 30 30 38 30 34 30 38 38 30 30 34 34 34 34 34 34 34 34 38 38 30 34 34 34 34 34 30 34 38 38 34 (b) M&IE rate + 96 60 85 64 56 75 52 50 90 63 67 61 68 81 72 54 52 79 66 73 53 86 59 58 62 54 63 61 67 55 50 51 86 73 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location 1 ...... Per diem locality: Key city, ...... (May 1-January 14) (January 1-April 30) (May 1-December 31) (December 15-April 14) (April 15-December 14) (February 1-August 31) (September 1-January 31) (December 15-April 30) (May 1-December 14) (January 1-April 30) (May 1-December 31) (January 1-April 30) (May 1-December 31) (January 15-April 30) (May 1±September 30) (October 1±April 30) (September 1±June 30) (November 1±March 31) (April 1±October 31) (July 1±August 31) Augusta, Richmond West Palm Beach, Beach: Albany, Dougherty Atlanta, Clayton, De Kalb, Fulton, Cobb and Gwinett Columbus, Muscogee Pensacola, Escambia Punta Gorda, Charlotte: Saint Augustine, Johns: Sarasota, Sarasota: Stuart, Martin: Tallahassee, Leon Tampa/St. Petersburg, Hillsborough and Pinellas: Vero Beach, Indian River: Athens, Clarke Conyers, Rockdale Savannah, Chatham Macon, Bibb Boise, Ada Coeur d'Alene, Kootenai: Stanley, Custer Idaho Falls, Bonneville Ketchum/Sun Valley, Blaine McCall, Valley Sandpoint, Bonner: Georgia: Idaho:

94 Travel Allowances Ch. 301, App. A 91 85 83 82 91 90 97 92 91 91 90 82 92 81 92 85 82 83 97 82 90 81 91 82 83 87 84 87 97 87 87 85 84 120 120 105 161 142 106 101 109 103 101 34 30 34 30 30 34 30 30 38 34 30 30 30 30 30 30 30 30 30 30 30 42 34 34 30 34 38 34 30 30 42 30 30 30 30 34 30 34 38 30 38 30 30 61 53 52 90 61 60 78 58 61 57 67 63 52 52 62 76 51 52 71 55 63 60 56 51 57 52 53 53 54 57 51 58 63 63 63 57 57 55 53 54 73 119 112 ...... (June 1±October 31) (November 1±May 31) South Bend, St. Joseph Bettendorf/Davenport, Scott Manhattan, Riley Wichita, Sedgwick Baton Rouge, East Rouge Parish Bossier City, Parish Bloomington, McLean Champaign/Urbana, Champaign Chicago, Du Page, Cook and Lake Decatur, Macon Joliet, Will Kankakee, Kankakee Madison, Jefferson Michigan City, La Porte Muncie, Delaware Nashville, Brown: Cedar Rapids, Linn Des Moines, Polk Iowa City, Johnson Kansas City, Johnson and Wyandotte (See also MO) Covington, Kenton Florence, Boone Lexington, Fayette Lousiville, Jefferson Gonzales, Ascension Parish Lafayette, Lafayette Parish Peoria, Peoria Rockford, Winnebago Elkhart, Elkhart Fort Wayne, Allen French Lick, Orange Gary/Merrillville, Lake Greenwood, Johnson Indianapolis, Marion County; Fort Benjamin Harrison Lafayette, Tippecanoe Rock Island, Island Springfield, Sangamon Bloomington/Crane, Monroe and Martin Burlington Beach/Valparaiso, Porter Carmel, Hamilton Evansville, Vanderburgh Anderson, Madison Iowa: Louisiana: Illinois: Kansas: Kentucky: Indiana:

95 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 96 90 99 97 88 80 93 89 85 93 87 87 94 81 87 91 83 92 81 119 129 134 124 128 114 121 109 124 103 112 115 118 155 194 4 (c) diem rate Maximum per = 42 34 34 30 30 30 30 34 34 42 38 30 42 38 30 38 34 34 34 30 30 34 34 34 38 38 42 30 30 30 30 34 30 34 (b) M&IE rate + 59 58 55 87 96 57 56 94 84 57 75 86 58 85 57 84 51 77 55 59 86 65 63 87 65 64 70 51 50 61 53 58 121 152 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location 1 ...... Per diem locality: Key city, ...... (May 1±September 30) (October 1±April 30) (November 1±June 14) (September 15±June 30) (May 1±September 30) (October 1±April 30) (November 1±May 31) (July 1±October 31) (November 1±June 30) (June 15±October 31) (July 1±Sepember 14) (July 1±October 31) (November 1±June 30) (June 1±September 30) (October 1±May 31) (June 1±October 31) (July 1±September 14) (September 15±June 30) Ocean City, Worcester: Hagerstown, Washington Lexington Park/St. Inigoes/Leonardtown, Saint Mary's Lusby, Calvert Frederick, Frederick Grasonville, Queen Annes Columbia, Howard (For the counties of Montgomery and Prince Georges, see District Columbia) Annapolis, Anne Arundel Baltimore, Baltimore and Harford Kennebunk/Sanford, York: Portland, Cumberland: Rockport, Knox: Wiscasset, Lincoln: Lake Charles, Calcasieu Parish New Orleans, Parishes of Jefferson, Plaquemines and St. Bernard Opelouses, Saint Landry Augusta, Kennebec Bangor, Penobscot: Bath, Sagadahoc: Calais, Washington Kittery, Portsmouth Naval Shipyard (See also Portsmouth, NH): Shreveport, Caddo Parish Slidell, St. Tammany Parish St. Francisville, West Feliciana Bar Harbor, Hancock: Maryland: Maine:

96 Travel Allowances Ch. 301, App. A 96 94 82 89 81 98 97 87 83 91 80 94 82 91 86 90 88 94 80 92 86 99 97 91 87 105 221 164 117 122 171 115 150 110 124 158 150 112 144 30 30 30 30 42 34 30 30 34 30 34 34 34 34 30 30 34 34 30 30 30 30 38 42 42 30 30 30 38 30 30 38 38 38 30 30 30 30 30 67 66 87 58 61 67 57 53 94 64 61 50 84 52 60 52 59 57 52 77 56 78 64 50 58 52 51 69 67 57 80 68 122 179 133 112 116 116 114 ...... (June 1±September 30) (June 1±October 31) (November 1±May 31) (November 1±June 14) (October 1±May 31) (May 1±September 30) (June 1±September 14) (September 15±May 31) (July 1±September 30) (October 1±June 30) (June 15±October 31) (June 1±September 30) (October 1±May 31) (June 1±September 30) (October 1±May 31) (October 1±April 30) (May 1±September 30) (October 1±April 30) (May 1±September 30) Battle Creek, Calhoun Cadillac, Wexford Charlevoix, Charlevoix: Martha's Vineyard/Nantucket, Dukes and Nantucket: Northampton, Hampshire Ann Arobr, Washtenaw Detroit, Wayne Flint, Genesee Grayling, Crawford Holland, Ottawa: Saint Michaels, Talbot Salisbury, Wicomico: Andover, Essex Boston, Suffolk Cambridge/Lowell, Middlesex Hyannis, Barnstable: Pittsfield, Berkshire Plymouth, Plymouth: Quincy, Norfolk Worcester, Worcester Frankfort, Benzie: Gaylord, Otsego: Grand Rapids, Kent South Deerfield/Greenfield, Franklin Springfield, Hampden Taunton/New Bedford, Bristol Kalamazzo, Kalamazoo Lansing/East Lansing, Ingham Leland, Leelanau: Ludington, Mason: Michigan: Massachusetts:

97 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 80 85 90 86 85 88 97 81 89 94 94 88 80 95 85 81 90 84 86 97 89 81 91 90 81 92 162 119 100 132 119 106 129 111 108 4 (c) diem rate Maximum per = 38 30 30 30 30 34 30 34 30 38 38 30 30 30 30 30 30 38 34 38 30 38 30 30 34 34 34 30 34 30 38 34 34 30 30 (b) M&IE rate + 51 52 56 51 55 54 60 51 50 91 58 50 65 55 81 77 51 70 55 56 54 98 63 56 59 51 51 81 61 72 60 64 78 62 124 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location 1 ...... Per diem locality: Key city, ...... (October 1±April 30) (June 1±September 30) (October 1±May 31) (June 1±September 30) (October 1±May 31) (May 1±September 30) (October 1±April 30) (May 1±September 30) (October 1±April 30) (June 1±September 30) (October 1±May 31) (May 1±September 14) (September 15±April 30) (May 1±October 31) (November 1±April 30) tronautics Group (Detachment BRAVO), Rosemount Mackinac Island, Mackinac: Manistee, Manistee: Midland, Midland Mount Pleasant, Isabella Petosky, Emmet Pontiac/Troy, Oakland Port Huron, St. Clair Sault Ste Marie, Chippewa Muskegon, Muskegon Ontonagon, Ontonagon South Haven, Van Buren: St. Joseph/Benton Harbor/Niles, Berrien Traverse City, Grand Traverse: Warren, Macomb Duluth, St. Louis: Hinckley, Pine Minneapolis/St. Paul, Anoka, Hennepin, Dakota and Ramsey Counties; Fort Snelling Military Reservation Navy As- Rochester, Olmstead Biloxi/Gulfport/Pascagoula/Bay St. Louis, Harrison, Jackson, and Hancock: Greenville, Washington Jackson, Hinds Ridgeland, Madison Robinsonville, Tunica Branson, Taney: Cape Girardeau, Girardeau Philadelphia, Neshoba Vicksburg, Warren Minnesota: Mississippi: Missouri

98 Travel Allowances Ch. 301, App. A 87 91 84 81 97 83 90 98 85 80 86 88 84 83 96 88 96 88 85 91 94 90 120 187 112 164 152 102 116 144 110 113 100 108 109 30 30 30 34 34 42 30 30 38 38 30 30 34 30 30 34 34 42 34 30 30 34 30 38 38 34 38 30 30 38 30 30 34 34 38 53 78 57 54 58 58 68 55 61 60 56 55 50 56 68 54 74 51 63 53 54 53 72 83 74 56 70 74 66 58 75 149 126 114 106 ...... (June 1±September 14) (September 15±May 31) (May 15±October 31) (November 1±May 14) (June 1±September 30) (October 1±May 31) (November 1-April 30) (June 1-October 31) (November 1-May 31) (June 1-October 31) (November 1-May 31) (June 1-October 31) (November 1-May 31) (June 1-October 31) (November 1-May 31) (May 1-October 31) (June 1-October 31) (November 1-May 31) (April 1-November 30) Hannibal, Marion: Jefferson City, Cole Kansas City, Clay, Jackson and Platte (See also KS) Lake Ozark, Miller Osage Beach, Camden: St. Louis, Charles and Louis Springfield, Greene Great Falls, Cascade Kalispell/Polson, Flathead and Lake Kearney, Buffalo Lincoln, Lancaster Omaha, Douglas Elko, Elko Incline Village*: Las Vegas, Clark County; Nellis AFB Reno, all points in Washoe County other than the city of Incline Village Hanover, Grafton and Sullivan: Laconia, Belknap: Manchester, Hillsborough Stateline, Douglas (See also South Lake Tahoe, CA) Winnemucca, Humboldt Concord, Merrimack: Conway, Carroll: Durham, Strafford: Portsmouth/Newington, Rockingham County; Pease AFB (See also Kittery, ME): Atlantic City, Atlantic: Montana: Nebraska: Nevada: New Hampshire New Jersey:

99 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 88 83 80 81 96 97 85 81 96 81 95 97 91 94 96 83 117 135 135 109 104 115 117 121 118 114 103 119 186 134 127 163 122 103 104 133 110 4 (c) diem rate Maximum per = 30 30 38 42 38 34 34 34 30 42 34 34 34 34 30 30 34 34 34 42 38 30 34 30 30 38 30 38 38 30 34 30 34 38 38 34 38 (b) M&IE rate + 63 83 97 53 75 55 66 51 59 77 87 80 69 81 54 93 89 50 84 69 62 70 51 91 61 57 87 76 51 60 66 62 53 76 156 104 121 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location 1 ...... Per diem locality: Key city, ...... (May 15-September 30) (June 1-August 31) (September 1-May 31) (October 1-May 14) (June 1-September 30) (May 1-October 31) (November 1-April 30) (June 1-October 31) (November 1-May 31) (October 1-May 31) (December 1-March 31) (April 1-November 30) (June 1-September 14) (September 15-May 31) (December 1-March 31) Freehold/Eatontown, Monmouth County; Fort Millville, Cumberland Newark, Bergen, Essex, Hudson, Passaic and Union Ocean City/Cape May, Cape May: Princeton/Trenton, Mercer Raton, Colfax: Flemington, Hunterdon Parsippany/Dover, Morris County; Picatinny Arsenal Salem, Salem Tom's River, Ocean: Albuquerque, Bernalillo Las Cruces/White Sands, Dona Ana Los Alamos, Alamos Santa Fe, Fe: Glens Falls, Warren: Edison, Middlesex Cloudcroft, Otero Farmington, San Juan Gallup, McKinley Taos, Taos: Binghamton, Broome Catskill, Greene: Corning, Steuben Belle Mead, Somerset Camden/Moorestown, Camden and Burlington Albany, Albany Auburn, Cayuga Batavia, Genesee Buffalo, Erie New Mexico: New York:

100 Travel Allowances Ch. 301, App. A 83 99 93 88 84 90 98 89 88 88 92 85 94 84 96 96 97 91 87 94 95 82 94 95 91 83 107 122 102 147 195 124 104 116 118 113 111 168 132 30 34 30 30 34 34 34 34 34 34 30 34 30 30 34 38 34 30 34 38 30 34 30 38 30 30 34 34 34 42 42 34 34 34 30 38 30 42 30 73 61 58 62 59 68 63 50 60 86 74 65 88 64 59 58 53 79 51 88 77 60 50 66 62 61 57 60 54 94 61 52 60 74 53 53 105 153 134 ...... (May 1-October 31) (November 1-April 30) (June 1-November 14) (November 15-May 31) (May 1-October 31) (November 1-April 30) (May 1-September 30) (October 1-February 29) (May 15-October 31) (November 1-May 14) (October 1-April 30) (March 1-September 30) (May 1-October 31) (November 1-April 30) ties Akron, Summit Watkins Glen, Schuyler: West Point, Orange Winston-Salem, Forsyth Ithaca, Tompkins Kingston, Ulster Lake Placid, Essex: Utica, Oneida Watertown, Jefferson White Plains, Westchester Asheville, Buncombe: Charlotte, Mecklenburg Duck/Outer Banks, Dare: Monticello, Sullivan New York City, the boroughs of Bronx, Brooklyn, Manhattan, Queens and Staten Island; Nassau Suffolk Coun- Niagara Falls, Niagara: Oswego, Oswego Owego, Tioga Palisades/Nyack, Rockland Plattsburgh, Clinton Syracuse, Onondaga Greensboro/High Point, Guilford Morehead City, Carteret Wilmington, New Hanover: Poughkeepsie, Dutchess Rochester, Monroe Romulus/Waterloo, Seneca Saratoga Springs, Saratoga: Schenectady, Schenectady Fayetteville, Cumberland New Bern/Havelock, Craven Research Park/Raleigh/Durham/Chapel Hill, Wake, Durham and Orange North Dakota: (See footnote 5) Ohio: North Carolina:

101 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 97 85 97 80 82 89 88 96 85 87 85 85 83 94 85 83 93 86 82 86 83 85 90 90 80 120 100 124 104 137 116 108 108 101 106 102 111 139 4 (c) diem rate Maximum per = 34 30 30 30 30 30 30 30 30 30 30 30 30 30 30 30 30 34 38 34 30 38 30 30 30 30 30 30 30 30 38 38 30 30 30 30 34 34 (b) M&IE rate + 67 55 66 86 50 55 55 52 59 53 66 70 56 55 55 56 90 70 67 99 67 76 53 64 55 58 72 78 63 78 81 56 52 53 53 60 50 109 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location 1 ...... Per diem locality: Key city, ...... (May 1-September 30) (October 1-April 30) (May 1-September 30) (October 1-April 30) (May 15±October 31) (November 1±May 14) (June 1-September 30) (May 1-September 30) (October 1-May 31) (October 1-April 30) (June 1-September 14) (September 15-May 31) Bellevue/Norwalk, Huron: Cleveland, Cuyahoga Columbus, Franklin Dayton/Fairborn, Montgomery and Greene; Wright Patterson AFB Elyria, Lorain: Eugene/Florence, Lane Cambridge, Guernsey Canton, Stark Cincinnati/Evendale, Hamilton and Warren Crater Lake/Klamath Falls, Klamath Gold Beach, Curry: Fairfield/Hamilton, Butler Findlay, Hancock Geneva, Ashtabula Jackson, Jackson and Pike Lancaster, Fairfield Beaverton, Washington Bend, Deschutes Clackamas/Milwaukie, Clackamas Coos Bay, Perrysburg, Wood Port Clinton/Oakharbor, Ottawa: Portsmouth, Scioto Sandusky, Erie: Norman, Cleveland Oklahoma City, Tulsa/Bartlesville, Osage, Tulsa and Washington Ashland/Medford, Jackson Eufaula, McIntosh Springfield, Clark Tinney/Fremont, Sandusky: Toledo, Lucas Oregon: Oklahoma:

102 Travel Allowances Ch. 301, App. A 94 96 94 81 87 92 95 91 95 83 91 86 90 88 95 83 83 83 84 91 96 128 118 129 110 125 101 130 132 102 108 145 138 121 141 113 123 117 102 118 105 38 38 42 30 38 34 30 34 42 30 34 30 30 30 34 38 34 30 34 38 34 34 34 30 30 42 38 38 30 34 34 34 34 38 30 30 30 34 34 30 42 90 62 87 72 67 61 94 61 74 54 83 60 84 99 53 75 64 57 51 56 56 81 58 83 87 57 58 96 53 72 65 53 61 53 68 80 71 61 62 103 100 ...... Cynwd in Montgomery County Bala of ...... city ...... County; ...... Philadelphia ...... (May 1±October 14) (October 15±April 30) (March 1±September 30) (October 1±February 29) (May 1±September 30) (October 1±April 30) (November 1±May 31) (May 1±September 30) (October 1±April 30) (June 1±October 31) Warminster, Bucks County; Naval Air Development Center Newport/Block Island, Newport and Washington: Charleston, Charleston and Berkeley Pittsburgh, Allegheny Reading, Berks Shippingport/Beaver Falls, Beaver Valley Forge/Malvern, Chester York, York East Greenwich, Kent County; Naval Construction Battalion Center, Davisville Aiken, Aiken Columbia, Richland Greenville, Greenville Hilton Head, Beaufort: Portland, Multnomah Salem, Marion Scranton, Lackawanna State College, Centre Uniontown, Fayette Providence, Providence Myrtle Beach, Horry County; Beach AFB: Seaside, Clatsop: Philadelphia, Spartanburg, Spartanburg Lincoln City/Newport, Lincoln: Allentown, Lehigh Erie, Gettysburg, Adams (May 1±October 31) King of Prussia/Ft. Washington, Montgomery County, except Bala Cynwyd (See also Philadelphia, PA) Mechanicsburg, Cumberland Mercer, Mercer Chester/Radnor, Delaware Easton, Northampton (November 1±April 30) Harrisburg, Dauphin Lancaster, Lancaster Lebanon, Lebanon County; Indian Town Gap Military Reservation Rhode Island: South Carolina: Pennsylvania:

103 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 85 94 80 81 81 95 81 91 85 83 90 92 88 82 84 84 82 94 94 89 84 82 97 99 128 118 109 126 119 108 105 115 100 120 108 116 102 103 4 (c) diem rate Maximum per = 30 38 34 30 30 30 30 30 30 30 34 30 30 34 30 34 34 30 30 30 42 30 42 42 34 30 30 30 30 30 30 30 30 30 30 38 34 30 (b) M&IE rate + 55 60 58 52 54 54 84 74 85 70 61 82 94 60 62 84 78 68 67 52 64 64 77 73 59 54 52 50 75 51 51 65 51 55 53 74 63 69 (a) amount Maximum lodging 2, 3 ...... County and/or other defined location ...... 1 ...... Per diem locality: Key city, ...... (May 1±September 14) (September 15±April 30) (June 1±September 30) (October 1±May 31) (May 1±September 30) (October 1±April 30) (September 1±May 31) (June 1±August 31) (May 1±September 14) (September 15±April 30) Lubbock, Lubbock Midland/Odessa, Ector and Midland Plano, Collin San Antonio, Bexar Laredo, Webb McAllen, Hidalgo Houston, Harris County; L.B. Johnson Space Center and Ellington AFB Lajitas, Brewster El Paso, Paso Granbury, Hood College Station/Bryan, Brazos Corpus Christi/Ingelside, Nueces and San Patricio Dallas/Fort Worth, Dallas and Tarrant Eagle Pass, Maverick Fort Davis, Jeff Davis Galveston, Galveston: Brownsville, Cameron Custer, Custer: Amarillo, Potter Austin, Travis Hot Springs, Fall River: Abilene, Taylor Rapid City, Pennington: Sioux Falls, Minnehaha Spearfish, Lawrence: Townsend, Blount Chattanooga, Hamilton Johnson City, Washington Gatlinburg, Sevier Memphis, Shelby Murfreesboro, Rutherford Nashville, Davidson Knoxville, Knox County; city of Oak Ridge South Dakota: Texas: Tennessee:

104 Travel Allowances Ch. 301, App. A 97 88 82 83 85 80 83 88 83 81 83 96 87 98 83 94 80 81 82 86 83 98 96 85 88 108 115 118 114 102 146 149 189 126 113 136 113 38 30 34 34 42 42 42 30 30 30 38 34 34 30 34 34 30 34 38 38 30 30 30 30 30 34 34 30 30 30 30 30 30 30 30 34 30 54 70 77 53 51 57 53 63 58 52 52 53 72 53 64 55 53 62 88 84 56 80 64 50 51 75 52 55 50 53 79 62 58 108 115 147 102 ...... (May 1-September 30) (October 1-April 30) (April 1±October 31) (December 1±March 31) (November 1±March 31) (June 1±September 30) (October 1±May 31) (April 1±November 30) (November 1±May 31) (May 1±September 14) (June 1±October 31) (September 15±April 30) (May 1±October 31) (December 15±March 31) (April 1±December 14) (November 1±April 30) trict of Columbia) Virginia Beach*, Beach (also Norfolk, Portsmouth and Chesapeake):* Roanoke* Richmond*, Chesterfield and Henrico Counties; also Defense Supply Center Lexington* Lynchburg* Manassas/Manassas Park*, Prince William Bullfrog, Garfield: Park City, Summit: Harrisonburg, Harrisonburg Waco, McLennan Cedar City, Iron: Moab, Grand Provo, Utah Charlottseville* Victoria, Victoria Salt Lake City/Ogden, Lake, Weber, and Davis Counties; Dugway Proving Ground Tooele Army Depot (For the cities of Alexandria, Fairfax, and Falls Church, counties Arlington, Loudoun, see Dis- Blacksburg, Montgomery Temple, Bell Tyler, Smith St. George, Washington Vernal, Uintah: St. Albans, Franklin White River Junction, Windsor: Brattleboro, Windham Manchester, Bennington Middlebury, Addison: Montpelier, Washington Rutland, Rutland: Burlington, Chittenden Utah: Virginia: Vermont:

105 Ch. 301, App. A 41 CFR Ch. 301 (7–1–97 Edition) 88 96 99 93 95 87 87 94 90 80 94 92 82 91 89 90 89 85 87 99 105 112 136 125 111 104 145 103 109 102 121 100 103 122 105 4 (c) diem rate Maximum per = 30 34 30 30 30 30 34 30 30 30 34 38 34 34 34 34 38 30 30 38 30 34 34 34 30 30 30 34 30 38 42 30 34 38 34 (b) M&IE rate + 67 82 58 98 91 65 52 61 69 71 53 64 68 60 91 70 66 50 65 69 59 81 64 62 53 59 66 56 57 84 55 71 51 65 103 (a) amount Maximum lodging 2, 3 County and/or other defined location 1 ...... Per diem locality: Key city, ...... (June 1-October 14) (October 15-May 31) (April 1-October 31) (November 1-March 31) (November 1-April 14) (June 1-September 30) (October 1-May 31) (May 1-October 14) (October 15-April 30) (October 1-March 31) (May 15-September 30) (April 15-October 31) (June 1-October 31) (November 1-May 31) (April 1-September 30) (October 1-May 14) Vancouver, Clark Tacoma, Pierce Tumwater/Olympia, Thurston Berkeley Springs, Morgan Charleston, Kanawha Spokane, Spokane Harpers Ferry, Jefferson Wallops Island, Accomack: Williamsburg*, Wililamsburg (also Hampton, Newport News, York County, Naval Weapons Station, Yorktown)*: Seattle, King Martinsburg, Berkeley Morgantown, Monongalia Wheeling, Ohio Brookfield, Waukesha Eagle River, Vilas: Wintergreen, Nelson Anacortes/Mt. Vernon/Whidbey Island, Skagit and Island: Bellingham, Whatcom Bremerton, Kitsap Port Angeles, Clallam: Port Townsend, Jefferson: Parkersburg, Wood Appleton, Outagamie Friday Harbor, San Juan: Kelso/Longview, Cowlitz Lynnwood/Everett, Snohomish Ocean Shores, Grays Harbor: West Virginia: Washington: Wisconsin:

106 Travel Allowances Ch. 301, App. A 98 89 89 92 81 82 89 96 82 82 95 80 81 92 92 80 145 118 144 133 103 104 106 34 34 34 34 34 30 30 30 30 38 42 30 30 30 34 34 34 30 30 38 30 30 42 68 55 55 52 51 55 99 69 62 70 52 58 65 50 51 54 52 88 64 62 50 107 102 ...... (May 1-October 31) (November 1-April 30) (June 1-September 14) (September 15-May 31) (June 1±September 14) (September 15±May 31) (May 1±September 30) (October 1±April 30) (June 1±October 14) (October 15±May 31) (June 1±September 14) (September 15±May 31) Eau Claire, Claire Green Bay, Brown La Crosse, Crosse Lake Geneva, Walworth: Madison, Dane Milwaukee, Milwaukee Oshkosh, Winnebago Mishicot, Manitowoc Racine/Kenosha, Racine and Kenosha Sheboygan/Plymouth, Sheboygan Rhinelander/Minocqua, Oneida Sturgeon Bay, Door: Wautoma, Waushara Wisconsin Dells, Columbia: Cody, Park: Jackson, Teton: Thermopolis, Hot Springs: Unless otherwise specified, the per diem locality is defined as ``all locations within, or entirely surrounded by, corporate limits of key city, including independent entities located Per diem localities with county definitions shall include ``all locations within, or entirely surrounded by, the corporate limits of key city as well boundaries listed counties, When a military installation or Government-related facility (whether not specifically named) is located partially within more than one city county boundary, the applicable per diem Federal agencies may submit a request to GSA for review of the costs covered by per diem in particular city or area where standard CONUS rate applies when travel that loca- The standard CONUS rate of $80 ($50 for lodging and $30 M&IE) applies to all per diem localities in the State North Dakota. 1 2 3 4 5 Wyoming: within those boundaries.'' including independent entities located within the boundaries of key city and listed counties.'' rate for the entire installation or facility is higher of two rates which apply to cities and/or counties, even though part(s) such activities may be located outside defined per diem locality. tion is repetitive or on a continuing basis and travelers' experiences indicate that the prescribed rate inadequate. Other per diem localities listed in this appendix will be reviewed an annual basis by GSA to determine whether rates are adequate. Requests for per diem rate adjustments shall be submitted the agency headquarters office General Services Adminis- tration, Office of Governmentwide Policy, Attn: Travel and Transportation Management Policy Division (MTT), Washington, DC 20405. Agencies should designate an individual responsible for reviewing, coordinating, and submitting to GSA any requests from bureaus or subagencies. Requests rate adjustments shall include a city designation, description of the surrounding location involved (county or other defined area), and a recommended rate supported by statement explaining the circumstances that cause existing to be inadequate. The request also must contain an estimate of the annual number trips to location, average duration such trips, and primary purpose travel locations. Agencies should submit their requests to GSA no later than May 1 in order for a city be included the annual review.

107 Ch. 301, App. B 41 CFR Ch. 301 (7–1–97 Edition)

[FTR Amdt. 52, 61 FR 59185, Nov. 21, 1996; 61 FR 65635, Dec. 13, 1996; as amended by FT2 Amdt. 52, 62 FR 6042, Feb. 10, 1997; Amdt. 56, 62 FR 13342, Mar. 20, 1997; FTR Amdt. 67, 62 FR 33753, June 23, 1997]

APPENDIX B TO CHAPTER 301—ALLOCATION OF M&IE RATES TO BE USED IN MAKING DEDUCTIONS FROM THE M&IE ALLOWANCE

M&IE rates for localities in nonforeign M&IE Rate Breakfast Lunch Dinner Incidentals areas (prescribed in Civilian Personnel Per Diem Bulletins published periodically in the 51 ...... 8 13 20 10 FEDERAL REGISTER by the Secretary of De- 52 ...... 8 13 21 10 fense) and for localities in foreign areas (es- 53 ...... 8 13 21 11 54 ...... 8 14 21 11 tablished by the Secretary of State in sec- 55 ...... 8 14 22 11 tion 925, a per diem supplement to the Stand- 56 ...... 8 14 23 11 ardized Regulations (Government Civilians, 57 ...... 9 14 23 11 Foreign Areas)) shall be allocated as shown 58 ...... 9 15 23 11 in this table (§ 301–7.12(a)(2)(ii) of this chap- 59 ...... 9 15 24 11 60 ...... 9 15 24 12 ter) when making deductions from nonfor- 61 ...... 9 15 25 12 eign or foreign area per diem rates. 62 ...... 9 16 25 12 63 ...... 9 16 25 13 64 ...... 10 16 25 13 M&IE Rate Breakfast Lunch Dinner Incidentals 65 ...... 10 16 26 13 $1 ...... $0 $0 $0 $1 66 ...... 10 17 26 13 2 ...... 0 0 1 1 67 ...... 10 17 27 13 3 ...... 0 1 1 1 68 ...... 10 17 27 14 4 ...... 1 1 1 1 69 ...... 10 17 28 14 5 ...... 1 1 2 1 70 ...... 11 17 28 14 6 ...... 1 2 2 1 71 ...... 11 18 28 14 7 ...... 1 2 3 1 72 ...... 11 18 29 14 8 ...... 1 2 3 2 73 ...... 11 18 29 15 9 ...... 1 2 4 2 74 ...... 11 19 29 15 10 ...... 2 2 4 2 75 ...... 11 19 30 15 11 ...... 2 3 4 2 76 ...... 11 19 31 15 12 ...... 2 3 5 2 77 ...... 12 19 31 15 13 ...... 2 3 5 3 78 ...... 12 20 31 15 14 ...... 2 4 5 3 79 ...... 12 20 32 15 15 ...... 2 4 6 3 80 ...... 12 20 32 16 16 ...... 2 4 7 3 81 ...... 12 20 33 16 17 ...... 3 4 7 3 82 ...... 12 21 33 16 18 ...... 3 5 7 3 83 ...... 12 21 33 17 19 ...... 3 5 8 3 84 ...... 13 21 33 17 20 ...... 3 5 8 4 85 ...... 13 21 34 17 21 ...... 3 5 9 4 86 ...... 13 22 34 17 22 ...... 3 6 9 4 87 ...... 13 22 35 17 23 ...... 3 6 9 5 88 ...... 13 22 35 18 24 ...... 4 6 9 5 89 ...... 13 22 36 18 25 ...... 4 6 10 5 90 ...... 14 22 36 18 26 ...... 4 7 10 5 91 ...... 14 23 36 18 27 ...... 4 7 11 5 92 ...... 14 23 37 18 28 ...... 4 7 11 6 93 ...... 14 23 37 19 29 ...... 4 7 12 6 94 ...... 14 24 37 19 30 ...... 5 7 12 6 95 ...... 14 24 38 19 31 ...... 5 8 12 6 96 ...... 14 24 39 19 32 ...... 5 8 13 6 97 ...... 15 24 39 19 33 ...... 5 8 13 7 98 ...... 15 25 39 19 34 ...... 5 9 13 7 99 ...... 15 25 40 19 35 ...... 5 9 14 7 100 ...... 15 25 40 20 36 ...... 5 9 15 7 101 ...... 15 25 41 20 37 ...... 6 9 15 7 102 ...... 15 26 41 20 38 ...... 6 10 15 7 103 ...... 15 26 41 21 39 ...... 6 10 16 7 104 ...... 16 26 41 21 40 ...... 6 10 16 8 105 ...... 16 26 42 21 41 ...... 6 10 17 8 106 ...... 16 27 42 21 42 ...... 6 11 17 8 107 ...... 16 27 43 21 43 ...... 6 11 17 9 108 ...... 16 27 43 22 44 ...... 7 11 17 9 109 ...... 16 27 44 22 45 ...... 7 11 18 9 110 ...... 17 27 44 22 46 ...... 7 12 18 9 111 ...... 17 28 44 22 47 ...... 7 12 19 9 112 ...... 17 28 45 22 48 ...... 7 12 19 10 113 ...... 17 28 45 23 49 ...... 7 12 20 10 114 ...... 17 29 45 23 50 ...... 8 12 20 10 115 ...... 17 29 46 23

108 Travel Allowances Ch. 301, App. B

M&IE Rate Breakfast Lunch Dinner Incidentals M&IE Rate Breakfast Lunch Dinner Incidentals

116 ...... 17 29 47 23 190 ...... 29 47 76 38 117 ...... 18 29 47 23 191 ...... 29 48 76 38 118 ...... 18 30 47 23 192 ...... 29 48 77 38 119 ...... 18 30 48 23 193 ...... 29 48 77 39 120 ...... 18 30 48 24 194 ...... 29 49 77 39 121 ...... 18 30 49 24 195 ...... 29 49 78 39 122 ...... 18 31 49 24 196 ...... 29 49 79 39 123 ...... 18 31 49 25 197 ...... 30 49 79 39 124 ...... 19 31 49 25 198 ...... 30 50 79 39 125 ...... 19 31 50 25 199 ...... 30 50 80 39 126 ...... 19 32 50 25 200 ...... 30 50 80 40 127 ...... 19 32 51 25 201 ...... 30 50 81 40 128 ...... 19 32 51 26 202 ...... 30 51 81 40 129 ...... 19 32 52 26 203 ...... 30 51 81 41 130 ...... 20 32 52 26 204 ...... 31 51 81 41 131 ...... 20 33 52 26 205 ...... 31 51 82 41 132 ...... 20 33 53 26 206 ...... 31 52 82 41 133 ...... 20 33 53 27 207 ...... 31 52 83 41 134 ...... 20 34 53 27 208 ...... 31 52 83 42 135 ...... 20 34 54 27 209 ...... 31 52 84 42 136 ...... 20 34 55 27 210 ...... 32 52 84 42 137 ...... 21 34 55 27 211 ...... 32 53 84 42 138 ...... 21 35 55 27 212 ...... 32 53 85 42 139 ...... 21 35 56 27 213 ...... 32 53 85 43 140 ...... 21 35 56 28 214 ...... 32 54 85 43 141 ...... 21 35 57 28 215 ...... 32 54 86 43 142 ...... 21 36 57 28 216 ...... 32 54 87 43 143 ...... 21 36 57 29 217 ...... 33 54 87 43 144 ...... 22 36 57 29 218 ...... 33 55 87 43 145 ...... 22 36 58 29 219 ...... 33 55 88 43 146 ...... 22 37 58 29 220 ...... 33 55 88 44 147 ...... 22 37 59 29 221 ...... 33 55 89 44 148 ...... 22 37 59 30 222 ...... 33 56 89 44 149 ...... 22 37 60 30 223 ...... 33 56 89 45 150 ...... 23 37 60 30 224 ...... 34 56 89 45 151 ...... 23 38 60 30 225 ...... 34 56 90 45 152 ...... 23 38 61 30 226 ...... 34 57 90 45 153 ...... 23 38 61 31 227 ...... 34 57 91 45 154 ...... 23 39 61 31 228 ...... 34 57 91 46 155 ...... 23 39 62 31 229 ...... 34 57 92 46 156 ...... 23 39 63 31 230 ...... 35 57 92 46 157 ...... 24 39 63 31 231 ...... 35 58 92 46 158 ...... 24 40 63 31 232 ...... 35 58 93 46 159 ...... 24 40 64 31 233 ...... 35 58 93 47 160 ...... 24 40 64 32 234 ...... 35 59 93 47 161 ...... 24 40 65 32 235 ...... 35 59 94 47 162 ...... 24 41 65 32 236 ...... 35 59 95 47 163 ...... 24 41 65 33 237 ...... 36 59 95 47 164 ...... 25 41 65 33 238 ...... 36 60 95 47 165 ...... 25 41 66 33 239 ...... 36 60 96 47 166 ...... 25 42 66 33 240 ...... 36 60 96 48 167 ...... 25 42 67 33 241 ...... 36 60 97 48 168 ...... 25 42 67 34 242 ...... 36 61 97 48 169 ...... 25 42 68 34 243 ...... 36 61 97 49 170 ...... 26 42 68 34 244 ...... 37 61 97 49 171 ...... 26 43 68 34 245 ...... 37 61 98 49 172 ...... 26 43 69 34 246 ...... 37 62 98 49 173 ...... 26 43 69 35 247 ...... 37 62 99 49 174 ...... 26 44 69 35 248 ...... 37 62 99 50 175 ...... 26 44 70 35 249 ...... 37 62 100 50 176 ...... 26 44 71 35 250 ...... 38 62 100 50 177 ...... 27 44 71 35 251 ...... 38 63 100 50 178 ...... 27 45 71 35 252 ...... 38 63 101 50 179 ...... 27 45 72 35 253 ...... 38 63 101 51 180 ...... 27 45 72 36 254 ...... 38 64 101 51 181 ...... 27 45 73 36 255 ...... 38 64 102 51 182 ...... 27 46 73 36 256 ...... 38 64 103 51 183 ...... 27 46 73 37 257 ...... 39 64 103 51 184 ...... 28 46 73 37 258 ...... 39 65 103 51 185 ...... 28 46 74 37 259 ...... 39 65 104 51 186 ...... 28 47 74 37 260 ...... 39 65 104 52 187 ...... 28 47 75 37 261 ...... 39 65 105 52 188 ...... 28 47 75 38 262 ...... 39 66 105 52 189 ...... 28 47 76 38 263 ...... 39 66 105 53

109 Ch. 301, App. B 41 CFR Ch. 301 (7–1–97 Edition)

M&IE Rate Breakfast Lunch Dinner Incidentals lunch, and dinner, respectively. The remain- der is the incidental expense allowance. 264 ...... 40 66 105 53 265 ...... 40 66 106 53 [FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990]

For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast,

110