§ 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 . the renter’s use of the vehicle. Damage 301–3.2 Rental automobiles and special con- veyances. to the rented vehicle (collision dam- 301–3.3 policy and class of service au- age), however, is often covered only thorized. above a deductible amount specified in 301–3.4 Special . 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 deduct- ible 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 , 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, (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 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 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, accom- modations, 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 ci- vilian 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 defini- tions 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 () 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 accommoda- tions. The term ‘‘first-class steamer ac- ing by competent medical authority. commodations’’ includes all accom- The use of first-class steamer accom- modations 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 accommoda- tions. 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 air- line 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 ac- commodations 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 alpha- numeric 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 ex- pressed 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 sub- mitted 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 infor- mation 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 be- fore 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 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 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 car- riers—(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 para- graph (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 agen- cy 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 certifi- cated 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 transpor- tation. 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; 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 ac- tual 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