United States Department of the Interior OFFICE OF THE SECRETARY Washington,DC 20240 AUG 3 I 2018 FINANCIAL MANAGEMENT MEMORANDUM 2018-015 (Vol. X.A) To: Bureau Chief Financial From Douglas A. Glenn Deputy Chief Financial Offrcer Director Offrce of Financial Management Subject: Issuance of Amended Department of the Interior Temporary Duty Travel Policy This memorandum transmits the amended Department of the Interior's (Interior) Temporary Duty Travel (TDY) policy, effective immediately. Any travel that began prior to this date shall be govemed by the previous version of the Interior TDY policy. This policy has been amended to remove unnecessary requirements and to provide more clarification where needed. Bureaus and Offices are expected to adapt their internal policies to adhere to this policy and may not provide fewer requirements than those contained in this policy. The list of the policy changes to the policy is attached as Appendix 1 If you have any questions regarding to this memorandum, please contact Robert Smith at (202) 208-6584 or via e-mail at [email protected]. Attachments cc: Finance Officers Partnership Amends FMM 2015-014 U.S. Department of the Interior Temporary Duty Travel Policy August 31, 2018 Table of Contents Table of Contents 2 1 Introduction 6 1.1 Temporary Duty Travel Allowances 6 1.1.1 Defining TDY Travel ................................................................................................................................. 6 1.1.2 Understanding Eligibility for TDY Allowances ...................................................................................... 7 1.1.3 Understanding Responsibility for Travel-Related Costs ........................................................................ 7 1.1.4 Using Promotional Benefits Earned during TDY Travel ....................................................................... 8 1.2 E-Gov Travel Service (ETS) 8 1.2.1 Understanding ETS ................................................................................................................................... 8 1.2.2 Defining the Federal Travel Management Program ............................................................................. 10 1.3 Travel Authorizations 10 1.3.1 Defining the Purpose for Issuing a Travel Authorization .................................................................... 10 1.3.2 Defining Types of Travel Authorizations ............................................................................................... 11 1.3.3 Defining Minimum Standards for Travel Authorizations .................................................................... 11 1.3.4 Establishing Internal Policies and Procedures for Travel Authorizations ......................................... 12 1.3.5 Identifying Trip Purpose Codes ............................................................................................................. 13 1.3.6 Identifying Travel-Related Expenses that Require Specific Authorization ........................................ 14 1.3.7 Booking Combined Official and Personal Travel ................................................................................. 14 1.4 Travel Claims for Reimbursement 15 1.4.1 Understanding Travel Vouchers ............................................................................................................ 15 1.4.2 Defining Approving Officials' Responsibilities ..................................................................................... 16 1.4.3 Defining Timeline for Travel Claims ..................................................................................................... 17 1.4.4 Disallowing Travel Claims ...................................................................................................................... 17 1.5 Invitational and Contractor Travel 17 1.5.1 Understanding Invitational Travel ......................................................................................................... 17 1.5.2 Understanding Pre-Employment Interview Travel .............................................................................. 19 1.5.3 Understanding Contractor Travel .......................................................................................................... 19 1.6 Travel Funded by Non-Federal Source or Government Agency 19 1.6.1 Defining Travel Funded by Non-Federal Source or Government Agency ......................................... 19 1.6.2 Understanding Travel Sponsored by Non-Federal Source .................................................................. 20 1.6.3 Understanding Intra- or Inter-Governmental Travel .......................................................................... 21 2 Per Diem Expenses 23 2.1 Eligibility for Per Diem Reimbursement 23 2.1.1 Determining Eligibility for Per Diem Reimbursement ......................................................................... 23 2.1.2 Establishing Policies to Govern Authorization and Payment of Per Diem Expenses ........................ 24 2.1.3 Determining Eligibility for Rest Periods during TDY Travel .............................................................. 2 4 2.1.4 Determining Eligibility for Per Diem on Leave or Non-Workdays during TDY Travel ................... 25 2.1.5 Determining Eligibility for Per Diem during Return Travel ............................................................... 25 2.2 Lodging Costs 26 2.2.1 Obtaining Lodging for TDY Travel ....................................................................................................... 26 2.2.2 Understanding Types of Lodging ........................................................................................................... 27 2.2.3 Understanding Lodging Taxes and Tax Exempt Status ....................................................................... 28 2.2.4 Determining Eligibility for Advanced Room Deposits .......................................................................... 28 2.3 Meal Costs 29 2.3.1 Defining Complimentary Meals .............................................................................................................. 29 2.3.2 Defining Meals Provided by the Government ....................................................................................... 29 2.3.3 Refusing Meals for Medical or Religious Reasons ................................................................................ 30 2.4 Documentation Requirements 30 2.5 Lodgings-plus Per Diem 30 2 2.5.1 Determining Allowable Lodging Reimbursement Rate ........................................................................ 30 2.5.2 Determining Allowable M&IE Reimbursement Rate ........................................................................... 30 2.6 Reduced Per Diem 32 2.6.1 Reducing Per Diem during TDY Travel ................................................................................................ 32 2.6.2 Understanding Camp Rates .................................................................................................................... 32 2.7 Actual Expense 32 2.7.1 Determining Eligibility for Actual Expense Reimbursement ............................................................... 32 2.7.2 Requesting Actual Expense Reimbursement ......................................................................................... 33 2.7.3 Authorizing Actual Expense Reimbursement ....................................................................................... 33 2.7.4 Identifying Required Receipts for Actual Expense Reimbursement ................................................... 34 3 Extenuating Circumstances for Travel 35 3.1 Travel of Employee with Disability or Special Need 35 3.1.1 Understanding Allowable Expenses ....................................................................................................... 35 3.1.2 Authorizing and Paying Additional Travel Expenses for Employee with Disability or Special Need ............................................................................................................................................................................ 35 3.2 Emergency Travel 36 3.2.1 Understanding Emergency Travel ......................................................................................................... 36 3.2.2 Determining When Emergency Travel is Necessary ............................................................................. 36 3.2.3 Interrupting or Discontinuing TDY Travel ........................................................................................... 36 3.2.4 Determining Allowable Expenses when Illness or Injury Occurs ....................................................... 37 3.3 Travel Guidance for Year End and Beginning of New Fiscal Year 38 3.4 Travel during Periods Covered by Continuing Resolution Authority 38 3.5 Official Travel during Periods of Conflict 38 3.6 Travel of Threatened Law Enforcement or Investigative Employees 39 3.6.1 Understanding Allowable Subsistence and Transportation Expenses for Law Enforcement or Investigative Employees ................................................................................................................................... 39 3.6.2 Identifying Allowable Lodging Expenses ............................................................................................... 39 3.6.3 Identifying Allowable Transportation Expenses ................................................................................... 40 3.6.4 Identifying Allowable Subsistence Expenses ........................................................................................