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U.S. Department of the Interior Temporary Duty Travel Policy March 2014 Table of Contents 1 Introduction .......................................................................................................................... 5 1.1 Temporary Duty Travel Allowances ............................................................................ 5 1.1.1 Defining TDY Travel ............................................................................................... 5 1.1.2 Understanding Eligibility for TDY Allowances .................................................... 6 1.1.3 Understanding Responsibility for Travel-Related Costs ..................................... 6 1.1.4 Using Promotional Benefits Earned during TDY Travel .................................... 7 1.2 E-Gov Travel Service (ETS) ......................................................................................... 7 1.2.1 Understanding ETS ................................................................................................. 7 1.2.2 Defining the Federal Travel Management Program ............................................ 9 1.3 Travel Authorizations .................................................................................................... 9 1.3.1 Defining Purpose of Travel Authorization Process .............................................. 9 1.3.2 Defining Types of Travel Authorizations ............................................................ 10 1.3.3 Defining Minimum Standards for Travel Authorizations ................................. 10 1.3.4 Establishing Internal Policies and Procedures for Travel Authorizations ...... 11 1.3.5 Identifying Trip Purpose Codes ........................................................................... 12 1.3.6 Identifying Travel-Related Expenses that Require Specific Authorization or Pre-Approval ................................................................................................................... 13 1.3.7 Booking Combined Official and Personal Travel ............................................... 14 1.4 Travel Claims for Reimbursement ............................................................................. 14 1.4.1 Understanding Travel Vouchers .......................................................................... 14 1.4.2 Defining Approving Officials' Responsibilities ................................................... 16 1.4.3 Defining Timeline for Travel Claims ................................................................... 16 1.4.4 Disallowing Travel Claims .................................................................................... 16 1.5 Invitational and Contractor Travel ............................................................................ 17 1.5.1 Understanding Invitational Travel ...................................................................... 17 1.5.2 Understanding Pre-Employment Interview Travel ........................................... 18 1.5.3 Understanding Contractor Travel ....................................................................... 18 1.6 Travel Funded by Non-Federal Source or Another Agency .................................... 19 1.6.1 Defining Travel Funded by Non-Federal Source or Another Agency .............. 19 1.6.2 Understanding Travel Sponsored by Non-Federal Source ................................ 19 1.6.3 Understanding Intra- or Inter-Governmental Travel ........................................ 21 2 Per Diem Expenses ............................................................................................................. 22 2.1 Eligibility for Per Diem Reimbursement ................................................................... 22 2.1.1 Determining Eligibility for Per Diem Reimbursement ...................................... 22 2.1.2 Establishing Policies to Govern Authorization and Payment of Per Diem Expenses .......................................................................................................................... 23 2.1.3 Determining Eligibility for Rest Periods during TDY Travel ........................... 23 2.1.4 Determining Eligibility for Per Diem on Leave or Non-Workdays during TDY Travel ............................................................................................................................... 24 2.1.5 Determining Eligibility for Per Diem during Return Travel ............................ 24 2.2 Lodging Costs ............................................................................................................... 25 2.2.1 Obtaining Lodging for TDY Travel ..................................................................... 25 2.2.2 Understanding Types of Lodging ......................................................................... 26 2.2.3 Understanding Lodging Taxes and Tax Exempt Status .................................... 27 2.2.4 Determining Eligibility for Advanced Room Deposits ....................................... 27 2.3 Meal Costs..................................................................................................................... 28 2.3.1 Defining Complimentary Meals ........................................................................... 28 2.3.2 Defining Meals Provided by the Government ..................................................... 28 2.3.3 Refusing Meals for Medical or Religious Reasons ............................................. 28 i Table of Contents 2.4 Documentation Requirements .................................................................................... 29 2.5 Lodgings-plus Per Diem .............................................................................................. 29 2.5.1 Determining Allowable Lodging Reimbursement Rate ..................................... 29 2.5.2 Determining Allowable M&IE Reimbursement Rate ........................................ 29 2.6 Reduced Per Diem........................................................................................................ 31 2.6.1 Reducing Per Diem during TDY Travel ............................................................. 31 2.6.2 Understanding Camp Rates .................................................................................. 31 2.7 Actual Expense ............................................................................................................. 31 2.7.1 Determining Eligibility for Actual Expense Reimbursement ............................ 32 2.7.2 Requesting Actual Expense Reimbursement ...................................................... 32 2.7.3 Authorizing Actual Expense Reimbursement ..................................................... 32 2.7.4 Identifying Required Receipts for Actual Expense Reimbursement ................ 33 3 Extenuating Circumstances for Travel ............................................................................ 34 3.1 Travel of Employee with Disability or Special Need ................................................ 34 3.1.1 Understanding Allowable Expenses for TDY Travel of Employee with Disability or Special Need .............................................................................................. 34 3.1.2 Authorizing and Paying Additional Travel Expenses for Employee with Disability or Special Need .............................................................................................. 34 3.2 Emergency Travel ........................................................................................................ 35 3.2.1 Understanding Emergency Travel ....................................................................... 35 3.2.2 Defining "Family" for Emergency Travel Purposes .......................................... 35 3.2.3 Interrupting or Discontinuing TDY Travel ........................................................ 35 3.2.4 Determining Allowable Expenses when Illness or Injury Occurs ..................... 36 3.3 Travel Guidance for Year End and Beginning of New Fiscal Year ........................ 37 3.4 Travel During Periods Covered by Continuing Resolution Authority ................... 37 3.5 Official Travel During Period of Conflict .................................................................. 38 3.6 Travel of Threatened Law Enforcement or Investigative Employees .................... 38 3.6.1 Understanding Allowable Subsistence and Transportation Expenses for Law Enforcement or Investigative Employees ..................................................................... 38 3.6.2 Identifying Allowable Lodging Expenses ............................................................ 39 3.6.3 Identifying Allowable Transportation Expenses ................................................ 39 3.6.4 Identifying Allowable Subsistence Expenses ....................................................... 39 3.6.5 Documenting Subsistence Expenses ..................................................................... 40 3.6.6 Determining the Allowable Period of Expense Reimbursement ....................... 40 3.6.7 Obtaining Travel Advance for Transportation and Subsistence Expenses ..... 40 3.6.8 Identifying Required Receipts for Reimbursement ........................................... 40 4 Transportation Expenses ................................................................................................... 41 4.1 Understanding Allowable Transportation Expenses ................................................ 41 4.1.1 Identifying and Authorizing Allowable Transportation Expenses ................... 41 4.1.2 Selecting Most Advantageous