Rule2025-22289
Federal Travel Regulation; Reorganizing and Streamlining the Federal Travel Regulation To Improve Operational Efficiency
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Published
December 8, 2025
Effective
December 8, 2025
Issuing agencies
General Services Administration
Abstract
To implement the President's Deregulatory Initiatives, and to better reflect modern travel operations while still accounting for statutory requirements, GSA is issuing this final rule amending the entire Federal Travel Regulation (FTR). These updates streamline text and remove duplicative regulations to drive more efficient and effective Federal travel and relocation, while saving money for American taxpayers.
Full Text
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[Federal Register Volume 90, Number 233 (Monday, December 8, 2025)]
[Rules and Regulations]
[Pages 56890-56965]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-22289]
[[Page 56889]]
Vol. 90
Monday,
No. 233
December 8, 2025
Part III
General Services Administration
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41 CFR Chapters 300, 301, 302 et al.
Federal Travel Regulation; Reorganizing and Streamlining the Federal
Travel Regulation To Improve Operational Efficiency; Final Rule
Federal Register / Vol. 90 , No. 233 / Monday, December 8, 2025 /
Rules and Regulations
[[Page 56890]]
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GENERAL SERVICES ADMINISTRATION
41 CFR Chapters 300 Through 304
[FTR Case 2025-05; Docket No. GSA-FTR-2025-0003; Sequence No. 1]
RIN 3090-AL06
Federal Travel Regulation; Reorganizing and Streamlining the
Federal Travel Regulation To Improve Operational Efficiency
AGENCY: Office of Government-Wide Policy (OGP), General Services
Administration (GSA).
ACTION: Final rule.
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SUMMARY: To implement the President's Deregulatory Initiatives, and to
better reflect modern travel operations while still accounting for
statutory requirements, GSA is issuing this final rule amending the
entire Federal Travel Regulation (FTR). These updates streamline text
and remove duplicative regulations to drive more efficient and
effective Federal travel and relocation, while saving money for
American taxpayers.
DATES: Effective date: December 8, 2025.
FOR FURTHER INFORMATION CONTACT: Alexander Kurien, Deputy Associate
Administrator, at 202-495-9628 or <a href="/cdn-cgi/l/email-protection#ec989e8d9a89809c8380858f95ac8b9f8dc28b839a"><span class="__cf_email__" data-cfemail="90e4e2f1e6f5fce0fffcf9f3e9d0f7e3f1bef7ffe6">[email protected]</span></a>, for
clarification of content. For information pertaining to status or
publication schedules, contact the Regulatory Secretariat Division at
202-501-4755 or <a href="/cdn-cgi/l/email-protection#591e0a180b3c3e0a3c3a193e2a38773e362f"><span class="__cf_email__" data-cfemail="feb9adbfac9b99ad9b9dbe998d9fd0999188">[email protected]</span></a>. Please cite FTR Case 2025-05.
SUPPLEMENTARY INFORMATION:
I. Background
On April 16, 2025, GSA published two notices in the Federal
Register at 90 FR 15948 and 90 FR 15946, respectively, regarding its
intention to rescind FTR Case 2022-03,''Alternative Fuel Vehicle Usage
During Relocations'' published in the Federal Register at 89 FR 20857
on March 26, 2024, and FTR Case 2022-05, ``Updating the FTR with
Diversity, Equity, Inclusion, and Accessibility Language'' published in
the Federal Register at 89 FR 12250 on February 16, 2024. Accordingly,
GSA is reverting the language in the FTR that was changed pursuant to
FTR Case 2022-03 to the language that applied immediately prior to such
changes; such predecessor language was agnostic as to the type of
privately-owned vehicle owned or leased by a relocating employee.
Regarding FTR Case 2022-05, GSA is removing most pronouns in the FTR
instead of reverting to sex-specific pronouns such as he, she, his, or
her as originally intended. The decision to remove most pronouns is
adopted for clarity as there are multiple nouns that a pronoun could
refer to with the reversion of the FTR to title and narrative format as
further discussed below. A detailed discussion of other changes
follows.
Pursuant to 5 United States Code (U.S.C) 5707 and 5738, GSA has the
authority to promulgate travel and relocation regulations,
respectively, which GSA does through the FTR. The FTR has undergone
many changes since its inception, including major revisions in 1989 and
1998. This revision marks another major update in several ways. First,
the question and answer (Q&A) format from the 1998 revision is reverted
to title and narrative format. The updated format reduces redundancies
that developed as a result of the Q&A format's creation of separate
agency and employee sections.
GSA is also eliminating several parts of the FTR not explicitly
articulated within authorizing statutes, thereby reducing the cost and
complexity of the travel and relocation process. Specific major changes
are detailed under the discussion section of this preamble. Broadly,
this rewrite reduces chapter 300 to solely the glossary of terms, and
either eliminates other sections or integrates them into relevant
sections of subsequent chapters. While chapters 301 and 302 still focus
on temporary duty travel and relocation, respectively, their overall
length is reduced by more than half. Chapters 303 and 304, addressing
the death of an employee and payment by non-Federal sources,
respectively, are also both shortened by deleting material that is
either redundant or not statutorily required.
GSA, through its responsibility to maintain the FTR on behalf of
the entire Executive branch of the Federal Government, strives to
ensure that travel and relocation undertaken in the public interest is
as cost effective and efficient as possible. These FTR revisions,
coupled with improvements in technology that help in the execution of
these regulations, advances this goal.
II. Discussion of the Final Rule--Significant Changes
Significant changes are noted by chapter:
Chapter 300 now solely consists of the glossary of terms, with
other sections either being deleted or moved into more appropriate
chapters. The introductory parts of chapter 300 that define the FTR and
who it applies to are greatly simplified and have been moved into
chapter 301. Part 300-70, subpart A, which details agency reporting
requirements, has been partially moved to chapter 302, as statutory
requirements for annual reporting exist for both agency travel and
relocation. Part 300-70, subpart B, which required agencies to annually
submit their first and business class travel use, has been eliminated.
GSA included premium class travel reporting in the FTR upon the
recommendation of the Government Accountability Office (GAO) per its
report titled ``Premium Class Travel: Internal Control Weaknesses
Governmentwide Led to Improper and Abusive Use of Premium Class
Travel'' (GAO-07-1268). Premium class travel, specifically first and
business class travel, is less than 0.2 percent of Federal airline
transportation spending. Accordingly, any instances of regulatory abuse
with respect to this topic appear to be rare and can be managed at the
agency level, instead of through an additional reporting mechanism.
While the removal of this reporting requirement reduces administrative
burden, it does not diminish the general rule that premium class travel
may be authorized only if one of the relevant regulatory exceptions is
met. GSA may consider reinserting this annual reporting requirement in
a future FTR amendment if needed. Finally, part 300-80, Relocation
Expenses Test Programs, has been moved to chapter 302, which covers
relocation.
In chapter 301, the terms ``agency'' and ``employee'' are
unchanged, but as they are definitional, they have been moved to
chapter 300, Glossary of Terms. Further, GSA eliminated the
presumptions as to the most advantageous method of transportation by
order of precedence at Sec. 301-10.5, as an order of precedence is not
statutorily required; the new regulation relies on agency discretion to
select the method most advantageous to the government. GSA updated FTR
part 301-11 to allow flexibility on the requirement to have advance
approval to claim the full meals and incidental expenses (M&IE) when
meals are furnished or included in a registration fee and the employee
is unable to consume the furnished meal(s) because of medical
requirements or religious beliefs. Advance approval is now only
required if the employee had advance knowledge of the meals that would
be provided. For example, if the meal is provided at a conference, but
no specifics on the meal composition (e.g., meals with common allergens
such as nuts) are provided in advance, then no advance approval is
required for employees to claim the full M&IE.
Laundry reimbursement is not claimed very often, and is a small
amount spent in terms of overall Federal travel (less than $100,000/
year).
[[Page 56891]]
Employees needed to be on travel for at least four consecutive nights
in order to be reimbursed for laundry expenses. The FTR will no longer
list laundry as its own distinct category of reimbursement, which led
some agencies to think they had to pay the expense, even though the
regulation itself said agencies ``may'' pay it, not must. For travel
within the continental United States, agencies can still determine
whether laundry is an appropriate miscellaneous expense in their
overall miscellaneous expenses policy. Part 301-30 is amended to insert
the word ``employee'' before ``emergency travel'' to avoid confusion
with travelers thinking they are entitled to different or extra travel
expenses for responding to others' emergencies when in fact, the Part
addresses expenses for employees that experience a personal emergency
while on travel. A change made throughout the FTR, including in part
301-30, Employee Emergency Travel, and part 301-31, Threatened Law
Enforcement/Investigative Employees, narrows where permitted by
statute, the reimbursement of expenses to ``immediate family'' as
defined in chapter 300. Without this distinction an employee might
assume they are entitled to reimbursement for any number of family
members, despite the glossary of terms directing the reader to
``immediate family'' for the definition of ``family''.
Part 301-74, Conference Planning, has been removed as it is
guidance, and not regulatory text required to be prescribed by statute.
Further, GSA believes that agencies are better equipped to give updated
advice and support on this topic to their employees, especially because
much of part 301-74 addressed conference planning generally and not
conference planning involving travel.
Finally, the former appendix C to chapter 301 containing a list of
standard data elements for Government travel was removed. This
information is not considered regulatory and is found at <a href="https://ussm.gsa.gov/fibf-travel/#standard_data_elements">https://ussm.gsa.gov/fibf-travel/#standard_data_elements</a>. Subchapter B,
Relocation Allowances, part 302-3, Relocation Allowance by Specific
Type, was updated to clarify mandatory and discretionary items,
specifically on extended storage and property management. GSA also
clarified when allowances may be reimbursed for a temporary change of
station.
In part 302-3, subpart C, Types of Transfers, GSA clarified the
regulations surrounding the transfer of two employed immediate family
members and specified that only one of the employed immediate family
members can claim any non-employee immediate family member(s).
GSA also clarified the regulations governing tour renewal travel
for Alaska and Hawaii. Specifically, if other conditions are met,
employees are allowed tour renewal travel from Alaska or Hawaii so long
as they will continue to serve a consecutive tour in either Alaska or
Hawaii. As previously written, to qualify the employee had to return
and serve a consecutive tour in the specific state they had departed
from.
In part 302-6, Allowance for Temporary Quarters Subsistence
Expenses (TQSE), GSA eliminated the TQSE Actual Expense (TQSE-AE) and
TQSE Lump Sum (TQSE-LS) payment methods. With the implementation of the
TQSE Lodgings-plus (TQSE-LP) payment method, TQSE-AE became redundant.
When the TQSE-LP payment method was created, the TQSE-AE was also
changed to reimburse at the same rate as the TQSE-LP with the primary
difference being that under TQSE-AE the employee had to itemize
expenses. Since itemization is not required under TQSE-LP and the
reimbursement rates are identical, TQSE-AE is no longer necessary. The
TQSE-LS was implemented at the time when the only payment method was
the TQSE-AE. The TQSE-LS was meant as a means to reduce the
administrative burden of tracking individual expenses and also was
reimbursed at the higher locality rate compared to the prior way of
reimbursing TQSE-AE at the standard continental United States (CONUS)
rate. With the implementation of the TQSE-LP, administrative burden has
been negated since the only receipt required is a lodging receipt and
TQSE-LP is reimbursed at the locality rate so there is no additional
benefit to using the TQSE-LS.
In part 302-11, Allowances for Residence Transaction Expenses, the
restriction that prohibits reimbursement for broker fees or commissions
paid in connection with purchase of a home at the new official station
is eliminated. OGP published a GSA Bulletin FTR 25-03 on October 30,
2024 (viewable at <a href="https://www.gsa.gov/ftrbulletins">https://www.gsa.gov/ftrbulletins</a>), temporarily
waiving the restriction. By incorporating the waiver into the FTR
permanently, this change allows agencies to reimburse eligible
relocating employees for buyer broker fees/real estate commissions in
connection with the purchase of a residence at the new official station
incident to their relocation.
Changes to chapter 303, Payment of Expenses Connected With the
Death of Certain Employees, were made to streamline the text. A change
to only require receipts when expenses were $75 or more was added in
line with receipt requirements elsewhere in the FTR. This change should
reduce some administrative burden. Death of employees while on official
travel is extremely rare, but it does happen and families should be as
burden-free as possible when making final arrangements.
No substantive changes were made to chapter 304, which addresses
non-Federal source payments for travel.
III. Cost Impact Analysis
GSA conducted an economic analysis of the changes and determined
that during the first and subsequent years after publication of the
rule, there are economic impacts associated with this rule. GSA
estimated the discounted total overall net cost avoidance over a 10-
year period is $653,337 at a 3-percent discount rate and $547,239 at a
7-percent discount rate. GSA calculated the estimated hourly
compensation \1\ using the U.S. Office of Personnel Management's 2025
General Schedule (GS) Rest of United States Locality Pay Table,\2\ a
full fringe benefit cost factor of 36.25 percent,\3\ and an overhead
cost factor of 12 percent as provided by the Office of Management and
Budget (OMB) Circular A-76.\4\ The following section is a list of
activities related to regulatory compliance that GSA anticipates will
occur. These assumptions were generated based on internal GSA
expertise.
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\1\ Computing Hourly Rates of Pay Using the 2,087-Hour Divisor
(<a href="https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/computing-hourly-rates-of-pay-using-the-2087-hour-divisor/">https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/computing-hourly-rates-of-pay-using-the-2087-hour-divisor/</a>).
\2\ General Schedule (<a href="https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2025/general-schedule">https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2025/general-schedule</a>).
\3\ OMB Memo M-08-13, dated March 11, 2008 (<a href="https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2008/m08-13.pdf">https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2008/m08-13.pdf</a>).
\4\ OMB Circular A-76 (<a href="https://georgewbush-whitehouse.archives.gov/omb/circulars/a076/a76_incl_tech_correction.html">https://georgewbush-whitehouse.archives.gov/omb/circulars/a076/a76_incl_tech_correction.html</a>).
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1. Economic Impact to Government
a. Reduction in Regulatory Text
GSA assumes that reduced page count will result in cost avoidance
for the time saved by the Federal employees reading the FTR. GSA
estimated a 46%, or 394-page, reduction in the number of pages from the
current FTR by comparing the current FTR with the new version set forth
herein using a double-spaced format (same font, same margins). The
actual reduction amount will not be known to the public until the
revisions
[[Page 56892]]
are formally printed in the Code of Federal Regulations.
GSA estimated that GS-11s would save 4.1 hours in reading time in
the first year and 2.05 hours in Years 2-10; GS-12s would save 3 hours
in the first year and 1.5 hours in Years 2-10. GSA estimated that there
are 125 GS-11s and 500 GS-12s that need to be familiar with the FTR.
Given the hourly rate of $59.52 for GS-11s the total cost avoidance for
GS-11s in Year 1 will be $30,504 and $15,252 in the years thereafter.
Given the hourly rate of $71.35 for GS-12s, the total cost avoidance
for GS-12s in Year 1 will be $107,025 and $53,513 annually thereafter.
The total impact is a cost savings of $765,410. A breakdown of the
undiscounted total annual estimated cost avoidance by GS levels by year
from the reduction of regulatory text is provided in the table below.
------------------------------------------------------------------------
Year 1 Years 2-10
------------------------------------------------------------------------
Cost avoidance for GS-11s............... $30,504 $15,252
Cost avoidance for GS-12s............... 107,025 53,513
------------------------------------------------------------------------
2. Total Overall Economic Impact
The total cost avoidance for the government is $137,529 in Year 1
and $68,765 annually for Years 2-10 for a total impact of $765,410.
The discounted estimated total overall net cost avoidance over a
10-year period is $653,337 at a 3-percent discount rate and $ 547,239
at a 7-percent discount rate. The following is a summary of the
estimated costs calculated for a 10-year time horizon at a 3- and 7-
percent discount rate:
------------------------------------------------------------------------
Total cost
Summary avoidance
------------------------------------------------------------------------
Present Value (3 percent)............................... $653,337
Annualized Cost Avoidance (3 percent)................... 76,591
Present Value (7 percent)............................... 547,239
Annualized Cost Avoidance (7 percent)................... 77,915
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IV. Executive Orders 12866,13563, and 14192
Executive Order (E.O.) 12866 (Regulatory Planning and Review)
directs agencies to assess all costs and benefits of available
regulatory alternatives and, if regulation is necessary, to select
regulatory approaches that maximize net benefits (including potential
economic, environmental, public health and safety effects, distributive
impacts, and equity). E.O. 13563 (Improving Regulation and Regulatory
Review) emphasizes the importance of quantifying both costs and
benefits, of reducing costs, of harmonizing rules, and of promoting
flexibility. The Office of Management and Budget's Office of
Information and Regulatory Affairs (OIRA) has determined that this rule
is a significant regulatory action under section 3(f) of E.O. 12866
and, therefore, was reviewed under Section 6(b) of E.O. 12866. This
final rule is an E.O. 14192 (Unleashing Prosperity Through
Deregulation) deregulatory action.
V. Congressional Review Act
OIRA has determined that this is not a ``major rule'' under
Subtitle E of the Small Business Regulatory Enforcement Fairness Act of
1996, 5 U.S.C. 804(2), also known as the Congressional Review Act or
CRA. The CRA generally provides that before a rule may take effect,
unless excepted, the agency promulgating the rule must submit a rule
report, which includes a copy of the rule, to each House of the
Congress and to the Comptroller General of the United States. This
action, however, is excepted from CRA reporting requirements prescribed
under 5 U.S.C. 801 as it relates to agency management or personnel and
is therefore not a ``rule'' under the CRA pursuant to 5 U.S.C.
804(3)(B).
VI. Regulatory Flexibility Act
This final rule will not have a significant economic impact on a
substantial number of small entities within the meaning of the
Regulatory Flexibility Act, 5 U.S.C. 601 et seq. This final rule is
also exempt from the Administrative Procedure Act pursuant to 5 U.S.C.
553(a)(2) because it applies to agency management or personnel.
Therefore, an Initial Regulatory Flexibility Analysis was not
performed.
VII. Paperwork Reduction Act
The Paperwork Reduction Act does not apply because the changes to
the FTR do not impose recordkeeping or information collection
requirements, or the collection of information from offerors,
contractors, or members of the public that require the approval of the
Office of Management and Budget (OMB) under 44 U.S.C. 3501 et seq.
VIII. Signing Authority
The Acting Administrator of GSA, Michael Rigas, having reviewed and
approved this document, is delegating the authority to electronically
sign this document to Larry Allen, who is the Associate Administrator
of the Office of Government-wide Policy, for purposes of publication in
the Federal Register.
List of Subjects
41 CFR Part 300-1
Government employees, Income taxes, Travel and transportation
expenses.
41 CFR Parts 301-1 and 301-2
Government employees, Travel and transportation expenses.
41 CFR Part 301-10
Common carriers, Government employees, Government property, Travel
and transportation expenses.
41 CFR Parts 301-11 and 301-12
Government employees, Travel and transportation expenses.
41 CFR Part 301-13
Government employees, Individuals with disabilities, Travel and
transportation expenses.
41 CFR Parts 301-30 Through 301-31 and 301-50 Through 301-53
Government employees, Travel and transportation expenses.
41 CFR Part 301-70
Administrative practice and procedure, Common carriers, Government
contracts, Government employees, Individuals with disabilities, Travel
and transportation expenses.
41 CFR Part 301-71
Accounting, Government employees, Travel and transportation
expenses.
41 CFR Part 301-72
Common carriers, Government employees, Travel and transportation
expenses.
41 CFR Part 301-73
Government contracts, Travel and transportation expenses.
41 CFR Parts 301-75 and 301-76
Government employees, Travel and transportation expenses.
[[Page 56893]]
41 CFR Part 301-80
Government employees, Reporting and recordkeeping requirements,
Travel and transportation expenses.
41 CFR Parts 302-1 Through 302-4
Government employees, Income taxes, Travel and transportation
expenses.
41 CFR Parts 302-5 Through 302-11
Government employees, Travel and transportation expenses.
41 CFR Part 302-12
Government employees, Income taxes, Travel and transportation
expenses.
41 CFR Part 302-14
Government employees, Travel and transportation expenses.
41 CFR Part 302-15
Government employees, Income taxes, Travel and transportation
expenses.
41 CFR Part 302-16
Government employees, Relocation services, Travel and
transportation expenses.
41 CFR Part 302-17
Government employees, Income taxes, Travel and transportation
expenses.
41 CFR Part 302-18
Government employees, Travel and transportation expenses.
41 CFR Part 303-70
Claims, Government employees, Travel and transportation expenses.
41 CFR Parts 304-1 Through 304-7 and 304-9
Government employees, Travel and transportation expenses.
Larry Allen,
Associate Administrator, Office of Government-wide Policy.
For the reasons set forth in the preamble, GSA revises 41 CFR
subtitle F, chapters 300 through 304, to read as follows:
Subtitle F--Federal Travel Regulation System
CHAPTER 300--GLOSSARY OF TERMS
PART 300-1--GLOSSARY OF TERMS
Sec.
300-1.1 Glossary of terms.
300-1.2 [Reserved]
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
SUBCHAPTER A--INTRODUCTION AND AUTHORIZATION
PART 301-1--APPLICABILITY
301-1.1 Purpose.
301-1.2 Eligibility for TDY allowances.
PART 301-2--GENERAL RULES
301-2.1 Travel authorization requirement.
301-2.2 Allowable travel expenses.
301-2.3 Travel arrangements requiring specific authorization or
prior approval.
SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
PART 301-10--TRANSPORTATION EXPENSES
Subpart A--General
301-10.1 Eligibility for transportation expenses payment.
301-10.2 Authorized transportation methods.
301-10.3 Selection of transportation method.
301-10.4 Liability for unauthorized or indirect travel.
Subpart B--Common Carrier Transportation Airline
301-10.100 Use of other than coach class accommodations.
301-10.101 Changes to or non-use of common carrier reservations.
301-10.102 Handling of unused Government transportation items.
301-10.103-301-10.109 [Reserved]
Use of Contract City Pair Program Fares
301-10.110 Requirement to use contract City Pair program fare.
301-10.111 Exceptions to contract City Pair Program fare usage.
301-10.112 Liability for unauthorized non-contract carrier use.
301-10.113-301-10.117 [Reserved]
Airline Accommodations
301-10.118-301-10.121 [Reserved]
301-10.122 Compensation for denied seat.
301-10.123 Compensation for voluntarily vacating a seat.
301-10.124 Use of reduced group or charter fares.
301-10.125-301-10.129 [Reserved]
Use of United States Flag Air Carriers
301-10.130-301-10.131 [Reserved]
301-10.132 U.S. flag air carrier requirement.
301-10.133 U.S. flag air carrier service.
301-10.134 Fly America Act requirements and exceptions.
301-10.135 Fly America exceptions for foreign air carrier service as
a necessity.
301-10.136 Fly America Act exceptions for travel between the United
States and another country.
301-10.137-301-10.140 [Reserved]
301-10.141 Certification requirements for foreign air carrier use.
301-10.142 Liability for improper or unauthorized foreign air
carrier use.
301-10.143-301-10.159 [Reserved]
Train
301-10.160 Use of extra-fare train service.
301-10.161 Use of train sleeping accommodations.
301-10.162-301-10.179 [Reserved]
Ship
301-10.180 U.S. flag ship requirement.
301-10.181 Liability for improper foreign ship use.
301-10.182-301-10.189 [Reserved]
Transit Systems
301-10.190 Use of transit system for official travel.
Subpart C--Government Vehicle
301-10.200 Types of Government vehicles.
301-10.201 Liability for unauthorized Government vehicle use.
Travel on Government Aircraft
301-10.260 Use of Government aircraft.
301-10.261 Types of Government aircraft travel.
301-10.262 Authorization of Government aircraft travel.
301-10.263 Travel authorization documents for Government aircraft.
301-10.264 Reimbursement to the Government for Government aircraft
travel.
301-10.265 Information available to the public about travel by
senior Federal officials and non-Federal travelers on Government
aircraft.
Subpart D--Privately Owned Vehicle (POV)
301-10.300 Determining and computing mileage reimbursement.
301-10.301 Reimbursement for advantageous POV use.
301-10.302 Allowable expenses beyond POV mileage rate.
301-10.303 Reimbursement with multiple POV travelers.
301-10.304 Reimbursement for POV parking at common carrier terminal.
301-10.305 Reimbursement when using an unauthorized method of
transportation.
301-10.306 Reimbursement when using a POV instead of a Government-
furnished automobile.
301-10.307-301-10.310 [Reserved]
Subpart E--Special Conveyances
301-10.400 Types of special conveyances.
301-10.401 Reimbursable charges for special conveyance.
Taxis, TNCs, Innovative Mobility Technology Companies, Shuttle
Services, or Other Courtesy Transportation
301-10.420 Use of taxi, TNC, innovative mobility technology company,
shuttle service, or other courtesy transportation.
Rental Automobiles
301-10.450 Rental vehicle use and authorization.
301-10.451 Reimbursement for collision damage waiver and theft
insurance.
301-10.452 Liability for unauthorized rental automobile use.
PART 301-11--SUBSISTENCE EXPENSES
Subpart A--General Rules
301-11.1 Eligibility for subsistence expense reimbursement.
301-11.2 Agency requirement to pay subsistence expenses.
301-11.3 Subsistence expense reimbursement methods.
301-11.4 Determining the applicable per diem reimbursement rate.
[[Page 56894]]
301-11.5 Entitlement period for subsistence expenses.
301-11.6 Selecting lodging and making lodging reservations.
301-11.7 Lodging reimbursement based on lodging type.
301-11.8 Computation of daily lodging rate for long-term lodging.
301-11.9 Allowable expenses for long-term lodging.
301-11.10 Reimbursement for prepaid lodging expenses.
301-11.11 Subsistence expense calculations when traveling across the
international dateline (IDL).
301-11.12 Agency authorization of rest periods during travel.
301-11.13 Reimbursement for subsistence expenses on non-workdays.
301-11.14 Agency reimbursement for return home or to the official
station during TDY.
301-11.15 Reimbursement for voluntary return during TDY assignment.
301-11.16 Lodging tax reimbursement.
301-11.17 Options for when the per diem rate is insufficient.
301-11.18 Reimbursement for advance room deposit.
301-11.19 Overnight lodging reimbursement.
301-11.20 Meals and incidental expenses (M&IE) reimbursement
amounts.
301-11.21 Allowable M&IE reimbursement when meals are provided.
301-11.22 Circumstances for prescribing a reduced per diem rate.
301-11.23 Itemization requirements for actual expense reimbursement.
Subparts B-E [Reserved]
Subpart F--Extended TDY Tax Reimbursement Allowance (ETTRA)
301-11.601 Duty to recognize a taxable extended TDY assignment.
301-11.602 Tax consequences of extended TDY.
301-11.603 Procedures for WTA and ETTRA calculation and
reimbursement.
301-11.604 When to file the required tax information for extended
TDY.
Appendix A to Part 301-11--Prescribed Per Diem Rates
PART 301-12--MISCELLANEOUS EXPENSES
301-12.1 Reimbursable miscellaneous expenses.
301-12.2 Baggage expense reimbursement.
PART 301-13--TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
301-13.1 Conditions of payment for additional travel expenses for
special needs.
301-13.2 Allowable additional travel expenses for special needs.
PART 301-30--EMPLOYEE EMERGENCY TRAVEL
301-30.1 Definition of employee emergency travel.
301-30.2 Procedure for interrupting or discontinuing TDY travel.
301-30.3 Allowable expenses for incapacitating illness or injury
during TDY.
301-30.4 Limitations on emergency travel expense payment.
PART 301-31--THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
301-31.1 Purpose of subsistence and transportation expenses for
threatened law enforcement/investigative employees.
301-31.2 Agency discretion in paying expenses.
301-31.3 Lodging location determination.
301-31.4 Allowable transportation expenses.
301-31.5 Allowable subsistence expenses.
301-31.6 Per diem allowance restriction.
301-31.7 Expense tracking and documentation requirement.
301-31.8 Travel advance availability.
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES,
AND CLAIMING REIMBURSEMENT
PART 301-50--ARRANGING FOR TRAVEL SERVICES
301-50.1 Travel arrangement requirements.
301-50.2 Exceptions to mandatory use of ETS, TMS, or TMC.
301-50.3 Consequences of not using ETS, TMS, or TMC.
PART 301-51--PAYING TRAVEL EXPENSES
Subpart A--General
301-51.1 Government contractor-issued travel charge card mandatory
use.
301-51.2 Exemptions from mandatory use of the Government contractor-
issued travel charge card.
301-51.3 Voluntary card use after exemption.
301-51.4 Payment methods after exemption.
301-51.5 Misuse of Government contractor-issued travel charge card.
Subpart B--Paying for Common Carrier Transportation
301-51.100 Payment methods to procure common carrier transportation.
301-51.101 Cash-equivalent payment methods.
301-51.102 Reimbursement for unauthorized cash purchases of common
carrier transportation.
301-51.103 Liability for a lost GTR.
Subpart C--Receiving Travel Advances
301-51.200 Travel advance eligibility.
301-51.201 Maximum travel advance amount.
301-51.202 Accounting for travel advance.
301-51.203 Procedure for canceled or postponed trip.
PART 301-52--CLAIMING REIMBURSEMENT
301-52.1 Travel claim information requirements.
301-52.2 Travel claim filing format.
301-52.3 Disallowed payment of a claimed item.
301-52.4 Procedure for challenging a claim disallowance.
301-52.5 Accounting for an outstanding travel advance.
301-52.6 Accounting for unused tickets and refunds.
301-52.7 Agency reimbursement timeframe.
301-52.8 Notification of claim errors.
301-52.9 Late payment fee entitlement.
301-52.10 Late payment fee calculation.
301-52.11 Minimum late payment fee threshold.
301-52.12 Tax reporting of late payment fees.
301-52.13 Tax treatment of the additional fee.
301-52.14 Penalties for defrauding the Government.
PART 301-53--USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER PROGRAMS
301-53.1 Using promotional benefits from travel service providers.
301-53.2 Restriction on selecting travel service providers.
301-53.3 Denied boarding compensation treatment.
PART 301-54--[RESERVED]
SUBCHAPTER D--AGENCY RESPONSIBILITIES
PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS
Subpart A--General Policies and Procedures
301-70.1 Administration of travel expense authorization and payment.
Subpart B--Policies and Procedures Relating to Transportation
301-70.100 Administration of transportation expense authorization
and payment.
301-70.101 Considering which method of transportation to authorize.
301-70.102 Establishing governing policies for transportation
expense authorization and payment.
301-70.103 Prohibition on preventing POV use.
Subpart C--Policies and Procedures Relating to Subsistence Expenses
301-70.200 Governing policies for subsistence expenses authorization
and payment.
301-70.201 Blanket actual expense authorization during
Presidentially-Declared Disasters.
301-70.202 Process for requesting a per diem rate review.
Subpart D--Policies and Procedures Relating to Miscellaneous Expenses
301-70.300 Governing policies for payment of miscellaneous expenses.
[[Page 56895]]
Subpart E--Policies and Procedures for Employee Emergency Travel Due to
a Personal Emergency or Incapacitating Illness or Injury
301-70.500 Governing policies and procedures for employee emergency
travel.
301-70.501 Status of existing travel authorization after personal
emergency or incapacitating illness or injury.
301-70.502 Reimbursement for travel to an alternate location for
medical treatment.
301-70.503 Defining actual cost and constructive cost for travel
interruption due to incapacitating illness or injury.
301-70.504 Reimbursement if an employee discontinues a TDY
assignment because of a personal emergency situation.
301-70.505 Reimbursement if an employee travels to an alternate
location and returns to the TDY location because of a personal
emergency situation.
301-70.506 Factors for expanding the ``immediate family'' definition
for emergency travel purposes.
Subpart F--Policies and Procedures Relating to Threatened Law
Enforcement/Investigative Employees
301-70.600 Governing policies for threatened law enforcement/
investigative employees.
301-70.601 Reevaluation of transportation and subsistence expenses.
Subpart G--[Reserved]
Subpart H--Policies and Procedures for Agencies That Authorize Travel
on Government Aircraft
301-70.800 Ensuring that travel on Government aircraft is the most
cost-effective alternative.
301-70.801 Documentation retention.
301-70.802 Inapplicability to travel by the President and Vice
President.
Subpart I--Policies and Procedures for Agencies That Own or Hire
Government Aircraft for Travel
301-70.900 Use of Government aircraft for passenger transport.
301-70.901 Approval for Government aircraft passenger transport.
301-70.902 Special responsibilities for space available travel.
301-70.903 Responsibilities for ensuring cost-effectiveness of
Government aircraft travel.
301-70.904 Travel authorization requirement for Government aircraft
passengers.
301-70.905 Documentation retention.
301-70.906 Reporting requirements for Government aircraft travel.
301-70.907 Disclosure information for Government aircraft
passengers.
PART 301-71--AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Subpart A--General
301-71.1 Purpose of agency travel accounting system.
301-71.2 Standard data elements for travel accounting system.
Subpart B--Travel Authorization
301-71.100 Purpose of the travel authorization process.
301-71.101 Group travel authorization.
301-71.102 Prohibition on open authorization of other than coach
class transportation.
301-71.103 Required information for travel authorizations.
301-71.104 Travel authorization signature authority.
301-71.105 Internal policies for travel authorization.
Subpart C--Travel Claims for Reimbursement
301-71.200 Review and approval of travel claims.
301-71.201 Reviewing official's responsibilities.
301-71.202 Claims without corresponding authorization.
301-71.203 Responsibility for claim validity.
301-71.204 Procedures for disallowing a travel claim.
Subpart D--Accounting for Travel Advances
301-71.300 Policy for travel advances.
301-71.301 Duration of travel advances.
301-71.302 Required data for travel advance accounting system.
301-71.303 Exceptions to collection of advance at travel claim
filing.
301-71.304 Collecting excess travel advance amounts.
301-71.305 Debt collection for unpaid travel advances.
301-71.306 Internal policies for travel advances.
PART 301-72--AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER
TRANSPORTATION
Subpart A--[Reserved]
Subpart B--Accounting for Common Carrier Transportation
301-72.100 Requirements for travel accounting system related to
common carrier transportation.
Subpart C--[Reserved]
Subpart D--Unused, Partially Used, Exchanged, Canceled, or Oversold
Common Carrier Transportation Services
301-72.300 Procedures for collecting unused, partially used, and
exchanged tickets.
301-72.301 Processing unused, partially used, and exchanged tickets.
PART 301-73--TRAVEL PROGRAMS
Subpart A--General Rules
301-73.1 Components of the Federal travel management program.
301-73.2 Agency responsibilities for Federal travel management
program.
Subpart B--Travel Payment System
301-73.100 Travel payment system and obtaining services.
PART 301-74--[RESERVED]
PART 301-75--PRE-EMPLOYMENT INTERVIEW TRAVEL
301-75.1 Authorization of pre-employment interview travel expenses.
301-75.2 Extent of pre-employment interview expense payment.
301-75.3 Allowable pre-employment interview travel expenses.
301-75.4 Payment methods for pre-employment interviewee travel
expenses.
PART 301-76--COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE
CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD
Subpart A--General Rule
301-76.1 Collection of undisputed delinquent amounts that an
employee (including members of the uniformed services) owes to the
Government travel charge card contractor.
Subpart B--Policies and Procedures
301-76.100 Due process requirements for collecting undisputed
delinquent amounts on behalf of the travel charge card contractor.
301-76.101 Agency responsibility for due process.
301-76.102 Conditions for collecting undisputed delinquent amounts.
301-76.103 Maximum deduction limit.
PART 301-80--AGENCY REPORTING REQUIREMENTS
301-80.1 Agency reporting requirements for travel payments.
301-80.2 [Reserved]
CHAPTER 302--RELOCATION ALLOWANCES
SUBCHAPTER A--INTRODUCTION
PART 302-1--GENERAL RULES
Subpart A--Applicability
302-1.1 Eligibility for relocation expense allowances.
302-1.2 Employees not eligible for relocation expense allowances
under this chapter.
Subpart B--Requirement To Report Agency Data for Employee Relocation
302-1.100 Requirements for reporting payments for employee
relocation.
PART 302-2--EMPLOYEE ELIGIBILITY REQUIREMENTS
Subpart A--General Rules
302-2.1 General requirements for relocation.
302-2.2 Time limit to complete all aspects of relocation.
302-2.3 Types of relocations requiring a service agreement and the
minimum period of service required.
302-2.4 Penalties for violation of service agreement.
302-2.5 Requirement to provide agency with actual place of
residence.
302-2.6 Effect of having multiple service agreements.
[[Page 56896]]
302-2.7 Duplicate reimbursement disclosure statement.
302-2.8 Advance of funds.
Subpart B--Agency Responsibilities
302-2.100 Establishment of internal policies.
302-2.101 Employees transferring between Federal agencies.
302-2.102 Waiver of statutory or regulatory limitations for
employees relocating to/from remote or isolated locations.
302-2.103 Information included in a service agreement.
SUBCHAPTER B--RELOCATION ALLOWANCES
PART 302-3--RELOCATION ALLOWANCE BY SPECIFIC TYPE
Subpart A--New Appointees
302-3.1 Relocation expenses agency pays or reimburses for new
appointees.
302-3.2 Travel to first official station before appointment.
Subpart B--Transferred Employees and Other Relocated Employees
302-3.100 Relocation expenses agency pays or reimburses for
transfers and other relocations.
Subpart C--Types of Transfers
Relocation of Two or More Employed Immediate Family Members
302-3.200 Eligibility and entitlements for two or more employed
immediate family members transferring to the same official station.
Reduction in Force Relocation
302-3.201 Involuntary relocations (due to i.e., reduction in force,
cessation, or transfer of work).
302-3.202 Re-employment after a separation by reduction in force or
transfer of functions.
Overseas Tour Renewal Agreement Travel
302-3.203 Eligibility to receive an allowance for overseas tour
renewal travel.
302-3.204 Eligibility to receive an allowance for round trip tour
renewal travel from Alaska or Hawaii.
302-3.205 Limitation on how many times employees may receive
reimbursement for tour renewal travel.
302-3.206 Travel to another U.S. location (other than to place of
actual residence) under a tour renewal agreement.
302-3.207 Travel to another overseas location (instead of the U.S.).
302-3.208 Violation of the new service agreement under a tour
renewal assignment.
302-3.209 Effect on return travel and transportation to place of
actual residence for violating the new service agreement.
Prior Return of Immediate Family Members
302-3.210 Reimbursement for immediate family members returning to
the place of actual residence before employee.
302-3.211 Return eligibility for dependent who turned 21 while
overseas.
Subpart D--Relocation Separation
Overseas to U.S. Return for Separation
302-3.300 Requirement to pay for return relocation expenses.
302-3.301 Transportation of household goods to an alternate
location.
SES Last Move Home Separation for Retirement
302-3.302 Entitlement to SES last move home separation relocation
allowances.
302-3.303 Requirements to receive separation relocation travel for
family and employee.
302-3.304 Requirements and special considerations for receiving
reimbursement for moving expenses.
302-3.305 Time limit to begin travel and transportation upon
separation.
302-3.306 Extension to the time limit for beginning separation
travel.
Subpart E--Employee's Temporary Change of Station
302-3.400 Temporary Change of Station (TCS) authorization and
eligibility.
302-3.401 Individuals not eligible for a TCS.
302-3.402 Effect on TCS when assignments are extended to longer than
30 months.
302-3.403 Separation from Government service while on a TCS.
Permanent Assignment to Temporary Official Station
302-3.404 Payment for TCS expenses.
302-3.405 Relocation allowances when permanently assigned to
temporary official station.
302-3.406 Weight limitation when permanently assigned to temporary
official station.
302-3.407 Relocation allowances not covered when permanently
assigned to temporary official station.
Subpart F--Agency Responsibilities
302-3.500 Establishment of policies and procedures for authorization
and payment of relocation allowances.
302-3.501 Establishment of policies when appointing an employee to
an overseas assignment.
302-3.502 Requirements for tour renewal agreement travel.
302-3.503 Requirements for SES separation-relocation travel.
SUBCHAPTER C--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
PART 302-4--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
Subpart A--Eligibility
302-4.1 Eligibility for subsistence and transportation allowances
for permanent change of station (PCS) travel.
Subpart B--[Reserved]
Subpart C--Subsistence
302-4.200 Per diem rate for employee and immediate family members
for en route relocation travel within CONUS.
302-4.201 Determination of authorized en route travel days for
relocation travel.
Transferred Employees Only
302-4.202 Calculation of maximum per diem rates for the employee and
immediate family while performing PCS travel.
Subpart D--Mileage Rates for Use of POV
302-4.300 POV mileage rate for PCS travel.
302-4.301 Special circumstances that allow a higher mileage rate
OCONUS.
302-4.302 Method for mileage reimbursement when POV use is
authorized.
Subpart E--Daily Driving Distance Requirements
302-4.400 Minimum daily driving distance.
Subpart F--[Reserved]
Subpart G--Advance of Funds
302-4.600 Advance of funds for lodgings-plus per diem and mileage
allowances for PCS travel.
Subpart H--[Reserved]
PART 302-5--ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES
Subpart A--Employee's Allowance for Househunting Trip Expenses
302-5.1 Eligibility for a househunting trip expenses allowance.
302-5.2 Requirements to receive a househunting trip expenses
allowance and timeframe to begin the trip.
302-5.3 Persons authorized to travel on a househunting trip at
Government expense.
302-5.4 Time limit on the duration of a househunting trip.
302-5.5 Timeframe for completion of the househunting trip.
302-5.6 Methods for reimbursing househunting trip expenses.
302-5.7 Agency authorized mode of transportation.
302-5.8 Requirement to document househunting trip expenses.
302-5.9 Advance of funds for househunting trip expenses.
Subpart B--Agency Responsibilities
302-5.100 Governing policies the agency must establish for
househunting trips.
PART 302-6--ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES
Subpart A--General Rules
302-6.1 Temporary quarters and temporary quarters subsistence
expenses (TQSE) allowance.
302-6.2 Eligibility for TQSE allowance.
302-6.3 Eligibility for TQSE allowance when transferred to or from a
foreign area.
302-6.4 Occupancy of temporary quarters at Government expense.
302-6.5 Partial days of temporary quarters occupancy.
302-6.6 Temporary quarters that become permanent residence quarters.
302-6.7 Receiving TQSE while occupying permanent residence quarters
at old official station.
[[Page 56897]]
302-6.8 Requirements and method for TQSE reimbursement.
302-6.9 TQSE time and daily amount limitations.
302-6.10 Impact to TQSE reimbursement if relocating to, or currently
occupying, temporary quarters in a Presidentially-Declared Disaster
area.
Subpart B--[Reserved]
Subpart C--Agency Responsibilities
302-6.200 Administration of TQSE allowance.
302-6.201 Governing policies that must be established for the TQSE
allowance.
SUBCHAPTER D--TRANSPORTATION AND STORAGE OF PROPERTY
PART 302-7--TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS,
PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E), AND BAGGAGE
ALLOWANCE
Subpart A--General Rules
302-7.1 Eligibility for the transportation and temporary storage of
household goods at Government expense.
302-7.2 Maximum weight of HHG that may be transported or stored at
Government expense.
302-7.3 Shipping professional books, papers, and equipment (PBP&E).
302-7.4 HHG shipments that include PBP&E that might exceed, or did
exceed, the 18,000 pounds net weight allowance.
302-7.5 Authorized origin and destination points for the
transportation of HHG and PBP&E.
302-7.6 Temporary storage for CONUS-to-CONUS or OCONUS-to-CONUS HHG
shipments.
302-7.7 Liability for loss or damage to HHG.
302-7.8 Methods of shipping HHG and how the weight is determined.
302-7.9 Authorized methods of transporting and paying for the
movement of HHG, PBP&E, and temporary storage.
302-7.10 Weight additive costs.
Subpart B--Commuted Rate
302-7.100 Commuted rate calculations.
302-7.101 Required documents for reimbursement.
302-7.102 Required documentation for an advance.
302-7.103 HHG temporary storage at Government expense.
Subpart C--Actual Expense Method
302-7.200 Transporting HHG, PBP&E, and temporary storage under the
actual expense method.
Subpart D--Baggage Allowance
302-7.300 Unaccompanied air baggage (UAB) shipment.
302-7.301 Authorization for the shipment of UAB by expedited means.
Subpart E--Agency Responsibilities
302-7.400 Policies and procedures that must be established for
transportation and temporary storage of HHG, PBP&E, and baggage.
302-7.401 Guidelines that agencies must follow when authorizing
transportation of PBP&E as an administrative expense.
302-7.402 Agency responsibilities when arranging and paying for
transportation of HHG and UAB when actual expense is authorized.
PART 302-8--ALLOWANCES FOR EXTENDED STORAGE OF HOUSEHOLD GOODS (HHG)
Subpart A--General
302-8.1 Authorization for extended storage of HHG.
Subpart B--Extended Storage During Assignment to Isolated Locations in
the Continental United States (CONUS)
302-8.100 Eligibility for extended storage of HHG during assignment
to isolated locations in CONUS.
302-8.101 Where HHG may be stored.
302-8.102 Allowable costs for storage.
302-8.103 Changes to the type of storage.
302-8.104 Authorized time period for extended storage of employee's
HHG.
Subpart C--Extended Storage During Assignment Outside the Continental
United States (OCONUS)
302-8.200 Eligibility for extended storage during assignment OCONUS.
302-8.201 Time limitations for extended storage of HHG.
Subpart D--Storage During School Recess for Department of Defense
Overseas Dependents School (DoDDS) Teachers
302-8.300 Applicable authority.
302-8.301 Obligations to report for service at the beginning of the
next school year.
Subpart E--Agency Responsibilities
302-8.400 Establishing policies for the allowance of extended
storage of HHG.
PART 302-9--ALLOWANCES FOR TRANSPORTATION AND EMERGENCY OR TEMPORARY
STORAGE OF A PRIVATELY OWNED VEHICLE
Subpart A--General Rules
302-9.1 Requirements for the transportation of a POV.
302-9.2 Transportation and emergency or temporary storage of a POV.
302-9.3 Advance of funds for transportation and emergency or
temporary storage of a POV.
Subpart B--Transportation
302-9.100 Requirements and limitations on transportation of a POV to
a post of duty.
302-9.101 ``Authorized point of origin'' when transporting a POV to
the post of duty.
302-9.102 Allowance for transporting a new POV from the factory or
other shipping point directly to a post of duty.
Subpart C--POV Transportation Subsequent to the Time of Assignment
302-9.170 Conditions under which an agency may authorize
transportation of a POV to an employee's post of duty subsequent to
the time of assignment to that post.
302-9.171 Conditions under which an agency may authorize
transportation of a replacement POV to the post of duty.
302-9.172 ``Authorized point of origin'' when a POV, including a
replacement POV, is transported to a post of duty subsequent to the
time of assignment to that post of duty.
Subpart D--Return Transportation of a POV From a Post of Duty
302-9.200 Eligibility for return transportation of a POV from an
employee's post of duty.
302-9.201 Transporting a POV from a post of duty before completing
the service agreement.
302-9.202 Authorized origin and destination points for
transportation of a POV from a post of duty.
302-9.203 Retaining a POV at a post of duty after conditions change
to make use of the POV no longer in the best interest of the
Government, and transporting it at Government expense from the post
of duty at a later date.
302-9.204 Transporting a replacement POV from a post of duty that
was purchased at that post of duty.
Subpart E--Transportation of a POV Within the Continental United States
(CONUS)
302-9.300 Eligibility for transportation of a POV within CONUS at
Government expense.
302-9.301 Authorized origin and destination points when transporting
a POV within CONUS.
Subparts F and G--[Reserved]
Subpart H--Agency Responsibilities
302-9.600 Administering the allowances and establishing policies for
transportation and emergency storage of a POV.
302-9.601 Governing policies for the allowances for transportation
and emergency storage of a POV.
PART 302-10--ALLOWANCES FOR TRANSPORTATION OF MOBILE HOMES AND BOATS
USED AS A PRIMARY RESIDENCE
Subpart A--Eligibility and Limitations
302-10.1 Reimbursement for transporting a mobile home instead of an
HHG shipment.
302-10.2 Eligibility requirements and geographic limitations for
transportation of a mobile home.
302-10.3 Allowances for transporting a mobile home for an employee
and immediate family member(s).
Subpart B--Computation of Distance
302-10.100 Allowable distance for points of origin and destination
within CONUS and Alaska.
Subpart C--Computation of Allowances
302-10.200 Allowable costs for transporting a mobile home via a
commercial carrier overland or over water.
302-10.201 Costs for transportation and preparation.
[[Page 56898]]
Subpart D--Advance of Funds
302-10.300 Advance of funds.
Subpart E--Agency Responsibilities
302-10.400 Establishment of policies for authorizing transportation
of a mobile home.
SUBCHAPTER E--RESIDENCE TRANSACTION ALLOWANCES
PART 302-11--ALLOWANCES FOR EXPENSES INCURRED IN CONNECTION WITH
RESIDENCE TRANSACTIONS
Subpart A--General Rules
302-11.1 Eligibility to receive an allowance for expenses incurred
in connection with residence transactions.
302-11.2 Types of reimbursable residence transaction expenses.
302-11.3 Settlement of an unexpired lease.
302-11.4 Time Limitations.
Subpart B--Title Requirements
302-11.100 Title Requirements.
302-11.101 Equitable title interest.
Subpart C--Reimbursable Expenses
302-11.200 Reimbursable expenses for sale and/or purchase of a
residence.
302-11.201 Residence transaction expenses an agency will not pay.
Subpart D--Request for Reimbursement
302-11.300 Limit on how much an agency will reimburse for residence
transactions.
302-11.301 Determination of reasonableness for claimed expenses.
302-11.302 Purchase or sale of land in excess of what reasonably
relates to the residence site.
302-11.303 Reimbursement for settlement of an unexpired lease.
Subpart E--Agency Responsibilities
302-11.400 Policies, procedures, and controls.
302-11.401 Authorizing an extension of time.
PART 302-12--USE OF A RELOCATION SERVICES COMPANY (RSC)
Subpart A--Employee's Use of an RSC
302-12.1 Determining use of an RSC.
302-12.2 Homesale participation requirements.
302-12.3 Relocation services expenses an agency will pay.
302-12.4 Expenses paid if using an RSC to ship household goods in
excess of the maximum weight allowance.
302-12.5 Income tax consequences for use of an RSC.
Subpart B--Agency's Use of an RSC
302-12.100 Contracting for ``relocation services'' with an RSC.
302-12.101 Rules to follow when contracting for relocation services.
302-12.102 Policies to establish when offering employees the
services of an RSC.
302-12.103 Taking title to an employee's residence.
302-12.104 Paying an employee for losses incurred on the sale of a
residence.
PART 302-14--HOME MARKETING INCENTIVE PAYMENTS
Subpart A--Payment of Incentive to the Employee
302-14.1 Purpose of a home marketing incentive payment when offering
a ``homesale program''.
302-14.2 Eligibility to receive a home marketing incentive payment.
302-14.3 Conditions under which a home marketing incentive payment
is made.
302-14.4 Home marketing incentive amount.
302-14.5 Tax consequences of receiving a home marketing incentive
payment.
Subpart B--Agency Responsibilities
302-14.100 Administration and policies to govern an agency's home
marketing incentive payment program.
PART 302-15--ALLOWANCE FOR PROPERTY MANAGEMENT SERVICES
Subpart A--General Rules
302-15.1 Purpose of property management services.
302-15.2 Eligibility for property management services.
302-15.3 Circumstances in which an agency may authorize payment
under this part.
302-15.4 Obligation to use property management services or to repay
expenses an agency has paid if an employee elects to sell a former
residence.
302-15.5 Time limitation for payment of property management
services.
302-15.6 Transition from property management services to selling a
residence.
302-15.7 Service agreement requirements.
302-15.8 Income tax consequences.
Subpart B--Agency Responsibilities
302-15.70 Governing policies agencies must establish for the
allowance for property management services.
SUBCHAPTER F--MISCELLANEOUS ALLOWANCES
PART 302-16--ALLOWANCE FOR MISCELLANEOUS EXPENSES
Subpart A--General Rules
302-16.1 Eligibility for a miscellaneous expenses allowance (MEA).
302-16.2 MEA payment amount and calculation methodology.
302-16.3 Costs not reimbursable under the MEA.
Subpart B--[Reserved]
PART 302-17--TAXES ON RELOCATION EXPENSES
Subpart A--General Rules
302-17.1 Reimbursement for substantially all, and not exactly all,
of the additional income taxes incurred as a result of a relocation.
302-17.2 Eligibility for the WTA and the RITA.
302-17.3 Limitations and Federal income tax treatments of various
relocation reimbursements.
302-17.4 Where to file relocation expenses for State taxes.
302-17.5 When an expense is considered completed in a specific tax
year.
Subpart B--The Withholding Tax Allowance (WTA)
302-17.20 Purpose of the WTA.
302-17.21 Relocation expenses covered by the WTA.
302-17.22 Procedures for calculation and payment of the WTA.
Subpart C--The Relocation Income Tax Allowance (RITA)
302-17.30 Purpose of the RITA.
302-17.31 Procedures for calculation and payment of the RITA.
Subpart D--The Combined Marginal Tax Rate (CMTR)
302-17.40 CMTR calculation methodology.
302-17.41 Applicable State marginal tax rate and effect on the RITA
and an employee's State tax return(s).
302-17.42 Applicable local marginal tax rate(s) used for
calculation.
302-17.43 Income tax liability to the Commonwealth of Puerto Rico.
302-17.44 Income tax liability to the Commonwealth of the Northern
Mariana Islands or any other territory or possession of the United
States.
Subpart E--Special Procedure If a State Treats an Expense as Taxable
Even Though It Is Nontaxable Under the Federal Internal Revenue Code
(IRC)
302-17.45 Procedures when a State treats an expense as taxable even
though it is nontaxable under the Federal IRC.
Subpart F--The One-Year RITA Process
302-17.50 Requirement to provide tax information to the agency to
make the RITA calculation possible under the one-year process.
302-17.51 When to provide amended tax information to the agency.
302-17.52 Failure to provide required tax information to the agency.
302-17.53 RITA calculation methodology and procedures under the one-
year process.
Subpart G--The Two-Year RITA Process
302-17.60 Definition of the terms ``Year 1'' and ``Year 2'' used in
the two-year RITA process.
302-17.61 When WTA is optional under the two-year process.
302-17.62 Information to include on employee tax returns for Year 1
under the two-year process.
302-17.63 Requirement to provide tax information to the agency to
make the RITA calculation possible under the two-year process.
302-17.64 Failure to provide required tax information to the agency.
302-17.65 How to claim the RITA under the two-year process.
302-17.66 RITA calculation methodology and procedures under the two-
year process.
302-17.67 Reporting RITA and paying taxes on the RITA under the two-
year process.
[[Page 56899]]
Subpart H--Agency Responsibilities
302-17.100 Agency responsibilities for taxes on relocation expenses.
302-17.101 Agency requirements if an employee fails to file and/or
amend the required tax information prior to the required date.
PART 302-18--RELOCATION EXPENSES TEST PROGRAMS
302-18.1 Authorization of relocation expenses test programs.
302-18.2 Applying for test program authority.
302-18.3 Factors GSA will consider in approving a request for a
relocation expenses test program.
302-18.4 Duration of test programs and requesting an extension.
302-18.5 Required reports for a test program.
PARTS 302-19--302-99 [RESERVED]
CHAPTER 303--PAYMENT OF EXPENSES CONNECTED WITH THE DEATH OF CERTAIN
EMPLOYEES
PARTS 303-1--303-69 [RESERVED]
PART 303-70--AGENCY REQUIREMENTS FOR PAYMENT OF EXPENSES CONNECTED WITH
THE DEATH OF CERTAIN EMPLOYEES AND IMMEDIATE FAMILY MEMBERS
Subpart A--General Policies
303-70.1 Circumstances requiring payment of death-related expenses.
303-70.2 Death-related expenses for non-work-related deaths.
303-70.3 Death-related expenses during leave or non-workdays.
303-70.4 Limitation on duplicate death-related expense payments.
303-70.5 Restrictions on relocating immediate family.
Subpart B--Allowances for Preparation and Transportation of Employee
Remains
303-70.100 Costs for preparation and transportation of employee
remains.
303-70.101 Interment location limitations.
Subpart C--Escort of Employee Remains
303-70.200 Circumstances for authorizing remains escort.
303-70.201 Number of authorized escorts.
303-70.202 Allowable travel expenses for remains escort.
Subpart D--Allowances for Preparation and Transportation of the Remains
of Immediate Family Members
303-70.300 Furnishing of mortuary services for immediate family
member.
303-70.301 Transportation of immediate family member's remains.
303-70.302 Interment expenses for immediate family member.
303-70.303 Mortuary services and transportation for an immediate
family member who dies in transit.
Subpart E--Transportation of Employee's Baggage and Privately Owned
Vehicles (POV) From Official Temporary Duty (TDY) Station
303-70.400 Transportation of deceased employee's baggage.
303-70.401 Limitations on baggage transportation.
303-70.402 Transportation of deceased employee's POV.
Subpart F--Transportation of Immediate Family Members, Baggage,
Household Goods, and Privately Owned Vehicles (POV)
303-70.500 Relocation of immediate family after employee's death
outside continental United States (OCONUS).
303-70.501 Continuing relocation expenses when an employee dies in
transit from OCONUS to CONUS or after reporting to the new CONUS
station.
303-70.502 Authorized relocation expenses for immediate family.
Subpart G--Transportation of Immediate Family Members, Baggage,
Household Goods, and Privately Owned Vehicles (POV) for Employees
Assigned to Contingency Operation or an Operation in Response to an
Emergency Declared by the President
303-70.600 Transportation for immediate family when an employee dies
during contingency or emergency operations.
303-70.601 Authorized relocation expenses for immediate family.
303-70.602 Transportation costs for deceased employee's POV.
Subpart H--Transportation of Immediate Family Members, Baggage,
Household Goods, and Privately Owned Vehicle for Law Enforcement
Assignment
303-70.700 Transportation for the immediate family of a law
enforcement employee killed in line of duty.
303-70.701 Authorized relocation expenses for immediate family.
303-70.702 Transportation costs for deceased employee's POV.
Subpart I--Policies and Procedures for Payment of Expenses
303-70.800 Receipt requirements for reimbursement claims.
PARTS 303-71--303-99 [RESERVED]
CHAPTER 304--PAYMENT OF TRAVEL EXPENSES FROM A NON-FEDERAL SOURCE
SUBCHAPTER A--EMPLOYEE'S ACCEPTANCE OF PAYMENT FROM A NON-FEDERAL
SOURCE FOR TRAVEL EXPENSES
PART 304-1--AUTHORITY
304-1.1 Authority for accepting non-Federal source travel expense
payments.
304-1.2 [Reserved]
PART 304-2--DEFINITIONS
304-2.1 Definitions applicable to this chapter.
304-2.2 [Reserved]
PART 304-3--EMPLOYEE RESPONSIBILITY
Subpart A--General
304-3.1 Acceptance of non-Federal source travel expense payments.
304-3.2 Types of acceptable non-Federal source payments.
304-3.3 Solicitation of travel expense payments.
304-3.4 Discussing agency payment acceptance authority.
304-3.5 Handling direct payment offers.
304-3.6 Fly America Act compliance.
304-3.7 Use of non-coach class accommodations.
304-3.8 Registration fee waiver and payment in kind considerations.
304-3.9 Subsistence allowance limitations.
304-3.10 Agency advance approval for non-Federal source travel.
304-3.11 Handling unexpected non-Federal source payment offers after
travel begins.
304-3.12 Spouse travel paid by non-Federal source.
304-3.13 Reporting requirements for non-Federal source payments.
Subpart B--Reimbursement Claims
304-3.14 Reimbursement claim when a non-Federal source pays travel
expenses.
Subpart C--Reports
304-3.15 Reporting travel payments on financial disclosure reports.
304-3.16 Penalties for unauthorized non-Federal source payment
acceptance.
Subpart D--Relation to Other Authorities
304-3.17 Alternative authorities for accepting non-Federal source
travel payments.
SUBCHAPTER B--AGENCY REQUIREMENTS
PART 304-4--AUTHORITY
304-4.1 Alternative authorities for accepting non-Federal source
travel expense payments.
304-4.2 [Reserved]
PART 304-5--AGENCY RESPONSIBILITIES
304-5.1 Conditions for accepting non-Federal source travel payments.
304-5.2 Approval authority for non-Federal source payment
acceptance.
304-5.3 Considerations for approving non-Federal source payment
acceptance.
304-5.4 Exceeding subsistence allowances (per diem or actual
expense).
304-5.5 Non-coach class transportation accommodations.
304-5.6 Multiple non-Federal source payments.
304-5.7 Review of payments in kind within waived or discounted
registration fees.
PART 304-6--PAYMENT GUIDELINES
Subpart A--General
304-6.1 Restrictions on monetary payments from non-Federal sources.
304-6.2 Partial payment handling.
Subpart B--Reports
304-6.3 Reporting payments from non-Federal sources.
304-6.4 Due dates for the OGE Form 1353 or SF 326.
[[Page 56900]]
304-6.5 Handling statutorily protected information.
304-6.6 Reports for public inspection.
304-6.7 Acceptance by OGE of the OGE Form 1353 or SF 326.
Subpart C--Valuation
304-6.8 Determining value of payments in kind for OGE Form 1353 or
SF 326 reporting.
SUBCHAPTER C--ACCEPTANCE OF PAYMENTS FOR TRAINING
PART 304-7--AUTHORITY/APPLICABILITY
304-7.1 Purpose.
304-7.2 Applicability of this subchapter.
304-7.3 Exemptions from this subchapter.
PART 304-8--[RESERVED]
PART 304-9--CONTRIBUTIONS AND AWARDS
304-9.1 Definition of a donor.
304-9.2 Accepting contributions and awards.
304-9.3 Restrictions on reimbursing fully funded expenses.
304-9.4 Partial expense reimbursement.
304-9.5 Handling duplicate expense compensation.
304-9.6 Reimbursement for non-authorized expenses.
304-9.7 Expense data collection.
Chapter 300--Glossary of Terms
PART 300-1--GLOSSARY OF TERMS
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); 49 U.S.C. 40118; 5
U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353;
E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586; Office of
Management and Budget Circular No. A-126, revised May 22, 1992, 57
FR 22150.
Sec. 300-1.1 Glossary of terms.
Accompanied baggage. Government property and personal property of
the traveler necessary for official travel.
Accommodation Party. An individual who signs an employee's
financing agreement (e.g., a mortgage) to lend that individual's name
(i.e., credit) to the arrangement.
Actual expense. Payment of authorized actual expenses incurred, up
to the limit prescribed by the Administrator of General Services or
other agency, as appropriate. Entitlement to reimbursement is
contingent upon entitlement to per diem, and is subject to the same
definitions and rules governing per diem.
Agency. (1) For purposes of temporary duty (TDY) allowances under
chapter 301 of this subtitle, agency means:
(i) An Executive agency, as defined in 5 U.S.C. 105 (except for
Government-Controlled Corporations, i.e., mixed ownership Government
Corporation as defined in 31 U.S.C. 9101);
(ii) A military department;
(iii) An office, agency, or other establishment in the legislative
branch; and
(iv) The Government of the District of Columbia.
(2) However, for purposes of TDY allowances, the term agency does
not include:
(i) A Government-controlled corporation;
(ii) A Member of Congress;
(iii) An office or committee of either House of Congress or of the
two Houses; or
(iv) An office, agency or other establishment in the judicial
branch.
(3) For purposes of chapter 302 of this subtitle, agency means:
(i) An executive agency as defined in 5 U.S.C. 105 (an executive
department, an independent establishment, the Government Accountability
Office, or a wholly owned Government corporation as defined in section
101 of the Government Corporation Control Act, as amended (31 U.S.C.
9101), but excluding a Government controlled corporation);
(ii) A military department;
(iii) A court of the United States;
(iv) The Administrative Office of the United States Courts;
(v) The Federal Judicial Center;
(vi) The Library of Congress;
(vii) The United States Botanic Garden;
(viii) The Government Printing Office; and
(ix) The District of Columbia.
Aircraft management office. An agency component that has management
control of Federal aircraft used by the agency or of aircraft hired as
commercial aviation services (CAS).
Approved accommodation. Any place of public lodging that is listed
on the national master list of approved accommodations. The national
master list of all approved accommodations is compiled and periodically
updated by the Federal Emergency Management Agency (FEMA). The list is
available on the U.S. Fire Administration's website at <a href="https://apps.usfa.fema.gov/hotel/">https://apps.usfa.fema.gov/hotel/</a>.
Automated Relocation Management System. An automated relocation
management system is a system that integrates into a single, electronic
environment, information related to all aspects of employee relocation.
Coach class. The class of accommodation that is normally the lowest
class of fare offered by common carriers regardless of terminology
used. For reference purposes only, coach class may also be referred to
as tourist class, economy class, steerage, or standard class.
(1) If an airline flight has only two seating sections available
but equips both with one type of seating, (i.e., seating girth and
pitch are the same in both sections of the aircraft), and the seats in
the front of the aircraft are fare coded as full fare economy class,
and only restricted economy fares are available in the back of the
aircraft, then the entire aircraft is to be classified as coach class.
(2) Coach class seating upgrade options are seat choices with
increased amenities or services within the coach class seating area
that are available for a fee, and are not considered a new or higher
class of accommodation from coach as the seat is lower than other than
coach class accommodations in terms of cost and amenities (e.g.,
seating girth and pitch, priority boarding, luggage allowance,
expedited food/drink service). Use of upgraded coach class seating
options is generally a traveler's personal choice and therefore is at
the traveler's personal expense. However, the agency approving official
may approve reimbursement of the additional seat choice fee according
to part 301-13 of this subtitle or when determined by the agency to be
advantageous to the Government.
Commercial Aviation Services (CAS). CAS include, for the exclusive
use of an executive agency--
(1) Leased aircraft;
(2) Chartered or rented aircraft;
(3) Commercial contracts for full aviation services (i.e., aircraft
plus related aviation services) or acquisition of full services through
inter-service support agreements (ISSA) with other agencies; or
(4) Related services (i.e., services but not aircraft) obtained by
commercial contract or ISSA, except those services acquired to support
Federal aircraft.
Common carrier. Private sector supplier of air, rail, bus, ship, or
other transit system.
Commuted rate. A price rate used to calculate a set amount to be
paid to an employee for the transportation and temporary storage of
their household goods. It includes cost of line-haul transportation,
packing/unpacking, crating/uncrating, drayage incident to
transportation and other accessorial charges and costs of temporary
storage within applicable weight limit for storage including handling
in/out charges and necessary drayage.
Conference. A meeting, retreat, seminar, symposium or event that
involves attendee travel. The term ``conference'' also applies to
training activities that are considered to be conferences under 5 CFR
410.404.
Continental United States (CONUS). The 48 contiguous States and the
District of Columbia.
[[Page 56901]]
Contract carrier. U.S. certificated air carriers which are under
contract with the Government to furnish Federal employees and other
persons authorized to travel at Government expense with passenger
transportation service. This also includes the General Services
Administration's (GSA) scheduled airline passenger service between
selected U.S. cities/airports and between selected U.S. and
international cities/airports at reduced fares.
Contract City Pair Program. A mandatory use (see Sec. 301-10.110
of this subtitle for required users) Government program that provides
commercially available scheduled air passenger transportation services
to persons authorized to travel directly at the Government's expense.
The City Pair Program offers negotiated firm-fixed-price fares on one-
way routes between airports that apply in either direction of travel.
Fares may be issued using one of the following fare types, or others
that the contract City Pair Program may solicit:
(1) Capacity-controlled coach class contract fare (_CA). A contract
City Pair Program coach class fare that is less expensive than the
unrestricted coach class contract fare (YCA), but has limited inventory
availability, meaning, once the flight reaches a certain capacity, _CA
fares may no longer be available for booking. Unlike YCA fares, _CA
fares are restricted by the availability of seats. Accordingly, early
booking may increase the likelihood of booking a _CA fare.
(2) Unrestricted coach class contract fare (YCA). A contract City
Pair Program coach class fare that is more expensive than a _CA fare,
but offers last seat (inventory) availability (unless a flight is
already sold out), meaning, as long as coach class inventory is
available to sell on the flight, the Government traveler can purchase
it.
(3) Contract business fare (_CB). Contract fare offered by carriers
in some domestic and international line item markets for business class
service.
(4) Contract premium economy fare (_CP). Contract fare offered by
carriers in international line items markets for premium economy
service. This is a separate class of service from coach class.
Note 1 to definition of ``Contract City Pair Program'': For
_CA, _CB, and _CP fares, the first character of the three character
fare basis code varies by airline.
Crewmember. A person assigned to operate or assist in operating an
aircraft. Performs duties directly related to the operation of the
aircraft (e.g., as pilots, co-pilots, flight engineers, navigators) or
duties assisting in operation of the aircraft (e.g., as flight
directors, crew chiefs, electronics technicians, mechanics). If a
crewmember is on board for the purpose of travel (i.e., being
transported from point to point) that crewmember must be authorized to
travel in accordance with rules in Sec. Sec. 301-10.260 through 301-
10.265 and Sec. Sec. 301-70.800 through 301-70.907 of this subtitle.
Dependent. An immediate family member of the employee.
Disposable pay. The part of the employee's compensation remaining
after the deduction of any amounts required by law to be withheld.
These deductions do not include discretionary deductions such as
savings bonds, charitable contributions, etc. Deductions may be made
from any type of pay, e.g., basic pay, special pay, retirement pay, or
incentive pay.
Domestic partner. An adult in a domestic partnership with an
employee of the same-sex.
Domestic partnership. A committed relationship between two adults
of the same sex, in which they--
(1) Are each other's sole domestic partner and intend to remain so
indefinitely;
(2) Maintain a common residence, and intend to continue to do so
(or would maintain a common residence but for an assignment abroad or
other employment-related, financial, or similar obstacle);
(3) Are at least 18 years of age and mentally competent to consent
to contract;
(4) Share responsibility for a significant measure of each other's
financial obligations, this is not to be interpreted as excluding
partnerships where one partner stays at home while the other partner is
the primary breadwinner;
(5) Are not married or joined in a civil union to anyone else;
(6) Are not a domestic partner of anyone else;
(7) Are not related in a way that, if they were of opposite sex,
would prohibit legal marriage in the U.S. jurisdiction in which the
domestic partnership was formed;
(8) Are willing to certify, if required by the agency, that they
understand that willful falsification of any documentation required to
establish that an individual is in a domestic partnership may lead to
disciplinary action and the recovery of the cost of benefits received
related to such falsification, as well as constitute a criminal
violation under 18 U.S.C. 1001, and that the method for securing such
certification, if required, shall be determined by the agency;
(9) Are willing promptly to disclose, if required by the agency,
any dissolution or material change in the status of the domestic
partnership; and
(10) Certify that they would marry but for the failure of their
state or other jurisdiction (or foreign country) of residence to permit
same-sex marriage. Duplicate reimbursement disclosure statement. A
duplicate reimbursement disclosure statement is a written statement
signed by the employee and submitted to the agency. It states that the
employee and/or their immediate family have not accepted, and will not
accept, duplicate reimbursement for relocation expenses. Furthermore,
it states that, to the best of the employee's knowledge, no third party
has accepted duplicate reimbursement for their relocation expenses. The
duplicate reimbursement disclosure statement must be incorporated into
the employee's service agreement.
E-Gov Travel Service (ETS). The Government-contracted, end-to-end
travel and expense management service that automates and consolidates
the Federal travel process in a self-service environment, covering all
aspects of official travel, including travel planning, authorization,
reservations, ticketing, expense reimbursement, and travel management
reporting.
Employee. An employee for purposes of TDY allowances under chapter
301 of this subtitle is:
(1) An individual employed by an agency, regardless of status or
rank;
(2) An individual employed intermittently in Government service as
an expert or consultant and paid on a daily when-actually-employed
(WAE) basis; or
(3) An individual serving without pay or at $1 a year (also
referred to as ``invitational traveler'').
Employee with a disability (also see Special needs). (1) An
employee who has a disability as defined in paragraph (2) of this
definition and is otherwise generally covered under the Rehabilitation
Act of 1973, as amended (29 U.S.C. 701-797b).
(2) Disability with respect to an employee, means:
(i) Having a physical or mental impairment that substantially
limits one or more major life activities;
(ii) Having a record of such an impairment;
(iii) Being regarded as having such an impairment; but
(iv) Does not include an individual who is currently engaging in
the illegal use of drugs, when the covered entity acts on the basis of
such use.
[[Page 56902]]
(3) Physical or mental impairment means:
(i) Any physiological disorder or condition; or
(ii) Any mental or psychological disorder.
(4) Major life activities means functions such as caring for
oneself, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning and working.
(5) Has a record of such an impairment means the employee has a
history of, or has been classified as having, a mental or physical
impairment that substantially limits one or more major life activities.
(6) Is regarded as having such an impairment means the employee
has:
(i) A physical or mental impairment that does not substantially
limit major life activities but the impairment is treated by the agency
as constituting such a limitation;
(ii) A physical or mental impairment that substantially limits
major life activities as a result of the attitudes of others toward
such an impairment; or
(iii) None of the impairments defined under ``physical or mental
impairment'' in paragraph (3) of this definition, but is treated by the
employing agency as having a substantially limiting impairment.
Executive agency. An entity of the executive branch that is an
``executive agency'' as defined in 5 U.S.C. 105.
Extended storage. Storage of household goods while an employee is
assigned to an official station or post of duty to which the employee
is not authorized to take or unable to use the household goods or is
authorized in the public interest. Also referred to as non-temporary
storage.
Extra-fare train. A train that operates at an increased fare due to
the extra performance of the train, i.e., faster speed or fewer stops,
or both.
Family (see Immediate family).
Federal traveler. For the purposes of Sec. Sec. 301-10.260 through
301-10.265 and 301-70.800 through 301-70.907 of this subtitle, a person
who travels on a Government aircraft and who is either--
(1) A civilian employee in the Government service;
(2) A member of the uniformed or foreign services of the United
States Government; or
(3) A contractor working under a contract with an executive agency.
Foreign air carrier. An air carrier who is not holding a
certificate issued by the United States under 49 U.S.C. 41102.
Fuel. The energy source needed to power a vehicle, e.g., petroleum,
hydrogen, propane, and electricity.
Full coach fare. The price of a coach fare available to the general
public on a scheduled air carrier between the day that the travel was
planned and the day the travel occurred.
Government aircraft. An aircraft that is operated for the exclusive
use of an executive agency and is a--
(1) Federal aircraft, which an executive agency owns (i.e., holds
title to) or borrows for any length of time under a bailment or
equivalent loan agreement. See chapter 102 of this title for definition
of all terms related to Federal aircraft; or
(2) Commercial aircraft hired as commercial aviation services
(CAS), which an executive agency--
(i) Leases or lease-purchases with the intent to take title;
(ii) Charters or rents; or
(iii) Hires as part of a full-service contract or ISSA.
Government contractor-issued individually billed travel charge
card. A Government contractor-issued charge card used by authorized
individuals to pay for official travel and transportation related
expenses for which the contractor bills the employee.
Government-furnished automobile. An automobile (or ``light truck,''
as defined in chapter 102 of this title including vans and pickup
trucks) that is:
(1) Owned by an agency;
(2) Assigned or dispatched to an agency from GSA Fleet; or
(3) Leased by the Government for a period of 120 days or longer
from a commercial source.
Government-furnished vehicle. A Government-furnished automobile or
a Government aircraft.
Government Transportation Request (GTR) (Optional Form 1169). A
Government document used to procure common carrier transportation
services. The document obligates the Government to pay for
transportation services provided.
Household goods (HHG). Property, unless specifically excluded,
associated with the home and all personal effects belonging to an
employee and immediate family members on the effective date of the
employee's change of official station orders (the day the employee
reports for duty at the new official station) that legally may be
accepted and transported by a commercial HHG carrier.
(1) HHG also includes:
(i) Professional books, papers, and equipment (PBP&E).
(ii) Spare parts of a POV (see definition of POV in this section)
and a pickup truck tailgate when removed.
(iii) Integral or attached vehicle parts that must be removed due
to high vulnerability to pilferage or damage (e.g., seats, tops, wench,
spare tire, portable auxiliary gasoline can(s) and miscellaneous
associated hardware).
(iv) Consumable goods for employees assigned to locations where the
Department of State has determined that such goods are necessary.
(v) Vehicles other than POVs (such as motorcycles, mopeds, jet
skis, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe,
skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on
trailers)) of reasonable size.
(vi) Ultralight vehicles (defined in 14 CFR part 103 as being
single occupant, for recreation or sport purposes, weighing less than
155 pounds if unpowered or less than 254 pounds if powered, having a
fuel capacity not to exceed (NTE) 5 gallons, airspeed NTE 55 knots, and
power-off stall speed NTE 24 knots).
(vii) Unaccompanied air baggage (UAB). UAB includes personal items
and equipment (e.g., pots, pans, light housekeeping items, collapsible
items such as cribs, playpens, and baby carriages, and other articles
required for the care of the immediate family) that may be shipped by
air in accordance with chapter 302 of this subtitle. Household items
(i.e., refrigerators, washing machines, and other major appliances or
furniture) are not eligible as UAB.
(2) HHG does not include:
(i) Personal baggage when carried free on tickets;
(ii) Automobiles, trucks, vans and similar motor vehicles, mobile
homes, camper trailers, and farming vehicles;
(iii) Live animals including birds, fish, reptiles;
(iv) Cordwood and building materials;
(v) HHG for resale, disposal, or commercial use rather than for use
by employee and immediate family members;
(vi) Privately owned live ammunition; and
(vii) Propane gas tanks.
(3) Federal, State, and local laws or carrier regulations may
prohibit commercial shipment of certain articles not included in
paragraph (2) of this definition. These articles frequently include:
(i) Property liable to impregnate or otherwise damage equipment or
other property (e.g., hazardous articles including explosives,
flammable and corrosive material, poisons).
(ii) Articles that cannot be taken from the premises without damage
to the article or premises.
(iii) Perishable articles (including frozen foods) articles
requiring refrigeration, or perishable plants unless--
[[Page 56903]]
(A) Shipment is to be transported not more than 150 miles and/or
delivery accomplished within 24 hours from the time of loading;
(B) No storage is required; and
(C) No preliminary or en route services (e.g., watering or other
preservative method) is required of the carrier.
Household goods-weight additive. A weight, per linear foot of a
specific item, added to the net weight of the household goods shipment
to compensate for the excessive van space used by the item. The item
must be stated in the household goods tariff as qualifying for a weight
additive before a charge can be assessed. Weight additives do not apply
if an article is capable of being conveniently hand-carried by one
person and/or transported in a standard moving carton.
Househunting trip. The term ``househunting trip'' refers to a trip
made by the employee and/or spouse to the employee's new official
station locality to find permanent living quarters to rent or purchase.
The term ``living quarters'' in part 302-5 of this subtitle includes
apartments, condominiums, and cooperatives in addition to townhouses
and single family homes. The allowance for househunting trip expenses
is intended to facilitate and expedite the employee's move from their
old official station to their new official station and to lower the
Government's overall cost for the employee's relocation by reducing the
amount of time an employee must occupy temporary quarters.
Immediate family. Any of the following named members of the
employee's household at the time the employee reports for duty at the
new permanent duty station or performs other authorized travel
involving immediate family members:
(1) Spouse;
(2) Domestic partner;
(3) Children of the employee, of the employee's spouse, or of the
employee's domestic partner, who are unmarried and under 21 years of
age or who, regardless of age, are physically or mentally incapable of
self-support (The term ``children'' shall include natural offspring;
stepchildren; adopted children; grandchildren, legal minor wards or
other dependent children who are under legal guardianship of the
employee, of the employee's spouse, or of the domestic partner; and an
unborn child(ren) born and moved after the employee's effective date of
transfer.);
(4) Dependent parents (including step and legally adoptive parents)
of the employee, of the employee's spouse, or of the employee's
domestic partner; and
(5) Dependent siblings (including step and legally adoptive
siblings) of the employee, of the employee's spouse, or of the
employee's domestic partner, who are unmarried and under 21 years of
age or who, regardless of age, are physically or mentally incapable of
self-support.
Innovative mobility technology company. An organization, including
a corporation, limited liability company, partnership, sole
proprietorship, or any other entity, that applies technology to expand
and enhance available transportation choices, better manages demand for
transportation services, or provides alternatives to driving alone.
Interviewee. An individual who is being considered for employment
by an agency. The individual may currently be a Government employee.
Invitational travel. Authorized travel of individuals either not
employed or employed (under 5 U.S.C. 5703) intermittently in the
Government service as consultants or experts and paid on a daily when-
actually-employed basis and for individuals serving without pay or at
$1 a year when they are acting in a capacity that is directly related
to, or in connection with, official activities of the Government.
Travel allowances authorized for such persons are the same as those
normally authorized for employees in connection with TDY.
Lodgings-plus per diem. The method of computing per diem allowances
in which the per diem allowance for each travel day is established on
the basis of the actual amount the traveler pays for lodging, plus an
allowance for meals and incidental expenses (M&IE), the total of which
does not exceed the applicable maximum per diem rate for the location
concerned.
Mandatory mobility agreement. Agreement requiring employee
relocation to enhance career development and progression and/or achieve
mission effectiveness.
Marriage. A legal union between individuals that was entered into
in a State or other jurisdiction (or foreign country) whose laws
authorize the marriage, even if the married couple is domiciled in a
state or other jurisdiction (or foreign country) that does not
recognize the validity of the marriage. The term also includes common
law marriage in a state or other jurisdiction (or foreign country)
where such marriages are recognized, so long as they are proven
according to the applicable State, other jurisdiction, or foreign laws.
The term marriage does not include registered domestic partnerships,
civil unions, or other similar formal relationships recognized under
State or other jurisdiction (or foreign country) law that are not
denominated as a marriage under that State's or other jurisdiction (or
foreign country's) law.
Mobile home. Any type of house trailer or mobile dwelling
constructed for use as a residence and designed to be moved overland,
either by self-propulsion or towing. Also, a boat (houseboat, yacht,
sailboat, etc.) when used as the employee's primary residence.
New appointee. A new appointee is:
(1) An individual who is employed with the Federal Government for
the very first time (including an individual who has performed
transition activities under section 3 of the Presidential Transition
Act of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal
year as the Presidential inauguration);
(2) An employee who is returning to the Government after a break in
service (except an employee separated as a result of reduction in force
or transfer of functions and is re-employed within one year after such
action); or
(3) A student trainee assigned to the Government upon completion of
the student trainee's college work.
Non-Federal traveler. For the purposes of Sec. Sec. 301-10.260
through 301-10.265 and Sec. Sec. 301-70.800 through 301-70.907 of this
subtitle, an individual who travels on a Government aircraft, but is
not a Federal traveler. Dependents and other immediate family members
of Federal travelers who travel on Government aircraft are considered
to be non-Federal travelers within this definition.
Official station. An area defined by the agency that includes the
location where the employee regularly performs their duties or an
invitational traveler's home or regular place of business. The area may
be a mileage radius around a particular point, a geographic boundary,
or any other definite domain, provided no part of the area is more than
50 miles from where the employee regularly performs their duties or
from an invitational traveler's home or regular place of business. If
the employee's work involves recurring travel or varies on a recurring
basis, the location where the work activities of the employee's
position of record are based is considered the regular place of work.
Official travel. Travel under an official travel authorization from
an employee's official station or other authorized point of departure
to a temporary duty location and return from a temporary duty location,
between two
[[Page 56904]]
temporary duty locations, or relocation at the direction of a Federal
agency.
Other than coach class. Any class of accommodations above coach
class. If an airline flight has only two classes of accommodations
available, i.e., two distinctly different seating types (such as girth
and pitch) and the front of the aircraft is termed ``premium economy
class'' or higher by the airline and the tickets are fare coded as
premium economy class or higher, then the front of the aircraft is
deemed to be other than coach class.
(1) First class. The highest class of accommodation offered by a
common carrier in terms of cost and amenities.
(2) Business class. A class of accommodation offered by a common
carrier that is lower than first class but higher than coach and
premium economy, in cost and amenities.
(3) Premium economy class. A class of airline accommodation that is
lower than both first class and business class, but higher than coach
class in terms of cost and amenities. Airlines are constantly updating
their offerings; however, for the purposes of this definition, premium
economy class is considered a separate, higher class of accommodation
from coach class and is not considered a coach class seating upgrade.
Outside the Continental United States (OCONUS). Any area beyond the
48 contiguous States and the District of Columbia, i.e., CONUS. OCONUS
is further divided into foreign areas and non-foreign areas:
(1) Foreign area. Any area situated beyond both the CONUS and the
non-foreign areas.
(2) Non-foreign area. The states of Alaska and Hawaii, the
Commonwealths of Puerto Rico and the Northern Mariana Islands, Guam,
the U.S. Virgin Islands, and the territories and possessions of the
United States.
Overseas tour of duty. An overseas tour of duty is an assignment to
a post of duty outside the continental United States, Alaska or Hawaii.
Overseas tour renewal travel. Overseas tour renewal travel refers
to travel of the employee and the employee's immediate family returning
to the employee's home in the continental U.S., Alaska, or Hawaii
between overseas tours of duty. An allowance for overseas tour renewal
travel is a reimbursement for the employee and their immediate family
of roundtrip travel and transportation expenses between their overseas
post of duty and their place of actual residence.
Passenger. In relation to use of Government aircraft, a passenger
is any person who flies onboard a Government aircraft, but who is not a
crewmember or qualified non-crewmember.
Per diem allowance. The per diem allowance is a daily payment
instead of reimbursement for actual expenses for lodging, meals, and
related incidental expenses. The per diem allowance is separate from
transportation expenses and other miscellaneous expenses. The per diem
allowance covers all charges and services, including any service
charges where applicable. The per diem allowance covers the following:
(1) Lodging. Includes expenses and authorized fees as specified in
Federal Travel Regulation (FTR) bulletins, except lodging taxes in the
United States, for overnight sleeping facilities, baths, personal use
of the room during daytime, telephone access fee, and service charges
for fans, air conditioners, heaters and fires furnished in the room
when such charges are not included in the room rate.
(2) Meals. Expenses for breakfast, lunch, dinner and related tips
and taxes (specifically excluded are alcoholic beverage and
entertainment expenses, and any expenses incurred for other persons).
(3) Incidental expenses. Fees and tips given to porters, baggage
carriers, hotel staff, and staff on ships.
(4) Laundry/dry cleaning expenses. For the purposes of chapter 302
of this subtitle, laundry/dry cleaning expenses are part of the
incidental expenses portion of the lodgings-plus per diem allowance for
temporary quarters subsistence expenses (TQSE) and temporary quarters
(TQ) lodging taxes are separately reimbursable TQSE miscellaneous
expenses (see Sec. 302-6.9(e) and part 302-16 of this subtitle).
Permanent Change of Station (PCS). A PCS is an assignment of a new
appointee to an official station or the transfer of an employee from
one official station to another on a permanent basis.
Post of duty. An official station outside CONUS.
Presidentially-Declared Disaster. A major disaster or emergency
declared by the President of the United States pursuant to the Robert
T. Stafford Disaster Relief and Emergency Assistance Act, as amended
(42 U.S.C. 5121 et seq.).
Privately owned aircraft. An aircraft that is owned or leased by an
employee for personal use. It is not owned, leased, chartered, or
rented by a Government agency, nor is it rented or leased by an
employee for use in carrying out official Government business.
Privately owned automobile. A car or light truck, including a van
or a pickup truck, that is owned or leased for personal use by an
individual, but not necessarily the traveler.
Privately Owned Vehicle (POV). Any vehicle such as an automobile,
motorcycle, aircraft, or boat operated by an individual that is not
owned or leased by a Government agency, and is not commercially leased
or rented by an employee under a Government rental agreement for use in
connection with official Government business.
Professional books, papers, and equipment (PBP&E). Includes, but is
not limited to, the following items in the employee's possession when
needed by the employee in the performance of the employee's official
duties:
(1) Reference material;
(2) Instruments, tools, and equipment peculiar to technicians,
mechanics, and members of the professions;
(3) Specialized clothing (e.g., diving suits, flying suits,
helmets, band uniforms, religious vestments and other special apparel);
and
(4) Communications equipment used by the employee in association
with DoDI 4650.02, Military Auxiliary Radio System (MARS).
Qualified non-crewmember. A person flying onboard a Government
aircraft whose skills or expertise are required to perform or are
associated with performing the non-travel related governmental function
for which the aircraft is being operated (qualified non-crewmembers may
be researchers, law enforcement agents, firefighters, agricultural
engineers, biologists, etc.). If a qualified non-crewmember is onboard
for the purpose of travel (i.e., being transported from point to point)
in addition to performing their duties related to the non-travel
related governmental function for which the aircraft is being operated
(e.g., when a scientist conducts an experiment at the same time they
are also on the aircraft for the purpose of traveling from point to
point), they must be authorized to travel in accordance with rules in
parts 301-10 and 301-70 of this subtitle.
Reduced per diem. Agencies may authorize a reduced per diem rate
when there are known reductions in lodging and meal costs or when the
employee's subsistence costs can be determined in advance and are lower
than the prescribed per diem rate.
Relocation services company (RSC). A third-party supplier under
contract with an agency to assist an eligible individual who relocates.
Services may include: Homesale programs, home inspection, home
marketing assistance, home finding assistance, property management
services, shipment and storage of household goods, voucher
[[Page 56905]]
review and payment, relocation counseling, and similar items.
Required use travel. Travel by Federal travelers that requires use
of a Government aircraft to meet bona fide communications needs (e.g.,
24-hour secure communications), security requirements (e.g., highly
unusual circumstances that present a clear and present danger), or
exceptional scheduling requirements (e.g., a national emergency or
other compelling operational considerations) of an executive agency.
Required use travel must be approved according to Sec. 301-10.262(a)
of this subtitle.
Scheduled flight time. The flight time between the originating
departure point and the ultimate arrival point, as scheduled by the
airline, including scheduled non-overnight time spent at airports
during plane changes. Scheduled non-overnight time does not include
time spent at the originating or ultimate arrival airports.
Senior Federal official. An individual who is paid according to the
Executive Schedule established by 5 U.S.C. 53, subchapter II, including
Presidential appointees who are confirmed by the Senate; employed in
the U.S. Government's Senior Executive Service or an equivalent
``senior'' service; who is a civilian employee of the Executive Office
of the President; who is appointed by the President to a position under
3 U.S.C. 105(a)(2)(A)-(C) or by the Vice President to a position under
3 U.S.C. 106(a)(1)(A)-(C); or who is a contractor working under a
contract with an executive agency, is paid at a rate equal to or more
than the minimum rate for the Senior Executive Service, and has senior
executive responsibilities. The term ``senior Federal official'', as
used in this subtitle does not mean an active duty military officer.
Service Agreement. A service agreement is a written and signed
agreement between the employee and their agency. The service agreement
states that the employee will remain in the service of the Government,
after they have relocated, for a period of time specified in chapter
302 of this subtitle. A service agreement must also include the
duplicate reimbursement disclosure statement.
Special conveyance. Commercially rented or hired vehicles other
than a privately owned vehicle and other than those owned or under
contract to an agency.
Special needs (also see Employee with a disability). Physical
characteristics of a traveler not necessarily defined under disability.
Such physical characteristics could include, but are not limited to,
the weight or height of the traveler.
Spouse. Any individual who is lawfully married (unless legally
separated), including an individual married to a person of the same sex
who was legally married in a State or other jurisdiction (including a
foreign county), that recognizes such marriages, regardless of whether
or not the individual's State of residency recognizes such marriages.
The term ``spouse'' does not include individuals in a formal
relationship recognized by a State, which is other than lawful
marriage; it also does not include individuals in a marriage in a
jurisdiction outside the United States that is not recognized as a
lawful marriage under United States law.
Subsistence expenses. Expenses such as:
(1) Lodging and service charges;
(2) Meals, including taxes and tips; and
(3) Incidental expenses.
Temporary Change of Station (TCS). A TCS is a relocation to a new
official station for a temporary period while performing a long-term
assignment, and subsequent return to the previous official station upon
completion of that assignment. The employee's official station for the
duration of their TCS is the location of their TCS.
Temporary duty (TDY) location. A place, away from an employee's
official station, where the employee is authorized to travel.
Temporary storage. Storage of HHG for a limited period of time at
origin, destination or en route in connection with transportation to,
from, or between official station or post of duty or authorized
alternate points. Also referred to as storage-in-transit (SIT).
Transferred employee. An employee who transfers from one official
station to another. This may also include employees separated as a
result of reduction in force or transfer of functions who are re-
employed within one year after such separation.
Transit system. A form of transportation (e.g., air, rail, bus,
ship, etc.) used between authorized locations in the performance of
official travel.
Transportation network company (TNC). A corporation, partnership,
sole proprietorship, or other entity, that uses a digital network to
connect riders to drivers affiliated with the entity in order for the
driver to transport the rider using a vehicle owned, leased, or
otherwise authorized for use by the driver to a point chosen by the
rider; and does not include a shared-expense carpool or vanpool
arrangement that is not intended to generate profit for the driver.
Travel advance. Prepayment of estimated travel expenses paid to an
employee.
Travel authorization (Orders). Written permission to travel on
official business. There are three basic types of travel authorizations
(orders):
(1) Unlimited open. An authorization allowing an employee to travel
for any official purpose without further authorization.
(2) Limited open. An authorization allowing an employee to travel
on official business without further authorization under certain
specific conditions, i.e., travel to specific geographic area(s) for
specific purpose(s), subject to trip cost ceilings, or for specific
periods of time.
(3) Trip-by-trip. An authorization allowing an individual or group
of individuals to take one or more specific official business trips,
which must include specific purpose, itinerary, and estimated costs.
Travel claim (voucher). A written request, supported by
documentation and receipts where applicable, for reimbursement of
expenses incurred in the performance of official travel, including
permanent change of station (PCS) travel. ETS uses the term ``expense
report'' to refer to a travel claim (voucher).
Travel Management Service (TMS). A service for booking common
carrier (e.g., air, rail, and bus confirmations and seat assignments),
commercial lodging, and car rental services; fulfilling (i.e.,
ticketing) reservations; providing basic management information on
those activities; and meeting other requirements as specified in the
TMS' contract. A TMS may include a travel management company (TMC),
Commercial Ticket Office (CTO), an electronically available system,
other commercial methods of arranging travel, or an in-house system.
United States. The 48 contiguous States, the District of Columbia
and the States and areas defined under the term ``Non-Foreign Area.''
United States (U.S.) flag air carriers. For purposes of the use of
United States flag air carriers, United States means the 50 States, the
District of Columbia, and the territories and possessions of the United
States, including the territorial sea and the overlying airspace (49
U.S.C. 40102(a)(46)).
Usually traveled route. The most direct route between the
employee's official station (or invitational traveler's home) and the
temporary duty location, as defined by maps or consistent with
[[Page 56906]]
established scheduled services of contract or common carriers.
300-1.2 [Reserved]
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
SUBCHAPTER A--INTRODUCTION AND AUTHORIZATION
PART 301-1--APPLICABILITY
Authority: 5 U.S.C. 5707.
Sec. 301-1.1 Purpose.
The Federal Travel Regulation (FTR) in this subtitle serves two
principal purposes. First, it implements statutory and other policy
requirements in a manner that balances the need to ensure that official
travel is conducted responsibly while minimizing administrative costs.
Second, it communicates the resulting policies in a clear manner to
executive agencies (see Sec. 300-1.1 of this subtitle) and civilian
employees of executive agencies, both of which are subject to this
subtitle.
Sec. 301-1.2 Eligibility for TDY allowances.
This chapter covers the following individuals:
(a) Employees traveling on official business;
(b) Interviewees performing pre-employment interview travel;
(c) Employees who must interrupt official business travel to
perform emergency travel as a result of an incapacitating illness or
injury or a personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members
of their immediate family temporarily relocated to safeguard their
lives because of a threat resulting from the employee's assigned
duties.
PART 301-2--GENERAL RULES
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.
Sec. 301-2.1 Travel authorization requirement.
Employees generally must have written or electronic authorization
before incurring any travel expense. When it is not practicable or
possible to obtain such authorization before travel begins, the agency
may approve reimbursement for specific travel expenses after travel is
completed. However, written or electronic advance authorization is
required for specific items outlined in Sec. 301-2.3.
Sec. 301-2.2 Allowable travel expenses.
Agencies may pay only those expenses essential to the transaction
of official business as set forth in this chapter. Agencies will not
pay for expenses over the reimbursement limits established in this
chapter, nor will it pay for circuitous routes, delays, or luxury
accommodations or services that are unnecessary or unjustified in the
performance of official business. Employees must exercise the same care
in incurring expenses that a prudent person would exercise if traveling
on personal business.
Sec. 301-2.3 Travel arrangements requiring specific authorization or
prior approval.
(a) Specific authorization or prior approval is required for:
(1) Use of reduced fares for group or charter arrangements;
(2) Use of a foreign air carrier or foreign ship;
(3) Payment of a reduced per diem;
(4) Use of cash to pay for common carrier transportation;
(5) Travel expenses related to emergency travel;
(6) Acceptance of payment from a non-Federal source for travel
expenses (see chapter 304 of this subtitle);
(7) Travel expenses related to conference attendance;
(8) Use of a Government aircraft;
(9) Use of extra-fare train service;
(10) Travel by ship; and
(11) Use of a rental car.
(b) Paragraphs (a)(1), (3), (6), and (7) of this section require a
written or electronic advance authorization.
SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
PART 301-10--TRANSPORTATION EXPENSES
Authority: 5 U.S.C. 5704; 5 U.S.C. 5707; 5 U.S.C. 5707, note;
40 U.S.C. 121(c); 49 U.S.C. 40118; Office of Management and Budget
Circular No. A-126, revised May 22, 1992, 57 FR 22150.
Subpart A--General
Sec. 301-10.1 Eligibility for transportation expenses payment.
Employees are eligible for payment of authorized transportation
expenses when performing official travel, including fares, rental fees,
mileage payments, and other expenses related to transportation.
Sec. 301-10.2 Authorized transportation methods.
Agencies may authorize the following transportation methods:
(a) Common carrier transportation (including aircraft, train, bus,
ship, or other transit system) under subpart B of this part;
(b) Government vehicle under subpart C of this part;
(c) Privately owned vehicle (POV) under subpart D of this part; or
(d) Special conveyance (such as taxi, transportation network
company, innovative mobility technology company, or commercial
automobile) under subpart E of this part.
Sec. 301-10.3 Selection of transportation method.
The agency must select the transportation method that the agency
determines is the most advantageous to the Government.
Sec. 301-10.4 Liability for unauthorized or indirect travel.
Employees will be reimbursed for only the constructive cost of
traveling to their destination using the authorized method of
transportation and by the usually traveled route, unless their agency
authorizes a different route as officially necessary. Any additional
expenses incurred will be borne by the employee.
Subpart B--Common Carrier Transportation Airline
Sec. 301-10.100 Use of other than coach class accommodations.
Employees are authorized to use the least expensive class of
accommodations (e.g., coach class) necessary to meet their needs and
accomplish the agency's mission. Employees may be authorized to use
accommodations other than coach class only when the agency head or
designee specifically authorizes or approves such use under specific
circumstances. Except as otherwise indicated in this section, agencies
should authorize the lowest level of other than coach class
accommodations, starting with premium economy, then business, then
first, with much higher agency scrutiny on each increase in class level
authorized. The agency head or designee may authorize other than coach
class accommodations when--
(a) Such accommodations are required to accommodate a medical
disability or other special need (see part 301-13 of this subchapter);
(b) Exceptional security circumstances, as determined by the
agency, require other than coach class accommodations;
(c) Regularly scheduled service between origin and destination
points provides only non-coach class accommodations;
(d) Common carrier costs are paid in full through agency acceptance
of payment from a non-Federal source in accordance with chapter 304 of
this subtitle;
[[Page 56907]]
(e) The use results in overall cost savings to the Government by
avoiding additional subsistence costs, overtime, or lost productivity
time;
(f) No coach class space is available that allows arrival in time
to accomplish an urgent mission;
(g) Coach class accommodations on an authorized foreign carrier do
not provide adequate health or sanitation standards;
(h) The origin and/or destination is/are OCONUS and scheduled
flight time, including stopovers and change of planes, is in excess of
eight hours, in which case agencies can authorize or approve premium
economy class accommodations;
(i) The origin and/or destination is/are OCONUS and scheduled
flight time, including stopovers and change of planes, is more than 14
hours, in which case agencies can authorize or approve business class
accommodations;
(j) No coach class, premium economy class, or business class
accommodations are available on a common carrier scheduled to leave
within 24 hours of the proposed departure time, or scheduled to arrive
within 24 hours of the proposed arrival time, in which case agencies
can authorize or approve first class accommodations;
(k) Such accommodations are required because of agency mission; or
(l) The agency determines other than coach class accommodations are
more advantageous than authorizing a rest period.
Sec. 301-10.101 Changes to or non-use of common carrier reservations.
Employees must take action to change or cancel their common carrier
reservation and report any changes or cancellations as prescribed by
their agency. Failure to do so may subject the employee to liability
for any resulting losses.
Sec. 301-10.102 Handling of unused Government transportation items.
Any unused ticket or refund applications are the property of the
Government and must be returned to the agency in accordance with agency
procedures. Employees are not authorized to receive or keep a refund or
credit for unused transportation, except as provided in Sec. 301-
10.123.
Sec. Sec. 301-10.103--301-10.109 [Reserved]
Use of Contract City Pair Program Fares
Sec. 301-10.110 Requirement to use contract City Pair Program fare.
(a) Employees of an ``agency'' as defined in Sec. 300-1.1 of this
subtitle must use a contract City Pair Program fare for scheduled air
passenger transportation service unless specific exceptions exist in
Sec. 301-10.111.
(b) When a carrier offers both a lower-cost capacity-controlled
coach class contract fare (_CA) and an unrestricted coach class
contract fare (YCA), employees must use the lower-cost fare when it is
advantageous and meets mission needs.
(c) Employees of the Government of the District of Columbia, except
the District of Columbia Courts, are not eligible to use contract City
Pair Program fares.
Sec. 301-10.111 Exceptions to contract City Pair Program fare usage.
The agency head or designee may authorize use of a non-contract
fare when--
(a) There are no accommodations available on any scheduled contract
City Pair Program flight arriving to the employee's destination in time
to accomplish the travel purpose or use of contract service would
require the employee to incur unnecessary overnight lodging costs which
would increase the total cost of the trip;
(b) The contractor's flight schedule is inconsistent with explicit
policies of the Federal department or agency with regard to scheduling
travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general
public that, if used, will result in a lower total trip cost to the
Government (the combined costs of transportation, lodging, meals, and
related expenses considered); or
(1) The exception in this paragraph (c) does not apply if the
contract carrier offers the same or lower fare and has seats available
at that fare, or if the fare offered by the non-contract carrier is
restricted to Government and military travelers performing official
business and may be purchased only with a contractor-issued charge
card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar
fares) or GTR where the two previous options are not available.
(2) [Reserved]
(d) Cost effective rail transportation is available and is
consistent with mission requirements.
(e) A group of 10 or more passengers traveling together on the same
day, on the same flight, for the same mission, requiring group
integrity and identified as a group by the travel management service
upon booking is not a mandatory user of the Government's contract City
Pair Program fares. For group travel, agencies are expected to obtain
air passenger transportation service that is practical and cost
effective to the Government.
(f) Contractors are not authorized to use contract City Pair
Program fares to perform travel under their contracts.
(g) Carrier preference is not a valid exception for using a non-
contract City Pair Program fare.
Sec. 301-10.112 Liability for unauthorized non-contract carrier use.
Employees are responsible for any additional costs or penalties
incurred by using a non-contract carrier when contract service is
available and no authorized exception applies.
Sec. Sec. 301-10.113--301-10.117 [Reserved]
Airline Accommodations
Sec. Sec. 301-10.118--301-10.121 [Reserved]
Sec. 301-10.122 Compensation for denied seat.
When performing official travel and a carrier denies a confirmed
reserved seat, employees must provide any liquidated damages payment to
their agency in accordance with their agency's procedures.
Sec. 301-10.123 Compensation for voluntarily vacating a seat.
(a) Employees may keep airline compensation for voluntarily
vacating a seat under two conditions:
(1) Voluntarily vacating the seat will not interfere with
performing official duties; and
(2) Any additional travel expenses resulting from vacating the seat
are personally borne and not reimbursed by the Government.
(b) If volunteering causes travel delays during duty hours, the
agency will charge the employee annual leave for the additional hours.
Sec. 301-10.124 Use of reduced group or charter fares.
Employees may use reduced group or charter air fares only when the
agency has determined, on an individual case basis before travel
begins, that such a fare is cost-effective. Chartered aircraft are
subject to Government aircraft rules, and executive branch agencies
must follow Office of Management and Budget Circular A-126 and part
102-33 of this title when determining cost-effectiveness.
Sec. Sec. 301-10.125--301-10.129 [Reserved]
Use of United States Flag Air Carriers
Sec. 301-10.130--10.131 [Reserved]
Sec. 301-10.132 U.S. flag air carrier requirement.
Anyone whose air travel is financed by U.S. Government funds must
use a
[[Page 56908]]
U.S. flag air carrier, except as provided in Sec. Sec. 301-10.134,
301-10.135, and 301-10.136.
Sec. 301-10.133 U.S. flag air carrier service.
U.S. flag air carrier service is service provided on an air carrier
holding a certificate under 49 U.S.C. 41102 (excluding a foreign air
carrier operating under a permit), and which service is authorized by
the carrier's certificate or by exemption or regulation. This also
includes service provided under a code share agreement with a foreign
air carrier in accordance with title 14, Code of Federal Regulations,
when the ticket identifies the U.S. flag air carrier's designator code
and flight number.
Sec. 301-10.134 Fly America Act requirements and exceptions.
Employees are required by 49 U.S.C. 40118, commonly referred to as
the ``Fly America Act,'' to use U.S. flag air carrier service for all
air travel funded by the U.S. Government except as provided in
Sec. Sec. 301-10.135 and 301-10.136 or when one of the following
exceptions applies. Exceptions can only be approved by the agency head
or designated official.
(a) Use of a foreign air carrier is determined to be a matter of
necessity in accordance with Sec. 301-10.135.
(b) The transportation is provided under a bilateral or
multilateral air transportation agreement to which the U.S. Government
and the government of a foreign country are parties and which the
Department of Transportation has determined meets the requirements of
the Fly America Act.
(c) The employee is an officer or employee of the Department of
State or an Executive branch employee under Chief of Mission authority,
and travel is paid with funds appropriated to one of these agencies and
the employee's travel is between two places outside the United States.
(d) No U.S. flag air carrier provides service on a particular leg
of the route, in which case foreign air carrier service may be used,
but only to or from the nearest interchange point on a usually traveled
route to connect with U.S. flag air carrier service.
(e) A U.S. flag carrier involuntarily reroutes the employee's
travel onto a foreign carrier.
(f) Service on a foreign air carrier would be three hours or less,
and use of the U.S. flag carrier would at least double the employee's
en route travel time.
(g) When the costs of transportation are reimbursed in full by a
third party, such as a foreign government, international agency, or
other organization.
(h) For travel solely outside the U.S., use of an available U.S.
flag air carrier when compared to using a foreign air carrier will
increase the number of aircraft changes the employee must make en route
by 2 or more; or extend the travel time by 6 hours or more; or require
a connecting time of 4 hours or more at an overseas interchange point.
(i) The employee is an officer or employee of the Department of
State or an executive branch employee under Chief of Mission authority,
and travel meets the requirements of 22 U.S.C. 4081a.
Sec. 301-10.135 Fly America exceptions for foreign air carrier
service as a necessity.
(a) Foreign air carrier service is deemed necessary when U.S. flag
air carrier service is available but--
(1) Cannot provide required air transportation; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes circumstances such as:
(1) Medical reasons, including reducing connections and potential
delays for individuals needing medical treatment.
(2) Avoiding unreasonable risks to employee safety, which requires
a case-by-case agency determination and written agency approval.
(3) Threats against U.S. flag air carriers, which must be supported
by a travel advisory notice from the Federal Aviation Administration
and Department of State.
(4) Threats against a Government employee or other travelers, which
must have evidence supporting the threat that form the basis of the
agency's determination and approval.
(5) Inability to purchase a ticket in the authorized service class
on a U.S. flag air carrier, and there is an available seat in the
authorized service class on a foreign air carrier.
Sec. 301-10.136 Fly America Act exceptions for travel between the
United States and another country.
(a) If a U.S. flag air carrier offers nonstop or direct service (no
aircraft change) from origin to destination, the employee must use the
U.S. flag air carrier service unless such use would extend travel time,
including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct
service (no aircraft change) between origin and destination, the
employee must use a U.S. flag air carrier on every portion of the route
where it provides service unless, when compared to using a foreign air
carrier, such use would:
(1) Increase the number of aircraft changes made outside of the
U.S. by 2 or more;
(2) Extend travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas
interchange point.
Sec. Sec. 301-10.137--301-10.140 [Reserved]
Sec. 301-10.141 Certification requirements for foreign air carrier
use.
Employees must provide a certification as required in this section
and any additional documents specified by the agency. The agency will
not pay the foreign air carrier fare without the required
certification. The certification must include--
(a) Employee's name;
(b) Travel dates;
(c) Origin and destination;
(d) Detailed travel itinerary, including air carrier and flight
number for each leg of the trip; and
(e) Statement explaining compliance with exceptions in Sec. 301-
10.134 or Sec. 301-10.136, or a copy of the agency's written approval
deeming foreign air carrier service necessary in accordance with Sec.
301-10.135.
Sec. 301-10.142 Liability for improper or unauthorized foreign air
carrier use.
Employees will not be reimbursed for transportation costs incurred
through improper or unauthorized use of foreign air carrier service.
Sec. Sec. 301-10.143-301-10.159 [Reserved]
Train
Sec. 301-10.160 Use of extra-fare train service.
Employees may use extra-fare train service when the agency
determines it is more advantageous to the Government or required for
security reasons. Such use must be authorized or approved as other than
coach class accommodations in accordance with Sec. 301-10.100.
Sec. 301-10.161 Use of train sleeping accommodations.
Employees may use the lowest class of sleeping accommodations
aboard a train that meets mission needs when overnight travel is
required, and the agency determines such accommodations are
advantageous to the Government.
Sec. Sec. 301-10.162--301-10.179 [Reserved]
Ship
Sec. 301-10.180 U.S. flag ship requirement.
When authorized to travel by ship, employees must use a U.S. flag
ship when available, unless the mission's
[[Page 56909]]
necessity requires using a foreign ship. (See 46 U.S.C. 55302.)
Sec. 301-10.181 Liability for improper foreign ship use.
Employees are required to travel by U.S. flag ship for the entire
trip, unless the agency specifically authorizes use of a foreign ship.
Any costs resulting from improper or unauthorized use of a foreign ship
are the employee's responsibility.
Sec. Sec. 301-10.182--301-10.189 [Reserved]
Transit Systems
Sec. 301-10.190 Use of transit system for official travel.
Employees may use a transit system as a means of transportation in
conjunction with official travel when such transportation is authorized
and approved by the agency in the following manner:
(a) At the official station.
(1) From the employee's residence or other authorized point of
departure, e.g., rail to airport;
(2) To the employee's residence or other authorized point of
return, e.g., airport to rail;
(3) From the employee's residence to the office on the day of
departure from the official station on official TDY that requires at
least one night's lodging; or
(4) From the office to the employee's residence on the day of
return to the official station from an official TDY assignment that
requires at least one night's lodging.
(b) At the TDY location.
(1) From the TDY transit system station(s) to the place of lodging
or place of official business and return;
(2) To, from, and between places of lodging and official business;
(3) Between places of official business; or
(4) To obtain meals at the nearest available place when the nature
and location of the official business or the lodging at a TDY location
are such that meals cannot be obtained there.
Subpart C--Government Vehicle
Sec. 301-10.200 Types of Government vehicles.
Employees may be authorized to use a Government-furnished
automobile, a Government aircraft in accordance with Sec. Sec. 301-
10.260 through 301-10.265, and other types of Government vehicles in
accordance with Government-issued rules governing their use.
Sec. 301-10.201 Liability for unauthorized Government vehicle use.
Employees are responsible for any costs resulting from unauthorized
use of a Government vehicle and may be subject to administrative and/or
criminal liability for misuse of Government property.
Travel on Government Aircraft
Sec. 301-10.260 Use of Government aircraft.
Agencies may authorize Federal travelers, non-Federal travelers,
and any other passengers, as defined in Sec. 300-1.1 of this subtitle,
to travel on Government aircraft, subject to the rules in this subpart.
Because the taxpayers generally should pay no more than necessary for
transportation of travelers, except for required use travel, agencies
may authorize travel on Government aircraft only when a Government
aircraft is the most cost-effective mode of travel and the traveler is
traveling for governmental purposes. Employees may use Government
aircraft for travel only when authorized by an executive agency under
specific rules except with regard to travel under Sec. 301-70.802 of
this chapter.
Sec. 301-10.261 Types of Government aircraft travel.
Employees may use Government aircraft--
(a) For official travel only when--
(1) No scheduled commercial airline service is reasonably available
(able to meet departure and/or arrival requirements within a 24-hour
period, unless extraordinary circumstances require a shorter period) to
fulfill the agency's travel requirement; or
(2) The cost of using a Government aircraft is less than the cost
of the City Pair coach fare or the lowest available full coach fare for
scheduled commercial airline service, considering costs of non-
productive or lost work time.
(b) For required-use travel when required for bona fide
communications, security reasons, or exceptional scheduling
requirements, including travel for official, personal, or political
purposes.
(c) For space available travel when--
(1) The aircraft is already scheduled for official purpose and
additional use does not require a larger aircraft or result in more
than minor additional cost;
(2) The traveler is a Federal traveler or dependent stationed in a
remote location not accessible to commercial airline service; or
(3) The traveler is authorized to travel on a space available basis
under 10 U.S.C. 2648 and in accordance with Sec. Sec. 301-10.260
through 301-10.264.
Sec. 301-10.262 Authorization of Government aircraft travel.
The agency will authorize employee travel on Government aircraft as
follows:
(a) Required use travelers. (1) The agency's senior legal official
or principal deputy must authorize required-use travel on a trip-by-
trip basis, in advance, in writing, and in compliance with agency
policies, unless:
(i) The traveler is an agency head with Presidential determination
that all travel (or travel in specified categories) is required-use
travel; or
(ii) The traveler is not an agency head, and the agency head has
determined in writing that all travel (or travel in specified
categories) is required-use travel. Any determination by an agency head
that travel by an officer or employee of that agency qualifies as
required use travel must be in writing and set forth the basis for that
determination.
(2) In emergency situations, prior verbal approval with after-the-
fact written authorization is permitted.
(b) Senior Federal officials. The agency's senior legal official or
principal deputy must authorize all travel on Government aircraft in
advance and in writing, except for pre-authorized required-use travel
under paragraphs (a)(1) and (2) of this section. Emergency situations
allow prior verbal approval with after-the-fact written authorization.
(c) Non-Federal travelers. The senior legal official or principal
deputy in the sponsoring agency must authorize travel on Government
aircraft in advance and in writing. Emergency situations allow prior
verbal approval with after-the-fact written authorization.
(d) Other Federal travelers. A designated travel-approving official
(at least one organizational level above the traveler) or their
delegate must authorize travel on Government aircraft in advance and in
writing. Blanket travel authorizations must define, and such travel
must meet, specific circumstances for aircraft use; otherwise,
authorization must be on a trip-by-trip basis. Emergency situations
allow prior verbal approval with after-the-fact written authorization.
Sec. 301-10.263 Travel authorization documents for Government
aircraft.
(a) Employees must present to the aircraft management office that
operates the Government aircraft:
(1) Valid picture identification, such as a Government
identification card or a State-issued driver's license; and
(2) A copy of their written travel authorization, including any
applicable
[[Page 56910]]
blanket travel authorization, approved in accordance with Sec. 301-
10.262.
(b) The travel authorization for a senior Federal official or a
non-Federal traveler must include the following information:
(1) Traveler's name with indication that the traveler is either a
senior Federal official or a non-Federal traveler, whichever is
appropriate.
(2) The traveler's organization and title or other appropriate
descriptive information, e.g., dependent, press, etc.
(3) Name of the authorizing agency.
(4) The official purpose of the trip.
(5) The destination(s).
(6) For personal or political travel, the amount that the traveler
must reimburse the Government (i.e., the full coach fare or appropriate
share of that fare).
(7) For official travel, the comparable City Pair fare (if
available to the traveler) or full coach fare if a City Pair fare is
not available.
Sec. 301-10.264 Reimbursement to the Government for Government
aircraft travel.
(a) No reimbursement is required for official travel on a
Government aircraft.
(b) For personal travel on Government aircraft, reimbursement
depends on specific circumstances:
(1) For required use travel, the employee must reimburse the
Government the excess of the full coach fare for all flights taken over
the full coach fare for flights that would have been taken without
personal activities. For a wholly personal trip, the employee must pay
the full coach fare for the entire trip.
(2) For travel authorized under 10 U.S.C. 2648 and in accordance
with Sec. Sec. 301-10.260 through 301-10.264, or for employees or
their dependents stationed by the Government in remote locations
without access to regularly scheduled commercial airline service, no
reimbursement is required.
(c) For political travel on a Government aircraft, the Government
must be reimbursed the excess of the full coach fare for all flights
taken over the full coach fare for flights that would have been taken
without political activities. If other laws or regulations specify a
different reimbursement amount, that specified amount applies.
(d) Except for required use travel, any use of Government aircraft
for personal or political activities must not increase the actual
operating costs to the Government.
Sec. 301-10.265 Information available to the public about travel by
senior Federal officials and non-Federal travelers on Government
aircraft.
Information is available to the public in response to written
requests under the Freedom of Information Act (5 U.S.C. 552), except
for portions exempt from disclosure under that Act (such as classified
information).
Subpart D--Privately Owned Vehicle (POV)
Sec. 301-10.300 Determining and computing mileage reimbursement.
Employees compute mileage reimbursement by multiplying the distance
traveled, determined by the applicable mileage rate as follows:
Table 1 to Sec. 301-10.300
------------------------------------------------------------------------
The distance between origin and
If travel is by destination is
------------------------------------------------------------------------
Privately owned automobile or privately As shown in paper or electronic
owned motorcycle. standard highway mileage
guides, or the actual miles
driven as determined from
odometer readings.
Privately owned aircraft............... As determined from charts
issued by the Federal Aviation
Administration (FAA).
Employees may include in their
travel claim an explanation
addressing any additional air
mileage resulting from a
detour necessary due to
adverse weather, mechanical
difficulty, or other unusual
conditions. If a required
deviation is such that airway
mileage charts are not
adequate to determine
distance, employees may use
the formula of flight time
multiplied by cruising speed
of the aircraft to determine
distance. Employees must
convert nautical miles to
statute or regular miles when
submitting a claim (1 nautical
mile equals 1.15077945 statute
miles).
------------------------------------------------------------------------
Sec. 301-10.301 Reimbursement for advantageous POV use.
Employees will be reimbursed an applicable mileage rate based on
the type of POV actually used, including privately owned airplane,
automobile, or motorcycle. These rates will be published in an FTR
bulletin and displayed on the General Services Administration website
at <a href="https://www.gsa.gov/mileage">https://www.gsa.gov/mileage</a>.
Sec. 301-10.302 Allowable expenses beyond POV mileage rate.
Following is a table listing the reimbursable and non-reimbursable
expenses:
Table 1 to Sec. 301-10.302
------------------------------------------------------------------------
Non-reimbursable expenses
Reimbursable expenses in addition to included in the mileage
mileage allowance allowance
------------------------------------------------------------------------
Parking fees; ferry fees; bridge, road, Charges for repairs,
and tunnel fees; and aircraft or depreciation, replacements,
airplane parking, landing, and tie- grease, oil, antifreeze,
down fees. towage and similar speculative
expenses, fuel, insurance,
state and Federal taxes.
------------------------------------------------------------------------
Sec. 301-10.303 Reimbursement with multiple POV travelers.
If another employee travels with the employee on the same trip in
the same privately owned vehicle, mileage is payable to only one
traveler. No deduction will be made from the mileage allowance if other
passengers contribute to defraying expenses.
Sec. 301-10.304 Reimbursement for POV parking at common carrier
terminal.
The agency may reimburse the parking fee as an allowable
transportation expense, not exceeding the cost of using one of the
following to/from the terminal, as determined by the agency: a taxi,
transportation network company (TNC), or innovative mobility technology
company.
Sec. 301-10.305 Reimbursement when using an unauthorized method of
transportation.
Reimbursement is limited to the constructive cost of the authorized
transportation method, which is the sum of travel and transportation
expenses the employee would reasonably have incurred had they traveled
by the method deemed most advantageous to the Government. The
calculation involves assumptions and may include expenses such as: taxi
and TNC fares, baggage fees, rental car costs, tolls, ferry fees, and
parking charges.
Sec. 301-10.306 Reimbursement when using a POV instead of a
Government-furnished automobile.
Employees will be reimbursed based on a constructive mileage rate
limited to the cost that would be incurred for use of a Government-
furnished automobile. This rate will be published in an FTR bulletin
available at <a href="https://www.gsa.gov/ftrbulletins">https://www.gsa.gov/ftrbulletins</a>.
[[Page 56911]]
Sec. Sec. 301-10.307-301-10.310 [Reserved]
Subpart E--Special Conveyances
Sec. 301-10.400 Types of special conveyances.
The agency may authorize or approve use of:
(a) Taxis, TNCs, or innovative mobility technology companies as
specified in Sec. 301-10.420;
(b) Commercial rental automobiles as specified in Sec. Sec. 301-
10.450 through 301-10.452; or
(c) Any other special conveyance when determined to be advantageous
to the Government.
Sec. 301-10.401 Reimbursable charges for special conveyance.
Reimbursement is limited to actual expenses that the agency
determines are necessary.
Taxis, TNCs, Innovative Mobility Technology Companies, Shuttle
Services, or Other Courtesy Transportation
Sec. 301-10.420 Use of taxi, TNC, innovative mobility technology
company, shuttle service, or other courtesy transportation.
When authorized and approved by the agency, employee transportation
expenses in the performance of official travel are reimbursable for the
usual fare plus a tip which the agency determines to be reasonable for
use of a taxi, TNC, innovative mobility technology company, shuttle
service, or other courtesy transportation (if charges result). When
selecting a TNC, first consideration should be given to the General
Services Administration's Ridehail/Rideshare program.
Rental Automobiles
Sec. 301-10.450 Rental vehicle use and authorization.
(a) The agency must determine that a rental vehicle's use is
advantageous to the Government and specifically authorize such use.
(b) When authorized, travelers should first consider renting from a
vendor participating in the Defense Travel Management Office (DTMO)
U.S. Government Car Rental Agreement to obtain insurance and damage
liability benefits, unless traveling OCONUS where no agreement exists
for the temporary duty location.
(c) Travelers must use the least expensive compact car available,
with exceptions approved on a limited basis and documented on the
travel authorization. Exceptions may include:
(1) Accommodating medical disabilities or special needs.
(2) Agency mission requirements.
(3) When the cost of other than a compact car is less than or equal
to the cost of the least expensive compact car available.
(4) Requiring additional space for multiple travelers authorized to
travel together in the same vehicle.
(5) Carrying large amounts of Government material.
(6) Safety considerations during severe weather or difficult
terrain.
(d) Travelers will not be reimbursed for:
(1) Pre-paid refueling options. They should refuel before returning
the vehicle, with vendor refueling charges reimbursable only if
complete refueling is impossible due to safety issues or fueling
station location.
(2) Rental car loyalty point fees or point transfer charges.
Sec. 301-10.451 Reimbursement for collision damage waiver and theft
insurance.
Employees may not be reimbursed for collision damage waiver (CDW)
or theft insurance except that employees may be reimbursed for one or
the other (or both) when traveling OCONUS and it is necessary due to
rental agency requirements, foreign statutes, or legal procedures that
could cause extreme difficulty for an employee involved in an accident.
Sec. 301-10.452 Liability for unauthorized rental automobile use.
Employees are responsible for any additional costs resulting from
using a Government-funded commercial rental automobile for other than
official purposes. Official purposes which include transportation:
(a) Between places of official business;
(b) Between such places and places of temporary lodging when public
transportation is unavailable or its use is impractical; or
(c) Between either paragraph (a) or (b) of this section and
restaurants, drug stores, barber shops/hair stylists, places of
worship, cleaning establishments, and similar places necessary for the
sustenance, comfort, or health of the employee to foster the continued
efficient performance of Government business.
PART 301-11--SUBSISTENCE EXPENSES
Authority: 5 U.S.C. 5702; 5 U.S.C. 5703; 5 U.S.C. 5707; 5
U.S.C. 5707a.
Subpart A--General Rules
Sec. 301-11.1 Eligibility for subsistence expense reimbursement.
Employees are eligible for reimbursement of per diem or actual
subsistence expenses when:
(a) Performing official travel away from their official station or
other areas defined by their agency;
(b) Incurring subsistence expenses while performing official
travel; and
(c) In a travel status for more than 12 hours.
Sec. 301-11.2 Agency requirement to pay subsistence expenses.
The agency must pay subsistence expenses (either a per diem
allowance or actual expense) unless:
(a) The travel is to a training event under the Government
Employees Training Act (5 U.S.C. 4101-4121), and the employee agrees
not to be paid subsistence expenses; or
(b) The travel is for a pre-employment interview, and the
interviewing agency does not authorize subsistence expense payment.
Sec. 301-11.3 Subsistence expense reimbursement methods.
Subsistence expenses will be reimbursed primarily using the
lodgings-plus per diem method. Subsistence expenses may also be
reimbursed using the actual expense or the reduced per diem methods.
Agencies may allow a different method to be used each calendar day. See
appendix A to this part to find out where to access per diem rates for
various types of Government travel.
Sec. 301-11.4 Determining the applicable per diem reimbursement rate.
Generally, the temporary duty (TDY) location determines the per
diem reimbursement rate. However, if lodging is obtained outside the
TDY location, the agency may authorize or approve the per diem rate for
an alternate location if it is advantageous to the government. If
arriving at the lodging facility after 12 midnight, an employee may
claim the lodging cost for the preceding calendar day.
Sec. 301-11.5 Entitlement period for subsistence expenses.
The period for subsistence expense entitlement starts on the day
the employee departs their residence, office, or other authorized point
and ends on the day they return to their residence, office, or other
authorized point.
[[Page 56912]]
Sec. 301-11.6 Selecting lodging and making lodging reservations.
(a) Employees must make their lodging reservations through their
agency's travel management service.
(b) Employees should always stay in a ``fire safe'' facility. This
is a facility that meets the fire safety requirements of the Hotel and
Motel Fire Safety Act of 1990 (the Act), as amended (see 5 U.S.C.
5707a).
(c) When selecting a commercial lodging facility, first
consideration should be given to Government lodging agreement programs
such as FedRooms[supreg].
(d) Section 5707a of title 5, U.S.C., does not apply to the
government of the District of Columbia.
Sec. 301-11.7 Lodging reimbursement based on lodging type.
(a) The agency will reimburse employees for different types of
lodging:
(1) Conventional lodging (hotel/motel, including extended stay
hotels; boarding house). Reimbursed at the single occupancy rate.
(2) Government quarters. Reimbursed for the fee or service charge
paid for use of the quarters.
(3) Lodging with friends or relatives. May be reimbursed for
additional costs incurred by the host to accommodate the employee if
substantiated and deemed reasonable by the agency. Reimbursement does
not include the cost of comparable conventional lodging or a flat
``token'' amount.
(4) Nonconventional lodging. Reimbursable when no conventional
lodging is available in the area or when conventional lodging is in
short supply, such as during special events. Includes home-sharing or
short-term rental properties (excluding extended-stay hotels), college
dormitories, rooms that may or may not be offered commercially in
private homes, or other non-commercial accommodations.
(5) Recreational vehicle (trailer/camper). Reimbursable for
expenses such as parking fees, fees for use of and connection/
disconnection of utilities, electricity, fuel, water, sewage, bath or
shower fees, and dumping fees.
(b) The agency will not reimburse:
(1) Personally-owned residence. No lodging expenses for staying at
a personal residence or real estate expenses related to purchase or
sale, except during an authorized relocation.
(2) Personally-owned recreational vehicle. No expenses associated
with purchasing, selling, or paying for a recreational vehicle or
camper at the temporary duty location.
Sec. 301-11.8 Computation of daily lodging rate for long-term
lodging.
When obtaining lodging on a long-term basis (e.g., weekly or
monthly), the daily lodging rate is computed by dividing the total
lodging cost by the number of days of occupancy for which the employee
is entitled to subsistence expense reimbursement for lodging. The daily
rate may not exceed the daily per diem rate for the TDY location.
Sec. 301-11.9 Allowable expenses for long-term lodging.
When renting lodging on a long-term basis (e.g., weekly, monthly),
the following expenses may be considered part of the lodging cost:
(a) Rental cost for a furnished dwelling. If renting an unfurnished
dwelling, the rental cost of the dwelling and necessary furniture and
appliances (such as stove, refrigerator, chairs, tables, bed, sofa,
television, or vacuum cleaner);
(b) Costs of connecting, disconnecting, and using utilities;
(c) Reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (excluding installation and long-
distance calls);
(e) Monthly internet/wifi use fee (excluding installation); and
(f) Other costs typically included in a hotel/motel room price in
the area.
Sec. 301-11.10 Reimbursement for prepaid lodging expenses.
If a temporary duty assignment is curtailed, canceled, or
interrupted for official purposes or reasons beyond the employee's
control and acceptable to the agency, the employee may be reimbursed
for pre-paid expenses that are not refundable, including a forfeited
rental deposit, provided the employee sought to obtain a refund or took
steps to minimize costs.
Sec. 301-11.11 Subsistence expense calculations when traveling
across the international dateline (IDL).
When crossing the IDL, actual elapsed travel time will be used to
compute an employee's subsistence entitlement rather than calendar
days.
Sec. 301-11.12 Agency authorization of rest periods during travel.
(a) The agency may authorize a rest period not exceeding 24 hours
at an intermediate point or destination when:
(1) The origin or destination is outside the continental United
States (OCONUS);
(2) Scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) The agency has determined that travel by business class is not
advantageous and travel is by coach class or premium economy class.
(b) When a rest stop is authorized, the applicable per diem rate is
the rate for the rest stop location. The agency may authorize a rest
period exceeding 24 hours when no scheduled transportation service
departs within 24 hours of arrival at an intermediate point. To
qualify, the employee must be scheduled to board the first available
scheduled departure. The agency will determine a reasonable additional
length of time for rest periods exceeding 24 hours.
Sec. 301-11.13 Reimbursement for subsistence expenses on non-
workdays.
(a) Employees will generally be reimbursed for subsistence expenses
during non-workdays (weekends, Federal holidays, or other scheduled
non-workdays) when their travel status requires staying at the
temporary duty location or traveling during these days. However, the
agency should determine the most cost-effective approach, such as
remaining in travel status or permitting return to the official
station.
(b) For emergency travel due to incapacitating illness or injury,
the rules in part 301-30 of this subchapter apply.
Sec. 301-11.14 Agency reimbursement for return home or to the
official station during TDY.
The agency may authorize per diem or actual expense and round-trip
transportation expenses for periodic return travel to the employee's
home or official station under the following circumstances:
(a) The agency requires the employee to return to their official
station to perform official business;
(b) The agency will realize substantial cost savings by the
employee's return home; or
(c) Periodic return travel home is justified as part of an extended
TDY assignment.
Sec. 301-11.15 Reimbursement for voluntary return during TDY
assignment.
If an employee voluntarily returns home or to their official
station on non-workdays during a TDY assignment, the maximum
reimbursement for round-trip transportation and subsistence expenses is
limited to what would have been allowed had the employee remained at
the TDY location.
Sec. 301-11.16 Lodging tax reimbursement.
(a) For CONUS and non-foreign OCONUS locations, lodging taxes paid
by the employee are reimbursable as a
[[Page 56913]]
miscellaneous travel expense limited to the taxes on reimbursable
lodging costs.
(b) For foreign areas, separate claims for lodging taxes are not
allowed because lodging taxes have not been removed from foreign per
diem rates established by the Department of State.
Sec. 301-11.17 Options for when the per diem rate is insufficient.
(a) Employees may request reimbursement of their actual expenses up
to 300 percent of the per diem rate. There is no authority to exceed
this ceiling. However, subject to agency policy, a lesser amount may be
authorized.
(b) Agencies may authorize the per diem rate for an alternative
location where lodging is obtained if it is advantageous to the
Government.
(c) Approval for reimbursement above the per diem amount or at an
alternative location is typically provided in advance and at the
agency's discretion.
Note 1 to Sec. 301-11.17: Refer to Sec. 301-70.201 for when
an agency can issue a blanket actual expense authorization exceeding
the per diem rate.
Sec. 301-11.18 Reimbursement for advance room deposit.
The agency may reimburse an advance room deposit required by a
lodging facility to secure a room reservation before scheduled official
travel. If the employee fails to perform the scheduled travel for
reasons unacceptable to the agency and forfeits the deposit, the
employee is indebted to the Government and must repay the amount as
prescribed by the agency.
Sec. 301-11.19 Overnight lodging reimbursement.
Employees are reimbursed for actual and necessary expenses, not to
exceed the applicable lodging per diem rate.
Sec. 301-11.20 Meals and incidental expenses (M&IE) reimbursement
amounts.
(a) Except as provided in paragraph (b) of this section, when
travel is more than 12 but less than 24 hours, employees receive a per
diem allowance of 75 percent of the applicable M&IE rate for each
calendar day they are in a travel status. If their travel is 24 hours
or more, on the first day of departure and last day of travel, they
receive 75 percent of the applicable M&IE rate. Full days of travel are
reimbursed at 100 percent of the applicable M&IE rate.
(b) For travel by ship, whether commercial or Government, the
agency will determine an appropriate rate within the applicable M&IE
rate.
Sec. 301-11.21 Allowable M&IE reimbursement when meals are provided.
(a) Except as provided in paragraph (c) or (d) of this section,
when M&IE per diem is authorized and meals are provided, either by the
Government or included in the registration fee, including meals
furnished under the authority of chapter 304 of this subtitle,
employees must adjust the amount reimbursed by deducting the
appropriate amount shown at <a href="https://www.gsa.gov/mie">https://www.gsa.gov/mie</a>.
(b) For meals provided on the day of departure and the last day of
travel, employees must deduct the entire allocated meal cost from the
decreased M&IE rate. The total amount of meal deductions made will not
cause employees to receive less than the amount allowed for incidental
expenses.
(c) Employees do not need to deduct meals provided by a common
carrier or a complimentary meal provided by a hotel/motel.
(d) Agencies may allow employees to claim the full M&IE amount if
the employee was unable to take part in a Government-furnished meal due
to the conduct of official business or:
(1) Was unable to consume the furnished meal(s) because of medical
requirements or religious beliefs and purchased substitute meals
instead; and
(2) If the employee had advance knowledge of the meals to be
furnished:
(i) Requested specific approval to claim the full M&IE allowance
prior to travel; and
(ii) Made a reasonable effort to make alternative meal arrangements
but was unable to do so.
Sec. 301-11.22 Circumstances for prescribing a reduced per diem
rate.
An agency may prescribe a reduced per diem rate lower than the
prescribed per diem rate under the following circumstances:
(a) When the agency can determine in advance that lodging and/or
meal costs will be lower than the per diem rate, such as when two
employees share a room or kitchen facilities are available, reducing
the need for buying prepared meals; and
(b) The lowest authorized rate must be stated in the travel
authorization before travel or the traveler must be given sufficient
notice once travel has begun to adjust spending (i.e., finding and
occupying alternative lodging).
Sec. 301-11.23 Itemization requirements for actual expense
reimbursement.
Employees must itemize all expenses, including meals (with each
meal itemized separately), for which they will be reimbursed under the
actual expense method. Receipts are required for:
(a) Lodging, regardless of amount; and
(b) Any individual meal exceeding $75 in cost.
Subparts B-E [Reserved]
Subpart F--Extended TDY Tax Reimbursement Allowance (ETTRA)
Sec. 301-11.601 Duty to recognize a taxable extended TDY assignment.
A taxable extended TDY assignment is a TDY assignment that
continues long enough that, under the Internal Revenue Code (IRC), the
employee is no longer considered temporarily away from home during any
period of employment exceeding one year. The status change becomes
effective on the date when either the employee or the agency recognizes
the assignment will exceed one year. As soon as either the employee or
agency recognizes the assignment will exceed one year-
(a) The recognizing party must notify the other; and
(b) The agency must immediately change the employee's status.
Sec. 301-11.602 Tax consequences of extended TDY.
(a) For a taxable extended TDY assignment, all travel expense
allowances, reimbursements, and direct Government payments made on the
employee's behalf in connection with the assignment become taxable
income, starting from the date the assignment is recognized as
exceeding one year. The agency will reimburse the employee for
substantially all income taxes incurred as a result of their taxable
extended TDY assignment, through two components:
(1) Withholding Tax Allowance (WTA); and
(2) Extended TDY Tax Reimbursement Allowance (ETTRA).
(b) The WTA and ETTRA cover only TDY benefits described in this
subchapter. On an extended TDY assignment, the employee is not eligible
for relocation benefits they would have received on a permanent
relocation.
Sec. 301-11.603 Procedures for WTA and ETTRA calculation and
reimbursement.
(a) If the agency knows from the beginning that the TDY assignment
qualifies as taxable extended TDY, the agency will:
(1) Withhold a WTA;
(2) Pay the WTA as withholding tax to the Internal Revenue Service
(IRS) until the assignment ends; and
(3) Increase (or ``gross-up'') the WTA amount to reimburse the
employee for additional taxes on the WTA.
(b) If the agency realizes during the TDY assignment that taxes
will be incurred, the agency will:
[[Page 56914]]
(1) Compute the WTA for all taxable benefits received since
recognizing the assignment is no longer ``temporarily away from home'';
(2) Pay the computed amount to the IRS; and
(3) Begin paying WTA to the IRS until the extended TDY assignment
ends.
(c) For the ETTRA, the agency will use the same one-year or two-
year process chosen for the relocation income tax allowance (RITA).
Additional information on WTA and RITA processes is available in part
302-17 of this subtitle.
(d) If the agency offers a choice, the WTA is optional for the
employee.
Sec. 301-11.604 When to file the required tax information for
extended TDY.
Employees should provide the information their agency requires to
make the ETTRA calculation. This will include tax information for any
Federal and State tax returns filed for the year that the employee was
on a taxable extended TDY assignment. Employees should submit this
information at the beginning of the extended TDY assignment, or as soon
as the employee or agency realizes the assignment will incur taxes.
Appendix A to Part 301-11--Prescribed Per Diem Rates
(a) For the CONUS per diem rates, see applicable FTR Per Diem
Rate Bulletins, issued periodically and available at <a href="https://www.gsa.gov/perdiem">https://www.gsa.gov/perdiem</a>;
(b) For non-foreign areas, see applicable Per Diem Rate
Bulletins issued by the Department of Defense and published
periodically in the Federal Register or at <a href="https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/">https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/</a>; and
(c) For foreign area per diem rates, see per diem rate
supplement to section 925, Department of State Standardized
Regulations (Government Civilians-Foreign Areas) and available at
<a href="https://aoprals.state.gov/web920/per_diem.asp">https://aoprals.state.gov/web920/per_diem.asp</a>.
PART 301-12--MISCELLANEOUS EXPENSES
Authority: 5 U.S.C. 5707.
Sec. 301-12.1 Reimbursable miscellaneous expenses.
Miscellaneous expenses are costs related to official travel that
are necessary, in the interest of the Government, and not covered by
other specific allowances. Expenses that are authorized or approved by
the agency will be reimbursed as miscellaneous expenses. Taxes for
reimbursable lodging are considered approved when the lodging is
authorized.
Sec. 301-12.2 Baggage expense reimbursement.
Agencies may approve reimbursement of common carrier fees for one
standard size and weight checked bag. Agencies may approve additional
baggage in accordance with agency internal policies.
PART 301-13--TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
Authority: 5 U.S.C. 5707.
Sec. 301-13.1 Conditions of payment for additional travel expenses
for special needs.
In accordance with the Rehabilitation Act of 1973, as amended (29
U.S.C. 701 et seq.) and 5 U.S.C. 3102, an agency will pay additional
travel expenses when necessary to reasonably accommodate a special
physical need that is clearly visible and discernible; or substantiated
in writing by a competent medical authority. Agencies should authorize
and administer the payment to reasonably accommodate employee(s) with
special needs.
Sec. 301-13.2 Allowable additional travel expenses for special
needs.
The agency approving official may pay expenses deemed necessary by
the agency to reasonably accommodate a special need, including:
(a) Transportation and per diem expenses for an immediate family
member or attendant required to accompany the employee;
(b) Specialized transportation to, from, and at the temporary duty
location;
(c) Specialized services from a common carrier to accommodate the
special need;
(d) Baggage handling costs directly resulting from the special
need;
(e) Renting and transporting a wheelchair;
(f) Other than coach class accommodations to accommodate the
special need; and
(g) Services of an attendant when necessary to accommodate the
special need.
Note 1 to paragraph (g): For limits on attendant payments
beyond travel expenses, refer to 5 U.S.C. 3102 and guidance
available at <a href="https://www.opm.gov/FAQs">https://www.opm.gov/FAQs</a>.
PART 301-30--EMPLOYEE EMERGENCY TRAVEL
Authority: 5 U.S.C. 5702; 5 U.S.C. 5707.
Sec. 301-30.1 Definition of employee emergency travel.
Employee emergency travel is travel resulting from:
(a) Becoming incapacitated by illness or injury not due to the
employee's own misconduct;
(b) The death or serious illness of a member of the employee's
``immediate family'' as defined in Sec. 300-1.1 of this subtitle. The
agency may, on a case-by-case basis, expand the definition of
``immediate family'' to include additional members of the employee's or
spouse's/domestic partner's extended family; or
(c) A catastrophic occurrence or impending disaster, such as fire,
flood, or act of God, directly affecting the employee's home.
Sec. 301-30.2 Procedure for interrupting or discontinuing TDY
travel.
Employees must contact their travel authorizing/approving official
for instructions as soon as possible when needing to interrupt or
discontinue TDY.
Sec. 301-30.3 Allowable expenses for incapacitating illness or
injury during TDY.
The agency may pay:
(a) Per diem expenses while the employee is on leave (annual or
sick), not to exceed the per diem rate at the location where the
employee incurred or was treated for the incapacitating illness or
injury, for a reasonable period that generally may not to exceed 14
calendar days (including fractional days) for any one period of
absence. Agencies may approve a longer period of time if justified.
(b) The following additional expenses when the employee
discontinues a TDY assignment before its completion due to an
incapacitating illness or injury:
(1) Transportation and per diem expenses for travel to an alternate
location for medical treatment.
(2) Transportation and per diem expenses to return to the official
station.
(3) Transportation costs for a medically necessary attendant.
Sec. 301-30.4 Limitations on emergency travel expense payment.
Expenses are not payable when:
(a) The employee is confined to a medical facility within the
proximity of their official station or the same medical facility they
would have been admitted to if the incapacitating illness or injury had
occurred at their official station.
(b) The Government provides or reimburses the employee for
hospitalization under any Federal statute, including hospitalization in
a Department of Veterans Affairs (VA) Medical center or military
hospital. However, per diem expenses remain payable if the employee's
hospitalization is covered under the
[[Page 56915]]
Federal Employees Health Benefits Program (5 U.S.C. 8901 et seq.).
(c) If any of these expenses are paid to the employee by mistake,
they must be collected from the employee by the agency.
PART 301-31--THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
Authority: 5 U.S.C. 5705; 5 U.S.C. 5706a; 5 U.S.C. 5707.
Sec. 301-31.1 Purpose of subsistence and transportation expenses for
threatened law enforcement/investigative employees.
To protect law enforcement/investigative employees and their
``immediate family'' (as defined in Sec. 300-1.1 of this subtitle)
when their lives are placed in jeopardy as a result of the employee's
assigned duties. The agency may, on a case-by-case basis, expand the
definition of ``immediate family'' to include other members of the
employee's and/or the employee's spouse's or domestic partner's
extended family.
Sec. 301-31.2 Agency discretion in paying expenses.
The agency is not required to pay transportation and subsistence
expenses. The decision to pay depends on the agency's assessment of the
threat against the employee's or immediate family member's life.
Sec. 301-31.3 Lodging location determination.
The agency designates the area where the employee and/or immediate
family should obtain lodging, which may be within the official station
or at an alternate location. The employee and immediate family may
occupy lodging at different locations if authorized by the agency.
Sec. 301-31.4 Allowable transportation expenses.
The agency may pay transportation expenses authorized by part 301-
10 of this subchapter to transport the employee and/or family to/from a
temporary location.
Sec. 301-31.5 Allowable subsistence expenses.
Agencies may only pay lodging costs. However, the agency may pay
for meals and laundry/cleaning expenses if:
(a) The temporary living accommodations do not have kitchen or
laundry facilities; or
(b) The agency determines that other extenuating circumstances
exist which necessitate payment of these expenses.
Sec. 301-31.6 Per diem allowance restriction.
The agency may not pay a per diem allowance instead of actual
expenses.
Sec. 301-31.7 Expense tracking and documentation requirement.
Employees must keep track of actual expenses as described in part
301-11 of this subchapter, and must provide receipts or any other
documentation required by their agency for reimbursement. However, in
instances when documentation might compromise the security of the
individuals involved, the head of the agency may waive these
requirements.
Sec. 301-31.8 Travel advance availability.
Employees may receive a travel advance under Sec. 301-51.200 of
this chapter for up to a 30-day period at a time to cover allowable
expenses, subject to the requirement to reimburse the agency for any
portion of the advance disallowed or not spent. The travel advance may
not exceed the maximum allowable amount authorized in this part.
Subchapter C--Arranging for Travel Services, Paying Travel Expenses,
and Claiming Reimbursement
PART 301-50--ARRANGING FOR TRAVEL SERVICES
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c).
Sec. 301-50.1 Travel arrangement requirements.
Employees of an agency as defined in Sec. 300-1.1 of this subtitle
must arrange all TDY travel using the online booking tool offered by
ETS, unless extenuating circumstances prevent such use, such as when
attending a conference where the conference sponsor has negotiated with
one or more lodging facilities to set aside a number of rooms for
attendees, and employees must book directly with the facility to
receive the negotiated rate. If an exception to ETS use is granted in
accordance with this part, employees must use their agency's TMS.
Employees of the Department of Defense, the legislative branch, or the
Government of the District of Columbia must arrange travel in
accordance with their agency's TMS.
Sec. 301-50.2 Exceptions to mandatory use of ETS, TMS, or TMC.
(a) The agency head or their designee may grant an individual case
exception in writing or through electronic means to the required use of
ETS, or the agency's TMC or TMS if otherwise exempted from ETS use per
paragraph (b) of this section. Any exception granted must be consistent
with any contractual terms applicable to the TMC, TMS, or ETS.
(b) The Administrator of General Services or the Administrator's
designee may grant an agency-wide exception (or exempt a component
thereof) from the required use of ETS when requested by the head of a
Department (cabinet-level agency) or head of an independent agency when
the agency has presented a business case analysis to the General
Services Administration that proves that it has an alternative TMS to
the ETS and is in the best interest of the Government.
(1) As a condition of receiving an exception, the agency must agree
to conduct annual business case reviews of its TMS and must provide to
the ETS Program Management Office (PMO) data elements required by the
ETS PMO in a format prescribed by the ETS PMO.
(2) Requests for exceptions should be addressed to the
Administrator of General Services and sent to <a href="/cdn-cgi/l/email-protection#d4a0a6b5a2b1b8a4bbb8bdb7ad94b3a7b5fab3bba2"><span class="__cf_email__" data-cfemail="5024223126353c203f3c393329103723317e373f26">[email protected]</span></a> with
full justification and/or analysis.
Sec. 301-50.3 Consequences of not using ETS, TMS, or TMC.
The employee is responsible for any additional costs resulting from
the failure to use the ETS or their agency's TMS or TMC if they do not
have an exception to use. In addition, the agency may take appropriate
disciplinary actions.
PART 301-51--PAYING TRAVEL EXPENSES
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c). Subpart A is also
issued under 5 U.S.C. 5701 note. Subpart C is also issued under 5
U.S.C. 5705.
Subpart A--General
Sec. 301-51.1 Government contractor-issued travel charge card
mandatory use.
Employees are required to use the Government contractor-issued
travel charge card for all official travel expenses unless:
(a) Payment through the card is impractical (e.g., a vendor does
not accept the travel charge card) or imposes unreasonable burdens or
costs; or
(b) The Administrator of General Services or the agency head or
their designee has granted an exemption under Sec. 301-51.2.
Sec. 301-51.2 Exemptions from mandatory use of the Government
contractor-issued travel charge card.
(a) The Administrator of General Services exempts from mandatory
use of the Government contractor-issued travel charge card any payment,
person, type
[[Page 56916]]
or class of payments, or type or class of personnel in any case in
which--
(1) It is in the best interest of the United States to do so;
(2) Payment through a travel charge card is impractical or imposes
unreasonable burdens or costs on Federal employees or Federal agencies;
or
(3) The Secretary of Defense or the Secretary of Homeland Security
(for the Coast Guard) requests an exemption for members of their
uniformed services.
(4) The Administrator of General Services has exempted the
following classes of employees from mandatory use of the Government
contractor-issued travel charge card:
(i) Employees who have a pending application for the Government
contractor-issued travel charge card;
(ii) Employees for which issuance of the Government contractor-
issued travel charge card would adversely affect the mission or put the
employee at risk; or
(iii) Employees who are not eligible to receive a Government
contractor-issued travel charge card.
(b) The head of a Federal agency or their designee(s) may exempt
any payment, person, type or class of payments, or type or class of
agency personnel if the exemption is determined to be necessary in the
interest of the agency. Agencies must notify the Administrator of
General Services, Office of Government-wide Policy, at
<a href="/cdn-cgi/l/email-protection#0672746770636a76696a6f657f4661756728616970"><span class="__cf_email__" data-cfemail="89fdfbe8ffece5f9e6e5e0eaf0c9eefae8a7eee6ff">[email protected]</span></a>, within 30 days after granting an exemption from
the mandatory use of the Government contractor-issued travel charge
card, stating the reasons for the exemption.
Sec. 301-51.3 Voluntary card use after exemption.
An agency-granted exemption does not prevent the employee from
using the Government contractor-issued travel charge card on a
voluntary basis for official travel expenses.
Sec. 301-51.4 Payment methods after exemption.
If an employee receives an exemption from use of the Government
contractor-issued travel charge card, the agency may authorize use of
personal funds, travel advances, or Government Transportation Request
(GTR). The General Services Administration City Pair Program
contractors are not required to accept payment by personal funds or
travel advances.
Sec. 301-51.5 Misuse of Government contractor-issued travel charge
card.
Employees may not use the Government contractor-issued travel
charge card for personal reasons. Agencies should establish internal
policies and procedures defining what are considered to be misuses of
the Government contractor-issued travel charge card. Appropriate action
may be taken pursuant to those policies if an employee fails to
activate the Government contractor-issued travel charge card within 60
days of receipt or misuses the travel charge card.
Subpart B--Paying for Common Carrier Transportation
Sec. 301-51.100 Payment methods to procure common carrier
transportation.
Employees must use a Government contractor-issued individually
billed travel charge card, centrally billed account, GTR, or other
method of payment authorized in accordance with their agency's internal
policy to procure common carrier transportation.
Sec. 301-51.101 Cash-equivalent payment methods.
(a) The following payment methods are considered the equivalent of
cash:
(1) Personal credit cards;
(2) Cash withdrawals obtained from an ATM using a Government
contractor-issued individually billed travel charge card; and
(3) Checks, both personal and travelers.
(b) Agencies must comply with Sec. 102-118.30 of this title, which
limits payment of transportation services to electronic fund transfer
(EFT), unless excepted.
Sec. 301-51.102 Reimbursement for unauthorized cash purchases of
common carrier transportation.
If an employee makes an unauthorized cash purchase of common
carrier transportation, the agency may limit reimbursement to the cost
of such transportation using the authorized method of payment.
(a) Limited reimbursement. For cash payments that an agency
determines were made under non-emergency circumstances, reimbursement
to the traveler is limited to the cost that would have been properly
chargeable to the Government had the traveler used a government
provided payment resource, such as an individual Government contractor-
issued travel charge card, centrally billed account, or GTR.
(b) Full reimbursement. Agencies may choose to make full payment
when circumstances justify it, such as for invitational travel, trips
by infrequent travelers, and interviewee travel.
Sec. 301-51.103 Liability for a lost GTR.
An employee is liable for any Government expenditure that is caused
by the employee's negligence in safeguarding the GTR or tickets
received in exchange for the GTR. To avoid liability, the employee
should immediately report a lost or stolen GTR to their administrative
office. If the lost or stolen GTR shows the carrier service desired and
point of origin, the employee should promptly notify in writing the
named carrier and other local initial carriers. The employee should not
use a GTR recovered after having been reported as lost or stolen.
Instead, the employee should report the recovered GTR to their
administrative office.
Subpart C--Receiving Travel Advances
Sec. 301-51.200 Travel advance eligibility.
Employees may receive a travel advance for expenses deemed
necessary by the agency while on official travel. Advances for non-cash
transaction expenses may be authorized in accordance with the agency's
internal policies.
Sec. 301-51.201 Maximum travel advance amount.
The amount the agency advances the employee may not exceed the
following amounts:
Table 1 to Sec. 301-51.201
------------------------------------------------------------------------
The maximum amount the agency may
For advance is
------------------------------------------------------------------------
Cash transaction expenses......... The estimated amount of the
employee's cash transaction
expenses.
Non-cash transaction expenses (See Generally zero, however see Sec.
Sec. 301-51.200). 301-51.200. If the employee is
authorized a travel advance for non-
cash transaction expenses, the
agency will determine the maximum
amount the employee is authorized
to receive.
------------------------------------------------------------------------
[[Page 56917]]
Sec. 301-51.202 Accounting for travel advance.
Employees must account for their travel advance after completion of
their assignment. The employee must file a travel claim which accounts
for the advance in accordance with the agency's policy. If the employee
is in continuous travel status or submits periodic reimbursement
vouchers on an individual trip authorization, the agency may reimburse
the full amount of the employee's travel expenses without any deduction
of the advance until such time as the employee files a final voucher.
(a) If the amount advanced is less than the amount of the voucher
on which it is deducted, the employee will be reimbursed the net
amount.
(b) If the advance exceeds the reimbursable amount, the employee
must immediately refund the excess.
Sec. 301-51.203 Procedure for canceled or postponed trip.
If a trip is canceled or postponed indefinitely, the employee must
notify the appropriate agency officials and refund any monies advanced.
PART 301-52--CLAIMING REIMBURSEMENT
Authority: 5 U.S.C. 5701 note; 5 U.S.C. 5707; 40 U.S.C. 121(c).
Sec. 301-52.1 Travel claim information requirements.
Employees must file a travel claim and provide the following
information:
(a) Receipts for any lodging expenses and other expenses costing
over $75, and an itemized list of expenses and other information
(specified in the listing of required standard data elements, and any
additional information the agency may specifically require), except:
(1) The employee may aggregate official travel-related expenses
incurred at the TDY location for authorized telephone calls, transit
system fares, and parking meter fees, except any individual expenses
costing over $75 must be listed separately.
(2) When the employee is authorized a reduced per diem rate for
lodging, the employee must state the reduced daily rate the agency
authorized.
(3) When the employee is authorized a reduced per diem rate for
M&IE, the employee must state the reduced daily rate the agency
authorized.
(4) The agency may choose whether or not to require itemization of
M&IE when a reduced M&IE rate is authorized.
(5) Receipts must be retained for 6 years as prescribed by the
National Archives and Records Administration (NARA) under General
Records Schedule 1.1, item 010 (<a href="https://www.archives.gov/files/records-mgmt/grs/grs01-1.pdf">https://www.archives.gov/files/records-mgmt/grs/grs01-1.pdf</a>).
(6) The employee must submit a travel claim within 5 working days
after trip completion or period of travel; or at most every 30 days for
if the employee is on a continuous travel status unless the agency
administratively requires submission within a shorter timeframe.
(7) The agency may exempt an expenditure from the receipt
requirement because the expenditure is confidential.
(b) Type of leave and the number of hours of leave for each day.
(c) The date of arrival and departure from the TDY station.
(d) Evidence of the employee's necessary travel expenses including
any necessary special authorizations.
Sec. 301-52.2 Travel claim filing format.
Employees must use the format prescribed by ETS to file travel
claims, unless the agency has been granted, or has granted the
employee, an exception from required use of the ETS in accordance with
Sec. 301-50.2 of this subchapter.
Sec. 301-52.3 Disallowed payment of a claimed item.
The agency may disallow payment of a claimed item if the employee:
(a) Does not provide proper itemization of an expense;
(b) Does not provide required receipt(s) or other documentation
required to support their claim; or
(c) Claims an expense which is not authorized.
Sec. 301-52.4 Procedure for challenging a claim disallowance.
Employees may request reconsideration of the agency's disallowance
of their claim if the employee has additional facts or documentation to
support the request for reconsideration. To challenge a disallowed
claim, the employee must:
(a) File a new claim.
(b) Provide full itemization for all disallowed items reclaimed.
(c) Provide receipts for all disallowed items reclaimed that
require receipts, unless the agency already has the receipt.
(d) Provide a copy of the notice of disallowance.
(e) State the proper authority for the claim if the employee is
challenging the agency's application of the law or statute.
(f) Follow the agency's procedures for challenging disallowed
claims.
(g) If after reconsideration by the agency, the claim is still
denied, the employee may submit the claim for adjudication to the
Civilian Board of Contract Appeals in accordance with 48 CFR part 6104.
Sec. 301-52.5 Accounting for an outstanding travel advance.
Employees must account for any travel advance outstanding at the
time they submit their travel claim in accordance with the agency's
procedures. Agencies are responsible for ensuring the collection of
outstanding travel advances.
Sec. 301-52.6 Accounting for unused tickets and refunds.
Employees must submit any unused tickets or other evidence of
refund to their agency in accordance with the agency's procedures.
Sec. 301-52.7 Agency reimbursement timeframe.
The agency must reimburse the employee within 30 calendar days
after the employee submits a proper travel claim to the agency's
designated approving official. The 30-day requirement in this section
does not apply to the following relocation allowances:
(a) Transportation and storage of household goods and professional
books, papers, and equipment;
(b) Transportation of a mobile home;
(c) Transportation of a privately owned vehicle;
(d) Temporary quarters subsistence expense;
(e) Residence transaction expenses;
(f) Relocation income tax allowance;
(g) Use of a relocation services company;
(h) Home marketing incentive payments; and
(i) Allowance for property management services.
Sec. 301-52.8 Notification of claim errors.
After the employee submits a travel claim, the agency must notify
the employee in seven working days of any errors that would prevent
payment within 30 calendar days after submission.
Sec. 301-52.9 Late payment fee entitlement.
Employees will receive a late payment fee if the agency fails to
reimburse them within 30 calendar days after submission of a proper
travel claim to the approving official.
Sec. 301-52.10 Late payment fee calculation.
(a) To calculate late payment fees, the agency must either--
(1) Use the prevailing Prompt Payment Act Interest Rate beginning
on the 31st day after submission of a proper
[[Page 56918]]
travel claim and ending on the date on which payment is made; or
(2) Reimburse a flat fee of not less than the prompt payment
amount, based on an agencywide average of travel claim payments.
(b) In addition to the fee required by paragraphs (a)(1) and (2) of
this section, the agency must also pay an amount equivalent to the late
payment charge that the card contractor would have been able to charge
the employee had the employee not paid the bill.
Sec. 301-52.11 Minimum late payment fee threshold.
A late payment fee will only be paid when the computed fee is $1.00
or greater.
Sec. 301-52.12 Tax reporting of late payment fees.
Late payment fees will not be reported as wages on a Form W-2. The
Internal Revenue Service (IRS) has determined that the late payment fee
is in the nature of interest (compensation for money use). The agency
will report payments in accordance with IRS guidelines.
Sec. 301-52.13 Tax treatment of the additional fee.
The agency will report payment of the additional fee, which is
equal to any late payment charge that the card contractor would have
been able to charge had the employee not paid the bill, as additional
wages on Form W-2.
Sec. 301-52.14 Penalties for defrauding the Government.
An employee forfeits reimbursement pursuant to 28 U.S.C. 2514 if
the employee attempts to defraud the Government, and may be subject
under 18 U.S.C. 287 and 1001 to one, or both, of the following:
(a) A fine of not more than $10,000; or
(b) Imprisonment for not more than 5 years.
PART 301-53--USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER
PROGRAMS
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353.
Sec. 301-53.1 Using promotional benefits from travel service
providers.
Promotional benefits or materials, such as frequent flyer miles may
be retained for subsequent official travel or for personal use if such
items are obtained under the same conditions as those offered to the
general public and at no additional cost to the Government. If an
employee is offered such benefits in connection with planning an
official conference or other group travel, they are considered property
of the Government and cannot be retained for personal use, but may be
accepted on behalf of the Government for use on official travel.
Sec. 301-53.2 Restriction on selecting travel service providers.
Employees must use the travel service provider for which their
agency is a mandatory user.
Sec. 301-53.3 Denied boarding compensation treatment.
A denied boarding benefit is not a promotional item given by an
airline. See the provisions of Sec. 301-10.122 of this chapter when an
airline denies a seat (involuntary) and Sec. 301-10.123 of this
chapter when an employee vacates their seat (voluntary).
PART 301-54--[RESERVED]
Subchapter D--Agency Responsibilities
PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS
Authority: 5 U.S.C. 5701 note; 5 U.S.C. 5707; 40 U.S.C. 121(c);
OMB Circular No. A-126, revised May 22, 1992, 57 FR 22150; OMB
Circular A-123, Appendix B, revised August 27, 2019.
Subpart A--General Policies and Procedures
Sec. 301-70.1 Administration of travel expense authorization and
payment.
When administering travel expense authorization and payment,
agencies--
(a) Must consider the need for travel and limit the authorization
and payment of travel expenses to travel that is necessary to
accomplish the mission in the most economical and effective manner,
under rules stated throughout this chapter;
(b) Must ensure that travel is booked as far in advance as possible
in order to capture the greatest transportation and lodging savings;
for conference and training travel, book at least 30 days in advance
when possible;
(c) Should consider the most cost effective routing and means of
accomplishing travel;
(d) Should consider the employee's travel plans, including plans to
take leave in conjunction with official travel;
(e) Should give consideration to budget constraints, adherence to
travel policies, and reasonableness of expenses;
(f) Should always consider alternatives to travel, including
teleconferencing, prior to authorizing travel; and
(g) Must require employees to use the ETS to process travel
authorizations and claims for travel expenses, unless an exception has
been granted under Sec. 301-50.2 of this chapter.
Subpart B--Policies and Procedures Relating to Transportation
Sec. 301-70.100 Administration of transportation expense
authorization and payment.
Agencies must--
(a) Limit authorization and payment of transportation expenses to
those expenses that result in the greatest advantage to the Government;
and
(b) Ensure that travel is by the most expeditious means
practicable.
Sec. 301-70.101 Considering which method of transportation to
authorize.
In selecting a particular method of transportation agencies must
consider the following:
(a) The total cost to the Government, including per diem, overtime,
lost worktime, actual transportation cost, total distance of travel,
number of points visited, and the number of travelers, and any other
[…truncated; see source link]Indexed from Federal Register on December 8, 2025.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.