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Chapter 301—Temporary Duty (TDY) Travel Allowances

Subchapter A—Introduction

Part 301-1—Applicability

§301-1.1—What is an “agency” for purposes of TDY allowances?
§301-1.2—What is an “employee” for purposes of TDY allowances?
§301-1.3—Who is eligible for TDY allowances?

Part 301-2—General Rules

§301-2.1—Must I have authorization to travel?
§301-2.2—What travel expenses may my agency pay?
§301-2.3—What standard of care must I use in incurring travel expenses?
§301-2.4—For what travel expenses am I responsible?
§301-2.5—What travel arrangements require specific authorization or prior approval?

Subchapter B—Allowable Travel Expenses

Part 301-10—Transportation Expenses

Subpart A—General

§301-10.1—Am I eligible for payment of transportation expenses?
§301-10.2—What expenses are payable as transportation?
§301-10.3—What methods of transportation may my agency authorize me to use?
§301-10.4—How does my agency select the method of transportation to be used?
§301-10.5—What are the presumptions as to the most advantageous method of transportation?
§301-10.6—What is my liability if I do not travel by the authorized method of transportation?
§301-10.7—How should I route my travel?
§301-10.8—What is my liability if, for personal convenience, I travel by an indirect route or interrupt travel by a direct route?

Subpart B—Common Carrier Transportation

§301-10.100—What types of common carrier transportation may I be authorized to use?
§301-10.105—What are the basic requirements for using common carrier transportation?

§301-10.106—When must I use a contract city-pair fare?
§301-10.107—Are there any exceptions to the use of a contract city-pair fare?
§301-10.108—What requirements must be met to use a non-contract fare?
§301-10.109—What is my liability for unauthorized use of a non-contract carrier when contract service is available and I do not meet one of the exceptions for required use?
§301-10.110—May I use contract passenger transportation service for personal travel?
§301-10.111—When may I use a reduced group or charter fare?
§301-10.112—What must I do when different airlines furnish the same service at different fares?
§301-10.113—What must I do if I change or do not use a common carrier reservation?
§301-10.114—What must I do with unused Government Transportation Request(s) (GTR(s), ticket(s) or refund application(s)?
§301-10.115—Am I authorized to receive a refund or credit for unused transportation?
§301-10.116—What must I do with compensation an airline gives me if it denies me a seat on a plane?
§301-10.117—May I keep compensation an airline gives me for voluntarily vacating my seat on my scheduled airline flight when the airline asks for volunteers?

—Airline Accommodations

§301-10.121—What classes of airline accommodations are available?
§301-10.122—What class of airline accommodations must I use?
§301-10.123—When may I use other than coach-class airline accommodations?
§301-10.124—What are coach-class Seating Upgrade Programs?
§301-10.125—When may I use the 14-hour rule to travel other than coach-class (see §§301-10.123(b)(6))?

—Use of United States Flag Air Carriers

§301-10.131—What does United States mean?
§301-10.132—Who is required to use a U.S. flag air carrier?
§301-10.133—What is a U.S. flag air carrier?
§301-10.134—What is U.S. flag air carrier service?
§301-10.135—When must I travel using U.S. flag air carrier service?
§301-10.136—What exceptions to the Fly America Act requirements apply when I travel between the United States and another country?
§301-10.137—What exceptions to the Fly America Act requirements apply when I travel solely outside the United States, and a U.S. flag air carrier provides service between my origin and my destination?
§301-10.138—In what circumstances is foreign air carrier service deemed a matter of necessity?
§301-10.139—May I travel by a foreign air carrier if the cost of my ticket is less than traveling by a U.S. flag air carrier?
§301-10.140—May I use a foreign air carrier if the service is preferred by or more convenient for my agency or me?
§301-10.141—Must I provide any special certification or documents if I use a foreign air carrier?
§301-10.142—What must the certification include?
§301-10.143—What is my liability if I improperly use a foreign air carrier?

—Train

§301-10.160—What classes of train accommodations are available?
§301-10.161—What class of train accommodations must I use?
§301-10.162—When may I use other than coach-class train accommodations?
§301-10.163—What is an extra-fare train?
§301-10.164—When may I use extra-fare train service?

—Ship

§301-10.180—Must I travel by a U.S. flag ship?
§301-10.181—What is my liability if I improperly use a foreign ship?
§301-10.182—What classes of ship accommodations are available?
§301-10.183—What class of ship accommodations must I use?

—Transit Systems

§301-10.190—When may I use a transit system as a means of transportation in conjunction with official travel?

Subpart C—Government Vehicle

§301-10.200—What types of Government vehicles may my agency authorize me to use?
§301-10.201—For what purposes may I use a Government vehicle other than a Government aircraft?
§301-10.202—What is my liability for unauthorized use of a Government vehicle?

—Government Automobiles

§301-10.220—What requirements must I meet to operate a Government automobile for official travel?

—Travel on Government Aircraft

§301-10.260—May I use a Government aircraft for travel?
§301-10.261—When may I use a Government aircraft for travel?
§301-10.262—How will my agency authorize travel on Government aircraft?
§301-10.263—What travel authorization documents must I present to the aircraft management office that operates the Government aircraft?
§301-10.264—What amount must the Government be reimbursed for travel on Government aircraft?
§301-10.265—Will my travel on Government aircraft be reported?
§301-10.266—Is information available to the public about travel on Government aircraft by senior Federal officials and non-Federal travelers?

Subpart D—Privately Owned Vehicle (POV)

§301-10.300—When may I use a POV for official travel?
§301-10.301—How do I compute my mileage reimbursement?
§301-10.302—How do I determine distance measurements for my travel?
§301-10.303—What am I reimbursed when use of POV is determined by my agency to be advantageous to the Government?
§301-10.304—What expenses are allowable in addition to the POV mileage rate allowances?
§301-10.305—How is reimbursement handled if another person(s) travels in a POV with me?
§301-10.306—What will I be reimbursed if authorized to use a POV between my residence and office and then from my office to a common carrier terminal, or from my residence directly to a common carrier terminal?
§301-10.307—What will I be reimbursed if I use a POV to transport other employees?
§301-10.308—What will I be reimbursed if I park my POV at a common carrier terminal while I am away from my official station?
§301-10.309—What will I be reimbursed if I am authorized to use common carrier transportation and I use a POV instead?
§301-10.310—What will I be reimbursed if I am authorized to use a Government owned automobile and I use a privately owned automobile instead?

Subpart E—Special Conveyances

§301-10.400—What types of special conveyances may my agency authorize me to use?
§301-10.401—What types of charges are reimbursable for use of a special conveyance?
§301-10.402—What will I be reimbursed if I am authorized to use a special conveyance and I use a POV instead?
§301-10.403—What is the difference between a Government aircraft and an aircraft hired as a special conveyance?

—Taxicabs, Shuttle Services, or Other Courtesy Transportation

§301-10.420—When may I use a taxi, shuttle service or other courtesy transportation?
§301-10.421—How much will my agency reimburse me for a tip to a taxi, shuttle service, courtesy transportation driver, or valet parking attendant?

—Rental Automobiles

§301-10.450—When and from whom may I rent a vehicle for official travel when authorized?
§301-10.451—May I be reimbursed for the cost of collision damage waiver (CDW) or theft insurance?
§301-10.452—May I be reimbursed for personal accident insurance?
§301-10.453—What is my liability for unauthorized use of a rental automobile obtained with Government funds?

Part 301-11—Per Diem Expenses

Subpart A—General Rules

§301-11.1—When am I eligible for an allowance (per diem or actual expense)?
§301-11.2—Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
§301-11.3—Must my agency pay an allowance (either a per diem allowance or actual expense)?
§301-11.4—May I be reimbursed actual expense and per diem on the same trip?
§301-11.5—How will my per diem expenses be reimbursed?
§301-11.6—Where do I find maximum per diem and actual expense rates?
§301-11.7—What determines my maximum per diem reimbursement rate?
§301-11.8—What is the maximum per diem rate I will receive if lodging is not available at my TDY location?
§301-11.9—When does per diem or actual expense entitlement start/stop?
§301-11.10—Am I required to record departure/arrival dates and times on my travel claim?
§301-11.11—How do I select lodging and make lodging reservations? §301-11.11—How do I select lodging and make lodging reservations?
§301-11.12—How does the type of lodging I select affect my reimbursement?
§301-11.13—How does sharing a room with another person affect my per diem reimbursement?
§301-11.14—How is my daily lodging rate computed when I rent lodging on a long-term basis?
§301-11.15—What expenses may be considered part of the daily lodging cost when I rent on a long-term basis?
§301-11.16—What reimbursement will I receive if I prepay my lodging expenses and my TDY is curtailed, canceled or interrupted for official purposes or for other reasons beyond my control that are acceptable to my agency?
§301-11.17—If my agency authorizes per diem reimbursement, will it reduce my M&IE allowance for a meal(s) provided by a common carrier or for a complimentary meal(s) provided by a hotel/motel?
§301-11.18—What M&IE rate will I receive if a meal(s) is furnished by the Government or is included in the registration fee?
§301-11.19—How is my per diem calculated when I travel across the international dateline (IDL)?
§301-11.20—May my agency authorize a rest period for me while I am traveling?
§301-11.21—Will I be reimbursed for per diem or actual expenses on leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays) while I am on official travel?
§301-11.22—Am I entitled to per diem or actual expense reimbursement if I am required to return to my official station on a non-workday?
§301-11.23—Are there any other circumstances when my agency may reimburse me to return home or to my official station for non-workdays during a TDY assignment?
§301-11.24—What reimbursement will I receive if I voluntarily return home or to my official station on non-workdays during my TDY assignment?
§301-11.25—Must I provide receipts to substantiate my claimed travel expenses?
§301-11.26—How do I request a review of the per diem in a location?
§301-11.27—Are taxes included in the lodging portion of the Government per diem rate?
§301-11.28—As a traveler on official business, am I required to pay applicable lodging taxes?
§301-11.29—Are lodging facilities required to accept a generic federal, state or local tax exempt certificate?
§301-11.30—What is my option if the Government lodging rate plus applicable taxes exceeds my lodging reimbursement?
§301-11.31—Are laundry, cleaning and pressing of clothing expenses reimbursable?
§301-11.32—May I be reimbursed for an advanced room deposit in situations where a lodging facility requires the payment of a deposit, prior to the beginning of my scheduled official travel?

Subpart B—Lodgings Plus Per Diem

§301-11.100—What will I be paid for lodging under Lodgings-plus per diem?
§301-11.101—What allowance will I be paid for M&IE?
§301-11.102—What is the applicable M&IE rate?

Subpart C—Reduced Per Diem

§301-11.200—Under what circumstances may my agency prescribe a reduced per diem rate lower than the prescribed maximum?

Subpart D—Actual Expense

§301-11.300—When is actual expense reimbursement warranted?
§301-11.301—Who in my agency can authorize/approve my request for actual expense?
§301-11.302—When should I request authorization for reimbursement under actual expense?
§301-11.303—What is the maximum amount that I may be reimbursed under actual expense?
§301-11.304—What if my expenses are less than the authorized amount?
§301-11.305—What if my actual expenses exceed the 300 percent ceiling?
§301-11.306—What expenses am I required to itemize under actual expense?

Subpart E—Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and

—General

§301-11.501—What is the Income Tax Reimbursement Allowance (ITRA)?
§301-11.502—Who is eligible to receive the ITRA?
§301-11.503—Are Federal Insurance Contribution Act (FICA) and Medicare deductions included in any reimbursement under this part?

—Employee Responsibilities

§301-11.521—Must I file a claim to be reimbursed for the additional income taxes incurred?
§301-11.522—If I was assessed an income tax penalty and/or interest payment due to incorrect income tax withholdings, are those payments reimbursable?
§301-11.523—What documentation must I submit to substantiate my claim?
§301-11.524—What steps must my agency take to determine my ITRA?
§301-11.525—Is the ITRA I receive taxable income?
§301-11.526—May I receive a lump sum payment of the additional tax liability on the covered ITRA in lieu of submitting another claim?
§301-11.527—If I elect a lump sum payment, how is the ITRA paid?
§301-11.528—If I do not elect lump sum payment is there any additional reimbursement?

—Agency Responsibilities

§301-11.531—What documentation must the employee submit to substantiate a claim?
§301-11.532—How should we compute the employee’s ITRA?
§301-11.533—Are tax penalty and interest payments reimbursable?
§301-11.534—What tax tables should we use to calculate the amount of allowable reimbursement?
§301-11.535—How should we calculate the ITRA?
§301-11.536—Is the ITRA reimbursement considered to be income to the employee?
§301-11.537—Are income taxes to be withheld from the ITRA?
§301-11.538—May we offer a lump sum payment to cover the income tax liability on the covered ITRA?
§301-11.539—If the employee does not elect a lump sum payment, how is the tax on the ITRA calculated?
§301-11.540—How do we handle any excess payment?

Subpart F—Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and Thereafter

—General

§301-11.601—What is the Income Tax Reimbursement Allowance (ITRA)?
§301-11.602—Who is eligible to receive the ITRA?
§301-11.603—Are Federal Insurance Contribution Act (FICA) and Medicare deductions included in any reimbursement under this part?

—Employee Responsibilities

§301-11.621—Must I file a claim to be reimbursed for the additional income taxes incurred?
§301-11.622—If I was assessed an income tax penalty and/or interest payment due to incorrect income tax withholdings, are those payments reimbursable?
§301-11.623—What documentation must I submit to substantiate my claim?
§301-11.624—What steps must my agency take to determine my ITRA?
§301-11.625—Is the ITRA I receive taxable income?
§301-11.626—May I receive a lump sum payment of the additional tax liability on the covered ITRA in lieu of submitting another claim?
§301-11.627—If I elect a lump sum payment, how is the ITRA paid?
§301-11.628—If I do not elect lump sum payment is there any additional reimbursement?

—Agency Responsibilities

§301-11.631—What documentation must the employee submit to substantiate a claim?
§301-11.632—How should we compute the employee's ITRA?
§301-11.633—Are tax penalty and interest payments reimbursable?
§301-11.634—What tax tables should we use to calculate the amount of allowable reimbursement?
§301-11.635—How should we calculate the ITRA?
§301-11.636—Is the ITRA reimbursement considered to be income to the employee?
§301-11.637—Are income taxes to be withheld from the ITRA?
§301-11.638—May we offer a lump sum payment to cover the income tax liability on the covered ITRA?
§301-11.639—If the employee does not elect a lump sum payment, how is the tax on the ITRA reimbursement calculated?
§301-11.640—How do we handle any excess payment?

Part 301-12—Miscellaneous Expenses

§301-12.1—What miscellaneous expenses are reimbursable?
§301-12.2—What baggage expenses may my agency pay?

Part 301-13—Travel of an Employee With Special Needs

§301-13.1—What is the policy for paying additional travel expenses incurred by an employee with a special need?
§301-13.2—Under what conditions will my agency pay for my additional travel expense(s) under this part?
§301-13.3—What additional travel expenses may my agency pay under this part?

Part 301-30—Emergency Travel

§301-30.1—What is emergency travel?
§301-30.2—What is considered to be “family” with respect to emergency travel?
§301-30.3—What should I do if I have to interrupt or discontinue my TDY travel?
§301-30.4—When an illness or injury occurs on TDY, what expenses may be allowed?
§301-30.5—Are there any limitations to the payment of these expenses?

Part 301-31—Threatened Law Enforcement/Investigative Employees

§301-31.1—Why pay subsistence and transportation expenses for threatened law enforcement/investigative employees?
§301-31.2—What is “family” with respect to threatened law enforcement/investigative employees?
§301-31.3—Are members of my family and I eligible for payment of subsistence and transportation expense?
§301-31.4—Must my agency pay transportation and subsistence expenses?
§301-31.5—Under what conditions may my agency pay for transportation and subsistence expenses?
§301-31.6—Where must I and/or my family obtain lodging?
§301-31.7—May my family and I occupy lodging at different locations?
§301-31.8—What transportation expenses may my agency pay?
§301-31.9—What subsistence expense may my agency pay?
§301-31.10—How will my agency pay my subsistence expenses?
§301-31.11—May my agency pay me a per diem allowance instead of actual expenses?
§301-31.12—Must I keep track of my expenses?
§301-31.13—How long may my agency pay for subsistence expenses under this part?
§301-31.14—May I receive a travel advance for transportation and/or subsistence expenses?
§301-31.15—What documentation must I provide for reimbursement?

Subchapter C—Arranging for Travel Services, Paying Travel Expenses, and Claiming Reimbursement

Part 301-50—Arranging for Travel Services

§301-50.1—To whom do the pronouns “I”, “you”, and their variants throughout this part refer?
§301-50.2—How must I arrange my travel?
§301-50.3—Must I use the ETS or TMS to arrange my travel?
§301-50.4—May I be granted an exception to the required use of TMS or ETS once my agency has fully deployed ETS?
§301-50.5—What is my liability if I do not use my agency’s TMS or the E-Gov Travel Service, and an exception has not been approved?
§301-50.6—What is an “online self-service booking tool?”'
§301-50.7—Should I use the online self-service booking tool once ETS is available within my agency?

Part 301-51—Paying Travel Expenses

Subpart A—General

§301-51.1—What is the required method of payment for official travel expenses?
§301-51.2—What official travel expenses and/or classes of employees are exempt from the mandatory use of the Government contractor-issued travel charge card?
§301-51.3—Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card?
§301-51.4—If my agency grants an exemption, does that prevent me from using the card on a voluntary basis?
§301-51.5—How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card?
§301-51.6—May I use the Government contractor-issued travel charge card for purposes other than those associated with official travel?
§301-51.7—May I use the Government contractor-issued travel charge card for personal reasons while on official travel?
§301-51.8—What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?

Subpart B—Paying for Common Carrier Transportation

§301-51.100—What method of payment must I use to procure common carrier transportation?
§301-51.101—Which payment methods are considered the equivalent of cash?
§301-51.102—How is my transportation reimbursement affected if I make an unauthorized cash purchase of common carrier transportation?
§301-51.103—What is my liability if I lose a GTR?

Subpart C—Receiving Travel Advances

§301-51.200—For what expenses may I receive a travel advance?
§301-51.201—What is the maximum amount that my agency may advance?
§301-51.202—When must I account for my advance?
§301-51.203—What must I do about my advance if my trip is canceled or postponed indefinitely?

Part 301-52—Claiming Reimbursement

§301-52.1—Must I file a travel claim?
§301-52.2—What information must I provide in my travel claim?
§301-52.3—Am I required to file a travel claim in a specific format and must the claim be signed?
§301-52.4—What must I provide with my travel claim?
§301-52.5—Is there any instance where I am exempt from the receipt requirement in §301-52.4?
§301-52.6—How do I submit a travel claim?
§301-52.7—When must I submit my travel claim?
§301-52.8—May my agency disallow payment of a claimed item?
§301-52.9—What will my agency do when it disallows an expense?
§301-52.10—May I challenge my agency's disallowance of my claim?
§301-52.11—What must I do to challenge a disallowed claim?
§301-52.12—What happens if I attempt to defraud the Government?
§301-52.13—Should I keep itemized records of my expenses while on travel?
§301-52.14—What must I do with any travel advance outstanding at the time I submit my travel claim?
§301-52.15—What must I do with any passenger coupon for transportation costing over $75, purchased with cash?
§301-52.16—What must I do with any unused tickets, coupons, or other evidence of refund?
§301-52.17—Within how many calendar days after I submit a proper travel claim must my agency reimburse my allowable expenses?
§301-52.18—Within how many calendar days after I submit a travel claim must my agency notify me of any error that would prevent payment within 30 calendar days after submission?
§301-52.19—Will I receive a late payment fee if my agency fails to reimburse me within 30 calendar days after I submit a proper travel claim?
§301-52.20—How are late payment fees calculated?
§301-52.21—Is there a minimum amount the late payment fee must exceed before my agency will pay it to me?
§301-52.22—Will any late payment fees I receive be reported as wages on a Form W-2?
§301-52.23—Is the additional fee, which is equal to any late payment charge that the card contractor would have been able to charge had I not paid the bill, considered income?
§301-52.24—Does mandatory use of the Government contractor-issued travel charge card change my obligation to pay my travel card bill by the due date?

Part 301-53—Using Promotional Materials and Frequent Traveler Programs

§301-53.1—To whom do the pronouns “I,” “you”, and their variants refer throughout this part?
§301-53.2—What may I do with promotional benefits or materials I receive from a travel service provider?
§301-53.3—How may I use promotional materials and frequent traveler benefits?
§301-53.4—May I select travel service providers for which my agency is not a mandatory user in order to maximize my frequent traveler benefits?
§301-53.5—Are there exceptions to the mandatory use of contract city-pair fares and an agency’s travel management service?
§301-53.6—Is a denied boarding benefit considered a promotional item for which I may retain compensation received from an airline whether voluntary or involuntary?

Part 301-54—Collection of Undisputed Delinquent Amounts Owed to the Contractor Issuing the Individually Billed Travel Charge Card

Subpart A—General Rules

§301-54.1—Is my agency allowed to collect undisputed delinquent amounts that I owe to a Government travel charge card contractor?
§301-54.2—What is disposable pay?

Subpart B—Policies and Procedures

§301-54.100—Are there any due process requirements with which my agency must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
§301-54.101—Can my agency initiate collection of undisputed delinquent amounts if it has not reimbursed me for amounts reimbursable under the applicable travel regulations?
§301-54.102—What is the maximum amount my agency may deduct from my disposable pay?

Subchapter D—Agency Responsibilities

Part 301-70—Internal Policy and Procedure Requirements

Subpart A—General Policies and Procedures

§301-70.1—How must we administer the authorization and payment of travel expenses?

Subpart B—Policies and Procedure Relating to Transportation

§301-70.100—How must we administer the authorization and payment of transportation expenses?
§301-70.101—What factors must we consider in determining which method of transportation results in the greatest advantage to the Government?
§301-70.102—What governing policies must we establish for authorization and payment of transportation expenses?
§301-70.103—In what circumstance may we authorize use of ship service?
§301-70.104—What factors should we consider in determining whether to require an employee to commit to the use of a Government automobile?
§301-70.105—May we prohibit an employee from using a POV on official travel?

Subpart C—Policies and Procedures Relating to Per Diem Expenses

§301-70.200—What governing policies must we establish for authorization and payment of per diem expenses?
§301-70.201—May we issue a blanket actual expense authorization for our employees during a Presidentially-Declared Disaster?

Subpart D—Policies and Procedures Relating to Miscellaneous Expenses

§301-70.300—How should we administer the authorization and payment of miscellaneous expenses?
§301-70.301—What governing policies must we establish for payment of miscellaneous expenses?

Subpart E—Policies and Procedures Relating to Travel of an Employee with a Disability or Special Need

§301-70.400—How should we authorize and administer the payment of additional travel expenses for an employee with a disability or special need?
§301-70.401—What governing policies and procedures must we establish regarding travel of an employee with a disability or special need?

Subpart F—Policies and Procedures for Emergency Travel of Employee Due to Illness or Injury

§301-70.500—What governing policies and procedures should we establish relating to emergency travel?
§301-70.501—Does per diem continue when an employee interrupts a travel assignment because of an incapacitating illness or injury?
§301-70.502—Are there any limitations to the payment of these expenses?
§301-70.503—What additional emergency expenses should we allow?
§301-70.504—When the employee is able to travel, should we continue the use of the existing travel authorization?
§301-70.505—May any travel costs be reimbursed if the employee travels to an alternate location for medical treatment?
§301-70.506—How do we define actual cost and constructive cost when an employee interrupts a travel assignment because of an incapacitating illness or injury?
§301-70.507—May we authorize per diem if an employee discontinues a TDY assignment because of a personal emergency situation?
§301-70.508—How do we handle reimbursement if the employee travels to an alternate location and returns to the TDY location because of a personal emergency situation?
§301-70.509—What factors must we consider in expanding the definition of family for emergency travel purposes?

Subpart G—Policies and Procedures Relating to Threatened Law Enforcement/Investigative Employees

§301-70.600—What governing policies and procedures must we establish related to threatened law enforcement/investigative employees?
§301-70.601—What factors should we consider in determining whether to authorize payment of transportation and subsistence expenses for threatened law enforcement/investigative employees?
§301-70.602—How often must we reevaluate the payment of transportation and subsistence expenses to a threatened law enforcement/investigative employee?

Subpart H—Policies and Procedures Relating to Mandatory Use of the Government Contractor-Issued Travel Charge Card for Official Travel

§301-70.700—Must our employees use a Government contractor-issued travel charge card for official travel expenses?
§301-70.701—Who has the authority to grant exemptions to mandatory use of Government contractor-issued travel charge card for official travel?
§301-70.702—Must we notify the Administrator of General Services when we grant an exemption?
§301-70.703—If we grant an exemption, does that prevent the employee from using the card on a voluntary basis?
§301-70.704—What expenses and/or classes of employees are exempt from the mandatory use of the Government contractor-issued travel charge card?
§301-70.705—What methods of payment for official travel expenses may we authorize when an exemption from use of the Government contractor-issued travel charge card is granted?
§301-70.706—For what purposes may an employee use the Government contractor-issued travel charge card while on official travel?
§301-70.707—May an employee use the Government contractor-issued travel charge card for personal use while on official travel?
§301-70.708—What actions may we take if an employee misuses the Government contractor-issued travel charge card while on official travel?
§301-70.709—What can we do to reduce travel charge card delinquencies?

Subpart I—Policies and Procedures for Agencies that Authorize Travel on Government Aircraft

§301-70.800—Whom may we authorize to travel on Government Aircraft?
§301-70.801—When may we authorize travel on Government aircraft?
§301-70.802—Must we ensure that travel on Government aircraft is the most cost-effective alternative?
§301-70.803—How must we authorize travel on a Government aircraft?
§301-70.804—What amount must the Government be reimbursed for travel on a Government aircraft?
§301-70.805—Must we include special information on a travel authorization for a senior Federal official or a non-Federal traveler who travels on Government aircraft?
§301-70.806—What documentation must we retain for travel on Government aircraft?
§301-70.807—Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
§301-70.808—Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?

Subpart J—Policies and Procedures for Agencies that Own or Hire Government Aircraft for Travel

§301-70.900—May we use our Government aircraft to carry passengers?
§301-70.901—Who may approve use of our Government aircraft to carry passengers?
§301-70.902—Do we have any special responsibilities related to space available travel on our Government aircraft?
§301-70.903—What are our responsibilities for ensuring that Government aircraft are the most cost-effective alternative for travel?
§301-70.904—Must travelers whom we carry on Government aircraft be authorized to travel?
§301-70.905—What documentation must we retain for travel on our Government aircraft?
§301-70.906—Must we report use of our Government aircraft to carry senior Federal officials and non-Federal travelers?
§301-70.907—What information must we report on the use of Government aircraft to carry senior Federal officials and non-Federal travelers and when must it be reported?
§301-70.908—Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
§301-70.909—What disclosure information must we give to anyone who flies on our Government aircraft?
§301-70.910—Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?

Part 301-71—Agency Travel Accountability Requirements

Subpart A—General

§301-71.1—What is the purpose of an agency travel accounting system?
§301-71.2—What are the standard data elements and when must they be captured on a travel accounting system?
§301-71.3—May we use electronic signatures on travel documents?

Subpart B—Travel Authorization

§301-71.100—What is the purpose of the travel authorization process?
§301-71.101—What travel may we authorize?
§301-71.102—May we issue a single authorization for a group of employees?
§301-71.103—What information must be included on all travel authorizations?
§301-71.104—Who must sign a travel authorization?
§301-71.105—Must we issue a written or electronic travel authorization in advance of travel?
§301-71.106—Who must sign a trip-by-trip authorization?
§301-71.107—When authorizing travel, what factors must the authorizing official consider?
§301-71.108—What internal policies and procedures must we establish for travel authorization?

Subpart C—Travel Claims for Reimbursement

§301-71.200—Who must review and sign travel claims?
§301-71.201—What are the reviewing official’s responsibilities?
§301-71.202—May we pay a claim when an employee does not include a copy of the corresponding authorization?
§301-71.203—Who is responsible for the validity of the travel claim?
§301-71.204—Within how many calendar days after the submission of a proper travel claim must we reimburse the employee’s allowable expenses?
§301-71.205—Under what circumstances may we disallow a claim for an expense?
§301-71.206—What must we do if we disallow a travel claim?
§301-71.207—What internal policies and procedures must we establish for travel reimbursement?
§301-71.208—Within how many calendar days after submission of a proper travel claim must we notify the employee of any errors in the claim?
§301-71.209—Must we pay a late payment fee if we fail to reimburse the employee within 30 calendar days after receipt of a proper travel claim?
§301-71.210—How do we calculate late payment fees?
§301-71.211—Is there a minimum amount the late payment fee must exceed before we will pay it?
§301-71.212—Should we report late payment fees as wages on a Form W-2?
§301-71.213—Is the additional fee, which is the equivalent to any late payment charge that the card contractor would have been able to charge had the employee not paid the bill, considered income?
§301-71.214—Does mandatory use of the Government contractor-issued travel charge card change the employee’s obligation to pay his/her travel card bill by the due date?

Subpart D—Accounting for Travel Advances

§301-71.300—What is the policy governing the use of travel advances?
§301-71.301—In situations where a lodging facility requires the payment of a deposit, may we reimburse an employee for an advance room deposit prior to the beginning of scheduled official travel?
§301-71.302—For how long may we issue a travel advance?
§301-71.303—What data must we capture in our travel advance accounting system?
§301-71.304—Are we responsible for ensuring the collection of outstanding travel advances?
§301-71.305—When must an employee account for a travel advance?
§301-71.306—Are there exceptions to collecting an advance at the time the employee files a travel claim?
§301-71.307—How do we collect the amount of a travel advance in excess of the amount of travel expenses substantiated by the employee?
§301-71.308—What should we do if the employee does not pay back a travel advance when the travel claim is filed?
§301-71.309—What internal policies and procedures must we establish governing travel advances?

Part 301-72—Agency Responsibilities Related to Common Carrier Transportation

Subpart A—Procurement of Common Carrier Transportation

§301-72.1—Why is common carrier presumed to be the most advantageous method of transportation?
§301-72.2—May we utilize methods of transportation other than common carrier (e.g., POVs, chartered vehicles, etc.)?
§301-72.3—What method of payment must we authorize for common carrier transportation?

Subpart B—Accounting for Common Carrier Transportation

§301-72.100—What must my travel accounting system do in relation to common carrier transportation?
§301-72.101—What information should we provide an employee before authorizing the use of common carrier transportation?

Subpart C—Cash Payments for Procuring Common Carrier Transportation Services

§301-72.200—Under what conditions may we authorize cash payments for procuring common carrier transportation services?
§301-72.201—What must we do if an employee uses cash in excess of the $100 limit to purchase common carrier transportation?
§301-72.202—Who may approve cash payments in excess of the $100 limit?
§301-72.203—When may we limit traveler reimbursement for a cash payment?
§301-72.204—What must we do to minimize the need for a traveler to use cash to procure common carrier transportation services?

Subpart D—Unused, Partially Used, Exchanged, Canceled, or Oversold Common Carrier Transportation Services

§301-72.300—What procedures must we establish to collect unused, partially used, and exchanged tickets?
§301-72.301—How do we process unused, partially used, and exchanged tickets?

Part 301-73—Travel Programs

Subpart A—General Rules

§301-73.1—What does the Federal travel management program include?
§301-73.2—What are our responsibilities as participants in the Federal travel management program?

Subpart B—eTravel Service and Travel Management Service

§301-73.100—Must we require employees to use the E-Gov Travel Service?
§301-73.101—How must we prepare to implement the ETS?
§301-73.102—May we grant a traveler an exception from required use of TMS or ETS once we have fully deployed ETS within the agency?
§301-73.103—What must we do when we approve an exception to use of the E-Gov Travel Service?
§301-73.104—May further exceptions to the required use of the E-Gov Travel Service be approved?
§301-73.105—What are the consequences of an employee not using the E-Gov Travel Service or the TMS?
§301-73.106—What are the basic services that should be covered by a TMS?

Subpart C—Contract Passenger Transportation Services

§301-73.200—Must we require our employees to use GSA’s contract passenger transportation services program?
§301-73.201—What method of payment may be used for contract passenger transportation service?
§301-73.202—Can contract fares be used for personal travel?

Subpart D—Travel Payment System

§301-73.300—What is a travel payment system?
§301-73.301—How do we obtain travel payment system services?

Part 301-74—Conference Planning

Subpart A—Agency Responsibilities

§301-74.1—What policies must we follow in planning a conference?
§301-74.2—What costs should be considered when planning a conference?
§301-74.3—What must we do to determine which conference expenditures result in the greatest advantage to the Government?
§301-74.4—What should cost comparisons include?
§301-74.5—How should we select a location and a facility?
§301-74.6—What can we do if we cannot find an appropriate conference facility at the chosen locality per diem rate?
§301-74.7—May we provide light refreshments at an official conference?
§301-74.8—May we include conference administrative costs in an employee’s per diem allowance payment for attendance at a conference?
§301-74.9—Are there any special requirements for sponsoring or funding a conference at a hotel, motel or other place of public accommodation?
§301-74.10—May we waive the requirement in §301-74.9?
§301-74.11—What must be included in any advertisement or application form relating to conference attendance?
§301-74.12—What special rules apply when a conference is held in the District of Columbia?
§301-74.13—What policies and procedures must we establish to govern the selection of conference attendees?
§301-74.14—What records must we maintain to document the selection of a conference site?

Subpart B—Conference Attendees

§301-74.21—What is the applicable M&IE rate when meals or light refreshments are furnished by the Government or are included in the registration fee?
§301-74.22—When should actual expense reimbursement be authorized for conference attendees?
§301-74.23—May we reimburse travelers for an advanced payment of a conference or training registration fee?
§301-74.24—What is the traveler required to do if he/she is unable to attend an event for which they were reimbursed for an advanced discounted payment of a conference or training registration fee?

Part 301-75—Pre-employment Interview Travel

Subpart A—General Rules
§301-75.1—What is the purpose of the allowance for pre-employment interview travel expenses?
§301-75.2—May we pay pre-employment interview travel expenses?
§301-75.3—What governing policies and procedures must we establish related to pre-employment interview travel?
§301-75.4—What other responsibilities do we have for pre-employment interview travel?

Subpart B—Travel Expenses

§301-75.100—Must we pay all of the interviewee’s pre-employment interview travel expenses?
§301-75.101—What pre-employment interview travel expenses may we pay?
§301-75.102—What pre-employment interview travel expenses are not payable?
§301-75.103—What are our responsibilities when we authorize an interviewee to use common carrier transportation to perform pre-employment interview travel?

Subpart C—Obtaining Travel Services and Claiming Reimbursement

§301-75.200—How will we pay for pre-employment interviewee travel expenses?
§301-75.201—May we allow the interviewee to use individual Government contractor-issued charge cards for pre-employment interview travel?
§301-75.202—What must we do if the interviewee exchanges the ticket he or she has been issued?
§301-75.203—May we provide the interviewee with a travel advance?
§301-75.204—May we use Government contractor-issued travelers checks to pay for the interviewee’s travel expenses?
§301-75.205—Is the interviewee required to submit a travel claim to us?

Part 301-76—Collection of Undisputed Delinquent Amounts Owed to the Contractor Issuing the Individually Billed Travel Charge Card

Subpart A—General Rules

§301-76.1—May we collect undisputed delinquent amounts that an employee (including members of the uniformed services) owes to a Government travel charge card contractor?
§301-76.2—What is disposable pay?

Subpart B—Policies and Procedures

§301-76.100—Are there any due process requirements with which we must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
§301-76.101—Who is responsible for ensuring that all due process and legal requirements have been met?
§301-76.102—Can we collect undisputed delinquent amounts if we have not reimbursed the employee for amounts reimbursable under applicable travel regulations?
§301-76.103—What is the maximum amount we may deduct from the employee’s disposable pay?

Appendix A to Chapter 301—Prescribed Maximum Per Diem Rates for CONUS

Appendix B to Chapter 301—Allocation of M&IE Rates To Be Used in Making Deductions From the M&IE Allowance

Appendix C to Chapter 301—Standard Data Elements for Federal Travel

Appendix D to Chapter 301—Glossary of Acronyms

Appendix E to Chapter 301—Suggested Guidance for Conference Planning

—Terms

—Getting Started

—Conference Site Selection

—Food and Drink

—Account Reconciliation

—Notification

—Facility Process

—Registration Process

—Conference Information Package

—Miscellaneous

—Resources

—Conclusion

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