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Premium-Class Travel (PCT) Report Guidelines

Note: Premium-class travel data is due annually, by December 15 for the previous fiscal year.  For example, FY2014 data is due by December 15, 2014.
 

Agencies must submit either their data or a negative report, if the agency does not have any current PCT to report, to GSA annually by December 15 through the on-line reporting tool
 

The on-line reporting tool requires a login and password. Please contact Cheryl.McClain@gsa.gov for access.

Data elements required to be reported by each trip are:

  • Agency Trip ID;
  • Traveler Name;
  • Trip Origin (airport of the first leg of the trip);
  • Trip Destination (Predominant Airport - Furthest Non Connection Leg);
  • Travel Origination Date (date travel begins);
  • Exception Code (Travel Exception Codes);
  • Travel Purpose Code (aka Trip Indicator Code);
  • Premium Fare Paid (actual fair paid for the one-way ticket); and
  • Coach Fare (The equivalent city pair fare or the lowest coach class fare).  Please see FAQ section for instructions on how to calculate.

Do not report Premium-class accommodations if:

  • Paid by the traveler
  • Acquired by the traveler through frequent flier points or benefits;
  • Considered a free upgrade; or
  • The federal government paid coach-class fare for (or less) for PCT; or
  • Protected from public disclosure by statute or Executive Order.  However, agencies not reporting data are required to submit the following aggregate information (see Federal Travel Regulation 300-70.1031

Travel Exception Codes are used to classify the circumstances of each instance of PCT.  The travel exception codes were revised by FTR amendment #2009-06 (74 FR 55145) and became effective on November 27, 2009.  These revised travel exception codes have been standardized for reporting purposes and are required for PCT reporting.

Additional Guidance:

Extra Fare Trains:  Trains and other modes of transportation must be reported based on the class of accommodations, per the FTR.  Extra fare trains, such as Acela Trains Express, should not be reported as PCT if the traveler is sitting in the lowest class cabin, even if paid by government funds, §301-10.160.  Extra fare trains may be used whenever agencies determine and authorize as advantageous to the Government or required for security reasons.

Extra Fare Seats on Airplanes: Seats that require extra fare for early boarding, leg-room, seat choice (aisle seat, exit row, etc.), or other options within the lowest class cabin, should not be reported PCT, even if paid by government funds, §301-10.124.  Extra fare seats may be paid for by the Government whenever agencies determine them advantageous.


1 If the aggregate information is also protected from public disclosure then a negative report must be submitted to GSA (300-70.103)

 

CONTACTS

Cheryl McClain
(202) 208-4334

Questions

For all travel policy questions, email travelpolicy@gsa.gov.


Premium-Class Travel Report Guidelines