office of governmentwide policy u.s. general services administration advance federal travel...
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Office of Governmentwide Policy
U.S. General Services Administration
Advance Federal Travel Regulation (FTR) update Temporary Duty Travel – Federal Civilian Advance Federal Travel Regulation (FTR) update Temporary Duty Travel – Federal Civilian
Rick MillerTravel Program AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010
Rick MillerTravel Program AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010
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Federal Travel Regulation (FTR) Issued by GSA to implement Title 5 United States Code
(U.S.C.), Chapter 57, regarding travel, transportation, and subsistence expenses of federal civilian employees
FTR is promulgated under direction from Congress – it is a “legislative rule” which is entitled to special weight & binding on all agencies (41 Code of Federal Regulation - CFR)
Agency policy/regulation are “interpretive rules” since they are typically issued without statutory approval and generally used to implement and supplement the FTR for civilian employeesA private company travel handbook is not official
publication of the U.S. government or its agencies
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WHERE TO LOOK …www.gsa.gov/ftr
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FTR - On-line
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FTR - Purpose / Format Purpose
To interpret statutory and other policy requirements To communicate the resulting policies in a clear manner
to Federal agencies and employees
Formats
Question and answer – Employee / Agency Title and narrative
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FTR - Glossary of Terms
Agency
Continental United States (CONUS)
Federal Traveler
Household Goods (HHG)
Invitational Travel
Official Station
Privately Owned Vehicle (POV)
Special Conveyance
Travel Management Service (TMS)
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FTR - EmployeeEmployee
An individual employed by an agency, regardless of status or rank
An individual employed intermittently in Government service as an expert / consultant and paid on a daily when-actually employed basis
An individual serving without pay or at $1 a year
FTR does not pertain to Contractors, State, County, or Local Government employees, Non-federal employees, corporations/private businesses, and Title 22 employees
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FTR - Travel OfficialsTravel Officials
Administers – “All persons” involved with travel must limit the authorization and payment of travel expenses necessary to accomplish the mission
Economical and effective mannerConsideration for budget constraintsReasonableness of expenses – “Prudent traveler”Consideration to alternatives prior to authorizing travelUse ETS to process travel authorizations and claims
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FTR - Travel Officials Travel Officials
Authorization/Approving/Reviewing official - Agency appointedAware of how authorized travel will support the agency
missionKnowledgeable of the employee’s travel plans Responsible for the travel funds paying for the travel
involvedReview the completed authorization/claim ensuring properly
prepared in accordance with regulations/agency proceduresReview receipts, statements justification, etc. are attached
(available) with submission of travel authorization/claim
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FTR - TransportationTransportation methods
Agencies may authorize the following types:
Common carrier transportation: airline, train, ship, bus
Government vehicle (GOV)
Privately owned vehicle (POV): mileage or NTE the
constructive common carrier
Special conveyance: taxi or commercial automobile
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FTR - AirlinesAirline basic requirements
Three categories:
Contract carriers, when available
Coach class service, unless other than coach class is authorized
U.S. flag air carrier service
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FTR - Contract City-Pair FaresContract City-Pair Fares
Civilian employees of an agency must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions exits (FTR 301-10.107)
Contact city-pair fares are available at http://www.gsa.gov/citypairs
Contractors and grantees are not eligible for the use of city-pair fares
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FTR - Airline AccommodationsType of Classes of Accommodations
Coach-class - The basic class of accommodation by airlines that is normally the lowest fare offered regardless of airline terminology used
Other-than-coach-class - Any class of accommodations above coach-class, e.g., first-class or business-classGSA & Agency reporting requirements
For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under FTR 301-10.123 and 301-10.124
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FTR - Airline AccommodationsTwo Classes of Accommodations Available
Two distinctly different seating types (such as girth / pitch)Front cabin is termed / fare-coded as business-class or
higherFront of the cabin is deemed to be other than coach-class
Cabins with one type of seating (girth / pitch are the same)Front seats are fare coded as full-fare economy classOnly restricted economy fares are available in the back of
the aircraftEntire aircraft is to be classified as coach-class seating
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FTR - Seating Upgrade ProgramsCoach-class Seating Upgrade Programs
• Airline Upgrade / Preferred seat choices - “Coach Elite,” “Coach Plus,” “Preferred Coach” or some other identifier
• Fee for a more desirable seat choice within the coach-class• Annual fee, airport kiosk/gate or as a frequent flier perk • Not considered a new/higher class (still in the coach cabin)• Generally a traveler’s personal choice/expense• Internal agency policy - Agency travel authorization approving
official or his/her designee may authorize/reimburse
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FTR - Other-than-coach-class Requirements
Other-than-coach-class (First-class)
No coach-class accommodations are reasonably available (within 24 hours of the proposed departure / arrival times)
Necessary to accommodate a medical disability or other special need
When exceptional security circumstances require other than coach-class airline accommodations
Required because of agency mission, consistent with your agency’s internal procedures
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FTR - Other-than-coach-class Requirements
Other-than-coach-class (Business-class)
Necessary to accommodate a medical disability or other special need
When exceptional security circumstances require other than coach-class airline accommodations
Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards
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FTR - Other-than-coach-class Requirements
Other-than-coach-class (Business-class) (cont)
Regularly scheduled flights between origin/destination points (including connecting points) provide only other than coach-class accommodations and you certify such on your voucher
Transportation cost paid in full through agency acceptance of payment form non-Federal source
Origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours
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FTR - Other-than-coach-class Requirements
Other-than-coach-class (Business-class) (cont)
Results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations
No space is available in coach-class accommodations in time to accomplish the mission which is urgent and cannot be postponed
Required because of agency mission, consistent with your agency’s internal procedures
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FTR - U.S. Flag CarrierU.S. Flag Carrier
An employee is required by 49 U.S.C. 40118 (Fly America Act) to use U.S. flag air carrier for all Government funded travel. There are some exceptions:
Use of a foreign air carrier is determined to be a matter of necessity – medical, safety/terrorist threats, non-availability
Transportation is provided under a bilateral or multilateral air transportation agreement - Open Skies
Employee of a Foreign Affairs agency – travel is between two places outside the U.S.
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FTR - U.S. Flag CarrierU.S. Flag Carrier (cont)
No U.S. flag carrier service on a particular leg of the route, but only to/from the nearest interchange point
U.S. flag carrier involuntarily reroutes your travel on a foreign carrier
Foreign flag would be less then 3 hours and use of U.S. flag would at least double your enroute travel
Cost of transportation are reimbursed in full by third party
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FTR - U.S. Flag CarrierU.S. Flag Carrier (cont)
Certification – a detailed itinerary of your travel to include; dates, origin and destination, air carrier, exceptions as listed in the FTR 301-10-135 to 301-10-138
Liability – No reimbursement for “any” transportation cost for which an employee improperly use foreign flag carrier service
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FTR - Open Skies AgreementOpen Skies Agreement
U.S and foreign country/union - gives Community airlines the right to transport passengers on scheduled / charter flights funded by the U.S.
Transportation is between a point in the U.S. and any point in a Member State or between any two points outside the U.S. – except when transportation
Is between points (origin/destination) for which there is a City-Pair contract fare in effect for air passenger transportation services
Obtained or funded by the DOD / military department
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FTR - Open Skies AgreementOpen Skies Agreement (cont)
Current agreements: U.S. & European Union / U.S. & Switzerland / U.S. & Australia / U.S. & Japan
Contractors and grantees are not eligible to use GSA's City-Pair Program is irrelevant under the open skies or air transportation agreements.
U.S. government funds - Transportation is between points for which there is a city-pair contract fare in effect - still required to use U.S. flag air carrier service - exceptions
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FTR - Open Skies AgreementOpen Skies Agreement (cont)
Example 1 – (U.S. & Switzerland)
Authorized travel from Columbus, Ohio to Geneva, Switzerland
No city-pair contract from origin to destinationCity-pair from Columbus to Washington DC & Washington
DC to Geneva SwitzerlandMay fly U.S. Flag carrier or “Swiss Air” (member airline)Exceptions – Foreign flag carrier IAW FTR
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FTR - Open Skies AgreementOpen Skies Agreement (cont)
Example 2 – (U.S. & Australia)
Authorized travel from Washington, DC to Sidney, AustraliaCity-pair contract from origin to destinationFederal Employee must use City-pair contract U.S. Flag
carrier - exceptionsContractor/Grantees may fly U.S. or Open Skies member
carrierExceptions – Foreign flag carrier IAW FTR
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FTR - Mileage Rates / DistanceMileage rates effective 1 January 2010
Privately-owned airplane $1.29 per mile Privately-owned automobile $0.50 per mile Privately-owned motorcycle $0.47 per mile
Distance measurements for travel
POV/motorcycle = As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings
Privately-owned airplane = FAA charts
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FTR - Mileage Rates
Establish Mileage Rate
GSA conducts periodic investigations of the current cost of travel and the operation of privately owned vehicles and prescribe a standard mileage reimbursement rate NTE the IRS established rate
Methodology is based on several factors: Depreciation of original vehicle costGasoline and oil (excluding tax)Maintenance, accessories, parts, and tires InsuranceState and Federal tax
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FTR - Per Diem Eligibility
Eligibility
When you perform official travel away from your official station, or other areas defined by your agency
You incur per diem expenses while performing official travel
You are in a travel status for more than 12 hours
Non-eligible --You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses
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FTR - Official Station Official station
The official station of an employee is the location of the employee’s permanent work assignment. The geographic limits of the official station are: The corporate limits of the city or town where stationed or
if not in an incorporated city or townThe reservation, station, or other established area
(including established subdivisions of large reservations) having definite boundaries where the employee is stationed
Defined / determined by internal agency written policyAn arbitrary distance radius must not be established
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FTR - Per Diem RatesPer Diem rates
Continental United States (CONUS) – Rates set by: GSA (http://www.gsa.gov/perdiem)
Non-foreign areas – Rates set by: Department of Defense (http://defensetravel.dod.mil/perdiem/)
Foreign areas – Rates set by: Department of State (http://www.state.gov)
Your TDY location determines your maximum per diem reimbursement rate
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FTR - Per Diem Methods
Methods of Per Diem
Lodging-plus per diem method
Reduced per diem method
Actual expense method
Conference lodging allowance method
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FTR - Lodging-PlusLodging-plus
Actual Lodging NTE the prescribed locality rate
Applicable M&IE allowance –More than 12 but less than 24 hours:
75% of the applicable M&IE for each calendar day
24 Hours or more:Day of departure - 75% of the applicable M&IE rateFull days of travel - 100% of the applicable M&IE rateDay of return - 75% of the applicable M&IE rate
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FTR - Reduce Per Diem Reduce per diem
Long Term TDY - normally between 60 -180 days – Agency policy
Determine in advance - lodging / meals lower than the prescribed maximum per diem rate
Reduce rate must be stated in travel authorization - $ or %
ExampleIraq / Afghanistan (U.S. Central Command) - CENTAF
Commander issues memo stating all meals and lodging provided – incidental cost per day for OCONUS
Camp/Field rate (NPS) – incidental cost of $5 per day for CONUS
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FTR - Actual ExpenseActual Expense
Actual Expense reimbursement warranted
Lodging and/or meals are procured at a prearranged placeCosts have escalated due to special eventsBecause of mission requirementsAny other reason approved within your agency
Authorized rate - NTE 300% of the applicable maximum per diem rate - Agency policy
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FTR - Conference Lodging Allowance
Conference Lodging Allowance
Approval agency – Government Agency sponsoring the conference
Pre-determined maximum allowance
25% greater that the applicable locality lodging portion of the per diem rate
Employee reimbursed actual lodging amount NTE the Conference lodging cost
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FTR - Misc ExpensesMiscellaneous expenses (may be authorized)
Automated teller machines (ATMs) transaction fees - Government contractor-issued charge card
Official phone calls/service, faxes – cell phone usage must be documented showing the additional charges outside the normal cell phone contract
Computer connections (internet / in-flight Wi-Fi) for official business
International transaction fee (1%) - Government charge card
Global Positioning System (GPS)
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FTR - Misc ExpensesMiscellaneous expenses (not authorized)
Airport security fast pass – membership program
Damages to rental car when not using agency direct contract
travel office (CTO) government rental car
Mechanical repairs for using a POV, GOV, or rental car
Locksmith charges for locking keys in motor vehicle
Car wash - to cleanse snow removal corrosive chemicals
Child care expenses
Traffic violations – parking / speeding / towing
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FTR - AppealsCivilian Board of Contract Appeals (CBCA)
Authority - (31 U.S.C. 3702) - settle claims by Federal civilian employees for certain travel or relocation expensesNo authority to non-federal employees (government
contractorsTypes of claims - TDY & RelocationsReview of claims
Agency adjudicates claimCBCA review (requested by employee/agency)CBCA final decision
Web Site - http:/www.cbca.gsa.gov
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FTR - TrainingGSA Travel Training
Conference Planning
Relocation Allowances
Relocation Income Tax Allowances
Temporary Duty Travel – Joint Travel Regulation (JTR Vol.2)
Temporary Duty Travel – Federal Travel Regulation (FTR)
Advanced Temporary Duty Travel: FTR
www.gsa.gov/traveltransportationtraining
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FTR - Point of ContactGovernment Travel(202) 501-1777 (voice)(202) 501-0349 (fax)e-mail – [email protected]
Rick Miller, OGP, MTT(202) 501-3822 (voice)(202) 501-0349 (fax)e-mail – [email protected]
Twitter: GSAtravelpolicy