office of governmentwide policy u.s. general services administration basic federal travel regulation...
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Office of Governmentwide Policy
U.S. General Services Administration
Basic Federal Travel Regulation (FTR) update -Temporary Duty Travel – Federal Civilian Basic 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 employees
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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 requirementsTo communicate the resulting policies in a clear manner to
Federal agencies and employees
Formats
Question and answerTitle and narrative
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FTR - Glossary of Terms
Common Carrier
Employee with a Disability
Furnished Meals
Immediate Family
Non-Foreign Area
Per Diem Allowance
Reduced Per Diem
Travel Authorization
United States
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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 AuthorizationTravel Authorization (Orders)
A written/electronic travel authorization - provides purpose of the employees official travel / type of special conditions
Provides travel expenses the agency may pay, such as; transportation, per diem, miscellaneous expense
Provides specific authorizations, such as; other-than-coach class, foreign air service, rental car, actual expense per diem,
The travel authorization is a record of vested travel entitlements and may not be administratively altered after the fact to increase/decrease benefits in the absence of clear error
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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 - Liability / RouteLiability
If you do not travel by the method of transportation required by your agency, any additional expenses will be borne by you
Route of Travel
You must travel to your destination by the usually traveled route unless your agency authorizes or approves a different route as officially necessary
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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-class
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 - 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 with FTR 301-10.138
The transportation is provided under a bilateral or multilateral air transportation agreement (Open Skies)
You are an employee of a Foreign Affairs agency
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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 - Taxi / Shuttle ServicesTaxi or Shuttle services
May be used when agency authorizes / approves for:
To and from a carrier terminal
For travel at the TDY location
Between residence and office on day you perform official travel
Tips - Amount which your agency determines to be reasonable
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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 - Per Diem Methods
Methods of Per Diem
Lodging-plus per diem method
Reduced per diem method
Conference lodging allowance method
Actual expense method
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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 - M&IE Allowance 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 - Meal RatesMeal rates effective: 10/1/09
M&IE $46 $51 $56 $61 $66 $71
Breakfast 7 8 9 10 11 12
Lunch 11 12 13 15 16 18
Dinner 23 26 29 31 34 36
Incidentals 5 5 5 5 5 5
M&IE rate must be adjusted for a meal(s) furnished to you by the government by deducting the appropriate amount shown
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FTR - BaggageBaggage
Checked / Transferring BaggageFirst checked bag - miscellaneous expenseSecond / subsequent checked bags – when agency
determines the baggage was needed for official reasonsTravelers should verify their agencies’ current policies and
procedures regarding excess baggage
Tips for baggage handling, to include curb-side, are not allowed unless for government property or disability/special need employee
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FTR - Lodging Taxes Lodging Taxes
Lodging taxes are reimbursable as a miscellaneous expense for CONUS / non-foreign areas
Separate claims for lodging taxes incurred in foreign areas are not allowed
Exemptions from taxes for Federal travelers, and the forms required to claim them vary from location to location
Web site: www.gsa.gov/smartpay
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FTR - LaundryLaundry, cleaning and pressing of clothing expenses
Miscellaneous travel expense
No dollar restriction – “prudent traveler”
Must incur a minimum of 4 consecutive nights lodging on official travel to quality for this reimbursement
Separate claims for laundry and dry cleaning expenses incurred in foreign and non-foreign areas are not allowed
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FTR - Misc ExpensesMiscellaneous expenses
Baggage expenses
Use of computers, printers, faxing machines
Official phone calls/service, faxes
Energy surcharge and lodging resort fee(s) (when such fee(s)
is/are not optional)
Transaction fees for use of automated teller machines (ATMs)
—Government contractor-issued charge card
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FTR - Travel ClaimsTravel claim
Travel authorizations including any necessary special authorizations
Receipts
Within 5 working days after you complete your trip
Every 30 days if you are on continuous travel status
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FTR - ReceiptsReceipts requirements
Lodging
Authorized expenses over $75
Provide a reason acceptable to your agency explaining why you are unable to provide the necessary receipt
Receipts must be retained for six (6) years, three (3) months
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FTR - TrainingGSA Travel Training Branch offers a wide range of courses www.gsa.gov/traveltransportationtraining
Conference PlanningRelocation AllowancesRelocation Income Tax AllowancesTemporary Duty Travel – Joint Travel Regulation (JTR Vol.2)Temporary Duty Travel – Federal Travel Regulation (FTR)Advanced Temporary Duty Travel: FTR
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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