Office of Governmentwide Policy, GSA.
Final rule.
This final rule amends the Federal Travel Regulation (FTR) by clarifying various provisions regarding temporary duty (TDY) travel and relocation allowances and makes certain grammatical corrections where applicable.
This final rule is effective September 13, 2002.
Jim Harte, Program Analyst, Office of Transportation and Personal Property at (202) 501–0483. For information pertaining to status or publication schedules, contact the Regulatory Secretariat, Room 4035, GS Bldg., 1800 F Street, NW., Washington, DC 20405, 202–208–7312.
This final rule amends the FTR as follows:
• Corrects inaccurate citations and grammatical inaccuracies.
• Section 300–3.1(v) clarifies the definition of household goods relating to the shipment of boats, removes the 14-foot restriction and allows for a boat (mounted or unmounted on a trailer) of reasonable size that can fit into a van to be included in household goods, and adds a definition for the term “weight additive”.
• Section 300–3.1 adds a definition for the United States.
• Section 301–10.107 clarifies when the use of a non-contract city-pair fare may be used and that employees of the District of Columbia are not entitled to use the contract city-pair fares.
• Section 301–10.124 clarifies that the 14-hour rule for determining when premium class other than first class may be authorized includes change of planes and any en-route stopovers.
• Section 301–10.164 clarifies and permits the use of Amtrak Acela and Metroliner train service and permits the use of business class on Acela and Metroliner train service.
• Section 301–11.11 question and answer revised to require that lodging reservations be made through agencies Travel Management System (TMS).
• Clarifies that lodging taxes in foreign areas (Section 301–11.27) and laundry and dry cleaning expenses (Section 301–11.31) for travel in foreign and non-foreign areas remain part of the per diem rates established by the Department of State and Department of Defense, respectively, and are not considered a separate reimbursable expense for travel to foreign and non-foreign areas.
• Adds new section 301–11.32 allowing for the payment of a lodging expense prior to completion of travel when advance payment is necessary to reserve a room.
• Section 301–12.1 clarifies that energy surcharges and lodging resort fees (when not optional) are considered reimbursable as a miscellaneous travel expense.
• Section 301–50.3 provides that when selecting lodging facilities that first consideration must be given to lodging facilities contracted by GSA under the Federal Premier Lodging Program (FPLP).
• Section 301–51.2 exempts employees who travel 5 times or less a year from the mandatory use of the Government travel charge card, with agency discretion to issue cards to such employees.
• Section 301–52.4 requires that receipts must be retained for 6 years and 3 months.
• Section 301–70.707 provides guidance on what agencies can do to reduce travel charge delinquencies.
• Section 301–73.103 clarifies that a traveler may make lodging accommodations directly with a property for (a) attendance at a conference where a block of rooms has been set aside, and (b) lodging is required outside the continental United States.
• Section 301–74.17 removes the mandatory requirement to contact GSA to obtain meeting or conference space in the District of Columbia.
• Section 302–1.1 clarifies that relocation expenses are allowable for an employee who has completed a prescribed tour of duty and is returning to the place of actual residence for separation from Government service or for reassignment to the same or different Government agency.
• Section 302–3.1 clarifies that the Relocation Income Tax Allowance is not authorized for new appointees by deleting that allowance from the appropriate tables.
• Section 302–5.13 clarifies that the applicable per diem rate for an authorized househunting trip is the locality rate.
• Section 302–7.20 clarifies that when a shipment of household goods (HHG) includes an item (
• Section 302–7.200 clarifies that when an employee's HHG is shipped by the Government on a Bill of Lading or other shipping document, the Government is responsible for paying the carrier for that shipment even if the shipment exceeds the 18,000 maximum weight allowance. In such a situation the employee is indebted to the Government and must reimburse the agency for the excess charges involved.
• Section 302–16.1 clarifies that the transportation of cats, dogs and other house pets are included under the Miscellaneous Expense Allowance.
The General Services Administration (GSA) has determined that this final rule is not a significant regulatory action for the purposes of Executive Order 12866 of September 30, 1993.
This final rule is not required to be published in the
The Paperwork Reduction Act does not apply because the final rule does not impose recordkeeping or information collection requirements, or the collection of information from offerors, contractors, or members of the public which require the approval of the Office of Management and Budget under 44 U.S.C. 501
This final rule is also exempt from congressional review under 5 U.S.C. 801 since it relates solely to agency management and personnel.
Government employees, Travel and transportation expenses.
5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741–5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971–1975 Comp., p. 586.
(v) Vehicles other than POVs (such as motorcycles, mopeds, jet skies, snowmobiles, golf carts, boats (
5 U.S.C. 5707.
5 U.S.C. 5707; 40 U.S.C. 486(c); 49 U.S.C. 40118
You must always use a contract city-pair fare for scheduled air passenger transportation service, (an Internet list of city-pairs is available at
Employees of the Government of the District of Columbia are not eligible to use the contract city-pair fares, even though they may otherwise be covered by the Federal Travel Regulation.
Department of Defense (DoD) groups of 21 or more passengers may request contract service on an optional basis. Contract carriers may, but are not required, to furnish service to such groups.
Before purchasing a non-contract fare—
(a) You must—
(1) Meet one of the requirements for exceptions listed in § 301–10.107; and
(2) If the non-contract fare is non-refundable, restricted or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket.
(b) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government.
You may use a reduced group or charter fare when your agency has determined, on an individual case basis prior to your travel, that use of such a fare is cost effective. Chartered aircraft are subject to the same rules as Government aircraft, and agencies in the executive branch of the Federal Government are subject to the requirements of Office of Management and Budget (OMB) Circular A–126 and 41 CFR part 101–37 in making such cost effectiveness determinations.
You must submit any unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to your agency in accordance with your agency's procedures.
(h) Where the origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours. (In this instance you will not be eligible for a rest stop en route or a rest period upon arrival at your duty site.); or
(d) Business-class—A class of service offered on Amtrak Acela or Metroliner extra fare train service.
You may use extra fare train service whenever your agency determines it is more advantageous to the Government or is required for security reasons. The use of the lowest class of service available on any AMTRAK Acela or Metroliner train service (including Acela Express) is deemed advantageous to the Government and no further agency approval is needed. On the Amtrak Acela Express or Metroliner train service, the lowest available class is business and on the Amtrak Regional train service the lowest available class of service is coach. AMTRAK Acela and Metroliner first-class accommodations may be authorized/approved only as provided in § 301–10.162.
5 U.S.C. 5707.
You must make your lodging reservations through your agency travel management system as required by part 301–50 of this chapter.
* * * This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
* * * Laundry and dry cleaning expenses have not been removed from foreign per diem rates established by the Department of State, or from non-foreign area per diem rates established by the Department of Defense. Separate claims for laundry and dry cleaning expenses incurred in foreign areas and non-foreign areas are not allowed.
Yes, your agency may reimburse you for an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of your scheduled official travel. However, if you are reimbursed the advance room deposit, but fail to perform the scheduled official travel for reasons not acceptable to your agency, resulting in forfeit of the deposit, you are indebted to the Government for that amount and must repay it in a manner prescribed by your agency.
5 U.S.C. 5707.
5 U.S.C. 5707.
(b) Transportation and per diem expense for travel to an alternate location to receive medical treatment.
(d) Transportation costs of a medically necessary attendant.
5 U.S.C. 5707.
5 U.S.C. 5707; 40 U.S.C. 486(c).
Yes, there are limits on the travel arrangements you may make for common carrier, commercial lodging, and car rental accommodations.
(a)
(b)
(1) There are no FPLP facilities under contract within a reasonable proximity of your temporary duty location;
(2) There are no vacancies at the available FPLP facilities;
(3) Your agency has other contractual arrangements with commercial lodging facilities that meet the FEMA fire safe requirements;
(4) Your agency determines on a case-by-case basis that it is not practical to use FPLP facilities to meet mission requirements;
(5) You are attending a conference with prearranged lodging accommodations and to ensure that the set aside rooms are used attendees are required to book lodging directly with the lodging facility; or
(6) Your travel is OCONUS.
(c)
5 U.S.C. 5707, Subpart A is issued under the authority of Sec. 2, Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 486(c).
(m) Employees who travel 5 times or less a year. Even though exempt, agencies have the discretion to issue a travel charge card to such an employee.
5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2., Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note).
(b) * * *
(3) Receipts must be retained for 6 years and 3 months as prescribed by the National Archives and Records Administration (NARA) under General Records Schedule 6, paragraph 1
5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2., Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note).
Yes, when an employee interrupts a travel assignment because of an incapacitating illness or injury and takes leave (annual or sick), per diem will be allowed, not to exceed the maximum rate for the location where the interruption occurs, for a reasonable period, normally not to exceed 14 calendar days (including fractional days) for any one period of absence. You may approve a longer period if justified.
Yes, there are limitations to the payment of these expenses. Per diem is not payable, or if paid, must be collected from the employee when—
(a) The employee is confined to a hospital or medical facility that is within the proximity of the official duty station or that is the same one the employee would have been admitted to if the illness or injury had occurred while at the official duty station; and/or
(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) other than 5 U.S.C. 8901–8913 (Federal Employees Health Benefits program).
When an employee discontinues a TDY assignment before its completion due to an incapacitating illness or injury, you may pay—
(a) Transportation and per diem expenses for travel to an alternate location to receive medical treatment;
(b) Transportation and per diem expenses to return to the official station; and
(c) Transportation costs of a medically necessary attendant.
To reduce travel charge card delinquencies by your employees, you should consider implementing one or more of the following suggestions (this list is not comprehensive; you may adopt other appropriate procedures):
(a) Agency travel program coordinators must be trained and aware of their responsibilities and the delinquency management tools available under your agreement with the travel charge card contractor (internet training is available for the GSA SmartPay(
(b) Ensure that managers and supervisors are provided monthly delinquency and questionable charges report.
(c) Periodically, but at least once a year, verify that cardholders are still current employees.
(d) For inactive accounts (cards not used within 6 months, one year, etc., reduce card limit to $1, increase dollar limit when necessary.
(e) Work with the charge card contractor to block certain high-risk category codes (
(f) Review ATM cash withdrawals for reasonableness and association with official travel.
(g) Implement a salary offset program. (See part 301–76 of this chapter).
(h) Implement split disbursement in your travel vouchering system, so that an employee may authorize you to make certain payments directly to the charge card contractor on the employee's behalf.
(i) Refer potential fraud cases to your agency IG for investigation.
(j) For some helpful do's and don'ts for travel cardholders see GSA publication (Card-F001) entitled “But I didn't know * * * —Helpful Hints for Travel Cardholders”. This publication is available on the internet at
(k) Ensure that employees turn in their travel charge card when they retire or leave the agency.
5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2, Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note).
41a. Add a new §301–71.301 to read as follows:
Yes, you may reimburse an employee an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of an employee's scheduled official travel. However, if the employee is reimbursed the advance room deposit, but fails to perform the scheduled official travel for reasons not acceptable to the agency, resulting in the forfeit of the deposit, the employee is indebted to the Government and must repay that amount in a timely manner as prescribed by you.
5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 486.
(a)
(c)
5 U.S.C. 5707; 40 U.S.C. 486(c).
45. Revise §301–73.102 to read as follows:
Yes, you must use a TMS selected by you for all common carrier, lodging, and car rental accommodations to ensure compliance with the Hotel and Motel Fire Safety Act of 1990, as amended (see 5 U.S.C. 5707a). A TMS, as defined in § 300–3.1 of this chapter, provides the services required by § 301–73.101 of this part. You must require that travelers use the TMS selected by you to make common carrier, lodging, and car rental reservations, unless an exemption is granted under § 301–73.103 of this part.
Yes, exceptions to this requirement may be made as follows:
(a) An agency head, or his/her designee, may exempt certain types of travel arrangements from the mandatory use of the TMS. In certain situations, it may be impractical to make advance reservations, and therefore no reason exists to use a TMS.
(b) Attending a conference where the conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees. To ensure that the set aside rooms are used attendees are required to book lodging directly with the lodging facility.
(c) When lodging accommodations are required for travel OCONUS.
Agencies may have preexisting contractual arrangements with a TMS, which require use of a TMS even though the FTR does not. Agencies must alert their employees to any such requirements.
5 U.S.C. 5707.
(b) It is no longer mandatory that you contact GSA for meeting or conference facilities in the District of Columbia. However, you are encouraged to contact the GSA Public Buildings Service (PBS) of the National Capital Region to inquire about the availability of short-term conference and meeting facilities in the District of Columbia. For additional information see the Customer Desk Guide for Real Property Management, Chapter 1. The Customer Desk Guide can be found on the worldwide web at
5 U.S.C. 5707.
5 U.S.C. 5738; 20 U.S.C. 905(a).35.
(e) An employee returning to his/her place of residence after completion of a prescribed tour of duty for the purposes of separation from Government service or separation from the overseas assignment for reassignment to the same or different Government agency.
(d) An employee of the Department of Veterans Affairs (VA) to whom 38 U.S.C. 235 applies; or
5 U.S.C. 5738; 20 U.S.C. 905(a).
* * * However, this does not change the requirement that all aspects of a relocation must be completed by the time specified in §§302–2.7 through 30–2.11.
5 U.S.C. 5738; 20 U.S.C. 905(a).
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609; 36 FR 13747; 3 CFR, 1971–1973, Comp., p. 586.
Your per diem for en route relocation travel between your old and new official stations will be at the standard CONUS rate (see Appendix A of chapter 301). You will be reimbursed in accordance with §§ 301–11.100 and 301–11.102 of this title.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR 1971–1973 Comp., p. 586.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609; 36 FR 13747, 3 CFR 1971–1973 Comp., p. 586.
If your HHG shipment includes an item (
* * * If the shipment exceeds the maximum weight prescribed in § 302–7.2, the Government will pay the total charges and the employee will reimburse the Government for the cost of transportation and other charges applicable to the excess weight.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR 1971–1973 Comp., p.586.