Office of Governmentwide Policy U.S. General Services Administration Basic Federal Travel Regulation (FTR) update - Temporary Duty Travel – Federal Civilian Rick Miller Travel Program Analyst Travel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010

2 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

3 WHERE TO LOOK …

4 FTR - On-line

5 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  Title and narrative

6 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

7 FTR - Employee Employee  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

8 FTR - Travel Authorization Travel 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

9 FTR - Transportation Transportation 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

10 FTR - Liability / Route Liability  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

11 FTR - Airlines Airline basic requirements  Three categories:  Contract carriers, when available  Coach class service, unless other than coach class is authorized  U.S. flag air carrier service

12 FTR - Contract City-Pair Fares Contract 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 )  Contact city-pair fares are available at  Contractors and grantees are not eligible for the use of city- pair fares

13 FTR - Airline Accommodations Type 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 and

14 FTR - U.S. Flag Carrier U.S. Flag Carrier  An employee is required by 49 U.S.C (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  The transportation is provided under a bilateral or multilateral air transportation agreement (Open Skies)  You are an employee of a Foreign Affairs agency

15 FTR - Mileage Rates / Distance Mileage 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

16 FTR - Taxi / Shuttle Services Taxi 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

17 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 ), and you agree not to be paid per diem expenses

18 FTR - Per Diem Methods Methods of Per Diem  Lodging-plus per diem method  Reduced per diem method  Conference lodging allowance method  Actual expense method

19 FTR - Per Diem Rates Per Diem rates  Continental United States (CONUS) – Rates set by: GSA (  Non-foreign areas – Rates set by: Department of Defense (  Foreign areas – Rates set by: Department of State (  Your TDY location determines your maximum per diem reimbursement rate

20 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 rate  Full days of travel - 100% of the applicable M&IE rate  Day of return - 75% of the applicable M&IE rate

21 FTR - Meal Rates  Meal rates effective: 10/1/09 M&IE $46 $51 $56 $61 $66 $71 Breakfast Lunch Dinner Incidentals  M&IE rate must be adjusted for a meal(s) furnished to you by the government by deducting the appropriate amount shown

22 FTR - Baggage Baggage  Checked / Transferring Baggage  First checked bag - miscellaneous expense  Second / subsequent checked bags – when agency determines the baggage was needed for official reasons  Travelers 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

23 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:

24 FTR - Laundry Laundry, 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

25 FTR - Misc Expenses Miscellaneous 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

26 FTR - Travel Claims Travel 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

27 FTR - Receipts Receipts 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

28 FTR - Training GSA Travel Training Branch offers a wide range of courses  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

29 FTR - Point of Contact Government Travel (202) (voice) (202) (fax) Rick Miller, OGP, MTT (202) (voice) (202) (fax) Twitter: GSAtravelpolicy