Advance 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

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 A private company travel handbook is not official publication of the U.S. government or its agencies 2 2

WHERE TO LOOK …www.gsa.gov/ftr 3 3

FTR - On-line 4 4

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 5 5

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) 6 6

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 7 7

FTR - Travel Officials Travel Officials Administers – “All persons” involved with travel must limit the authorization and payment of travel expenses necessary to accomplish the mission Economical and effective manner Consideration for budget constraints Reasonableness of expenses – “Prudent traveler” Consideration to alternatives prior to authorizing travel Use ETS to process travel authorizations and claims 8 8

FTR - Travel Officials Travel Officials Authorization/Approving/Reviewing official - Agency appointed Aware of how authorized travel will support the agency mission Knowledgeable of the employee’s travel plans Responsible for the travel funds paying for the travel involved Review the completed authorization/claim ensuring properly prepared in accordance with regulations/agency procedures Review receipts, statements justification, etc. are attached (available) with submission of travel authorization/claim 9 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 10

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 11 11

FTR - 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 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 12 12

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 GSA & 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 13 13

FTR - Airline Accommodations Two Classes of Accommodations Available Two distinctly different seating types (such as girth / pitch) Front cabin is termed / fare-coded as business-class or higher Front 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 class Only restricted economy fares are available in the back of the aircraft Entire aircraft is to be classified as coach-class seating 14 14

FTR - Seating Upgrade Programs Coach-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 15 15

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 16 16

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 17 17

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 18 18

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 19 19

FTR - U.S. Flag Carrier U.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. 20 20

FTR - U.S. Flag Carrier U.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 21 21

FTR - U.S. Flag Carrier U.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 22 22

FTR - Open 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 23 23

FTR - Open Skies Agreement Open 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 24 24

FTR - Open Skies Agreement Open Skies Agreement (cont) Example 1 – (U.S. & Switzerland) Authorized travel from Columbus, Ohio to Geneva, Switzerland No city-pair contract from origin to destination City-pair from Columbus to Washington DC & Washington DC to Geneva Switzerland May fly U.S. Flag carrier or “Swiss Air” (member airline) Exceptions – Foreign flag carrier IAW FTR 25 25

FTR - Open Skies Agreement Open Skies Agreement (cont) Example 2 – (U.S. & Australia) Authorized travel from Washington, DC to Sidney, Australia City-pair contract from origin to destination Federal Employee must use City-pair contract U.S. Flag carrier - exceptions Contractor/Grantees may fly U.S. or Open Skies member carrier Exceptions – Foreign flag carrier IAW FTR 26 26

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 27 27

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 cost Gasoline and oil (excluding tax) Maintenance, accessories, parts, and tires Insurance State and Federal tax 28 28

FTR - Per Diem 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 29 29

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 town The 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 policy An arbitrary distance radius must not be established 30 30

FTR - Per Diem Rates Per 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 31 31

FTR - Per Diem Methods Methods of Per Diem Lodging-plus per diem method Reduced per diem method Actual expense method Conference lodging allowance method 32 32

FTR - Lodging-Plus Lodging-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 rate Full days of travel - 100% of the applicable M&IE rate Day of return - 75% of the applicable M&IE rate 33 33

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 % Example Iraq / 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 34 34

FTR - Actual Expense Actual Expense Actual Expense reimbursement warranted Lodging and/or meals are procured at a prearranged place Costs have escalated due to special events Because of mission requirements Any other reason approved within your agency Authorized rate - NTE 300% of the applicable maximum per diem rate - Agency policy 35 35

FTR - 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 36 36

FTR - Misc Expenses Miscellaneous 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) 37 37

FTR - Misc Expenses Miscellaneous 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 38 38

FTR - Appeals Civilian Board of Contract Appeals (CBCA) Authority - (31 U.S.C. 3702) - settle claims by Federal civilian employees for certain travel or relocation expenses No authority to non-federal employees (government contractors Types of claims - TDY & Relocations Review of claims Agency adjudicates claim CBCA review (requested by employee/agency) CBCA final decision Web Site - http:/www.cbca.gsa.gov 39 39

FTR - Training GSA 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 40 40

FTR - Point of Contact Government Travel (202) 501-1777 (voice) (202) 501-0349 (fax) e-mail – travel.policy@gsa.gov Rick Miller, OGP, MTT (202) 501-3822 (voice) e-mail – rodney.miller@gsa.gov Twitter: GSAtravelpolicy 41 41