Travel and Transportation Policies
General
Federal employee travel is governed by the Federal Travel Regulation (FTR) that is published in Chapters
300 through 304 of Title 41 of the Code of Federal Regulations. This regulation covers a wide range
of subjects, and ranges from per diem rates to transportation allowances. All agencies and field activities
maintain copies in their travel offices and it is available online at policyworks.gov/ftr.
The law (5 U.S.C. 5702) authorizes the General Services Administration to prescribe the worldwide
subsistence reimbursement system in the FTR and to establish per diem and actual subsistence expenses
rates for CONUS (the 48 contiguous states and the District of Columbia) travel. It also provides authority
for reimbursement of certain travel expenses of employees who experience personal emergencies while
on official travel and for payment of subsistence and transportation expenses for threatened law enforcement/investigative
employees and their families who must occupy temporary living accommodations. The FTR establishes rules
for when and how such payments should be made (subject to agency authorization and/or approval).
Employees having a question about their allowances and entitlements while on government travel should
get in touch with their agency travel office. If someone in that office cannot answer the question,
they may address the question to the GSA. Note: A direct call to GSA by an employee often results in
only a partial answer, since agency policy often governs what an employee will receive.
Per diem rates for locations outside the CONUS are contained in the Maximum Travel Per Diem Allowances
for Foreign Areas (MTPDA), published by the Department of State. These rates are updated monthly.
The Department of State has jurisdiction for foreign travel. The Department of Defense has responsibility
for non-foreign travel (such as to Alaska, Hawaii and U.S. possessions and territories).
Federal Employee Charge Card—The 1998 Travel and Transportation Reform Act
(P.L. 105-264) requires traveling federal workers to use government-issued cards, although agencies
are allowed to exempt categories of employees and certain types of expenses from the requirement. Using
the contractor-issued charge card, federal employees pay for routine travel expenses such as airplane
tickets, hotels, and meals and then are billed for those expenses. Employees are reimbursed by their
agencies for the allowable amounts of the charged expenses. The 1998 law places a greater burden on
agencies to reimburse employees quickly but also allows agencies to obtain personal financial records
and garnishee salaries when employees are late in paying the credit card bills for undisputed charges.
The government’s travel program—the Travel and Transportation Payment Expense control system—was
developed to reduce cash accounts maintained by the agencies for travel advances. Under the charge
card program, agencies also may authorize federal employee use of ATM services for cash withdrawal
while traveling on official business.
Hotel and Motel Fire Safety Requirements—The Hotel and Motel Fire Safety Act
of 1990 (P.L. 101-391) mandates that federal employees on travel must stay in public accommodations
that adhere to certain safety requirements. The law also states that federally funded meetings and
conferences cannot be held in properties that do not comply with the law. It is applicable to all places
of public accommodation, and requires that such properties are equipped with:
- hard-wired, single-station smoke detectors in each guestroom in accordance with
the National Fire Protection Association (NFPA) standard 72; and
- an automatic sprinkler system, with a sprinkler head in each guest room in compliance
with NFPA standards 13 or 13R. Properties three stories or lower in height are
exempt from the sprinkler requirement.
A listing of hotels and motels meeting those guidelines is at www.usfa.fema.gov/applications/hotel.
Military Housing—Public Law 96-527 requires Defense Department civilian employees
on official travel to use “adequate” military housing for lodging whenever available. Employees
who are in a travel status more than 50 percent of their time are exempted from this provision.
DoD Personnel—The Per Diem, Travel and Transportation Allowance Committee
administers the Joint Travel Regulations for DoD civilian personnel, which set per diem, travel and
transportation allowances, relocation allowances, and certain other allowances of DoD civilian employees.
The committee’s members are a Deputy Assistant Secretary for each of the DoD military departments
and the Director of the National Oceanic and Atmospheric Administration Corps (NOAA), the Commandant
of the Coast Guard (USCG), and the Surgeon General.
With the exception of DoD civilian employees appointed under Section 625(d) of the Foreign Assistance
Act of 1961, as amended (22 U.S.C. §2385(d)), who are entitled to per diem, travel, and transportation
allowances in accordance with Volume 6, State Department Foreign Affairs Manual (FAM), these regulations
are the sole entitlement regulations for DoD components.
These rules, which in many ways mirror the GSA-set policies for other agencies, are online at www.dtic.mil/perdiem/trvlregs.html.
Contact Point—GSA’s travel management policy office is at 1800 F St.,
N.W., Washington, D.C. 20405, or get information online by visiting www.gsa.gov and
clicking “Travel on Government Business.”
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Travel Costs and Allowances
It is general policy of the government that less-than-premium-class accommodations shall be used
for all passenger transportation. Employees are furnished, or reimbursed for costs of transportation
by trains, planes, boats, etc., in connection with official travel. This reimbursement includes authorized
costs of taxis, buses, or use of privately owned automobiles, etc., to and from carrier terminals and
in some circumstances round-trip mileage between residence and office on the day of departure and day
of return on official travel. Agencies may authorize rail service when its use is advantageous to the
government.
By Air—Employees must travel by coach-class unless their agency approves a
higher class based on circumstances justifying their use. There are three classes recognized—“first-class,” “premium
class other than first class,” and “coach.”
By Train—The policy is about the same as for air travel above, except there
are only three classes recognized—“coach,” “business class” and “first-class.”
In both air and train travel, agencies may authorize first-class travel at government expense “only
when there is no reasonably available alternative, when exceptional security circumstances exist, or
when the employee has a disability that makes first-class transportation accommodations necessary to
accommodate the employee’s disability.” By ship: Travel by steamer is authorized only for
the lowest class unless security reasons or disability makes a higher class necessary.
Other considerations concerning the class of travel are: (1) frequent traveler benefits gained while
traveling on official business may not be used to upgrade to first-class air, although such mileage
may continue to be used to upgrade to premium-class other than first-class, and (2) premium-class other
than first-class may be allowed instead of a rest stop en route or a rest period at destination.
Conference Travel—Agencies must “exercise strict fiscal responsibility” when
choosing a site to conduct a conference, especially if the site might be considered extravagant in
the public eye. But if the agency can make the case that even though such a site may appear extravagant
it still can save the government money, then they should “avail themselves of the opportunity
to save costs in selecting a conference site.” As provided under CFR 301-74, agencies may increase
by 25 percent the per diem rate for conference travel.
Indirect Route Travel—A federal traveler must use noncontract fare service
(that is, a carrier not contracted by GSA to provide discounted tickets) for that portion of travel
by indirect route which is for personal convenience. And the traveler may not use either a Government
Transportation Request or a contractor-issued travel charge card to procure transportation for indirect
route travel, except when that indirect travel is authorized at government expense.
All agencies, except DoD, shall follow the rules established in 41 CFR Part 301-10, which require
the use of contract air carriers for official air travel between certain city-pairs. DoD shall conform
to the Joint Travel Regulations, Volume 2, regarding contract air carrier use.
Payment from a Non-Federal Source—As provided for in FTR Chapter 304, agencies
may accept payment from a nonfederal source (or authorize an employee to accept the payment on behalf
of the government) for the employee to attend a meeting or similar function which the employee has
been authorized to attend in an official capacity on behalf of the employing agency. The policy extends
to the employee’s spouse who may accompany the employee as long as it’s in the agency’s
interest. Rules published in the November 30, 2001 Federal Register allow reimbursement by a non-federal
source for travel expenses of employees for speaking at events outside their official duties in circumstances
similar to those for which reimbursement for speaking within their official duties is allowed.
Pre-employment Interview Travel—The law (5 U.S.C. 5706b), authorizes agencies
to reimburse certain pre-employment interview travel expenses of interviewees. Reimbursable expenses
include most of the expenses payable to a federal employee traveling on official business. Specific
information is contained in Subpart C of Part 301-75 of the FTR.
Travel Expenses of Federal Employees with Disabilities—The FTR authorizes
payment of certain additional travel expenses necessarily incurred by an employee as a result of the
employee’s disability. Reimbursable expenses include travel and transportation of an attendant;
cost of specialized transportation to, from, and/or at the temporary duty location; cost of specialized
services provided by a commercial carrier; cost of baggage handling; and cost of transporting or renting
a wheelchair.
Automobile Insurance in Foreign Areas—When an automobile is rented for official
travel in foreign areas, employees may be reimbursed for the cost of collision damage waiver or collision
damage insurance, when rental or leasing agency requirements, foreign statute, or legal procedures
that could cause extreme difficulty to government employees involved in an accident make such insurance
necessary.
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Travel Advances
Federal employees may receive travel advances for cash transaction expenses (i.e., expenses that
as a general rule cannot be charged and must be paid using cash, a personal check, or travelers check).
These include:
- meals and incidental expenses covered by the per diem allowance or actual expenses
allowance;
- miscellaneous transportation expenses such as local transportation system and
taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft
parking, landing, and tie-down fees;
- gasoline and other variable expenses covered by the mileage allowance for advantageous
use of a privately owned automobile for official business; and
- other authorized miscellaneous expenses that cannot be charged using a government
contractor-issued charge card and for which a cost can be estimated.
For non-cash transaction expenses (i.e., lodging, common carrier), employees may receive advances
only in the following situations:
- the government contractor-issued charge card is not expected to be accepted;
- your agency has decided not to provide you a government contractor-issued individually
billed travel card;
- your agency determines that use of a government contractor-issued individually
billed travel card would not be feasible incident to a transfer, particularly a
transfer to another agency; or
- financial hardship would be incurred.
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Frequent Traveler Benefits
Under Section 1116 of the National Defense Authorization Act for fiscal 2002 (P.L. 107-107), a federal
traveler who receives a promotional item such as frequent flyer miles, upgrades, or access to carrier
clubs or facilities received as a result of using travel or transportation services obtained at federal
government expense, or accepted under section 1353 of title 31, United States Code, may retain the
promotional item for personal use, if the promotional item is obtained under the same terms as those
offered to the general public and at no additional cost to the federal government. This includes all
benefits earned, including those earned before enactment of the act.
The act repealed Section 6008 of the Federal Acquisition Streamlining Act of 1994 (5 U.S.C. 5702
note; P.L. 103-355) that had previously prohibited personal retention of such promotional items. That
policy also previously had been reflected in the Federal Travel Regulation at (41 CFR 301-53) and the
Federal Property Management Regulations (41 CFR 101-25). GSA formally revised its rules in a Federal
Register notice on April 12, 2002. Further information is in GSA Travel Advisory Number 5.
You may use frequent traveler benefits earned on official travel to obtain travel services for subsequent
official travel assignments; however, you may also retain such benefits for your personal use, including
upgrading to a higher class of service.
It is the responsibility of each traveler to communicate directly with a service provider to establish
his/her frequent travel promotional benefits account. Any associated costs are to be paid by the traveler
and are not a reimbursable expense.
You may not select a travel service provider based on whether it provides frequent traveler benefits.
You must use the travel service provider for which your agency is a mandatory user. This includes contract
passenger transportation services and travel management systems. You may not choose a travel service
provider to gain frequent traveler benefits for personal use.
It is the policy of the government that employees generally must travel by coach class accommodations.
However, you may upgrade your transportation class of service at your own expense. Therefore, as frequent
traveler benefits may be retained for your personal use, you may use any frequent traveler benefits
you have earned to upgrade your transportation class to premium service. The regulations governing
upgrades to premium airline accommodations are at FTR §§ 301-10.123 and 301-10.124. Your
agency cannot pay for any upgrades, unless you meet one of the exceptions in those regulations.
A denied boarding benefit (e.g., cash, free ticket coupon) is not a promotional item given by an
airline.
Travelers seeking further guidance should contact their supervisor or travel-approving official.
Tax Implications—Guidance issued by the IRS following the frequent traveler
change (IRS Announcement 2002-18) said that although it may deem such benefits as taxable income in
the future, it currently does not do so and that any change in policy would apply only prospectively.
It noted, however, that such benefits may not be used for tax avoidance purposes, such as by converting
them to cash or receiving compensation in the form of travel or other promotional benefits.
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Mileage Allowances
Generally, employees using privately-owned transportation when it is advantageous to the government
in performing official business travel will be reimbursed as follows:
- 36.5 cents per mile for privately owned automobile;
- 97.5 cents per mile for privately owned airplane; and
- 28 cents per mile for privately owned motorcycle.
These rates typically change early in each calendar year; changes are posted online at www.gsa.gov/Portal/content/policies_content.jsp?contentOID=115105&
contentType=1006&PMTT=1/. Additionally, parking fees; road, tunnel and bridge
costs; and airplane parking, landing and tie-down fees may be authorized.
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Use of Government Vehicles
Federal law requires that government motor vehicles be used only for official purposes, as defined
by each agency. If a government vehicle is used for other than official purposes, both the vehicle
operator and anyone who authorizes or condones such use are subject to penalties ranging from a mandatory
minimum suspension of one month without pay up to and including dismissal from government service.
Home to Work Transportation—By statute, certain federal officials are authorized home-to-work
transportation, as are employees who meet certain statutory criteria as determined by their agency
head. The federal officials authorized by statute are the President, the Vice-President, and other
principal federal officials and their designees, as provided in 31 U.S.C. 1344(b)(1) through (b)(7).
Also, employees engaged in field work or faced with a clear and present danger, an emergency, or
a compelling operational consideration may be authorized home-to-work transportation as determined
by their agency head. No other employees are authorized home-to-work transportation. Determinations
may be made in advance when the federal agency wants to have employees ready to respond to a clear
and present danger, an emergency or a compelling operational consideration.
Agencies consider the following when making a determination to authorize home-to-work transportation
for field work:
- the location of the employee’s home in proximity to work and to the locations
where non-TDY travel is required; and
- the use of home-to-work transportation for field work should be authorized only
to the extent that such transportation will substantially increase the efficiency
and economy of the government.
Examples of positions that may involve field work include, but are not limited to: quality assurance
inspectors; construction inspectors; dairy inspectors; mine inspectors; meat inspectors; and medical
officers on outpatient service. The assignment of an employee to such a position does not, of itself,
entitle an employee to receive daily home-to-work transportation.
Situations may arise where, for cost or other reasons, it is in the government’s interest to
base a government passenger carrier at a government facility located near the employee's home or work
rather than authorize the employee home-to-work transportation.
The comfort or convenience of an employee is not considered sufficient justification to authorize
home-to-work transportation. Authorized employees may not use home-to-work transportation for other
than official purposes. However, if your agency has prescribed rules for the incidental use of government
vehicles (as provided in 31 U.S.C. note), you may use the vehicle in accordance with those rules in
connection with an existing home-to-work authorization.
An employee authorized home-to-work transportation may share space in a government passenger carrier
with other individuals, provided that the passenger carrier does not travel additional distances as
a result and such sharing is consistent with his/her agency’s policy. When an agency establishes
its space sharing policy, the agency should consider its potential liability for and to those individuals.
Home-to-work transportation does not extend to the employee’s spouse, other relatives, or friends
unless they travel with the employee from the same point of departure to the same destination, and
this use is consistent with the agency’s policy.
Use of Portable Phones—General Services Administration policy states that while individual
agencies may set their own policies regarding the use of portable phones while driving in government-owned
or -leased vehicles, in general they should:
- discourage the use of hand-held wireless phones by a driver while operating motor
vehicles owned or leased by the federal government;
- provide a portable hands-free accessory or a hands-free car kit for government
owned wireless phones; and
- educate employees on driving safely while using hands-free wireless phones.
Generally, federal employees are not exempt from state and local laws governing operation of a motor
vehicle, including those restricting the use of wireless phones while driving.
Tobacco Use—The General Services Administration in 1993 barred the use of
tobacco products in GSA fleet vehicles used by federal employees. In 2002 it issued a bulletin encouraging
agencies to also prohibit the use of tobacco products in vehicles they own or lease, begin any needed
discussions with employee unions and organizations to carry out such a policy and develop appropriate
policy regarding disciplinary action to be taken against employees violating the prohibition. Many
agencies already prohibited the use of tobacco products in their vehicles but previously there had
been no government-wide guidance.
Seat Belts—Under Executive Order 13043 of April 16, 1997, each federal employee
occupying any seating position of a motor vehicle on official business, whose seat is equipped with
a seat belt, must have the seat belt properly fastened at all times when the vehicle is in motion.
Contact Point—GSA’s federal vehicle policy division is at 1800 F St.
NW, Rm. 1221, Washington, D.C. 20405-0002, phone (202) 208-7631, or get information online by visiting
www.gsa.gov and clicking “Travel on Government Business.”
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For More Information
You may obtain more information about per diem in the current
edition of the Federal Employees Almanac.
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