federal travel fees

UNCLASSIFIED (U)

allowable travel and miscellaneous expenses

(CT:LOG-392;   03-20-2024) (Office of Origin:  A/LM)

14 FAM 561  POLICY AND AUTHORITIES

14 FAM 561.1  Policy

(CT:LOG-381;   09-26-2023)

It is the general policy of the U.S. Government that less-than-premium-class accommodations must be used for all modes of passenger transportation.  The policies in 14 FAM 567 govern the use of common carrier accommodations and apply to travel while on official U.S. Government business.

14 FAM 561.2  Exercising Care in Incurring Expenses

An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds.  Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard.  Employees will be responsible for excess costs and any additional expenses incurred for personal preference or convenience.

14 FAM 561.3  Authorities

In addition to the authorities listed in 14 FAM 511.4 , the following authorities apply:

(1)  State Department Delegation of Authority No. 462, dated January 9, 2019, delegates the Secretary of State's travel authority to the Under Secretary and Deputy Under Secretary of State for Management;

(2)  22 U.S.C. 4081 is the travel payment authorization provision of the Foreign Service Act that provides for a domestic relocation allowance;

(3)  The Federal Travel Regulation (FTR) 41 CFR 301.10-124 addresses coach-class seating upgrade programs;

(4) FTR 41 CFR Part 301-13 addresses travel of employees with special needs, and

(5)  The General Services Agency's (GSA) FTR Bulletin FTR 09-02, dated 31 Dec. 2008, clarifies the seat choice options and other miscellaneous fees Federal agencies may reimburse their employees while on official travel.

14 FAM 562  EXPENSES ALLOWABLE

14 FAM 562.1  Miscellaneous Expenses not Covered by Per Diem

(CT:LOG-392;   03-20-2024)

a. The following travel expenses, when actually incurred and necessary, can be itemized and reimbursed over and above the per diem allowance for lodging and meals and incidental expenses (M&IE):

(1)  Official telephone calls and faxes in connection with official business; internet access fees while performing official business.  Reimbursement for expenses must be authorized in advance of travel on the travel authorization;

(2)  Commissions for conversion of currency; fees to obtain travelers checks, money orders and certified checks; transaction fees for use of ATMs and other vendors such as hotels when using a U.S. Government contractor-issued charge card.  For locally employed (LE) staff who use their personal charge cards and for other travelers who the Department has determined may not be issued a U.S. Government charge card or who have been authorized to use their personal charge cards for official travel, transaction fees for the use of ATMs and other vendors such as hotels may be allowed, if stated on the travel authorization in advance of travel;

(3)  Lodging taxes in domestic and nonforeign areas (see FTR, 41 CFR 301-11.27); energy surcharge and lodging resort fees when such fees are not optional;

      NOTE :  Lodging taxes and mandatory fees in foreign areas are incorporated into the per diem rate for lodging for those areas.  In order to be fully reimbursed, the sum total cost of lodging plus mandatory taxes and fees in foreign areas must be within the prescribed lodging component of per diem for that area;

(4)  Fees in connection with the issuance of passports and visas and other legally required costs; photographs for passports and visas; certificates of birth, health and identity, and affidavits attesting thereto; foreign country entrance and exit fees;

(5)  Inoculations that cannot be obtained for free through a Federal dispensary (reimbursement must be authorized on the travel authorization before travel begins).  For yellow fever inoculations, there is no requirement for prior authorization for reimbursement; and

(6)  Expenses associated with the transport of human milk expressed by an employee or Eligible Family Member (EFM) while on TDY, approved medical travel, or on PCS travel (including for the authorized PCS travel to post for new infants following a parent's authorized obstetrical medevac) in accordance with the FTR, 41 CFR 301-13.2, up to a maximum of $1000.  Reimbursement for expenses must be authorized in advance on the travel authorization and the traveler must submit all receipts, regardless of amount, with the travel voucher.  Expenses may include commercial shipping fees, excess baggage, disposable storage bags, cold shipping packages, refrigeration, transport, and non-durable containers.  Durable containers that are not reimbursable include  canvas, polypropylene, and  soft- or hard-sided containers . For special cases of TDY travel where expenses exceed $1000, the traveler may receive reimbursement above $1000 only when authorized in writing by the EX Director (or agency equivalent) of the funding bureau in advance of travel.  Such authorization must also accompany the travel authorization and the travel voucher.  Travelers are ultimately responsible for arranging all transport of human milk and for handling all related logistics.  See 3 FAM 3860 for more information on the Department’s lactation policy.

b. For Agriculture only :  Foreign Agricultural Service allows for reimbursement of authorized telephone calls of a personal nature during official travel.  For foreign travel, the maximum reimbursement is $15.00 per day.  For domestic travel, the maximum reimbursement is $5.00 per day.  The maximum aggregate amount that may be approved for each travel period (i.e., consecutive days of official travel) cannot exceed the amount equal to the daily reimbursement rate multiplied by the number of lodging nights.  This reimbursement is not an automatic claim and should only be reflected on a voucher if actual expenses were incurred while in a TDY travel status.

c.  For USAID only :  ADS 633.3.6.1 Financial Management Aspects of TDY, and ADS 549, Telecommunications Management, defines some telephone calls to family as “Official” and allows for reimbursement of those telephone calls when an employee is traveling on government business.  See those ADS chapters for further details.

14 FAM 562.2  Transportation Expenses

a. The following transportation expenses, when actually incurred and necessary, can be itemized and reimbursed if not paid directly by the U.S. Government:

(1)  Travel on railroads, aircraft, sailing vessels, buses, streetcars, and other usual means of common carrier conveyance;

(2)  Transfer, storage, and checking of baggage necessary for the purpose of the official travel;

(3)  Charges for transfer, storage, checking, and porters' fees and tips for handling U.S. Government property carried by the traveler;

(4)  Transportation charges for authorized excess official baggage;

(5)  Shipments by express or freight of U.S. Government property not classed as baggage and not admissible to the mail (normally made on U.S. Government bills-of-lading (GBLs) where feasible);

(6)  Packing and necessary preparation for shipment, cost of unboxing at destination, and necessary cartage of unaccompanied baggage or personal effects, or baggage accompanying traveler;

(7)  Hire of a boat, automobile, taxicab, aircraft, or other conveyance when authorized or approved as advantageous to the U.S. Government and when employee is engaged in official business within or outside employee's post of duty;

(8)  Daily travel to procure meals or lodging at the nearest available place when such cannot be procured at a temporary duty station; and

(9)  Transportation by bus, subway, streetcar, taxicab, transportation network company (TNC), or innovative mobility technology company (IMTC) (see 14 FAM 511.3 for definitions):

(a)  Between places of business;

(b)  Between place of lodging and place of business at a temporary duty station;

(c)  Between place of lodging or employee’s home and common carrier transportation terminal in connection with official travel;

(d)  From employee's office to a common carrier transportation terminal on the day of departure from the office on an official trip requiring at least one night's lodging.

b. Use of taxicabs, TNCs, or IMTCs (see 14 FAM 511.3 for definitions):

(1)  When suitable common carrier transportation is available for travel between points other than those listed above, but the traveler elects to use a taxicab or TNC, or IMTC, detailed remarks noting the circumstances must be furnished on the travel voucher;

(2)  Taxicab, TNC, or IMTC reimbursement in excess of $75.00 plus tip must be supported by a receipt along with a statement justifying the use of such conveyance;

(3)  The maximum tip allowable under this section is 20 percent of the reimbursable fare;

(4)  In lieu of the use of a taxicab, TNC, or IMTC as provided in this section, payment on a mileage basis at the approved rate, as described in 14 FAM 566.2-2 , is allowed for the mileage of a privately owned automobile used for a purpose detailed above, provided that the amount of reimbursement for mileage does not exceed the estimated taxicab, TNC, or IMTC cost, including allowable tip, for transportation between the applicable points;

(5)  Membership or application fees, tickets, fines, cancellation fees or fees charged for waiting for the traveler, or other such expenses associated with TNCs or IMTCs are not reimbursable.  Only actual usage charges, booking charges, and reservation charges made directly with the TNC or ITMC (not a third-party company) are eligible for reimbursement; and

(6)  Travelers may not know prior to beginning a trip what ground transportation options will be available at a particular location.  Thus, travel authorizations that contain advance authorization for a taxi, a TNC, or an IMTC are considered to confer authority to use any or all of those ground transportation options.  When completing a travel voucher, however, it is necessary to specify whether a taxi, TNC, or IMTC was actually utilized for each instance of ground transportation in order to facilitate preparation of certain congressionally mandated reports.

14 FAM 562.3  Unaccompanied Minor Charges

Most airlines provide a service for children traveling unaccompanied on their airline without the presence of a legal guardian, but fees for this service differ by airplane.  This charge is reimbursable when:

(1)  The EFM child (16 years of age or younger) is the only individual entitled to travel at U.S. Government expense for the type of official travel authorized (e.g., travel of children of separated families, educational travel, educational allowance, or on authorized or ordered departure); and

(2)  The child is engaged in direct travel with no deviation from the authorized itinerary; and

(3)  The fee is authorized on the travel authorization in advance of travel.

14 FAM 563  EXPENSES NOT ALLOWABLE

14 FAM 563.1  Items Included in Per Diem

The following items are included within the lodging and/or meals and incidentals (M&IE) portions of the per diem allowance (see definition in 14 FAM 511.3 ) and may not be paid, itemized, or reimbursed separately:

(1)  Charges for lodging, including:

(a)  Overnight sleeping facilities;

(b)  Personal use of room and bath during daytime;

(c)  Telephone access fee; and

(d)  Service charges for fans, televisions, air conditioning, heaters, microwaves, and refrigerators in rooms;

(2)  Charges for meals, including:

(a)  Expenses for breakfast, lunch, and dinner; and

(b)  Related tips and taxes;

(3)  Incidental expenses, including:

(a)  Fees and tips given to waiters, porters, baggage handlers, bellhops, hotel personnel, restaurant staff, and similar employees;

(b)  Transportation between place of lodging or business and places where meals are taken, except as specified in 14 FAM 562.2 , subparagraph a(8); and

(c)  Bottled water;

(4)  Complimentary meals provided by common carriers or hotels (e.g., complimentary breakfast meals on airplanes, etc.) have no impact on per diem rates paid per FTR, 41 CFR 301-11.17.

14 FAM 563.2  Personal and Other Expenses

Costs of a personal nature are not reimbursable, such as:

(1)  Personal telephone calls or faxes, including messages, requesting leave, inquiring as to status of salary, expense vouchers, advance of funds, and reply thereto, or any other matter of personal nature.  This section does not apply to Agriculture or USAID employees (see exceptions for Agriculture employees in 14 FAM 562.1 , paragraph b, and for USAID employees in 14 FAM 562.1 , paragraph c);

(2)  Internet access fees for conducting personal business; internet service provider (ISP) fees (e.g., monthly charges for satellite, fiber, cable, or DSL internet access);

(3)  Transaction fees for use of ATMs and other vendors, such as hotels, with a personal charge card except when authorized in accordance with 14 FAM 562.1 , subparagraph a(2);

(4)  Laundry, dry cleaning, and pressing when traveling OCONUS or when traveling in CONUS for less than four consecutive nights;

(5)  Alcoholic beverages;

(6)  Entertainment expenses;

(7)  Any expenses incurred for other persons; and

(8)  Miscellaneous service fees (i.e., administrative, booking, and third-party fees) resulting from booking transportation or lodging outside a government-contracted travel management center or government lodging program (e.g., FedRooms).

14 FAM 564  Fare types

14 FAM 564.1  Unrestricted Fare Policy

(CT:LOG-381;   09-26-2023) (State and USAID)

a. In general and when possible, the Department utilizes the lowest-cost unrestricted fares available for travel between authorized origin and destination, respecting the terms of the General Services Administration (GSA) city-pair program, for all official travel.

b. An individual may request the purchase of a restricted or penalty fare for official travel based on personal convenience (e.g., taking an indirect route for personal reasons or wishing to travel in a class of service other than the one authorized), but the individual is responsible for any and all additional costs and/or penalties incurred in connection with such fares regardless of whether those costs are due to official or personal reasons.  See 14 FAM 561 for an employee's responsibility to exercise due care.

c.  When an individual is authorized an unrestricted fare but engages in indirect (cost-constructed) travel and elects to use a restricted fare, the cost of that restricted fare, in the class of service and the route used by the traveler, must be compared to the cost of an unrestricted fare along the authorized route in the authorized class of service in order to determine whether the individual’s deviation results in an additional cost to the U.S. Government:

(1)  If an additional cost would be incurred because of the individual’s decision to engage in indirect travel and/or travel in a class of service other than the one authorized, the individual must pay, to the TMC or air carrier issuing the ticket, the difference in fare between the restricted fare elected by the traveler and the unrestricted fare that would have been purchased by the U.S. Government; and

(2)  If no additional cost would be incurred, the U.S. Government may purchase the restricted fare along the indirect route and/or in the class of service other than the one authorized.  Any cost saving associated with the purchase of a restricted fare in this case is not transferrable to the traveler, and a fare saving may not be used to offset change or cancellation fees incurred as a result of the individual’s decision to use a restricted fare.

d. Whenever a cost comparison is made, documentation of the specific flight itineraries and their respective costs must be retained and included in the travel authorization for future reference and to meet auditing requirements.

14 FAM 564.2  Restricted Fare Policy

a. Restricted penalty fares should be authorized for official travel only when their use is practical and economical to the U.S. Government.  Round-trip tickets with such fares should be authorized only when, based on the journey as planned, the traveler knows or reasonably anticipates that such tickets will be utilized in accordance with their restrictions (see 14 FAM 542 for details of contract city-pair fares).  The use of prohibited ticketing practices, such as “throw-away,” “hidden city,” or “back-to-back” ticketing, is not permitted for any part of either authorized or cost constructed travel itineraries because those tactics violate air carrier contracts of carriage.

b. A mission or bureau has the option of developing a policy requiring the use of restricted, penalty fares subject to the conditions set out in paragraph a of this section.  The authorizing mission or bureau will assume financial responsibility for any penalties associated with these fares, should changes or cancellations be required by the U.S. Government.  The employee will be responsible for any penalties incurred for personal convenience.

c.  If a mission or bureau chooses to use restricted, penalty fares, the mission or bureau must provide the travel management center with a written policy for the use of these fares and the appropriate fare type (restricted or unrestricted) must be indicated in the remarks of each travel authorization.  At posts where a travel management center does not exist, the written policy must be provided to the travel section in the general services office.

d. When an employee is authorized a restricted fare under 14 FAM 564.2 , paragraph b, and engages in indirect (cost-constructed) travel also using a restricted fare, penalties incurred due to changes or cancellations required by the U.S. Government are reimbursable up to the cost that would have been incurred for similar modifications to the authorized routing.  The employee will be responsible for any penalties incurred for personal reasons.

14 FAM 564.3  Disposition of Airline Promotional Items

a. All Department employees, their dependents, and others whose travel is funded by the Department may retain for personal use promotional items (i.e., frequent flyer miles, upgrades, access to carrier lounges) earned from official travel under terms available to the general public and at no extra cost to the U.S. Government.

b. Travelers may accept free upgrades of services to business-class or first-class accommodations if they are obtained under terms available to the general public and at no extra cost to the U.S. Government.

c.  Travelers may redeem frequent flier miles (or use personal funds) to upgrade to business or first-class accommodations when performing official travel.

d. It is the responsibility of each traveler to communicate directly with a service provider to establish his or her frequent travel promotional benefits account.  Costs associated with establishing this account are to be paid by the traveler and are not a reimbursable expense.

e. Travelers need not report as taxable income promotional items obtained from official travel.

14 FAM 564.4  Compensation Received from Airlines for Denied Boarding

a. Voluntary :  A traveler may keep payments from a carrier for voluntarily vacating a transportation seat.  However, no additional expenses (per diem or miscellaneous reimbursable) may be paid because of the traveler’s delay.  Additional travel expenses incurred because of voluntarily giving up a seat are the traveler’s financial responsibility.

b. Involuntary :  If a traveler is involuntarily denied a transportation seat, the traveler enters an onward travel status for per diem and miscellaneous travel expense reimbursement.  Any monetary compensation (including meal and/or lodging vouchers) for the denied seat belongs to the U.S. Government.

14 FAM 565  CANCELED RESERVATIONS

14 FAM 565.1  Service/Cancellation Expenses

When a train, sailing vessel, or hotel reservation is canceled because of unavoidable, nonpersonal delay or because of official necessity, the cost of a service fee or cancellation expense charged by the service provider is allowed.  Fees paid for cancellations of reservations for personal reasons or avoidable delays in notifying the service provider are not reimbursable.

14 FAM 565.2  Liquidated Damage Payments to Traveler

a. When carrier tariffs require liquidated damage payments to travelers for the carrier's failure to provide confirmed reserved space, such payments by the liable carrier are to be by check, made payable to the "Treasurer of the United States."  In no case is the traveler permitted to accept from the carrier a check showing the traveler as payee.

b. The traveler is to acknowledge receipt of the check and submit a copy of the acknowledgment and the check with travel voucher.  Payment of denied boarding compensation to the Treasurer of the United States is a U.S. Government requirement and is no reflection on the carrier (see 4 FAM 470 ).

14 FAM 566  TRAVEL BY PRIVATELY OWNED VEHICLE OR PRIVATELY OWNED CONVEYANCE

14 FAM 566.1  Policy

a. Travel by common carrier is generally considered the most advantageous method to perform official travel.  Other methods of transportation may be authorized if they are determined to be more advantageous to the U.S. Government.  A determination that another method of transportation is more advantageous to the U.S. Government than common carrier transportation will not be made based on personal preference or inconvenience to the traveler.

b. In determining whether the use of a privately owned vehicle is advantageous to the U.S. Government, consider:

(1)  The feasibility of using common carrier transportation or U.S. Government-owned conveyances based on availability, suitability of schedules, and other applicable requirements;

(2)  The total cost to the government, including per diem, overtime, lost work time, actual transportation costs, total distance of travel, number of points visited on official travel, the number of travelers, and energy conservation;

(3)  The advantages resulting from the more expeditious transactions of the public business, economy, and employee performance effectiveness; and

(4)  Any other advantages and/or disadvantages to the U.S. Government in the particular case.

c.  The authority to travel by privately owned vehicle (POV) contained in this section is applicable to the employee and/or other family member(s) authorized to travel.  The vehicle to be used must be the property of the employee or family member prior to the initiation of travel and must be driven or shipped to the ultimate destination stipulated in the travel orders.  Only such vehicles as are eligible for shipment at U.S. Government expense are authorized to be driven on a mileage per diem basis under this provision.

d. Any reimbursement for travel by POV, under the mileage (see 14 FAM 566.2-1 ) per diem basis authorized by this section is limited to the actual mileage between authorized points on a direct route plus related per diem, not to exceed 10 days to each authorized destination.

14 FAM 566.2  Use Advantageous to the U.S. Government

14 FAM 566.2-1  General

(CT:LOG-388;   01-19-2024)

a. When the authorized travel from origin to destination (combined with TDY, consultation and/or home leave, as applicable) can be performed entirely using a privately owned vehicle (POV), such use may be authorized.

b. Travel by POV to separation address in the United States, when not otherwise covered under 14 FAM 566.1 , is hereby authorized from the port of discharge of the vehicle to the separation address via consultation point (as applicable).  In accordance with 14 FAM 618.4 , however, this authorization does not apply to vehicles acquired en route to a separation point.

c.  When an employee's vehicle is authorized emergency storage in accordance with 14 FAM 626 , an authorizing officer may determine that it is advantageous for the vehicle to be driven all or part of the distance to the designated storage point.

d. An employee who acquires a vehicle at a point on a direct route to the post of assignment abroad, and who has not previously shipped a vehicle under the provisions of the authorizing travel orders, may drive the POV to the destination.  The point of acquisition is considered the point of origin.  In no case may the cost of driving the vehicle from where it is acquired exceed the cost to the U.S. Government had the vehicle been shipped from the point of origin specified in the travel authorization to the authorized destination.

e. Travel by a POV is considered advantageous to the U.S. Government when the authorized or actual point of origin and the final destination are:

(1)  Connected by a hard-surface, all-weather highway or by vehicular ferry, or both (see 14 FAM 615.1 ); and

(2)  Within the continental United States or Canada or one of the following Mexican border posts:

(a)  Ciudad Juárez;

(b)  Matamoros;

(c)  Nuevo Laredo;

(d)  Tijuana; or

(e)  Nogales.

f.  When use of a rental vehicle in the United States is authorized, reimbursement for rental fees and actual expenses for fuel (gas, diesel, electricity, etc.) and tolls is authorized. U.S. Government-contracted rental vehicle services should be used whenever possible.  Collision damage waiver (CDW) is included in the contract amount and should not be accepted at extra cost.  When renting from companies not on the U.S. Government contracting list, travelers will not be reimbursed for CDW.  However, payments for damages to a rental car company or reimbursement to the employee, up to the deductible amount contained in the rental contract, are authorized, providing the employee was acting within the scope of his or her employment at the time of the incident.

g. When use of a rental vehicle abroad is authorized, reimbursement may include rental fees, including value added tax (VAT), and actual expenses for fuel and tolls.  U.S. Government-contracted rental vehicle services should be used whenever possible.  The contract rate includes CDW, VAT, and unlimited mileage. When renting from companies not on the U.S. Government contracting list, CDW, VAT, and unlimited mileage will not usually be included.  CDW is a reimbursable expense abroad.  In addition, payments for damages to a rental car company or reimbursement to the employee are authorized up to the deductible amount contained in the rental contract, providing the employee was acting within the scope of his or her employment at the time of the incident.

h. When use of a rental vehicle is authorized for official travel, the least expensive “compact” car available must be used unless one of the following exceptions for another class of vehicle applies and is indicated on the travel authorization:

(1)  When use of other than a compact car is necessary to accommodate a medical disability or other special need, and all applicable requirements set forth in 41 CFR 301-10.450(c)(1) have been met;

(2)  When additional room is required to accommodate multiple employees authorized to travel together in the same rental vehicle;

(3)  When security circumstances (as defined in writing by DS or the RSO) require a larger vehicle;

(4)  When necessary for other safety reasons, such as during severe weather or having to travel on rough or difficult terrain;

(5)  When travelers must carry a large amount of U.S. Government material incident to their official business, and a compact rental vehicle does not contain sufficient space; or

(6)  When the cost of other than a compact car is less than or equal to the cost of the least expensive compact car.

i.  For non-electric rental vehicles, t ravelers may not be reimbursed for purchasing prepaid refueling options.  Therefore, travelers must refuel prior to returning the rental vehicle to the drop-off location.  NOTE :  If it is not possible to refuel completely prior to returning the vehicle because of safety issues or due to the location of closest fueling station, travelers will be reimbursed for vendor refueling charges.   For electric rental vehicles, travelers may be reimbursed for pre-paid charging costs and/or necessary costs paid via credit card or billed back to the rental vehicle company to recharge the vehicle before return.

j.  Travelers will not be reimbursed for fees associated with rental car loyalty points or the transfer of points charged by car companies.

14 FAM 566.2-2  Mileage Reimbursement

Mileage reimbursement rates for automobiles (including trucks, vans, etc.), airplanes, motorcycles, and motor scooters are set by GSA.  The current rates may be found on the GSA website.

14 FAM 566.3  Privately Owned Vehicle (POV) Use for Personal Convenience

14 FAM 566.3-1  General

When no determination of advantage to the U.S. Government is made (see 14 FAM 566.2 ), the employee may elect to use a privately owned vehicle for personal convenience.  Any reimbursement for expenses for travel will be the lesser of:

(1)  Mileage for the authorized mode of travel at the rates provided in 14 FAM 566.2-2 , plus related per diem; or

(2)  For the portion of the route connected by air service, reimbursement may not exceed the constructive cost of the authorized U.S. Government fare for the authorized mode of travel on a direct route, plus related per diem and other expenses.  For any portion of the route not connected by air service, reimbursement may not exceed the constructive cost of commercial fares on a surface common carrier.

14 FAM 566.3-2  Use of Rental Vehicle

When the employee elects to use a rented vehicle for personal convenience, and use of the rental vehicle has not been specifically authorized, per 14 FAM 566.2-1 , paragraphs f and g, reimbursement for travel expenses will be the lesser of:

(1)  Mileage, plus per diem and other expenses allowable on the authorized mode of transportation stated in the travel authorization; or

(2)  The constructive cost of the U.S. Government airfare on a direct route, plus per diem and other expenses.  For any portion of the journey not connected by air service, reimbursement may not exceed the constructive cost of less than premium-class accommodations on a surface common carrier.

14 FAM 566.4  Computing Expenses

14 FAM 566.4-1  Distances

When travel is performed by a privately owned motor vehicle, distances are to be determined by use of standard highway mileage guides.  Travelers must explain any substantial deviation from distances shown in the standard highway mileage.  When travel is performed by privately owned airplanes, distances are to be determined from airways charts issued by the National Oceanic and Atmospheric Administration, Department of Commerce.  If a detour is necessary on account of adverse weather, mechanical difficulty, or other unusual conditions, the additional highway or charted air mileage may be included but must be explained.

14 FAM 566.4-2  Allowable Travel Time

Allowable time for travel by privately owned conveyance is limited to that which is reasonably required.  Variations in driving conditions do not permit the establishment of daily mileage requirements.  In the United States, however, 360 miles per day is considered the average normal driving distance.  Where road, climate, and other factors beyond the control of the traveler cause interruptions and deviations resulting in longer than normal travel time, the traveler will include a full explanation on the travel voucher.  The traveler must also explain any unusual circumstances that influence the elapsed time for travel by privately owned aircraft.

14 FAM 566.4-3  Shared Expenses

When two or more authorized travelers share the same privately owned conveyance, payment of mileage expenses is made to only one of them.

14 FAM 567  ACCOMMODATIONS

14 FAM 567.1  Accommodations on Trains and Vessels

a. U.S. Government employees who travel by train or sailing vessel (ship/ferry) are authorized the lowest class of accommodation on the train or sailing vessel.  For overnight train travel, employees must use slumber coach sleeping accommodations or the lowest level of economy sleeping accommodations available.  For overnight travel on a sailing vessel, employees must use the lowest-cost stateroom.  First-class train or steamer accommodations may be used only as permitted in 14 FAM 567.1-2 .

b. In some countries, the lowest class of train or sailing vessel service available locally may be considered by posts to be unacceptable by U.S. standards and not comparable to what would be considered as a reasonable basic class of accommodation as defined in 14 FAM 511.3 .  For example, train service described as first class at some posts may only equate to the coach-class definition in the United States.  Accordingly, posts may establish a policy re-defining the acceptable level of local train accommodations that would meet each definition and document this in a written policy for travelers, inspectors, and U.S. Government Accountability Office (GAO) auditors.

c.  If a train has only two classes of accommodation available (i.e., first and business), then the business class accommodation is deemed to be classified as coach class for the purposes of official travel since it is the lowest class offered.  In such cases, the travel authorization should reflect that use of the lowest class of service available is authorized.  While such travel may take place in the train’s business class compartment, is not reportable to GSA as premium class travel and no Form DS-4087 is required.

14 FAM 567.1-1  Authorization and Approval for the Use of Business- or First-Class Train or Sailing Vessel Accommodations

a. First class :  Heads of agencies, or their designees as listed in 14 FAM 567.2-3 , may authorize or approve the use of first-class train or sailing vessel accommodations under criteria specified in 14 FAM 567.1-2 .

b. Business class :  Officials listed in 14 FAM 567.2-4 may authorize or approve the use of business-class train or sailing vessel accommodations under criteria specified in 14 FAM 567.1-2 .

14 FAM 567.1-2  Use of Business- or First-Class Train or Sailing Vessel Accommodations

The use of business- or first-class accommodation may not be authorized strictly based on position or rank.  When business- or first-class accommodations are authorized under the following circumstances, only the next higher available accommodations satisfying the needs may be used; for example, business-class accommodations should be utilized before going to first-class accommodations.  Circumstances justifying the use of business- or first-class train or sailing vessel accommodations are limited to those listed below ( NOTE :  14 FAM 567.1-2 , subparagraph (4), applies only to trains):

(1)  No reasonably available coach-class train accommodations or lowest class sailing vessel accommodations :

(a)  Trains :  The use of business-class train accommodations may be authorized when no coach-class train accommodations are reasonably available.  For this paragraph, "reasonably available" means coach-class train accommodations that are scheduled to leave within 24 hours of the employee's proposed departure time or scheduled to arrive within 24 hours of the employee's proposed arrival time.  In the case of a direct route that requires overnight travel, "reasonably available” must be based on the availability of slumber coach, or lowest economy, sleeping accommodations.  "Reasonably available" does not include any accommodation with a scheduled arrival time that is later than the employee's required reporting time at the duty site, or with a scheduled departure time that is earlier than the time the employee is scheduled to complete duty;

(b)  When the traveler determines that coach seats are unavailable for reservation for the day he or she must travel to arrive at a destination in time to conduct official business, the traveler may proceed to obtain a reserved seat in the next higher class where a reserved seat is available.  This is only permissible when the traveler has made a good-faith effort to obtain a reservation in coach class at the earliest practicable time, i.e., the employee cannot unreasonably delay or postpone making reservations and travel plans to justify premium class travel; and

(c)  Sailing vessels :  The use of the next higher-class accommodations may be authorized or approved only when lowest-class accommodations are not available on the vessel;

(2)  Travel on trains or sailing vessels by an employee with a disability :  The use of business- or first-class train or sailing vessel accommodations may be authorized or approved when necessary to accommodate an employee's disability or other physical impairment, and the employee's condition and need for business- or first-class train or sailing vessel accommodations are substantiated in writing by MED or the regional medical officer or other competent medical authority.  The use of business- or first-class accommodations may also be authorized for an attendant, when the employee is authorized use of business- or first-class train or sailing vessel accommodations and MED, or the regional medical officer or other competent medical authority certifies that the employee's disability or other physical impairment requires the services of an attendant en route;

(3)  Security reasons aboard trains or sailing vessels :  The use of business- or first-class train or sailing vessel accommodations may be authorized or approved when exceptional security circumstances require such travel.  Exceptional security circumstances include but are not limited to:

(a)  Travel by an employee whose use of coach train or lowest-class sailing vessel accommodations would endanger the employee's life or U.S. Government property;

(b)  Travel by agents in charge of protective details and accompanying individuals authorized business- or first-class accommodations; or

(c)  Travel by couriers or control officers accompanying controlled pouches or packages and the lowest-class accommodations cannot fulfill the mission; and

(4)  Inadequate foreign coach-class train accommodations (foreign trains only) :  The use of business- or first-class train accommodations may be authorized or approved when coach-class accommodations on a foreign rail carrier lack adequate sanitation or health standards.

14 FAM 567.1-3  Reporting Requirements for Business- or First-Class Travel on a Train or Sailing Vessel

a. Refer to 14 FAM 567.2-5 for instructions on reporting the use of business- or first-class train or sailing vessel travel to GSA.

b. Extra-fare train service does not need to be reported to GSA if the traveler was ticketed in the lowest class of service offered, even if that class of service was business class.

c.  Travel that has been authorized under 14 FAM 567.1-2 , subparagraph (4) for inadequate sanitation or health standards does not need to be reported to GSA.

14 FAM 567.1-4  Extra-Fare Train Service (Express Trains)

a. Extra-fare train service is enhanced performance (i.e., faster speed or fewer stops) relative to other trains available between the same origin and destination.

b. Use of extra-fare trains is not authorized unless determined more advantageous to the U.S. Government or required for security reasons.

c.  To justify time savings as an advantage to the U.S. Government, the extra-fare train must reduce overall journey time by one hour or more.  Authorizing officials are reminded that air travel may be less expensive than extra-fare trains and, if so, should be the authorized mode of transportation.

d. To justify cost savings as an advantage to the U.S. Government, a ticket for the lowest class of service available on an extra-fare train must, relative to a ticket for the lowest class of service available on a standard train:

(1)  Have the same restrictions;

(2)  Be less expensive; and/or

(3)  Depart within 3 hours of the standard train that would otherwise be booked.

e. Authorizing officials listed in 14 FAM 567.1-1 must approve this and the requirements of 14 FAM 567.1-2 must be met to authorize business class (when it is other than the lowest class of service offered on the train) or first class on an extra-fare train.

14 FAM 567.2  Airplanes

a. See 14 FAM 583 .

b. U.S. Government employees who use commercial air carriers for domestic and international travel on official business must be authorized coach-class airline accommodations.  When available, the use of contract-air carriers offering discount (city-pair) fare is mandatory (see 14 FAM 542 , paragraph b).  First-class air accommodations may be authorized only as permitted in 14 FAM 567.2-3 .  Business-class air accommodations may be authorized only as permitted in 14 FAM 567.2-4 .

14 FAM 567.2-1  Seat Selection and Assignment

a. Each traveler, regardless of age, is entitled to occupy a seat on an airplane.

b. The policies and business practices of the airline(s) operating and/or marketing a particular flight determine whether a seat selection is available and, if they are available, whether a fee must be paid to obtain a seat.

c.  Inability to obtain a seat selection or assignment, either for "free" or upon payment of a fee, does not confer an exception to the mandatory use of contract carriers ( 14 FAM 543 ), the provisions of the Fly America Act ( 14 FAM 583 ), or the requirement to authorize travel on the carrier offering the lowest fare that is consistent with all travel regulations.

d. Except as specified in subparagraphs d(1) through d(3) of this section, travelers are eligible for reimbursement of charges to obtain an economy class seat selection in an amount not to exceed $300 (each way) between any two authorized duty locations (i.e., origin and destination pairs), as indicated on a travel authorization.  When a traveler qualifies for and is authorized a rest stop, the rest stop location is not considered a separate duty location for the purposes of this provision:

(1)  If a bureau/post has a written policy stating that it wishes to limit this benefit, a traveler’s authorizing official may cap reimbursement at a lower amount for a particular instance of travel.  In such cases, the authorizing official must specify, in advance of travel, the amount authorized for reimbursement between each duty location and should offer the traveler an explanation for the reduction;

(2)  Seat selection fees are not reimbursable for any segment(s) of travel:

(a)  Conducted in an indirect manner; or

(b)  For which a traveler has cost-constructed to use accommodation in business or first class; or

(c)  For which a traveler has been authorized business class or first-class accommodations; and

(3)  The "value" of a seat selection fee cannot be applied towards the cost of obtaining a ticket in an other-than-coach class of service or be considered as part of any cost-construct calculation.

e. Payment of a seat selection fee must be made directly to the airline by the traveler.  TMCs are not authorized to pay for seat selection fees, either by charging them directly to the U.S. Government or by facilitating payment on behalf of the traveler.

f.  Reimbursement for a seat selection fee must be approved on the travel authorization prior to commencing travel and can only be approved for authorized direct travel (see 14 FAM 511.3 ).

g. Receipts are required for reimbursement of seat selection fees, regardless of amount.

h. For the purposes of determining eligibility for reimbursement, a seat selection in any cabin except business class or first class will be considered an economy class seat selection.  Travelers may purchase any seating product, including those that offer increased seat width, additional legroom (formerly referred to as “extended economy seating”), or which are bundled/packaged with enhanced onboard or on-ground service, if the seating product is not business class or first class.  For example, whether an airline calls a seating product Economy Plus, Premium Economy, or Preferred Seats has no bearing on eligibility for reimbursement as long as the seats are not business or first-class seats.

i.  Travelers, not the TMC or airline, are responsible for making accurate determinations regarding whether a particular airline product is eligible for reimbursement as an economy-class seat assignment.  Because some airlines have developed branded names that do not give direct indication of their product’s status as business or first class (e.g., United Polaris, Delta One, Copa Dreams Class), travelers who are uncertain whether a product qualifies for reimbursement as an economy class seat selection fee may request a determination of eligibility, before travel commences, by contacting [email protected].

14 FAM 567.2-2  Requirements

14 FAM 567.2-2(A)  Authorization

a. Authorization for first-class or business-class air accommodations must be made in advance of the actual travel and must be documented in accordance with 14 FAM 567.2-2(B) .  The designated approving official must not be subordinate to the traveler except that the Executive Secretary may approve first-class or business-class air accommodations for the Secretary and the Deputy Secretaries.

b. If the documents required under 14 FAM 567.2-2(B) cannot be completed in advance of travel due to an emergency, the employee must obtain advance approval from an agency official not subordinate to the traveler or from the chief of the agency’s transportation and travel management division or other designated office and must submit the required documents with the appropriate signatures at the earliest possible time.

c.  If the employee does not obtain written authorization in accordance with this section, the employee is responsible for the difference between the first-class or business-class air accommodations used and the authorized coach-class or equivalent accommodations.

14 FAM 567.2-2(B)  Documentation

a. Authorization :  All requests for authorization must contain the name, grade, and position of the travelers; points between which first-class or business-class air accommodations are authorized; additional cost to the U.S. Government resulting from the difference between first-class or business-class and coach-class air accommodations; beginning date of travel; and an explanation of circumstances justifying the use of first-class or business-class air accommodations:

(1)  Authorization for first-class air accommodations must be reflected in the travel authorization and accompanied by a memo from the appropriate agency head or designee (see 14 FAM 567.2-3 );

(2)  Authorization for business-class air accommodations must be reflected in the travel authorization and accompanied by the appropriate form signed by the designated approving official (see 14 FAM 567.2-4 ):

(a)  State :  Form DS-4087, Authorization Request for Business-Class Air Travel; or Form DS-4086, Special Seating Request Form for Air Travel, if the justification for use of premium-class accommodations is authorized for disability or special need under 14 FAM 567.2-4 , subparagraph (b)(3);

(b)  USAID :  Form AID-522-2, Business Class Memorandum to M/MS/TTD;

(c)  Commerce :  Form CD-334, Request for Approval of Other Than Coach-Class Accommodations;

(d)  USDA/FAS :  Memo requesting premium-class travel;

(e)  APHIS :  Memo to approving official; and

(f)   USAGM :  Memo to approving official.

b. Ticketing :  The travel management center (where applicable) will not ticket first-class or business-class accommodations without the appropriate documentation.  Posts that do not have a travel management center must retain the required documentation for the record.

c.  Blanket orders :  The use of blanket travel authorizations for first-class or business-class accommodations is prohibited (State Department personnel).  Each trip involving first- or business-class travel accommodations must be separately authorized.

d. Couriers :  A courier who flies first class when business-class air accommodations are not available, must complete and sign Form DS-3031, Certification for Use of First-Class Air Accommodations.  A copy of the certification must be retained by the courier and the original is to be maintained in the courier's regional office.

14 FAM 567.2-3  First-Class Travel

a. Authorization or approval :  Authority to approve the use of first-class air accommodations is limited to the respective agency heads (the Secretary of State, the Administrator of USAID, the Secretary of Commerce, the Director of the U.S. International Broadcasting Bureau of the Broadcasting Board of Governors (USAGM/IBB), and the Secretary of Agriculture) or their designees.  Designees are as follows:

(1)  State :  The Under Secretary for Management (M) per State Department Delegation of Authority No. 198, dated September 16, 1992, except that the Executive Secretary may approve the use of first-class air accommodations for the Secretary and the Deputy Secretary;

(2)  USAID :  The Deputy Administrator;

(3)  Commerce :  The Chief Financial Officer and the Assistant Secretary for Administration except in cases of medical necessity or emergency evacuation when the Deputy Assistant Secretary for International Operations is delegated authority to approve.  First-class travel will only be authorized if no other commercial service is reasonably available or such travel is necessary for reasons of disability or medical condition (for details on Commerce’s policy on use of business-class accommodations, contact the Office of Foreign Service Human Capital);

(4)  USDA/FAS :  The Administrator, Foreign Agricultural Service;

(5)  APHIS :  The Under Secretary for Marketing and Regulatory Programs; and

(6)  USAGM :  The Director of the International Broadcasting Bureau or as specified in the Manual of Administration.

b. Use of first-class accommodations :  Circumstances justifying the use of first-class air accommodations are limited to those listed below:

(1)  No other reasonably available accommodations :  The use of first-class air accommodations may be authorized or approved when coach-class air accommodations or business-class air accommodations are not reasonably available.  "Not reasonably available" means no other class of accommodations other than first-class accommodations is available on any scheduled flight in time to accomplish the purpose of the official travel;

(2)  Travel by an employee with a disability :  The use of first-class air accommodations may be authorized or approved when necessary to accommodate an employee's disability or other physical impairment, and the employee's condition and need for first-class air accommodations are substantiated in writing by MED or the regional medical officer or other competent medical authority. The use of first-class air accommodations also may be authorized for an attendant(s) who is authorized to accompany the employee, when the employee is authorized first-class air accommodations and MED or the regional medical officer or other competent medical authority or the Disability/Reasonable Accommodation Division (GTM/ER/DRAD) certifies in writing that the employee's disability or other physical impairment requires the services of the attendant(s) en route;

(3)  Security reasons :  The use of first-class air accommodations may be authorized or approved when exceptional security circumstances require such travel.  Exceptional security circumstances include but are not limited to:

(a)  Travel by couriers or control officers accompanying controlled pouches or packages when business-class air accommodations are not available (see 14 FAM 567.1-2 , subparagraph (3)(c)); or

(b)  Travel by agents in charge of protective details accompanying first-class travelers; and

(c)  When required because of agency mission.

14 FAM 567.2-4  Business-Class Travel

a. Authorization or approval :

(1)  State :  For PCS travel, the designated approving official is the Executive Director, Bureau of Global Talent Management (GTM/EX).  Except where otherwise indicated, business-class air accommodations may be authorized only with approval from the officials below (or their designated representative(s)) as provided to TMP.  For travelers not mentioned below, the designated approving official must not be subordinate to the traveler:

(2)  USAID :  The Chief of the Travel and Transportation Division (M/MS/TTD), the director of the funding bureau, office, or mission or designee;

(3)  Commerce :  The Chief Financial Officer and the Assistant Secretary for Administration except in cases of medical necessity or emergency evacuation when the Deputy Assistant Secretary for International Operations is delegated authority to approve.  Business-class travel will only be authorized if no other commercial service is reasonably available or such travel is necessary for reasons of disability or medical condition (for details on Commerce's policy on the use of business-class accommodations, contact the Office of Foreign Service Human Capital);

(4)  USDA/FAS :  The Under Secretary for Farm and Foreign Agricultural Services and the USDA Chief Financial Officer;

(5)  APHIS :  The Under Secretary for Marketing and Regulatory Programs and the USDA Chief Financial Officer; and

b. Justification :  Travelers may use business-class air accommodations when an approving/authorizing official specifically approves or authorizes the travel in accordance with one or more of the following reasons:

(1)  Coach-class air accommodations not available :  Business-class air accommodations may be authorized when regularly scheduled flights between the authorized origin and destination points (including connection points) provide only business-class air accommodations;

(2)  No space available in coach-class air accommodations :  Business-class air accommodations may be authorized when space is not available in coach-class accommodations on any scheduled flight in time to accomplish the purpose of the official travel;

(3)  Travel by an individual with a disability or special need :  Upon the recommendation of the Bureau of Medical Services (MED), other competent medical authority in exigent circumstances, or the Disability/Reasonable Accommodation Division (GTM/ER/DRAD), business-class air accommodations may be authorized when necessary to accommodate an employee's disability or special need.  Other competent medical authority must certify in writing (to include the supporting clinical findings) the traveler’s condition and need for business-class air accommodations.  Upon the recommendation of MED or, in exigent circumstances, other competent medical authority, business-class air accommodations may also be authorized for an attendant authorized to accompany the traveler when the traveler is authorized use of business-class air accommodations.  Authorization for an attendant to accompany the traveler, by other competent medical authority, must include written certification that the traveler’s disability or other special need requires the services of the attendant en route;

(4)  Security or exceptional circumstances :  Business-class air accommodations may be authorized when such accommodations are required for security purposes or because exceptional circumstances, as determined by the agency head, or his or her designee, make their use essential to the successful performance of the agency's mission.  NOTE :  Exceptional circumstances may include, but are not limited to, a chief of mission (COM) and their eligible family member spouse (whether traveling together or at different times) going to post for the first time or leaving post the last time, in accordance with protocol and diplomatic practice for a COM.  The tandem spouse of a COM assigned to the same post may also be authorized business class on this basis.  Other eligible family members who accompany either the COM or spouse may be authorized business class.  If consultations are authorized en route to and from post, business-class accommodations may be authorized to and from the consultation location(s);

(5)  Overall cost savings :  Business-class air accommodations may be authorized when such accommodations would result in an overall savings to the U.S. Government, including by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach class accommodations.  Whenever a cost comparison is made, documentation of the specific flight itineraries and their respective costs must be retained and included in the travel authorization for future reference and to meet auditing requirements:

(a)  If a traveler is otherwise authorized an unrestricted economy fare and seeks to be authorized a business-class fare under this provision, the unrestricted economy fare must be compared to the cost of an unrestricted business-class fare;

(b)  If a traveler is otherwise authorized a restricted economy fare and seeks to be authorized a business-class fare under this provision, the restricted economy fare must be compared to the cost of a restricted business-class fare;

(6)  Agency mission :  Business-class air accommodations may be authorized when required due to agency mission.  State only :  Business-class travel of 14 hours or less based on this criteria must be approved by the traveler's under secretary or equivalent in their supervisory chain.  Deputy secretary and under secretary business-class travel is approved by the Executive Secretary;

(7)  Acceptance of payment from non-Federal source :  Business-class air accommodations may be authorized when the employee's transportation is paid in full through agency acceptance of payment from a non-Federal source in accordance with 2 FAM 962.12 (g) and 41 CFR 304-5.5; and

(8)  Travel in excess of 14 hours for temporary duty (TDY) travel, or medical evacuation travel (exception :  USAGM; for further USAGM guidance on when business-class accommodations can be authorized, refer to USAGM’s Manual of Operations and Administration (MOA) directive PART IV Section 636.3, Business-Class Travel Exceptions):

(a)  TDY travel to receive training:  Business-class air accommodations are not authorized for TDY travel over 14 hours where the primary purpose of the travel, as determined by the funding bureau or post approving/authorizing officer, is for the traveler to receive training or instruction;

(b)  TDY travel not related to training:  For TDY travel over 14 hours, travelers are authorized economy-class accommodations with a rest stop or a paid day pass to a business-class lounge at an intermediate point on the traveler’s authorized itinerary.  However, the funding bureau's executive director or authorizing official at post may determine that circumstances warrant issuance of a business-class ticket provided the following criteria are met:

(i)     The origin and/or destination is outside the continental United States;

(ii)    The scheduled flight time (including stopovers, but not including rest stops) on the usually traveled route is in excess of 14 hours;

(iii)    The purpose of the trip is urgent and cannot be postponed. The traveler must physically report to the duty location immediately upon arrival or the following day, and work until the urgent requirements are fulfilled; and

(iv)   Travelers taking leave during or near the dates of their travel indicate that there are no urgent duties requiring the traveler’s immediate departure or return.  Travelers who do not report for duty immediately upon arrival or no later than the next day, or take leave within days of their TDY travel should not be authorized business class travel.  The traveler may be held liable for excess business class accommodations;

(c)  Travelers in U.S. Government-funded business class are not entitled to a U.S. Government-funded rest stop en route to or upon arrival at the duty site.  They are not eligible for a U.S. Government-funded business-class lounge day pass, (see 14 FAM 584 ).  For definition of travel in excess of 14 hours and rest stop en route, see 14 FAM 567.2-4 , subparagraph b(10)(d);

(d)  Medical evacuation travel:  Premium-class travel is not authorized for medical evacuation unless MED, in consultation with the Foreign Service medical provider, or in an exigent situation, authorizes business-class accommodations for medical reasons.  Travelers authorized by MED to use premium accommodations may not be authorized a rest stop en route or a rest period upon arrival at destination, unless specifically authorized by MED.  Travel over 14 hours in duration that is not deemed medically necessary for premium class by MED, will be authorized economy class with a rest stop or a U.S. Government-funded day pass to a business-class lounge at the intermediate point;

(e)  Other official travel:  Business-class air accommodations may not be authorized or approved for other types of official travel more than 14 hours (such as R&R, PCS, home leave/return to post, educational travel, EVT, etc.) unless justified under one of the other provisions (see 14 FAM 567.2-4 ); and

(f)   Calculation of 14-hour travel period:

(i)     The “14-hour travel time" is defined as the scheduled flight time on the most expeditious available routing from your point of origin to scheduled arrival at point of destination (wheels up at origin to wheels down at destination).  It does not include rest stops or travel from residence/hotel to the airport.  Travel in excess of 14 hours includes a leg of travel (a travel segment) in excess of 14 hour or continuous legs of travel (continuous travel segments) without a U.S. Government-funded rest stop in excess of 14 hours on the most direct route;

(ii)    The time zone dislocation provision for a rest period upon arrival ( 14 FAM 584.5 ) does not apply to business-class travel.  However, business-class travelers may arrive the night before a meeting and be provided per diem for the night if such arrival is necessary to ensure attendance at the meeting.  This is not considered a rest period upon arrival; and

(iii)    The traveler will not be penalized and deprived of business-class accommodations if travel is delayed or accelerated due to airline schedules rather than to accommodate a traveler’s personal convenience.  This is not a rest period or rest stop.

c.  Use of the lowest upgradeable fare :  In cases where business-class travel is authorized in accordance with the justifications above, but not funded by the bureau or post, the bureau or post may approve the lowest-cost upgradable fare if the traveler commits to upgrading to a business-class fare at their own expense:

(1)  Travelers are responsible for obtaining approval for the lowest-cost upgradable fare from the authorizing official by completing a Form DS-4087 prior to travel;

(2)  The cost of the upgradable fare may not exceed the cost of the business-class fare for which the traveler is eligible;

(3)  When available and approved by the authorizing official, the discounted GSA city-pair YCA fare may qualify as the lowest upgradable fare in lieu of the CA fare;

(4)  When a GSA city-pair fare is not available, the authorizing official may approve a fare up to and including the full "Y" fare as the lowest upgradable fare;

(5)  A traveler may be authorized the upgradable fare only when the cost of the upgrade is borne by the traveler; and

(6)  Rest stops or day passes to a business-class lounge are not authorized when a traveler elects this option.

d. Business-class travel within the United States :  U.S. domestic flights do not usually offer separate and distinct business-class seats.  The U.S. Government, however, cannot directly book employees eligible for business-class into first-class accommodations.  When business-class accommodations are authorized and the airline places the individual in first-class seating at no additional cost for the part of the routing within the United States via a connection, such seating would be considered business-class accommodations for the purpose of this rule.

e. Traveler-paid or airline-provided business class :  When a traveler is authorized economy class but actually travels in business class, such as by redeeming airline miles or points, completion of a Form DS-4087 is not necessary.  Such instances are also not included in the annual premium-class travel report since they do not change the authorized class of accommodation or expend more U.S. Government funds than would have been spent on the authorized class of service.

f.  Exceptions :  The Under Secretary for Management or designee may make exceptions to this section to the extent consistent with the law.

14 FAM 567.3  Premium-Class Travel Reporting

a. Each post and domestic office that issues travel tickets must submit a premium-class (first-class and business-class) travel report identifying all premium-class commercial travel (i.e., airplanes, trains, vessels) ticketed and utilized during the fiscal year.  The only exception for reporting premium-class travel is outlined in 14 FAM 567.1-3 .  A negative report is required if no premium-class travel was utilized.  The Department is required to report to the General Services Administration (GSA) no later than October 31 each year.  Travel on U.S. Government aircraft is reported separately and is covered in 14 FAM 558 .

b. When the traveler was ticketed in the lowest class of service offered, or use is authorized under 14 FAM 567.1-2 , subparagraph (4), travel on an extra-fare train does not need to be reported to GSA.

c.  State only :  The Department ‘s Travel Management and Policy Division (A/LM/OPS/TMP) will compile the premium-class travel report from each post with a report from the domestic TMC including domestically issued tickets and submit a consolidated report to GSA in accordance with the guidelines in 41 CFR 300-70.100-103 of the Federal Travel Regulations.

14 FAM 568  AIRLINE LUGGAGE ALLOWANCE

14 FAM 568.1   Authorized Luggage

a. Each traveler is authorized to check, at U.S. Government expense, two pieces of luggage which do not exceed the airline's size limitations or are not considered "oversized" by the operating air carrier, and which weigh up to 50 pounds (23 kilograms) per piece.  This allowance constitutes "authorized luggage."  It applies to all types of travel and to/from all locations.

b. If a traveler checks items that exceed this authorized weight, size, and/or quantity limitation, reimbursement from the U.S. Government is limited to the cost that would have been incurred to transport “authorized luggage.”

c.  Up to two additional pieces of luggage (a maximum of four), which do not exceed the airline's size limitations and which weigh up to 50 pounds per piece, per authorized traveler, may be approved in lieu of an allowable unaccompanied baggage (UAB) entitlement for direct travel if approved in the travel authorization prior to commencing travel.

d. If, for a particular segment of a journey, an air carrier makes a more generous (weight, quantity, or size) checked luggage allowance available to a traveler at no, or no additional, cost to the U.S. Government, the traveler is welcome to utilize the more generous allowance for that segment.  This privilege does not , however, increase the “authorized luggage” allowance for subsequent segments.

e. Authorized luggage for indirect (cost-constructed) travel :  When a traveler elects to engage in indirect (cost-constructed) travel, the total amount that may be reimbursed by the U.S. Government for checked luggage fees is limited to the sum of expenses that would have been incurred to transport authorized luggage along all segments of the direct route.

14 FAM 568.2  Excess Luggage

a. Luggage exceeding the weight, size, or quantity limit for “authorized luggage” is considered “excess luggage.”  To be transported at U.S. Government expense, excess luggage must be required for an official purpose and be specifically authorized in advance of travel.  Travel orders that include authorization for the transport of excess luggage must include a justification detailing the specific official purpose necessitating the transport and an estimated cost of such transport.

b. Travel orders for an individual required to transport a checked luggage piece or pieces entirely comprised of U.S. Government materials should include authorization for the transport of those pieces as excess luggage to ensure that the traveler’s personal authorized luggage allowance is not diminished.

c. Excess luggage is not authorized at U.S. Government expense for permanent change-of-station, rest-and-recuperation, family-visitation, and/or emergency-visitation travel.  For medical travel, please refer to 16 FAM 310 .

14 FAM 568.3  Receipts

Receipts are required for reimbursement of checked luggage fees in any amount, including fees assessed by an air carrier to transport “authorized luggage.”

14 FAM 569  UNASSIGNED

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Frequently Asked Questions

Questions about booking travel, how to book flights or rail, enter your destination, then origin.

• Go to Concur at travel.gsa.gov
• In the shortcuts menu on the upper left hand corner, select Travel - New Booking
• Click on the Air/Rail icon (this should be already selected). If you need to travel by train only, choose the Rail icon instead.

*Note: If you need to travel by both air and rail, call AdTrav at (877) 472-6716 and they will make your reservations for you. An hour after your call, skip ahead to this step to submit your AdTrav reservation for approval.

*Note: The destination city is entered before the departure city

• Click Search to move onto the next screen.

How to Choose a Flight

When choosing flights, you may notice they fall into four different categories:

• Govt. Contract Discounted: the preferred option. In general, these fares are only available 15 or more days in advance, so try to book your travel as early as possible.
• Govt. Contract: the standard option, based on the city pair rate , the agreed upon rate for government flights between two cities. These are preferred if no govt. contract discounted fares are available.
• Non-contract Government: these fares are also acceptable to book if the timing is more advantageous. All these fares are within the City Pair rate and are fully refundable. No additional approvals are required to book a non-contract government fare.
• Lowest published: while these fares may come at a lower cost than the contract options, they also come at increased risk to the government because many of these fares are nonrefundable. Any flight that is nonrefundable must be explicitly approved by the authorizing official before the TTS travel team can approve. If you think that choosing a "Lowest published" nonrefundable fare is your best option, skip ahead to securing your approval email now , and then come back to book later. You'll want to ensure you secure the approval before you book because these fares expire quickly, often before authorizing official and travel team approval can be reasonably obtained.

*Note about flights with policy violations:

If you need to take a flight which indicates a policy violation, the type of violation will inform what steps you need to take next. Click on "View Fares" to pull up additional details about your flight selection.

If any part of the fare that you chose is nonrefundable, or exceeds the City Pair rate (note that lookup values here are for one-way fares), you will need an additional email approving the risk of nonrefundable airfare and/or additional costs from your authorizing official sent to [email protected].

What justifies using a non-contract fare?

• Select the lowest cost, most compliant fare available by clicking on the blue button at right with the price. This will take you onto the confirmation page.

• This will take you to the Trip Overview . This page also lists your current reservations.

By choosing "I will book a hotel now." you will be allowed to book your hotel directly in Concur. Before doing so, please ensure that your travel card is saved in your Concur profile .

Book lodging

*Note : If you don't have a travel card yet, make sure that you've applied for one (it is required by GSA policy), then choose "I will book a hotel later". Call AdTrav at (877) 472-6716 to reserve your hotel (and rental car if needed) on your personal card in the meantime. Assuming you've already booked your flight or train in Concur, mention the authorization number associated with your itinerary so you don't get a second overlapping authorization for your hotel and/or rental car. You can verify your authorization number by going to the "Authorizations" tab in Concur and finding the number in blue on the left side associated with your travel dates. An hour after you call with AdTrav, proceed on to completing trip information .

How to Book a hotel in Concur

*Note: if you are coming back to this step after going back to the main menu of Concur, make sure your saved authorization is selected, go to Travel Home , reopen your itinerary, and then choose "Hotel" under "Add to your Itinerary".

*If you didn't need to book flights or rail, you can go to the Travel tab of Concur and make your reservations selecting the "hotel only" option.

Enter check-in and check-out dates, location, any preferred hotels, and then click next.

Confirm the per diem location and click next. The maximum lodging rate and M&IE allowance is indicated below.

Choose a hotel from the list of search results. Unless you have approval otherwise, or intend to pay for the difference in price personally, sure that you pick a hotel with a nightly rate equal to or less than the government maximum for the area listed here . In the side bar you can filter your search results to only those under the Per diem rate by checking Hide hotels over Per Diem limit ($XXX.00) .

Click on View Rooms , to view a detailed list of rooms within the hotel and select the room by clicking on the listed price at right.

Review and Reserve Hotel On the review screen:

• Select your hotel room preferences
• Choose a credit card
• Agree to the hotel's rate policies.
• Click on Reserve Hotel and Continue

You will now be taken back to your trip itinerary. Note that the hotel has been added to the flight.

Scroll down and click Next and complete your trip information , or if needed, continue on to reserve a rental car .

Can I book outside of Concur?

Unless there are extenuating circumstances, you should use Concur for all reservations (flights, hotels, and rental cars). If you choose to book a hotel outside of Concur, include a justification that corresponds with one of the following (from the Federal Travel Regulation):

• When you are 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 and to ensure that a set aside room is available to you, you are required to book lodging directly with the lodging facility.
• When your travel is to a remote location and it is not possible to book lodging accommodations through the TMS or ETS (Concur).
• When such travel arrangements are so complex and circumstance will not allow you to book your travel through an online self-service booking tool (Concur).

If you need to book a hotel outside of Concur, check if booking comes with any nonrefundable fees. If it does, make sure that you get your authorizing official to approve the approximate amount of what is nonrefundable and send the email to [email protected]. Nonrefundable hotel fees that are not pre-approved are the traveler’s liability. Should booking a hotel in Concur or via AdTrav not be possible, , external, Fedrooms offers hotels within government maximum rates that have flexible cancellation policies.

When you are finished booking your hotel, proceed on to complete trip information .

Booking a Rental Car

Before booking a rental car ensure that manager or client who approved your travel explicitly approved budget for a rental car-- in certain situations, rental cars and parking charges are not as advantageous to the government as common carriers such as taxis and/or public transit. Government vehicles may also be available-- check out the guide , external, TTS-only, here for more details.

*If you didn't need to book flights, rail, or hotel, you can go to the Travel tab of Concur and make your reservations selecting the "rental car only" option.

How to Book A Rental Car in Concur

• From the itinerary page, choose "Car" under "Add to your Itinerary" and then select the trip leg when prompted.
• Indicate pick-up and drop-off dates, location(s), car type, and preferred vendor(s).

*Note GSA employees are required to use the lowest cost compact car unless approved for a larger vehicle based on meeting one or more of the justifications listed in FTR §301-10.450(c) .

• Confirm your email address and travel card information, and then Reserve Car and Continue.

Important notes:

Be aware that the rental company you select must participate in the , external, Defense Travel Management Office's (DTMO) Rental Car Program . Rental car companies participating in the program established ceiling rates; unlimited mileage (except for one-way rentals); vehicle contract will be ready upon arrival; if size/class reserved is not available, the company will offer an upgrade at the same cost; no underage drivers’ fee for drivers between the ages of 18-25; no minimum rental period; no cost for additional drivers; and full coverage insurance for damages resulting from an accident while performing official travel.

The Government is self-insured and rental vehicles under the DTMO agreement include full coverage for damages resulting from an accident while performing official travel. Employees on TDY travel within CONUS will not be reimbursed for collision damage waiver (CDW) or theft insurance available on commercial rental contracts. Employees will be reimbursed for collision damage waiver or theft insurance while on TDY in non-foreign areas in accordance with FTR §301-10.451 . Personal liability insurance is considered a personal expense and will not be reimbursed.

Once you have reserved your rental car, continue on to complete trip information .

Questions about securing approvals

Completing trip information.

On the Trip Booking Information page you must enter some general information in order to ensure that your trip gets billed to the right client and/or budget.

*Note: If you called Ad Trav to book travel, you'll need to open Concur about an hour after your initial call to AdTrav, going to the Authorizations tab, clicking on your authorization, and selecting Edit Authorization . This will open up the document, where you can go to the General tab and see the fields that are presented below:

How to Complete Your Trip Information

Trip name: Identify the budget of your trip here, based on the type of project you are traveling for:

• Billable projects: for 18F and CoE, include the exact name and number of the project as it appears in , external, TTS-only, Tock . For PIF billable travel, simply indicate the project is billable.
• All other projects: include the name of the team budget that is paying for this travel (a list of options is in cell C5 of the , external, TTS-only, TTS Budget and Accounting Lookup

*Note: If you are traveling for multiple projects (whether billable or not), list all of the relevant Tock name and numbers and budget names as appropriate.

• BILLABLE: 18F / HHS / CMS FY19 #997
• BILLABLE: CoE / USDA Phase 2 / Cloud Adoption #980
• BILLABLE: PIF - DHS
• NONBILLABLE: OPP Smarter IT Solutions Division (QXD)
• NONBILLABLE: 18F Strategy Branch (QEAD)
• NONBILLABLE: Cloud Adoption CoE

Type Code: "SINGLE TRIP". Trip Purpose: “Mission (Operational)” in most cases, unless attending a conference or training. Document detail: Brief summary of the purpose of the trip. Will this travel be a detail to another location? No.

• Proceed by clicking Next to finalize the reservation.

Additional step if you booked your hotel outside of Concur or Ad Trav

*Note: If you did not book a hotel from Concur, a policy violation will be flagged. If this applies to you, briefly justify your hotel choice .

Additional step if you are extending travel for personal reasons

Deleting hotel expenses which auto-populate on your authorization is relatively straightforward, but an additional step is required to remove M&IE. In some cases, Concur may not allow you to do this on the authorization. If that's the case, proceed as normal and return to this step when creating your voucher after you get back.

How to Justify Rental Cars and Personal Vehicle Mileage

In most cases, you can proceed straight on to stamping and submitting for travel team approval at this point . However, since "common carrier" transit (e.g. public transit, flights, trains, buses, shuttles, taxis, etc) or a , external, TTS-only, government car are the preferred modes of transit for official GSA travel, additional justification is required if you intend to incur the following expenses:

• Rental Cars: You must add a comment on the "Expenses and Receipts" page justifying the use of a rental car as advantageous to the government (considering both cost and time) compared to common carrier transit or a government car.
• Mileage: You must add this in as an expense on the "Expenses and Receipts" page and then justify the mileage claim as advantageous to the government (considering both cost and time) compared to common carrier transit, government car, and rental car. Mileage from your home to the airport (plus associated parking fees or round-trip travel in case of a drop-off) need only be justified as advantageous compared to taxi and public transit, as it is understood that obtaining a government car or rental car is impractical over such a short distance.

How to Stamp and Submit for Travel Team Approval

Following this step will ensure your authorization or voucher is in SUBMIT TO APPROVER status, which is required for your request to be reviewed, approved, and ticketed. Before you submit, you can review , external, this Checklist to ensure you've addressed all potential issues that can result in your request getting rejected or returned for correction.

• Click Document Actions -> Submit Document (in the upper right hand corner of your authorization)
• You will be taken to a document history page. If your “Status to Apply” is “Submit to Approver” , then click Stamp and Submit Document at either the top or the bottom of the page and continue. If not, please correct any other failures.
• The next page will show you your pre-audit results . These will let you know if anything might be awry, which is represented by either a FAIL or a HARDFAIL . Many of these are not a cause for concern as long as you secure approvals in the right way. For a more detailed guide on what to do for each FAIL or HARDFAIL , read on , external, TTS-only, here . As long as you don't have any hardfails, you are clear to Continue Stamping the Document
• If you successfully stamped the document, you be taken to a page with the button Close Post Stamping Document Closure Screen . It doesn’t look like it, but when you see that button, you are done! Your authorization has been submitted. You don’t even have to click the button again (but you can if you want).
• In the case of authorizations, your travel will be approved by the TTS travel team once you have secured approval from your authorizing official . Ensure this is complete by 3:30 PM Eastern, else your travel will not be approved until the next business day. If you require approval after business hours, see the guide for after-hours and emergency travel here .

*For vouchers, your travel will be approved within 3-5 business days.

• Once you have been approved by the TTS travel team, you should receive a notification from Concur. Please note that in most cases, government contract airfare does not ticket until 72 hours before departure , so you may not receive official confirmation of your itinerary until then. Don't worry about this, the TTS travel team is not aware of any situations where approved travelers have not been issued tickets :)

*For vouchers, reimbursement will be issued to your personal account and travel card 3-5 business days after travel team approval. For issues with reimbursement, read on more here

Once your authorization is approved and ticketed, you might want to take a look at what to expect while traveling !

How to secure authorizing official approval

You must formally request your authorizing official's approval* via email and forward it to [email protected], unless you are traveling to a training, conference, speaking event, or other "IRL" or large team gathering, in which case you must follow the event request process instead . Who is my authorizing official? The body of the email must include the following: See an individual template here and a group template here

• Names of individuals traveling What if this changes?
• Start and end dates of travel What if I am extending travel for personal reasons?
• A brief description of work to be done on the trip
• Identified budget that will be paying for the trip How do I identify my budget?
• Origin and destinations for each individual What if I am returning to or traveling from a location other than home?
• Estimated expenses for each individual, including a sufficient budget for local travel and miscellaneous expenses such baggage fees How should I estimate my expenses?
• Include the travel expenses estimator as an image in the body of the email to make the travel approver's life easier.

* Note that in many cases, your engagement manager or team lead may request approval on behalf of the group-- reach out to them before emailing your authorizing official.

Who is my authorizing official and what is my budget?

Your authorizing official must be a supervisor or director at GSA.

If your travel is non-billable , and coming from your team's budget, your authorizing official would be your supervisor or director. If expenses will be paid out of another team's budget (list of budgets available in cell C5 of , external, TTS-only, this sheet ), you will need a supervisor or director from that team to approve.

If your travel is billable , you will need to have the Account Manager of the project or Director of the team overseeing the project verify the budget prior to submitting the travel request. Please use the following process to document the verification:

• Project teams should send travel request(s) with estimated costs via email to the Account Manager
• The Account Manager will reply with either "Approve" or "Reject" and provide additional context if they deem necessary
• Once approved/rejected the Account Manager updates the comment session for the project in Airtable.
• Submit the travel request(s) to the appropriate approver as listed below

The following list provides Concur approvers for billable travel:

• 18F: 1st Line Supervisor (verify with the project's Account Manager first per instructions above)
• 10x: Nico Papafil
• cloud.gov: Ashley Mahan until a new cloud.gov director is selected
• login.gov: Dan Lopez
• Centers of Excellence: Jenny Rostami.

What if I am traveling for multiple projects?

Secure approval from each authorizing official as you would normally, but with an eye on which project will be covering each expense. When completing your trip information in Concur , ensure that either the Trip Name or Document Detail mentions that the travel will be split between multiple projects. If more than one authorizing official has approved expenses for a particular day or leg of the itinerary, clarify which project will be paying for each part of the trip, either via email to [email protected] or comment in the Trip Name or Document Detail sections of Concur. Splitting overall trip costs by a percentage is acceptable as well, as long as the split is agreed upon by all parties.

Another common situation which arises when splitting travel across multiple projects is having days in between, such as a weekend in between travel for two projects. Having official travel approved for the days in between, including weekends or leave is possible as long as the following conditions are met:

• It is not possible to reschedule one of the meetings or events to avoid having days in between.
• Considering both the travel time and overall cost, it is advantageous to the government to pay for the hotel and meals for the time in between rather than the round trip travel cost of having the employee return home.
• One or both authorizing officials agree to cover the costs of the time in between.

* Note that this same situation may arise when travel is required for one project on both sides of a weekend-- the same considerations apply.

How can I get my travel approved to attend a training, conference, speaking event, or other "IRL" or large team gathering*?

Instead of obtaining an email of approval, you must follow the event request process . You may book your travel in the meantime. However, if you will be extending your trip at your own expense , flying to or from points that are not either your duty station or location of the event , or combining your event travel with travel for some other reason, you must secure an email from your authorizing official approving of the revised itinerary.

*The threshold for a large team gathering is over 6 employees traveling for an internal management meeting (not day-to-day business) and/or more than $10,000 in estimated travel expenses for the group. Requests for approval of these events is typically handled by the organizer of the meeting.

What if who is traveling changes?

A follow-up to the original email from the authorizing official indicating who the new travel is, and if there is any change in dates or estimated cost is sufficient.

What if I am extending travel for personal reasons?

Include language that specifies which days will be at your own expense, and acknowledge that "I understand all other travel expenses including lodging and meals before or after the official travel dates specified above are my own responsibility." You may remove hotels and M&IE from your authorization in Concur if you haven't already.

Alternatively, you may book your official travel and have it approved as normal. Once your travel has been approved by the travel team in Concur, you may then call AdTrav at (877) 472-6716 and request to be re-booked on a different flight for personal travel. In the case of most government contract flights, there is no additional charge. However, if there is an additional cost compared to your original itinerary, AdTrav will request you provide a personal credit or debit card number to pay for the difference.

What if I am returning to or traveling from a location other than home?

If you were previously scheduled to be on leave or telework at the other location*, the full cost of travel from or to that location can be approved at the discretion of your authorizing official. Ensure that there is language in the email that reflects your itinerary.

If you'd like to schedule personal travel that's incidental to your work trip (i.e. planned after the work trip), after your official work itinerary has been approved in Concur, you can give AdTrav a call at (877) 472-6716 and request that your itinerary be changed for personal reasons, with you covering any difference in cost that may arise.

*Note that while GSA travel policy doesn't explicitly forbid being approved to travel from a foreign location, travel to or from foreign locations must be requested in Event Tracker for GSA Administrator approval at least 7 weeks in advance, making approval in these circumstances extremely unlikely.

International travel

All official international travel taken by GSA employees, regardless of funding source, requires Salesforce event approval. Please reach out to [email protected] at least 7 weeks in advance in order to coordinate this.

Teleworking from locations outside the U.S. while on personal travel is not allowed.

How should I estimate my expenses

In the case of individual or small group travel, you may estimate your expenses based on the total amount of your authorization in Concur, plus an reasonable allowance for any additional expenses such as taxis, parking, and baggage fees.

For larger group travel, it is recommended to use this , external, TTS-only, travel expenses estimator template which automatically calculates most airfare and per diems.

Questions about reimbursement

How do i create a "voucher from authorization".

Visit Concur at travel.gsa.gov . Click "Vouchers" in the top bar and then "New Voucher" in the next-to-top bar. In the field Document Type, select "Voucher From Authorization" and click Next. You will be led through creating a voucher from your authorization that you got approved prior to traveling.

• Under Document Search, you’ll see a list of your “open” authorizations (i.e. your authorizations that don’t have vouchers yet).
• Hit the pencil button to select the authorization you’d like to be reimbursed for. You will be moved onto the next step, Reviewing and completing trip information on the Document Information screen.
• TIP : If you can't figure out which authorization is your recent trip by name, look at the departure date column.

Once you've selected your authorization and continue, you'll be taken to the Document Information page. This should all be auto-populated, so unless some of the details of your trip changed, no further action is required here and you may continue on to Create Document and start adding your expenses . More guidance on what receipts or justifications are required can be found here

What if I can't find my authorization listed here?

If you can't find your authorization on this list, it may be because an amended authorization was generated for you. If you changed your trip such that trip dates or locations fall outside what was originally approved, you'll need to submit that amended auth for approval by going to the Authorizations tab, selecting the amended authorization corresponding to your trip, and going in to Open Document .

However, in some cases, Concur will generate an amendment in error. If you suspect this is the case, head to the Authorizations tab, select the amended authorization corresponding to your trip, and Delete Document

How do I create a local or miscellaneous voucher?

Upon selecting the Local voucher option, you will be taken to a blank Document Information page. Here's what you need to include for each field:

• Trip Name This should follow the same naming conventions you would use for a travel authorization . Ensure you have an email from your authorizing official approving all of the expenses you'd like to claim sent to [email protected].
• Type code and Trip purpose If the voucher is for local travel (taxis, mileage, etc.), choose Local travel . For any other sort of reimbursement, choose Misc voucher .
• Document detail Enter a brief description of what the reimbursement is for here.
• Click on Create Document

Proceed on to entering your expenses . Note that any local transit over $25 requires a receipt, and all expenses claimed on a miscellaneous voucher require receipts.

How to add, edit or delete expenses

Adding expenses.

Expenses can be added by clicking the Add expense button either above or below. Make sure to save and click the Add expense button again before creating a new expense.

Editing expenses

Expenses can be edited by clicking the pencil button and then making changes on the right hand side. Don't forget to save any changes you make!

Selecting payment type

Make sure you correctly indicate what was paid on the travel card vs personal means of payment to avoid issues with reimbursement .

• Use IBA for anything paid for on the travel card. Not seeing this option? Add your travel card to your Concur profile
• Use CASH for anything paid for using cash or a personal card.
• CBA is only used for air and rail expenses paid through Concur directly.

Attaching receipts

You can attach receipts by clicking on the Add receipt to lodging button (looks like a slip of paper with a checkmark, just to the right of the pencil button for editing expenses.

Deleting expenses

Expenses can be deleted by clicking the checkbox next to the expense and then clicking the Delete selected expenses button either above or below.

When are receipts or further justifications required to claim expenses?

Simple expenses.

The following expenses can be entered as-is without further receipts, written justifications, or other considerations, provided that each expense is under $75:

• Airfare or Amtrak tickets booked through Concur or AdTrav
• Airplane wifi
• Fees for one checked bag per leg of itinerary
• Laundry expenses, if official travel is at least 4 nights
• Tolls, if government car, POV mileage or rental car is pre-approved
• Meals and Incidental Expenses
• Public transit expenses of $25 or less.

Expenses requiring receipts

The following expenses require receipts:

• Flights or Amtrak booked outside of Concur (Requires additional justification and is only approved on a case-by-case basis)
• Rental cars and gas for rental cars (also requires additional justification
• Any other expense exceeding $75, including local transportation (This threshold is $25 for local vouchers)
• Any expenses claimed on a miscellaneous voucher.
• Professional liability insurance

Expenses requiring further justification:

The following expenses don't require receipts, but do require brief descriptions to justify claiming them:

• Local transportation expenses of $75 or less per trip (Metro, taxis, personal vehicle mileage, etc.)
• Checked baggage fees for more than one piece of luggage per leg of your trip.

Questions about entering specific expenses

How should i claim meals and incidental expenses.

• The allowance for Meals and Incidental Expenses (M&IE) is a flat rate given to a traveler regardless of what they actually spent. No receipts or justification is needed to receive M&IE.
• For example : Consider a trip taken between 9/16 and 9/18. M&IE is $69 per day in DC, and is 75% of $69 ($51.75) on the first and last days of a trip. We see that the three days of M&IE has been added automatically.

How should I claim meals paid on the travel card?

When meals are paid on the travel card, there are a few different ways of documenting it:

• One can create a new M&IE expense with expense method IBA in the amount spent on meals per day. The amount of M&IE reimbursed to your personal account will be automatically reduced accordingly (you will see negative charges appear that correspond with this). If you document all expenses correctly, your travel card bill will be paid off exactly.
• One can change the payment method of M&IE expenses to IBA so that all reimbursement is routed to the travel card. If the entire allowance was not used, any amount left over will show up as a positive balance. You may call the customer service number on the back of the card and request that a check be mailed for that remaining amount.
• One can leave the payment method of M&IE expenses as the default, CASH . After the voucher is processed, there will be an outstanding balance remaining. This will need to be paid-- call the customer service number on the back of the card for more details on making a payment.

How can I remove extra days at personal expense from my authorization or voucher?

If you were authorized to extend your trip at your own expense and need to delete M&IE, there are some special instructions that you should follow:

• Edit your first full day of travel at your own expense by clicking on the pencil icon.
• Click on the View Per Diem Conditions . You should see a menu expand below.
• Choose M&IE Override , then Override by amount , and 0 .
• Check On leave . Use Other leave , 8 hours .
• If you are requesting leave for multiple days, return to the top and enter in the last full day you are traveling at personal expense.
• Save. Your M&IE should show as zero for the day. If it didn't work, just go ahead an add in a comment about the days you would like to zero out in the comments field, and the travel team will take that into account when they review your voucher for approval.

How should I claim hotels and lodging taxes?

If you booked a hotel in Concur, your actual hotel expenses should populate automatically. However, that automatic amount will often lump in the taxes, which should be considered a separate list.

First, attach your receipt to the first night of lodging only, unless you have multiple receipts. Note that Concur will flag all expenses needing receipts

Then, correct the lodging expenses so they reflect the actual nightly rate paid, not including taxes.

Finally, add a new expense for lodging taxes in , keeping in mind the following:

• Create Expenses Through: Enter the last night you were checked into the hotel, and each night’s lodging tax will be copied through.
• Expense Date: The night that you checked in.
• Expense Description: Lodging Tax
• Cost: Tax per night (tax can also be reported as a lump sum, though lodging itself must be broken out per night)
• Payment Method: Travel card -> IBA , and other form of payment -> CASH

Don't forget to Save!

How should I claim air or Amtrak booked outside of Concur

Any airfare or Amtrak tickets booked outside of Concur are at your own risk and may not be approved. If you are seeking reimbursement for personally booked airfare or Amtrak, you must choose Other - Miscellaneous as the expense description, and in the comments section under Show other details , you must provide a justification as to why it was not possible for you to book your travel via Concur or AdTrav.

How can I get reimbursed for professional liability insurance?

Supervisors may be reimbursed for up to half the cost of professional liability insurance, up to $150. In order to claim reimbursement, get an email from your supervisor approving the amount of the reimbursement you intend to claim and send it to [email protected]. Then, create a miscellaneous voucher in Concur and attach the receipt you received after purchasing the insurance.

How should I claim local transportation expenses?

For public transit, taxis, rental cars, POV mileage and other forms of local transportation, you may add the expense as normal , choosing whichever expense description reflects the nature of the method used. Choose the payment method used , and upload a receipt only for rental cars, rental car gas, or any other expense greater than $75 (this threshold is $25 for local vouchers .

Any local transit expense other than public transit under $25 requires a brief comment describing the origin and destination of the travel (e.g. "from airport to office").

You can add this by clicking on Show other details and filling out the Comments section that pops up below.

For public transit over $25, a “blanket entry” describing generally the origins and destinations of travel paid for is acceptable.

For rental cars and mileage claims, the comment should also include an additional justification as specified here .

For mileage claims over $75, instead of attaching a receipt, attach a screenshot showing a map of your itinerary with the calculated distance.

Issues with reimbursement

I received a bill for an outstanding balance on my travel card. should i pay it.

A: First, verify that your most recent voucher was paid to the travel card account. Go to the Vouchers tab of Concur, then click on the voucher number you want to view and choose View Summary . In the voucher view, navigate down to the Totals and travel advances section and verify the amount on the Pay to Charge Card line. This amount should match with a payment made to the travel card in your travel card statement. TTS-only, More information about logging into and managing your travel card account. If it does, and there is still a remaining balance, it is likely that you used the travel card to pay for something that was either claimed as CASH on the voucher, or not claimed at all.

If you discover a valid charge to your travel card that you need to be reimbursed for after your voucher is initially approved, you may create an amended voucher .

If you were reimbursed to your bank account for a charge made on your travel card, you will have to pay the bill for it. Contact the number on the back of your travel card for details on how payment can be made.

Positive balance on travel card

If you have a positive balance on the travel card, it is likely that you claimed an expense as paid for on the travel card when you actually paid for it via a personal means of payment. You can call the number on the back of your travel card and request that they mail you a check in the amount of the positive balance.

My reimbursement never arrived!

If it has been over a week after your voucher has been approved and your reimbursement hasn't arrived (whether to your travel card account or personal account), contact [email protected] and describe the issue you are having. cc [email protected].

How do I amend my voucher after it is approved?

To amend a voucher, go to the Vouchers tab of Concur, then click on the voucher number you want to view and choose Amend voucher . Provide a brief reason for the amendment, then proceed with adding your revised expenses and resubmitting for approval . Note that if you want to revise a voucher that has not yet been approved, you can simply Edit Voucher instead of amending.

Note: Vouchers should NOT be amended in the case of revising the payment method ( IBA to CASH or vice versa , or reducing a claim on an already-approved expense. If you were over-reimbursed for something, you will need to mail a check for that amount, made out to GSA to the following address:

USDA-OCFO Financial Operations & Disbursement Branch Attn: Bryan DeLeve - 2SE 2300 Main Street Kansas City, MO 64108

Reference the authorization and voucher number along with the payment.

• , external, TTS-only, #travel
• , external, [email protected]
• , external, Book office hours

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CBP Announces Trusted Traveler Programs Fee Changes

WASHINGTON – U.S. Customs and Border Protection (CBP) announced today an upcoming fee change for some of its most popular Trusted Traveler Programs (TTP).

On April 2, a final rule was published in the Federal Register , harmonizing the fees for the NEXUS , Global Entry, and SENTRI programs, better reflecting the program costs. The new fees, which have not been updated in over 15 years, will go into effect October 1, 2024. As these programs have matured and expanded, updating the fee structures is critical to the continuation and management of the programs.

Once the rule goes into effect, applicants under the age of 18 will be exempt from the application fee when a parent or legal guardian is already a member of, or concurrently applying for NEXUS, SENTRI, or Global Entry. SENTRI, which allows expedited clearance for pre-approved, low-risk travelers entering the United States using dedicated primary lanes at Southern land border ports, will move from an “a la carte” fee structure to a uniform fee of $120, which will be collected in full when each application is submitted. The fees for NEXUS, a joint program managed by CBP and Canada Border Services Agency (CBSA) that allows dedicated processing between the U.S. and Canada, will increase from $50 to $120, and Global Entry fees will increase from $100 to $120.

TTP supports CBP’s mission of securing U.S. borders while facilitating lawful travel and trade. Travelers must be pre-approved for TTP. All applicants undergo rigorous and recurring background checks and an in-person interview before enrollment. While a key goal of the programs is to expedite travelers through the process, members may still be selected for further examination when entering the United States. To maintain a strict standard in establishing TTP members as low-risk travelers, any violation of a program’s terms and conditions will result in the appropriate enforcement action and termination of the traveler’s membership privileges.

For more information on TTP, follow @CBP or visit ttp.dhs.gov .

U.S. Customs and Border Protection is the unified border agency within the Department of Homeland Security charged with the comprehensive management, control, and protection of our nation’s borders, combining customs, immigration, border security, and agricultural protection at and between official ports of entry.

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The Fee for Global Entry Is Increasing — Here's How Much It'll Cost

Application costs for the NEXUS and SENTRI programs are also increasing.

Jerry Holt/Star Tribune via Getty Images

The federal government will raise the cost of the popular Global Entry program this fall for the first time in more than 15 years.

Starting Oct. 1, the application fee for Global Entry will increase to $120, according to the U.S. Customs and Border Protection (CBP). Currently the cost is $100. 

“As these programs have matured and expanded, updating the fee structures is critical to the continuation and management of the programs,” CBP wrote in a statement.

While the fee may be going up, CBP said when it does, applicants under 18 will be exempt from an application fee if a parent or legal guardian is already a member of the program or applying themselves. 

Global Entry is part of the Department of Homeland Security’s Trusted Traveler programs and allows travelers who are re-entering the United States from an international trip to expedite the customs process. To apply, travelers must undergo a background check and complete an in-person interview, which can be done when they return to the U.S. through the Enrollment on Arrival program or even when they leave through the new Enrollment on Departure program at Washington Dulles International Airport.

Travelers who obtain a Global Entry membership also receive the benefits of TSA PreCheck.

Several credit cards will reimburse card holders for the application fee, including those from American Express , Capital One , Bank of America , and Chase .

In addition to increasing the application cost for Global Entry, application fees for the NEXUS and SENTRI programs, which allow expedited security when entering the U.S. from Canada and Mexico’s land borders, respectively, are also changing.

The fee for NEXUS will increase from $50 to $120, while the fee for SENTRI will change from an “a la carte” fee structure to a uniform fee of $120.

The Federal Register

The daily journal of the united states government, request access.

Due to aggressive automated scraping of FederalRegister.gov and eCFR.gov, programmatic access to these sites is limited to access to our extensive developer APIs.

If you are human user receiving this message, we can add your IP address to a set of IPs that can access FederalRegister.gov & eCFR.gov; complete the CAPTCHA (bot test) below and click "Request Access". This process will be necessary for each IP address you wish to access the site from, requests are valid for approximately one quarter (three months) after which the process may need to be repeated.

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Office of the Comptroller

University's Travel Agency

The University's current designated travel agency is Globetrotter Travel Management Services (Globetrotter). Please contact them to obtain airline and other common carrier prices and to book the tickets once authorized. Their phone number is 1-888-337-2462, press 1. The University pays Globetrotter directly for authorized tickets.

For the University travelers utilizing Globetrotter

The traveler or their designee/ advisor will receive their approved Comp01 form either by email or fax from the Comptroller's Office. The travel approval number (TL x x x x x) should be phoned in to Globetrotter as soon as possible by the traveler/ designee. Globetrotter will book the ticket(s) upon receiving the travel approval number and email the ticketing information to the traveler or designee. Always print a copy of your itinerary/ invoice immediately upon receiving your electronic ticket information via email from Globetrotter. The link to the invoice included in the email expires once the travel has taken place and Globetrotter will not provide a copy of the invoice after this expiration. Any requests for copies have to be requested from the University Travel Coordinator.

• As of March 1, 2022 through currently, the travel agent ticketing fee is $23.75
• Please be economical and budget-conscious when purchasing airfare. Globetrotter is required to inform travelers of the lowest fare. Any request for a flight resulting in a higher fare must be approved by the University Travel Coordinator (Frances Morgan 3058)

For the University travelers NOT utilizing Globetrotter

If you require an airline or a train ticket and are granted permission by the University's Travel Office (extension 3058 or 4693) not to use Globetrotter, please include the airline or train ticket quote from Globetrotter with your completed State of Maryland Expense Account form.

Fly America Act for Federal Travel

The Fly America Act applies only to airline tickets being paid from Federal Grants and Contracts or Federal Pass Thru Grants. If the traveler is unsure of the funding source, please contact the Office of Sponsored Programs or Restricted Funds Accounting.

In summary, the Fly America Act requires the traveler to use a United State based airline regardless of cost. The traveler or designee needs to inform the travel agent that the funding source for the airline ticket is federal.

If following the Fly America Act creates a conflict with the travel, there are exceptions to the Fly America Act that can be explored on a case by case basis. A Fly America Act Waiver, if granted, should be given before an airline ticket is reserved.

Airline Fees

Many airlines are now charging new service fees. These fees vary by airline. Here is a partial listing of some of these fees:

• Luggage fees (up to $50 per standard bag)
• Curbside check-in fee
• Food and beverage fees
• Blanket and pillow fees

These additional fees are not included in the price of your ticket and must be paid by the traveler as the service is requested/received. Please consult your travel agent for specific fees your airline will be charging. Not all of these fees are to be paid by the University. However, for the fees that will be reimbursed, you should include these costs within your completed   'Request for Approval of Out-of-State Travel' form (COMP/01) .

Air Travel Accident Insurance

Air travel insurance is automatically provided through the State Treasurer's Office. If additional insurance is purchased, the University will not pay for the travel insurance cost.

Contact Information

Office of the Comptroller Morgan State University Tyler Hall, 4th Floor 1700 East Cold Spring Lane Baltimore, MD 21251

P: 443-885-3045

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Frugal Traveler

Credit Card Swipe Fees Are Going Down. Are Points Going With Them?

A new agreement by Visa and Mastercard to reduce fees charged to merchants may drain the lucrative rewards that grant free travel to many credit card users.

By Elaine Glusac

Elaine Glusac is the Frugal Traveler columnist, focusing on budget-friendly tips and journeys.

On Tuesday, the largest credit card companies in the United States reached an agreement with merchants to reduce the so-called swipe fees retailers pay for accepting credit card payments, potentially saving the retailers $30 billion.

These fees also help fund the credit card rewards programs that many travelers redeem for things like free flights and hotel stays, leading points hawks to wonder: Are loyalty programs at risk?

Here’s what we know so far about the changes.

What are the terms of the deal?

Last year, credit card payments generated an estimated $72 billion in fees paid by merchants, which are generally passed along to customers in the form of higher prices. For nearly 20 years, merchants have been seeking reductions in the fees they pay Visa and Mastercard for handling transactions where the cards are used.

The proposed settlement , awaiting approval in a federal court, reduces and caps those fees for five years. It would also allow merchants to potentially charge consumers more based on the card they pay with. For example, a person paying with a premium card like the Chase Sapphire Reserve, which costs $550 a year, could be charged more than someone paying with the more basic Chase Sapphire Preferred card, with an annual fee of $95.

Why does it matter?

The majority of the fees collected go back to the banks that issue the credit cards. Those banks have used the funds to push premium credit cards that offer loyalty points, which can be redeemed for free travel and other perks. The cards with the biggest benefits tend to be those that charge higher swipe fees.

While the reduction in the fees collected sounds small — averaging at least .07 percent — they represent an estimated $30 billion over the five-year term of the deal, which banks could try to make up by reducing points perks.

“It’s reasonable to think that,” said Brian Kelly, the founder of the Points Guy , a news site devoted to maximizing credit card points.

While he speculated that banks will be able to “find other ways to make up the difference,” he acknowledged that a points squeeze could emerge.

“Opportunities to earn probably aren’t going to flourish,” he said.

The idea that merchants could charge more to the holders of premium, perks-rich cards, which are expensive, might also deter consumers from using them. Some experts question the viability of the practice given the potential for consumer backlash.

Is the new agreement related to the Credit Card Competition Act?

The legal actions that led to the new credit card agreement date back to 2005. But the newer Credit Card Competition Act , proposed in 2023, aims to introduce more competition in the credit card payment system. By creating a cheaper alternative pipeline for processing payments, the proposed legislation is seen as a greater threat to rewards programs.

Responding to the just-announced agreement between the credit card companies and retailers, Senator Dick Durbin, Democrat of Illinois, and the lead sponsor of the Credit Card Competition Act, released a statement urging the act’s passage.

“I fear that this deal only provides temporary concessions negotiated by a few lawyers behind closed doors,” he said in the statement.

Other experts said the agreement may ease the pressure on Congress to pass the act.

“I think it’s a way for Visa and Mastercard to show that they are making a good-faith effort to help out merchants by lowering the fees they’ve been complaining about for 20 years, and hopefully enough to let senators know they’re doing their part,” said Chris Hassan, the social media and brand manager for Upgraded Points , a website that tracks credit card benefits.

Separately, the proposed merger between Capital One and Discover, which is pending federal approval, could introduce more competition among credit cards and potentially improve rewards for holders of those cards.

What should I do now?

The points and payments systems won’t change until the agreement is approved, which is expected in late 2024 or early 2025, according to a news release from Mastercard.

But the topic should remind travelers of the reality of playing with points: The rules always change. Values tend to fall as redemption levels rise, which companies issuing these currencies are free to adjust at will.

If you have points, spend them, say experts like Sara Rathner, a travel and credit card specialist at the financial website NerdWallet . “They’re not a trophy to dust and admire.”

Follow New York Times Travel on Instagram and sign up for our weekly Travel Dispatch newsletter to get expert tips on traveling smarter and inspiration for your next vacation. Dreaming up a future getaway or just armchair traveling? Check out our 52 Places to Go in 2024 .

Open Up Your World

Considering a trip, or just some armchair traveling here are some ideas..

52 Places:  Why do we travel? For food, culture, adventure, natural beauty? Our 2024 list has all those elements, and more .

Mumbai:  Spend 36 hours in this fast-changing Indian city  by exploring ancient caves, catching a concert in a former textile mill and feasting on mangoes.

Kyoto:  The Japanese city’s dry gardens offer spots for quiet contemplation  in an increasingly overtouristed destination.

Iceland:  The country markets itself as a destination to see the northern lights. But they can be elusive, as one writer recently found .

Texas:  Canoeing the Rio Grande near Big Bend National Park can be magical. But as the river dries, it’s getting harder to find where a boat will actually float .