federal government travel orders

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Note: On April 12, 2024, President Biden revoked the 2021 executive order that had established the Safer Federal Workforce Task Force. As a result, the Safer Federal Workforce Task Force no longer exists and this website will no longer be updated. This website is preserved as it existed on April 12, 2024, for archival purposes only.

Official Travel

Federal employees should adhere strictly to CDC guidance for domestic and international travel before, during, and after official travel.

Q: Are there any restrictions on official travel approved by Federal agencies?

A: No. There are no Government-wide limits on official travel (i.e., travel conducted under an official travel authorization) for Federal employees, regardless of their vaccination status. Individuals should follow their agency’s travel policy.

In approving official travel for an individual, agencies should:

• Inform the traveling individual that CDC recommends that individuals make sure they are up to date with COVID-19 vaccines before travel;
• Recommend that the traveling individual consider being tested for current infection with a viral test as close to the time of departure as possible (no more than 3 days) before travel;
• Instruct the traveling individual to adhere strictly to CDC guidance for domestic and international travel before, during, and after official travel;
• Instruct the traveling individual to check their destination’s COVID-19 Community Level before traveling, and to wear a high-quality mask or respirator (such as an N95) while on-duty and around others indoors at their destination, if the COVID-19 Community Level in the county where their destination is located is HIGH;
• Instruct the traveling individual to make sure they understand and follow all travel restrictions put in place by State, Tribal, local, and territorial governments; and
• Advise the traveling individual to prepare to be flexible during their travel, as restrictions, policies, and circumstances may change during their travel.

Heads of agencies should issue specific travel guidance as needed to account for the specific requirements of their agency’s mission.

Q: Should Federal agencies recommend or require employees to complete CDC-recommended COVID-19 testing before and after official travel? Can the expenses associated with this testing be claimed on a travel voucher for employee reimbursement?

A: When CDC recommends that travelers consider COVID-19 testing for current SARS-CoV-2 infection with a viral test prior to or following travel, agencies should recommend to employees traveling on official business that they consider being tested consistent with such CDC guidance. When CDC otherwise recommends or requires COVID-19 testing prior to or following travel, agencies must require employees traveling on official business be tested consistent with such CDC guidance, pursuant to Executive Order 13991. Agencies should provide for any recommended testing and must provide for any required testing associated with official travel at no cost to the employee, such as through the agency’s screening testing program, the agency’s in-house capabilities for diagnostic testing at the worksite, or through an alternative process determined by the agency. The cost of such testing recommended or required for official travel, and not available through a Federal dispensary or not covered (or reimbursable) through travel insurance, can be claimed in a travel voucher as a Miscellaneous Expense under agency travel policies.

Q: Should agencies limit official travel for individuals who have had a known close contact with someone with COVID-19?

A: No. For asymptomatic individuals who have had a known exposure to someone with COVID-19 within the past 10 days, agencies may approve official travel, consistent with the agency’s travel policy. If the individual remains without COVID-19 symptoms before traveling, then pursuant to Executive Order 13991 and consistent with CDC guidance, the agency must instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

• Wear a high-quality mask or respirator (such as an N95) the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the 10 full days after their last known exposure;
• Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator (such as an N95) when around others indoors for the full duration of their travel within the 10 full days after their last known exposure; and
• Follow other aspects of post-exposure protocols , including the requirement for individuals with a known exposure to be tested for COVID-19 after 5 full days following their last known exposure (ideally, on or after day 6)—note that this testing may need to occur while the individual is traveling, and that agencies do not need to require that employees wait for the results of this post-exposure diagnostic test to undertake official travel, including return travel.

If the individual develops COVID-19 symptoms after official travel has been approved, then pursuant to Executive Order 13991 and consistent with CDC guidance, the agency must instruct the individual to not undertake further official travel, including under that previously approved travel authorization, and to instead follow agency protocols consistent with Safer Federal Workforce Task Force guidance on travel for individuals with COVID-19 symptoms.

Q: What should agencies do regarding official travel for individuals who develop COVID-19 symptoms or have a positive viral test 10 full days or less prior to their intended departure date?

A: Pursuant to Executive Order 13991 and consistent with CDC guidance, agencies must not approve official travel (i.e., travel conducted under an official travel authorization) for individuals who have COVID-19 symptoms and are waiting for an initial diagnostic viral test result, and agencies must not approve official travel for individuals who have tested positive for COVID-19 for at least 5 full days after their first day of symptoms, or after the date of the initial positive diagnostic viral test for asymptomatic individuals.

If an individual who tested positive for COVID-19 has returned to working onsite at an agency workplace or interacting with members of the public as part of their official responsibilities (once they are fever-free for 24 hours without the use of fever-reducing medication and their other symptoms are improving), then the agency may approve official travel for the individual.

Pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, the agency must instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

• Wear a high-quality mask or respirator (such as an N95) the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation , consistent with Safer Federal Workforce Task Force guidance;
• Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator (such as an N95) when around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation , consistent with Safer Federal Workforce Task Force guidance; and
• Follow other aspects of post-isolation protocols .

If after official travel has been approved, the individual’s COVID-19 symptoms recur or worsen, then pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, agencies must instruct the individual to not undertake further official travel, including under any previously approved travel authorization, and to again not enter a Federal facility or interact with members of the public as part of their official responsibilities, restarting at day 0 of isolation protocols.

Q: What should agencies do if an employee has probable or confirmed COVID-19 while on official travel?

A: If an employee has probable or confirmed COVID-19 while on official travel (i.e., travel conducted under an official travel authorization), then pursuant to Executive Order 13991 and consistent with CDC guidance, agencies must instruct the individual to follow agency isolation protocols and not undertake further official travel, including return travel, for at least 5 full days after their first day of symptoms, or after the date of the initial positive diagnostic viral test for asymptomatic individuals. The agency must cover all costs associated with travel and lodging expenses, as well as the cost of any diagnostic testing, in these circumstances, to the extent permitted by the Federal Travel Regulation.

After that point, once the individual is fever-free for 24 hours without the use of fever-reducing medication and their other symptoms are improving, then the agency may instruct the individual that they can proceed with undertaking further travel, including return travel. Pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, the agency must then instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

If at any point prior to their return travel the individual’s COVID-19 symptoms recur or worsen, agencies must instruct the individual to not undertake further official travel, including return travel, and to not enter a Federal facility or interact with members of the public as part of their official responsibilities, restarting at day 0 of isolation protocols, consistent with Executive Order 13991 and CDC recommendations on isolation and the protocols set forth by their agency.

The agency must cover all costs associated with travel and lodging expenses, as well as the cost of any diagnostic testing, in these circumstances, to the extent permitted by the Federal Travel Regulation.

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Federal government YCA, -CA and DG fare policy

United Airlines strictly enforces rules regarding the correct form of payment for federal government contract YCA, -CA and DG fares. We will only accept authorized, U.S. government-issued Visa and MasterCard accounts as payment, and only employees of the federal government traveling on official business are eligible for these fares. Government contractors of any kind do not qualify for federal government fares.

Travel agents should ensure that proper government ID is presented and the appropriate U.S. government-issued Visa or MasterCard is used when booking government contract or DG fares. Improper issuance of these fares will result in a non-waivable debit memo for the difference of the contract or DG fare and the applicable unrestricted airfare. Non-waivable debit memos cannot be paid using federal government-authorized credit cards.

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FACT SHEET: Biden- ⁠ Harris Administration Takes Action to Accelerate America’s Clean Transportation Future

Leading U.S. Companies Join the Federal Government in Drive to Make Business Travel Cleaner, Save Taxpayer Dollars, Tackle the Climate Crisis, and Boost American Manufacturing

As part of the Biden-Harris Administration’s efforts to build a clean transportation future, today the Administration is announcing new public and private commitments to boost access to electric vehicles (EVs), save taxpayer dollars, and tackle the climate crisis. This includes leading by example on climate with the release of new Federal employee travel guidelines that direct the use of sustainable transportation for official and local travel, both domestically and internationally. These new commitments will save taxpayers money by increasing the use of EVs and taking other cost-effective actions on clean transportation associated with business travel for the Federal workforce. In addition, the State of California, companies, and nonprofits are announcing new commitments through the Biden-Harris Administration’s EV Acceleration Challenge to expand EV fleets, increase consumer education, and grow the availability of EV charging and other clean transportation infrastructure. These commitments further advance President Biden’s  Investing in America  agenda, a key pillar of Bidenomics, to spur domestic manufacturing, strengthen supply chains, boost U.S. competitiveness, and create good-paying jobs and healthier communities. Under President Biden’s leadership, EV sales have tripled and the number of publicly available charging ports has grown by nearly 70 percent since he took office. Private companies have announced more than $150 billion in investments in the EV and battery supply chain in the same time period. There are now more than 166,000 public EV chargers across the country, and the U.S. has already set a new record by selling more than 1 million EVs so far this year.   Federal Commitments to Catalyze a Clean Transportation Future As the Nation’s largest employer and with an annual business travel purchasing power of $2.8 billion, the Federal Government is leading by example by shifting to cleaner transportation options, including American-made electric vehicles and charging infrastructure. In 2022 alone, Federal employees took more than 2.8 million flights, 2.3 million vehicle rentals, and 33,000 rail trips. These operational changes will accelerate the clean transportation transformation, increase good-paying union jobs and create healthier communities. President Biden’s Federal Sustainability Plan aims to reach net-zero emissions from overall Federal operations by 2050, including a 65 percent emissions reduction by 2030. Through new Federal employee travel guidelines issued today, the Biden-Harris Administration is advancing this goal by directing Federal agencies to prioritize the use of sustainable transportation for official and local travel, both domestically and internationally, including by:

• Prioritizing electric vehicle use when traveling: Federal employees will rent an EV on official travel when the cost of the EV is less than or equal to the most affordable comparable vehicle available. Employees will also opt for cost-competitive EV options, where available, when using taxis and ride share platforms. This will save taxpayer money and reduce pollution that jeopardizes people’s health and fuels the climate crisis.
• Expanding rail travel: Federal employees will use rail for trips less than 250 miles when cost-effective and available, instead of taking an airplane or vehicle.
• Increasing public transit use: Federal employees will use public transit (e.g., subway, bus, light rail) when conducting local travel or upon arrival at the official travel location.

To support swift and successful whole-of-government implementation, Federal agencies are being directed through an Office of Management and Budget (OMB) Memorandum and U.S. General Services Administration Travel Bulletin to take a comprehensive series of steps to ensure sustainable travel options are easily accessible to employees when booking travel arrangements. Agencies will have 120 days from today’s announcement to report to OMB and the White House Council on Environmental Quality (CEQ) on the plans and actions they have taken to carry out the policy and goals of the OMB Memorandum. The State of California will join the Federal government by issuing guidance by June 2024 to state employees, encouraging the use of Zero Emission Vehicle commercial rentals on official travel where available and operationally feasible. Private Sector Commitments to Catalyze a Clean Transportation Future In order to grow sustainable travel options nationwide, the Federal government, the travel industry, major corporations, and state, local, and Tribal governments must collaborate. As part of President Biden’s goal of having at least 50% of all new vehicle sales be electric by 2030, the Biden-Harris Administration has issued an ongoing call to action through the EV Acceleration Challenge to all stakeholders in the private and public sectors, including advocacy and community groups, to dedicate resources and make independent commitments to boost EVs in America. In conjunction with today’s announcements from the Biden-Harris Administration, leading U.S. organizations across sectors are announcing new commitments to build America’s clean transportation future as the latest additions to President Biden’s  EV Acceleration Challenge : Travel & Hospitality Sector American Express Global Business Travel is today launching a new software solution that helps companies increase the adoption of EVs by prioritizing EVs over gasoline cars when travelers are booking trips and refining searches so hotels with EV charging points can be easily found. Amtrak commits to transitioning its fleet of highway vehicles to zero emissions by 2035, which will eliminate over 3 million gallons of fuel a year. Delta Air Lines commits to build on its achievement of over 30% Ground Service Equipment (GSE) electrification systemwide, with its BOS, LGA, and SLC hubs all over 75% electric in the core GSE fleets, by electrifying up to 50% of its GSE in 2025, including baggage tractors, belt loaders, aircraft tow tractors and other critical fleets necessary to turn an aircraft.

The Global Business Travel Association (GBTA) and GBTA Foundation are committing to releasing new global and industry-wide sustainable procurement criteria for accommodation, as well as air travel, ground transport and rail by the end of 2024 to send a strong, consistent and meaningful market signal for sustainable business travel.

IHG Hotels & Resorts , a global hotel company, is committing to developing a new supplier partnership and providing an EV charging best practices Guidebook by the end of 2023 to help accelerate EV charging installation across its portfolio of nearly 4,000 U.S hotels.

Marriott International is committing to more than double the number of hotels and available chargers for guests by the end of 2027, building on the over 4,100 EV chargers in over 1,100 properties across the U.S. so far. Rental Car and Rideshare Companies Enterprise Mobility , a provider of mobility solutions, is making EVs available to reserve at select locations throughout the US, including at more than 50 neighborhood rental locations and all major airports throughout the state of California, and is committed to growing that availability in 2024 as well as working to evaluate power and charging needs at strategic locations that will be key to its operations. Hertz is committing to substantially increase its EV rentals to corporate travelers in North America in 2024, forecasting an eightfold increase in those rentals compared to 2022, which is expected to result in nearly 80 million electric miles driven and the avoidance of an estimated 17,800 metric tons of carbon emissions compared to gas-powered vehicles.

Lyft is committing to expand access to ‘Green Mode’ – through which riders can directly request a green vehicle on the Lyft app – for at least 20 of the largest airports in the U.S. by January 2024, and to pass along airport EV discounts directly to riders, through reduced fares, later in the year.

Uber is committing to expand its “Green Curb at Airports” initiative to 10 airports across the country by 2025, partnering with airports to provide riders with perks to go green and drivers with increased access to convenient, discounted or free EV charging and building on sustainable options, including Uber Green and Uber Comfort Electric, currently available to riders at 70+ U.S. airports.

Zipcar launched EVs in select cities in 2023 and is committing to increase its EV fleet in the U.S. up to double its current size in 2024. Private Sector bp’s EV charging arm, bp pulse , is committing to deploy more than 3,000 fast and reliable charging points by 2025 at high-demand locations in the US, such as airports, major metropolitan areas, and bp branded properties along Alternative Fueling Corridors. Deloitte US is committing to reduce its business travel emissions including hotel stays, air, rail, ridesharing, and rental car travel by 50% per full time equivalent by 2030 compared to 2019. EVgo is committed to having at least 1,800 EV fast charging stalls in operation or under construction in areas serving environmental justice communities as part of EVgo’s “Electric for All” initiative by the end of 2024. Siemens is enhancing its green mobility options and hotel program procurement process to prioritize hotels with EV charging facilities and car rental companies with EV options, which support the company’s commitment to expand its suite of sustainable travel options for employees and its goal of net zero operations by 2030. Non-profit Sector Environmental Defense Fund is committing today to update its travel policy to prioritize electric vehicles and further encourage train use effective immediately. The Natural Resources Defense Council (NRDC) is committing today to prioritize modes of travel with the lowest carbon footprint, requiring the use of EV car rentals, mass transit, and trains during business trips, whenever possible. Sierra Club , a grassroots environmental organization is committing to update its policy to encourage sustainable business travel by prioritizing utilization of regional rail service and rental of EVs for ground transportation in 2024. The EV Acceleration Challenge is accepting submissions on a rolling basis. The White House will be highlighting additional commitments in the future. Organizations can submit a commitment to the EV Acceleration Challenge here .

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Biden-Harris Administration Announces Final Rule Requiring Automatic Refunds of Airline Tickets and Ancillary Service Fees

Rule makes it easy to get money back for cancelled or significantly changed flights, significantly delayed checked bags, and additional services not provided  

WASHINGTON – The Biden-Harris Administration today announced that the U.S. Department of Transportation (DOT) has issued a final rule that requires airlines to promptly provide passengers with automatic cash refunds when owed. The new rule makes it easy for passengers to obtain refunds when airlines cancel or significantly change their flights, significantly delay their checked bags, or fail to provide the extra services they purchased.

“Passengers deserve to get their money back when an airline owes them - without headaches or haggling,” said U.S. Transportation Secretary Pete Buttigieg . “Our new rule sets a new standard to require airlines to promptly provide cash refunds to their passengers.”  

The final rule creates certainty for consumers by defining the specific circumstances in which airlines must provide refunds. Prior to this rule, airlines were permitted to set their own standards for what kind of flight changes warranted a refund. As a result, refund policies differed from airline to airline, which made it difficult for passengers to know or assert their refund rights. DOT also received complaints of some airlines revising and applying less consumer-friendly refund policies during spikes in flight cancellations and changes. 

Under the rule, passengers are entitled to a refund for:

• Canceled or significantly changed flights: Passengers will be entitled to a refund if their flight is canceled or significantly changed, and they do not accept alternative transportation or travel credits offered. For the first time, the rule defines “significant change.” Significant changes to a flight include departure or arrival times that are more than 3 hours domestically and 6 hours internationally; departures or arrivals from a different airport; increases in the number of connections; instances where passengers are downgraded to a lower class of service; or connections at different airports or flights on different planes that are less accessible or accommodating to a person with a disability.  
• Significantly delayed baggage return: Passengers who file a mishandled baggage report will be entitled to a refund of their checked bag fee if it is not delivered within 12 hours of their domestic flight arriving at the gate, or 15-30 hours of their international flight arriving at the gate, depending on the length of the flight.  
• Extra services not provided: Passengers will be entitled to a refund for the fee they paid for an extra service — such as Wi-Fi, seat selection, or inflight entertainment — if an airline fails to provide this service.

DOT’s final rule also makes it simple and straightforward for passengers to receive the money they are owed. Without this rule, consumers have to navigate a patchwork of cumbersome processes to request and receive a refund — searching through airline websites to figure out how make the request, filling out extra “digital paperwork,” or at times waiting for hours on the phone. In addition, passengers would receive a travel credit or voucher by default from some airlines instead of getting their money back, so they could not use their refund to rebook on another airline when their flight was changed or cancelled without navigating a cumbersome request process.  

The final rule improves the passenger experience by requiring refunds to be:

• Automatic: Airlines must automatically issue refunds without passengers having to explicitly request them or jump through hoops.   
• Prompt: Airlines and ticket agents must issue refunds within seven business days of refunds becoming due for credit card purchases and 20 calendar days for other payment methods.  
• Cash or original form of payment: Airlines and ticket agents must provide refunds in cash or whatever original payment method the individual used to make the purchase, such as credit card or airline miles. Airlines may not substitute vouchers, travel credits, or other forms of compensation unless the passenger affirmatively chooses to accept alternative compensation.    
• Full amount: Airlines and ticket agents must provide full refunds of the ticket purchase price, minus the value of any portion of transportation already used. The refunds must include all government-imposed taxes and fees and airline-imposed fees, regardless of whether the taxes or fees are refundable to airlines.

The final rule also requires airlines to provide prompt notifications to consumers affected by a cancelled or significantly changed flight of their right to a refund of the ticket and extra service fees, as well as any related policies.

In addition, in instances where consumers are restricted by a government or advised by a medical professional not to travel to, from, or within the United States due to a serious communicable disease, the final rule requires that airlines must provide travel credits or vouchers. Consumers may be required to provide documentary evidence to support their request. Travel vouchers or credits provided by airlines must be transferrable and valid for at least five years from the date of issuance.

The Department received a significant number of complaints against airlines and ticket agents for refusing to provide a refund or for delaying processing of refunds during and after the COVID-19 pandemic. At the height of the pandemic in 2020, refund complaints peaked at 87 percent of all air travel service complaints received by DOT. Refund problems continue to make up a substantial share of the complaints that DOT receives.

DOT’s Historic Record of Consumer Protection Under the Biden-Harris Administration

Under the Biden-Harris Administration and Secretary Buttigieg, DOT has advanced the largest expansion of airline passenger rights, issued the biggest fines against airlines for failing consumers, and returned more money to passengers in refunds and reimbursements than ever before in the Department’s history.

• Thanks to pressure from Secretary Buttigieg and DOT’s flightrights.gov dashboard, all 10 major U.S. airlines guarantee free rebooking and meals, and nine guarantee hotel accommodations when an airline issue causes a significant delay or cancellation. These are new commitments the airlines added to their customer service plans that DOT can legally ensure they adhere to and are displayed on flightrights.gov .  
• Since President Biden took office, DOT has helped return more than $3 billion in refunds and reimbursements owed to airline passengers – including over $600 million to passengers affected by the Southwest Airlines holiday meltdown in 2022.   
• Under Secretary Buttigieg, DOT has issued over $164 million in penalties against airlines for consumer protection violations. Between 1996 and 2020, DOT collectively issued less than $71 million in penalties against airlines for consumer protection violations.  
• DOT recently launched a new partnership with a bipartisan group of state attorneys general to fast-track the review of consumer complaints, hold airlines accountable, and protect the rights of the traveling public.  
• In 2023, the flight cancellation rate in the U.S. was a record low at under 1.2% — the lowest rate of flight cancellations in over 10 years despite a record amount of air travel.  
• DOT is undertaking its first ever industry-wide review of airline privacy practices and its first review of airline loyalty programs.

In addition to finalizing the rules to require automatic refunds and protect against surprise fees, DOT is also pursuing rulemakings that would:

• Propose to ban family seating junk fees and guarantee that parents can sit with their children for no extra charge when they fly. Before President Biden and Secretary Buttigieg pressed airlines last year, no airline committed to guaranteeing fee-free family seating. Now, four airlines guarantee fee-free family seating, and the Department is working on its family seating junk fee ban proposal.  
• Propose to make passenger compensation and amenities mandatory so that travelers are taken care of when airlines cause flight delays or cancellations.   
• Expand the rights for passengers who use wheelchairs and ensure that they can travel safely and with dignity . The comment period on this proposed rule closes on May 13, 2024.

The final rule on refunds can be found at https://www.transportation.gov/airconsumer/latest-news and at regulations.gov , docket number DOT-OST-2022-0089. There are different implementation periods in this final rule ranging from six months for airlines to provide automatic refunds when owed to 12 months for airlines to provide transferable travel vouchers or credits when consumers are unable to travel for reasons related to a serious communicable disease. 

Information about airline passenger rights, as well as DOT’s rules, guidance and orders, can be found at   https://www.transportation.gov/airconsumer .

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NMPF Statement on New Federal Travel and Test Order That Begins Today

April 29, 2024

From President & CEO Gregg Doud:

The crossover of this H5N1 virus from birds to dairy cattle has presented some extraordinary challenges to animal and human health regulators in Washington. Throughout my regular contact with Secretary Vilsack, Undersecretary Moffitt, and officials from FDA and other agencies in recent weeks, I have seen how leadership at USDA, FDA and other federal agencies is well-equipped to get us through this challenge.

As new rules on testing and travel take effect today, dairy farmers and their cooperatives are ready to support these efforts to protect animal health and guard against a potential human health risk. We have offered input to federal officials on how to help farmers implement these guidelines, and we will continue sharing feedback as these procedures are put into practice. We appreciate the around-the-clock efforts that federal and local authorities and experts, from USDA and other agencies to state officials and local veterinarians, have been making to get a new system up and running these past few days, and we are grateful for their dedication and commitment.

• National Milk Producers Federation 2107 Wilson Blvd., Suite 600 Arlington, VA 22201 Phone: 703-243-6111 E-mail: [email protected]

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Airlines must cough up cancellation cash and can no longer hide fees under new federal rule

A federal rule announced Wednesday will require airlines to quickly give cash refunds — without lengthy arguments — to passengers whose flights have been canceled or seriously delayed, the Biden administration said.

“Passengers deserve to get their money back when an airline owes them — without headaches or haggling,” Transportation Secretary Pete Buttigieg said in a statement.

The rule from the Transportation Department says passengers who decline other reimbursement like travel credits are to get cash refunds.

It applies when a flight is canceled or has a “significant change,” the administration said.A “significant change” includes when departure or arrival times are three or more hours different from the scheduled times for domestic flights or six hours for international flights, and when the airport is changed or connections are added, it said.

Passengers are also to get refunds when their baggage is 12 hours late in delivery for domestic flights.

The new rule comes after promises to hold airlines accountable after major disruptions that made travel hell for passengers, including the 2022 Southwest Airlines meltdown , which resulted in almost 17,000 significantly delayed or canceled flights and a missing baggage nightmare.

The Transportation Department said that the new rule means refunds are automatic and that "airlines must automatically issue refunds without passengers having to explicitly request them or jump through hoops."

Also announced Wednesday was a rule requiring airlines to more clearly disclose so-called junk fees upfront, such as surprise baggage or other fees, the department said.

It said that rule is expected to save fliers around $500 million a year.

The surprise fees are used so tickets look cheaper than they really are, and then fliers get the unwelcome surprise of fees on checked bags, carry-on bags or reservation changes — or even discounts that are advertised but apply to only part of the ticket price, officials said.

Airlines will also have to tell fliers clearly that their seats are guaranteed and that they don't have to pay extra to ensure they have seats for flights, according to the Transportation Department.

Airlines for America, an industry trade group, said that its member airlines “offer transparency and vast choice to consumers from first search to touchdown” and that they do offer cash refunds.

The 11 largest U.S. airlines returned $10.9 billion in cash refunds last year, an increase over $7.5 billion in 2019 but slightly down from $11.2 billion in 2022, the group said.

“U.S. airlines are providing more options and better services while ticket prices, including ancillary revenues, are at historic lows,” Airlines for America said.

Left out of the federal changes announced Wednesday are those involving "family seating fees," but the Transportation Department said in a statement that "DOT is planning to propose a separate rule that bans airlines from charging these junk fees."

Travelers have complained to the Transportation Department that children weren’t seated next to accompanying adults, including in some cases young children, department officials said last year.

Fees on bags specifically have made up an increasing amount of airline revenues, the Transportation Department said Wednesday in announcing the new rules.

A Transportation Department analysis found that airline revenue from baggage fees increased 30% from 2018 to 2022, while operating revenue — which is from the flights themselves — increased by only half that amount, the department said.

Jay Blackman is an NBC News producer covering such areas as transportation, space, medical and consumer issues.

Phil Helsel is a reporter for NBC News.

Biden administration to require greater transparency on airline fees

Rules announced wednesday will also require faster refunds. airlines say such requirements are onerous and unnecessary..

The Biden administration on Wednesday announced a slate of new rules aimed at bringing more transparency to the cost of air travel and making it easier for customers to get refunds when flights are delayed or canceled.

Under the new rules, airlines and ticket agents will be required to disclose up front fees for checked and carry-on bags and for canceling or changing a reservation. Previously, the Transportation Department only required airlines and ticket agents to initially disclose mandatory carrier-imposed and government charges.

The rules would also streamline the refund process for travelers when they experience significant delays or when their flights are canceled. The new requirements are designed to ensure that consumers receive prompt refunds of fees when their checked bags are significantly delayed.

On X, President Biden praised the announcement. “Too often, airlines drag their feet on refunds or rip folks off with junk fees,” he said . “It’s time Americans got a better deal.”

Transportation Secretary Pete Buttigieg said the rules, along with other steps the administration has taken, represent the biggest expansion of passenger rights in the Transportation Department’s history.

“This isn’t just about enforcing when something goes wrong — it’s making it less likely something would go wrong in the first place,” he said during an event at Washington’s Reagan National Airport.

The rules were spurred in part by the record number of complaints that the Biden administration received during the coronavirus pandemic, the vast majority of which involved refunds. Consumers alleged that airlines and ticket agents delayed or refused to provide refunds when millions of passengers stopped flying during the height of the pandemic.

Airlines have generally opposed new regulations and disputed the contention that they are not responsive to consumer concerns, arguing that it is in their best interest to provide consumers with a positive experience.

In a statement, Airlines for America, a trade group, said that the 11 largest passenger carriers issued $43 billion in refunds between January 2020 and December 2023, in addition to offering customers other forms of compensation.

“A4A passenger airlines — which are fierce competitors — offer transparency and vast choice to consumers from first search to touchdown,” the group said. “U.S. airlines are committed to providing the highest quality of service, which includes clarity regarding prices, fees and ticket terms.”

Consumer advocates said the rules and other initiatives put into place by the administration will help ensure that when trips go awry, travelers will be protected.

“Those of us who have spent years fighting for greater protections for airline passengers, as well as more fairness and competition in the industry, have been heartened over the last year by a series of positive and, in some cases, unprecedented, developments by the U.S. Department of Transportation,” said William McGee, senior fellow for aviation and travel at the American Economic Liberties Project.

Under current rules, travelers are entitled to refunds when a flight is canceled or significantly changed. But refund policies differed between airlines in part because there was no single definition for “significantly changed.” The new rule specifies that if a flight’s arrival or departure time is changed by more than three hours for domestic flights or six hours for international flights; departs or arrives from a different airport; increases the number of connections; downgrades the passenger to a lower class of service; or involves connections at different airports or a flight on an aircraft that is less accessible or accommodating to a person with a disability, passengers will be entitled to a refund.

The final rule also will require airlines to automatically issue refunds, rather than requiring passengers to explicitly request them in cash or in the purchaser’s original form of payment. Refunds for the full amount paid by the consumer, minus any portion already used, must be issued within seven business days for tickets purchased with a credit card and 20 calendar days for those purchased with other forms of payment.

The Transportation Department also has focused on improving the travel experience for consumers, creating dashboards to help consumers understand their rights when flights are canceled or significantly delayed, including when they are eligible for hotel accommodations or meal vouchers. Another dashboard offers consumers information on which airlines offer fee-free family seating.

Last week, the department announced a partnership with a bipartisan group of 18 state attorneys general aimed at more quickly addressing consumer complaints about airline or ticket agent practices. Under the arrangement, state attorneys general, using guidelines provided by the Transportation Department, would review the complaints and forward those that require further action to federal officials.

New Biden administration rules require airlines to refund changed flights and abolish surprise fees

Airlines will now have to provide automatic refunds to travelers if flights are canceled or significantly altered under new US Department of Transportation rules, a significant change for consumers that could drive up costs across the industry.

The final regulations released Wednesday outline the circumstances where passengers are entitled to refunds for all travel to, from and within the US. The goal is to make it easier for people to get money back and to make refund policies more consistent from one airline to the next. 

According to the department, complaints related to airlines and ticket agents rejecting or delaying refunds made up 87% of all air-travel service complaints at the height of the Covid-19 pandemic in 2020.

“Passengers deserve to get their money back when an airline owes them — without headaches or haggling,” Transportation Secretary Pete Buttigieg said in a statement.

Under the new rule, passengers will be entitled to refunds if there is a “significant change” to their flights. These include:

• Departure or arrival time that moves by more than three hours domestically or six hours for international flights
• Being downgraded to a lower class than originally purchased, as from first class to economy
• Change of departure or arrival airport
• Increase in number of connections
• Changes to connecting airports or planes flown if they are less accommodating for people with disabilities

Travelers will also get refunds for checked bag fees if the bag is lost and not delivered within 12 hours of a domestic flight’s gate arrival. International flights will have from 15 to 30 hours to return a lost bag, depending on their length. 

Anyone who pays for a service, such as in-flight Wi-Fi or entertainment, and doesn’t receive it will also get their money back.

In addition, DOT made changes to make it easier for the passengers to receive the money they’re owed by requiring prompt automatic refunds in cash or through the original form of payment. Buttigieg said during a news conference at Ronald Reagan Washington National Airport Wednesday that the bulk of the new requirements will go into effect in about six months.

The refund changes are poised to add significant costs across the airline industry, which could have a disproportionate impact on low-cost carriers, according to Seaport Research analyst Daniel McKenzie. “To the extent low cost carriers have to add costs to comply, reduce growth and/or downsize, they become less competitive,” McKenzie said in a note.

The Airlines for America trade group said in a statement that its member carriers already abide by and often exceed regulation on consumer protection. 

“US airlines are providing more options and better services while ticket prices, including ancillary revenues, are at historic lows,” the group said in a release.

Also on Wednesday, the department released a final rule requiring airlines to clearly communicate their extra fees upfront for checked luggage, carry-on bags or for canceling or changing reservations. According to DOT, airlines saw a 30% increase in revenue from baggage fees between 2018 and 2022. 

“Airlines should compete with one another to secure passengers’ business — not to see who can charge the most in surprise fees,” Buttigieg said in a separate statement, adding that the rule will save travelers more than half a billion dollars a year.  

Buttigieg told reporters at the news conference that more rules are on the way, including to expand rights for passengers who use wheelchairs and to allow parents to sit with their children on flights without being charged a fee. 

DOT will also continue to pursue more aggressive enforcement when airlines violate rules, he said, pointing to the department’s $140 million record fine against Southwest Airlines Co. for a meltdown in its operations that left more than 2 million passengers stranded in December 2022. 

“The level of toughness reflected in the Southwest enforcement is not an exception, but the new standard,” Buttigieg said. 

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Office of the Vice President for Research

Traveling abroad for presentations or research this summer.

The University of Iowa is committed to engaging in research with collaborators from around the globe, working together to foster scholarship, develop new projects and research, and serve the public.   

“At the same time, it is important to safeguard intellectual property and institutional data, and to be aware of sponsor requirements and federal regulations,” said Mike Andrews, director of research integrity and security. “There are several institutional and federal regulations that researchers may not be aware of that are important to consider prior to leaving on a research trip abroad."  

Researchers at the University of Iowa have access to a wide range of resources available to support international collaboration. From travel insurance and laptop rentals, to assistance understanding federal sponsor requirements and export control regulations, UI staff are available to help prior to the initiation of a trip or collaboration.   

The Division of Sponsored Programs hosts an extensive website with resources and applicable policy information.   

 1. Review policies on travel and travel insurance   

Institutional policies  

In order for the institution to be informed of, and support researchers and scholars who are traveling internationally for research and scholarship, travelers must request pre-approval prior to university-sponsored travel. The pre-approval process in ProTrav, which routes to a traveler’s supervisor, ensures that the travel is approved and meets institutional requirements.   

The university provides travel insurance for university-sponsored travel to international locations only if the ProTrav trip request is approved in advance of the departure date. Read more about the UI travel policy.  

Sponsor policies  

In addition to requesting institutional approval, researchers must also request pre-approval from a sponsor if the travel is associated with a sponsored project.  Obtaining institutional approval via ProTrav does not constitute sponsor approval.  Since specific foreign travel approval requirements vary by sponsor, travelers should contact the Division of Sponsored Programs with questions about requesting prior approval.  

2. Disclose working with a foreign entity   

The U.S. government is engaged in a multifaceted effort to raise awareness of the potential for foreign influence on research, intellectual property, and associated technology implementation. To ensure that external activities are conducted in a manner consistent with institutional and public values, policies have been established to ensure that university employees avoid improper conflicts, and otherwise disclose activities for review and management.  

Institutional policies   

The university requires all researchers to disclose activities with foreign governments and institutions of higher education, such as presenting, teaching or conducting research external to university research activities. These disclosures should also include any form of payments, stipends, personal reimbursed travel, honoraria, and remunerations.  

The Conflict of Interest in Research Office can assist with any questions you have about what must be disclosed for research disclosure purposes. Although not exhaustive, a sample list of activities and external interests to disclose is posted on its website.   

Disclosing external research collaborations is also subject to Conflict of Commitment policies . Contact the Office of the Provost for more information on Conflict of Commitment disclosures.   

Activities under all conflict of interest and commitment policies must be disclosed to the institution through the eCOI platform .   

In addition, most federal sponsors require disclosure of other support or related activities with foreign governments and other organizations. For additional information about the information that must be disclosed to federal funding agencies, please review the Division of Sponsored Programs’ website or contact the Division of Sponsored Programs with questions.   

3. Protect university devices and data  

ITS hosts a webpage of best practices and things to consider prior to leaving campus on university-related business with personal or university owned equipment, with detailed checklists of considerations for both hardware and software. An important rule of thumb is to not travel with any devices or data you cannot replace or would not want to lose.  

ITS also offers a laptop rental program for various purposes including travel. Authorized departmental purchasing requestors can reserve equipment online for pickup at the ITS offices in 2800 University Capitol Centre during normal business hours (Monday-Friday, 8-5 p.m.). Details about the process are available on the ITS’s laptop rental webpage .   

4. Consider export controls    

Export control regulations may apply to several aspects of international travel. Questions to consider prior to travel are:  

Destination: Are you traveling to a sanctioned country?  

People, institutions, and businesses you will interact with: Are they listed on a U.S. Government restricted list? The regulations prohibit engaging in transactions or providing services to entities and individuals who appear on U.S. Government restricted lists.  

Items you are carrying, both as part of your luggage or to share with a collaborator: Is it restricted for your destination or is a license required?  

Information/Technical Data on your devices: Is it export controlled?   

If you work with export-controlled items and/or technology, and/or have questions related to new travel, please contact an export control coordinator .  

General questions about research security may be directed to the Mike Andrews , director of research integrity and security in the Office of the Vice President for Research.