Travel Expenses and Claims for Government Employees: TDY, PDT, and HHG, Schemes and Mind Maps of Financial Management

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DoD 7000.14 - R

DEPARTMENT OF DEFENSE

FINANCIAL MANAGEMENT REGULATION

VOLUME 9: “TRAVEL POLICY”

UNDER SECRETARY OF DEFENSE

(COMPTROLLER)

*June 2017

VOLUME 9, CHAPTER 1: “GENERAL INFORMATION”

SUMMARY OF MAJOR CHANGES

All changes are denoted by blue font.

Substantive revisions are denoted by an asterisk (*) symbol preceding the section, paragraph, table, or figure that includes the revision.

Unless otherwise noted, chapters referenced are contained in this volume.

Hyperlinks are denoted by bold, italic, blue, and underlined font.

The previous version dated June 2015 is archived.

PARAGRAPH EXPLANATION OF CHANGE/REVISION PURPOSE

All

Verified and updated references, hyperlinks, and formatting to comply with current administrative instructions, and made clarifying editorial changes.

Revision

0101 Changed section 0101 from “Authority” to “Purpose.” Revision

0102 Changed section 0102 from “Application” to “Authoritative Guidance.” Revision

010202 Revised guidance on requests for exceptions to policy. Revision

0103 Clarified guidance in section 0103, “Effective Date of JTR Changes.” Revision

0104 Combined guidance contained in paragraphs 010401 and 010402 and placed under section 0104. Revision

010401 Deleted paragraph 010401. Guidance moved under section 0104. Deletion

Deleted paragraph 010402. Guidance moved under section 0104. Deletion

All

This instruction has been reviewed by the Per Diem, Travel and Transportation Allowance Committee (PDTATAC) staff in accordance with Department of Defense Instruction 5154.31, Volume 5, dated October 16, 2015, as PDTATAC Case 17009. Any conflict between this publication and the Joint Travel Regulations (JTR) is resolved based on the JTR and not this publication.

Revision

*June 2017 CHAPTER 1

GENERAL INFORMATION

***** 0101 PURPOSE

The policies addressed in Volume 9 apply to all personnel traveling under orders funded by the Department of Defense (DoD). This includes military members, civilian employees, members of the Reserve Components, dependents on official orders, and travelers on DoD invitational travel authorizations. Individual DoD Component travel implementing guidance remains in use to provide direction for travel order preparation, administration, and accounting.

***** 0102 AUTHORITATIVE GUIDANCE

Volume 9 provides supplemental instructions on the payment of allowances authorized by the Joint Travel Regulations ( JTR ). The DoD chartered Per Diem, Travel and Transportation Allowance Committee (PDTATAC) publishes the JTR. The JTR directly implements the travel and transportation allowances authorized by law for members of the Uniformed Services, and also implements guidance from the General Services Administration’s (GSA) Federal Travel Regulation ( FTR ) for DoD civilian employees.

10201. Additional Guidance

A. Additional guidance pertinent to the U.S. Army is in the DFAS-IN 37-1 Regulation, Chapter 10, Travel and Transportation Allowances.

B. Additional guidance pertinent to the U.S. Air Force is in the Air Force Instruction 24-101, Passenger Movement. (Once you have reached this page, you must click on ‘Departmental’ under the ‘Publications’ tab, then select and click on # 24 (Transportation) under ‘Select Publication Series’, which will take you to the page where you may select the Air Force 24-101 publication.)

C. Additional guidance pertinent to the U.S Navy is available in the Navy Passenger Transportation Manual (OPNAVINST 4650.15B).

D. Additional guidance pertinent to the U.S. Marine Corps is in the Marine Corps Assignment, Classification, and Travel System Manual (ACTS Manual).

***** 010202. Exceptions

Exceptions to policy must be authorized by the Office of the Under Secretary of Defense (Comptroller) (OUSD(C)). Requests for exceptions must include a justification(s) and a recommendation(s), and must be approved by the appropriate DoD Component command channel at or above the level of the Deputy Chief Financial Officer (DCFO), OUSD(C). Requests must be sent through the appropriate DoD Component to the Defense Finance and Accounting Service (DFAS), Director, Strategy, Policy and Requirements, Finance Policy Division (DFAS-ZPF),

*June 2017

8899 E. 56 th^ Street, Indianapolis, IN, 46249, for review and recommendation for approval/disapproval, and will be forwarded to the DCFO, OUSD(C), for a final decision.

***** 0103 EFFECTIVE DATE OF JTR CHANGES

See the information on “EFFECTIVE DATE OF REGULATION CHANGES” in the Introductions to the JTR for explanations of JTR effective dates. The DFAS-ZPF may release policy memorandums affecting Volume 9 which implement PDTATAC determinations, if necessary. These policy memorandums remain in effect until the information is published in a change to Volume 9.

***** 0104 RESPONSIBILITIES

The OUSD(C) has ultimate responsibility for the policies contained in Volume 9. The DoD Components may submit requests for changes to DFAS-ZPF. The DFAS-ZPF will review requests and initiate recommended changes to Volume 9 if necessary.

0105 ROUTING AND FORMAT FOR RECOMMENDING CHANGES

Recommendations for changes should include a full explanation regarding the need and rationale for the proposed change. When the proposal is the result of an actual situation, the details must be provided. Addresses for submission of proposed changes are:

Army: Assistant Secretary of the Army (Financial Management and Comptroller) 109 Army Pentagon Washington, DC 20310-

Navy: Senior Civilian Official Office of the Assistant Secretary of the Navy (Financial Management and Comptroller) 1000 Navy Pentagon Washington, DC 20350-

Air Force: Assistant Secretary of the Air Force (Financial Management and Comptroller) 1130 Air Force Pentagon Washington, DC 20330-

U.S. Marine Corps: Commandant of the Marine Corps Headquarters, U.S. Marine Corps Programs & Resources Department 3000 Marine Corps Pentagon Washington, DC 20350-

*June 2017

NOTE: Additional information concerning the GSA’s requirement to report travel on government aircraft by senior Federal officials and non-Federal travelers, to include the Senior Federal Travel Reporting tool and submitting negative reports, may be found at Senior Federal Travel Reporting Tool.

10602. Premium Class Accommodations That Must be Reported

“OTCC”, or “Premium Class,” is defined as any class of accommodations above coach- class, (i.e., first-class/business class). When reporting OTCC accommodations to GSA, agencies are required to separate Business Class from First Class. If an agency has no OTCC accommodations to report, a negative report must still be submitted. Any and all instances of premium class accommodations paid by the government, which includes any premium class accommodations used as part of a multi-leg, or multi-segmented trip which was paid by the government must be reported. Beginning in fiscal year 2015, GSA requires agencies to report premium class travel by ticket, rather than segments as in previous years. If any portion of the ticket purchased is traveled in OTCC, the entire cost of the ticket must be reported.

10603. Premium Class Accommodations That Do Not Require Reporting

A. Any premium class accommodation(s) paid by the traveler,

B. Those acquired by the traveler through frequent flier points or benefits,

C. Those which are considered a free upgrade, or

D. When the Federal Government pays coach class fares for premium class accommodations.

10604. Negative Reports and Exceptions to Reporting Premium Class Travel

A. Negative Reports. DoD Components that have no premium class accommodations to report, must still submit a negative report to GSA annually.

B. Exceptions to Reporting Premium Class Travel. Agencies are not required to report data that is protected from public disclosure by statute or Executive Order; however, they must submit, in a cover letter to the GSA the following aggregate information:

1. Aggregate number of authorized OTCC trips protected from disclosure,
2. Total cost of actual OTCC fares paid that exceeded coach class fare, and
3. Total cost of coach class fares that would have been paid for the same travel.

*June 2017

NOTE: Additional information concerning the GSA requirements for reporting Premium Class Travel, to include gaining access to the on-line reporting tool, may be found at Premium Class Travel Report Guidelines.

Table of Contents

*** July 2016 CHAPTER 4**

TRANSPORTATION ALLOWANCES

***** 0401 GENERAL

40101. Purpose

This chapter provides general policy guidance to official travelers on transportation allowances.

40102. Authoritative Guidance

This chapter provides guidance under authorities contained in statute, Joint Travel Regulations (JTR) , and the Federal Travel Regulation (FTR).

***** 0402 TRANSPORTATION MODE

The Authorizing Official (AO) must direct or authorize the transportation mode for official travel. If the AO does not direct a specific transportation mode, the traveler may select the mode to use. The traveler must use the Commercial Travel Office (CTO). (See JTR, par. 2400.) The Transportation Office(r) (TO) is responsible for issuing policy on the use and procurement of transportation. Travelers should contact the TO for information regarding available transportation services and costs.

0403 TRAVEL BY PRIVATELY OWNED CONVEYANCE (POC)

40301. Use of POC

An AO may authorize, but cannot direct a traveler to use a POC in connection with travel on official government business. This limitation also applies to travel as a passenger in a POC. (See JTR, pars. 3220 and 4705.) NOTE: An employee may not be prohibited from using a POC on official travel. See FTR 301-70.105 on administering the authorization and payment of employee POC travel expenses.

40302. When POC Use is More Advantageous to the Government

POC use on a temporary duty assignment (TDY) trip is to the Government’s advantage for locations within 800 miles round-trip (400 miles one-way) of the permanent duty station (PDS). Commands may authorize POC use for TDY travel of such distances without completing a cost comparison. (See JTR, par. 3210-D.)

40303. When POC Use is Not More Advantageous to the Government

If an employee elects to use a POC instead of the transportation mode authorized, then:

*** July 2016** D/A DATE LOCATION MODE REASON FOR STOP Dep 1 Oct PDS PA Arr 3 Oct TDY point A TD Dep 8 Oct TDY point A PA Arr 10 Oct PDS MC

In this example, October 8 is a day of duty and October 9 and 10 are travel days. Using the same example, if a traveler performs no duty on October 8 at the TDY point, October 8 and 9 are travel days. The AO must determine if October 10 should be charged as leave in accordance with DoD Component procedures.

0404 BUSINESS/FIRST CLASS (PREMIUM) ACCOMMODATIONS

Travelers are not entitled to reimbursement for premium accommodations unless properly authorized and approved. (See JTR, pars. 3510 and 3615.) It is DoD policy that travelers using commercial air carriers for official travel must use less-than-premium accommodations. This does not preclude the traveler from accepting a complimentary seating upgrade offered by the carrier. Refer any questions to the traveler’s AO.

0405 UNUSED/LOST/STOLEN TRANSPORTATION REQUESTS OR TICKETS

40501. Unused/Lost/Stolen Transportation Requests or Tickets

If a traveler does not use the ticket (paper or electronic) for government-procured transportation, the traveler must return that ticket to the TO/CTO. Travelers utilizing electronic tickets for which they do not have an issued boarding pass must return a copy of their itinerary to the TO/CTO. The traveler must complete and have the issuing authority (i.e., TO/CTO) sign an original and one copy of a DD 730 , Receipt for Unused Transportation Requests and/or Tickets, Including Unused Meal Tickets. The Standard Form (SF) 1170 , Redemption of Unused Tickets, may also be used if its use is in accordance with Service regulations. The traveler must attach a copy of the DD 730/SF 1170 (or other receipt) to the travel claim. If a traveler loses a paper ticket or transportation request, the traveler must contact the TO/CTO for assistance. A traveler remains financially responsible to the Government for the cost of a lost or stolen paper ticket or transportation request, regardless of fault or negligence. If the travel order directs use of government-procured transportation, do not reimburse the traveler for personally procured transportation unless the AO provides a statement to allow reimbursement. (See JTR, pars. 2160 and 2715.)

40502. Involuntarily Relinquished Airline Accommodations

Penalty payments or credits issued by air carriers under certain provisions of their tariffs for failing to furnish accommodations for confirmed reserved space belong to the U.S. Government, and not the traveler, when the payments result from travel on official business and the traveler was involuntarily denied boarding. In accordance with the JTR, par. 1300-C-2, travelers must request that the transportation carrier show “Treasurer of the United States” as the payee on the compensation check and forward the payment according to Service/DoD Agency directives.

*** July 2016**

***** 0406 RENTAL VEHICLES

It is mandatory that travelers use an available CTO to obtain a rental vehicle. When a CTO is available, but not used, reimbursement is limited to what the cost would have been if a CTO made the arrangements. (See JTR, par. 3330-B). Only the individual(s) authorized a rental vehicle on their travel order(s), and named on the rental agreement/contract, may receive reimbursement for authorized rental car expenses. (See JTR, par. 3320-F.)

40601. Receipts

When a traveler is authorized and uses a commercial rental vehicle, a receipt from the rental agency, in addition to other related rental vehicle expense receipts, must be attached to the claim for costs of $75.00 or more. (See JTR, par. 2710.)

40602. Mileage Charges

When a mileage charge is included in the cost of a rental vehicle, the total cost of which is $75.00 or more, a statement showing the official distance driven must be attached to the claim.

40603. Leisure Use with Official Use

A traveler who is on official travel with an authorized rental vehicle, who also uses the vehicle during authorized leave, will only be reimbursed for the amount it would cost to rent the vehicle, on a daily basis, for the number of days of official travel. The Defense Travel Management Office (DTMO), Rental Car Agreement , only covers official duty. Rental car vendors have different procedures and the traveler must check with the rental car vendor to determine if the rental car must be returned after the official business portion of TDY in order to obtain another rental car for personal use.

40604. Reimbursement for the Cost of Damages to Commercial Rental Vehicles

Rental cars covered by the DTMO rental car agreement include full liability and vehicle loss, and damage insurance coverage in the Government rate. Reimbursement or payment to the rental agency for damages must be made by the government, or by the traveler if it is determined that the traveler was not within the scope of employment when the loss occurred. When government reimbursement is approved, and extra collision insurance is not purchased or included in the basic rental contract (e.g., in accordance with DTMO negotiated agreements), the traveler may be reimbursed for personal funds paid to the rental agency for the full amount of damage sustained, or the deductible amount (when contained in the rental agreement), for a vehicle properly rented and damaged in the performance of official business. The JTR, par. 3320-E, defines official purposes. The traveler submits a claim for reimbursement through the AO to the claims office of the supporting Staff Judge Advocate for adjudication. Supporting documentation must include, but is not limited to:

*** July 2016**

40704. Temporary Duty Station

Travelers performing local travel in a POC at the TDY site may be authorized/approved reimbursement for transportation expenses necessarily incurred for conducting official business in the local area of their TDY stations using the TDY mileage rates for local and TDY travel. (See JTR, par. 2810.)

0408 TRAVEL AND TRANSPORTATION FOR FUNERAL HONORS DETAIL

40801. General

A person not employed by the Government, who participates in a funeral honors detail for a veteran in accordance with Title 10, United States Code, section 1491 , may be authorized transportation or transportation reimbursement and expenses. (See JTR, Appendix E1, par. C7.)

40802. Transportation Mode

The transportation mode used should be the least costly mode available that adequately meets the needs of the detail. When a POC is the authorized mode, actual expenses rather than a mileage allowance may be paid. Reimbursement for POC actual expenses are limited to fuel, oil, parking, ferry fares, and road, bridge, and/or tunnel tolls.

40803. Lodging and Meals

The actual cost of lodging and meals may be reimbursed up to the per diem rate prescribed for the area concerned. If individuals serving on the funeral honors detail incur costs to include per diem, an invitational travel authorization will be used.

40804. Reimbursable Expenses

Reimbursable expenses, in accordance with JTR, Appendix G, may be authorized.

November 2015

VOLUME 9, CHAPTER 5: “TEMPORARY DUTY TRAVEL (TDY)”

SUMMARY OF MAJOR CHANGES

All changes are denoted by blue font.

Substantive revisions are denoted by an (*) symbol preceding the section, paragraph, table, or figure that includes the revision.

Unless otherwise noted, chapters referenced are contained in this volume.

Hyperlinks are denoted by bold, italic, blue and underlined font****.

The previous version dated February 2013 is archived.

PARAGRAPH EXPLANATION OF CHANGE/REVISION PURPOSE

All Verified and updated references and hyperlinks. Revision All Made editorial changes to increase the clarity of guidance. Revision 0501 Updated the General section to add Purpose and Authority paragraphs.

Revision

050201 Changed name of Accountable Official to Departmental Accountable Official for consistency with Volume 5 terminology. Added information on pecuniary liability for Approving Officials and Authorizing Officials for consistency with Volume 5 guidance.

Revision

All This publication has been reviewed by the Per Diem, Travel and Transportation Allowance Committee (PDTATAC) in accordance with Department of Defense Directive (DoDD) 5154.29, dated 9 March 1993, as PDTATAC Case RR

15013. Any conflict between this publication and the Joint Travel Regulation (JTR) is resolved based on the JTR and not this publication.

Revision

 - *June 

• • 0101 PURPOSE
• • 0102 AUTHORITATIVE GUIDANCE
  • 10201. Additional Guidance
  • • 10202. Exceptions
• • 0103 EFFECTIVE DATE OF JTR CHANGES.........................................................................
• • 0104 RESPONSIBILITIES
• 0105 ROUTING AND FORMAT FOR RECOMMENDING CHANGES
• 0106 REQUIREMENTS FOR REPORTING EMPLOYEE TRAVEL
  • 10601. Report for Travel on Government Aircraft by Senior Federal Officials
  • 10602. Premium Class Accommodations That Must be Reported
  • 10603. Premium Class Accommodations That Do Not Require Reporting
  • 10604. Negative Reports and Exceptions to Reporting Premium Class Travel...............
    • • July
• • 0401 GENERAL
  • 40101. Purpose.................................................................................................................
  • 40102. Authoritative Guidance
• • 0402 TRANSPORTATION MODE
• 0403 TRAVEL BY PRIVATELY OWNED CONVEYANCE (POC)
  • 40301. Use of POC
  • 40302. When POC Use is More Advantageous to the Government
  • 40303. When POC Use is Not More Advantageous to the Government
  • 40304. Allowable Travel Time Policy
• 0404 BUSINESS/FIRST CLASS (PREMIUM) ACCOMMODATIONS..............................
• 0405 UNUSED/LOST/STOLEN TRANSPORTATION REQUESTS OR TICKETS
  • 40501. Unused/Lost/Stolen Transportation Requests or Tickets
  • 40502. Involuntarily Relinquished Airline Accommodations
• • 0406 RENTAL VEHICLES
  • 40601. Receipts
  • 40602. Mileage Charges
  • 40603. Leisure Use with Official Use..............................................................................
  • 40604. Reimbursement for the Cost of Damages to Commercial Rental Vehicles
  • 40605. Damage Claims Received From Rental Agencies
• STATIONS 0407 LOCAL TRAVEL IN AND AROUND PERMANENT OR TEMPORARY DUTY
  • 40701. General
  • 40702. Prohibition on Self-Approval...............................................................................
  • 40703. PDS
  • 40704. Temporary Duty Station
• 0408 TRAVEL AND TRANSPORTATION FOR FUNERAL HONORS DETAIL.............
  • 40801. General
  • 40802. Transportation Mode
  • 40803. Lodging and Meals
  • 40804. Reimbursable Expenses

     - November 

• VOLUME 9, CHAPTER 5: “Temporary Duty Travel (TDY)”
  • • 0501 GENERAL
      • 50101. Purpose
      • 50502. Authoritative Guidance
  • 0502 RESPONSIBILITIES
    • • 50201. Departmental Accountable Official (DAO) Responsibilities
    • 50202. Reviewing Officials
    • 50203. Suspected False Claims
  • 0503 TRAVEL ORDERS
    • 50301. Funding
    • 50302. Variations
    • 50303. Issued in Advance
    • 50304. Basis for Reimbursement
    • 50305. Object Classification
    • 50306. Registration Fees
    • 50307. Errors on Travel Orders
    • 50308. Retroactive Amendments to Orders
  • 0504 TRAVEL ADVANCES
    • 50401. Policy..................................................................................................................
    • 50402. Managing Financial Resources
    • 50403. Cadets and Midshipmen
    • 50404. Invitational Travel Authorizations
    • 50405. Monitoring Advances
  • 0505 TRAVEL ADVANCE LIMITATIONS
    • 50501. General
    • 50502. Cash Transaction Expenses
    • 50503. Exceptions to Travel Advance Limitations
    • 50504. Per Diem Amount
    • 50505. Mileage Amount.................................................................................................
    • 50506. Commercial Transportation Amount
    • 50507. Advance Payment of Discounted Conference or Training Registration Fee
    • 50508. HHG Amount
    • 50509. Temporary Quarters Subsistence Expense (TQSE) Amount
    • 50510. Mobile Home Transportation Amount
    • November
  • 50511. Group or Charter Arrangements......................................................................... Table of Contents (Continued)
  • 50512. Requesting an Advance
  • 50513. Obtaining an Advance Payment
  • 50514. Advance Repayment
  • 50515. Advances for Service Member Separatees or Retirees
• 0506 TRAVEL STATUS
  • 50601. General
  • 50602. Aircrew
• 0507 FURNISHED MEALS
  • 50701. Complimentary Meals Furnished by a Hotel
  • 50702. Meals Furnished at Conferences
• 0508 GOVERNMENT QUARTERS AND DINING FACILITY AVAILABILITY
  • 50801. Non-availability Statements
  • 50802. Government Dining Facility
  • 50803. TDY Not at an Installation
  • 50804. TDY at an Installation
• 0509 SPECIAL STATUS AND PER DIEM RATES...........................................................
  • 50901. Departure From and Return to PDS
  • 50902. Other Changes in Status
  • 50903. Payment for Meals
  • 50904. Travel Orders
• 0510 CONSECUTIVE TDY
  • 51001. Per Diem.............................................................................................................
  • 51002. Authorized Delay Enroute..................................................................................
• CONJUNCTION WITH FUNDED TDY 0511 LEAVE, PERMISSIVE TDY, OR ADMINISTRATIVE ABSENCE IN
  • 51101. Permissive/Administrative Travel Time
  • 51102. Travel Time When Using Privately Owned Conveyance (POC).......................
  • 51103. Leave and Overtime in Conjunction With Official Travel
    • November
• 0512 RETURN TO THE PERMANENT DUTY STATION DURING TDY Table of Contents (Continued)
  • 51201. Authorized Return
  • 51202. Voluntary Return