- Briefing Room
U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
FHWA Order 1500.8, Attachment
EFFECTIVE DATE: Effective November 1, 1997.
CONCEPT OF REGULATIONS. The following Federal Highway Administration (FHWA) policy represents a supplement to the Federal Travel Regulation (FTR) (41 CFR 301-304) and DOT Travel Guiding Principles (DTGP). The FHWA Travel Policy (FTP) Supplement, on salmon-colored paper, shall be filed behind each corresponding Chapter and Part of the FTR and DTGP.
To understand the entire body of regulations and policy surrounding allowable travel and transportation entitlements, you should first read the FTR, then, if applicable the DTGP corresponding policy, and if applicable, the FTP Supplement. Where no corresponding FTR and/or DTGP reference is found to the FTP Supplement paragraph, this means it is a FHWA reference only. Internet web links are being established to ensure this information is available to all employees.
All of the aforementioned policy references apply to all FHWA employees, invitational travelers, and all other individuals authorized to travel under an official travel authorization.
DELEGATION OF AUTHORITY. The Associate Administrator for Administration has the authority to supplement the FTR and DTGP as appropriate. Reference to "agency head" in the FTR and the DTGP refers to the FHWA Administrator. The FTP will identify certain travel approvals which have been redelegated below the Administrator level, and those which may be further delegated in accordance with the FHWA Order 1100.1, Delegations of Authority. (Your FTP shall be annotated with travel approval authorities which have been delegated further within your organization. These authorities shall be further documented on the Authorized Signature List, Exhibit 1 to the FTP Supplement. Original copies shall be forwarded to the HQ Travel Team, HFS-20.)
FHWA travel policy will be issued on an as needed basis for the purpose of providing internal FHWA policy guidance and processing procedures.
OTHER SUPPLEMENTING MATERIALS. Publications cited in the FTR or DTGP should be used as appropriate.
CONTACTS. The administrative staff in each program office should be the traveler's primary contact for temporary duty travel (TDY). The Relocation Allowances Team, within the Office of Budget and Finance, is the relocating employee's primary contact for first duty or permanent change-of-station policy and guidance.
CHANGES. Additions to the FTP Supplement will be denoted by date issued. Changes will denoted by vertical line placed on the left margin.
PART 301-1--APPLICABILITY AND GENERAL RULES
PART 301-1--APPLICABILITY AND GENERAL RULES
Subpart A--Authority, Applicability, and General Rules
(b) Invitational Travel. Associate Administrators, Staff Office Directors, Regional Administrators, the Federal Lands Highway Program Administrator, and the Director, ITS Joint Program Office, are delegated the authority to approve invitational travel in accordance with the FHWA Order 1100.1, Delegations of Authority. This authority may not be further redelegated.
(1) Requests for approval. All requests for invitational travel shall include:
þ Name of traveler(s)
þ Organization and place of business of the traveler(s)
þ Traveler's expertise
þ Purpose and location of travel
þ Estimated cost of travel.
þ A complete explanation of the direct benefit to the Government (FHWA), i.e.:
þ Task force/team/working group member
þ Technical evaluation panel member
þ Advisory committee member
þ Training instructor
þ Meeting facilitator
þ Job interview
(2) Format. The attached form, Invitational Travel Approval Request, Exhibit 2, is provided to facilitate this process. The approval form must be attached to the travel authorization. The travel authorization may be approved by an official delegated the authority to approve travel. The travel authorization does not satisfy the approval requirement. Subpart B--Official Government Business Travel
Subpart B--Official Government Business Travel
§301-1.101 Authorization of travel.
(b) Agency responsibilities. (1) Post-approved travel authorizations will be used in travel situations where it is not practical or possible to issue a written authorization in advance of the travel.
(3) The Deputy Administrator, Executive Director, Associate Administrators, Staff Office Directors, and Regional Administrators are delegated the authority to approve travel authorizations and travel vouchers covering their own travel. This authority may be successively redelegated down to Division Chiefs in the Washington Headquarters Office, Heads of Staff elements (including OMC) and Office Directors in the regional headquarters offices, and Division Administrators/OMC State Directors only. FHWA Order M 1100.1, Part I, Chapter 4, paragraph 50 will be modified. This authority may not be further redelegated. §301-1.102 Guidelines for issuing travel authorizations--Travel Management System.
§301-1.102 Guidelines for issuing travel authorizations--Travel Management System.
FHWA employees shall use the automated travel management system, PerDiemAzing (PDTMS), for requesting authorization to travel and to voucher for completed travel upon availability.
Approving officials shall retain all necessary/mandatory receipts for lodging, airfare, rental car and all other miscellaneous expenses exempt from the $75 receipt requirement for a period of six and one-half (6 ½) fiscal years after completion of the travel. (This time period is required to comply with Treasury and IRS regulations.) If the employee's voucher is selected for audit, receipts must be provided within 7 to 10 workdays of a written request. The request for receipts will be sent to both the employee and the approval official. In the event additional time beyond 10 days is necessary, a request stating the reason and anticipated date receipts will be provided, must be approved by the Chief, Finance Division (HFS-20). If the receipts are not received by the Travel Team, HFS-20, within the this period, the employee will be required to repay the entire amount of the voucher until the receipts are obtained. If the audit of the travel voucher identifies ineligible expenses for reimbursement, the employee will be issued a bill for collection.
(b) Levels of approval and requirements for special purpose travel.
(I) Delegation of Authority:
Foreign travel. See DTGP, same reference and FTP Part 301-18. §301-1.103 Instructions/guidelines for travelers.
§301-1.103 Instructions/guidelines for travelers.
(f) Frequent traveler programs. (1) Frequent traveler benefits earned in connection with official FHWA travel are to be redeemed/used only for official travel. They shall not be redeemed/used for personal travel.
(A) Employees shall, when requested by the travel authorizing official, demonstrate whether they are members of a frequent flyer program and have earned frequent traveler benefits as a result of official travel.
(B) Employees are responsible for maintaining separate records for benefits earned from the conduct of official travel and benefits earned from personal travel on the same frequent flyer account. Benefits which cannot be separated shall be the sole property of the Government and will be used for official travel only.
(1) Employees who resign/retire from the FHWA shall be requested to forfeit all frequent traveler benefits earned as a result of official travel and not used.
(2) Frequent FHWA travelers are encouraged and authorized to participate/join frequent traveler programs to the maximum extent possible and may be reimbursed for the cost to join available programs, provided the cost does not exceed the benefit.
(3) Frequent traveler benefits should be used to the maximum extent possible to reduce overall travel costs. The use of frequent traveler benefits may only be used to upgrade to premium class accommodations under the conditions listed in §301-3.3(d)(3)(ii)(F) of the FTR and the DTGP. Approval to upgrade is delegated to the FHWA Administrator only.
PART 301-2--TRANSPORTATION ALLOWABLE
§301-2.1 Expenses payable as transportation
§301-2.1 Expenses payable as transportation
(a) Prepaid ticket advice (PTA) service. Effective October 1, 1995, air carriers began charging Government travelers a PTA service fee ranging from $25 to $45. The PTA is a carrier-provided service wherein the Travel Management Center (TMC) makes the travel arrangements/reservation and the carrier issues the ticket at the airport of departure. The fee will be added to the transportation cost. Officials authorized to approve travel may authorize this service as follows.
(1) Invitational travelers. PTA service may be authorized on an emergency basis for invitational travelers only. This authorization and justification shall be included on the travel authorization/voucher. Overnight mail should be used in lieu of PTA services in all other instances. In each case, the ticket must be purchased with the FHWA GTA/GTS (centrally-billed account). Lost or stolen tickets should be reported immediately to the TMC.
(2) Other travelers. PTA service maybe authorized for employees not eligible for the Government issued charged card who are notified of official travel 24 hours or less prior to departure, and/or who are located in a remote area or a long distance from an airport and who do not otherwise have immediate access to a ticket-issuing facility. Employees in remote locations, who are cardholders, may make their reservation directly with the carrier and purchase the ticket at the airline ticket counter with their individual Government charge card.
§301-2.2 Methods of transportation.
(d) Presumptions as to most advantageous method of transportation.
(1) Common carrier.
(ii) Selecting the most advantageous method of common carrier transportation.
(B) Noncontract air service. The use of noncontract air service shall not be used for the sole convenience of the traveler. Blanket or general statements will not be used on the limited open or single trip authorization nor will carrier preference be used as the reason for the authorized use of noncontract air service. The specific reason for the use of the noncontract air service shall be stated on the travel authorization in accordance with FTR §301-15.27.
Discounted fares available to the general public may be authorized when they result in overall savings. The authorization to use special fares must be included on the travel authorization. It is the traveler's responsibility to be aware of the penalties associated with these fares and to ensure the trip will not be canceled prior to the purchase. Penalties incurred as the result of personal convenience shall not be reimbursed.
In no instance shall an employee be authorized to purchase a fare which is higher than a contract fare or an approved discounted fare without specific or extenuating circumstances.
§301-2.3 Local transportation.
(C) To and from carrier terminals.
(2) When available, the traveler shall use to the maximum extent possible suitable Government or common carrier transportation, including airport limousine service, or courtesy transportation provided by the hotel/motel. §301-2.5 Routing of travel.
§301-2.5 Routing of travel.
(b) Indirect-route or interrupted travel.
(1) The extra expense to include personal travel or other non-FHWA business travel in the official transportation ticket shall borne by the traveler. The TMC agent is required to issue/ticket the official travel itinerary and charge the individual charge card (contractor-issued) or the GTA/GTS. (Note: The official travel authorization shall not include the personal itinerary.)
(2) To include the personal or other business travel, the TMC agent shall use the lowest "leisure fare" available (to minimize the traveler's personal expense) to ticket the entire itinerary. The difference between the two fares is to be borne by the traveler which must be paid with personal funds. Travelers must be aware that the new ticket may result in a non-refundable or penalty fare. These penalties are not reimbursable.
PART 301-3--USE OF COMMERCIAL TRANSPORTATION
§301-3.2 Rental automobiles and special conveyances.
§301-3.2 Rental automobiles and special conveyances.
(a) Approval requirement.
(1) The use of a rental car is to be viewed as an exception to the usual travel approvals. A rental car shall be authorized only for official necessity and when deemed advantageous to the Government. The travel authorization must contain specific justification for the use of the rental car. Routine, unjustified use and approval of rental cars, such as for local transportation to and from the carrier terminal, is considered abuse and reimbursement will be disallowed.
(2) Authorized rental car agency. An employee, when authorized the use of a rental car, is required to obtain a Government contract rental vehicle. The TMC's are authorized to make reservations with these contract rental car agencies.
(3) Selection. Travelers shall use only compact, subcompact, or similar economy cars unless otherwise justified on the travel authorization. Justification for use of specialty, intermediate, or luxury cars will be reviewed and reimbursement allowed only to the extent determined to be necessary and reasonable. General statements such as to accomplish agency mission are unacceptable. Travel tip: Free upgrades should be indicated on the travel voucher to avoid disallowance.
§301-3.3 Travel policy and class of service authorized.
§301-3.3 Travel policy and class of service authorized.
(b) Train accommodations
(3) Authorization or approval of the use of first-class train accommodations--(i) Authorization or approval. See the FTP Supplement 301-3.3(d)(3) of this section.
(c) Steamer accommodations.
(3) Authorization or approval of the use of first-class steamer accommodations--(i) Authorization or approval. See the FTP Supplement 301-3.3(d)(3) of this section.
(d) Airline accommodations.
(3) Authorization approval of the use of premium-class airline accommodations--(I) Authorization or approval. Only the FHWA Administrator has authority to approve the use of premium class travel including redemption of frequent flyer benefits to upgrade accommodations.
(ii) Requirements. The approved form, "Request for Approval of Premium-Class Accommodations," Exhibit B of the DTGP, shall be attached to the travel voucher.
(5) Use of premium-class other than first-class accommodations. Within the FHWA, the use of this class of service which includes business class may be approved under the conditions stated in FTR and DTGP §301-3.3(d)(4)(I-iii). This applies to all FHWA employees.
(x) Requirements. The approved form, "Request for Approval of Premium-Class Accommodations," Exhibit B of the DTGP, shall be attached to the travel voucher.
(e) Agency reporting requirements for first-class travel.
(3) Reporting procedures. Offices shall submit copies of Exhibit B, DTGP, for each approved first class accommodation to the Finance Division, HFS-20, after the end of each fiscal year. These copies shall be sent no later than 10 days from the end of the reporting period. §301-3.4 Special fares.
§301-3.4 Special fares.
(b) Reduced fares.
(2) Reduced group or charter fares offered by travel agents.
(ii) Associate Administrators, Staff Office Directors, the Federal Lands Highway Program Administrator, the Director ITS Joint Program Office, Regional Administrators, Division Administrators, and Federal Lands Highway Division Engineers, are responsible for personally requesting approval to reimburse an employee, including invitational travelers, for the cash purchase of common carrier transportation from an unauthorized travel agent. This paragraph establishes the following procedure.
þ The authority to approve a one-time exemption to the prohibition of using an unauthorized travel agent to purchase a ticket using cash is delegated to the Administrator for Administration and may not be further delegated. All requests should be addressed accordingly.
þ Each request shall contain the following information. (1) Reference to the FTR authority and this Supplement; (2) an explanation of the cash expenditure; (3) type of fare purchased, i.e., round trip, full coach, discounted, non-refundable; (4) cost; (5) the contract fare, if available between the city-pair, for comparison which may also affect reimbursement; and (6) a statement that all parties involved have been reminded/provided with a copy of this regulation.
þ Upon approval/disapproval, the request will be returned to you. Please ensure the approval/disapproval is attached to the original or reclaim travel voucher when forwarded to the Finance Division, HFS-20, for reimbursement. §301-3.5 Unused, downgraded, canceled, or oversold transportation services.
§301-3.5 Unused, downgraded, canceled, or oversold transportation services.
(1) It is the responsibility of each traveler to apply for a refund of any unused tickets and obtain a receipt or ticket refund application, or any other written acknowledgment.
(2) (A) Travelers authorized the use of a centrally billed account (GTA or GTS) shall return any unused tickets for air, rail, bus, etc., promptly to the appropriate office. In Headquarters, the appropriate office is the Finance Division, HFS-20. In the field, the appropriate offices include the Office of the Regional Director of Administration, Executive Officer in the Federal Lands Highway Divisions, and Financial/Administrative Manager.
(B) Travelers using their individual contractor-issued Government charge card shall be responsible for returning any unused ticket(s) to the TMC to obtain the refund.
PART 301-4--REIMBURSEMENT FOR USE OF
PRIVATELY OWNED CONVEYANCES
§301-4.1 Basic rules. Use of a privately-owned conveyance (POC) for official travel may not be directed, such use may be authorized or approved as advantageous to the Government, or undertaken as personal preference of the traveler.
(b) Distance measurements. When a POC is authorized or approved as advantageous to the Government, reimbursement will be based on the distance obtained from a standard highway mileage guide or miles driven as shown by odometer readings. Total miles reimbursed shall not exceed 10 percent of the standard mileage guide miles. §301-4.4 Use of privately-owned conveyance instead of Government-furnished automobile.
§301-4.4 Use of privately-owned conveyance instead of Government-furnished automobile.
(a) Planning for use of Government-furnished automobiles. FHWA officials who authorize travel are required to determine the most advantageous mode of transportation for the performance of temporary duty.
(b) Reimbursement based on Government costs. No commitment. Where available Government-owned vehicles (GOV's) are shared by more than one employee, commitment does not exist. Reimbursement for the use of POC as a personal preference when a GOV is available, but not used, is limited to 23 ½ cents per mile based on a standard mileage guide or miles driven not to exceed 10 percent of the standard mileage guide.
(c) Partial reimbursement when Government automobile is available. Commitment. Commitment to use a GOV for travel exists when a GOV has been expressly leased for an individual FHWA employee and the GOV is immediately available. Reimbursement for the use of POC as a personal preference in lieu of the GOV is limited to 10 ½ cents per mile based on a standard mileage guide or miles driven not to exceed 10 percent of the standard mileage guide. Parking fees, ferry fees, toll, bridge, and tunnel charges, and aircraft parking, landing, and tiedown fees are not reimbursable.
§301-4.8 Local travel.
(1) Local travel. A travel authorization is not required for local travel. Local travel is any travel within a 50-mile radius of the ODS or the residence. Transportation expenses for local travel shall be claimed on the SF-1164, Claim for Reimbursement for Expenditures on Official Business. All other travel, more than 50 miles one-way, must be authorized on a travel authorization and shall be claimed on the SF-1012, Travel Voucher.
PART 301-6--COMMUNICATION SERVICES
§301-6.4 Official Communications.
§301-6.4 Official Communications.
(C) Use of Government telephone systems during official travel. Reimbursement for authorized personal calls on a commercial system will be made when the travel period requires one or more lodging nights. See the DTGP, same reference, for additional criteria.
PART 301-7--PER DIEM ALLOWANCES
(C) Types of expenses covered by per diem.
(1) Lodging Lodging occupancy tax is a reimbursable expense included in the per diem allowance. Employees are obligated to pay the tax except where the State/local taxing authority provides a specific exemption and/or form to a Federal employee on official travel. Make-shift tax exemption forms or use of an FHWA tax identification number are prohibited. §301-7.2 Employee and agency responsibility.
§301-7.2 Employee and agency responsibility.
(a) Employee responsibilities
(4) Fire safety responsibilities. Employees who require commercial lodging when performing official travel are strongly encouraged to stay in approved fire-safe accommodations.
(b) Agency responsibilities.
(2) Fire safety responsibilities. Effective March 31, 1997, Federal agencies are responsible for complying with the Hotel and Motel Fire Safety (HMFSA) Act of 1990 to save lives and protect property by promoting fire and life safety in hotels, motels, and all places of public accommodation affecting commerce.
Within FHWA, the approving official is responsible for strongly encouraging their employees and other travelers who require commercial lodging when performing official travel to stay at an approved fire-safe accommodation. §301-7.4 Rate adjustment requests for travel within CONUS.
§301-7.4 Rate adjustment requests for travel within CONUS.
(a) Requests shall be submitted to the Finance Division, HFS-20, for review, coordination, and submission to the Assistant Secretary for Budget and Programs, B-30. §301-7.5 General rules affecting entitlement to per diem.
§301-7.5 General rules affecting entitlement to per diem.
(a) No allowances at official station. See DTGP and FTP §301-4. §301-7.7 Computation rules for travel of more than 12 hours, but exceeding 24 hours.
§301-7.7 Computation rules for travel of more than 12 hours, but exceeding 24 hours.
(d) Where more than one temporary duty location is involved with different applicable per diem rates, reimbursement is based on the highest M&IE rate prescribed for the localities. §301-7.9 Lodging--location, receipt requirements, and allowable expenses.
§301-7.9 Lodging--location, receipt requirements, and allowable expenses.
(a) Lodging location rules--(2) Lodging not available at temporary duty location. The Associate Administrator has the authority to approve the higher maximum per diem rate for a locality adjacent to the temporary duty location when accommodations are not available. This authority may be redelegated to the authorizing official. §301-7.12 Reductions in maximum per diem rates when appropriate.
§301-7.12 Reductions in maximum per diem rates when appropriate.
Within FHWA, authorizing officials shall establish a rate of not more than 55 percent of the applicable per diem authorized for the temporary duty location. Appropriate justification shall be provided by the traveler for establishing a higher rate. Reimbursement is based on the per diem rate authorized on the travel authorization times the number of days of travel not on monthly rent expenses and M&IE. First and last day are claimed at 3/4 of a day per diem. Employees are not required to submit receipts. Refer to §301-7.14(a) "Per diem for weekly or monthly rentals to assist in establishing a reduced rate." §301-7.15 Interruptions of per diem entitlement.
§301-7.15 Interruptions of per diem entitlement.
(C) Indirect route or interrupted travel.
(1) Temporary Duty at Place of Leave. If an employee is required to perform temporary duty at a place where the employee traveled (away from the ODS) for personal reasons, the employee is entitled to per diem for the period of the temporary duty and any travel expenses on the return trip in excess of those personal expenses which the employee would have normally incurred.
(2) Temporary Duty at Various Places. If an employee, on authorized leave status away from the official duty station, is required to perform temporary duty at a location(s) away from the location where the leave was interrupted, (including the return to the ODS), and will resume leave status upon completion of the temporary duty, the employee is entitled to travel expenses and per diem from the location where the leave was interrupted to the location(s) of temporary duty (except at the ODS) and return to the location where the leave was interrupted.
PART 301-8--REIMBURSEMENT OF ACTUAL SUBSISTENCE EXPENSES
(b) Delegation of authority. Associate Administrators, Staff Office Directors, Regional Administrators, Federal Lands Highway Administrator, and Director, ITS Joint Program Office have authority to approve actual subsistence expenses for themselves and their employees up to 300 percent of the locality rate. This authority may not be redelegated.
Authority to approve up to 150 percent of the locality rate may be redelegated to the Office Director level in Headquarters, Regional Directors, and Division Administrators, only. This authority must be redelegated in writing, incorporated into the FTP, and updated on the Authorized Signature List, Exhibit 1.
(g) Maximum to be stated on the travel authorization. The travel authorization shall reflect the maximum allowance per calendar day. The following sample statement or a similar statement should appear on the travel authorization.
"Actual subsistence expenses are authorized not to exceed $300 (300 percent of $100). Daily itemization of the M&IE is required." §301-8.2 Conditions warranting authorization or approval of actual expenses.
§301-8.2 Conditions warranting authorization or approval of actual expenses.
(a) Travel assignments involving special or unusual circumstances. This authority shall be used for individual travel assignments and specific travel situations after appropriate consideration of the circumstances existing at the time the travel is to be performed. Actual subsistence expenses may be authorized only when travel expenses are excessive due to special or unusual circumstances. As a guideline, excessive expenses should be defined, as costs for lodging which exceed 10 percent of the applicable maximum per diem rate for the locality. Approval of actual subsistence expenses shall be made in advance of the travel whenever possible. However, approval may be given on the travel voucher whenever the special circumstances were not known in advance of the travel. Refer to the FTR, same paragraph, for additional guidance. §301-8.3 Maximum daily rates and reimbursement limitations.
§301-8.3 Maximum daily rates and reimbursement limitations.
(C) Travel to an area within CONUS and OCONUS where special or unusual circumstances result in an extreme increase in subsistence costs for temporary period. Special or unusual circumstances, include the Olympics, Masters Golf Tournament, or other similar events where the cost of accommodations have increased extraordinarily.
(3) Requests will be submitted in writing to the Finance Division, HFS-20, for review and submission to B-30. §301-8.4 Authorization or Approval
§301-8.4 Authorization or Approval
(a) Requests for authorization or approval of actual expense reimbursement. Actual subsistence expenses shall not be authorized on a limited/unlimited open authorization, but shall be post approved on the travel voucher.
(C) Approval after travel is completed. This approval must be signed by the authorizing official who is delegated the authority to approve travel on an actual subsistence expense based under FTP §308-8.1(b).
PART 301-10--SOURCES OF FUNDS
§301-10.1 General Policy
§301-10.1 General Policy
(a) Minimizing cash requirements. See DTGP, §301-15.47, for limitations. The following are FHWA ATM limits. These limits also apply to the purchase of travelers checks in lieu of ATM.
(1) Meals and incidental expenses (M&IE). Travelers shall be authorized ATM equal to the number of days of travel times the M&IE for the locality rate; plus an amount for reasonable cash transactions such as taxi, local transit system fares, tolls, and mileage allowance.
(2) Miscellaneous expenses. ATM may be authorized for registration fees incident to travel or any other approved expense specifically related to official travel which cannot be charged to the card and for which a cost can be reasonably estimated prior to travel.
(c) Government contractor-issued charge cards. The use of the individual charge card is mandatory for common carrier transportation, e.g., air, rail, bus, vessel, and ferry, when the cost is $100 or more excluding tax.
§301-10.2 Procurement of common carrier transportation.
§301-10.2 Procurement of common carrier transportation.
(b) Cash payments for procurement of common carrier transportation services. Within FHWA, the Associate Administrator for Administration is delegated the authority to authorize and approve the use of cash to purchase common carrier transportation in excess of $100, excluding Federal transportation tax. The FTP serves as the official notification to all FHWA employees regarding the general prohibition of cash purchases for common carrier transportation. All requests for an exemption under emergency or non-emergency circumstances shall be addressed to the Associate Administrator for Administration by the respective Associate Administrator, Staff Office Directors, Regional Administrators, Federal Lands Division Administrators, Federal Lands Program Administrator, and the Director, ITS Joint Program Office.
Each request shall include the itinerary, contract fare, the fare purchased, circumstances surrounding the cash payment, and the employee voucher. §301-10.3 Advance of Funds
§301-10.3 Advance of Funds
(a) Authority. An authorizing travel official may approve a travel advance, via direct deposit, to a traveler who is considered ineligible (an employee who does not travel more than two times a year) for the Government contractor-issued charge card, or to an employee assigned to a remote location, such as a construction site where the charge card is not accepted. This section does not apply to cardholders (including declinees or employees whose card has been canceled) described in FTR §301-15.44.
Ineligible employee--A cash advance may be issued equal to 80 percent of the estimated cost for lodging, M&IE, and other cash transactions as outlined in §301-10.3(b)(1)(I) through (iv). In cases of financial hardship, the authorizing official may approve 100 percent of the estimated cost for the individual trip or for a limited/unlimited open travel authorization not to exceed a need for a 45-day period.
Invitational travelers--Travel advances will not be authorized for invitational travelers or other non-government travelers.
(c) Exception to travel advance limitation--(2) Agency discretion. (iii) Official change of station. Agency travel advances will be authorized to employees on an official change-of-station under the same limiting criteria as (b) above, except when the employee demonstrates hardship or the Government contractor issued charge card is not accepted to purchase lodging, transportation, etc. Advances will be issued in installments only for the househunting trip, enroute travel, and temporary quarters (in 30-day increments). A voucher shall be submitted covering the prior advance issued before a subsequent advance is approved.
PART 301-15--TRAVEL MANAGEMENT PROGRAMS
§301-15.44 Individual employee charge cards.
§301-15.44 Individual employee charge cards.
(h) Financial obligations/liability. Employees are liable for all billed charges and are expected to pay the contractor upon receipt of bill. Employees who are delinquent in the payment of their charges or who have used the card for unauthorized purposes may be subject to disciplinary action in accordance with the offenses listed below.
|1ST OFFENSE -- 60 DAYS DELINQUENT||ORAL ADMONISHMENT TO WRITTEN REPRIMAND||Employee has received reimbursement.|
|2ND AND SUBSEQUENT OFFENSES - 60 DAYS DELINQUENT||WRITTEN REPRIMAND TO 2 DAYS SUSPENSION||Employee has received reimbursement.|
|1ST OFFENSE -- 90 DAYS DELINQUENT||WRITTEN REPRIMAND TO 2 DAYS SUSPENSION||Employee has received reimbursement.|
|2ND AND SUBSEQUENT OFFENSES -- 90 DAYS DELINQUENT||5 TO 14 DAYS SUSPENSION||Employee has received reimbursement.|
|1ST OFFENSE -- RETAIL OR ATM ABUSE||ORAL ADMONISHMENT, REPRIMAND TO 2 DAYS SUSPENSION||Employee uses card for other than official Government travel.|
|2ND AND SUBSEQUENT OFFENSES -- RETAIL OR ATM ABUSE||5 TO 14 DAYS SUSPENSION||Employee continues to use card for other than official Government travel.|
§301-15.47 ATM Services.
(c) Cancellation and suspension of ATM privileges. ATM withdrawals exceeding the allowable limits or for any other purpose are considered abuse and may lead to disciplinary action. See §301-15.44 of this Supplement.
PART 301-16--CONFERENCE PLANNING
(a) Applicability. This section provides guidance to FHWA travelers, authorizing and approving officials, and accounting office personnel, on the FHWA's policies and procedures for attendance at Government-sponsored or private meetings involving travel. A conference includes, a meeting, formal discussions, lectures, seminars, etc., as defined in FTR §301-16.2 and this Supplement. Sponsorship of or attendance at such functions may be for the purposes of conducting official business, improving employee performance and maintaining the Department's role in the transportation field. Hereinafter, these functions will be referred to as conference. Receptions, banquets and awards ceremonies which are primarily social functions are not considered conferences for the purposes of this section. §301-16.2 Definitions
(g) Internal Conference. For purposes of this part, the term 'internal conference' means a formally structured event which is sponsored or co-sponsored by the FHWA or any other Department of Transportation activity.
(h) External Conference. For purposes of this part, the term 'external conference' means an event sponsored by an organization outside of the Department of Transportation. Examples are conferences sponsored by other Federal or State agencies, professional organizations, trade associations, and educational institutions.
§301-16.3 Authorization of Goverment sponsorship or co-sponsorship of a conference. See FTP 301-16.1(b).
(b) Authority and approval requirements.
(1) Approval for 10 or more participants. Requests for authorization will be submitted by the FHWA Administrator, through the Budget Division, HFS-10, to the Chief of Staff to the Secretary at least three weeks in advance of the scheduled external conference and must contain as a minimum the information listed in DTGP 301-16. This authority may not be further redelegated.
(2) Approval for less than 10 participants. Associate Administrators, Staff Office Directors, the Federal Lands Highway Program Administrator, the Director, ITS Joint Program Office, and Regional Administrators, or their designees have authority to approve attendance of less than 10 (total) FHWA participants to external conferences. This authority may not be further redelegated.
(b) Prohibition of use of a place of public accommodation that is not an approved accommodation.
(3) Requirement to include prohibition notice on advertisements and applications for attendance at a conference. The FHWA may not sponsor or fund in whole or part a conference at a place of public accommodation that is not an approved accommodation. §301-16.4 Selection of a conference site.
§301-16.4 Selection of a conference site.
(c) Restrictions on selection of conference facilities.
(3) Government-owned and currently leased facilities and equipment will be used when possible for DOT/FHWA-sponsored conferences. Expenses of commercial meeting facilities are authorized when Government facilities are not available. §301-16.6 Registration Fees--FHWA/DOT sponsored conference.
§301-16.6 Registration Fees--FHWA/DOT sponsored conference.
This section of the FHWA Supplement has no FTR/DTGP corresponding section.
(a) General rule. A registration fee incident to the attendance of an external conference is generally reimbursable.
(b) Co-sponsored conference. Conferences where FHWA is a co-sponsor with a State agency, a professional organization, a trade association, or an educational institution the following applies.
(1) Name only sponsor. A registration fee charged incident to the attendance of an external conference, where the FHWA is a sponsor in name only is reimbursable to the employee or payable by FHWA on behalf of the employee.
(2) Funded/co-funded sponsor. A registration fee shall not be charged to FHWA employees.
(c) Other Federally sponsored meetings. Employees attending other Federally-sponsored conferences are required to know if the Federal agency is charging a registration fee prior to authorization and attendance at the conference. The registration form should contain an itemized list of items included in the registration prior to payment by FHWA.
(d) Internal FHWA meetings. (1) Under no circumstances will a FHWA office sponsoring an internal conference charge FHWA participants a registration fee.
(2) FHWA offices shall not collect registration fees without specific approval from the Director, Office of Budget and Finance, HFS-1, or when specifically permitted through legislation.
§301-16.7 Meal reimbursement incident to attendance at a conference at the official duty station. This paragraph has no corresponding FTR paragraph.
(a) Meals at official duty station. A meal expense included in a registration fee, or a meal charge incident to authorized attendance at a external conference at the ODS may be reimbursed provided; (1) the meal is an integral part of the conference; and (2) the employee is not free to eat elsewhere without missing essential formal discussions, lectures or speeches concerning the purpose of the conference.
(b) Meal costs included in a registration fee. When a registration fee is incurred incident to travel, whether paid by the employee or directly to the vendor by the FHWA, the employee shall make the appropriate meal deductions from the M&IE claim in accordance with FTR §301-7.12(a)2)(I) or FTR Appendix B when travel is to foreign areas and/or non-foreign areas (Hawaii, Alaska, etc).
FHWA PART 301-18--FOREIGN TRAVEL
This section of the FHWA Supplement has no FTR corresponding section.
§301.18.2 Delegations of Authority. See DTGP §301-1.102, Guidelines for issuing travel authorizations.
(a) Non-routine Travel. (1) The Deputy Secretary has the authority to approve all non-routine travel involving five (5) or more travelers, including invitational travelers; as well as travel involving the FHWA Administrator, Deputy Administrator, Executive Director, Associate Administrators, Staff Office Directors, the Federal Lands Highway Program Administrator, and the Director, ITS Joint Program Office.
(2) The FHWA Administrator has the authority to approve all non-routine travel not covered in (1) above and involving less than five (5) travelers, including invitational travelers and foreign gift and bequest travel.
(3) The FHWA Administrator has the authority to approve all premium class (first class, business class, clipper class, etc.) transportation involving foreign travel in accordance with FTR §301-3.3(d)(3)(ii)(F) and this Supplement's procedures outlined in §301.3-3 of this Supplement.
(b) Routine Travel. Associate Administrators, Staff Office Directors, the Federal Lands Highway Program Administrator, the Director, ITS Joint Program Office, and the Regional Administrators have authority to approve routine travel within their employees. This authority may be delegated to the travel authorizing official. This delegation must be in writing, documented in the FTP, and updated on the Authorized Signature List, Exhibit 1.
(c) Coordination of foreign travel. The Office of International Programs acts as the FHWA liaison with the State Department and ensures all non-routine FHWA travel receives appropriate clearance. §301-18.3 Definition.
Foreign travel. Foreign travel includes travel to any foreign country.
(a) Routine travel. Usual and/or frequent travel by employees to, from, and between foreign areas on routine official business not directly involved in discussions with foreign officials regarding major FHWA or Departmental policies and program. Routine travel includes site visits to constructions project sites, motor carrier sites, safety inspections, meetings associated with site visits or to participate in committee meetings or international organizations, or to implement activities in support of NAFTA or other Presidential initiatives, and the Department's or FHWA's formal international agreements, or previously approved Departmental or FHWA programs. This category does not include international (foreign) invitational and gift and bequest foreign travel.
(b) Non-routine travel. Infrequent travel by employees to, from, and between foreign areas on matters of national importance which require agency head or Departmental decisions for development or transfer of technology; travel to receive training/instruction; and all other travel not included in (a) above. §301-18.4 Requests.
(a) All requests for foreign travel will submitted on Form FHWA 1475, Request for Foreign Travel, Exhibit 3, to the Office of International Programs, HPI-10.
PART 304--ACCEPTANCE OF TRAVEL PAYMENTS
PART 304--ACCEPTANCE OF TRAVEL PAYMENTS
(a) Acceptance of payment for employee. FHWA employees are not authorized to accept direct payment from a non-Federal source. Acceptance of payments under this authority must be approved in advance of the travel. In all cases, the preferred method of payment will be in-kind in lieu of funds, i.e., check or similar instrument.
(c) Administration and delegation of authority.
(1) Offers of travel payments for travel within the continental United States and non-foreign areas. The Administrator and Deputy Administrator have the authority to accept travel payments for themselves and their employees.
(a) Associate Administrators, Staff Office Directors, Director of the ITS Joint Program Office, Regional Administrators, and the Federal Lands Highway Program Administrator are delegated the authority to accept offers of payment for travel from non-Federal payment sources to FHWA, including foreign travel for five (5) or less.
(2) Offers of travel payments involving foreign travel. See DTGP §304-1.3(2).
(3) When an event involves travel payments or other gifts requiring different levels of approval, the official at the highest level shall approve all payments as a package.
(4) This authority is effective through December 1998.
(5) Approval process.
þ All requests shall be approved prior to acceptance. Exceptions will not be granted. Payments accepted by the traveler prior to approval shall be returned to the donor. If the exact cost is not known for in kind payments, an estimated value shall be returned.
þ Each request under this authority shall be submitted on Exhibit B of the DTGP. The requestor shall provide all of the information requested on the form, including the letter of invitation and travel authorization, in order for the request to receive proper and timely consideration. §304-1.5 Conflict-of-interest analysis.
§304-1.5 Conflict-of-interest analysis.
þ The request is then forwarded to the Office of the Chief Counsel in Headquarters, or to the Office of the Regional Counsel, no later than 2 weeks prior to the travel for the appropriate conflict-of-interest analysis, §304-1.5, to be performed. Requests are to be submitted be to the Administrator or to the Assistant Secretary for Aviation and International Affairs.
þ If there is no disqualifying conflict, the Office of the Chief Counsel or Regional Counsel will forward the request to the approving official described in 304-1.3(c) above.
þ Upon completion of the trip, Exhibit A of the DTGP, shall be completed and forwarded along with a completed and signed copy of Exhibit B to the Travel Team, Office of Budget and Finance, HFS-20.
(e) Reduced per diem rate in partial payment situation. The FHWA travel authorizing official may authorize a reduced per diem or reimburse the traveler subsistence expenses to equal the GSA per diem rate for the locality, when the non-Federal source does not cover all per diem expenses. §304-1.6 Payment guidelines
§304-1.6 Payment guidelines
(a) Payment other than in kind. Payments which cannot be made in kind, shall be accepted by check or similar instrument, payable to the FHWA. These checks should be forwarded immediately to the Office of Budget and Finance, HFS-20, Attention: Accounts Receivables, for Headquarters employees., the Regional Director of Administration and the Federal Lands Executive Officer for field employees. Checks shall be deposited to the office's travel appropriation.
(b) Employees shall submit a travel voucher for those expenses authorized on the travel authorization along with any pertinent backup documentation and approvals. §304-1.8 Limitations and penalties.
§304-1.8 Limitations and penalties.
(1) Acceptance of travel payments authorized under the Foreign Gifts and Decorations Act, 5 U.S.C. 7342, shall be processed in accordance with the same procedures established by this Supplement, except that they are exempt from the reporting requirement. These requests shall be made on Exhibit 4 of this Supplement. Travel payments that fall under this category include:
þ Payments from a foreign government for use entirely OCONUS, its territories and possessions, may be approved by the appropriate official designated in §304-1.3c of this Supplement.
þ Invitations to local events, such as a luncheon or dinner function. May be approved by the appropriate official designated in §304-1.3c of this Supplement.
þ Transportation on state aircraft and other conveyances for certain travel situations in carrying out FHWA's statutory regulatory functions, such as project inspections, safety reviews, etc., and which are excluded from the GSA authority, 41 CFR Part 304-1 are subject to this authority. Please see the FHWA Acting Chief Counsel memorandum dated March 15, 1996, subject, Action: Standards for acceptance of travel payments and gifts from non-Federal sources, for additional guidance regarding conflict of interest, Exhibit 5. §304-1.9 Reports
(a) Agency Reports. FHWA approving officials shall submit to the Finance Division, HFS-20, a copy of Exhibit A of the DTGP, Report of Payment Accepted from Non-Federal Sources, Under 31 U.S.C. 1353, immediately upon the completion of travel. A copy of approved Exhibit B of the DTGP, Request for Acceptance of Payment for Travel Under, 31 U.S.C. 1353 (41 CFR 304-1) shall be attached to Exhibit A. A consolidated report will be submitted to the Assistant Secretary for Budget and Programs, B-30.