Basic Federal Travel Regulation (FTR) update -Temporary Duty Travel – Federal Civilian

1. Basic Federal Travel Regulation (FTR) update -Temporary Duty Travel – Federal Civilian Rick MillerTravel Program AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010

2. Federal Travel Regulation (FTR) • Issued by GSA to implement Title 5 United States Code (U.S.C.), Chapter 57, regarding travel, transportation, and subsistence expenses of federal civilian employees • FTR is promulgated under direction from Congress – it is a “legislative rule” which is entitled to special weight & binding on all agencies (41 Code of Federal Regulation - CFR) • Agency policy/regulation are “interpretive rules” since they are typically issued without statutory approval and generally used to implement and supplement the FTR for civilian employees

3. WHERE TO LOOK …www.gsa.gov/ftr

4. FTR - On-line

5. FTR - Purpose / Format Purpose To interpret statutory and other policy requirements To communicate the resulting policies in a clear manner to Federal agencies and employees Formats Question and answer Title and narrative 5

6. Common Carrier Employee with a Disability Furnished Meals Immediate Family Non-Foreign Area Per Diem Allowance Reduced Per Diem Travel Authorization United States FTR - Glossary of Terms 6

7. FTR - Employee Employee An individual employed by an agency, regardless of status or rank An individual employed intermittently in Government service as an expert / consultant and paid on a daily when-actually employed basis An individual serving without pay or at $1 a year FTR does not pertain to Contractors, State, County, or Local Government employees, Non-federal employees, corporations/private businesses, and Title 22 employees 7

8. FTR - Travel Authorization Travel Authorization (Orders) • A written/electronic travel authorization - provides purpose of the employees official travel / type of special conditions • Provides travel expenses the agency may pay, such as; transportation, per diem, miscellaneous expense • Provides specific authorizations, such as; other-than-coach class, foreign air service, rental car, actual expense per diem, • The travel authorization is a record of vested travel entitlements and may not be administratively altered after the fact to increase/decrease benefits in the absence of clear error

9. FTR - Transportation Transportation methods • Agencies may authorize the following types: • Common carrier transportation: airline, train, ship, bus • Government vehicle (GOV) • Privately owned vehicle (POV): mileage or NTE the constructive common carrier • Special conveyance: taxi or commercial automobile

10. FTR - Liability / Route Liability • If you do not travel by the method of transportation required by your agency, any additional expenses will be borne by you Route of Travel • You must travel to your destination by the usually traveled route unless your agency authorizes or approves a different route as officially necessary

11. FTR - Airlines Airline basic requirements • Three categories: • Contract carriers, when available • Coach class service, unless other than coach class is authorized • U.S. flag air carrier service

12. FTR - Contract City-Pair Fares Contract City-Pair Fares • Civilian employees of an agency must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions exits (FTR 301-10.107) • Contact city-pair fares are available at http://www.gsa.gov/citypairs • Contractors and grantees are not eligible for the use of city-pair fares

13. FTR - Airline Accommodations Type of Classes of Accommodations Coach-class - The basic class of accommodation by airlines that is normally the lowest fare offered regardless of airline terminology used Other-than-Coach-class - Any class of accommodations above coach-class, e.g., first-class or business-class For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under FTR 301-10.123 and 301-10.124 13

14. FTR - U.S. Flag Carrier U.S. Flag Carrier An employee is required by 49 U.S.C 40118 (Fly America Act) to use U.S. flag air carrier for all Government funded travel. There are some exceptions: Use of a foreign air carrier is determined to be a matter of necessity with FTR 301-10.138 The transportation is provided under a bilateral or multilateral air transportation agreement (Open Skies) You are an employee of a Foreign Affairs agency 14

15. FTR - Mileage Rates / Distance Mileage rates effective 1 January 2010 Privately-owned airplane $1.29 per mile Privately-owned automobile $0.50 per mile Privately-owned motorcycle $0.47 per mile Distance measurements for travel POV/motorcycle = As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings Privately-owned airplane = FAA charts 15

16. FTR - Taxi / Shuttle Services Taxi or Shuttle services • May be used when agency authorizes / approves for: • To and from a carrier terminal • For travel at the TDY location • Between residence and office on day you perform official travel • Tips - Amount which your agency determines to be reasonable

17. FTR - Per Diem Eligibility Eligibility • When you perform official travel away from your official station, or other areas defined by your agency • You incur per diem expenses while performing official travel • You are in a travel status for more than 12 hours • Non-eligible --You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses

18. FTR - Per Diem Methods Methods of Per Diem • Lodging-plus per diem method • Reduced per diem method • Conference lodging allowance method • Actual expense method

19. FTR - Per Diem Rates Per Diem rates • Continental United States (CONUS) – Rates set by: GSA (http://www.gsa.gov/perdiem) • Non-foreign areas – Rates set by: Department of Defense (http://defensetravel.dod.mil/perdiem/) • Foreign areas – Rates set by: Department of State (http://www.state.gov) • Your TDY location determines your maximum per diem reimbursement rate

20. FTR - M&IE Allowance Applicable M&IE allowance • More than 12 but less than 24 hours: • 75% of the applicable M&IE for each calendar day • 24 Hours or more: • Day of departure - 75% of the applicable M&IE rate • Full days of travel - 100% of the applicable M&IE rate • Day of return - 75% of the applicable M&IE rate

21. FTR - Meal Rates • Meal rates effective: 10/1/09 • M&IE $46 $51 $56 $61 $66 $71 • Breakfast 7 8 9 10 11 12 • Lunch 11 12 13 15 16 18 • Dinner 23 26 29 31 34 36 • Incidentals 5 5 5 5 5 5 • M&IE rate must be adjusted for a meal(s) furnished to you by the government by deducting the appropriate amount shown 21

22. FTR - Baggage Baggage Checked / Transferring Baggage First checked bag - miscellaneous expense Second / subsequent checked bags – when agency determines the baggage was needed for official reasons Travelers should verify their agencies’ current policies and procedures regarding excess baggage Tips for baggage handling, to include curb-side, are not allowed unless for government property or disability/special need employee 22

23. FTR - Lodging Taxes Lodging Taxes Lodging taxes are reimbursable as a miscellaneous expense for CONUS / non-foreign areas Separate claims for lodging taxes incurred in foreign areas are not allowed Exemptions from taxes for Federal travelers, and the forms required to claim them vary from location to location Web site: www.gsa.gov/smartpay 23

24. FTR - Laundry Laundry, cleaning and pressing of clothing expenses Miscellaneous travel expense No dollar restriction – “prudent traveler” Must incur a minimum of 4 consecutive nights lodging on official travel to quality for this reimbursement Separate claims for laundry and dry cleaning expenses incurred in foreign and non-foreign areas are not allowed 24

25. FTR - Misc Expenses Miscellaneous expenses • Baggage expenses • Use of computers, printers, faxing machines • Official phone calls/service, faxes • Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional) • Transaction fees for use of automated teller machines (ATMs)—Government contractor-issued charge card

26. FTR - Travel Claims Travel claim • Travel authorizations including any necessary special authorizations • Receipts • Within 5 working days after you complete your trip • Every 30 days if you are on continuous travel status

27. FTR - Receipts Receipts requirements • Lodging • Authorized expenses over $75 • Provide a reason acceptable to your agency explaining why you are unable to provide the necessary receipt • Receipts must be retained for six (6) years, three (3) months

28. FTR - Training GSA Travel Training Branch offers a wide range of courses www.gsa.gov/traveltransportationtraining • Conference Planning • Relocation Allowances • Relocation Income Tax Allowances • Temporary Duty Travel – Joint Travel Regulation (JTR Vol.2) • Temporary Duty Travel – Federal Travel Regulation (FTR) • Advanced Temporary Duty Travel: FTR

29. FTR - Point of Contact Government Travel (202) 501-1777 (voice) (202) 501-0349 (fax) e-mail: travel.policy@gsa.gov Rick Miller, OGP, MTT (202) 501-3822 (voice) (202) 501-0349 (fax) e-mail: rodney.miller@gsa.gov Twitter: GSAtravelpolicy 29