Office of Governmentwide Policy

Transcription

1 U.S. General Services Administration Office of Governmentwide Policy Federal Travel Regulation (FTR) Temporary Duty Travel Federal Civilian - Basic Session Rick Miller Travel Program Analyst Travel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management National Travel Forum (NTF) 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 A private company travel handbook is not official publication of the U.S. government or its agencies 2

3 WHERE TO LOOK 3

4 FTR - On-line 4

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 Employee / Agency Title and narrative 5

6 FTR - Glossary of Terms Agency Common Carrier Continental United States (CONUS) Employee with a Disability Federal Travel Furnished Meals Household Goods (HHG) Immediate Family Invitational Travel Non-Foreign Area Official Station Per Diem Allowance Privately Owned Vehicle (POV) Reduced Per Diem Special Conveyance Travel Authorization Travel Management Service (TMS) United States 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 Liability FTR - Liability / Route 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 8

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 9

10 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 10

11 Contract City-Pair Fares FTR - 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 ) Contact city-pair fares are available at Contractors and grantees are not eligible for the use of citypair fares 11

12 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 GSA & Agency reporting requirements For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under FTR and

13 FTR - Airline Accommodations Two Classes of Accommodations Available Two distinctly different seating types (such as girth / pitch) Front cabin is termed / fare-coded as business-class or higher Front of the cabin is deemed to be other than coach-class Cabins with one type of seating (girth / pitch are the same) Front seats are fare coded as full-fare economy class Only restricted economy fares are available in the back of the aircraft Entire aircraft is to be classified as coach-class seating 13

14 FTR - Seating Upgrade Programs Coach-class Seating Upgrade Programs Airline Upgrade / Preferred seat choices - Coach Elite, Coach Plus, Preferred Coach or some other identifier Fee for a more desirable seat choice within the coach-class Annual fee, airport kiosk/gate or as a frequent flier perk Not considered a new/higher class (still in the coach cabin) Generally a traveler s personal choice/expense Internal agency policy - Agency travel authorization approving official or his/her designee may authorize/reimburse 14

15 FTR - Other-than-coach-class Other-than-coach-class (First-class) Requirements No coach-class accommodations are reasonably available (within 24 hours of the proposed departure / arrival times) Necessary to accommodate a medical disability or other special need When exceptional security circumstances require other than coach-class airline accommodations Required because of agency mission, consistent with your agency s internal procedures 15

16 FTR - Other-than-coach-class Requirements Other-than-coach-class (Business-class) Necessary to accommodate a medical disability or other special need When exceptional security circumstances require other than coach-class airline accommodations Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards 16

17 FTR - Other-than-coach-class Requirements Other-than-coach-class (Business-class) (cont) Regularly scheduled flights between origin/destination points (including connecting points) provide only other than coachclass accommodations and you certify such on your voucher Transportation cost paid in full through agency acceptance of payment form non-federal source Origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours 17

18 FTR - Other-than-coach-class Other-than-coach-class (Business-class) (cont) Requirements Results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations No space is available in coach-class accommodations in time to accomplish the mission which is urgent and cannot be postponed Required because of agency mission, consistent with your agency s internal procedures 18

19 U.S. Flag Carrier FTR - U.S. Flag Carrier An employee is required by 49 U.S.C (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 medical, safety/terrorist threats, non-availability Transportation is provided under a bilateral or multilateral air transportation agreement - Open Skies Employee of a Foreign Affairs agency travel is between two places outside the U.S. 19

20 U.S. Flag Carrier (cont) FTR - U.S. Flag Carrier No U.S. flag carrier service on a particular leg of the route, but only to/from the nearest interchange point U.S. flag carrier involuntarily reroutes your travel on a foreign carrier Foreign flag would be less then 3 hours and use of U.S. flag would at least double your enroute travel Cost of transportation are reimbursed in full by third party 20

21 U.S. Flag Carrier (cont) FTR - U.S. Flag Carrier Certification a detailed itinerary of your travel to include; dates, origin and destination, air carrier, exceptions as listed in the FTR to Liability No reimbursement for any transportation cost for which an employee improperly use foreign flag carrier service 21

22 Open Skies Agreement FTR - Open Skies Agreement U.S and foreign country/union - gives Community airlines the right to transport passengers on scheduled / charter flights funded by the U.S. New agreements now allows transportation between any point in the U.S. and any point outside the U.S., to the extent such transportation is authorized under Article 3, subparagraph 1(c) of the agreement - except when transportation Is between points (origin/destination) for which there is a City-Pair contract fare in effect for air passenger transportation services Obtained or funded by the DOD / military department 22

23 Open Skies Agreement (cont) FTR - Open Skies Agreement Current agreements: U.S. & European Union / U.S. & Switzerland / U.S. & Australia / U.S. & Japan Oct 2011 Contractors and grantees are not eligible to use GSA's City- Pair Program is irrelevant under the open skies or air transportation agreements. U.S. government funds - Transportation is between points for which there is a city-pair contract fare in effect - still required to use U.S. flag air carrier service - exceptions 23

24 Open Skies Agreement (cont) FTR - Open Skies Agreement Example 1 (U.S. & Switzerland) Authorized travel from Columbus, Ohio to Geneva, Switzerland No city-pair contract from origin to destination City-pair from Columbus to Washington DC & Washington DC to Geneva Switzerland May fly U.S. Flag carrier, Swiss Air or other Open Skies member airline Exceptions Foreign flag carrier IAW FTR 24

25 Open Skies Agreement (cont) Example 2 (U.S. & Australia) FTR - Open Skies Agreement Authorized travel from Washington, DC to Sidney, Australia City-pair contract from origin to destination Federal Employee must use City-pair contract U.S. Flag carrier - exceptions Contractor/Grantees may fly U.S. or Open Skies member carrier Exceptions Foreign flag carrier IAW FTR 25

26 FTR - Mileage Rates / Distance Mileage rates effective 1 January 2010 Privately-owned airplane Privately-owned automobile Privately-owned motorcycle $1.29 per mile $0.50 per mile $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 26

27 FTR - Mileage Rates Establish Mileage Rate GSA conducts periodic investigations of the current cost of travel and the operation of privately owned vehicles and prescribe a standard mileage reimbursement rate NTE the IRS established rate Methodology is based on several factors: Depreciation of original vehicle cost Gasoline and oil (excluding tax) Maintenance, accessories, parts, and tires Insurance State and Federal tax 27

28 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 ), and you agree not to be paid per diem expenses 28

29 Official station FTR - Official Station The official station of an employee is the location of the employee s permanent work assignment. The geographic limits of the official station are: The corporate limits of the city or town where stationed or if not in an incorporated city or town The reservation, station, or other established area (including established subdivisions of large reservations) having definite boundaries where the employee is stationed Defined / determined by internal agency written policy An arbitrary distance radius must not be established 29

30 Per Diem rates FTR - Per Diem Rates Continental United States (CONUS) Rates set by: GSA ( Non-foreign areas Rates set by: Department of Defense ( Foreign areas Rates set by: Department of State ( Your TDY location determines your maximum per diem reimbursement rate 30

31 FTR - Per Diem Methods Methods of Per Diem Lodging-plus per diem method Reduced per diem method Actual expense method Conference lodging allowance method 31

32 Lodging-plus FTR - Lodging-Plus Actual Lodging NTE the prescribed locality rate 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 32

33 FTR - Meal Rates Meal rates effective: 10/1/09 M&IE $46 $51 $56 $61 $66 $71 Breakfast Lunch Dinner Incidentals M&IE rate must be adjusted for a meal(s) furnished to you by the government by deducting the appropriate amount shown 33

34 Reduce per diem FTR - Reduce Per Diem Long Term TDY - normally between days Agency policy Determine in advance - lodging / meals lower than the prescribed maximum per diem rate Reduce rate must be stated in travel authorization - $ or % Example Iraq / Afghanistan (U.S. Central Command) - CENTAF Commander issues memo stating all meals and lodging provided incidental cost per day for OCONUS Camp/Field rate (NPS) incidental cost of $5 per day for CONUS 34

35 FTR - Actual Expense Actual Expense Actual Expense reimbursement warranted Lodging and/or meals are procured at a prearranged place Costs have escalated due to special events Because of mission requirements Any other reason approved within your agency Authorized rate - NTE 300% of the applicable maximum per diem rate - Agency policy 35

36 Conference Lodging Allowance FTR - Conference Lodging Allowance Approval agency Government Agency sponsoring the conference Pre-determined maximum allowance 25% greater that the applicable locality lodging portion of the per diem rate Employee reimbursed actual lodging amount NTE the Conference lodging cost 36

37 Taxi or Shuttle services FTR - Taxi / 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 37

38 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 38

39 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: 39

40 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 40

41 FTR - Misc Expenses Miscellaneous expenses (may be authorized) ATM s fees - Government contractor-issued charge card Official phone calls/service, faxes cell phone usage must be documented showing the additional charges outside the normal cell phone contract Computer connections (internet / in-flight Wi-Fi), printers, faxing machines for official business International transaction fee (1%) - Government charge card Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional) Global Positioning System (GPS) 41

42 FTR - Misc Expenses Miscellaneous expenses (not authorized) Airport security fast pass membership program Damages to rental car when not using agency direct contract travel office (CTO) government rental car Mechanical repairs for using a POV, GOV, or rental car Locksmith charges for locking keys in motor vehicle Car wash - to cleanse snow removal corrosive chemicals Child care expenses Traffic violations parking / speeding / towing 42

43 FTR - Training GSA Travel Training 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 43

44 Government Travel (202) (voice) (202) (fax) Rick Miller, OGP, MTT (202) (voice) (202) (fax) Twitter: GSAtravelpolicy FTR - Point of Contact 44