vvEPA
United States
Environmental Protection
Agency
Administration And
Resources Management
(PM-226F)
202 B-92-004
April 1992
On The Go With EPA- Overseas
A Reference Guide For
Temporary Duty
International Travel
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\ UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
Headquarters and Chemical Libraries
EPA West Bldg Room 3340
_n Mailcode 3404T OFF1CEOF
1301 Constitution Ave NW AAND|R!SOUCES'
Washington DC 20004 MANAGEMENT
202-566-0556
MEMORANDUM
SUBJECT: International Temporary Duty Travel Guidebook
The Financial Management Division is pleased to provide a Guidebook on
international temporary duty travel. This Guidebook furnishes general
information on overseas travel for EPA travelers, administrative staff, and
supervisors. It is designed to be a quick reference guide to the many questions
which may occur when preparing for and completing an international trip.
More detailed information can be found in the EPA Travel Manual (RMDS
2550-B).
This Guidebook is organized into several sections, each one devoted to a
separate topic. After reading this Guidebook, if you have an unanswered
questions about international travel, you should contact your servicing finance
office.
I hope that you will find this Guidebook to be an effective and useful tool
when planning and scheduling your overseas travel.
/ Sallyanfrt Harper V
Director
financial Management Division
Printed on Recycled Paper
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CONTENTS
INTRODUCTION : : 1
TRAVELERS COVERED AND EXCLUDED : 1
GENERAL POLICY .' 1
COVERAGE ,. •. 1
INTERNATIONAL TRAVEL DEFINED 1
AUTHORITY TO TRAVEL 2
SUMMARY OF PRE-DEPARTURE ACTIONS '.. 3
INTERNATIONAL TRAVEL PLAN (ITP) 4
TRAVEL AUTHORIZATION REQUIREMENTS 5
TRAVEL ADVANCES v. 6
EXTERNAL TRAVEL FUNDING .-. 7
DINERS CLUB PROGRAM : 8
TRAVEL BY NON-EPA EMPLOYEE 9
INTERNATIONAL TRIP REPORT 9
EMPLOYEE AND APPROVING OFFICIAL'S RESPONSIBILITIES 10
PER DIEM AND SUBSISTENCE . 11
LODGING : '. ....: : 14
INTERRUPTIONS OF PER DIEM ENTITLEMENTS 16
ACTUAL SUBSISTENCE EXPENSES 17
WEEKLY AND MONTHLY RENTALS ON EXTENDED TDY 19
EXTENDED TDY'S - SPECIAL CONSIDERATIONS 19
RESTSTOPS AND STOPOVERS 20
ANNUAL^LEAVE ...1 ! 21
RECREATIONAL VEHICLES ..'. 22
TRANSPORTATION : .- 22
PREMIUM CLASS ACCOMMODATIONS 24
EXCESS BAGGAGE :.. 25
RENTAL CARS : 25
PRIVATELY OWNED VEHICLES (POV) ; 25
TRAVEL VOUCHER PREPARATION FOR FOREIGN TRAVEL .....: 25
EMBASSY LIAISON AND SUPPORT 27
MEDICAL EXAMINATIONS AND CLEARANCES 28
PASSPORT REQUIREMENTS. 29
VISA REQUIREMENTS 29
SECURITY CLEARANCES :... 30
EXCHANGE RATES AND MISCELLANEOUS EXPENSES : 30
USE OF EXCESS AND NEAR-EXCESS FOREIGN CURRENCIES 31
TELEPHONE CALLS 31
RECEIPTS... : 32
AUTHORITY TO TRAVEL AND REFERENCES ,. 32
GLOSSARY OF COMMON TRAVEL TERMS. 33
TRAVEL ACRONYMS 37
APPENDIX A-Examples of World-Wide Lodging-Plus Per Diem Computations. 38
APPENDIX B-World-Wide Lodging-Plus Per Diem Distribution ofM&IE 48
APPENDIX C-Travel Delegations ' 53
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INTRODUCTION
The purpose of this booklet is to answer commonly asked questions regarding official temporary duty (TDY)
travel outside of Continental United States (OCONUS) at the Environmental Protection Agency (EPA). The
regulations concerning OCONUS travel can be very complex. Consequently, we have limited the coverage in
this booklet to relatively routine travel situations which are addressed in a question and answer or example
format. You should consult with the travel contact in your Servicing Finance Office (SFO) when you
anticipate complex trips or unusual expenses BEFORE THE OFFICIAL TRAVEL BEGINS. Foreign travel
requires extensive preparation and clearances. Please contact the Office of International Activities (OLA) for
instructions on the time needed for advance arrangements.
TRAVELERS COVERED AND EXCLUDED
o Travelers Covered: Civilian employees who are governed by the Federal Travel Regulation (FTR) as well
as experts and consultants (including private individuals on invitational orders, and individuals serving without
pay or a $1.00 per year).
Travelers Excluded: Commissioned Officers governed by the Joint Federal Travel Regulation (JFTR).
GENERAL POLICY
It is the policy of this Agency to reimburse travelers within the limits prescribed by law and Government-wide
regulations, for expenses necessarily incurred in carrying out the official business of the Agency.
COVERAGE
o This booklet covers OCONUS temporary duty travel outside the 48 conterminous States and the District
of Columbia only. Travel inside the 48 conterminous States is covered in the EPA booklet entitled, On the
Go With EPA, dated February 1990.
o We have excluded any mention of specific rates payable for such items as per diem and mileage since
they change frequently. The non-foreign and foreign rates are issued monthly by the Department of Defense
and the Department of the State, respectively. See your SFO for current rates.
INTERNATIONAL TRAVEL DEFINED
o What is covered as International Travel?
"International travel" covers official travel on, to, from, and within areas outside the 48 states and the District
of Columbia, where official business is conducted.
o When driving between points in the conterminous U.S., and you cross the borders of Mexico and/or
Canada is this considered international travel?
No. Travel across the border into Canada or Mexico for the purpose of driving shorter distances between
points in the United States is not subject to international travel regulations.
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o How is "travel entirely out of the United States" defined?
Such travel is defined as a flight or other mode of transportation that:
> Departs from the United States with the first stop in another country.
»• Has departure and arrival points entirely outside of the United States.
> Returns from another country with the first stop in the United States.
AUTHORITY TO TRAVEL
o Is there an office in EPA which helps to coordinate international travel?
Yes. OIA reviews all requests for international travel. OIA ensures that international travel is in
accordance with the Agency and U.S. Government's goals and priorities.
o What are OIA's criteria for approving international travel?
International travel will ordinarily be approved to do the following:
^Support an Agency program or project which requires EPA personnel involvement.
••Fulfill an international obligation of the United States and the Agency under the terms of a formal
agreement or a formal commitment to participate.
f Benefit the Agency's domestic programs through acquisition of scientific, technical, and regulatory
information.
••Respond to a foreign government's or an international organization's request for technical advice or
assistance on significant environmental problems. (In these cases the benefiting outside or third party will
be encouraged to pay for or share the costs of travel. This is referred to as "outside" source funding.) It is
preferred to have travel furnished in kind.
o What are OIA's criteria for not approving international travel?
»• If the travel is scheduled within three weeks or less of the traveler's expected departure date.
•• If the traveler is expected to transfer his/her international duties to another employee within the next
three weeks.
>• If the number of EPA participants is disproportionate to the interest of the Agency or to its role in a
meeting, conference, negotiation, or other activity.
>• If the benefits to EPA and its programs are not clearly demonstrated, or the disadvantages to the Agency
are minimal if the travel is not performed.
> If the ratio of official/personal travel days are unreasonable.
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o What paperwork must be prepared to authorize, control, and account for international travel?
EPA uses four key documents to authorize, control, and account for international travel: EPA form 2610-1,
Travel Authorization (TA), and EPA Form 4550-5, International Travel Plan (ITP) record the authorizations
and clearances required before international travel begins. The TA must be prepared and approved by the
authorizing official and assigned a document control number (DCN) for all OCONUS travel. The level of
management approval depends on your position and the circumstances and purpose of the trip (See EPA
Travel Delegation 1-17-B or 1-17-C in Appendix C). Both the completed TA and ITP forms must be
submitted to OIA at least 3 weeks before the trip begins.
The Travel Voucher, SF-1012, accounts for your travel and is the basis for reimbursing your expenses. EPA
form 4550-1, International Trip Report, summarizes your trip's results. (Each of these forms are covered in
greater detail in later sections in this guidebook.)
o What happens when a written authorization is not obtained before the trip began?
This should only occur in an unusual or emergency situation. When it does occur, the traveler must obtain
verbal authority from OIA and the authorizing official. A TA and ITP must be prepared as soon as possible.
SUMMARY OF PRE-DEPARTURE ACTIONS
o What are some of the steps a traveler may have to take when contemplating an international trip?
A traveler will need to obtain a number of clearances and documents before they start a trip and after their
program office has approved a TA. This section lists required clearances and the time required for those
clearances. Each is discussed in more detail later in this booklet. Use the following checklist to identify the
items needed prior to traveling and note the necessary time needed to complete these actions.
International Traveler's Checklist
Clearances & Documents By Time Required Needed
TA Clearances/Approvals Program Varies
Apply for Diners Club Card SFO 3 weeks (base time)
ITP OIA 3 weeks (base time)
Official Passport OIA Add 1 week to base
Visas (easy-to-get) OIA 3 work days each
Visas (hard-to-get) OIA 2-4 weeks each
Approval for Outside Funding OGC/OIA Add 1 week to base
Medical Exam & Clearance OHRD Add 1 week to base
Security Clearance OIA/OIG Check with OIA
Traveler located outside of DC — Add 1 week overall
(Note: Some of these items may be done simultaneously.)
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INTERNATIONAL TRAVEL PLAN (ITP)
o What is the purpose of an ITP?
The ITP, EPA Form 4550-5, is used by the Agency to insure that international travel by EPA officials and
consultants meets Agency and U.S. foreign policy goals and priorities. In addition, the ITP allows the OIA
to track international travel as required by Congress, the Office of Management and Budget (OMB), other
Government agencies, and the Administrator.
o Who is authorized to approve ITPs?
All Assistant Administrators (AA), and Associate AAs, Regional Administrators (RA), the General Counsel,
and the Inspector General (IG) have the authority to approve ITPs and TAs for their programs. The FTP is
then submitted to the AA of OIA for counter or final approval to assure that the international travel is in
accordance with the Agency's and U.S. Government's goals and priorities. This is subject to change, refer
to the current Delegations Manual. A copy of the current travel delegations at the time this guidebook went
to printing is available in Appendix C.
o When are ITPs submitted?
All travelers must submit an ITP to OIA after the program office has approved the TA and AT LEAST 3
WEEKS before the proposed date of travel in order to allow sufficient time to obtain country clearance from
the Department of State. Allow more time depending upon the clearances and documents unique to your
trip. OIA will not approve travel received less than 3 weeks prior to the departure date. In exceptional
circumstances, a written explanation from the traveler's AA may result in a waiver of this requirement. One
ITP should be submitted for each traveler, including the Inspector General. OIA will assign a trip number
to each ITP.
o What information must be provided on the ITP to obtain the necessary approvals?
The following information must be included on or attached to the ITP:
»• Inclusive dates of travel.
> Sources of funding and estimated costs.
»• Actual dates of meeting/conference.
» Organization sponsoring meeting/conference.
> Benefits to EPA or U.S. Government.
»• Letters of invitations and general supporting documents.
» Photocopy of approved TA.
»• Letter of invitation and acceptance if available.
»• Date and level of current security clearance.
»• Date and level of State medical clearances.
»• Special Embassy support requested.
o What does the traveler do if there are changes to his/her travel plans after the original ITP is completed?
The original TA and ITP must be amended to reflect all changes (i.e; additions and deletions) when adding
another destination to the itinerary, changing source of funding, or changing meeting dates, etc. Approval of
the amendment must be obtained from OIA
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o What does the traveler do if his/her travel plans are canceled?
The traveler reports cancellation of the trip as soon as it occurs, by marking "Cancellation" on the photocopy
of the approved ITP, dates and forwards it to OIA The TA also must be canceled.
o If all or part of the travel is funded by a non-EPA source does an ITP have to be submitted?
An ITP must be submitted and approved by both the program office of EPA Office of General Counsel
(OGC) and OIA regardless of the funding source.
o How will the traveler know if his/her trip is approved?
After review and approval, OIA will assign a trip number to the ITP and return the last two copies of the
ITP to the traveler or to the appropriate international travel coordinator in the program.
TRAVEL AUTHORIZATION REQUIREMENTS
o What is a TA?
A TA specifies the purpose, itinerary, dates, travel accommodations, and expenses authorized the traveler.
Official authorized to approve TAs are designated in EPA's Delegations Manual 1-17-B (see Appendix C).
o How is the TA form prepared?
EPA's form 2610-1, Travel Authorization, is completed in the same manner as for domestic travel. In
addition, item 10D of the authorization should state that the proposed travel has been approved by OIA and
provide OIA's trip identification number, if available. SFOs may not issue travel advances nor will travel
management centers (TMC) issue airline tickets without the OIA trip identification number on the TA
o Is the TA submitted to OIA or directly to the SFO?
The approved TA and ITP is submitted to the SFO when requesting a travel advance. When preparing the
ITP, it is the responsibility of the program office to submit a photocopy of an approved TA to OIA when the
ITP is submitted. A copy of the ITP is also submitted with the travel voucher to the SFO.
o Is a TA required when the travel is funded by sources outside EPA?
Yes. Travel funded in part or in whole by outside sources from EPA such as foreign public/private sources,
also requires an approved TA and ITP. Funding by outside sources must be approved by the EPA Ethics
Official in the Office of General Counsel.
o What are some travel allowances or situations that require special approval?
f External (non-EPA) funded travel.
» Annual leave in conjunction with travel.
»• Use of extra-fare common carrier accommodations (including premium-class).
* Use of a non-contract common carrier for travel between two cities when a Government contract
carrier between the two city-pairs exist.
»• Certain conference or meeting travel to resort areas.
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> Use of non-American Flag Carrier
* When more then five EPA travelers are taking the same foreign OCONUS Trip.
»• Use of a car rental
>• Personal phone calls home
> Travel involving special per diem or actual subsistence rates (i.e. extended temporary duty travel).
The travel outlined above may involve special rates, approval, or documentation. We recommend that you
consult with your administrative or fiscal personnel in your SFO as soon as possible and before the TA is
issued.
o Is the TA submitted to OIA or directly to the SFO?
A copy of the TA is attached to the ITP and submitted directly to OIA after the program office clearances
and approvals are obtained. OIA's ITP Trip number is entered on the TA which then goes to the Document
Control Clerk for funding.
o Do I need a new TA if I travel from my temporary duty station to a location not specified on the TA?
Yes. Unless your TA contains language like "including travel to sites within country X" you will need a
separate TA. Cable or fax your request for a new TA to your program office as far as possible in advance of
your travel date since both a new TA and ITP will be prepared, cleared, and approved before you can be
authorized to travel.
TRAVEL ADVANCES
o Is a traveler expected to use his/her own funds to pay for travel expenses?
No. When you are on official Government travel, you cannot waive the right to reimbursement for official
travel, even if you and your supervisor were to agree that you would not receive reimbursement from EPA.
Nor can the traveler use cash or personal credit/charge cards to purchase transportation services in excess of
$100 except in emergency situations and unless the General Services Administration (GSA) approves. EPA
offers two methods to minimize the need for personal funds when traveling OCONUS: (1) the contractor-
issued Government charge card; (2) travel advances, (in the form of cash, check and/or automated teller
machine (ATM)), for those expenses that cannot be charged or for those international Cities where Diners
Club may not be as commonly accepted.
o If the traveler has a Diners Club Card, may they still obtain advances for travel expenses?
As a general rule, the traveler may obtain an advance of $15 per day plus 80% of anticipated Meals and
Incidental Expenses (M&IE). This assumes you will charge your lodging expenses to the Diners Club card.
However, contact Diners Club to be sure the card is accepted at your TOY station. Care must be given when
using this formula to make sure that the travel advance does not exceed 80% of the total expenses of the TA
less the transportation ticket.
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o How can the traveler obtain an advance of funds for travel expenses?
OCONUS travel advances will be issued by check by your SFO for up to 80% of per diem and miscellaneous
expenses authorized. A 100% advance may be approved for excess baggage, high taxi fares, or other unusual
circumstances. Please note the FTR precludes the 80% limitation in cases of personal hardship and when the
traveler has elected not to use the Diners Club Card.
* If approved by your SFO, up to $500 may be obtained from the imprest fund in cash in emergency
situations. Amounts taken in cash are regulated by the 80% limitation.
•• Travelers on extended TOY of up to 45 days may be advanced for the full 45 days at 80%. Travelers
in extended TOY status for more than 45 days will be issued advances in 30 days increments.
»• EPA may have arranged with the U.S. Embassy to audit your vouchers and/or provide cash advances.
Check with your program office and OIA's International Travel Coordinator. If there is no such
arrangement, EPA may be able to request and authorize the Embassy to provide these services in the
initial request to the Embassy to clear the TDY.
EXTERNAL TRAVEL FUNDING
o May a traveler accept sponsorship from a foreign external source for an international trip?
There are some prohibitions against U.S. Government employees from accepting travel expenses from a
foreign external source. However, under the Foreign Relations Authorization Act of 1978, Public Law (P.L.)
95-105, foreign governments and public international organizations in which the U.S. Government or any
foreign government participates may reimburse an EPA employee for travel and per diem expenses incurred
for trips entirely outside of the United States. Acceptance of these funds must be consistent with U.S.
interests. If you have any questions, please contact OGC or your Regional Counsel Ethics Officer.
o May a traveler accept sponsorship from a non-Federal source?
Generally EPA employees may not travel under EPA-issued TAs wholly or partially funded from non-Federal
funds. Exceptions are travel funded (1) by bilateral agreements or the Scientific Activities Overseas
Agreement; (2) under the Intergovernmental Personnel Act (IPA); (3) pursuant to subpoena as a witness
for a non-Government party; (4) by an organization listed under section 501(c)(3) of the Internal Revenue
code; or (5) by a foreign government or public international organization pursuant to PL 95-105 for trips
entirely outside the U.S.
o Does all external-funded travel need special approval?
Travel funded under the provisions of bilateral agreements or under the Scientific Activities Overseas does
not need special approval.
o How is external-funded travel approved?
Travel proposed for funding by private sources, including organizations listed under section 501 (c) (3) of the
Internal Revenue code, is authorized by the Ethics Official, OGC in addition to all other clearances. Travel
proposed for funding by foreign governments or public international organizations is authorized by the AA
of OIA, on the TA. Proposals for external funding are described on the ITP and are specifically authorized
on the TA Allow 90 days for this clearance if possible.
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o What is the approval process for accepting sponsorship from an external source?
EPA policy states, before accepting sponsorship from an external source for all or part of a trip, the traveler
should submit a request for determination to OIA and OGC. If possible, a written offer of sponsorship should
be submitted at least 90 days before the trip along with or before submitting an ITP, but not later than 60 days
before the date of departure. Travel that is being funded in part or wholly by sources outside of EPA, such
as foreign public/private sources or multilateral organizations, also requires an approved TA and should follow
the procedures outlined for submission and approval of international travel. These submission requirements
do not apply to travel under the provisions of bilateral agreements or under the Scientific Activities Overseas
Agreement.
o Is cash acceptable from an external source to cover a traveler's expenses?
When possible, a traveler accepting a travel grant from an external source, should accept travel expenses in
kind (for example, airline tickets and meals) rather than cash. The traveler may not accept cash from an
external source in excess of the amount EPA would have provided under the travel regulations. Travel
reimbursements provided to the traveler must be reasonable and approved by OGC. For example, acceptance
of lavish accommodations which could appear extravagant to the public are not acceptable. The traveler may
not be reimbursed by both EPA and the external source for the same travel expense.
o Can the traveler use the Diners Club to obtain cash?
Travelers who hold an individual charge card may be authorized to obtain cash from a participating ATM by
using their Personal Identification Number (PIN) access code. The traveler will claim the 4% service charge
for using the machine on your travel voucher as a miscellaneous expense.
DINERS CLUB PROGRAM
o What happens if the traveler is told that they Diners Club card is not honored at their TDY location?
Travelers who will be in an area that does not accept Diners Club charge cards may be authorized travel
advances up to 80% of per diem, less amounts taken in cash from an ATM.
o How does the traveler obtain a contractor-issued Government charge card and how does the card work?
An employee who travels on official business two or more trips per year is eligible to receive a card. If the
traveler expects to make two or more trips per year, they are considered a frequent traveler. The card is to
be used for official travel expenses only. It must be used for your common carrier transportation. It should
be used for your lodging, rental cars and other expenses, such as meals, when possible. You should receive
a monthly statement for your charges that must be paid in full by the due date. If you file your travel voucher
within FIVE working days after the completion of the your travel, you should receive reimbursement for your
travel expenses in ample time to pay the balance on your statement. However, failure to receive
reimbursement does not relieve the traveler of the responsibility to repay Diners Club by the due date on the
invoice. See your SFO Diners Club Coordinator for more information.
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o How can a traveler obtain an advance of funds for travel expenses that cannot be charged or if they do not
have approval to use the ATM?
Prepare an SF-1038 or use the TA to obtain a travel advance. Travel advances of $25 or more can be obtained
through your SFO by Treasury Check. Advances should be obtained through the Diners Club ATM process
whenever possible. Travel advances may be given in the form of cash through an imprest fund in emergency
situations, if there is an imprest fund available and if your SFO permits travel advances issued through the
imprest fund. If you have a charge card or if you are a frequent traveler and the charge card has been made
available to you, your request for an advance should not exceed $15 per travel day plus incidentals without
justification. If you are not a frequent traveler and you do not have a charge card, your request for an advance
should not exceed 80% of anticipated out-of-pocket expenses. To receive an advance by Treasury check, you
should submit the request to your SFO within a minimum of two weeks prior to the start of the trip.
TRAVEL BY NON-EPA EMPLOYEES
o What if an EPA contractor or consultant will be traveling on an international trip, does OIA still have to
approve the trip?
Yes. OIA must approve, IN ADVANCE, travel of an EPA contractor or consultant for official international
travel on behalf of EPA. The EPA office sponsoring the contractor's or consultant's international travel must
submit a written request to OIA, with a copy of the letter of invitation from EPA and a copy of the acceptance
letter from the traveler.
o Is travel to the United States by foreign nationals subject to international travel requirements?
Only if the travel is paid by EPA in support of EPA's international programs.
INTERNATIONAL TRIP REPORT
o After completing the trip, what paperwork needs to be completed for OIA?
An International Trip Report (EPA Form 4550-1) should be submitted to OIA within 15 days after
completion of the trip. Trip reports are summaries of accomplishments and highlights of foreign trips and
are required by OIA of all international travelers except when the mission is sensitive or classified. A group
report may be submitted in lieu of individual trip reports, but it must list all EPA participants at the meeting
or conference. The requirement for a Trip Report can be met in a variety of ways, e.g., an embassy reporting
cable, memorandum to your supervisor, etc. Failure to complete a trip report could result in OIA
disapproving your next international trip.
o Who is the international trip report filed with?
The report is submitted to the travel authorizing official and to OIA.
o What should the international trip report summarize?
This report should summarize all pertinent information relevant to the trip. The submission of this form does
not absolve the traveler of any requirements for more detailed reports on the substantive matters discussed
and actions contemplated or completed during the trip that may be required.
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EMPLOYEE AND APPROVING OFFICIAL'S RESPONSIBILITIES
o What are the employee's responsibilities when traveling for EPA?
The employee's responsibilities include: (1) Exercising care in incurring expenses. An employee traveling
on official business is expected to exercise the same care in incurring expenses that a prudent person would
exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays,
or luxury accommodations and services unnecessary or unjustified in the performance of official business are
not acceptable under this standard. Employees will be responsible for excess costs and any additional expenses
incurred for personal preference or convenience. (2) Recording pertinent times. The date and hour of
departure from and arrival at the official station or any other place at which official travel begins or ends must
be shown on the travel voucher. The same information also must be shown for points at which temporary duty
is performed or for a stopover or official rest stop location when such arrival or departure affects the per diem
allowance or other travel expenses. Other points visited should also be shown, but the time of arrival and
departure need not be entered. (3) Using standard time. The hours of departure and arrival recorded on
the voucher shall be those of standard time in effect at the place involved. Finally, the employee at all times,
whether during work hours or free times, must act in a manner that will not reflect adversely on the United
States or EPA,
o What is the traveler accountable for?
The traveler is accountable for the following:
•• The traveler is expected to abide by the "Prudent Person Rule." (see the answer to the previous
question);
> All travel advances, transportation tickets, Government Transportation Requests (GTR), or other
transportation documents received by them;
>• Liable for additional costs resulting from the use of a method of transportation other than specifically
authorized, approved, or required by regulation;
>• Expected to account for and provide to EPA promotional materials above a nominal value and frequent
flier benefits received or earned from official travel;
> If trips are canceled or itineraries changed after tickets (or Government Transportation Request (GTR))
are issued to the traveler, he/she is liable for the value of the tickets issued until all ticket coupons have
been used for official travel purposes or all unused tickets or coupons are properly accounted for on the
travel voucher.
o What are the Approving Official's responsibilities?
It is the responsibility of the approving official to authorize only the travel necessary to accomplish EPA's
mission in the most effective and economical manner. Including authorizing per diem allowances that are
justified by the circumstances affecting the travel and are allowable under the FTR. To prevent authorization
or approval of per diem allowances in excess of amounts required to meet the necessary per diem expenses
of official travel, consideration shall be given to factors such as known arrangements or established cost
experience; special rates for meetings; traveler's familiarity with TOY establishments where repetitive travel
or extended stays are involved; modes of transportation which provide accommodations(e.g. sleeper trains,
etc.); and government furnished lodging facilities at the TOY location.
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PER DIEM AND SUBSISTENCE
o How are per diem allowances for international travel established?
While per diem allowances payable for official travel in non-foreign areas are established by the Department
of Defense (DOD), per diem allowances payable for official travel in foreign areas are established by the
Secretary of State and published in the "Per Diem Supplement to the Standardized Regulations." Per diem
allowances for official travel within localities OCONUS will be at rates not to exceed the maximum per diem
rate established in the supplements. This document may be obtained from your SFO and is issued monthly.
o When does per diem entitlement begin and end?
Official travel begins and ends when the traveler departs and returns to the home, office, or other authorized
points. However, per diem may not be allowed when the traveler departs or returns to the residence and
performs work of one hour or more at the official station before departing out or after returning from TDY.
Per diem would start or end at the office in those instances. (Please see Comp. Gen. B-172094, 4/12/72).
o How is the traveler reimbursed for per diem expenses?
You are entitled to a per diem allowance for expenses incurred while traveling on official business. The per
diem allowance is a daily payment for lodging and meals and incidental expenses (M&IE) issued monthly by
DOD and the Department of State under the World-Wide Lodging-Plus System. OCONUS per diem rates
will include an M&IE rate and maximum lodging amount for each listed locality. The old method of
establishing a flat rate, covering both meals and lodging was eliminated for all travel beginning on or after
December 1, 1990.
o What expenses are covered by the per diem allowance?
The per diem allowance covers all charges including lodging and service charges, taxes, meals, laundry
(including cleaning and pressing of clothes), and tips to restaurant personnel, porters, baggage carriers,
bellhops, and hotel maids; transportation between places of lodging or business and places where meals are
taken; telephone calls and telegrams necessary to reserve lodging. All other official calls should be claimed
separately as a miscellaneous expense.
o Is the cost of transportation to restaurants allowed?
Generally no. Transportation costs to restaurants are included as part of incidental expenses in your M&IE
allowance. The cost of transportation is only allowed where the nature and location of the work at the
temporary duty station are such that suitable meals cannot be obtained. For example, you could not obtain
reimbursement for taxi(s) from place of lodging or work to restaurants in urban Nairobi if your TDY station
was Nairobi, Kenya.
o How is per diem computed?
Per diem is computed under the World-Wide Lodging-Plus System. Under this System, the actual cost of
lodging is allowed, up to a maximum published rate for the location. Receipts for lodging are required. In
addition, a fixed allowance for M&IE is included in the maximum per diem rate. The M&IE rate, or fraction
thereof, is payable to the traveler without itemization of expenses or receipts. For partial days of travel, the
M&IE rate shall be prorated by the number of quarters or partial quarters while in travel status.
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o May I receive per diem rate for OCONUS trips 10 hours or less?
No. The exception is for a traveler whose workday is scheduled on the basis of a nonstandard schedule (four
10 hour days or other compressed schedule) shall not be allowed per diem for any travel period of less than
or equal to the scheduled work day plus 2 hours. Example: An employee is regularly scheduled to work
Monday through Thursday at 10 hours per day, no per diem is allowed for travel of 12 hours or less. (Refer
to Example No. 4 in Appendix A).
o How is per diem computed for trips of 24 hours or less?
When the entire trip is 24 hours or less, but more than 10 hours, the per diem allowance is prorated starting
with the quarter in which travel begins and ending with the quarter in which the travel ends. One quarter day
period will be allowed for each six-hour period of travel or fraction thereof at the applicable M&IE rate.
(Refer to Example No. 1 in Appendix A) If lodging is not required, the allowance shall be the M&IE rate
applicable to the location of the TOY station. If lodging is required, then rules for travel more than 24 hours
apply.
o How is per diem computed if the trip is less than 24 hours but has more than one TOY location?
The per diem allowance will be calculated using the M&IE rate prescribed for the location where the majority
of the time is spent performing official business. (Refer to Example No. 7 in Appendix A)
o What per diem rate is used for trips more than 24 hours?
The applicable maximum per diem rate for each day shall be determined by the travel status and location of
the traveler at 12:00 midnight and whether lodging is required at such location.
o How is M&IE prorated on partial days of travel?
The applicable M&IE rate for a partial day of travel is prorated using the following table. In computing the
per diem allowance for a partial day, the calendar day (midnight to midnight) shall be a unit. For each 6-hour
period (or fraction thereof at the beginning or end of a partial travel day) that the traveler is in a travel status,
one-fourth of the applicable M&IE rate shall be allowed. A quarter day, although reflected here as beginning
one minute after the hour, technically begins one second after the stated hour. (Refer to Example No. 2 in
Appendix A)
First Quarter 12:01 a.m. - 06:00 a.m.
Second Quarter 06:01 a.m. - 12:00 noon
Third Quarter 12:01 p.m. - 06:00 p.m.
Fourth Quarter.... 06:01 p.m. - 12:00 midnight
The method for prorating partial days of travel was changed for all travel that begins on or after December
1,1990, from 6-hour increments to quarters of days. The new proration method applies to travel incident to
TOY travel as well as Permanent Change of Station (PCS) travel.
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o What if meals are furnished by the Government?
When all or part of the meals are furnished at no cost or at a nominal cost to the traveler by the Federal
Government or other entities, the applicable maximum per diem rate or the M&IE rate, as appropriate shall
be reduced to a daily amount commensurate with the expenses expected to be incurred by the traveler. If a
reduced per diem was not authorized in advance of the travel and meals were furnished at no cost or nominal
cost by the Federal Government, the appropriate deductions prescribed in the FTR must be taken. However,
the total amount of deductions made on partial dates shall not cause the traveler to receive less than the
amount allocated for incidental expenses.
o What is the per diem for travel on a commercial vessel?
For vessel travel, except for the day of arrival on board (day of embarkation) and the day of departure from
the vessel (day of debarkation), the allowable per diem rate is $6 per day.
o How does the time the traveler spends on a plane or ship affect per diem?
Per diem for the time a traveler spends on a "commercial vessel" is computed under lodging-plus rules for
embarkation and debarkation. The per diem for additional days on board is $6.00 or $9.00 if the $6.00 rate
is insufficient.
o What happens if the $6 is not sufficient to meet the traveler's per diem expenses?
If the $6 is not sufficient, a per diem rate equal to the anticipated expenses, not to exceed $9 per day, may be
authorized or approved by the authorizing official. Per diem will be computed under the World-Wide
Lodging-Plus System on the days of embarkation and debarkation at the rate for the ports.
o What is mixed travel?
Mixed travel occurs when official travel within a single trip is subject to payment of per diem under the
lodging-plus system and an actual expense allowance under the actual expenses system. Reimbursement will
be computed under only one system for each calendar day except when the provisions of the FTR § 301-8
apply. Please refer to your SFO for more information on these exceptions.
o Are there per diem allowance computations for special situations?
Yes. Per diem allowance computations for special situations include: a) weekly or monthly rentals; b) use
of a recreational vehicle for lodging; c) when temporary duty is curtailed; canceled, or interrupted for official
purposes; and, d) while aboard a Government vessel.
o Should the traveler make any deductions when a meal is provided at no cost?
Yes. Appendix B shows the distribution rate of M&IE expenses depending on the rate of M&IE for each meal
and incidental when a meal or meals and incidentals are provided at no cost. Please note if the M&IE rate
is larger than $265, then the traveler should allocate 15%, 25%, and 40% of the total to breakfast, lunch, and
dinner, respectively, the remaining amount is allocated to incidental expenses.
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LODGING
o May lodging costs be claimed if the traveler arrives after midnight?
Yes. Although per diem generally is based on the traveler's location at midnight, there will be instances when
a traveler is en route and does not arrive at the lodging location (either temporary duty location or en route
rest stop point) until after midnight. In such cases, the lodging shall be claimed for the preceding calendar
day and the applicable maximum per diem for the preceding day will be determined as if the traveler had been
at the lodging location at 12:00 midnight of that day. (Refer to Example No. 13 in Appendix A.)
o What lodging costs are allowable if lodging is not available at the temporary duty location?
In certain circumstances, lodging accommodations may not be available at the temporary duty location and
the traveler must obtain lodging in an adjacent locality where the prescribed maximum per diem rate is higher
than the maximum per diem rate for the location of the temporary duty point. In such instances, the
approving official must make an administrative determination on an individual case basis to authorize or
approve the higher maximum per diem rate. If the higher maximum rate is not justified and authorized in
advance, the traveler must furnish a statement with the travel voucher satisfactorily explaining the
circumstances that caused him/her to obtain lodging in an area other than at the TDY point designated in the
TA. If the traveler obtains lodging away from or outside the TDY point because of personal preference or
convenience, the allowable per diem rate shall be limited to the maximum per diem rate prescribed for the
TDY location.
o What rate is used when lodging is not required on a full calendar day of travel, while en route to another
TDY Point?
The per diem allowable shall be the destination M&IE rate. This contrasts with the old method of using the
M&IE rate applicable to the preceding calendar day. (Refer to Example No. 9 in Appendix A.)
o What per diem rate is in effect when lodging is not required on a full calendar day of travel, while
returning to residence or the official duty station?
The per diem rate allowable shall be the M&IE rate applicable to the preceding calendar day.
o What is the per diem allowance if lodging is not required on a trip of more than 24 hours?
For each full calendar day that the traveler is in a travel status and lodging is not required (such as when the
traveler is en route overnight), the per diem allowance shall be the TDY or rest stop point M&IE rate.
o Are receipts required for lodging?
Yes. Receipts are required to support all lodging costs when an allowance is claimed under the World-Wide
Lodging-Plus System. A statement instead of a receipt may be accepted for the use of Government quarters.
Receipts are not required when a specific or reduced rate has been authorized in advance of travel as provided
in the FTR.
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o What rate is applicable if the traveler shares their room with another government employee?
One-half of the double occupancy charge shall be allowable for each traveler. The travel voucher must
annotate the other employee's name and employing Agency or office. If the person sharing the room is not
another Government employee on official travel, identification of the person sharing the room is not required
and the employee may be allowed the single room rate.
o What happens if a lodging receipt is impractical to obtain or lost?
If receipts have been lost or destroyed or are impractical to obtain, a statement acceptable to the SFO
explaining the circumstances shall be furnished with the travel voucher, including the name and address of the
lodging facility, the dates lodging was obtained, and the costs incurred. SFOs may require travelers to obtain
copies of lost or destroyed receipts from the lodging establishment. Check with your SFO for specific
requirements.
o Can a traveler claim lodging when staying with friends or relatives?
No. When you obtain lodging from friends or relatives (including members of your immediate family) with
or without charge, no part of the per diem allowance will be allowed for lodging unless the host actually incurs
additional costs in accommodating the traveler. In such instances the additional costs, substantiated by the
traveler and determined to be reasonable by the EPA approving officials, may be allowed as a lodging expense.
Neither costs based on room rates for comparable conventional lodging in the area, nor flat "token" amounts,
will be considered reasonable. (Refer to Example No. 15 in Appendix A)
o What lodgings costs are allowed when lodging is furnished by the Government?
Normally when all or part of the lodging is furnished at no cost or at a nominal cost to the traveler by the
Government, the lodging-plus per diem system automatically reduces the maximum per diem rate to the M&IE
rate (or fraction thereof). When lodging is furnished at no cost to the traveler through the use of an Agency
purchase order, the agency shall not authorize or approve a per diem allowance for other per diem expenses,
that will, when combined with the cost of lodging furnished, exceed the applicable maximum per diem rate.
(Refer to Example No. 10 in Appendix A)
o If the traveler's lodging is provided free, is the lodging portion of per diem reduced to zero?
Not necessarily. If you are in an Embassy apartment, for example, reasonable maid fees and cleaning charges
are reimbursable.
o Can the TMC make my overseas hotel reservations.
Yes. Travelers may have the TMC make hotel reservations for them in connection with their travel in foreign
areas. Travelers are responsible for all charges in connection with cancellation of hotel reservations.
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INTERRUPTIONS OF PER DIEM ENTITLEMENTS
o What expenses are reimbursable to the traveler if the temporary duty is curtailed, canceled, or interrupted
for official purposes?
When a traveler has made advance arrangements for lodging with reasonable expectation of the travel
assignment being completed as ordered or directed, and subsequently the TOY assignment is curtailed,
canceled, or interrupted for official purposes, or for other reasons beyond the traveler's control that are
acceptable to the approving official, lodging costs may be calculated and paid as outlined in the FTR. (Refer
to Example No. 8 in Appendix A.)
o Is per diem allowed when TOY is interrupted for leave?
Leave of absence for one-half or less, of the prescribed daily working hours shall be disregarded for per diem
purposes. Where the leave is more than one-half of the prescribed daily working hours, no per diem (this
includes lodging costs) shall be allowed for that day.
o What happens if a legal Federal Government holiday, weekends or other scheduled non-workdays occurs
while on TOY?
Travelers are considered to be in a per diem status on non-workdays except when they return to their official
duty station or place of abode. Also, per diem shall not be paid for non-workdays when 1) travelers are in
a leave status at the end of the workday before the non-workday or after the non-workday and at the beginning
of the workday following the non-workday, and 2) the period of leave on either of those days is more than
one-half of the prescribed working hours for that day, and 3) per diem shall not be paid for more than two
non-workdays in cases where leave of absence is taken for all of the prescribed working hours between the
non-workdays.
o What happens to per diem if the traveler returns to the official station on a non-workday?
If the return is a required official business return or it is otherwise advantageous to the Government, the
traveler shall be allowed the round-trip transportation expenses and per diem for the en route travel.
o What happens if it is more cost effective for the traveler to return home on non-workdays?
An authorizing official may authorize per diem and transportation expenses to a traveler to return home for
non-workdays where a significant cost savings ($100 or more) will be achieved. Travel time shall be scheduled
within the traveler's duty hours to the extent practicable. The cost of lost productivity attributable to the duty
hours involved in traveling to and from the traveler's residence for non-workdays shall be considered in
determining the cost savings.
o If a traveler is on extended TDY, are they authorized to return to their residence?
Travelers who are required to routinely perform extended periods of TDY may, at the approving official's
discretion and within the limits of appropriations available for payment of travel expenses, be authorized
round-trip transportation expenses and per diem en route for periodic return travel to their official duty
stations or places of abode for non-workdays. Authorizing officials are cautioned that this authority is to be
used with the utmost discretion and consideration of the length and purpose of the TDY assignment and the
distance of the return travel.
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o Are there any specific conditions to be met before periodic return travel may be authorized?
Based on an appropriate cost analysis of the costs of periodic weekend return travel (including the costs of
potential overtime, if applicable) are outweighed by savings in terms of increased traveler efficiency and
productivity, as well as reduced costs of recruitment and retention of travelers. It may be considered cost
efficient to authorize return trips. The cost analysis shall be conducted no less frequently, than every other
year.
o Should periodic return travel be scheduled during duty hours like an authorized return?
No, return travel for non-workdays authorized under periodic return travel should be performed outside the
traveler's regularly scheduled duty hours or during periods of authorized leave.
o What happens, if the traveler voluntarily returns to his/her official station or place of abode for non-
workdays?
The maximum reimbursement for the round-trip transportation and per diem en route shall be limited to the
per diem allowance and travel expenses which would have been allowed had the traveler remained at the TOY
station. The traveler shall perform any such voluntary return travel during non-duty hours or periods of
authorized leave.
o What reimbursement is the traveler entitled to if she/he takes other than the prescribed direct route or
takes leave en route?
If there is an interruption of travel or deviation from the direct route resulting in excess travel time because
of a traveler's personal preference or convenience or through the taking of leave, the per diem allowed shall
not exceed that which would have been allowed on uninterrupted travel by a direct or usually travelled route
except as provided in the EPA Travel Manual for certain emergency travel situations.
o What if the traveler becomes sick or a personal emergency arises while on travel status?
Per diem continues for 14 days without special approval when you are sick at your TOY station. See Embassy
Liaison & Support for medical travel. If a personal emergency arises, per diem and transportation expenses
to your permanent duty station may be authorized. Special rules apply, so contact your SFO before your
travel, if possible. Provisions governing per diem while in emergency travel status due to a traveler's
incapacitating illness or injury or because of a personal emergency situation, as well as the continuation of per
diem due to incapacitating illness or injury of the traveler should be discussed with the SFO.
ACTUAL SUBSISTENCE EXPENSES
o What is the authority to approve actual subsistence expenses?
Authorizing officials designated by the EPA Travel Delegations (see Appendix C) may authorize or approve
reimbursement for the actual and necessary subsistence expenses of official travel when such expenses are
unusually high due to special or unusual circumstances, or for occasional meals and/or lodging. This authority
shall be used for individual travel assignments or specific travel situations only after appropriate consideration
of the actual facts existing at the time the travel is directed and performed.
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o What type of expenses are allowable under actual subsistence?
Actual subsistence expense reimbursement may be allowed for the same types of expenses that are covered
by the per diem allowance discussed previously, provided such expenses are determined to be actual and
necessary expenses incident to the particular travel assignment.
o What conditions warrant authorization or approval of actual subsistence expenses?
Travel on an actual subsistence expense basis may be authorized or approved for travel assignments when the
applicable maximum per diem is inadequate due to special or unusual circumstances. The maximum per diem
rate, although generally adequate, may be insufficient for a particular travel assignment because the actual and
necessary subsistence expenses are unusually high due to special duties or because subsistence costs have
escalated temporarily during special events. It will not be authorized or approved when the actual expense
exceeds, or is expected to exceed, the applicable maximum per diem allowance by only a small amount i.e, by
$5.00 per day.
o What are some examples of situations that may warrant authorization or approval of actual and necessary
expenses?
1) Traveler attends meeting, conference or training session away from official duty station where lodging and
meals must be procured at a prearranged place, and these prearranged accommodations, absorb all or
practically all of the applicable maximum per diem allowance; 2) the travel is to an area where the applicable
maximum per diem allowance is generally adequate but subsistence costs have escalated for short periods of
time during special functions or events such as international sports events, world fairs, or natural disasters;
3) based on the situation in example (2), affordable lodging accommodations are not available or cannot be
obtained within a reasonable commuting distance of the traveler's TOY point and transportation costs to
commute to and from the less expensive lodging facility consume most or all of the savings achieved; 4) due
to special duties of the assignment, the traveler incurs unusually high expenses in the conduct of the official
business, such as the need to procure superior accommodations, including a suite or other quarters for which
the charge is well above that which he/she would normally have to pay for accommodations; or 5) the traveler
incurs unusually high expenses incident to his/her assignment to accompany another traveler in a situation
described in (4).
o If a traveler is on an assignment where meals and/or lodging are provided at no cost to the Government
and a situation arises requiring expenses for occasional lodgings and/or meals, may the traveler be
reimbursed?
The authorizing official may approve reimbursement of appropriate expenses incurred for occasional meals
or lodging that are determined to be necessary and justified by the circumstances involved. The actual expense
allowable for lodging or each meal may not exceed the applicable lodging or individual meal allowance
provided in the FTR, or 150 % of those amounts if special or unusual circumstances are involved. (Refer to
Example No. 3 in Appendix A)
o What is the maximum daily rate for actual subsistence OCONUS?
For travel OCONUS, the maximum daily rate for subsistence expenses shall not exceed the greater of the
amounts prescribed by the DOD and State, respectively, for non-foreign and foreign areas as set forth below:
a) 150 % of the applicable maximum per diem rate (rounded to the next higher dollar); or
b) $50 plus the applicable maximum per diem rate prescribed by DOD.
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o Are there any reimbursement limitations?
When the actual subsistence expenses incurred during any one day are less than the maximum daily rate
authorized, the traveler shall be reimbursed only the lesser of the two; the actual expenses incurred or the
maximum daily rate authorized and claimed (including for fractional days) shall be reviewed and allowed only
to the extent determined to be necessary and reasonable by the authorizing official. When M&IE is limited
to 100 % of the applicable M&IE rate; therefore, receipts and itemization of M&IE are not required. Unless
the M&IE has been authorized to increase up to 150 %, then receipts are required for meals and incidental
expenses in excess of $25.00. (Refer to Example No. 15 in Appendix A)
WEEKLY AND MONTHLY RENTALS ON TOY
o What type of expenses are included in lodging costs for a weekly or monthly rental?
When a traveler rents a room, apartment, house, or other lodging incident to a TOY assignment, the following
expenses may be considered part of the lodging cost: the rental cost; if unfurnished, the rental cost of
appropriate and necessary furniture and appliances, such as a stove, refrigerator, chairs, table, bed, sofa,
television, and vacuum cleaner; cost of reasonable maid fee and cleaning charges; monthly telephone use fee
(does not include installation and long distance calls); and, if ordinarily included in the price of the hotel or
motel room in the area concerned, the cost of special user fees, such as cable television charges and plug-in
charges for automobile head bolt heaters.
o How is daily lodging cost computed with a weekly or monthly rental?
When the traveler obtains lodging on a weekly or monthly rental basis, the daily lodging cost shall be
computed by dividing the total lodging cost for the expenses listed above by the number of days the
accommodations are actually occupied, provided that the traveler acts prudently in renting by the week or
month, and that the cost to the Government does not exceed the cost of renting conventional lodging at a
daily rate. Otherwise the daily lodging cost shall be computed by dividing by the number of days of the
rental period, e.g. 7 or 30 days, as appropriate.
o What is the per diem allowable with a weekly or monthly rental?
Under the World-Wide Lodging-Plus System, the allowable per diem consists of the daily lodging cost
calculated under the above paragraph plus the applicable M&IE rate not to exceed the maximum per diem
rate prescribed for the location involved. When a reduced per diem rate is being established in advance of
the travel, the daily lodging cost calculated in the previous paragraph shall be added to the amount determined
by the authorizing official and SFO to be necessary for M&IE.
EXTENDED TOY'S - SPECIAL CONSIDERATIONS
o What is the per diem for extended training assignments?
The Government Employees Training Act (5 U.S.C. 4101-4118) authorizes agencies to pay all or part of the
per diem expenses of an employee assigned to training at a TOY station. Implementing regulations prescribed
in the Office of Personnel Management (OPM) in 5 Code of Federal Regulations (CFR) 410.603 provides
specific guidelines for payment of per diem expenses for travelers on extended training assignments of more
than 30 calendar days at temporary duty locations. Generally the OPM guidelines require a reduced per diem
of not more than 55 % of the applicable maximum per diem rate. Per diem above these levels (not to
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exceed the maximum per diem rate) must be justified. Authorizing officials shall refer to the OPM guidelines
in 5 CFR 410.603 for specific criteria to determine the appropriate per diem. Guidelines also are published
in the OPM Federal Personnel Manual, Chapter 410, Section 6-3.
o What is the per diem for extended stays?
The authorizing official is obligated to reduce your per diem during extended stay at a TOY location when
you are able to secure lodging and/or meals at lower costs. Alternatively, the authorizing official may
authorize you to receive the Post Allowance (informally known as the cost of living allowance - COLA) in lieu
of per diem when the TDY is for 90 days or more.
o May the traveler be authorized unaccompanied baggage for extended stays?
Yes. The traveler may be authorized an additional weight allowance for personal effects for TDY's longer
than 90 days. If so, contact your International Travel Coordinator and the State Department's Transportation
Division (OPR/ST/TD) at (703) 647-4140 for shipping instructions. It is suggested that up to 250 pounds of
unaccompanied air baggage be authorized.
o Is the traveler entitled to a post differential?
The traveler's basic compensation will be increased by the amount authorized by the post, i.e., by 10,15, or
25 %, starting on the 43rd calendar day when you are stationed at certain overseas posts. See your SFO for
procedures.
o May the traveler be authorized Danger Pay Allowance?
This allowance of up to 25 % of basic compensation is paid for all days of service at post designated by the
Department of State. See your SFO for procedures.
o Is the traveler permitted compensatory time off?
Compensatory time off is provided at isolated posts or posts that customarily observe irregular work hours.
Compensatory time off that is not used at the TDY station cannot be carried over. See your SFO for
procedures.
REST STOPS AND STOPOVERS
o When can a rest stop be authorized for OCONUS travel?
When travel is direct between authorized origin and destination points which are separated by several time
zones, and either the origin or destination points is OCONUS, a rest period not in excess of 24 hours may
be authorized or approved.
o When can a stopover be authorized?
Stopovers may be authorized when air travel between the two points is by less-than-premium-class
accommodations and the scheduled flight time, including rest stops, exceeds 14 hours by the direct or usually
traveled route.
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o What point may a rest stop be authorized for?
The rest stop may be authorized at any intermediate point, including points within the Continental United
States (CONUS), provided the point is midway or as near to midway to meet the requirements for use of U.S.
flag air carriers and carrier scheduling.
o Is a rest stop or a stop over allowed if it is for the traveler's personal convenience?
A rest stop or a stopover shall not be authorized when a traveler, for personal convenience, elects to travel
by an indirect route resulting in excess travel time. However, if approved the employee may charge annual
leave.
o What is the applicable per diem rate for a rest stop?
The per diem rate for the rest stop shall be the rate applicable for the rest stop location. (Refer to Example
No. 14 in Appendix A.)
o What happens if the carrier schedules or requirements for use of U.S. flag carrier preclude an intermediate
rest stop, or a rest stop is not authorized?
It is recommended that the traveler be scheduled to arrive at the TOY point with sufficient time to allow a
reasonable rest period before reporting for duty. Reasonable rest periods are determined by the authorizing
official.
ANNUAL LEAVE
o If a traveler is on annual leave, couldn't he/she use his/her own funds to participate in a meeting or an
event as an official from EPA?
No. If the traveler is on annual leave paying his/her own expense, the traveler may not be an official
representative of EPA nor be entitled to use an official passport for travel outside of the specific authorized
country on his/her TA If the traveler uses his/her own funds to travel on non-official business that is related
to his/her profession and which may indirectly benefit EPA, the traveler may be provided administrative leave.
Contact your SFO before any expenses are incurred.
o How much annual leave is allowed while on international travel?
There is only one limitation on the amount of annual leave which may be approved: the traveler must have
already accrued the annual leave that will be taken. However, the ratio of official/personal travel days should
be considered as a factor when granting approval for annual leave in conjunction with travel. You should try
to avoid the appearance of improprieties.
o Who may approve annual leave in conjunction with travel for international trips?
Approving officials authorized to approve international travel may approve annual leave in excess of one day
in conjunction with official TOY travel, if no additional costs are incurred by the Government.
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o How is annual leave approved?
Annual leave is specifically authorized on the TA when you submit a request for annual leave with the TA.
When you have an ad hoc request for leave of three days or less and your TOY is 60 days or more, simply
report the leave taken on your time and attendance report and attach a leave slip. All other leave is requested
and approved in advance.
RECREATIONAL VEHICLES
o What constitutes a recreational vehicle?
The term recreational vehicle includes mobile homes, campers, camping trailers, or self-propelled mobile
recreational vehicles.
o What are the expenses that are reimbursable as lodging cost when a traveler uses a privately owned
recreational vehicle?
When a recreational vehicle is used for official travel, allowable lodging expenses include parking fees; fees
for connection, use and disconnection of utilities (electricity, gas, water, and sewage); bath or shower fees; and
dumping fees. Depreciation will not be considered as a lodging cost.
o What M&IE are allowable when a recreational vehicle is used?
The authorizing official shall determine an appropriate amount for M&IE based on whether the type of
recreational vehicle used by the traveler has meal preparation facilities. Such amount shall not exceed the
applicable M&IE rate for TOY location.
o What lodging costs are allowed on rented recreational vehicle?
When the use of a rented recreational vehicle is authorized or approved as advantageous to the Government,
the rental fee and the allowable expenses shown above for a privately owned recreational vehicle may be
considered as lodging costs. Advantageous use might occur when the traveler is on extended TOY assignment
in a remote area or where conventional lodging facilities are limited or are not available. If use of a rental
recreational vehicle is not authorized or approved as advantageous, only those expenses listed for privately-
owned recreational vehicles listed above may be considered as lodging costs.
TRANSPORTATION
o What are special fares?
Special fares are designed by the airlines to attract travelers by generally offering lower fares. Special fares
are sometimes called through fares, commutation fares, excursion fares and reduced-rate round trip fares. Do
not confuse special fares with contract fares.
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o Are special fares permitted for international travel?
The traveler is encouraged to use special fares for official travel to foreign countries. Use of these special
fares may not, however, conflict with any other policies on international travel; for example the requirements
to use American Flag carriers or the EPA local TMC. Also, to use special fares, the traveler must determine
before the start of a trip that this type of service is practical and economical to the Government. Attention
to planning is crucial when purchasing tickets on special fares since often the cost of tickets are non-
refundable.
o What are contract fares and how do I use them?
Contract fares are special Government rates negotiated by GSA with carriers. Your TMC will automatically
book you on a contract fare if available. If you book your own return travel you are obligated to request a
contract fare if your point of departure is serviced by a contract carrier.
o What is the Fly America Act?
This regulation provides that all government-financed foreign air travel must be on U.S. air carriers certificated
under 49 U.S.C. § 1371, to the extent that service by such carriers is available. This applies to Federal
employees and their dependents, consultants, contractors, grantees, and others traveling for the U.S.
Government. The Act's purpose is to ensure that American Flag carriers are not at a disadvantage against
foreign air carriers.
o What if the foreign air carrier costs less than the American air carrier?
The relative cost of airfare is not a consideration in the selection of international air transportation service.
Those guidelines clearly provide that U.S. air carriers are to be used even though foreign air carrier
transportation cost less. In addition, the Comptroller General (CG) has specifically held that the relatively
lower cost of service involving the use of foreign air carriers did not provide a basis for determining that
through service by U.S. air carriers was unavailable.
o What determines if U.S. air carriers are available?
Generally, a certificated U.S. air carrier is "available" if the carrier can perform the commercial foreign air
transportation needed by EPA and if the service will accomplish EPA's mission. A U.S. flag air carrier service
must be used under the following, and under no circumstances can the following justify using a foreign flag
air carrier:
»• Comparable or a different kind of service can be provided at less cost by a foreign air carrier.
> Foreign air carrier service is preferred by or is more convenient for the agency or traveler.
»• Service by a foreign air carrier can be paid for in excess foreign currency.
o When can I use a foreign flag carrier legally?
Use of foreign air carrier service may be deemed necessary if a U.S. flag air carrier otherwise available cannot
provide the foreign air transportation needed, or use of U.S. flag carrier service will not accomplish the
agency's mission. Another example of when the use of foreign flag air carrier service might be authorized is
when foreign organizations/governments and international organizations sponsoring and paying for travel of
EPA employees insist on the use of a foreign air carrier. In all instances when use of a foreign air carrier is
postauthorized, an acceptable "justification statement" must accompany the travel voucher.
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o What Fly America rules are particularly important while I am overseas and when I plan to return?
A Foreign Flag carrier may be used when the:
•• Use of a U.S. carrier returning to the U.S. from an interchange point will result in a delay of six or
more hours;
•> Overseas travel is not part of a trip to or from the U.S. and a U.S. carrier would result in a delay of six or
more hours;
>• Flight time by a foreign flag carrier is 3 hours or less and U.S. flag service is twice as long.
o Is there any traveler liability when the travel is by an indirect route or the traveler otherwise fails to use
available U.S. flag air carrier service?
The amount to be disallowed against the traveler is based on the loss of revenues suffered by the U.S. flag air
carrier as determined under the following formula set forth and more fully explained in 56 CG 209 (1979).
Note: Ignorance of the law does not by itself justify use of a foreign flag carrier (B-188968, 8/8/77). (Refer
to Example No. 17 in Appendix A.)
Sum of certificated carrier
segment mileage authorize x Fair payable by
Sum of all segment mileage Government
Authorized
MINUS
Sum of certificated carrier
segment mileage, traveled x Through fare paid
Sum of segment mileage,
traveled
PREMIUM-CLASS ACCOMMODATIONS
o May the traveler travel premium class?
For domestic and international travel on official business, the traveler will use less-than-premium-class
accommodations, unless a special waiver was received in advance from the AA of the Office of Administration
and Resource Management (OARM).
o What are acceptable justifications for a waiver to premium class?
Generally, premium-class accommodations may be authorized when less-than-premium-class accommodations
on foreign carriers do not provide adequate sanitation or health standards. Other exceptions allowing use of
premium-class accommodations are listed in the EPA Travel Manual.
o Who may approve premium-class travel?
Approval of premium class air travel is reserved to the AA for OARM.
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o Do the foreign affairs agencies have different criteria for approving premium class?
Yes. Foreign affairs agencies have more lenient rules for business class. However, EPA does not distinguish
between business and first class. If an Embassy travel agent routes you business class, be sure the travel meets
EPA's criteria for premium class and that the AA of OARM's approval is obtained.
EXCESS BAGGAGE
o What is excess baggage?
Excess baggage is the weight or number of pieces of luggage above that authorized by carriers for coach class
accommodations. Limits differ by carrier and by flight destination. EPA will authorize excess baggage for
official materials or for extended travel, i.e., trips longer than 30 days, based upon your written justification.
RENTAL CARS
o Is special approval required for rental cars?
Yes. Your TA must specifically authorize a rental car as advantageous to the Government when you are on
official business. The cost of collision waiver or insurance is reimbursable for travel in foreign (but not
domestic) areas. You must separately justify car rentals to your TA approving officer.
PRIVATELY OWNED VEHICLES (POV)
o Is special approval required if I use my own vehicle to travel to the temporary duty station and for official
business.
Yes. Your TA must specifically authorize you to use your POV as "More advantageous to the Government
(with explanation)." You must separately justify your request to use your POV, including recreational vehicle,
to your TA approving officer.
o How much will I be reimbursed if the TA authorizes me to use my POV at a foreign temporary duty
station?
At the rate set by the U.S. Embassy.
TRAVEL VOUCHER PREPARATION FOR FOREIGN TRAVEL
o How is the traveler reimbursed for their travel expenses?
Use a SF-1012, Travel Voucher. This form will detail the expenses incurred while on official travel. Each
travel voucher must be accompanied by a TA, ITP, receipts (see page 32). Your voucher should be forwarded
to your SFO for processing. Note, it is the traveler's responsibility to submit and ensure the accuracy of the
travel voucher, not secretaries, supervisors, the SFO or anyone else.
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o How does the traveler account for and repay a travel advance?
File a travel voucher stating your expenses. Indicate the amount of advance received via treasury check or
imprest fund in the appropriate blocks of the voucher and show the expenses as being applied to your advance.
For any portion of an advance that is not applied, include a check or money order (made out to EPA) with
your voucher.
o When should the traveler submit the travel voucher?
You should submit a voucher within FIVE working days, after completion of the trip (SEE FTR § 301-11.4),
or once per month if you are continually traveling. If you are continually travelling, you may find it to your
advantage to submit the first interim voucher after the first two weeks, thus accelerating subsequent interim
vouchers. Be aware that, if you are using personal funds, you are short-changing yourself by not submitting
your travel voucher promptly. Also be aware of your obligation to promptly repay Diners Club.
o Where does the traveler submit the voucher to?
Submit your travel voucher first to the individual authorized to approve the travel voucher, then to your SFO.
If you fax it be sure to also mail the original. Or submit it to the Embassy Administrative Officer for approval
and audit if OIA has made prior arrangements with the Embassy.
o What happens if the traveler does not submit a travel voucher?
Travelers will not be reimbursed for their expenses and will still be required to reimburse Diners Club and
EPA (for any outstanding travel advances issued for the trip). If necessary, outstanding travel advances will
be deducted from your paycheck. If it becomes necessary to payroll deduct money from your salary, you will
be charged a $20 handling charge plus interest. Also, you may lose your advance privileges for a period of
at least one year.
o How important is it that the traveler keep records of his/her expenses?
All persons authorized to travel on business for the Government should keep a record of expenditures
properly chargeable to the Government. Each item should be noted with the time and date the expenses are
incurred. This information will then be available for the proper preparation of travel vouchers. Receipts are
required for amounts in excess of $25.00 or more. Receipts are also required for some expenses regardless
of the cost.
o Is the travel voucher prepared any differently for an OCONUS trip?
The foreign travel voucher will basically be prepared the same way that a CONUS voucher is prepared. There
may be claims for exchange fees which may be claimed on subsequent vouchers if the information is not
available when the original voucher is filed. Expenditures by item in the money of the country in which the
expenditures were made and U.S. dollar exchange rates should be reported on the voucher. Also, persons
traveling in foreign countries must report each expenditure. The rates of conversion and the commissions
charged must be shown in the currency in which the transaction took place and then convert the claim into
U.S. Dollars, if necessary.
o Is it important to keep precise records of arrivals and departures?
The travel voucher needs to indicate the date, time, and place of each arrival and departure.
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o What expenses does the traveler need to itemize?
If the traveler is under the lodging-plus per diem basis, itemize lodging and miscellaneous expenses (i.e., all
expenses not included in M&IE.). If the traveler is on an actual subsistence basis itemize all expenses,
including each meal. (Keeping an accurate daily record is a must!)
o How do I record expenses paid in foreign currencies?
For an itemizable expense, enter the cost in dollars and in foreign currency cost in parentheses on the travel
voucher.
o What receipts do I need to attach to my travel voucher?
For travel under actual subsistence, receipts are required for amounts in excess of $25.00. For travel under
lodging-plus, attach receipts for lodging and miscellaneous expenses (not included in M&IE) in excess of
$25.00. For all travel attach receipts received when you exchanged money. These receipts will determine your
reimbursements for itemized expenses made in foreign currency and will ensure you cover your costs. (For
example, hotel exchange rates are usually much less favorable than the rates given by the Embassy or published
in the newspaper.)
EMBASSY LIAISON AND SUPPORT
o Should the traveler coordinate with the American Embassy of the foreign country?
OLA will coordinate your TDY with the Department of State and American Embassies and missions before
it starts and before the traveler conducts official business with foreign government or international
organizations. EPA employees will report to and cooperate fully with the American Embassy and mission
officials in carrying out their assignments.
o What support should I expect the Embassy to provide without special advance arrangements?
If you have an official passport and a copy of your TA you will have access to the Embassy Medical Unit since
EPA has a world-wide agreement with the State Department. Also, you should be able to change cash and
traveler's checks for local currency and, usually, cash personal checks.
o Can I receive other kinds of Embassy support?
Unless EPA already has an agreement with the Embassy, your ITP must specifically request the Embassy to
provide such support as:
»• Airline and Hotel Reservations;
>• Telegraphic communications and official pouch;
»• Customs clearance and shipment of air freight;
> Issuances of GTRs;
>• Audit of interim travel vouchers and issuances of interim travel advances;
> Office space and office supplies;
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>• Secretarial Assistance, e.g., for cables;
•• Temporary U.S. Government leased and furnished housing.
Before including these items on your ITP, work through your International Travel Coordinator with OIA to
determine what support is already in place and what additional support is feasible.
o What help will the embassy provide if I become seriously ill?
If you become ill or injured beyond the capability of the Embassy Medical Unit to help you, the Embassy will
arrange for local medical care or hospitalization, or evacuate you to a location abroad or in the U.S. where
medical care is available. You will be personally liable for medical costs if your TOY is more than 60 days
and you were not medically cleared by the State Department before your trip.
MEDICAL EXAMINATIONS AND CLEARANCES
o When do I need a medical clearance?
You need a medical clearance from the State Department before starting an international TDY of more than
60 days. A previously-issued unlimited clearance is valid for two years if you are under 40. If you have a
limited clearance or are over 40 this clearance is valid for one year.
o How do I obtain a medical clearance?
After your program office approves the ITP, send a copy to the Office of Human Resources Management
(OHRM) with a request to initiate the medical clearance. OHRM will provide you with the information and
official forms you will need in order to obtain a medical examination at the Department of State or from a
local physician. The State Department requires a medical examination before a new medical clearance is
issued.
o Is a family member who travels with me eligible for medical support, including access to the Embassy
Medical Units?
Only if the family member has an official passport and is included on your TA. EPA does not ordinarily
approve travel for family members in conjunction with TDY travel.
o Are there any health requirements for international travel?
OLA. can provide needed information on inoculation requirements for travel abroad as can your local public
health department.
o Where does the traveler obtain immunizations for traveling to Foreign Countries?
Travelers should contact their servicing civilian health unit located in your official duty station or the public
health organization of the State where they live for information on necessary inoculations. In many cases, the
servicing civilian health unit can give you the inoculation.
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PASSPORT REQUIREMENTS
o What is an official passport?
Official representatives of the U.S. Government are issued an official passport by the U.S. Passport Office,
Department of State. Official passports are distinguished from tourist and diplomatic passports and are not
to be used for personal business or pleasure trips. Official passports are issued to dependents only when they
are traveling on official travel orders.
o What are the procedures for obtaining an official passport?
State the need for an official passport on the memo to OIA that conveys the FTP. Specify the expiration date
of your current official passport, if any. OIA's International Travel Coordinator will send you instructions and
forms.
o What will the traveler need to apply for a passport?
A passport application, two 2x2 photographs (taken less than six months prior to applying for the passport)
and proof of birth (previously issued passport or a birth certificate recorded before the individual's first
birthday). The certificate must have a raised seal and must contain the date the birth was recorded.
o How long does the passport process take?
Generally passports require at least 30 days prior to scheduled travel. Add one week mail time if you are not
in the DC area.
o May the traveler keep the official passport?
No. Official passports will be maintained in a secure facility by OIA when they are not being used for travel.
All passports should be forwarded for cancellation to OIA, with letters of explanation when travelers no longer
require the passports because of change in employment, retirement, or other reasons.
o What costs will the traveler incur in obtaining an official passport and which costs are reimbursable?
You will incur costs for photographs which are reimbursable. OIA will process the official passport paperwork
and EPA will pay directly for these costs.
VISA REQUIREMENTS
o What is a visa?
A visa is an official authorization from the destination country permitting entry into and travel within a
particular country.
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o Will the traveler need a visa for international travel?
The traveler must have a valid visa to enter many foreign countries. Visa requirements vary from country to
country and are subject to frequent change. OIA should be contacted at least 60 days in advance of travel due
to the length of time many countries require to issue a visa. Many countries require visas for entry and others
do not require visas for tourists, but do require them for official passport holders. Contact OIA through your
program office International Travel Coordinator to determine visa requirements as soon as you start to plan
your overseas travel. Easy to obtain visas take 2-3 work days each. Other visas can take weeks. This time
is added to the time needed for a new official passport and mailing time.
SECURITY CLEARANCES
o What, if any, are the security requirements or restrictions when visiting a foreign country?
OIA will advise international travelers of Department of State Advisories as they arise. Questions should be
routed to EPA Headquarters Security Office.
EXCHANGE RATES AND MISCELLANEOUS EXPENSES
o May the traveler be reimbursed for any loss they may sustain in reconverting traveler's checks and cash
from foreign currency to U.S. dollars?
No. The CG ruled that a traveler on official travel may not be reimbursed for losses he/she sustains in
reconverting traveler's checks and cash into U. S. dollars. As a general rule, the risk of incurring an exchange
loss while on TOY in a foreign country lies with the traveler. See 23 CG 212 (1943). Absent statutory or
regulatory authorization, losses incurred on a currency exchange may not be reimbursed. Similarly, there is
no authority to recoup any gain in currency conversion from the traveler. See 63 CG 554 (1984).
o Will EPA reimburse the traveler for expenses not specified on the TA?
Although it is a good idea to specify allowable expenses on the TA, the FTR does provide for a number of
allowable expenses even though the TA is silent and so long as the traveler exercises the same care in
incurring expenses that a prudent person would exercise if traveling on personal business. Such expenses
would include: POV and taxis to/from airports, certain tips, visas and immunizations, official telephone calls,
taxis for official business, traveler's checks, and fees for converting dollars to foreign exchange (but not foreign
exchange to dollars.)
o Is the cost of traveler's checks purchased in connection with OCONUS travel reimbursable?
Yes, as long as the amount of the checks does not exceed the amount reasonably needed to cover the
reimbursable cash expenses incurred.
o Are the fees in connection with travel documents (i.e. passports, visas and health certificates)
reimbursable?
Yes, the fees are allowable when necessary. However, please check with OIA before you obtain any of these
documents since they may advise you on which documents and where you should obtain them.
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USE OF EXCESS AND NEAR-EXCESS FOREIGN CURRENCIES
o What are excess and near-excess foreign currencies?
Foreign currencies which the U.S. Government has in surplus are "excess foreign currencies." Foreign
currencies which the U.S. Government has in adequate supply, but which are not considered to be in surplus,
are "near excess foreign currencies."
o What is the Special Foreign Currency Program?
OIA is responsible for the use of special foreign currencies for travel to excess and near-excess currency
countries and can include domestic (i.e. air travel to and from any point in the U.S.), international, and
internal air travel within the country visited on official business. These currencies should only be used to pay
for travel when it is primarily to or from an excess or near-excess foreign currency country.
o When are excess and near-excess foreign currencies used?
These currencies are used for paying expenses for travelers to, in, and from foreign countries possessed by the
United States on official travel, including payments to carriers providing service under Government
transportation requests and bills of lading and for subsistence and other local expenses.
o Who authorizes payments in foreign currencies?
Travel and transportation services payable in foreign currencies may be authorized by the OIA. When foreign
travel is being planned to countries under Special Foreign Currency Programs, the ITP and TA should state
that fact. Specific guidance on requirements for such travel will be provided by OIA
TELEPHONE CALLS
o May the traveler make a telephone call home while in OCONUS travel status?
A traveler traveling on official business to a foreign country longer than 2 days may be authorized to make
a phone call to his or her residence. Approving officials must be sensitive to the traveler's needs, yet at the
same time, keep in mind the interest of the Government by assuring that the expense of such calls is
reasonable. Therefore the following guidelines are to be applied in authorizing foreign telephone calls:
> The determination that telephone calls home from a foreign country will be allowed must be made prior
to the beginning of travel. Once the determination is made, authorization for these calls must be made
on the TA.
> Due to major cost differences in foreign phone rates, the authorizing official must also authorize the
frequency, and estimated cost of the telephone calls on the TA. It is recommended Authorizing Officers
will provide for telephone calls at the rate equivalent to the $4.00 every two days provided to domestic
travelers.
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Numerous conditions can affect the cost of a telephone call from a foreign country, these include: the
foreign country's telephone carrier system; hotel add-on costs; additional tariffs added on from country
to country; etc. Major deviations (over 20 %), from what is authorized on the TA must be accompanied
by a written justification describing the circumstances for the deviation. The authorizing official must review
the claim and make the final determination that the amounts claimed are reasonable.
RECEIPTS
o What receipts are necessary to claim reimbursement?
Make sure to obtain receipts for lodging, car rental, gas, phone calls (except coin phones), registration fees,
ice, bug spray, distilled water, gas for rental cars, photocopying, express mail, ATM fees, baggage storage, etc
and/or any expense in excess of $25.00 or more. Note these expenses must be authorized on the TA in
advance.
AUTHORITY TO TRAVEL AND REFERENCES
The following are the references for further information on travel:
o Executive Order 11609, 3 Code of Federal Regulations (CFR) § Act of 1975, P.L. No 94-22, 89 Stat. 84,
authorized the Administrator of GSA to prescribe the regulations necessary to administer the laws governing
travel and relocation allowances and entitlements for federal employees. Under this authority, GSA
regulations implementing 5 U.S.C. Subchapter I of Chapter 57, are contained in Chapter 1 of the FTR, CFR
§ 101-7, incorporated by reference, 41 C.F.R. § 101-7.003.
o Federal Travel Regulation (FTR) - has the force and effect of law and may not be waived or modified by
the employing agency or General Accounting Office (GAO), regardless of any extenuating circumstances.
o Standardized Regulations (Government Civilians, Foreign Areas) - published by the Department of State
provide certain allowances, and travel entitlements to EPA employees on TOY and PCS overseas. These
regulations cover such areas of entitlement for government employees in foreign areas as travel for educational
purposes, travel expenses for dependents of certain employees, and the establishment of maximum per diem
allowances for civilian officers and employees of the government in travel status in localities in foreign areas.
o U.S. Department of State Foreign Affairs Manual (FAM), Volume 6, General Services - These regulations
cover the travel of Foreign Service employees and the members of the families, and apply to travel and
transportation within the U.S., as well as abroad.
o EPA Travel Manual, Resource Management Directive System (RMDS) 2550-B
o Civilian Personal Law Manual, Title Ill-Travel
o Principles of Federal Appropriations Law
o On the Go With EPA."A Reference Guide For Travel", February 1990
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GLOSSARY OF COMMON TRAVEL TERMS
Actual Subsistence - A method of reimbursing travelers for their actual costs (NTE 150% of the GSA rate
for the area) or $50 plus the applicable maximum per diem rate when actual expenses are unusually high due
to special or unusual circumstances (e.g. Olympic City). Actual subsistence generally includes items such as
lodging, meals, and laundry costs.
Agency • An executive agency; a military department; an office, agency, or other establishment in the
legislative branch; and the government of the District of Columbia; but does not include a Government
controlled corporation, a Member of Congress, or an office or committee of either House of Congress or of
the two Houses.
Alternate Location - A destination, other than the traveler's official duty station or the point of interruption,
where necessary medical services or a personal emergency situation exists. In the case of illness or injury of
the traveler, the nearest hospital or medical facility capable of treating the illness or injury is not considered
to be an alternate location.
Baggage - Government property and your personal property necessary for the purpose of official travel.
Calendar Day - Calendar day means the 24-hour period from one minute after midnight to the next midnight.
The calendar day technically begins one second after midnight (reflected as 12:01 a.m.) and ends at 12:00
midnight.
Code of Federal Regulations (CFR) - The Governing Federal Travel Regulation (FTR) is published in 41
CFR Part 301-304.
Common (Commercial) Carrier - Any firm furnishing commercial transportation. This includes airplanes,
trains, ships and buses.
CONUS - CONUS refers to the continental United States or more specifically the 48 conterminous States
and the District of Columbia.
Conterminous United States - The 48 continental United States and the District of Columbia.
Continental United States - The 48 conterminous United States and the District of Columbia.
Destination Rate - Destination rate is the rate applicable to the next location where the traveler will perform
temporary duty or where the traveler will make an en route rest stop to obtain overnight lodging.
Diners Club Coordinator - Person designated by the Financial Management Officer (FMO) to administer the
contractor-issued Government charge card program, including the processing of applications for the card and
answering travel questions.
Domestic Travel - Any travel inside CONUS.
Employee - The head of an agency, an agency official, or any other individual employed by an agency including
experts and consultants and an individual serving without pay or at $1 a year.
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Federal Travel Regulation (FTR) - Issued by the General Services Administration (GSA) which establishes
per diem, travel, transportation and relocation allowances for civilian employees of the agencies including
civilian employees of the DOD for travel OCONUS and CONUS.
Financial Management Officer (FMO) - The person who manages the SFO.
Fly America Act - 49 U.S.C. App. 1517, as implemented by the CG's guidelines, Decision B-138942, March
31, 1981, requires Federal employees and their dependents, consultants, contractors, grantees, and others
performing United States Government's financed foreign air travel to travel by U.S. flag air carriers.
Gateway Airport - A "gateway airport in the United States" means the last airport in the U.S. from which the
traveler's flight departs, or the first airport in the U.S. which the traveler's flight arrives. A "gateway airport
abroad" means the airport abroad from which the traveler last embarks en route to the United States or at
which the traveler first debarks incident to travel from the United States.
Government-Furnished Vehicles - Includes vehicles which are owned by an agency, assigned or dispatched
to an agency on a rental basis from a GSA interagency motor pool, or leased by the Government for a period
of 30 days or longer from a commercial firm.
Incidental Expenses (IE) - Expenses such as fees and tips to porters, baggage carriers, bellhops, hotel maids,
stewards or stewardesses and others on vessels, and hotel servants in foreign countries, laundry and cleaning
and pressing of clothing; transportation between places of lodging/business and places where meals are taken;
and telegrams and/or telephones calls necessary to reserve lodging accommodations.
International Date Line (IDL) - A hypothetical line approximately along the 180 meridian where each
calendar day begins (e.g., when it is Sunday just east of the IDL it is Monday just west of it. Zero degree is
at Greenwich, England (suburb of London). Every 15 degrees east or west of zero represents one hour. The
IDL is always over the water. (Refer to Example No. 11 in Appendix A)
International Travel • Travel on official business, to, from and within areas not covered by domestic travel.
In international travel the point of arrival or departure is outside the United States. Travel that begins and
ends in the U.S. but transits another country is not international travel.
International Travel Coordinator - Individual charged with coordinating clearance and approval of proposed
international travel and required documentation. Each Region and Program has an individual serving in this
role. Check with OIA if you do not know who your coordinator is.
International Travel Plan (ITP) - EPA Form 4550-5, used by the Agency to track international travel
performed by EPA officials and consultants.
International Travel Report (ITR) - EPA Form 4550-0, used by the Agency to record international travel
completed by EPA officials and consultants.
Locality Rates - Maximum per diem rates prescribed worldwide for major cities. The "Other" rate for the
country applies if your TDY post is not listed in the Standardized Regulations.
Lodging - Expenses for overnight sleeping facilities; baths; personal use of the room during the daytime; and
service charges for fans, air conditioners, heaters, and fires furnished in rooms when such charges are not
included in the room rate. It does not include accommodations on common carriers; however, in determining
the overall cost to the Government when authorizing the mode of transportation to be used the availability
of these accommodations shall be considered.
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Meal Allowance - The flat entitlement portion of worldwide lodging-plus which is calculated based on the
hours you are in travel status. The meals portions covers expenses for breakfast, lunch and dinner and related
tips and taxes (specifically excluded are alcoholic beverages, entertainment expenses, and any other expenses
incurred for other persons).
Meals and Incidental Expenses (M&IE) • Maximum dollar amounts specified for each per diem locality as well
as specific amounts for each meal and incidental portion.
Mileage Allowance - A fixed rate per mile allowed (instead of actual expenses) for operating a privately-owned
vehicle (POV).
Non-Foreign Area - Includes the United States, its territories or possessions, the Commonwealth of Puerto
Rico, or the former Canal Zone area (i.e. areas and installations in the Republic of Panama made available
to the United States pursuant to the Panama Canal Treaty of 1977 and related agreements (as described in
section 3(a) of the Panama Canal Act of 1979)). (Note, for the purpose of this guide, non-foreign areas are
only the OCONUS areas covered in this paragraph.)
OCONUS - Any location outside of the 48 Conterminous States and the District of Columbia.
Official Station • Designated post of duty. The limits of the official duty station will be the corporate limits
of the city or town in which the employee is stationed. The home or regular place of business as it pertains
to experts and consultants described in 5 U.S.C. 5703.
Origin Rate - Rate of per diem in effect at the travelers permanent duty station.
Other Miscellaneous Travel Expenses - Expenses directly attributable and necessary to the travel and
temporary duty as authorized and performed. When authorized or approved by the delegated authorizing
official concerned, these expenses are reimbursable in addition to the per diem allowance and transportation
expenses (i.e. such as rental of office equipment, photocopying, etc.).
Per Diem - The daily amount payable instead of actual expenses for lodging, and meals and related incidental
expenses (M&IE). The per diem allowance is distinguished from transportation expenses and other
miscellaneous travel expenses.
Permanent Duty Station (PDS) - Official station to which the employee is assigned permanently.
Place Of Abode - The place from which the employee commutes daily to the official station.
Point Of Interruption - The location where en route travel is stopped due to unforeseen circumstances such
as illness of the traveler.
Privately-Owned Vehicle (POV) - A privately-owned automobile, aircraft, or motorcycle used by the traveler
other than on a "for hire" or rental basis. A POV could belong to the traveler, a family member, or a friend.
Per Diem • A daily allowance authorized for the payment of lodging and M&IE. The per diem allowance is
separate from transportation expenses and other miscellaneous travel expenses.
Premium Class - Any class above coach class on a common carrier, including business and first class.
Reimbursable Expenses - Reimbursable travel expenses are those expenses necessary to transact official
business.
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Rest Stop - An authorized break in travel not in excess of 24 hours after the traveler has been in continuous
travel for more than 14 hours.
Servicing Finance Office (SFO) - This is the finance office which processes your financial (e.g. travel advances,
travel vouchers, etc.) transactions. EPA has 14 SFOs throughout the Agency.
Special Conveyance - Commercially rented transportation of any type (e.g. autos, planes, boats, etc.). Special
conveyances shall be used only when it is NOT advantageous to the Government to use (a) common carrier,
(b) Government-leased vehicles, or (c) privately-owned conveyances.
Standard CONUS Rate - Generally, the standard CONUS rate is prescribed for any location within CONUS
that is not included in one of the defined localities or areas for which a specific rate is prescribed in appendix
A of the FTR. The standard CONUS rate is also prescribed for all locations within CONUS when permanent
change of station travel is involved.
Stopover - An intermediate point between the origin and destination where travel is interrupted due to
common carrier connections or rest stops.
Temporary Duty (TDY) - An authorized temporary assignment away from your official duty station.
Transportation Expenses - Include commercial bus, air, rail or vessels/steamship fares and are reimbursable
in addition to the per diem allowance. Transportation expenses also include local transit systems and taxis;
cost of commercial rental cars, fuel, and other special conveyances; and mileage and other allowances to cover
operating expenses for use of POVs, including fees for parking, tolls, etc.
Travel Authorization (TA) - EPA Form 2610-1, on which the Agency approves, authorizes, and funds travel
for the agency.
Travel Management Center (TMC) - This is an assigned GSA contracted Travel Agency to provide travel
services.
U.S. Flag Air Carrier - Means an air carrier holding a certificate under section 401 of the Federal Aviation
Act of 1958 (49 U.S.C. 1371). Foreign air carriers operating under permits are excluded.
36
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TRAVEL ACRONYMS
AA - Assistant Administrator
ATM - Automated Teller Machine
CFR - Code of Federal Regulations
CG - Comptroller General
COLA - Cost of Living Allowance
CONUS - Continental United States
DCN - Document Control Number
DOD - Department of Defense
EPA - Environmental Protection Agency
FAM - Foreign Affairs Manual
FMD - Financial Management Division
FMO - Financial Management Officer
FPPB - Fiscal Policies and Procedures Branch
FTD - Federal Travel Directory
FTR - Federal Travel Regulation
GAO - General Accounting Office
GSA - General Services Administration
GTR - Government Transportation Request
JFTR - Joint Federal Travel Regulation
IDL - International Date Line
IG - Inspector General
IPA - Intergovernmental Personnel Act
FTP - International Travel Plan
M&IE - Meals and Incidental Expenses
OARM - Office of Administration and Resources
Management
OC - Office of the Comptroller
OOONUS - Outside the Continental United States
OGC - Office of General Counsel
OHRD - Office of Human Resources Development
OHRM - Office of Human Resources Management
OIA - Office of International Activities
OMB - Office of Management and Budget
OPM - Office of Personnel Management
PCS - Permanent Change of Station
PIN - Personal Identification Number
PL - Public Law
POV - Privately-Owned Vehicle
RA - Regional Administrator
RMDS - Resources Management Directives System
SFO - Servicing Finance Office
TA - Travel Authorization
TOY - Temporary Duty
TMC - Travel Management Center
37
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APPENDIX A
EXAMPLES
OF
WORLD-WIDE
LODGING-PLUS
PER DIEM
SYSTEM
COMPUTA TIONS
-------
WORLD-WIDE LODGING-PLUS PER DIEM SYSTEM
APPENDIX A - EXAMPLES OF OCONUS PER DIEM COMPUTATIONS
TRAVEL 24 HOURS OR LESS - NO LODGING
EXAMPLE NO. J
Traveler departs office Berlin, Germany at 8:15 a.m., arrives Frankfort 9:40 a.m. for TOY. Departs 5:10 p.m.,
arrives residence 7:15 p.m. Frankfort M&1E rate is $68.00.
ANSWER TO EXAMPLE NO. 1
Using the World-Wide Lodging-Plus per diem system, reimbursement for 11 hours of travel would be for 3 quarters
(departs 2nd quarter, returns 4th quarter). Reimbursement is 3/4 x 68.00 = $51.00
EXAMPLE NO. 2
Traveler departs residence Hamilton, Ontario 5:00 a.m., departs Buffalo New York airport 6:45 a.m., arrives New
York City 8:30 a.m. for TDY. Departs 3:59 p.m., arrives Buffalo, New York 5:45p.m., arrives residence 7:15p.m.
. .,,..•*-• . •. a>** 4 /w»
New York M&IE rate is $34.00.
ANSWER TO NO. 2
Usine the World-Wide Lodging-Plus per diem system, reimbursement for 14 hours, 15 minutes of travel would be
for 4 quarters (departs 1st quarter, returns in the 4th quarter). Reimbursement is $34.00.
EXAMPLE NO. 3
Traveler departs residence Cheltenham, England 5:45 a.m., arrives office Oxford, England 7:00 a.m., departs office
820am arrives London, England 9:45 a.m. for TDY. Departs London 3:30p.m., arrives Oxford 5:25'p.m
a^esid^ce6:50p.m. Lunch was furnished free of charge by the U.S. Embassy. London M&IE rate is $82,00
(B$12, L$21, D$33, IE$16).
ANSWER TO NO. 3
Under the World-Wide Lodging-Plus per diem system, 10 1/2 hours of travel would be 3 quarters (departs 2nd
quarter, returns 4
-------
EXAMPLE NO. 4
ANSWER TO NO. 4
Travel time is 9 hours 40 minutes, no per diem allowed, 10-hour rule. Nnt*. Th* ™w
a.m. when the employee leaves the office. ptr dlem clock starts ai 9:0°
EXAMPLE NO. S
Traveler departs residence Drayton, North
ANSWER TO NO. 5
EXAMPLE NO.
Traveler departs residence Miami, Florida 6:10 am. departs aimnrt 7-in* • c,
am. for TDY. Departs San Juan 5:55p.m., arivTsMamTs 3K1 ' T" ** Jua"' Puato Rico 10:0°
Rate $61.00. P ' amves Muunt^30p.m., arrives residence 9:50p.m. San Juan M&1E
ANSWER TO ND.
Allowance under the World-Wide Lodging-Plus per diem svvtem J*h™ M •
(departs 2nd quarter, returns 4th quarter). 3f4x$61M = ™5.75 ' 4°mmutes °f ^^ ^uld be 3quarters
EXAMPLE NO. 7
Traveler departs residence 6:15 a.m. Victoria British r»i,,™hi
Departs 12:40 p.m., arrives Seattle, ^^f?^^ *" "«• f» ™
Everett M&IE rate $26.00. Seattle M&IE rate $34.00 ^ 3:00p.m., arrives residence 5:50p.m.
ANSWER TO NO. 7
Allowances under the World-Wide Lodging-Plus per diem system,
minrter* {/tannrtoA ?MS* s».x,wx... ., . ^ , . ^o»»./««,
39
-------
TRAVEL OVER 24 HOURS - LODGING REQUIRED
EXAMPLE NO. 8
Traveler departs residence, Wailuka, Maui Sunday 6:15 a.m., arrives Kapualua airport 6:50 a.m., departs 7:24 a.m.,
arrives Honolulu 8:00 a.m., departs 8:40 a.m., arrives Dallas, Texas 11:10 p.m. for TDY. Lodging $70. Per diem
rate $108 (lodging $74, M&IE $34). Monday - Thursday TDY Lodging $70 per night. Friday - Depart Dallas 3:30
p.m., arrive Honolulu 8:20 p.m. (flight delayed lodging $98) (last flight to Maui 5:15 p.m., stopover required -
Honolulu Per Diem Rate $126.00 (lodging $86.00 + M&IE rate $40.00).) Saturday - Depart Honolulu 9:30 a.m.,
arrives Kapualua airport 10:15 a.m., arrives residence at 11:00 a.m.
ANSWER TO NO. 8
Sunday - 3/4 Dallas M&IE $34 rate plus $70 lodging $ 95.50
Monday - Thursday - Full days $70plus $34 = 104x4 = 416.00
Friday - Lodging Honolulu $98 limited to $86 plus $40 M&IE 126.00
Saturday - Arrived home 2nd quarter 2/4 Honolulu $40 M&IE 20.00
Total per diem reimbursement $657.50
EXAMPLE NO. 9
Traveler departs residence Monday 5:10 a.m. arrives Dulles airport 6:00 a.m., departs 6:55 a.m., arrives Honolulu
1:15p.m. for TDY. Lodging $84.00. Per diem rate is $126 (lodging $86, M&IE $40). Tuesday - Thursday - TDY
Lodging $84per night. Friday - Depart Honolulu 5:25p.m. (traveled over midnight). Saturday -Arrive Washington
12:05 p.m., arrive residence 1:25 p.m.
ANSWER TO NO. 9
Monday - 4 quarters Honolulu $40 M&IE rate plus $84 lodging = $124.00
Tuesday - Thursday - Full days $84 plus $40 = 124 x 3 = 372.00
Friday - Travel over midnight full Honolulu $40 M&IE = 40.00
Saturday - Arrived home 3rd quarter, 3/4 Friday $40 M&IE Rate = 30.00
Total per diem reimbursement $566.00
40
-------
TRAVEL OVER 24 HOURS - GOVERNMENT QUARTERS AND MESS FURNISHED
EXAMPLE NO. 10
Traveler departs residence Macon, GA Monday 6:30 am., arrives Atlanta airport 8:15 am. departs 9:16 am.,
arrives Seattle 11:00 a.m., departs 11:55 am., arrives Anchorage, Alaska 2:13 p.m. Government quarters on
military base at no cost. Per diem $130 (Lodging $73, M&IE rate $57, B$9, L$14, D$23, IE $11). Tuesday-
Friday - TDY Government quarters, lunch furnished each day in mess facility. Saturday - Depart Anchorage 7:00
am., arrives Seattle 11:11 a.m., depart 1:40 p.m., arrive Atlanta 11:05 p.m. Sunday -Arrive residence 1:15 am.
ANSWER TO NO. 10
Monday - 3/4 of the Anchorage M&IE $57 rate = $ 42.75
Tuesday - Friday - M&IE $57 less $14 lunch 4 x $43 = 172,00
Saturday - Travel over midnight, full Anchorage M&IE rate = 57.00
Sunday - 1/4 Saturday M&IE $57 rate = 14.25
Total per diem reimbursement = $286.00
41
-------
TRAVEL OVER 24 HOURS - CROSSING THE IDL
EXAMPLE NO. 11
Traveler departs residence 7:00 a.m. Saturday arrives Chicago airport 8:15 am., departs 9:50 a.m., crossed IDL.
Sunday - Arrive Hong Kong 9:20 p.m. for TDY. Lodging $85. Per Diem Rate $160 (Lodging $87, M&IE $73).
Monday • Wednesday - TDY Lodging $85 night. Thursday - Stayed with friends, no lodging cost. Friday - Lodging
$90. Saturday - Depart Hong Kong 12:10p.m. crossed IDL, arrived Chicago 11:20p.m. Sunday • Arrive residence
12:40 a.m.
ANSWER TO NO. 11
Saturday -3/4 Hong Kong M&IE $73 rate = $54.75 + $85 lodging m $139.75
Sunday - IDL Day = .00
Monday • Wednesday - $73 M&IE plus $85 lodging 3 x $158 = 474.00
Thursday - M&IE rate, no lodging cost = 73.00
Friday - $73 M&IE rate plus maximum lodging $87 = 160.00
Saturday (1st) - Full Hong Kong M&IE rate = 73.00
Saturday (2nd) - Full Hong Kong M&IE rate = 73.00
Sunday -1/4 Saturday M&IE rate 1/4 x $73.00 = 18.25
Total per diem reimbursement $1,011.00
Note: Heading westbound from CONUS to Asia (as in this example) the IDL creates an illusion that the traveler
traveled over midnight Saturday arriving in Hong Kong Sunday. In reality, the traveler arrived within the same 24
hour period as when leaving Chicago, the days are just different east and west of the IDL. However, on the return
eastbound, upon crossing the IDL on the first Saturday the remaining hours east of the IDL became Friday and
the traveler arrived in Chicago on the 2nd Saturday.
42
-------
OTHER EXAMPLES OF OCONVS TRAVEL:
EXAMPLE NO. 12
Traveler departs residence Sunday 7:15 a.m., arrives Miami airport 8:00 am., departs 9:10 a.m., arrives San Juan,
Puerto Rico 11:40 a.m. for TOY, lodging $62.00. Per diem rates $133(lodging $72, M&IE rate $61). Monday -
Friday - TOY Lodging $62 night. Saturday - Depart 4:00 p.m., arrive Ponce, Puerto Rico 5:30 p.m. for TDY,
lodging $42. Per diem rate $121 (lodging $64, M&IE rate $57). Wednesday - Depart 2:15 p.m., arrive San Juan
3:40 p.m., depart 5:55 p.m. arrive Miami 8:35 p.m., arrive residence 9:50 p.m.
ANSWER TO NO. 12
Sunday - 3/4 San Juan $61 M&IE rate - $45.75 + $62 Lodging = $107.75
Monday - Fridav-$62 lodging-plus $61 M&IE rate=$123 x 5 = 675.00
Saturday - Tuesday $42 lodging-plus $57 Ponce M&IE rate = $99 x 4 = 396.00
Wednesday - 4/4 $57 Ponce M&IE rate = 57.QQ
Total per diem reimbursement $lti 75.75
EXAMPLE NO. 13
Traveler departs residence Portsmouth, New Hampshire Sunday 5:30p.m.. arrives Boston Logan Airport 7:15p.m.,
departs 9:10p.m. (travel over midnight). Monday arrives Glasgow, Scotland 8:15 a.m., arrives Dunoon 9:50 a.m.
for TDY. Lodging $43. Per diem rate $100 (lodging $55, M&IE rate $45). Tuesday - Friday - TDY Lodging $43
per night. Saturday - departs 8:45 a.m., arrives Glasgow airport 10:15 a.m., departs 11:15 a.m. arrives Boston 1:15
p.m. arrives residence 4:45 p.m.
ANSWER TO NO. 13
Sunday - 214 Dunoon Scotland $45 M&IE rate - $ 22.50
Monday - Friday -$43 lodging-plus $45 M&IE rate = $88 x 5 = 440.00
Saturday - 3/4 Dunoon $45 M&IE rate = 33.75
Total per diem reimbursement $496.25
43
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EXAMPLE NO. 14
Traveler departs residence San Francisco, California Sunday 7:00 a.m., arrives airport 8:00 a.m., departs 9:20 a.m.,
arrives New York, NY 7:19 p.m. stopover authorized, lodging $115. Per diem rate $147 (lodging $113, M&IE rate
$34). Monday - departs 9:00 a.m., arrives Frankfort, Germany 11:45 p.m. for TDY, lodging $85. Per diem rate
$159 (lodging $86, M&IE $73). Tuesday • Thursday -TDYLodging $85 per nitsht. Friday - Departs Frankfort 4:25
p.m., arrives New York 8:40 p.m., stopover authorized, lodging $120. Saturday - departs 8:00 a.m., arrives San
Francisco 1;21 p.m., arrives residence 3:05 p.m.
ANSWER TO NO. 14
Sunday - 3/4 New York $34 M&IE rate = $25.50 + Maximum Lodging of $113.00 = $138.50
Monday - Thursday - Lodging $85 + M&IE $73 = $158 x 4 = 632.00
Friday - Full New York rate $34 + $113 maximum lodging = 147.00
Saturday - 3/4 New York M&IE $34.00 Rate = 25.50
Total per diem reimbursement $943.00
44
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EXAMPLE NO. 15
Traveler departs residence Sunday 5:40 a.m., Panama airport 6:35 a.m., departs 7:20 a.m., arrives Miami 11:20
a.m., departs 1:00p.m., arrives Washington, D.C. 3:25 p.m. for TDY. Per diem rate $127 (lodging $93.00, M&IE
$34). Lodging cost $118, actual expense authorized for lodging and M&IE. Sunday - Friday -actual expenses.
Saturday - Depart Washington 5:05 p.m., arrive Atlanta 7:00p.m. for TDY. Per diem rate $108 (lodging $74.00
M&IE $34). Lodging cost $69.50. Sunday - Wednesday - TDY lodging $69.50 per night. Thursday - departs
Atlanta 12:40 p.m., arrives Miami 2:27p.m., departs 4:50 p.m., arrives Panama 7:40 p.m., arrives residence 8:30
p.m.
ANSWER TO NO. IS
Actual expenses authorized in Washington. Maximum daify rate $191 (150% x $127, rounded $191). Maximum
M&IE rate $51 (150% x $34) (While M&IE totals are shown in the example, a detailed breakdown of the expenses
is required).
Sunday - Lodging $118, M&IE $27.75 = $ 145.75
Monday - Lodging $118, M&IE $48.00 = 166.00
Tuesday - Lodging $118, M&IE $56.50 (Max $51) = 169.00
Wednesday - Lodging $118, M&IE $ 46.50 = 164.50
Thursday - Lodging $118, M&IE $44.75 = 162.75
Friday - Lodging zero, stayed wlfriends, M&IE $28.50 = 28.50
Total actual expense reimbursement $ 836.50
Saturday - Wednesday - Lodging$69.50plus $34 M&IE = $103.50x5 = $ 517.50
Thursday - Full Atlanta M&IE rate $34 = 34.00
Total per diem reimbursement $ 551.50
Total reimbursement $1,388.00
45
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EXAMPLE NO. 16
Traveler departs residence Monday 6:40 a.m., arrives Nashville, TN airport 7:20 a.m., depart 8:03 a.m., arrives
Miami 12:45 p.m., depart 4:45 p.m. arrive Panama City, R.P. 7:39 p.m. for TDY. Per diem rate is $132 (lodging
$71, M&JE $61). Lodging is $82.00. Tuesday • Thursday - lodging $82.00 per night. Friday - Depart 3:40p.m..
arrive in Miami at 7:45 p.m. (flight delayed because of inclement weather, missed connecting flight remained
overnight in Miami), lodging $84.00. Per diem rate $94 (lodging $60, M&IE $34). Actual expenses for lodging
approved after the travel plus 100% Miami M&IE rate. Saturday - Depart Miami at 9:15 a.m., arrive in Nashville
at 11:43 a.m., arrive at residence at 12:35 p.m.
ANSWER TO NO. 16
Monday • 3/4 Panama City's $61 M&IE rate = $45.75, plus $71 maximum lodgings = $116.75
Tuesday - Thursday - $61 M&IE plus $71 lodging maximum = $132.00 x 3 = $396.00
Friday - Actual expense authorized for lodging in Miami plus 100% per diem
M&IE $34 rate. Maximum payable $141 (150% x 94), maximum available
for lodging $107 ($141 less $34 M&IE). Lodging $84 plus M&IE $34 rate = $118.00
Saturday • 3/4 Miami $34 M&IE rate = $ 25.50
Total per diem reimbursement $656.25
46
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EXAMPLE NO. 17
A traveler was authorized to travel by air from Accra, Ghana, to Pittsburgh, Pennsylvania. The traveler used the
following routing. (In this example the employee failed to use an available U.S. Flag carrier service.)
Accra, Ghana to Frankfort, Germany (foreign flag carrier)
Frankfort, Germany to New York City (U.S. flag)
New York City to Pittsburgh (U.S. Flag)
Total miles traveled: 7,450 miles
Total miles on U.S. flag carrier: 4,182 miles
Total fare paid: $1,580
The authorized route was:
Accra, Ghana to Dakar (foreign flag carrier)
Dakar to New York City (U.S. flag carrier)
New York City to Pittsburgh (U.S. flag)
Total miles traveled: 5,610 miles
Total miles on U.S. flag carrier: 4,143 miles
Total fare: $1,379.40
ANSWER TO NO. 17
Now we compute the traveler's liability for non-use of an American flag-carrier.
Sum of certificated carrier
segment mileage authorize x Fair payable by
Sum of all segment mileage Government
Authorized
MINUS
Sum of certificated carrier
segment mileage, traveled x Through fare paid
Sum of segment mileage,
traveled
EXAMPLE: 4.143 MILES 4.182 MILES
5,510 MILES x $1,379.40 - 7,450 MILES X $1,580
(. 74 X $1,379.40) - (.56 X $1,580)
$1,020.75 - $884.80 = $135.95
NOTE: $135.95 IS THE AMOUNT OWED BY THE TRAVELER FOR REVENUE LOST TO A U.S. FLAG
CARRIER. GSA WILL WORK WITH THE AGENCY TO ENSURE THE APPROPRIATE CARRIER
RECEIVES THE MONEY.
47
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APPENDIX B
WORLD-WIDE
LODGING-PLUS
PER DIEM
SYSTEM
DISTRIB UTION
OF
M&IE
-------
World-Wide Lodgings-Plus Per Diem System
Appendix B - Distribution of M&IE Expenses
M&IE Rates
M&IE rates for localities in non-foreign areas (prescribed in Civilian Personnel Per Diem Bulletins
published periodically in the Federal Register by the Secretary of Defense), and for localities in foreign
areas (established by the Secretary of State in section 925, a per diem supplement to the Standard
Regulations (Government civilians, Foreign Areas)) shall be allocated as shown when making
deductions from non-foreign or foreign area per diem rates.
M&IE RATE .Breakfast Lunch Dinner Incidentals
$1 $0 $0 $0 $1
2 0011
3 0111
4 1111
5 1121
6 1221
7 1231
8 1232
9 1242
10 2242
11 2342
12 2352
13 2353
14 2453
15 2463
16 2473
17 3473
18 3573
19 3583
20 3 5 8 4
21 3594
22 3694
23 3695
24 4695
25 4 6 10 5
26 4 7 10 5
27 4 7 11 5
28 4 7 11 6
29 4 7 12 6
30 5 7 12 6
31 5 8 12 6
32 5 8 13 6
33 5 8 13 7
34 5 9 13 7
35 5 9 14 7
36 5 9 15 7
37 6 9 15 7
38 6 10 15 7
39 6 10 16 7
40 6 10 16 8
41 6 10 17 8
42 6 11 17 8
43 6 11 17 9
44 6 11 17 9
45 7 11 18 9
46 7 12 18 9
47 7 12 19 9
48 7 12 19 10
49 7 12 20 10
50 8 12 20 10
51 8 13 20 10
52 8 13 21 10
48
-------
World-Wide Lodgings-Plus Per Diem System
Appendix B - Distribution of M&IE Expenses
M&IE RATE .Breakfast Lunch Dinner Incidentals
53 8 13 21 11
54 8 14 21 11
55 8 14 22 11
56 8 14 23 11
57 9 14 23 11
58 9 15 23 11
59 9 15 24 11
60 9 15 24 12
61 9 15 25 12
62 9 16 25 12
63 9 16 25 13
64 10 16 25 13
65 10 16 26 13
66 10 17 26 13
67 10 17 27 13
68 10 17 27 14
69 10 17 28 14
70 11 17 28 14
71 11 18 28 14
72 11 18 29 14
73 11 18 29 15
74 11 19 29 15
75 11 19 30 15
76 11 19 31 15
77 12 19 31 15
78 12 20 31 15
79 12 20 32 15
80 12 20 32 16
81 12 20 33 16
82 12 21 33 16
83 12 21 33 17
84 13 21 33 17
85 13 21 34 17
86 13 22 34 17
87 13 22 35 17
88 13 22 35 18
89 13 22 36 18
90 14 22 36 18
91 14 23 36 18
92 14 23 37 18
93 14 23 37 19
94 14 24 37 19
95 14 24 38 19
96 14 24 39 19
97 15 24 39 19
98 15 25 39 19
99 15 25 40 19
100 15 25 40 20
101 15 25 41 20
102 15 26 41 20
103 15 26 41 21
104 16 26 41 21
105 16 26 42 21
106 16 27 42 21
107 16 27 43 21
108 16 27 43 22
109 16 27 44 22
110 17 27 44 22
111 17 28 44 22
112 17 28 45 22
113 17 28 45 23
114 17 29 45 23
49
-------
World-Wide Lodgings-Plus Per Diem System
Appendix B - Distribution of M&IE Expenses
M&IE RATE Breakfast Lunch Dinner Incidentals
115 17 29 46 23
116 17 29 47 23
117 18 29 47 23
118 18 30 47 23
119 18 30 48 23
120 18 30 48 24
121 18 30 49 24
122 18 31 49 24
123 18 31 49 25
124 19 31 49 25
125 19 31 50 25
126 19 32 50 25
127 19 32 51 25
128 19 32 51 26
129 19 32 52 26
130 20 32 52 26
131 20 33 52 26
132 20 33 53 26
133 20 33 53 27
134 20 34 53 27
135 20 34 54 27
136... 20 34 55 27
137 21 34 55 27
138 21 35 55 27
139 21 35 56 27
140 21 35 56 28
141 21 35 57 28
142 21 36 57 28
143 21 36 57 29
144 22 36 57 29
145 22 36 58 29
146 22 37 58 29
147 22 37 59 29
148 22 37 59 30
149 22 37 60 30
150 23 37 60 30
151 23 38 60 30
152 23 38 61 30
153 23 38 61 31
154 23 39 61 31
155 23 39 62 31
156 23 39 63 31
157 24 39 63 31
158 24 40 63 31
159 24 40 64 31
160 24 40 64 32
161 24 40 65 32
162 24 41 65 32
163 24 41 65 33
164 25 41 65 33
165 25 41 66 33
166 25 41 67 33
167 25 42 67 33
168 25 42 67 34
169 25 42 68 34
170 26 42 68 34
171 26 43 68 34
172 26 43 69 34
173 26 43 69 35
174 26 44 69 35
175 26 44 70 35
176 26 44 71 35
177 27 44 71 35
50
-------
World-Wide Lodgings-Plus Per Diem System
Appendix B - Distribution of M&IE Expenses
MATE .Breakfast Lunch Dinner Incidentals
178. 27 44 72 35
179. 27 45 72 35
1flO 27 45 72 36
i8iZ""""!""""!""!!!!!!II!»!!"~! 27 45 73 36
182. 27 46 73 36
183. 27 46 73 37
184 28 46 73 37
185. 28 46 74 37
188.... 28 47 74 37
187. 28 47 75 37
188. 28 47 75 38
189. 28 47 76 38
190. 29 47 76 38
191.... 29 48 76 38
192. 29 48 77 38
193. 29 48 77 39
194. 29 49 77 39
195. 29 49 78 39
198. 29 49 79 39
197. 30 49 79 39
198. 30 50 79 39
199. 30 50 80 39
200. 30 50 80 40
201 30 50 81 40
202. 30 51 81 40
203. 30 51 81 41
204. 31 51 81 41
205. 31 51 82 41
208.... 31 52 82 41
207.......... 31 52 83 41
206. 31 52 83 42
209. 31 52 84 42
210. 32 52 84 42
211 32 53 84 42
212. 32 53 85 42
213. 32 53 85 43
214. 32 54 85 43
215. 32 54 86 43
216. 32 54 87 43
217. 33 54 87 43
218. 33 55 87 43
219. 33 55 88 43
220. 33 55 88 44
221 33 55 89 44
222. 33 56 89 44
223. 33 56 89 45
224. 34 56 89 45
226. 34 56 90 45
226. 34 57 90 45
227. 34 57 91 45
228. 34 57 91 46
229. 34 57 92 46
230. 35 57 92 46
231 35 58 92 46
232. 35 58 93 46
233. 35 58 93 47
234. 35 59 93 47
235. 35 59 94 47
236. 35 59 95 47
237. 36 59 95 47
238. 36 60 95 47
239. 36 60 96 47
240. 36 60 96 48
51
-------
World-Wide Lodgings-Plus Per Diem System
Appendix B - Distribution of M&IE Expenses
M&IE RATE Breakfast
241.
242.,
243.,
244.,
245..
246.,
247.,
248.,
249.,
250.,
251.,
252.,
253.,
254.,
255.,
256.,
257.,
258.,
259.,
260.,
261.,
262.,
263.,
264.,
265.,
36
36
36
37
37
37
37
37
37
38
38
38
38
38
38
38
39
39
39
39
39
39
39
40
40
Lunch
60
61
61
61
61
62
62
62
62
62
63
63
63
64
64
64
64
65
65
65
65
66
66
66
66
Dinner Incidental*
97
97
97
97
97
98
98
99
99
100
100
100
101
101
101
102
103
103
103
104
104
105
105
105
106
48
48
49
49
49
49
50
50
50
50
50
50
51
51
51
51
51
51
51
52
52
52
53
53
53
For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the
total to breakfast, lunch, and dinner, respectively, the remainder is
incidental expenses.
52
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APPENDIX C
EPA
TRAVEL
DELEGATIONS
-------
DELEGATIONS MANUAL 1200 TN 262
Appendix C 9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-A. Domestic Travel
1. AUTHORITY. To authorize and approve domestic travel and
certain domestic travel-related activities, including specifically:
a. Travel authorizations for domestic travel. This includes
use of cash for emergency and non-emergency transportation services
not exceeding $100. Also included are permanent change of station
and first-duty moves. [Authority to approve blanket travel
authorizations and extensions to permanent changes of station, such
as extensions to complete real estate transactions is not provided
herein. (See subparagraph l.h.)]
b. Actual subsistence for per diem areas within the
conterminous United states when unusual circumstances result in
travel expenses not being adequately covered by the lodgings-plus
per diem rate;
c. Use of noncontract air carriers when justified under the
conditions provided- in the Federal and Agency Travel regulations;
d. Use of cash in excess of $100 to procure nonemergency
passenger transportation services if the use of a Government
Transportation Request, a Government-issued charge card or a
centrally-billed airline charge account is not possible;
e. Use of cash in excess of $100 to procure emergency
passenger transportation services if the use of a Government
Transportation Request, a Government-issued charge card or a
centrally-billed airline charge account is not possible;
f. Annual leave in conjunction with official travel if no
additional costs are incurred by the Government;
g. Premium class air and rail accommodations under the
criteria provided in the Federal and Agency Travel regulations;
h. Extensions to permanent change of station/first-duty
moves and related items, such as extensions to real estate
transactions, temporary quarters and storage of household goods
related to a relocation. Also blanket travel authorizations
(unlimited and limited);
i. Emergency travel due to illness, injury, or a personal
emergency;
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-A. Domestic Travel (Cont'dl
j. Actual subsistence, transportation expenses, and
extensions of temporary living accommodations for threatened law
enforcement/investigative employees and their families.
k. Travel vouchers for domestic travel.
2. TO WHOM DELEGATED. The Assistant Administrator for
Administration and Resources Management.
3. LIMITATIONS.
a. Only the Administrator; Deputy Administrator; Assistant
Administrators; General Counsel; Inspector General and Divisional
Inspectors General; Regional Administrators; Directors, Offices of
Administration and Resources Management, Cincinnati and Research
Triangle Park; and Directors of Laboratories may approve their own
travel authorizations and travel vouchers for domestic travel.
b. Approval of premium class air and rail accommodations
(subparagraph l.g) is reserved to the Assistant Administrator for
Administration and Resources Management.
c. Approval of requests for payment for the use of cash to
procure nonemergency transportation services in excess of $100
(subparagraph l.d) is limited to those officials specified in
subparagraph 4.d. below. Regional Administrators may forward
approved requests directly to the General Services Administration
(GSA) for final approval prior to payment. All other approved
requests must be forwarded to the Director, Financial Management
Division, for submission to GSA for final approval.
4. REDELEGATION AUTHORITY.
a. The authorities in subparagraphs l.a, l.c, l.f, and l.i
are redelegated through the Comptroller to the officials listed
below. These authorities may be redelegated further by the
officials in subparagraph 4.a(l) - (14) below, at their discretion,
to their principal assistants including Branch Chiefs. Any other
requests for redelegation will normally be limited to those areas
where geographical locations or program considerations create a
special need. Requests must be submitted in writing to the
Director, Financial Management Division. The redelegatees of the
Comptroller for these authorities are:
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-A. Domestic Travel (Cont'd)
(1) the Deputy Administrator;
(2) the Chief of Staff;
(3) the Assistant and Associate Administrators;
(4) the Deputy Assistant and Deputy Associate Administrators;
(5) the General Counsel and the Deputy General Counsels;
(6) the Inspector General, Deputy Inspector General,
Assistant Inspectors General and Divisional Inspectors General;
(7) the Regional Administrators;
(8) the Deputy Regional Administrators;
(9) the Heads of the Staff Offices, Office of the
Administrator;
(10) the Office Directors;
(11) the Laboratory Directors;
(12) the Director, National Enforcement Investigations
Center, Denver;
(13) the Directors, Offices of Administration and Resources
Management, Cincinnati and.Research Triangle Park; and
(14) the Division Directors, Agencywide, unless specifically
limited by the officials in positions 4.a(l) - (13) above.
b. The authority in subparagraph l.b is redelegated to the
officials listed in 4.a(l) - (14) and may not be redelegated below
the Division Director level.
c. The authority in subparagraph l.e is redelegated to the
officials listed in 4.a(l) - (13) above, and unless specifically
limited by those officials, to the Division Directors, Agencywide.
In no case may authority I.e. be redelegated below the Division
Director level.
d. The authorities in subparagraphs l.d, l.h, and l.j are
redelegated to the Comptroller for the Office of Administration and
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-A. Domestic Travel (Cont'd)
Resources Management positions located in the Washington, D.C.
area; are redelegated through the Comptroller to the officials
listed below for the positions under their areas of responsibility;
and may not be redelegated further. The redelegatees for these
authorities are:
(1) the Deputy Administrator;
(2) the Chief of Staff;
(3) the Assistant and Associate Administrators;
(4) the General Counsel;
(5) the Inspector General and the Divisional Inspectors
General;
(6) the Regional Administrators;
(7) the Directors, Offices of Administration and Resources
Management, Cincinnati and Research Triangle Park;
(8) the Directors of Laboratories; and
(9) the Director, National Enforcement Investigations Center,
Denver.
e. The authority in subparagraph l.k is redelegated to those
officials listed in 4.a(l) - (14) and may be redelegated further.
In no case may this authority be redelegated below the Recommending
Officer (employee's supervisor or principal assistant to the
officials listed in 4.a.(l) - (14)) level.
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-B. International Travel
1. AUTHORITY. To authorize and approve international travel and
certain travel-related activities, including specifically:
a. International Travel Plans (ITPs), EPA Form 4550-5;
b. Travel authorizations for international travel. This
includes use of cash for emergency and nonemergency transportation
services not exceeding $100;
c. Annual leave in conjunction with official travel if no
additional costs are incurred by the Government;
d. Actual subsistence, transportation expenses, and
extensions of temporary living accommodations for threatened law
enforcement/investigative employees and their families;
e. Emergency travel due to illness, injury, or a personal
emergency;
f. Use of cash in excess of $100 to procure nonemergency
passenger transportation services if the use of a Government
Transportation Request, a Government-issued charge card or a
centrally-billed airline charge account is not possible;
g. Use of cash in excess of $100 to procure emergency
passenger transportation services if the use of a Government
Transportation Request, a Government-issued charge card or a
centrally-billed airline charge account is not possible;
h. Actual subsistence for per diem areas outside the
conterminous United States (OCONUS) when unusual circumstances
result in travel expenses not being adequately covered by the
lodging-plus per diem system;
i. Use of noncontract air carriers when justified under the
conditions provided in the Federal and Agency Travel regulations;
j. Premium class air and rail accommodations under the
criteria provided in the Federal and Agency Travel regulations; and
k. Travel vouchers for international travel.
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-B. International Travel (Cont'd)
2. TO WHOM DELEGATED.
a. The authority in l.a. is delegated to the Assistant
Administrator for International Activities.
b. The authorities in l.b-l.i and l.k are delegated to:
(1) the Deputy Administrator;
(2) the Chief of Staff;
(3) the Assistant and Associate Administrators;
(4) the General Counsel;
(5) the Inspector General;
(6) the Regional Administrators; and
(7) the Directors of Staff Offices to the Administrator.
c. The authority in l.j. is delegated to the Assistant
Administrator for Administration and Resources Management.
3. LIMITATIONS.
a. Only the Administrator; Deputy Administrator; Assistant
Administrators; General Counsel; Inspector General; and Regional
Administrators may approve their own travel authorizations and
travel vouchers for international travel.
b. Regional Administrators may forward approved requests for
cash purchases of nonemergency transportation services in excess of
$100 (subparagraph l.f.) directly to the General Services
Administration (GSA) for final approval. All other approved
requests must be forwarded to the Director, Financial Management
Division, for submission to GSA for final approval.
4. REDELEGATION AUTHORITY.
a. The authority in l.a may be redelegated to the Division
Director level within the Office of International Activities.
b. The authorities in l.b-l.i may be redelegated to:
(1) the Executive Assistant to the Chief of Staff;
(2) the Office Directors;
(3) the Laboratory Directors;
(4) the Director, NEIC, Denver; and
(5) the Directors, OARM/Cincinnati and Research Triangle
Park;
and may not be redelegated further.
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DELEGATIONS MANUAL 1200 TN 262
9/12/91
GENERAL. ADMINISTRATIVE. AND MISCELLANEOUS
1-17-B. International Travel fCont'd)
c. The authority in l.j may not be redelegated.
d. The authority in l.k may be redelegated to:
(1) the Executive Assistant to the Chief of Staff;
(2) the Office Directors;
(3) the Laboratory Directors;
(4) the Director, NEIC, Denver;
(5) the Directors, OARM/Cincinnati and Research Triangle
Park;
and may be further redelegated to the Division Director
level.
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* U.S. G.P.O.:1992-617-003-67008
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