United States	20M-2001
Environmental Protection February 1990
Agency
Office Of The Comptroller {PM-226F)	
On The Go
With EPA
A Reference
Guide For Travel

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TRAVELERS COVERED AND EXCLUDED
•	Travelers Covered: Civilian employees which are
governed by the Federal Travel Regulations (FTRs) as well
as dxperts and consultants (including private individuals on
invi. iional orders and individuals serving without pay or a
$1.00 per year).
•	Travelers Excluded: Commissioned Officers (governed
by Joint Federal Travel Regulations (JFTRs) and Foreign
Service Officers (governed by the Standardized Regulations
of the Department of the State).
INTRODUCTION
The purpose of this booklet is to answer commonly asked
questions regarding official temporary duty (TOY) travel at
EPA. The regulations concerning travel are very complex.
Consequently, we have limited the coverage in this booklet
to relatively simple travel situations. You should consult with
the travel contact in your Servicing Finance Office (SFO)
when you anticipate complex trips or unusual expenses
BEFORE THE TRIP BEGINS. Also, consult the Resources
Management Directives System (RMDS) Chapter 2550B -
EPA Travel Manual for specific regulations and detailed
instructions for forms completion. Request for copies of the
Travel Manual can be directed through normal procedures
for obtaining Agency Manuals.

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GENERAL POLICY
It is the policy of the Agency to reimburse travelers, within
limits prescribed by law and Government-wide regulations,
for expenses necessarily incurred in carrying out the official
business of the Agency.
An employee traveling on official business is expected to
exercise the same care and reasonableness in incurring
expenses that a prudent person would exercise if traveling
on personal business. Expenses which exceed the
maximum expense rate authorized by regulations will not be
reimbursed. Supervisors and/or authorizing officials have
the authority and the responsibility to reduce claims that
seem unreasonable, even if the claim is lower than the
maximum rate.
COVERAGE
• This booklet basically covers temporary duty travel in the
48 conterminous States and the District of Columbia only.
Travel to Alaska, Hawaii, U.S. Possessions and foreign
countries involves additional instructions and should be
discussed with your Financial Management Officer (FMO) or
his/her designee.

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•	We have excluded any mention of specific rates payable
for such items as per diem and mileage since they change
frequently. The current rates are published monthly in the
General Services Administration's (GSA) Federal Travel
Directory (FTD) or may be obtained from your SFO.
•	The EPA Travel Manual also covers travel regulations
related to areas outside the conterminous United States
(OCONUS) and incorporates regulations issued by GSA, the
Department of State, and the Department of Defense,
•	Foreign travel requires extensive preparation and
clearances. Please contact the Office of International
Activities (OIA) for instructions on the time needed for
advance arrangements,
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)
when actual expenses are unusually high due to special or
unusual circumstances. Subsistence generally includes
items such as lodging, meals, and laundry costs.
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Baggage - Government property and your personal property
necessary for the purpose of official travel.
Common (commercial) carrier - Any firm furnishing
commercial transportation. This includes airplanes, trains,
ships, and buses.
Diners Club Coordinator - Person designated by the FMO
to administer the contractor-issued Government charge card
program, including the processing of applications for the
card and answering employee questions.
Financial Management Officer (FMO) - The person who
manages the Servicing Finance Office (SFO).
Meals and Incidental Expenses (M&1E) - This is the flat
rate entitlement portion of lodging plus which is calculated
based on the hours you are in travel status. The meals
portions covers expenses for breakfast, lunch, and dinner
(specifically excluded are alcoholic beverages and
entertainment expenses, and any expenses incurred for other
persons) . The incidental expenses (IE) includes subsistence
expenses such as fees and tips to waiters, waitresses,
porters, baggage carriers, bellhops, hotel maids; laundry
and cleaning and pressing of clothing; transportation
between places of lodging/business and places where meals
are taken; and telephone calls necessary to reserve lodging
accommodations.
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Mileage allowance - A fixed rate per mile allowed (instead
of actual expenses) for operating a privately-owned vehicle
(POV).
Privately-owned vehicle (POV) - A privately owned
automobile, aircraft, or motorcycle used by you other than
on a "for hire" or rental basis. A privately-owned vehicle
could belong to you, a family member, or a friend.
Per Diem - An allowance for daily payment of lodging,
meals, and related incidental expenses. Under this formula
method (LODGING PLUS), actual costs may be more or less
than the per diem allowance. Essentially, per diem includes
a fixed daily amount for M&IE plus actual lodging costs (not
to exceed a stated amount).
Servicing Finance Office (SFO) - This is the finance office
which processes your financial (e.g. travel and payroll)
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
carriers, (b) Government-leased vehicles, or (c) privately-
owned conveyances.
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Temporary duty (TDY) - Authorized temporary assignment
from your official duty station to which you will return upon
completing an assignment.
Travel Management Center (TMC) - This is the assigned
GSA Travel Agency, each region is assigned to a different
TMC.
AUTHORITY TO TRAVEL
•	What is my authority to travel?
An EPA form 2610-1, Travel Authorization (TA), must be
issued and approved by your authorizing official and receive
a document control number (DCN) for all travel outside of
the defined local travel area where you are stationed. The
level of management approval depends on your position
and the circumstances and purpose of the trip (See EPA
Travel Delegations 1-17A, 1-17B, and 1-17C). Travel
authorized on a TA identifies both special restrictions that
may be placed on you and special allowances (such as
rental car or annual leave in conjunction with travel).
•	What if I could not get a written authorization before
the trip began?
This should be an unusual or emergency situation. When
it does occur, the traveler must obtain verbal authority from
his/her authorizing official, and a confirmatory TA must be
prepared as soon as possible.
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•	What about local travel?
Written travel orders are not required when travel is
performed wholly within one day (See 10-hour rule), does
not involve per diem or overnight lodging, or is to points
within a 50-mile radius of the official duty station. However,
verbal approval by your authorizing official is necessary, as
well as written approval on any reimbursement vouchers.
Your SFO can provide you with a listing of those
counties/cities which are within your office's 50-mile radius.
•	What types of travel need special approval?
~	Foreign Travel.
~	Annual Leave in conjunction with travel,
~	Travel involving special per diem and subsistence rates,
(i.e., extended temporary duty travel).
~	Use of extra-fare air accommodations (including premium-
class), Approval in writing by the Assistant Administrator
for the Office of Administration and Resource Management
prior to the trip is required,
~	Subsistence within 50-mile radius.
~	Use of non-contract carrier for air travel between two cities
when a Government contract with a carrier for air travel
between those two cities exists,
~	Certain conferences or travel to resort areas.
~	Use of non-American flag carriers.
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The travel outlined on the previous page may involve
special rates, approval, or documentation. We recommend
that you consult administrative or fiscal personnel in your
SFO as soon as possible and before the TA is issued.
TRAVEL FUNDING
•	Am I expected to use my own funds to pay for travel
expenses?
No. EPA offers you two methods to minimize the need for
you to use your own funds: (1) the contractor-issued
Government charge card, and (2) travel advances, (in the
form of cash and/or ATM), for those expenses that cannot be
charged.
•	How do I obtain a contractor-Issued Government
charge card and how does the card work?
Any employee who travels for EPA on official business may
apply for the card. If you expect to make two or more trips
per year, you are considered a frequent traveler and should
apply for a card. See your SFO's Diners Club Coordinator
to apply. You should receive the card in the mail within two
weeks after applying.
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The card is to be used for official travel expenses only. It
should be used for your common carrier transportation,
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. By
filing a travel voucher promptly after the completion of your
travel, you will receive reimbursement for your travel
expenses in ample time to pay the balance on your
statement. See your SFO Diners Club Coordinator for
additional information.
• How can I obtain an advance of funds for travel
expenses that cannot be charged?
Use the TA (bottom portion) to obtain a travel advance.
Travel advances of $50 or more can be obtained through
your SFO by Treasury check. 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 80% of 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% anticipated out-of-pocket expenses.
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Travel advances may be given in the form of cash through
the imprest fund (if your SFO permits) in emergency
situations.
To receive an advance by Treasury check, you should
submit the request to your SFO for the advance a minimum
of two weeks prior to the start of your trip.
•	How am I reimbursed for my travel expenses?
Use a SF-1Q12, Travel Voucher. This form will detail the
expenses you incurred while on official travel. Each travel
voucher must be accompanied by the fiscal copy of your
TA, certain receipts (see page 19), your original signature
and your approving official's original signature. 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, SFO or anyone else.
•	How do I account for and repay a travel advance?
File a travel voucher stating your expenses. Indicate your
outstanding advance balance 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.
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•	When should I submit my travel voucher?
You should submit a voucher within five workdays after
completion of the trip (See FTR § 301-11.4), or once per
month if you are continually traveling. Be aware that, if you
are using personal funds, you are only short-changing
yourself by not submitting your travel voucher promptly.
•	What happens if I don't 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 advance issued for the trip). If
necessary,outstanding advances will be deducted from your
paycheck. If it becomes necessary to deduct money from
your salary, you will be charged a $20 service fee plus
interest. Also, you may lose your advance privileges for at
least a period of one-year.
REIMBURSEMENT FOR LOCAL TRAVEL
•	How can I obtain reimbursement for local travel?
Local travel may be reimbursed on a SF-1164, Claim for
Reimbursement for Expenditures on Official Business, if your
SFO maintains an imprest fund. The imprest fund cashier
will give you an immediate cash reimbursement for your
expenses. Please check with your SFO for your regional
policy on imprest funds.
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PER DIEM AND SUBSISTENCE
•	How am I reimbursed for subsistence expense?
You are entitled to a per diem allowance for subsistence
expenses incurred while traveling on official business. The
per diem allowance is a daily payment for lodging and
(M&IE).
•	What expenses are covered by the per diem
allowance?
The per diem allowance covers all charges for subsistence
expenses including lodging, taxes and service charges for
lodging, meals, laundry and cleaning and pressing of
clothes, and tips to waiters and waitresses, porters, baggage
carriers, bellhops, and hotel maids; transportation between
places of lodging or business and places where meals are
taken; and telephone calls necessary to reserve lodging. All
other official calls should be claimed separately as a
miscellaneous expense (receipt required).
Currently, Federal travelers are reimbursed under the
Lodging Plus method which includes a maximum rate for
lodging and a flat rate for M&IE which is reimbursed on
a quarterly basis. GSA sets both rates on an annual
basis for each city. You will not be reimbursed for
subsistence expenses when they are incurred at your official
duty station and/or residence.
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•	Is the cost of transportation to place of meals
allowed?
Generally not, since this is included as part of the 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 meats cannot be obtained. For example, you
should not claim reimbursement for taxi(s) to restaurants
when suitable dining facilities are within walking distance of
the work site or place of lodging,
•	How is per diem computed?
Per diem is computed under the GSA's lodging-plus system.
Under this system, the actual cost of lodging is allowed, up
to a maximum for the location. Receipts for lodging are
required. In addition, one of two fixed daily allowances,
depending on location, is given for meals and incidental
expenses (M&IE). M&IE for the first and last days of travel
will be reimbursed for the portion of the day you are in a
travel status. The maximum lodging amounts and the
allowances for M&IE can be found in the FTD or the EPA
Travel Manual.
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*	How am I reimbursed for partial days when traveling
more than 24 hours?
On the first and last days of travel, the per diem allowable
is one-fourth of the M&IE rate for each quarter day or
portion of a "quarter day1 you are away from your residence
or office. Each quarter is 6 hours. The first quarter begins
at 12 midnight and ends at 6 a.m., the second quarter runs
from 6 a.m. to 12 noon, the third quarter runs 12 noon to 6
p.m., and finally the last quarter runs 6 p.m. to 12 midnight.
On the day of departure your travel quarters are calculated
based on the actual time travel begins. Consequently, it is
important that you NOTE DEPARTURE AND ARRIVAL TIMES.
Your travel status begins (ends) when you depart (arrive)
from (at) your official duty station, residence or other
authorized point. Your SFO can provide you with samples
of travel clocks and vouchers.
•	Do I have to go to the office before starting a trip?
No. All departures and arrivals from any point depend upon
the carrier's schedule. K it is reasonable and agreeable, you
may depart from your residence. Similarly, you may go
from the terminal to your home at the end of a trip
depending on the carrier's arrival time and at the discretion
of your supervisor. You should not arrange departure or
arrivals to gain additional per diem allowance.
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•	May I be paid a per diem allowance at or near my
official duty station?
No. Per diem is not paid lor travel performed at the official
duty station or within a 50-mile radius of either your official
duty station or your residence. However, under specific
circumstances, your AA/RA may authorize per diem within
the 50-mile radius of your official duty station on a case-by-
case basis, based upon commuting time or distance, the
location of your residence and official duty station, and the
purpose of your temporary duty as it relates to the commute.
In special and unique circumstances you may request a
waiver from the Director, Financial Management Division in
Headquarters. Contact your SFO for specific instructions.
•	May I receive per diem If my trip Is less than 24 hours
and does not require lodging?
Yes. When the travel period is more than 10 hours (Note:
If you are on a compressed schedule add two hours to your
work day, e.g., a 9 hour day becomes 11 hours) but less
than 24 hours and does not require lodging, for each 6 hour
period or fraction thereof, the traveler is entitled to 1/4 of the
daily applicable M&IE rate. However, in this situation the
first "quarter day," or six-hour period, starts with the
beginning of travel, and not at 12 midnight, 6 a.m., 12 noon,
or 6 p.m.
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•	May I claim payments to friends or relatives for
lodging If I stay with them?
Generally, no. Friends or relatives (except commercial
innkeepers) may receive reimbursement only if it can be
demonstrated that they incurred additional costs because of
your stay CLEARLY EQUAL to the amount of reimbursement
claimed. The burden of proof is on you. It is difficult to
demonstrate or justify such additional costs.
When you incur no lodging costs, you are only entitled to
claim the M&IE rate. You may claim, IN ADDITION TO PER
DIEM, reasonable transportation costs incurred in obtaining
free or low-cost lodging (please check with your SFO (before
incurring any expenses) in these cases to see if your
particular case meets with the regulations).
•	What if subsistence expenses are unusually high?
In limited situations, your authorizing official (Division
Director or above) can approve the payment of ACTUAL
subsistence expenses if it is foreseen that subsistence
expenses substantially exceed (more than $5.00/day) the per
diem amount established for a location. Travel on the actual
subsistence basis should be authorized in advance on the
TA. You will be required, in this case, to itemize ALL
subsistence expenses, including each meal, on your travel
voucher, and should therefore, keep detailed records of
expenses.
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•	Is there a maximum actual subsistence rate?
Your authorizing official may set a subsistence rate higher
than the applicable per diem rate prescribed for the location
of the travel for each trip depending on the circumstances.
Under GSA's FTRs, the maximum daily rate allowable for
actual subsistence is 150 percent of the applicable maximum
per diem rate prescribed for the location of the travel.
Reimbursement for the M&IE shall not, under any
circumstances, exceed 150 percent of the M&IE rate
established for the temporary duty location.
•	Can I be on both per diem and actual subsistence in
the same trip?
Yes. When you travel to two or more locations in one trip,
and you have been authorized actual subsistence for at least
one of the locations, part of the trip may be on per diem
and part may be on actual subsistence. However, only one
method of reimbursement may be used within a calendar
day. Whichever method is in effect at 12:01 AM is the
method which is used for that travel day,
•	What receipts must 1 submit with my travel voucher?
Receipts for lodging costs MUST BE SUBMITTED for both
per diem and actual subsistence travel. Receipts are also
required for common carrier.long distance telephone calls,
registration fees, small purchases and gasoline, and any
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expense over $25.00. Your supervisor may disallow
inordinately expensive claims. It is good practice to obtain
receipts for all expenses for your personal records and to
substantiate your claim if questioned.
•	May I take my spouse or family with me at
Government Expense?
For temporary duty travel, any additional cost for your
spouse or family must be paid by you. You may claim no
more than the single occupancy rate which would have
been applicable if you had traveled without your spouse or
family. For example, if you and your spouse stay in a room
with a $60 double occupancy rate and a $50 single
occupancy rate, you may only claim $50 as the lodging
cost.
TRANSPORTATION EXPENSES
•	What transportation expenses are allowed?
All reasonable transportation expenses in connection with
official travel are allowed IN ADDITION TO per
diem/subsistence expenses. However, the transportation
obtained should be the most economical available. Traveler
convenience does not justify using higher cost
transportation.
•	Is there any specific route or type of transportation I
must use for travel?
You must use the most direct or usually traveled route. Any
additional transportation cost for indirect travel for personal
reasons is at your expense. Trains, buses, and, when
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specifically approved, rental cars and taxis may be used for
short distance travel. Airline travel should normally be used
for long distances since it usually results in the lowest
overall cost. When a Government contract for air travel
between two cities exists, you should use the contract
carrier.
•	How should I pay for long distance transportation?
A contractor-issued Government charge card is the preferred
method for payment of long distance transportation.
Otherwise, if the round-trip cost of airline, train, or bus
transportation will exceed $100, you MUST use an SF-1169,
Government Transportation Request (GTR). Your SFO will
furnish the GTR upon request. You must submit the GTR to
the carrier as payment for transportation services. In some
SFOs the TMC, such as in Headquarters, may have made
arrangements to bill the SFO directly. In such cases a copy
of your TA may be necessary to obtain transportation at
these locations. NOTE: Your passenger coupon (ticket
receipt) must be attached to your travel voucher, regardless
of how it was purchased.
DO NOT use your personal credit card, check, or cash
to purchase your common carrier transportation. You
may not be reimbursed lor the cost of transportation
purchased with "cash" in excess of $100 until a special
one-time waiver Is received from GSA,
•	Where should I order tickets?
Common carrier tickets must be procured through a TMC
whenever possible. Otherwise, airline tickets should be
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purchased directly from the carrier. You should avoid using
non-TMC travel agents, i.e..travel agents not under contract
with GSA. Using a non-TMC travel agent could result in
your paying out-of-pocket costs.
•	What Class accommodations may I use?
Generally, premium-class fare (classes above coach fare)
accommodations (e.g. first class, business class...) may NOT
be used. Such accommodations may be used only if one
of the following conditions exist and written pre-approval
was received from the AA/OARM:
•	Coach accommodations are not available in time to
accomplish travel that is so urgent that it cannot be
postponed.
•	The traveler is so handicapped that other accommodations
cannot be used, and a doctor's certificate attests to the
handicap.
•	Premium-class accommodations are required for security
purposes or because special circumstances exist that make
their use essential to the successful performance of the
Agency's mission.
•	Lesser accommodations on foreign carriers do not provide
adequate health or sanitation standards.
•	The use of premium class accommodations will result in
an overall savings to the Government based on economic
considerations.
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•	The employee uses frequent flyer coupons to receive an
upgrade to premium class at no additional cost to the
government.
Where advantageous to the Government, business-class, but
not first-class air accommodations, MAY be allowed in lieu
of an authorized rest stop on foreign travel. In all of the
previous cases, a written justification must appear on the TA.
Also a written approval must be received from the AA of
OARM prior to the trip. See the Travel Manual for any
special procedures to be followed in obtaining approval of
extra-fare air travel.
•	Will the government pay for my baggage transportation
coat*?
Baggage up to a certain weight and size limit is usually
transported without charge by the common carrier. Excess
baggage charges are reimbursable to you only when
authorized by your approving/authorizing official
(e.g..carrying training materials to a meeting, extra clothing
and personal items needed for extended temporary duty).
Vou must attach any receipts for approved excess baggage
claims to your voucher.
•	Where do I send unused tickets for cancelled
reservations?
Unused tickets purchased with your contractor-issued
Government Charge Card (Diners Club) should be returned
to the TMC or airline where they were purchased for credit
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to your account. Unused tickets purchased on a GTR
should be attached to the front of the travel voucher for
processing (or handcarried to your SFO). ff the trip is
cancelled and no travel voucher is to be submitted, return
tickets to the designated travel desk in your SFO,
Remember to cancel reservations as soon as you know they
will not be used. Be aware that some carriers may assess
a cancellation charge if the cancellation is not received
within specific time limits set by the carriers.
•	What should I do If I didn't get to the airport on time?
Contact the carrier's agent and find out whether your ticket
can be used or exchanged for transportation at a later time,
tf not, use your contractor-issued Government Charge Card
to purchase a new ticket (returning the original for a credit).
Remember, if you pay cash, post-trip approval is necessary
(this will delay reimbursement of common carrier expenses).
Always ask the ticket agent to book your new ticket under
a GSA contract fare if available.
•	What should I do it I lose a GTR or my ticket?
If you lose a GTR, notify representatives of the common
carriers at the location where the GTR was lost. Also, notify
the organization which issued you the GTR.
If you lose a ticket, notify the carrier's agent and purchase
a new ticket with a contractor-issued Government charge
card or GTR. You must also explain on your travel voucher
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why a new GTR was issued or a cash purchase was made.
Be aware that you may be held liable for ticket-related costs
incurred by the Government rf you have been negligent in
safeguarding a GTR or ticket.
•	May I keep penalty payments from airlines?
Any penalty paid by an airline for failure to provide
confirmed reserved space belongs to the Government. Send
any payment received to your Financial Management Officer
(FMO) in your SFO.
•	What If I voluntarily give up my seat on an overbooked
flight?
You may keep any compensation paid by the airline, subject
to the following conditions:
•	You may not claim additional travel costs including per
diem, that result from giving up your seat.
•	If your travel is delayed during official duty hours, you
must take annual leave.
•	You must not voluntarily give up your seat if it will
adversely affect performance of your official duties.
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•	Can 1 use any air carrier I choose?
In most cases, the Government has entered into contracts
with certain carriers to provide discounted service between
selected pairs of cities. Check the FTD to determine if the
cities to which you are traveling have contract air service.
Where such service is available, you must use it, unless you
meet one of the exceptions stated in the FTRs or the EPA
Travel Manual.
Your TMC can assist you in making reservations. In
general, you should make reservations as far in advance as
possible, and ask about any special or discount fares.
However, be aware of fares which have either penalty fees
or are non-refundable if the trip is cancelled. We do not
recommend these type of fares.
TAXIS AND RENTAL CARS
•	May I use a taxi and tip the driver?
A taxi may be used when no other transportation is
reasonably available or it is the least expensive means of
transportation (including duty time lost with slower
transportation). You may be reimbursed for tips not to
exceed 15% of the fare. Receipts are needed for taxi fares,
excluding tips, in excess of $25.00.
You should attempt to secure airport shuttle service or public
transportation wherever possible. You should also consider
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limiting the taxi ride to or from the point where cheaper
transportation is available. (For example, take an airport
shuttle to the downtown area and a taxi to your destination).
•	May I rent a car or other vehicle while on official
travel?
Yes, if justified and approved on your TA. Commercial
rental agencies which participate in the agreement
negotiated for the Government by the Department of Defense
should be your first choice when renting a vehicle while on
official business (they are listed in the FTD). Your TMC will
make the rental arrangements for you.
Be cautious of "special" Government rates. The daily rate
may appear to be low, but, in most cases, all the terms and
benefits of the Government's agreement are not in effect.
•	What about purchasing insurance?
You will not be reimbursed for these charges. If a vehicle
is rented under the Government's agreement, full
comprehensive and collision damage coverage is included
at no charge. If you rent a vehicle outside the agreement,
you may be reimbursed for damages providing they arose
incident to your official business and were not a result of
your negligence.
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•	Who pays for vehicle rentals?
You must pay for any vehicle rental, preferably with your
contractor-issued Government charge card (Diners Club).
You may then claim reimbursement on your travel voucher.
Claims for rental vehicles must be supported by receipts.
USE OF PRIVATELY-OWNED VEHICLES (POV)
•	May I use my personal automobile for official travel?
Yes, if approved by your authorizing official and a
justification statement showing that the use of your POV is
advantageous to the Government. You will receive a
standard rate per mile for operating expenses with additional
reimbursement for parking fees, ferry fees, and toll costs.
•	May I use my POV for long distance travel In lieu of
airplane, bus, or train?
Yes. However, your mileage reimbursement, per diem, and
other expenses will be limited to the costs you would have
incurred if you had used a common carrier (e.g. per diem
starts when you would normally begin and end travel using
a common carrier). Also, you must charge annual leave for
any travel time (during work hours) in excess of normal
travel time via common carrier. Any such annual leave must
be approved on your TA.
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•	Do I get additional mileage reimbursement if another
employee rides with me?
For TDY travel, only a single flat mileage rate will be
allowed, regardless of the number of persons in the auto.
•	May I drive my auto to a terminal and park it there
while I travel?
Yes. You will receive a mileage allowance plus
reimbursement for parking fees. However, total
reimbursement is limited to the round-trip cost of a taxi to
the terminal plus tip.
•	What If someone drives me to a carrier terminal?
When a spouse or friend drives you to or from a terminal,
you may claim his or her round-trip mileage, however, the
claim cannot exceed the cost of a one-way taxi fare.
SPECIAL SITUATIONS
•	Can I accept non-Federal financing for my travel?
Non-federal financing may only be accepted in limited
situations and prior approval must be received from the
Agency Ethics Official. Please contact your
General/Regional Counsel and/or your SFO for specific
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information and instructions before accepting any non-
Federal financing for travel. Gifts and bequests made to the
EPA may be accepted to pay, or reimburse, in whole or in
part, the travel expenses of EPA employees in approved
official travel status in limited circumstances. You must
coordinate all acceptance of gifts with the Agency Ethics
Official to confirm if EPA has 'gift authority" in your particular
situation. Under no circumstances may a traveler accept
cash for official travel expenses. Any services in kind
should be authorized on your TA. A record of the gift
and/or bequest, must be annotated on your TA.
•	At a meeting, may I accept free meals provided by the
sponsor?
If the sponsoring entity is a non-Federal organization, you
may not accept meals, unless the entity has been authorized
to provide them. Where the sponsoring entity is authorized
to provide for these expenses or is a Federal agency, you
may accept meals. However, a fixed amount must be
deducted from your per diem claim for each meal accepted.
•	What do I do when a meal Is Included In a conference
registration fee or provided by EPA through a
purchase order?
If per diem is claimed, a fixed amount (which can be found
in the EPA Travel Manual) must be deducted for each meal.
When traveling under the actual subsistence method, no
claim may be made for the meal included in the registration
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fee. (Note: EPA conferences coordinators should not plan
conferences where a registration fee will be charged to EPA
employees).
•	Can we pay a prospective employee's travel expenses
for an interview?
This is a complex area which should be discussed with your
administrative or fiscal officer BEFORE making a
commitment. Under limited conditions these expenses may
be allowed.
•	May I take leave while I'm in travel status?
You may take annual leave if approved in advance (see
Comptroller Policy Announcement 89-04 for more information
and procedures). However, per diem entitlement will be
discontinued for any day in which you are in a leave status
for more than four hours. If sick leave is necessary due to
illness or injury, entitlement to per diem and other travel
expenses will continue up to 14 calendar days. The travel
voucher must indicate the exact time of departure from and
return to duty status. Please check with your SFO to
determine if any special handling of the voucher is
necessary. Travel involving annual leave must be indicated
on your TA.
•	May I keep coupons or certificates for free or reduced-
cost travel arrangements?
No. All certificates, coupons, and other promotional material
received while traveling on official business are Government
property and must be turned over to your SFO's Financial
Management Officer.
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TRAVEL TIPS
•	Discounts
Many hotefs and motels allow discounts for Federal
travelers. You should inquire about discounts WHEN
RESERVING AND AGAIN WHEN REGISTERING to take
maximum advantage of these discounts and, in some cases,
sales tax exemptions. DO NOT rely on oral reservation
arrangements for these discounts. Many facilities honor only
discounts arranged at the time of registration.
The FTD list hotels and motels in the United States and
overseas that offer discounts to Federal employees on
official business. Check the directory or with your TMC to
see which hotels or motels offer discounts in the cities to
which you are traveling.
•	Tax Exemption Certificates
Many states, cities, and local municipalities offer tax
exemption certificates, care should be taken in their use and
distribution since many instances of counterfeit or non-valid
certificates have been reported to GSA. The FTD provides
complete information on exemption certificates or you may
contact your SFO.
•	Official Phone Calls
Whenever possible, official phone calls should be placed
using the Federal Telephone System (FTS). When traveling
domestically for more than one night on official business,
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you are authorized one brief (8-10 minutes) phone call daily
to your residence in the United States, preferably using FTS.
If an FTS call is impractical, a commercial call may be
made. In order to be reimbursed a receipt will be
necessary.
•	Itineraries
You may find it prudent to leave a copy of your itinerary
both at home and at your office, A complete itinerary would
include address and phone number of the office(s) to be
visited as well as your hotel or motel.
•	Recording Expenses
You might find it convenient to carry a copy of a travel
voucher with you and record expenses, as they are incurred,
directly on the voucher.
•	Cancellations
When a trip is cancelled (or postponed) it is the traveler's
responsibility for making sure that all reservations
(plane,train, car rentals, lodging...) are cancelled. Failure
to cancel may result in the traveler and/or our agency being
charged a late cancellation fee. It is a good idea to keep a
record of the cancellation number and the reservationist's
name who handled your call. Please note, even if you
delegate this responsibility, the financial liability is still your
responsibility.
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• Fraudulent Claims
It is the traveler's responsibility to review the travel voucher
for accuracy before signing the travel voucher. 'A fraudulent
statement for any expense taints the entire claim for that
day... Thus the entire claim for that day must be denied.*
(See Comptroller General (CG) Decision B-232858.)

t*U.S, Government Printing Office! 1.990-720-940
I
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ACRONYMS
AA - Assistant Administrator
ATM - Automated Teller Machine
CONUS - Conterminous United States
DCN - Document Control Number
FMD - Financial Management Division
FMO - Financial Management Officer
FPPB - Fiscal Policies and Procedures Branch
FTD - Federal Travel Directory
FTR - Federal Travel Regulations
GSA - General Services Administration
GTR - Government Transportation Request
JFTR - Joint Federal Travel Regulations
M&IE - Meals and Incidental Expenses
OARM - Office of Administration and Resources Mgmt.
OC - Office of the Comptroller
OCONUS - Outside Conterminous Unites States
OIA - Office of International Activities
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
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