DEPARTMENTAL MANUAL |
NUMBER: 2300-001 |
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SUBJECT: Agriculture Travel Regulation |
DATE: May 1, 2008 |
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OPI: |
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1. PURPOSE
This manual, commonly referred to as the Agriculture Travel Regulation (ATR), is the primary source of United States Department of Agriculture (USDA) policy on managing temporary duty travel. The ATR supplements the Federal Travel Regulation (FTR) issued by the General Services Administration (GSA). All provisions of this manual shall abide by applicable federal regulations including the FTR.
This manual applies to travel of Departmental employees, and to travel of individuals either employed intermittently by the Department or not employed but carrying out official activities of the Department. This includes consultants or experts paid on a daily “when-actually-employed” basis; and individuals, who are not contractors, serving without pay or at $1 a year when they are acting in a capacity that is directly related to, or in connection with, official activities of the Department.
This manual does not apply to employees on loan or detail to another Department or agency; contractors or Departmental Foreign Service employees. The Department or agency paying for the travel is responsible for policy and procedures for preparing and controlling the travel documents.
2. CANCELLATION
This manual cancels and replaces Departmental Manual 2300-001, dated October 3, 1994. All chapters and parts referenced of the ATR have been renumbered.
3. MAJOR
POLICY CHANGES
This update of the ATR, which addresses recent issues regarding travel, incorporates relevant updates, and revises the format of the document for ease of use. The update includes the following changes:
a. Incorporates the new policy on authorization of premium class travel. The new policy supersedes Acting Secretary Conner’s memorandum, Authorization Process for Business Class or First Class Travel, dated October 2, 2007, by delegating to the General Officers the authority to approve the use of premium class travel within the areas they oversee. The Chief Financial Officer (CFO) will be the authorizing official for premium class travel of the Secretary of Agriculture and General Officers with the exception of the CFO and Inspector General (IG). The Chief of Staff will be the authorizing official for premium class travel of the CFO. The Secretary or the Deputy Secretary will be the authorizing official for premium class travel of the IG.
b. Eliminates sections that are already located in the Federal Travel Regulation (FTR). The new rewrite incorporates relevant changes, such as the retention of Frequent Traveler Benefits (FTBs) and the associated use of those benefits.
c. Eliminates sections that have been addressed in Departmental Regulation (DR) 2300-004, USDA Evacuation Policies and Procedures, dated March 6, 2006; and DR 2300-002, USDA Relocation Allowance Regulation, dated May 31, 2007.
4. RESPONSIBILITIES
As management officials are delegated authorities under this manual, there must also be corresponding accountability. The delegated officials will be required to maintain necessary records to respond to any internal audits or external inquiries from the Congress, the Office of Inspector General, the Government Accountability Office, and other agencies regarding these approvals. Management officials are required to timely report any violation of these regulations to the Chief Financial Officer.
a. Delegation from the Administrator of General Services to the Secretary of Agriculture.
The Secretary is delegated authority by the Administrator of General Services (General Services Administration), through the FTR, to implement policies for travel by employees and others authorized to travel at USDA expense. The Administrator of General Services promulgates the FTR to:
(1) interpret statutory and other policy requirements in a manner that balances the need to assure that official travel is conducted in a responsible manner with the need to minimize administrative costs; and
(2) communicate the resulting policies in a clear manner to Federal agencies and employees.
b. Delegation from the Secretary to the Chief Financial Officer.
The CFO is delegated full responsibility for Departmental travel policy as contained in this regulation. The CFO also has the authority to approve all forms of travel for special situations including, but not limited to, pandemics, natural disasters, and acts of terrorism, in order to ensure the safety of Government employees, continuity of Government, and the safety of the general public.
c. Delegation to General Officers and the Director, Homeland Security Office.
General Officers and the Director, Homeland Security Office, may authorize, within the requirements of the ATR and FTR, all types of travel, including premium class travel for their employees, and other individuals traveling for their office on Departmental business.
(1) General Officers and the Director, Homeland Security Office, may not authorize premium class travel for themselves.
(2) General Officers and the Director, Homeland Security Office, are authorized to approve payments for expenses incurred as a result of the death of an employee while the employee was in a travel status as specified in this manual.
(3) General Officers and the Director, Homeland Security Office, are authorized to approve payments for expenses incurred as a result of the illness or injury of an employee while the employee was in a travel status as specified in this manual.
(4) General Officers and the Director, Homeland Security Office, may not delegate the authority to approve the following types of travel: premium class travel; travel to resort areas as outlined in this manual; and conference and training events where the majority of USDA employee attendees are from one commuting area.
d. Delegation from the Secretary to Agency Heads.
Agency Heads may authorize, within the requirements of the ATR and FTR, all types of travel for their employees and other individuals traveling for their agencies, except premium class travel; travel to resort areas; and conference and training events where the majority of USDA employee attendees are from one commuting area.
(1) Agency Heads may approve all foreign and domestic travel, unless specifically restricted by this document.
(2) Agency Heads are authorized to approve payments for expenses incurred as a result of the death of an employee while the employee was in a travel status.
(3) Agency Heads are authorized to approve payments for expenses incurred as a result of the illness or injury of an employee while the employee was in a travel status.
e. Delegation from Agency Heads to Approving Officials.
In view of the authority granted to Agency Heads, Agency Heads are instructed to use special care to insure that delegations of authority are held to a sufficiently high level to ensure proper review and control of travel. Delegations must be in writing and be contained in agency internal regulations. Agency Heads may delegate their authority, except for the following:
(1) Authority to determine which positions are eligible for limited open and Nation-wide travel authorizations. Agency Heads must designate which positions qualify for the limited open and Nation-wide travel authorizations.
(2) Authority to approve payment of subsistence and transportation expenses for threatened law enforcement/investigative employees. The Office of Inspector General (OIG) must be notified of all instances where threatened individuals are moved into temporary living accommodations either at or away from the official duty station.
(3) Authority to designate the specific award ceremonies for which employees (and one individual related by blood or affinity of the employee's choosing) may be reimbursed for travel expenses.
(4) Authority to approve reimbursement of actual subsistence expenses in lieu of per diem. All requests for increases to actual subsistence reimbursements up to 150 percent of the established rate may be approved by the Agency Head. All requests, with the exception of OIG, for increases to actual subsistence reimbursements from 150 percent to 300 percent (maximum) of the established rate must be sent to the Office of the Chief Financial Officer (OCFO) for review and approval. The IG will approve all requests for actual subsistence reimbursements up to 300 percent for all OIG employees and may delegate in writing the approval authority up to 150 percent to an appropriate approving official.
f.
Authorization and Approval of Travel.
Except as noted above, General Officers and the Director, Homeland Security Office are authorized to approve their own travel, but are encouraged to have his or her travel authorized by a subordinate. No employee of the Department, other than General Officers and the Director, Homeland Security Office, may authorize or approve his or her own travel; or have his or her travel authorized or approved by a subordinate employee.
g. Annual Review of Agency Travel Regulations.
USDA agency travel regulations are supplemental to the FTR and ATR. Agency travel regulations are encouraged to be procedural interpretations and are a supplement to the ATR. The USDA agency travel regulations can not grant additional benefits or adjust processes defined in the FTR or ATR.
To ensure agency policies and procedures are consistent with the FTR and ATR, no later than June 30th of each year, agencies are required to submit their travel regulations to the Office of the Chief Financial Officer for review.
5. DEFINITIONS
a. Agency. For purposes of this policy an agency is an organizational unit of the Department, whose head reports to an Under Secretary; or a staff office as defined below.
b. Agency Head. The head of an organizational unit of the Department who reports to an Under Secretary; the head of an administrative staff office who reports to the Secretary; and the Inspector General.
c. General Officers. The work of the Department is under the supervision and control of the Secretary who is assisted by the following general officers:
(1) Deputy Secretary
(2) Under Secretary for Farm and Foreign Agricultural Services
(3) Under Secretary for Rural Development
(4) Under Secretary for Food Safety
(5) Under Secretary for Food, Nutrition and Consumer Services
(6) Under Secretary for Natural Resources and Environment
(7) Under Secretary for Research, Education, and Economics
(8) Under Secretary for Marketing and Regulatory Programs
(9) Assistant Secretary for Congressional Relations
(10) Assistant Secretary for Administration
(11) Assistant Secretary for Civil Rights
(12) General Counsel
(13) Inspector General
(14) Chief Financial Officer
(15) Chief Information Officer
(16) Judicial Officer
(17) Director, Office of Budget and Program Analysis
(18) Chief Economist
(19) Director, National Appeals Division
(20) Director of Communications
d. High-mileage driver. Traveler whose average yearly mileage reimbursement equals or is greater than the cost of operating a Government-furnished vehicle.
e. Resort area. For official travel purposes, the term resort area includes named resorts, spas; gambling centers, and other recreational establishments; ski resorts; beach areas; and locations known for their emphasis on tourist type activities. Use of resort areas is discouraged and requires a detailed analysis for consideration.
f. Rest period. A break of more than 10 hours.
g. Staff Office. A Departmental administrative office whose head reports to the Secretary.
6. OFFICIAL
PURPOSE
Approving officials and travelers are reminded that they are traveling for official Government purposes at taxpayer expense. Accordingly, they shall ensure that their activities are prudent in terms of cost, location, appropriateness, and public perception.
7. CONTROLS
Each agency and OIG is expected to maintain effective controls over travel and travel payments. Essential elements of such controls include but are not limited to:
a. Reviewing all proposed travel to determine its necessity.
b. Limiting the authorization of payment of travel related expenses to only those that are necessary to accomplish the agency’s and Department’s mission in the most economical and effective manner.
c. Determining the method of travel most advantageous to the Government. Special consideration should be given to minimize travel time and cost to the Government.
d. Monitoring travel obligations and expenditures.
8. RECORDS
RETENTION
Records relating to reimbursing individuals, such as travel authorizations, travel vouchers, and all other supporting documents relating to official travel by officers, employees, dependents, or others authorized by law to travel should be maintained for a period of 6 years and 3 months from the date the final claim is paid.
9. POLICY
AND PROCEDURES
a. Travel
Authorizations.
(1) A travel authorization is the official approval to perform temporary duty travel. The travel authorization must specifically itemize, in detail, the travel to be performed and the expenses to be incurred. This will minimize disagreements over travel reimbursement. All authorizations must have a written or electronic signature by an authorized official.
(2) Except for General Officers and the Director, Homeland Security Office, no travelers may authorize their own travel or have a subordinate authorize their travel. General Officers and the Director, Homeland Security Office, may not authorize premium class travel for themselves. Each travel authorization prepared should be detailed to allow improved reporting to oversight agencies and to clearly communicate with travelers what expenses are authorized and are not authorized.
(3) Each travel authorization must provide a purpose of the travel. This key element must be completed correctly and reported to oversight agencies. Travelers, who normally use a blanket travel authorization and need to travel for a different purpose, must prepare a new travel authorization with the correct purpose of travel identified.
(4) Travel authorizations for premium class travel must follow the procedures as detailed in this regulation. A blanket travel authorization can not be used for premium class travel.
b. Open
or “Blanket” Travel Authorizations.
Agencies are to submit any plans to issue open or “blanket” travel authorizations to employees, other than General Officers and the Director, Homeland Security Office, for the upcoming fiscal year by June 30th each year to OCFO. OIG shall submit a plan to the Secretary or Deputy Secretary. Plans should include a justification for using open or “blanket” travel authorizations instead of the preferred trip by trip travel authorizations; strategies that will be used to prevent unauthorized travel expenses and wasteful travel practices; and the methodology to track and control annual travel costs.
OCFO will respond with recommended changes or concurrence with the agency plans by August 30th or within 60 days of submission (whichever is later). Any open or “blanket” travel authorizations for travelers, other than General Officers and the Director, Homeland Security Office, that have not received OCFO concurrence may be deleted from the travel system.
c. Travel Vouchers.
(1) Travel vouchers submitted in connection with authorized travel must be approved for payment by the traveler's designated approving official. For General Officers and the Director, Homeland Security Office, a subordinate may approve the travel voucher. The official approving the travel voucher determines that the travel was for official purposes and the travel voucher claims are in compliance with the FTR; Departmental travel regulations and manuals; and applicable agency travel policy. In addition, an appropriate official at a traveler's duty station may be authorized to approve travel vouchers for an employee whose supervisor is located at a different geographic location. All travel vouchers are subject to post payment audit by the OCFO.
(2) Travelers must submit a travel voucher to their designated approving official, as required by the FTR, within five working days after completion of the trip or period of travel. Travelers in a continuous travel status must submit a travel voucher, at a minimum, every two weeks.
d. Post
Approval of Actual Subsistence Expenses.
A request for authorization for actual expense reimbursement should be made, to the fullest extent possible, in advance of travel. Actual expense reimbursement may also be approved after travel is completed (“post-approval”) when one of the following occurred: Emergency situations in which requests for prior travel authorization were not possible; or unanticipated, unusual, and exceptional circumstances resulted in the incurrence of actual and necessary subsistence expenses that were much greater than the authorized per diem allowance. Agency Heads are authorized to approve requests for increases to actual subsistence reimbursements up to 150 percent of the established rate.
e. Travel to Resort Areas.
(1) An employee may attend events that are not under the Department’s administrative control. If attendance is considered necessary for official business, this is sufficient justification for the employee to attend. Information should be included on the travel authorization to indicate that the event is not under the Department’s administrative control and that the travel is necessary for official business.
(2) Travel to named resorts. Travel to a named resort or other recreational establishments must have General Officer or the Director, Homeland Security Office, approval unless it meets the criteria above. Documentation for the approval of this type of travel must be attached to the travel authorization. Authorization for travel to these areas must be on a case-by-case basis. Traveler’s whose permanent duty station is located in "resort areas," should have sufficient information on the travel authorization to indicate the purpose of the travel and the timing of that travel.
f.
Conference and Training Events.
(1) General Guidelines.
All conference and training events shall be held at the most cost-effective location (considering such factors as per diem, transportation, and rental of conference rooms), unless programmatic considerations dictate otherwise. Conference and training events where a majority of the USDA attendees are in the same commuting area must be held at a location within the local commuting area, unless it is more cost effective at another location. Only General Officers and the Director, Homeland Security Office may authorize an exception to this rule. FTR Part 301-74, Conference Planning and FTR Appendix E to Chapter 301, Suggested Guidance for Conference Planning, must be followed when planning a conference.
(2) Location.
Consideration must be given to less costly alternatives to conference and training events, whenever possible. Use of resort areas are to be minimized, but may be used only if it satisfies the requirements noted above. The order of preference, for USDA-sponsored conference and training events, is:
(a) Local USDA facilities.
(b) Other Federal, State, and local Government facilities.
(3) Requests for Approval.
Agencies are to submit all proposals to conduct events (conferences and training) which have a total agency cost in excess of $40,000 to the OCFO for prior approval. OIG proposals must be submitted to the Secretary or Deputy Secretary for prior approval.
Before submitting a proposal, the event must pass the following evaluation:
(a) The conference will help further the agency’s mission or the Department’s strategic plan;
(b) The information cannot be effectively shared through another means such as a teleconference or the Internet;
(c) The location is appropriate and justified and a prudent person would not think it a waste of their tax dollars for this conference in this location;
(d) The number of employees attending is justified;
(e) The meeting location is near where most attendees are stationed. If not, the detailed cost analysis is to include cost comparisons to locations near the majority of attendees. The cost comparison should include all travel costs and employee payroll for travel time. Multiple meetings should be considered to reduce total cost; and
(f) The conference or training event is “must-do” considering the limited budgets of the agency.
(4) Timing.
All requests for approval must be submitted at least 21 days before the commencement of the conference or training event.
(5) Annual Conference and Training Plan.
Annually, no later than November 15th, each agency is required to submit to the OCFO its plan for conference and training events that have a total agency cost in excess of $20,000. OIG’s annual conference and training plan must be submitted to the Secretary or Deputy Secretary. The plan should outline how each conference and training event supports the Department’s or the agency’s strategic plan for the execution of programs and administrative management.
(6) Reporting.
Agencies and OIG are to submit quarterly conference/training data to the OCFO within one month of quarter’s end. The format for the report will be provided by the OCFO. Reports should include all training and conferences used to inform or train USDA staff. Due dates for the quarterly submissions are outlined below:
QUARTER |
PERIOD |
REPORT
DUE DATE |
First |
October 1st – December 31st |
January 31st |
Second |
January 1st – March 31st |
April 30th |
Third |
April 1st – June 30th |
July 31st |
Fourth |
July 1st – September 30th |
October 31st |
(7) Events Less than $40,000.
General Officers and the Director, Homeland Security Office are authorized to approve conference and training events that have a total cost of less than $40,000. General Officers and the Director, Homeland Security Office, may not delegate the authority to approve events that have a total cost of more than $20,000. For reporting purposes, supporting documentation related to these events must be retained for 6 years and 3 months after the date of the event. The report format and requirements will be provided by the OCFO.
g. Mixed Official and Personal (Leisure) Travel.
Booking personal (leisure) travel using the Department’s official travel systems is prohibited. Travelers may not use the electronic booking engine or Travel Management Center (TMC) to book personal (leisure) travel. Personal (leisure) travel must be booked outside the travel system. When mixing personal (leisure) travel with official travel, the following procedures must be used:
(1) Receive written approval from the delegated approving official to mix official and personal (leisure) travel. General Officers and the Director, Homeland Security Office, through the delegation of authority, may approve their own mixed travel, except for premium class travel. This would include taking annual leave to arrive at the travel location early or leaving at a later date. These travel adjustments also include the use of indirect routes. This documentation should be attached to the traveler’s travel authorization or travel voucher.
(2) Book the official travel using the Department’s official travel system using normal processes.
(3) Modify the official travel arrangements outside of the official Departmental travel system. For example, the traveler may contact their TMC’s public reservation number (i.e., the number available to the general public) to modify their itinerary, or take their ticket to the airline and have it reissued to accommodate the leisure (personal) travel portion. The traveler is responsible for all risks related to deviating from the official travel authorization.
(4) When mixing personal (leisure) travel, the following items must be noted:
(a) Government fares may not be used for personal (leisure) travel.
(b) Per Diem will not be paid for personal days taken in conjunction with official travel.
(c) Government rental cars may not be used for personal (leisure) travel.
(d) Government charge cards may only be used for official business travel. Any expenses related to leisure (personal) travel must be paid by the traveler using personal funds (including personal charge cards).
(e) Any fees and costs resulting from leisure (personal) travel must be paid by the traveler and will not be reimbursed by the Department.
(f) Any additional costs including change fees, will not be paid by the Department.
(g) Any other additional costs for leisure (personal) travel due to the official travel being canceled will not be paid by the Department.
(h) Any cost savings resulting from modified travel, such as exchanged tickets, must be reflected on the travel voucher and returned to the Government.
h. Transportation Expenses.
(1) Rental Car.
(a) Travelers should select the rental car most advantageous to the Government. The Departmental preferred class of car is economy using the lowest cost vendor. The determination of most advantageous to the Government is determined by discussions between the traveler and authorizing official after considering factors such as cost, number of passengers, security and location of rental facilities, office hours and wait times.
(b) Travelers using the eTravel System will be prompted to provide a justification for all rental cars larger than an economy size.
(c) Miscellaneous expenses such as global positioning systems will not be reimbursed.
(2) High-mileage driver.
(a) High-mileage drivers shall use Government-furnished vehicles for official business travel, if available. However, because of fluctuations in the cost factors involved in this decision process, an analysis must be completed to determine and use the least costly means of transportation. At a minimum, consideration must be given to current commercial lease costs, fuel costs, expected mileage charges, and privately-owned vehicle (POV) reimbursement rates. Therefore, travelers who will drive more miles per month than the number of miles for which reimbursement would equal lease and operating costs shall use Government-furnished vehicles.
(b) Annually, by May 15th, all employees designated as high-mileage drivers will make a written commitment for the upcoming fiscal year. The commitment will state whether the employee will drive Government-furnished automobiles specifically assigned for their individual use or their POV.
(c) While the commitment is normally intended to cover a fiscal year period, the date of Government vehicle availability may require that 12 months other than a fiscal year be used. The actual commitment period begins when the vehicle is delivered and runs for 12 months thereafter. The commitment will be the basis for reimbursement to the employee for the commitment period.
(3) Agency Use of Non-Refundable Fares.
(a) Government Contract Fares are the USDA preference as they protect the Government and/or traveler from penalties associated with changes in travel.
(b) Travelers may not purchase non-refundable tickets unless their agency has received an annual waiver from the OCFO to purchase non-refundable fares. Non-refundable fares are typically non-transferable, and are susceptible to penalty fees associated with flight changes or trip cancellations.
(c) In its annual waiver request, the agency must include a determination that its mission requires the use of non-Government contract fares, including non-refundable fares. By requesting a waiver, the agency is accepting responsibility for using non-refundable fares. Renewal waiver requests must include data on the items listed below.
(d) Agencies and OIG must establish internal controls to address the following when utilizing non-refundable fares:
1 use (i.e., for travel not likely to be cancelled, addressing both travel purpose and traveler);
2 authorization (i.e., high enough within the agency to prevent abuse);
3 cost-benefit analysis (i.e., the change fees associated with travel changes for a trip not likely to be cancelled are less than the cost of a refundable ticket);
4 disposal of unused tickets; and
5 consequences (i.e., ensuring the traveler understands the penalties involved if the trip is cancelled prior to purchasing the non-refundable fare).
i. Premium Class Travel.
(1) General.
(a) Coach class travel is the USDA preference. Authorization can be requested for the use of premium class (i.e., first class and business class) travel. Authorization is not needed when Frequent Travel Benefits are used to upgrade to premium class from coach class; or for business class service on AMTRAK Acela or Metroliner trains.
(b) A blanket travel authorization can not be used for premium class travel.
(2) Requests for Approval. OCFO will provide the format to request approval for premium class travel. The format includes the documentation required for justification for all requests. General Officers and the Director, Homeland Security Office, may add additional requirements, but must include all elements on the USDA form.
(3) Justification for Approval
(a) First Class Travel
1 No space is available in coach class accommodations in time to accomplish the mission, which is urgent and cannot be postponed. Supporting documentation must be provided to document that coach class accommodations are not available (screen prints of available flights or certification from the travel management center are examples of acceptable documentation), explain why flight is so urgent, why the traveler's schedule cannot be adjusted, and/or why the meeting cannot be adjusted. Travel schedule showing traveler reporting for duty the next day or before is also required.
2 Use of premium class is required to accommodate a disability or special need. In accordance with Departmental Manual 4300-002, Reasonable Accommodation Procedures, the disability must be substantiated in writing by a medical authority and provided to the supervisor. Certification from the supervisor must indicate other than coach travel is required. Documentation must be dated within the prior six months of travel or must be a permanent disability. The documentation also needs to indicate that the disability cannot be accommodated using a cheaper alternative method (example: two coach seats).
3 Security Purposes. Documentation must be provided explaining the security issue.
4
Agency
(b) Business Class Travel
1 No space is available in coach class accommodations in time to accomplish the mission, which is urgent and cannot be postponed. Supporting documentation must be provided to document that coach class accommodations are not available (screen prints of available flights or certification from the travel management center are examples of acceptable documentation), explain why flight is so urgent, why the traveler's schedule cannot be adjusted, and/or why the meeting cannot be adjusted.
2 Use of premium class is required to accommodate a disability or special need. In accordance with DM 4300-002, disability must be substantiated in writing by a medical authority and provided to the supervisor. Certification from the supervisor must indicate other than coach travel is required. Documentation must be dated within the prior six months of travel or must be a permanent disability. The documentation also needs to indicate that the disability cannot be accommodated using a cheaper alternative method (example: two coach seats).
3 Security Purposes. Documentation must be provided explaining the security issue.
4 Regularly scheduled flights only provide business class accommodations. Documentation must be provided showing that no coach seating is offered on that flight and an alternative flight is not available. Screen prints of available flights or certification from the travel management center are examples of acceptable documentation.
5 Use of business class results in cost savings to the Government. A cost comparison must be provided showing cost savings to the Government.
6 Where the origin and/or destination are outside the continental United States (OCONUS), and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours. Rest periods may not be taken during or immediately following the flight. Documentation of flight time, need for business class must be provided. Travel schedule showing traveler reporting for duty immediately following the flight with no rest is also required.
7 Exceptional circumstances. Full documentation of the exceptional circumstances must be provided. This justification includes the Federal Travel Regulation justifications for foreign flight sanitation, payment from a non-federal source and mission criteria. USDA anticipates very few instances where the mission criteria would be applicable.
(4) Approving Officials.
(a) General Officers and the Director, Homeland Security Office (and those officially acting in the position), are authorized to approve the use of premium travel within their area of authority. The CFO is authorized to approve premium travel for General Officers, except the IG, and the Director, Homeland Security Office. The Chief of Staff is authorized to approve premium travel for the CFO. The Secretary or Deputy Secretary will approve premium travel for the IG.
(b) When the Deputy Secretary; Under Secretary for Farm and Foreign Agricultural Services; Under Secretary for Rural Development; Under Secretary for Food Safety; Under Secretary for Food, Nutrition and Consumer Services; Under Secretary for Natural Resources and Environment; Under Secretary for Research, Education, and Economics; Under Secretary for Marketing and Regulatory Programs; Assistant Secretary for Congressional Relations; Assistant Secretary for Administration; Assistant Secretary for Civil Rights; General Counsel; Chief Financial Officer; Chief Information Officer; Judicial Officer; Director, Office of Budget and Program Analysis; Chief Economist; Director, National Appeals Division; Director of Communications and Director, Homeland Security Office (and those officially acting in the positions) is on travel or leave or is otherwise not available at the primary duty location, the authority to approve premium class travel may be exercised by the Chief Financial Officer. If the Chief Financial Officer or the Acting Chief Financial Officer is on travel or leave or is otherwise not available at the primary duty location, any General Officer may authorize premium class travel within the requirements of this regulation.
(5) Timing. All requests for premium class travel should be submitted, to the approving official, at least 72 hours before the commencement of travel and approved in advance of booking travel. Requests are approved on an individual trip basis.
(6)
Reporting. Agencies
and OIG will report quarterly to the OCFO on use of premium class travel using
the format provided by the OCFO. Reporting
will include first class and business class travel.
j.
Local Travel.
(1) Travelers may be reimbursed for travel expenses incurred in the performance of official duties in and around their duty station. When the expense appears reasonable and necessary to conduct business, the traveler should be reimbursed for out of pocket expenses. Local travel expenses must be claimed within the fiscal year the expenses were incurred. However, a traveler may not be reimbursed for their normal commuting expenses, except under the Commuter Transit Subsidy Benefits Program.
(2) Local travel expenses may include such things as the cost of subway, bus, train, taxi, mileage, tolls and parking. Local travel expenses could be incurred in a variety of work related situations including, but not limited to, required attendance at meetings, conferences, other official functions, training, periodic work assignments at alternative duty locations in or around the duty station.
(3) Approval for local travel expenses shall be made on a case by case basis. It is the responsibility of the traveler seeking reimbursement to clearly illustrate and justify that local travel costs incurred were additional out of pocket expenses and not part of their normal commuting expense.
(4) Local travel may be reimbursed using one of three methods:
(a) a standard form SF 1164, Claim for Reimbursement for Expenditures on Official Business, processed through a Departmental time and attendance system;
(b) a standard form SF 1164, Claim for Reimbursement for Expenditures on Official Business, processed through the Foundation Financial Information System; or
(c) through a local travel authorization through the legacy travel system.
Agency Heads or their designees are responsible for determining which of the three methods are appropriate for their employees.
(5) Agencies should issue guidance on the definition of local travel and how to calculate the additional out of pocket expenses not part of the employee’s normal commuting expense. If no agency guidance exists, the following guidelines should be used:
(a) Local travel – Any travel lasting less than twelve hours, within 35 miles of the duty station, or within 35 miles of the employee’s residence.
(b) Method of calculating out of pocket expenses – The practice of automatically deducting the cost of an employee’s daily commute will not be used. Employees must justify out of pocket expenses and the employee’s supervisor (or designated approving official) will determine whether those expenses are reasonable and should be reimbursed.
k. Use of Paper Tickets.
There are only
two situations where paper tickets are allowed: 1) Foreign travel, or 2) when
electronic tickets are not available.
Travelers are responsible for all transportation tickets and other
transportation documents for official travel issued to them. Travelers are
personally responsible for any additional cost for official travel resulting
from improper safeguarding of these transportation documents. For example, travelers
may be personally responsible for any airline fee to reissue a lost or stolen
airline ticket for official travel. Travelers must return any unused tickets,
coupons, or other evidence of refund to their
l. Disputed Charge Card Transactions.
As noted in Departmental Regulation (DR ) 2300-001, Government Travel Card Regulation, section 6.f(8), it is the traveler’s responsibility to dispute, within 60 days of first appearance, any charge on the billing statement not made by the traveler. This includes unused tickets awaiting a refund. For centrally billed accounts, the primary point of contact for the account is responsible for disputing transactions.
m. Emergency
Travel of an Employee Due to Illness or Injury.
Agency Heads
are authorized to make payments for travel expenses incurred as a result of an illness
or injury of an employee while the employee was in a travel status away from
his official station in the
n. Expenses
Incurred Due to the Death of an Employee In Travel Status.
(1) Agency
Heads are authorized to make payments for expenses incurred as a result of the
death of an employee while the employee was in a travel status away from his
official station in the
(2) The appropriation or fund available for the activity in which the deceased employee was engaged shall be charged with the allowable expenditures.
o. Miscellaneous
Expenses.
Miscellaneous expenses may be
authorized for official travel if the approving official deems them
appropriate. Approving officials should
evaluate the need to reimburse miscellaneous expenses on a case by case basis
and disallow any expenses that are not in the best interests of the Government. Many of these expenses can often be avoided
with proper planning or use of Government provided alternatives. Travelers and approving officials should
discuss and establish a clear understanding of which miscellaneous expenses are
authorized for a specific trip. Travelers
should itemize each miscellaneous expense with its estimated cost on the travel
authorization.
(1) Personal
telecommunications.
Personal telecommunications may
be authorized for travel lasting more than one night. Personal telecommunications expenses may be
authorized for official travel if the approving official deems them appropriate. Personal telephone calls, Internet access for
personal use and all other methods of personal communications (personal
telecommunications) are covered by this policy.
Personal telecommunications may be made to any location on any day of
travel, but reimbursement is limited to $5 a day in the 50 states, District of
Columbia, Puerto Rico or the Virgin Islands; and $15 a day outside of the 50
states, District of Columbia, Puerto Rico or the Virgin Islands. The total telecommunication cost may exceed
the daily limit on a particular day, but the total reimbursement cannot exceed
the daily limit multiplied by the number of lodging nights.
(2) Hotel
Taxes.
The Federal Government, generally,
is exempt from local and State taxes. However,
not all States and localities offer tax exemption and some locations do not
specify a particular form on which to claim the tax exemption. When available, travelers should complete the
necessary documentation required to waive State and local hotel taxes. In locations where these taxes cannot be
waived, the taxes may be reimbursed as a miscellaneous expense. Additional information can be found on the
General Services Administration Web site (www.gsa.gov). Search:
State Tax Exemption Forms.
p. Expenses Not Authorized.
Expenses related to office supplies, conference fees, training fees, shipping costs, conference/meeting rooms, and light refreshments are not travel expenses. They may not be authorized or paid through the Department’s travel system.
q. Travel Allowances for Intergovernmental Personnel Act (IPA) Assignees.
(1) Overview.
The InterGovernmental Personnel Act (5 U.S.C. § 3371) provides for temporary exchanges of personnel between the Federal Government and State or local Governments, institutions of higher education, Indian tribes or tribal organizations, and any other eligible organization. Each such exchange is carried out under the provisions of a specific agreement that states the purpose and duration of the exchange, the places, hours, and conditions of work, and the methods of financing the individual’s pay and allowances.
(2) Coverage.
State or local Government agency employees assigned to USDA under IPA appointments and USDA employees assigned to State and local Government agencies may be paid travel and transportation allowances. Department appropriations may be used to pay for all or part of these expenses. The type and extent of expenses to be authorized are based on an administrative determination by an authorized official and must be set forth in a written IPA Agreement. IPA assignees may receive either certain change of official duty station allowances or per diem for each assignment, but not both.
(3) Service Agreement.
Expenses for either per diem or change of official duty station allowances may not be authorized unless the IPA assignee has agreed, in writing, to complete the entire period of assignment or one year, whichever is shorter, unless separated or reassigned for reasons beyond the assignee's control and acceptable to USDA. If the IPA assignee violates the agreement, the money spent for expenses other than those for official travel while away from the assignment location is recoverable from the assignee as a debt due, unless waived in whole or in part by the head of the agency in which the assignee is located.
(4) Assignments where change of official duty station allowances are not involved.
The following travel allowances are authorized for the IPA assignee only:
(a) Between home and assignment location. Travel between assignee's home and the assignment location to include coach transportation or mileage as allowed in the FTR for use of POV plus the standard CONUS per diem rate during travel when initially reporting for duty and when returning to original duty station upon completion of the assignment.
(b) While at assignment location:
(c) Assignment of 30 days or less. The applicable maximum per diem rate (standard CONUS or locality rate from FTR Chapter 301, Appendix A) will be paid to the assignee for the first 30 calendar days after reporting for duty.
(d) Assignment greater than 30 days. For the first 30 calendar days of an assignment, per diem, as shown in (1) above, may be paid to the assignee. During this 30-day period, the assignee shall seek long-term residence accommodations. After the first 30-day period, a lower per diem rate of up to 55 percent of that paid during the initial period may be authorized for the remainder of the assignment. If the reduced rate is not known at the time the travel authorization is prepared, state that a Travel Authorization Amendment will be issued during the first 30 days of the assignment which will specify the reduced rate. A travel authorization must be issued before the start of the assignment and must specify exactly what travel allowances are approved.
(5) Dual per diem rates.
An IPA assignee, who is receiving per diem at the assignment location, is authorized receipt of an additional per diem allowance while on official temporary duty at another location (except as noted above). The additional per diem is allowed only if the assignee is occupying long-term residence accommodations and is limited to the increased expenses resulting from the temporary duty travel.
(a) Full per diem at a temporary duty location will be paid to assignees who will not incur dual lodging costs or who received change of official duty station allowances instead of per diem. Assignees are authorized the same allowances as USDA employees.
(b) In computing dual per diem allowances, the lodgings portion of the authorized per diem rate at the assignment location will be paid. For the first and last days of travel, only a proportionate share of the amount allowed for meals may be paid.
r. International Travel.
(1) Specific authorities and rates pertaining to foreign travel are contained in the FTR. The requirements in this part are in addition to those generally applicable to all travel. Please refer to the Appendix, International Travel Procedures for guidance.
(2) International travel will be authorized when it is in the interest of the work of the Department and the expenses to be incurred can be justified in the furtherance of its programs. International travel may also be performed for the benefit of another Department, a foreign Government, an international organization, etc., subject to such laws and regulations as may be most appropriate under the circumstances involved. The most careful administrative consideration should be given to all authorizations for international travel and to the costs involved. Before issuance of each authorization for such travel, it is the responsibility of the authorizing official to exercise prudent judgment as to its necessity and to determine that the purpose of the travel:
(a) relates directly to the accomplishment of authorized programs or functions of the Department and, therefore, that the expenses may be properly paid from funds appropriated or otherwise available to the agency;
(b) concerns the authorized program or functions of another Federal agency and that the expenses are chargeable to the funds of that agency; or
(c) is for the joint benefit of the Department and some other Federal agency, a foreign country, an international organization, etc., and that such benefit warrants a sharing of expenses by the parties involved.
(3) General.
When international travel is necessary, careful consideration must be given to the following:
(a) A determination of the number of persons necessary to accomplish the mission.
(b) Selection of the best qualified person for the job.
(c) Careful planning of itineraries to avoid duplicate travel and to assure effective use of resources.
(d) Selection of the most economical means of transportation.
(e) The possibility that Department travelers, either stationed in a foreign country or traveling on other official business, could handle matters for Department agencies other than their own agencies.
APPENDIX A
INTERNATIONAL TRAVEL
PROCEDURES
Are these procedures
applicable to USDA Foreign Service Employees?
No, these procedures do not apply to USDA Foreign Service Employees. The U.S. Department of State Foreign Assistance Manual applies to travel by Foreign Service Employees.
What are the
administrative requirements related to international travel?
Agencies involved in international travel shall appoint an International Travel Coordinator who is responsible for assuring that all the requirements of this section are met, in particular, the return of official and diplomatic passports. General information not included in the regulation may be obtained from the Foreign Agricultural Service (FAS), International Travel Section.
What is an
international travel country clearance?
International travel must be cleared in the country of destination to ensure that all post responsibilities, including official traveler support, can be carried out effectively and to protect your health and welfare while in official travel status. Your agency is responsible for obtaining the country clearance from the Agricultural Counselor/Attaché (AC/A) well in advance of the proposed visit. If no AC/A resides near the country to be visited, the clearance must be obtained from the post nearest the country to be visited. An information copy must be sent to the country where the AC/A resides. Clearance of the communication by the appropriate FAS Area Director, Office of Foreign Service Operations is mandatory.
The country clearance approval by the overseas post is
required before you depart the
·
Obtain needed post
support
·
Accomplish traveler
responsibilities
·
Protect and inform
post of U.S. Government employees in official travel status
How do I obtain a
country clearance?
USDA FAS cable or State cable are the official means of communication with overseas posts. The following cable format shall be used:
SUBJECT: COUNTRY CLEARANCE REQUEST: [Last Name, First Name]
Note: If request is for a group traveling together for the same purpose, then use the word “GROUP” instead of traveler’s name.
1. COUNTRY CLEARANCE IS REQUESTED FOR: [Full Name], [Position Title], [Agency Name].
Note: If request is for a group traveling together for the same purpose, enter info for each traveler.
2: TO VISIT: [city or cities, country and dates - see examples below]
CAPETOWN 11/06 TO 11/10
3. PURPOSE OF VISIT: [Provide a detailed explanation of the official business, to be conducted in each city (if more than one), requiring this country visit]
4. EMBASSY OR FAS SUPPORT REQUIRED: [If none, so state; otherwise, see various examples below]
a. LODGING:
PLEASE MAKE APPROPRIATE HOTEL RESERVATIONS IN [cities] AND ADVISE ON
RATES TO INCLUDE ALL TAXES.
b. TRANSPORTATION: PLEASE ADVISE ON TRANSPORTATION FROM AIRPORT TO HOTEL OR OFFICE.
c. ITINERARY: Note: For security reasons, travelers should fax specific information concerning flight numbers.
d. Identify and request any other support requirement, such as;
· Request arrangements be made with security office to allow for entry into embassy of specified items and for customs clearance at airport as necessary.
· Request arrangements with security office to allow entry of laptop PC, video camera, etc., into the Embassy offices where working/visiting.
5. SECURITY CLEARANCE: [i.e., TOP SECRET, SECRET, NONE]
[If clearance request is for more than one person, list persons name and respective clearance]
6. CONTACT POINTS WHILE IN COUNTRY: [List cities, telephone numbers and persons that could reach you at that location. See examples below]
[
7. TRAVELER CONTACT POINT PRIOR TO DEPARTURE: [Name, telephone number]
8. EMERGENCY CONTACT AT HOME OFFICE: [Name, telephone and fax numbers]
When do I need a
Department of State clearance?
Travel to
Who are my diplomatic
contacts when I travel internationally?
When traveling to a foreign country on official business you
must comply with the following requirements regarding
Do I need security
training when traveling overseas?
If you are traveling to an overseas post for temporary duty (TDY) for 30 days or more, you are required to complete overseas personal security training prior to your travel. The Department of State’s Foreign Service Institute (FSI) conducts the approved four-day training class, Serving Abroad for Families & Employees (S.A.F.E.). The S.A.F.E. course includes two Department of State courses, the “Security Overseas Seminar” and “Working in an Embassy.” Your agency must provide the Chief of Mission certification that training will be completed prior to travel. This can be included in the country clearance cable. If time or urgency of your mission does not allow for the completion of this mandatory security training, the country clearance request should note the circumstances and request a waiver from the Chief of Mission. You can contact the Department of State, FSI Office of the Registrar for additional information.
Are there any special requirements if I am traveling to a High Risk Security Post?
Yes, all U.S. Government employees traveling overseas to certain sensitive destinations are REQUIRED to have a special briefing by the Department of State before traveling. Your International Travel Coordinator should contact the USDA’s Personnel and Document Security Division, within the Office of Security Services, IMMEDIATELY upon notification of an international trip. The Coordinator shall indicate the country or countries that you are traveling to and they will be told if you must have this special briefing.
How do I obtain
information related to Travel Warning and Advisories?
Travel Warnings and Public Advisories are available at the following Web site: www.travel.state.gov.
Do I need a medical
clearance for international Travel?
If you are going to be TDY overseas for 60 days or more then
you must obtain a medical clearance.
Medical appointments may be made through the Department of State Medical
Unit or through your private physician if located outside the
What are the
requirements for a Government passport?
Diplomatic, Official, and Personal passports are issued by the Department of State. FAS, as the lead Foreign Affairs Agency within USDA, has been designated as the USDA agency responsible for requesting Diplomatic and Official passports for all USDA employees.
Who needs a
Government Passport?
If you are an employee who is a
Are there different
types of passports?
Yes, Official passports are
issued by the Department of State to employees of the U.S. Government
proceeding, traveling, or on assignment abroad and have a maximum validity of
five years. Diplomatic passports are
issued to Foreign Service officers, persons in the diplomatic service, or
persons who have diplomatic status either because of the nature of their
foreign mission or by reason of the office they hold. Diplomatic passports also
have a maximum validity of five years.
What type of passport
do I use if I am traveling to Taiwan?
If you are a Government employee
traveling to
What are the
prohibited uses of an Official or Diplomatic Passport?
You cannot use an Official or
Diplomatic passport, in any capacity, if you are travel abroad on personal (leisure)
travel or, if you are detailed to a private or international organization. The
fact that your salary is still being paid by the employing agency does not
constitute a reason to use an Official or Diplomatic passport.
Are there any
provisional uses for Official or Diplomatic Passports?
There are 3 provisional uses for
Official and Diplomatic Passports. They
are:
What forms are
required to obtain a passport?
If you
answered NO to any of the above.......STOP! You cannot use form DSP-82!! You
must apply on application form DSP-11.
The
DSP-82 is available for downloading from the Web site at:
www.travel.state.gov/passport/forms/ds82/ds82_843.html
What is the
application process for a passport if I am in the
After your International Travel
Coordinator submits the request through IPATTS, you must submit the following:
What is the
application process for a passport if I am outside the
You must appear in person and present
a complete passport package. You can apply for a passport at many Federal and
State courts, probate courts, and some post offices. More than 2500 courts and
900 post offices accept passport applications. To locate the closest facility,
refer to the following Web site: http://iafdb.travel.state.gov.
NOTE: If you are using form
DSP-11, DO NOT sign the form until instructed to do so. You must also have a
form AD-121 signed by the Director, International Services Staff, attached to
your passport package.
What is acceptable
birth evidence?
A previous U.S. passport (if the
passport is less than 15 years old use form DSP-82), or if you were in the
U.S., a certified copy of your birth certificate issued by the State, city, or
county of your birth. A certified copy will have a registrar’s raised,
embossed, impressed or multicolored seal and the date the certificate was
filed. If you have neither a passport
nor a certified birth certificate, submit a notice from the registrar of the
State of your birth that no birth record exists. If born abroad, submit a Certificate of
Naturalization, Certificate of Citizenship, Report of Birth Abroad of a U.S.
Citizen, or a Certificate of Birth issued by the Department of State.
How can I request a
birth record?
The Federal Government does not
maintain copies of birth records of persons born in the
http://www.cdc.gov/nchs/howto/w2w/w2welcom.htm
Are there special
requirements for passport photos?
Two identical photographs are
required to be attached to the passport application. Photos must be 2x2 inches
in size and taken within the past six months.
For Washington, D.C.-based employees: Photos are taken daily in the International Travel Section
between 9:00 a.m. and 3:30 p.m. Appointments should be scheduled, in advance.
For field office employees: You are responsible for obtaining your own photos, which
must be attached to the passport application. Photos must be clear, front view,
full face, normal street attire without a head covering (unless a signed
statement is submitted indicating that the head covering is worn daily for
religious or medical reasons), and/or without dark glasses, unless they are
normally worn for medical reasons (a statement from a doctor must be submitted
supporting this). Photos must be
printed: 1) on thin paper; 2) with a
white or off-white background; 3) in black and white or color, and; 4) capable
of withstanding a mounting temperature of 225 degrees Fahrenheit. Photographs
that are retouched so that your appearance is changed are unacceptable, as are
snapshots. MOST vending machine print magazines or full-length photos are
unacceptable.
When should I submit
my application for a passport?
For Washington, D.C.-based employees: You must submit the required forms to obtain a new or
renewal passport 15 working days prior to the date of departure. Forms
submitted less than 15 working days in advance of departure will require a
letter of justification for expedited handling. Travel to more than two
countries or to
For field office employees: You must submit the required forms to obtain a new or
renewal passport 40 working days prior to the date of departure. Forms submitted
less than 40 working days in advance of departure will require a letter of
justification for expedited handling. Travel to more than two countries or to
My passport is ready
to expire - what do I need to do?
Official and Diplomatic passports
issued by Department of State (DOS) are valid for 5 years from the date of
issuance. If you have a passport on file which is expiring just before or
during a proposed trip, you must allow adequate time for renewal. Some
embassies will not put a visa in a passport which has less than six months of
validity and/or less than three months of validity beyond the end of the visit
to that country. Passports are the property of the U.S. Government and when they
expire they must be returned to DOS for cancellation or destruction. The FAS,
International Travel Section generates a report each month that lists the
passports which will expire during the next ninety days which is provided to
your International Travel Coordinator (ITC) notifying them of the date the
designated employee’s passport will expire. It is also your responsibility to
take action in conjunction with your ITC to renew your passport if required.
What happens if I
lose my passport or it is stolen?
Form DSP-64 is required when your
passport has been lost or stolen. The information on the form should be as
accurate as possible and include date and location of loss or theft. You should
also document what efforts were made to recover the passport. You should
indicate whether or not the loss was reported to the police and if so, the
police report number. The completed form should be submitted to the FAS,
International Travel Section for processing, NOT to the Department of State.
The DSP-64 is available for downloading from the following Web site:
What should I do if I
change my name?
The following Web site explains
the process for a name change on your passport; however, the required forms and
supporting information are to be sent to the FAS, International Travel Section
instead of the Department of State (www.travel.state.gov).
Who is accountable
for my passport?
Your Responsibility
In compliance with 2 CFR 51.9, a
passport shall at all times remain the property of the U.S. Government and
shall be returned to the Government upon demand. In order to maintain
continuous accountability of the Official and Diplomatic passports, passports must
be returned to the FAS, International Travel Section within 5 working days
after completion of the trip for which it was used. DO NOT return your passport
via a chain messenger envelope or any mail envelope as these are Government
accountable documents.
International Travel Section Responsibility
The FAS, International Travel
Section has been delegated the authority by the Department of State to manage
procurement, execution, control, and distribution of Official and Diplomatic
passports for all USDA employees. Passports are released to travelers with the
understanding that all proper clearances are in order. As noted above,
passports must be returned to ITS within 5 working days after completion of
trip.
How do I obtain a
visa?
Visa requirements are different
for each country and it is recommended that you check the following Web site
when making travel plans to help determine how long it may take to obtain the
necessary visa(s): www.fas.usda.gov/scriptsw/visa_requirements/default.htm
The FAS, International Travel
Section has no control over the timing in which foreign embassies will issue
visas. Most foreign embassies require that the passport be left for at least 24
hours to obtain a visa. A number of embassies only accept visa applications and
allow the pickup of visas between specified hours on specified days. Countries
such as
Are there any
restrictions on obtaining visas?
Yes, only the FAS, International Travel Section has the signature authority to request visas. No other USDA agency, organization or individual employee is authorized to acquire visas from foreign embassies. You should not attempt to contact embassies unless asked to do so by ITS. You must not try to pick up passports/visas directly from embassies/consulates unless directed to do so by ITS. Failure to follow this requirement may jeopardize authority for the trip to occur.