• Unlimited open: An authorization allowing an employee to travel for any official purpose without further authorization. (This is rare and is reserved for high level officials.)
• Limited open: An authorization allowing an employee to travel on official business without further authorization under certain specific conditions, i.e., travel to specific geographic area(s), for specific purpose(s), subject to trip cost ceilings, or for specific periods of time. For further details see Departmental policy.
• Trip-by-trip: An authorization allowing an individual or group of individuals to take one specific official business trip, which must include specific purpose, itinerary, and estimated costs.

• Not recommended for trips with multiple destinations
• User must have internet access
• Foreign travel not available
• Not all airlines are represented (i.e. Southwest Airlines)
• Not all hotels are listed (call Hotel Only Desk - 877-867-9013)

• Authorized transportation expenses (i.e. airline, local transit, taxi plus tip, and rental cars), mileage allowances for privately owned vehicles, parking, and tolls;
• Lodging (up to a fixed per diem amount);
• Meals and incidentals;
• Lodging tax when not exempted by the local taxing authority;
• Laundry expenses for travel requiring four or more consecutive nights lodging(domestic travel only);
• Official phone calls;
• One brief daily personal call using the least-cost-to-the-government method available, such as, a Government telephone, Federal Calling Card or prepaid calling card. Using a Federal calling card is the preferred best practice. For more details check Departmental policy.

If ATM services are not available and your meal and incidental expenses are expected to exceed $50, employees may apply for an advance through their supervisor (SF-1038). A deposit may be made electronically (DD/EFT) into an employee's checking, savings, or other designated account. Convenience checks are not to be used to provide travel advances.

• Space or a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs, which would increase the total cost of the trip;
• The contractor's flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours;
• A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses;
• Rail service is available, and such service is cost effective and is consistent with mission requirements; or
• Smoking is permitted on the contract flight and the nonsmoking section of the aircraft for the contract flight is not acceptable to you.

• Time constraints
• Weather
• Cost, including loss of productive time
• Safety

• Use of a rental car is necessary because it is the only transportation available;
• Use of a rental car results in a lower overall cost than using public transportation;
• Necessary to transport a large amount of Government property that requires a larger car;
• You are providing transportation to two or more other employees who are also on official travel.

Automobile rentals should be limited to situations where other means of transportation are not practical, economical or available, and in emergency situations. You should not get a rental car unless the cost of commuting by taxi would exceed the cost of the rental car for the period. Whenever practical, the most economical means of transportation to and from hotels and transit terminals should be used. Many hotels provide complimentary shuttle service to and from airports. Public transportation is available in the top cities used by Department travelers: Denver, Phoenix, Albuquerque, and Washington, DC.

Your travel authorization must state that use of a rental vehicle is permitted when advantageous to the Government, and must specifically authorize use. Rental cars should not be parked for long periods, but should be turned in and later rented as needed.

• Public transportation should be considered first, since it is usually the least expensive, especially in certain densely populated urban areas, such as New York, Washington, DC, Chicago, and Los Angeles. Public transportation in such areas is more cost effective.
• Shuttles are usually less expensive, also. You should use courtesy transportation service when furnished by the Government, common carriers, and hotels/motels to the maximum extent possible.
• A taxi may be used when the cost is less than or equal to the cost of shuttle or public transportation. If the taxi cost exceeds the cost of a rental car, then a rental car should be authorized.

DOD administers the car rental agreement for all Government agencies. Use of companies and rental car locations participating in the SDDC agreement is encouraged because their Government rate includes full liability and vehicle loss and damage insurance coverage for the traveler and the government; they must provide current model cars; provide automatic unlimited mileage; and they may not charge for authorizing additional government drivers. Non-Government employees and family members who are not performing official travel and holding a current travel authorization may not drive a rental car.

If pre-payment for fuel is not available or not beneficial, you should fill the tank prior to returning the vehicle. Gasoline charges are more costly at the car rental agency than at a local gasoline station. Time constraints may occasionally make it impossible to fill up before returning the car, however, this practice should not be routine.

If you have an accident while on travel, you should notify the police and have an accident report prepared. A copy of the accident (police) report must be provided to the rental car company. The rental car company cannot bill you for any damages incurred to a rental car while it is being used for official business. The rental car company must bill the Department or your bureau for any damages they believe you caused that are not covered under the terms of the contract. Should the rental car company try to bill you or request the name of your personal insurance company, do not provide your personal insurance policy number. Instead, contact the TMC office that arranged the rental and the national office of the rental car company. An investigation of the accident will be conducted. If the investigation reveals the damage was incurred through negligence, improper, or personal use of the vehicle, your bureau will be responsible for collecting the cost of damages from you.

If a rental car is approved for an employee while on temporary duty, may a family member or non-federal person be transported in the rental car? Yes, family members and other non-federal passengers may ride in, but may not drive the rental vehicle as long as the trip does not increase the distance traveled or increase the cost of the rental car. Rental cars are not Government vehicles and are not controlled by the Government.

Beware!! In case of an accident, the rental car company is not required to take responsibility for non-federal persons. The passengers in the vehicle may not be covered by the rental car insurance through the DOD Agreement nor through the Government travel charge card. DOI will not be held accountable for accidents involving non-federal travelers. However, personal auto and health insurance might cover the passengers. Please check with your personal auto insurance provider prior to including your family or other non-federal passengers in a rental vehicle while on temporary duty.