Home Page > Executive Branch > Code of Federal Regulations > Electronic Code of Federal Regulations

e-CFR Data is current as of November 3, 2008

Title 41: Public Contracts and Property Management

Browse Previous

PART 301–76—COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD

Authority:   5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note).

Source:   FTR Amdt. No. 90, 65 FR 3058, Jan. 19, 2000, unless otherwise noted.

Subpart A—General Rules

top

Note to subpart A: Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.

top

Yes, upon written request from the contractor and in accordance with the procedures specified in §301–76.100, you may collect undisputed amounts owed to a Government travel charge card contractor from the delinquent employee's disposable pay. You must promptly forward all amounts deducted to the contractor.

top

Disposable pay is the part of the employee's compensation remaining after the deduction of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay, e.g., basic pay, special pay, retirement pay, or incentive pay.

[FTR Amdt. No. 92, 65 FR 21367, Apr. 21, 2000]

top

Note to subpart B: Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.

top

Yes, you must:

(a) Provide the employee with written notice of the type and amount of the claim, the intention to collect the claim by deduction from his/her disposable pay, and an explanation of his/her rights as a debtor;

(b) Give the employee the opportunity to inspect and copy your records related to the claim;

(c) Allow an opportunity for a review within the agency of your decision to collect the amount; and

(d) Provide the employee an opportunity to make a written agreement with the contractor to repay the delinquent amount.

top

You are responsible for ensuring that all requirements have been met.

top

No, you may only collect undisputed delinquent amounts after you have reimbursed the employee under the applicable travel regulations and in accordance with a proper travel claim. However, if the employee has not submitted a proper travel claim within the timeframe requirements of §301–52.7 of this chapter, and there are no extenuating circumstances, you may collect the undisputed delinquent amounts.

top

As set forth in Public Law 105–264, 112 Stat. 2350, October 19, 1998, the maximum amount you may deduct from the employee's disposable pay is 15 percent per pay period, unless the employee consents in writing to deduction of a greater percentage.

top

For the Continental United States (CONUS) per diem rates, see applicable FTR Per Diem Bulletins, issued periodically and available on the Internet at http://www.gsa.gov/perdiem.

[FTR Amdt. 2003–03, 68 FR 22314, Apr. 28, 2003]

top

Deductions to M&IE rates for localities in both nonforeign areas and foreign areas shall be allocated as shown in this table. For information as to where to access per diem rates for various types of Government travel, please consult the table in §301–11.6.

For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast, lunch, and dinner, respectively. The remainder is the incidental expense allowance.

[FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990, as amended by FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007]

top

[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]

top

ATM: Automated Teller Machine

CAS: Commercial Aviation Service(s)

CDW: Collision Damage Waiver

CFR: Code of Federal Regulations

CMTR: Combined Marginal Tax Rate

CONUS: Continental United States

CSRS: Civil Service Retirement System

CTO: Commercial Ticket Office

DOD: Department of Defense

DOJ: Department of Justice

DSSR: Department of State Standardized Regulations

EFT: Electronic Funds Transfer

ETS: E-Gov Travel Service(s)

FAA: Federal Aviation Administration

FAM: Foreign Affairs Manual

FECA: Federal Employees' Compensation Act

Fedrooms: Enhanced Federal Premier Lodging Program (formally known as FPLP)

FEMA: Federal Emergency Management Agency

FERS: Federal Employees Retirement System

FHA: Federal Housing Administration

FICA: Federal Insurance Contribution Act

FOB: Free On Board

FTR: Federal Travel Regulation

FTS: Federal Telecommunications System

GAO: General Accounting Office

GBL: Government Bill of Lading

GOCO: Government Owned Contractor Operated

GPO: Government Printing Office

GSA: General Services Administration

GTR: Government Transportation Request

HHG: Household Goods

ID: Identification

IDL: International Date Line

IRC: Internal Revenue Code

IRS: Internal Revenue Service

ISSA: Inter-service Support Agreement(s)

ITRA: Income Tax Reimbursement Allowance

JFTR: Joint Federal Travel Regulations

JTR: Joint Travel Regulation

MARS: Military Affiliate Radio System

M&IE: Meals and Incidental Expenses

M&O: Management and Operating

MOU: Memorandum of Understanding

MTR: Marginal Tax Rate

NARA: National Archives and Records Administration

NIST: National Institute of Standards and Technology

NTE: Not to Exceed

OBE: Online Self-service Booking Tool

OCONUS: Outside the Continental United States

OGE: Office of Government Ethics

OMB: Office of Management and Budget

PBP&E: Professional Books, Papers, and Equipment

PCS: Permanent Change of Station

PDS: Permanent Duty Station

PIN: Personal Identification Number

PMO: E-Gov Travel Program Management Office

POV: Privately Owned Vehicle

PTA: Prepaid Ticket Advice

PDTATAC: Per Diem, Travel and Transportation Allowance Committee

Q&A: Question and Answer

RIT: Relocation Income Tax

SDDC: Surface Deployment and Distribution Command

SES: Senior Executive Service

SIT: Storage in Transit

SSN: Social Security Number

TCS: Temporary Change of Station

TDY: Temporary Duty

TMC: Travel Management Center

TMS: Travel Management Service

TQSE: Temporary Quarters Subsistence Expenses

U.S.: United States

U.S.C.: United States Code

VA: Department of Veterans Affairs

WAE: When Actually Employed

WTA: Withholding Tax Allowance

[FTR Amdt. 70, 63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998; FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007]

top

Terms

Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. The term “conference” also applies to training activities that are considered to be conferences under 5 CFR 410.404.

Conference lodging allowance: The rate that is up to 25 percent above the established lodging per diem rate.

Milestone schedule: Deadlines, which need to be reached in a progressive and orderly manner.

Planner: The person designated to oversee the conference.

Planning committee: Operational group significantly contributing to a conference's overall success and able to fully reflect the needs of both the agency and the attendees.

Getting Started

Depending on the size, type, and intended effect of the conference, start planning a minimum of one year in advance. Designate a planner and a planning committee.

Planning Committee

Functions typically include, but are not limited to:

• Establishing a set of objectives.

• Developing a theme.

• Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker.

• Making suggestions as to who should attend.

• Serving as communications link between planners and participants.

• Evaluation and follow-up.

Milestone Schedule

(a) Develop a milestone schedule, which is essential to conference planning, by working backward from the beginning date of the conference to include each major step. Examples include:

• Planning committee meetings.

• Preparation of mailing lists.

• Letters of invitation.

• Designation of speakers.

• Confirmation letters to speakers.

• Confirmation with site selection official.

• Preparation of agenda.

• Preparation of specification sheet.

• Location and date selection.

• Exhibits.

• Budget.

• Printing requirements.

• Signage.

• Conference information packages.

• Scheduling photographer (if planned).

• Use of agency seal and conference logo.

• Handicapped requirements.

• Planning of meals and refreshments, if appropriate.

(b) Establish completion dates for each major step.

(c) Update and revise the schedule as needed.

Specification Sheet

A detailed specification sheet is necessary to:

(a) Identify essential elements of a conference which typically include, but are not limited to:

• Sleeping rooms and on-site food services. It is generally best to estimate on the low side for the number of sleeping rooms and meals to be prepared. Facilities, unless there is only limited available space, are usually prepared to increase the number of sleeping rooms and meals; however, they discourage—and in some cases penalize—you if the sleeping room and meal guarantees are not met.

• Meeting rooms.

• Exhibit facilities.

• Audio-visual equipment and support services.

• Miscellaneous support services.

• Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail.

(b) Determine costs:

• Procurement. All agreements and decisions should be written and agreed to by the agency-contracting officer before being sent to the facility. Bring contracting officer into the process early.

• Government per diem rates. The Government per diem rate applies to Federal attendees. Application of it to non-Federal attendees is at the discretion of the property and conference negotiator.

• Registration fee. Generally, the registration fee covers all direct expenditures of agency funds for planning and organization of a conference, e.g., meeting room accommodations, meals, light refreshments (if appropriate), speaker fees, publications, and materials. Anything directly relating to the conference, except liquor, can be included in the fee. To estimate the registration fee, divide the proposed budget by the estimated number of attendees.

Budgeting

Decide how the conference expenses (other than sleeping room accommodations and individual meals) will be paid, i.e., by the attendee from a training or registration fee, or directly by the agency.

Conference Site Selection

Minimize total costs, all factors considered.

Geographic Location

In determining where to locate the conference, consider:

• Targeted audience.

• Total costs, including per diem, transportation, and other.

• Accessibility by car or air.

• Whether recreational activities are necessary.

• The expense of desired facility (significant savings can be achieved in off-season periods).

Types of Facilities

• Federal Government. Use Government-owned or Government-provided conference facilities to the maximum extent possible.

• Convention centers. Excellent for very large meetings, trade shows and exhibits; usually located near a large number of hotels.

• Colleges and universities. Many have good meeting facilities and can offer sleeping accommodations when school is not in session.

• Hotels. Commercial facilities that may be used to meet all conference needs or just the room night needs.

• Conference centers. Dedicated meeting facilities; good for smaller meetings when numerous breakout sessions are planned.

Date Selection

For availability and economical reasons, the best months are April, May, September, October, and November. You should book the facility as early as possible to increase the chances of getting the date you want. However, pay particular attention to commitments for September or October due to fiscal year budget considerations.

Considerations When Choosing a Site

(a) Is the facility:

• Cost effective, e.g., are Government rates honored?

• Safe, e.g., FEMA-approved?

• Is there on-site security personnel?

• Easily reached from an airport or by car?

• Clean?

• Well run, e.g., does the staff seem to be competent and responsive?

• Laid out in a functional way?

• Large enough to supply the number of sleeping rooms required?

• Set up to provide necessary conference registration equipment?

• Handicapped accessible?

(b) Parking:

• Is it adequate?

• How close to the facility is it?

• Is it secure and safe?

• Is the cost separate?

(c) Sleeping rooms:

• Will the facility make the reservations, or are you responsible for making the reservations for participants?

• What are the facility's registration rules?

• What are departure rules?

(d) Functionality of meeting rooms:

• Is appropriate space available?

• What costs are involved?

• Is needed equipment available ( i.e., for conference registration, faxes, phones, computers, copiers)? Do not rent equipment unless it is absolutely unrealistic to bring your own.

• Are rooms designated for agency use for the duration of the conference?

• Are there columns that can block views?

• Are ceilings high enough for audio-video equipment?

• Are rooms suitable for both classroom and/or theatre setups?

• Are there windows? Shades?

• Are there manually-controlled thermostats?

• Are rooms handicapped accessible?

• Where are electrical outlets?

• Can the rooms be darkened?

• Would it be more economical to bring audio-visual equipment?

• Does the facility want meeting schedules and room layouts in writing in advance of the conference?

• If necessary, can the rooms be entered the evening before for an early setup?

• Will the facility arrange for room setup if given a layout?

• What set-up costs are included?

• What are departure rules?

(e) Exhibits:

• If exhibits are planned, is suitable exhibit space available?

• Are easels available at no cost?

• What are the put-up and takedown times?

• What costs are involved?

• What about pre-delivery and after-conference arrangements?

• If exhibits are shipped, know where and to whom they are to be sent.

• If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators.

• Are there additional handling fees?

• Check hotel policy on posting, size and appearance of signs.

Food and Drink

Meals

• You can not generally use appropriated funds to pay for meals for employees at their official duty stations.

• Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense.

• You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel.

• You may pay, or reimburse an employee for meals as necessary expenses incident to an authorized training program (under the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a determination has been made that essential training will be conducted during the meal.

• Work closely with the hotel to plan quality menus that fit within authorized per diem rates.

• Clarify and agree in advance to the number of meal guarantees.

• Ensure that gratuities and service charges are added to the cost of each meal, and determine the method of billing to be used (e.g., signed guarantee, collected meal tickets, or actual quantities consumed).

• Confirm menus.

Breaks and Refreshments

Breaks should last no longer than 30 minutes and take place between meeting sessions. The following should also be considered when planning for refreshments:

• Keep in mind that everyone does not drink coffee or tea.

• You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen.

• Try to avoid a per person charge.

• Negotiate the cost into the contract.

• Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function.

• If coffee, soft drinks, and water are not included in the fee, are they available “at cost” to the attendee?

Account Reconciliation

It is important to request that the hotel bill be prepared in a logical and chronological sequence, and that backup data accompany the bill. Generally, the hotel will complete its accounting of the conference within two weeks of the conclusion.

Notification

Announcement and/or Invitations

Announcement of the planned conference should be made as early as possible, even one year in advance; invitation letters, 8 weeks in advance. They should include, but are not limited to:

• Point of contact name and telephone number.

• Registration form, card, or Internet address (include space for identifying handicapped requirements).

• Registration instructions.

• Registration deadline date.

• Detailed area map and driving instructions.

• Information on traffic patterns to avoid rush hour delays.

• Promotional brochures from the facility.

• Layout of facility including telephone numbers.

• Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made.

• Agenda with a list of speakers and topics.

• Activity schedule for spouses and guests (all charges or costs attributed to spouses or guests must be borne by the individual attendee (not reimbursable by the Government)).

• Provide a sample travel voucher.

• Notice that conference lodging allowance applies if applicable.

Confirmations

You should:

• Decide on the speaker(s) and the message you wish to be conveyed and obtain early commitment(s) in writing.

• Confirm conference dates/times/topics/arrival and departure times with speaker(s) and any other special guests at least 30 days in advance.

• Conduct a final planning committee meeting to confirm all plans.

• Confirm photographer's schedule.

• Confirm hotel plans at least one day in advance.

Facility Process

Check-In and -Out

Streamline the process:

• Will the facility need additional personnel?

• Is electronic one-stop processing available?

• Is luggage storage and shuttle service available?

• Arrange parking for any special guests.

• Provide signage.

Registration Process

Registration is generally the attendees' introduction to the conference. Give it special attention by:

• Using directional signs.

• Placing especially attractive or important exhibits nearby.

• Planning for late arrivals.

• Using state-of-the-art processing.

• Checking out the registration capabilities of using GSA's electronic SmartPay System.

• Providing for handicapped attendees.

Conference Information Package

Each registrant should be given a conference information package. Used regularly during the conference, the conference information package should be accurate, beneficial, and reflect detailed information on a daily/hourly basis. If time allows, you may want to finalize the package and send it to the printer at least 4 weeks in advance of the starting date. The program will be widely used, so you may want to print twice as many copies of the program as you have expected attendees. The information package, for example, may contain:

• A list of everything in the package.

• A “welcome” letter.

• A schedule.

• Workshop agendas.

• Discussion of exhibits.

• Panelists' information.

• Photos and biographies of speakers/special guests.

• Facility layout and list of services available.

• Identify designated smoking areas.

• Special events.

• Message center information.

• Area map.

• Other pertinent material.

Note: Use of agency seal and conference logo may be considered for the conference package. However, the decision to use such items is strictly the judgment of agency officials.

Miscellaneous

Suggested Room Coordination

Plan ahead to setup:

• Staff room to handle core of activities;

• Meal functions;

• Exhibit rooms, and

• Meeting rooms—

Theatre or auditorium for lectures; Facing speaker when note taking is important; Square or U-shaped style for discussion/interaction; and Banquet or roundtable for discussion.

Keeping in Touch

Plan for:

• A message center to be set up in a central location for special announcements and telephone messages.

• How to reach whomever at all times—use beepers and walkie-talkies.

• Clear identification of conference staff.

• Accommodation of physically impaired attendees with sign language or other special needs.

Mementos

Appropriations are not available to purchase memento items for distribution to conference attendees as a remembrance of an event. Two notable exceptions to the memento or gift prohibition are under training and awards. Work closely with appropriate agency officials to make final determinations.

Resources

The following resources may be of assistance in planning a conference:

• An agency contracting officer;

• Travel Management Centers;

• Interagency Travel Management Committee members (a forum of agency travel policy managers—for member identification, contact your agency's administrative or financial office);

• State Chambers of Commerce or Visitors Bureaus;

• Local chapters of the Society of Government Meeting Professionals; and

• Private industry conference planners.

Conclusion

Process:

• Questionnaires, which may provide invaluable feedback about the success of your conference.

• Training certificates.

• Thank you notes to participants, facility personnel, speakers, printers, photographers, and other special contributors.

• Summary to acknowledge the accomplishments, and to convey the information discussed to a wider audience, may be an excellent promotional tool.

Note to Appendix E: Use of pronouns “we”, “you”, and their variants throughout this appendix refers to the agency.

[FTR Amdt. 89, 65 FR 1329, Jan. 10, 2000]

For questions or comments regarding e-CFR editorial content, features, or design, email ecfr@nara.gov.

For questions concerning e-CFR programming and delivery issues, email webteam@gpo.gov.

Section 508 / Accessibility