Appendix C to Chapter 301—Standard Data Elements for Federal Travel
Appendix C to Chapter 301—Standard Data Elements for Federal Travel
[Traveler Identification]
Group name
Data elements
Description
Travel Authorization
Authorization Number
Assigned by the appropriate office.
Employee name
First Name, Middle Initial, Last Name
Agency guidelines may specify the order, e.g., last name first.
Employee Identification
Employee Number
Must use a number, e.g., SSN, vendor number, or other number that identifies the employee.
Travel Purpose Identifier
Site visit
Information meeting
Training attendance
Speech or presentation
Conference attendance
Relocation
Same as change of official station.
Entitlement travel
Travel Period
Start Date, End Date
Month, Day, Year according to agency guidelines.
Travel Type
CONUS/Domestic
Travel within continental United States.
OCONUS/Domestic
Travel outside continental United States.
Foreign
Travel to other countries.
Leave Indicator
Annual, Sick, Other
Identifies leave type as the reason for an interruption of per diem entitlement.
Official Duty Station
City, State, Zip
Either the corporate limits of city/town or the reservation, station, established area where stationed.
Residence
City, State, Zip
The geographical location where employee resides, if different from official duty station.
Payment Method
EFP
Direct deposit via electronic funds transfer.
Treasury Check
Imprest Fund
Mailing Address
Street Address, City, State, Zip
The location designated by the traveler based on agency guidelines.
[Commercial Transportation Information]
Group name
Data elements
Description
Transportation Payment
Method employee used to purchase transportation tickets.
Method Indicator
GTR
U.S. Government Transportation Request.
Central Billing Account
A Contractor centrally billed account.
Government Charge Card
In accordance with and as provided by agency guidelines.
Cash
Transportation Payment Identification Number
Payment ID Number
A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number.
Transportation Method Indicator
Air (First-class and business-class)
Air (Non-first-class and Non-business-class)
Non-contract Air, Train, Other
Common carrier used as transportation to TDY location.
Local Transportation Indicator
POV, Car rental, Taxi, Other
Identifies local transportation used while on TDY.
[Travel Expense Information]
Group name
Data elements
Description
Per Diem
Total Number of Days
The number of days traveler claims to be on per diem status, for each official travel location.
Total Amount Claimed
The amount of money traveler claims as per diem expense.
Lodging, Meals & Incidentals
Travel Advance
Advance Outstanding
The amount of travel advance outstanding, when the employee files the travel claim.
Remaining Balance
The amount of the travel advance that remains outstanding.
Subsistence
Actual Days
Total number of days the employee charged actual subsistence expenses.
The number of days must be expressed as a whole number.
Total Actual Amount
Total amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation.
Transportation Method Cost
Air (First-class and business-class)
The amount of money the transportation actually cost the traveler, entered according to method of transportation.
Air (Non-first-class and Non-business-class) Non-contract Air, Train
Bus or other form of transportation.
Other
Local Transportation
POV mileage
Total number of miles driven in POV.
POV mileage expense
Total amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV.
Car rental, Taxis, Other
Constructive cost
Constructive cost
The difference between the amount authorized to spend versus the amount claimed.
Reclaim
Reclaim amount
An amount of money previously denied as reimbursement for which additional justification is now provided.
Total Claim
Total claim
The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses.
[Accounting and Certification]
Group name
Data elements
Description
Accounting Classification
Accounting code
Agency accounting code.
Non-Federal Source Indicator
Per Diem, Subsistence, Transportation
Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.
Non-Federal Source Payment Method
Check, EFT, Payment “in-kind”
Total payment provided by non-Federal source according to method of payment.
Signature/Date Fields
Claimant Signature
Traveler’s signature, or digital representation. The signature signifies the traveler read the “fraudulent claim/responsibility” statement.
Date
Date traveler signed “fraudulent claim/responsibility” statement.
Claimant Signature
Traveler’s signature, or digital representation. The signature signifies the traveler read the “Privacy Act” statement.
Date
Date traveler signed “Privacy Act” statement.
Approving Officer Signature
Approving Officer’s signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel.
Date
Date Approving Officer approved and signed the travel claim.
Certifying Officer Signature
Certifying Officer’s signature, or digital representation. The signature signifies the travel claim is certified correct and proper for payment.
Date
Date Certifying Officer signed the travel claim.
Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations.