Yes, FTR Part 301-74 covers travel-related expenses involving conferences for federal employees. If there is no travel involved on behalf of the federal host or attendees of the conference, then the FTR does not apply. If there is travel related to the conference(s), the FTR applies for the federal participant.

No, not within the authority of the FTR. The payment for breaks allowed in the FTR applies only to conferences, meetings, etc., that involve travel.

The FTR covers only individuals in a travel status. An agency can determine that it is prudent to allow attendees not in a travel status to partake in the break where light refreshments are provided to ensure that the integrity and continuity of the conference would not be seriously hampered or disrupted if those attendees were forced to obtain refreshments elsewhere. In addition, the agency could determine that the administrative burden of monitoring refreshments to ensure only travelers partake is so costly and inefficient that such costs outweigh the cost of providing refreshments. If an agency is concerned about the legality of providing such refreshments, then the agency has the ability to say no to providing the breaks. It is the agency's decision. However, agencies may not provide light refreshments to non-federal travelers unless there is a mechanism for them to pay the cost of providing such refreshments, such as a registration fee. Note to Question 3: A decision of the Comptroller General of the United States (B-288266, January 27, 2003) states that "GSA does not have the authority to authorize agencies to pay for light refreshments for those not in a travel status." The decision further states that "certifying officers should not rely on GSA's travel regulation on conference planning to authorize light refreshments at meetings for employees in nontravel status." See GSA Travel Advisory #7, January 30, 2003, entitled, "Clarification of providing light refreshments at government sponsored conferences".

No. Conference attendees' travel costs include attendees' subsistence expenses (including lodging and meals and incidental expenses (M&IE)) and transportation costs authorized at government expense. It is the policy of the government that agencies shall exercise strict fiscal responsibility by selecting conference sites that minimize, among other things, conference attendees' travel costs. Most normally, a reduced lunch has been prearranged as part of the agency's negotiation with the conference facility. When a conference facility knows in advance that an attendee has special health/medical needs, the facility will make special arrangements to accommodate that attendee.

The requirement to book lodging accommodations through an agency TMS does not apply when a conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees. To ensure that the set aside rooms are used, direct booking, by attendees, with the lodging facility is required. Consequently, use of a TMS is not mandatory.

No. Promotional benefits or materials you receive from a travel service provider in connection with your planning and/or scheduling an official conference or other group travel (as opposed to performing official travel yourself) are considered property of the government, and you may only accept the benefits or materials on behalf of the federal government.

The General Services Administration's Office of Governmentwide Policy's Travel Management Policy Division sponsors an Interagency Travel Management Committee (ITMC) that provides a forum through which Federal agencies can exchange information and ideas for resolving common interests relating to the effective utilization of the Federal Travel Regulation. The approximate 100 ITMC members, representing Federal agencies, boards, and commissions have been designated by his/her agency and have a significant interest in the management of Federal travel. The ITMC members are generally the agency coordinators.

Through the ITMC, GSA strengthens lines of communication and disseminates information to agency representatives. The role is, among other things, to ensure compliance with internal travel rules and regulations.

Federal travelers should direct any travel-related questions to his/her respective internal agency travel policy coordinator.

Generally, the Federal traveler and/or other respective interested party is referred by GSA back to the internal agency travel policy coordinator for direct assistance.

The coordinator is generally found in the agency's Office of Finance and/or travel policy office, or GSA can provide the point of contact. If you need additional assistance, GSA is available at 202-501-1538.

Per Diem FAQs

An employee must turn in all unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to the employee's agency in accordance with the agency's procedures. Under no circumstances should unused tickets be filed, destroyed, or thrown away!

Employees should contact their Travel Management Center, travel agent, supervisor, or other designated official.

See the Federal Travel Regulation (41 CFR 300-304), www.gsa.gov/travelpolicy; an agency's internal travel policy; the U.S. Government Passenger Transportation Handbook, http://fss.gsa.gov/transtrav/usgpth.pdf; and GSA's Temporary Duty Travel training, www.gsa.gov/traveltraining.

The Federal Travel Regulation prescribes the agency's responsibility at Chapter 301, Part 301-72.