CONTENTS
Subchapter 210 - TRAVEL
210.1 GENERAL
210.2 OFFICIAL COMMUNICATIONS
211 COMMON CARRIER
211.1 TRANSPORTATION PAYMENT
211.2 RESPONSIBILITY
211.3 RAIL
211.4 AIR
211.5 FREQUENT FLYER MILES
211.6 AUTHORIZED REST STOP
211.7 AUTO RENTAL
211.8 TAXI AND OTHER PUBLIC CONVEYANCE (buses, subways, etc.)
211.9 ACCIDENT INSURANCE
212 PER DIEM AND SUBSISTENCE
212.1 RATES
212.2 COMPUTATION
212.3 ACTUAL EXPENSE PER DIEM
212.4 HOSPITALIZED IN TRAVEL STATUS
213 ADVANCE OF FUNDS
213.1 APPLICATION FOR ADVANCE OF FUNDS
214 TRAVEL ORDER/AMENDMENTS
SUBCHAPTER 210 - TRAVEL
210.1 GENERAL
All official travel must be authorized prior to departure.
DFI will provide the traveler with an authorized travel order
(T.O.) prior to each trip.
The T.O. will reflect points of travel and denote special
authorizations such as, advance of funds, allowable upgrades,
annual leave, use of non-contract flights, miscellaneous reimbursements,
etc. If deviations from the original itinerary must be made,
the T.O. must be amended, usually upon return of the traveler.
The Department of Health and Human Services (DHHS) travel
manual and supplements govern official travel.
210.2 OFFICIAL COMMUNICATIONS
- TELEPHONE
DFI can be contacted during normal business hours by using
the following telephone number:
(301) 827-5653 (non-emergency)
After normal business hours, use the Emergency Operations
Staff (EOS) phone number (301) 443-1240 which is serviced by
a 24-hour contract answering service. The answering service
will page the ORO Late Duty Officer, who will contact the appropriate
individual with which you need to speak. When leaving a message
with the answering service, include the name of the individual
you are ultimately trying to contact.
The costs of long distance telephone calls for official business
are reimbursable.
- FACSIMILE (FAX)
The FAX numbers for DFI are: 301-443-6919 and 301-827-6685.
It is programmed to receive incoming messages 24 hours a day.
Charges for sending FAX messages for official business are
reimbursable.
211 COMMON CARRIER
211.1 TRANSPORTATION PAYMENT
- Transportation Requests
Most trips will be by air and the purchase of airline tickets
will be arranged and prepaid by DFI. Occasions may arise where
the traveler may need to deviate from the prearranged itinerary
and therefore could incur large transportation costs for air
fares.
Refer to the IOM for further guidance or contact your trip
planner.
Emergency purchases of such airline tickets should be made
using the government issued travel credit card.
- Payment
Cash or government issued credit card should be used when
possible.
Personal credit cards can be used for travel costs only if
the cost does not total $100 or more. The traveler should be
careful to obtain receipts for all transportation tickets acquired.
When alternate methods of payment are used, claim reimbursement
on the travel voucher and submit appropriate receipts. See
Sub Chapter 215.1 of this guide for mandatory statements required
on a travel voucher.
211.2 RESPONSIBILITY
It is the responsibility of DFI to make arrangements for all
air travel required to meet the travel itinerary.
It is the responsibility of the traveler to make the necessary
arrangements for surface transportation such as rail, bus,
car, boat, etc. These arrangements are usually made locally,
during the international trip, using the most convenient mode
available. The traveler may obtain guidance from the firms
being inspected in arranging for surface travel. The international
traveler may have to arrange for some air travel during an
international trip under circumstances such as itinerary changes,
emergencies, or strikes, etc.
211.3 RAIL
When train travel is necessary, the traveler may seek assistance
from the firm being inspected to make arrangements. It is important
to keep
copies of receipts for rail tickets. Records should be accurate
in case rail receipts cannot
be obtained or are lost. Some useful websites:
www.eurorail.com and www.britrail.com
211.4 AIR
All government travel must use the contract Travel Agency.
The normal class of service for authorized official travel
is coach. Travelers may upgrade their tickets at no expense
to the government paying the increased charges themselves.
All air travel originating from the USA to a foreign country
and return MUST be via American flag carriers. Attempts will
also be made to use U.S. carriers on other legs of the trip.
The government has negotiated contract fares for a number of
foreign cities which must be utilized when applicable.
Travel between Headquarters and the investigator's duty station
will follow standard domestic travel regulations. This requires
use of contract air carriers.
The following is an excerpt from a General Services Administration
(GSA) publication regarding the overbooking of flights, denial
of boarding where space was reserved, and the subsequent payment
of damages to the traveler: "Oversold reserved accommodations
(denied boarding). Tariff provisions of certain scheduled air
carriers require the payment of liquidated damages in certain
situations if the carrier fails to provide confirmed reserved
space. When payment of liquidated damages results from travel
on official business, these penalty payments are due the government
and not the traveler. Any traveler who has been denied confirmed
reserved space shall ensure that the carrier shows the "Treasurer
of the United States" as payee on the compensation check
and shall forward the payment to the appropriate agency official."
For inspectional travel, DFI arranges for purchase of full
fare coach accommodations in order to prevent "bumping" and
provide flexibility to change and rearrange travel between
duty points overseas. Do not make changes to flight itineraries
without consulting your trip planner.
Business class may be authorized for travel in excess of 14
hours from origin to destination. This is in lieu of an overnight
rest stop. Any domestic connections of the business class travel
will be booked in coach class, only the outbound U.S. to international
location is business, for example:
Chicago, IL to Atlanta, GA (coach class); Atlanta, GA to Bombay,
India (business class).
Non-bargaining unit members do not qualify for business class.
Business class may be authorized only if the employee has a
medical condition which is warranted and justified by a physician’s
medical certificate that is submitted to DFI.
211.5 FREQUENT FLYER MILES
On December 28, 2001, the President signed a law that allows
employees to retain all frequent traveler benefits, including
frequent flyer miles, earned on official government travel
for their personal use. Travelers can also use their frequent
flyer miles to upgrade to premium class, however, upgrades
must adhere to the regulations as published in the Federal
Travel Regulations. Official guidelines for using the frequent
traveler benefits are posted in GSA’s Web site: www.gsa.gov
211.6 AUTHORIZED REST STOP
A rest stop can be authorized in lieu of business class travel,
when the departure and destination point (by most direct route)
is separated by several time zones. The scheduled flight time
including stopovers should exceed 14 hours, and at least one
destination point is outside the contiguous U.S. The rest stop
is not to exceed 24 hours. The rest stop may be within the
U.S.
211.7 AUTO RENTAL
Auto rental must be authorized specifically on
the T.O. Travelers will be reimbursed for authorized rental
expenses when properly vouchered and accompanied by a receipt.
Traveler must take collision damage waiver (CDW) and theft
insurance prior to picking up the rental car. Government Travel
Agency does not carry these two insurance policies which are
reimbursable only for cars rented in foreign countries.
Automobiles rented for official travel must be treated as
though they are Government-owned vehicles, and as such, non-government
employees, including relatives, may not be transported.
Expenses for auto rental for purposes other than official
business will not be reimbursed.
211.8 TAXI AND OTHER PUBLIC CONVEYANCE (buses, subways, etc.)
All conveyance charges (taxis, buses, subways, etc.) including
tips (up to 15%) when used for official travel are reimbursable.
Receipts are required for fares over $75.
The traveler is encouraged to use public conveyances such
as buses and subways since travel via these facilities is usually
less expensive than taxi cabs.
211.9 ACCIDENT INSURANCE
Under new billing procedures implemented by our agency’s
Travel Management Center, all international airline tickets
are charged to a government-issued travel credit card - either
a corporate or individual account. Charges will be billed to
ORA's corporate account unless otherwise indicated by the traveler.
All tickets purchased against the current government-issued
travel credit card will be covered with $250,000 travel accident
insurance, plus $1,500 baggage insurance for loss, theft, or
damage to checked and carry-on baggage. Employees are also
covered by workman's compensation insurance while traveling
on official business.
Note - the above information is applicable only to the government
travel card issued at the time of writing (currently, VISA).
Benefits available to travelers are subject to modification
should there be a change in the vendor providing travel credit
card services.
212 PER DIEM AND SUBSISTENCE
Subsistence is the cost of lodging, meals, tips, and miscellaneous
expenses incurred by the traveler.
Maintain an accurate record of all expenditures incurred while
traveling. Use them for reference during preparation of the
expense voucher. It is suggested that international travelers
carry
blank travel voucher forms and complete them
on a daily basis.
Unlike domestic travel, for international travel you cannot
claim hotel taxes as a separate expense.
212.1 RATES
International per diem rates are adjusted monthly. Each city
has a prescribed maximum allowable rate for lodging and meals
and incidental expenses (M&IE), published monthly in a
State Department document. DFI will provide the traveler with
the current rates prior to departure. When the trip traverses
months, the traveler should confirm the current rate when completing
the travel voucher.
Current rates within the continental U.S. are available on
several website in the Internet: http://intranet.fda.gov/ofm/
and www.state.gov or from the Travel Audit Section (301 827
5008).
212.2 COMPUTATION
Per diem computation for international locations is a world-wide
lodgings-plus system. Each location will have a prescribed
maximum allowable rate for lodging and M&IE. Partial days
of travel (e.g. first/last day) will be prorated at 3/4 of
the applicable M&IE rate.
When briefings are held in the Headquarters area, the current
Washington, D.C. area rate for the day of travel to Rockville
and subsequent full days should be used.
On the day of departure to international locations from duty
station, use the M&IE rate of the destination city prorated
at 3/4 of the rate. On the day of departure from a temporary
duty station (Washington for briefing) claim the entire day
at the M&IE rate for the destination city.
Following are examples:
- Traveler leaves from Washington Dulles, (after a full day
of briefing) departing at 8:30 p.m. (EST) Friday, and flies
directly to Madrid, arriving at 7:50 a.m. (Madrid time) Saturday.
Actual flight time (due to 6 hour time difference) is 5 hours
and 20 minutes.
Per diem computes as:
12:01a to 8:30p Friday = 1 full day at (MADRID M&IE rate,
lodging not required). 12:01a Saturday, start the Madrid rate
for both M&IE and lodging.
- Traveler leaves official duty station (Minneapolis) at
2:00p Friday, and travels to New York, NY arriving at 5:15p.
Departs New York at 7:45p and flies directly to Frankfurt,
Germany arriving at 10:15a (Frankfurt time) Saturday.
Per diem computes as:
Friday = 3/4 day at the M&IE rate of the destination locale
(Frankfurt) (No lodging required). 12:01a Saturday; start the
Frankfurt rate including lodging and M&IE.
When returning to the U.S. per diem allowable is the M&IE
rate applicable to the preceding day. For example:
Traveler departs Munich, Germany at 11:20a (Munich time) Saturday
and travels to London, arriving at 12:10p (London time). Departs
London at 2:25p (London time) and travels to Dulles Airport,
Washington, DC arriving at 3:35p (EST) and arrives at residence
at 5:00p (EST).
Per diem computes as:
3/4 at the M&IE rate for Munich.
See Exhibits 2A and 2B for examples.
212.3 ACTUAL EXPENSE PER DIEM
There may be occasions when lodging and/or subsistence expenses
significantly exceed the allowed per diem rate. If this occurs,
HHS Travel Regulation allows for a request to claim actual
expenses. Generally it is lodging, not M&IE, allowance
that is exceeded. Meals do not need to be itemized, if the
allowed M&IE is claimed.
In the case where the hotel was selected due to availability
or proximity to the location of official business and there
was no possibility to change to a lower cost hotel, the lodging
allowance can be authorized for maximum total up to 150% of
the allowable rate.
Actual expense approval will not, for the most part, be approved
for more than 150% of the allowed lodging rate. Although
travel regulations permit approval of actual expense for
lodging up to 300% of the prescribed maximum per diem rate
under certain special or unusual circumstances, due to declining
resources ORA will only approve 150% of the allowed lodging
rate except for the most rare occasions.
If it is known prior to travel that lodging costs will be
over the maximum allowable rate, DFI will prepare the required
justifications and submit them with the Travel Order. If while
in travel status situations occur that cause the traveler to
exceed lodging limits, the traveler should notify DFI immediately
to obtain approval for the increased lodging. Approval documentation
will be sent to the traveler's district office for submission
with the travel voucher.
212.4 HOSPITALIZED IN TRAVEL STATUS
FDA has purchased travel insurance for the ORA foreign cadre
members. The travel insurance was purchased through Hartford
Life Insurance Company who has arranged for these services
to be provided by Worldwide Assistance Services, Inc. Packets
were sent out to all cadre members as they traveled and to
the DIBs, if you did not receive one, contact your trip planner.
If, while in travel status, an investigator must be hospitalized
because of illness or injury not due to his/her own misconduct,
per diem continues. Be guided by IOM 114.2.
213 ADVANCE OF FUNDS
An advance of funds check can be provided for up to 60% of
the total per diem and other estimated travel expense.
213.1 APPLICATION FOR ADVANCE OF FUNDS
If the estimated advance of funds does not exceed $600, the
traveler is expected to utilize their government issued travel
credit card to obtain funds through ATM withdrawals.
For advance amounts exceeding $600, the field traveler will
prepare an Advance of Funds form (SF-1038) and Travel Voucher
form (SF-1012) with original signatures and obtain a check
through their designated regional payment office. The district
director will sign as authorizing official in order for these
checks to be scheduled.
In case of emergencies or certain other extenuating circumstances,
DFI can provide the traveler with an advance of funds check
in an amount not to exceed $2,500. This check will be issued
from the FDA headquarters accounting office.
214 TRAVEL ORDER/AMENDMENTS
A T.O. will be provided by DFI. The T.O. will contain estimated
costs, itineraries, special authorizations, etc. Review the
T.O. to ensure all necessary items are completed.
When there is a deviation in the itinerary, an amendment to
the T.O. must be written upon return. Provide all deviations
of the itinerary to DFI so an amendment can be prepared. The
traveler must provide a copy of the T.O. amendment(s) to the
auditor. Without such amendment(s), claims made on the travel
voucher will not match the T.O. and the traveler may not be
reimbursed for all expenses. A copy
of the amended T.O. should be provided to your
servicing regional/district voucher auditor.
Notify your trip planner of any intended use of annual leave,
since it must have prior approval and be indicated on the T.O.
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