REPRESENTATION ALLOWANCES (Last Updated 10/29/2006)
330 PROHIBITIONS (eff. 10/29/06 TL:SR-670)
Representation allowances shall not be used for the following or similar purposes:
a. hire, purchase, operation or repair of any passenger-carrying vehicle, including aircraft (31 U.S.C. 1343 and 1344);
b. membership fees or dues in any society, club, or association (5 U.S.C. 5946);
c. compensation for cost of living, residence expenses, or for assignment under difficult environmental conditions (5 U.S.C. 5536);
d. expenses of recreation and entertainment solely for employees of the Executive Branch of the United States Government and their families (5 U.S.C. 5536);
e. rental of formal wear for any occasion except as provided in Section 320g; and
f. expenses incurred within the United States. (eff. 10/29/06 TL:SR-670)
340 PAYMENT
341 Vouchers
Representation allowances may be reimbursed to an employee (including foreign national employees), to adult family members or they may be paid directly to a vendor upon presentation of appropriate vouchers for allowable expenditures (Section 320). Before certifying a voucher for payment, the authorized certifying officer shall determine that no prohibited items are included therein (Section 330) and that the voucher contains an explanation of the expenditures by employees and adult family members acting with or on their behalf as listed below:
a. Vouchers for Entertainment
(1) type, purpose and location of function;
(2) names and titles of American and foreign guests of honor; and
(3) a brief description of the official business conducted when all guests are U.S. citizens as authorized in Section 320e above.
b. Vouchers for Representation other than Entertainment
(1) occasion;
(2) name and title of recipient or recipients; and
(3) reason for expenditure.
342 Receipts
Evidence of expenditure will be supplied for each expenditure of $75 or more for any single occasion. Expenditures must be supported by receipt, copy of canceled check, credit card charges, admission ticket stub or other similar physical means. For each expenditure of less than $75 the employee's certification will be sufficient when it is impracticable to obtain a receipt.
