[Code of Federal Regulations]
[Title 41, Volume 4]
[Revised as of July 1, 2004]
From the U.S. Government Printing Office via GPO Access
[CITE: 41CFR301-76.103]
[Page 104-112]
TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-76_COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR
ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD--Table of Contents
Subpart B_Policies and Procedures
Sec. 301-76.103 What is the maximum amount we may deduct from the
employee's disposable pay?
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.
Appendix A to Chapter 301--Prescribed Maximum Per Diem Rates for CONUS
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]
Appendix B to Chapter 301--Allocation of M&IE Rates to Be Used in Making
Deductions From the M&IE Allowance
M&IE rates for localities in nonforeign areas (prescribed in
Civilian Personnel Per Diem Bulletins published periodically in the
Federal Register by the Secretary of Defense) and for localities in
foreign areas (established by the Secretary of State in section 925, a
per diem supplement to the Standardized Regulations (Government
Civilians, Foreign Areas)) shall be allocated as shown in this table
(Sec. 301-7.12(a)(2)(ii) of this chapter) when making deductions from
nonforeign or foreign area per diem rates.
----------------------------------------------------------------------------------------------------------------
M&IE Rate Breakfast Lunch Dinner Incidentals
----------------------------------------------------------------------------------------------------------------
$1................................................................ $0 $0 $0 $1
2................................................................. 0 0 1 1
3................................................................. 0 1 1 1
4................................................................. 1 1 1 1
5................................................................. 1 1 2 1
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6................................................................. 1 2 2 1
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12................................................................ 2 3 5 2
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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]
Appendix C to Chapter 301--Standard Data Elements for Federal Travel
[Traveler Identification]
------------------------------------------------------------------------
Group name Data elements Description
------------------------------------------------------------------------
Travel Authorization......... Authorization Assigned by the
Number. appropriate office.
Employee Name................ First Name, Agency guidelines may
Middle specify the order,
Initial, Last e.g., last name first.
Name.
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
[[Page 107]]
Information
meeting
Training
attendance
Speech or
presentation
Conference
attendance
Relocation..... Same as change of
official station.
Entitlement
travel.
Travel Period................ Start Date, End Month, Day, Year
Date. according to agency
guidelines.
Travel Type.................. CONUS/Domestic. Travel within
continental United
States.
OCONUS/Domestic Travel outside the
continental United
States.
Foreign........ Travel to other
countries.
Leave Indicator.............. Annual, Sick, Identifies leave type as
Other. the reason for an
interruption of per
diem entitlement.
Official Duty Station........ City, State, Either the corporate
Zip. limits of city/town or
the reservation,
station, established
area where stationed.
Residence.................... State, Zip, The geographical
City. location where employee
resides, if different
from official duty
station.
Payment Method............... EFT............ Direct deposit via
electronic funds
transfer.
Treasury Check
Imprest Fund
Mailing Address.............. Street Address, The location designated
City, State, by the traveler based
Zip. on agency guidelines.
------------------------------------------------------------------------
Standard Data Elements for Federal Travel
[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 A Contractor centrally
Account. billed account.
Government In accordance with and
Charge Card. as provided by agency
guidelines.
Cash
Transportation Payment Payment ID A number that identifies
Identification Number. Number. the payment for the
transportation tickets,
according to agency
guidelines, e.g., GTR
number, Govt. credit
card number.
Transportation Method Air (Premium Common carrier used as
Indicator. Class). transportation to TDY
location.
Air (Non-
premium Class)
Non-contract
Air, Train,
Other
Local Transportation POV, Car Identifies local
Indicator. rental, Taxi, transportation used
Other. while on TDY.
------------------------------------------------------------------------
Travel Expense Information
[Standard Data Elements for Federal Travel]
------------------------------------------------------------------------
Group name Data elements Description
------------------------------------------------------------------------
Per Diem..................... Total Number of The number of days
Days. traveler claims to be
on per diem status, for
each official travel
location.
Total Amount The amount of money
Claimed. traveler claims as per
diem expense.
Lodging, Meals
& Incidentals.
Travel Advance............... Advance The amount of travel
Outstanding. advance outstanding,
when the employee files
the travel claim.
Remaining The amount of the travel
Balance. 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 Total amount of actual
Amount. 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 (Premium The amount of money the
Class). transportation actually
cost the traveler,
entered according to
method of
transportation.
Air (Non-
premium class)
Non-contract
Air, Train.
Other.......... Bus or other form of
transportation.
Local Transportation......... POV mileage.... Total number of miles
driven in POV.
POV mileage Total amount claimed as
expense. authorized based on
mileage rate. Different
mileage rates apply
based on type and use
of the POV.
Car rental,
Taxis, Other.
Constructive cost............ Constructive The difference between
cost. the amount authorized
to spend versus the
amount claimed.
[[Page 108]]
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.
------------------------------------------------------------------------
Standard Data Elements for Federal Travel
[Accounting & Certification]
------------------------------------------------------------------------
Group name Data elements Description
------------------------------------------------------------------------
Accounting Classification.... Accounting Code Agency accounting code.
Non-Federal Source Indicator. Per Diem, Indicates the type of
Subsistence, travel expense(s) paid,
Transportation. in part or totally, by
a non-Federal source.
Non-Federal Source Payment Check, EFT, Total payment provided
Method. Payment ``in- by non-Federal source
kind''. according to method of
payment.
Signature/Date Fields........ Claimant Traveler's signature, or
Signature. digital representation.
The signature signifies
the traveler read the
``fraudulent claim/
responsibility''
statement.
Date........... Date traveler signed
``fraudulent claim/
responsibility''
statement.
Claimant Traveler's signature, or
Signature. digital representation.
The signature signifies
the traveler read the
``Privacy Act''
statement.
Date........... Date traveler signed
``Privacy Act''
statement.
Approving Approving Officer's
Officer signature, or digital
Signature. 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 Certifying Officer's
Officer signature, or digital
Signature. 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.
[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
Appendix D to Chapter 301--Glossary of Acronyms
ATM: Automated Teller Machine
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
EFT: Electronic Funds Transfer
FAM: Foreign Affairs Manual
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GEBAT: Government Excess Baggage Authorization Ticket
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
ID: Identification
IDL: International Date Line
IRC: Internal Revenue Code
IRS: Internal Revenue Service
JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NIST: National Institute of Standards and Technology
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
[[Page 109]]
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
SSN: Social Security Number
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management Services/System
TQSE: Temporary Quarters Subsistence Expenses
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]
Appendix E to Chapter 301--Suggested Guidance for Conference Planning
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
[[Page 110]]
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.
[[Page 111]]
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.
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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]
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