[Code of Federal Regulations]

[Title 48, Volume 5]

[Revised as of October 1, 2006]

From the U.S. Government Printing Office via GPO Access

[CITE: 48CFR752.7002]



[Page 66-70]

 

            TITLE 48--FEDERAL ACQUISITION REGULATIONS SYSTEM

 

             CHAPTER 7--AGENCY FOR INTERNATIONAL DEVELOPMENT

 

PART 752_SOLICITATION PROVISIONS AND CONTRACT CLAUSES--Table of Contents

 

             Subpart 752.70_Texts of USAID Contract Clauses

 

Sec. 752.7002  Travel and transportation.



    For use in cost reimbursement contracts performed in whole or in 

part overseas.



                  Travel and Transportation (JAN 1990)



    (a) General. The Contractor will be reimbursed for reasonable, 

allocable and allowable travel and transportation expenses incurred 

under and for the performance of this contract. Determination of 

reasonableness, allocability and allowability will be made by the 

Contracting Officer based on the applicable cost principles, the 

Contractor's established policies and procedures, USAID's established 

policies and procedures for USAID direct-hire employees, and the 

particular needs of the project being implemented by this contract. The 

following paragraphs provide specific guidance and limitations on 

particular items of cost.

    (b) International travel. For travel to and from post of assignment 

the Contractor shall be reimbursed for travel costs and travel 

allowances of travelers from place of residence in the United States (or 

other location provided that the cost of such travel does not exceed the 

cost of the travel from the employee's residence in the United States) 

to the post of duty in the Cooperating Country and return to place of 

residence in the United States (or other location provided that the cost 

of such travel does not exceed



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the cost of travel from the post of duty in the Cooperating Country to 

the employee's residence) upon completion of services by the individual. 

Reimbursement for travel will be in accordance with the applicable cost 

principles and the provisions of this contract, and will be limited to 

the cost of travel by the most direct and expeditious route. If a 

regular employee does not complete one full year at post of duty (except 

for reasons beyond his/her control), the costs of going to and from the 

post of duty for that employee and his/her dependents are not 

reimbursable hereunder. If the employee serves more than one year but 

less than the required service in the Cooperating Country (except for 

reasons beyond his/her control) the costs of going to the post of duty 

are reimbursable hereunder but the costs of going from post of duty to 

the employee's permanent, legal place of residence at the time he or she 

was employed for work under this contract or other location as approved 

by the Contracting Officer are not reimbursable under this contract for 

the employee and his/her dependents. When travel is by economy class 

accommodations, the Contractor will be reimbursed for the cost of 

transporting up to 22 pounds of accompanied personal baggage per 

traveler in addition to that regularly allowed with the economy ticket 

provided that the total number of pounds of baggage does not exceed that 

regularly allowed for first class travelers. Travel allowances for 

travelers shall not be in excess of the rates authorized in the 

Standardized Regulations (Government Civilians, Foreign Areas)--

hereinafter referred to as the Standardized Regulations--as from time to 

time amended, for not more than the travel time required by scheduled 

commercial air carrier using the most expeditious route. One stopover en 

route for a period of not to exceed 24 hours is allowable when the 

traveler uses economy class accommodations for a trip of 14 hours or 

more of scheduled duration. Such stopover shall not be authorized when 

travel is by indirect route or is delayed for the convenience of the 

traveler. Per diem during such stopover shall be paid in accordance with 

the established practice of the Contractor but not to exceed the amounts 

stated in the Standardized Regulations.

    (c) Local travel. Reimbursement for local travel in connection with 

duties directly referable to the contract shall not be in excess of the 

rates established by the Mission Director for the travel costs of 

travelers in the Cooperating Country. In the absence of such established 

rates the Contractor shall be reimbursed for actual travel costs of 

travelers in the Cooperating Country, if not provided by the Cooperating 

Government or the Mission, including travel allowances at rates not in 

excess of those prescribed by the Standardized Regulations.

    (d) Travel for consultation. The Contractor shall be reimbursed for 

the round trip of the Contractor's Chief of Party in the Cooperating 

Country or other designated Contractor employee or consultant in the 

Cooperating Country performing services required under this Contract, 

for travel from the Cooperating Country to the Contractor's office in 

the United States or to USAID/Washington for consultation and return on 

occasions deemed necessary by the Contractor and approved in advance, in 

writing, by the Contracting Officer or the Mission Director.

    (e) Special international travel and third country travel. For 

special travel which advances the purpose of the contract, which is not 

otherwise provided by the Cooperating Government, and with the prior 

written approval of the Contracting Officer or the Mission Director, the 

Contractor shall be reimbursed for (i) the travel cost of travelers 

other than between the United States and the Cooperating Country and for 

local travel within other countries and (ii) travel allowance for 

travelers while in travel status and while performing services hereunder 

in such other countries at rates not in excess of those prescribed by 

the Standardized Regulations.

    (f) Indirect travel for personal convenience. When travel is 

performed by an indirect route for the personal convenience of the 

traveler, the allowable costs of such travel will be computed on the 

basis of the cost of allowable air fare via the direct usually traveled 

route. If such costs include fares for air or ocean travel by foreign 

flag carriers, approval for indirect travel by such foreign flag 

carriers must be obtained from the Contracting Officer or the Mission 

Director before such travel is undertaken, otherwise only that portion 

of travel accomplished by United States-flag carriers will be 

reimbursable within the above limitation of allowable costs.

    (g) Limitation on travel by dependents. Travel costs and allowances 

will be allowed only for dependents of regular employees and such costs 

shall be reimbursed for travel from place of abode to assigned station 

in the Cooperating Country and return, only if dependent remains in the 

country for at least 9 months or one-half of the required tour of duty 

of the regular employee responsible for such dependent, whichever is 

greater. If the dependent is eligible for educational travel pursuant to 

the ``Differential and Allowances'' clause of this contract, time spent 

away from post resulting from educational travel will be counted as time 

at post.

    (h) Delays en route. The Contractor may grant to travelers under 

this contract reasonable delays en route while in travel status when 

such delays are caused by events beyond the control of such traveler or 

Contractor. It is understood that if delay is



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caused by physical incapacitation, personnel shall be eligible for such 

sick leave as provided under the ``Leave and Holidays'' clause of this 

contract.

    (i) Travel by privately owned automobile. The Contractor shall be 

reimbursed for the cost of travel performed by a regular employee in 

his/her privately owned automobile at a rate not to exceed that 

authorized in the Federal Travel Regulations plus authorized per diem 

for the employee and for each of the authorized dependents traveling in 

the automobile, if the automobile is being driven to or from the 

Cooperating Country as authorized under the contract, provided that the 

total cost of the mileage and the per diem paid to all authorized 

travelers shall not exceed the total constructive cost of fare and 

normal per diem by all authorized travelers by surface common carrier or 

authorized air fare, whichever is less.

    (j) Emergency and irregular travel and transportation. Emergency 

transportation costs and travel allowances while en route, as provided 

in this section will also be reimbursed not to exceed amounts authorized 

by the Foreign Service Travel Regulations for USAID-direct hire 

employees in like circumstances under the following conditions:

    (1) The costs of going from post of duty in the Cooperating Country 

to the employee's permanent, legal place of residence at the time he or 

she was employed for work under this contract or other location for 

Contractor employees and dependents and returning to the post of duty, 

when the Contractor's Chief of Party, with the concurrence of the 

Contracting Officer or Mission Director makes a written determination 

that such travel is necessary for one of the reasons specified in 

subparagraphs (j)(1) (i) and (ii) of this section. A copy of the written 

determination shall be furnished to the Contracting Officer.

    (i) Need for medical care beyond that available within the area to 

which the employee is assigned, or serious effect on physical or mental 

health if residence is continued at assigned post of duty, subject in 

either case, to the limitations stated in the clause of this contract 

entitled ``Personnel--Physical Fitness of Employee and Dependents.'' The 

Mission Director may authorize a medical attendant to accompany the 

employee at contract expense if, based on medical opinion, such an 

attendant is necessary.

    (ii) Death, or serious illness or injury of a member of the 

immediate family of the employee or the immediate family of the 

employee's spouse.

    (2) When, for any reason, the Mission Director determines it is 

necessary to evacuate the Contractor's entire team (employees and 

dependents) or Contractor dependents only, the Contractor will be 

reimbursed for travel and transportation expenses and travel allowance 

while en route, for the cost of the individuals going from post of duty 

in the Cooperating Country to the employee's permanent, legal place of 

residence at the time he or she was employed for work under this 

contract or other approved location. The return of such employees and 

dependents may also be authorized by the Mission Director when, in his/

her discretion, he/she determines it is prudent to do so.

    (3) The Mission Director may also authorize emergency or irregular 

travel and transportation in other situations, when in his/her opinion, 

the circumstances warrant such action. The authorization shall include 

the kind of leave to be used and appropriate restrictions as to time 

away from post, transportation of personal and/or household effects, 

etc. Requests for such emergency travel shall be submitted through the 

Contractor's Chief of Party.

    (k) Home leave travel. To the extent that home leave has been 

authorized as provided in the ``Leave and Holidays'' clause of this 

contract, the cost of travel for home leave is reimbursable for travel 

costs and travel allowances of travelers from the post of duty in the 

Cooperating Country to place of residence in the United States (or other 

location provided that the cost of such travel does not exceed the cost 

of travel to the employee's residence in the United States) and return 

to the post of duty in the Cooperating Country. Reimbursement for travel 

will be in accordance with the applicable cost principles and the 

provisions of this contract, and will be limited to the cost of travel 

by the most direct and expeditious route. When travel is by economy 

class accommodations, the Contractor will be reimbursed for the cost of 

transporting up to 22 pounds of accompanied personal baggage per 

traveler in addition to that regularly allowed with the economy ticket 

provided that the total number of pounds of baggage does not exceed that 

regularly allowed for first class travelers. Travel allowances for 

travelers shall not be in excess of the rates authorized in the 

Standardized Regulations as from time to time amended, for not more than 

the travel time required by scheduled commercial air carrier using the 

most expeditious route. One stopover en route for a period of not to 

exceed 24 hours is allowable when the traveler uses economy class 

accommodations for a trip of 14 hours or more of scheduled duration. 

Such stopover shall not be authorized when travel is by indirect route 

or is delayed for the convenience of the traveler. Per diem during such 

stopover shall be paid in accordance with the established practice of 

the Contractor but not to exceed the amounts stated in the Standardized 

Regulations.

    (l) Rest and recuperation travel. The Contractor shall be reimbursed 

for the cost of travel performed by regular employees and dependents for 

purposes of rest and recuperation provided that such reimbursement does



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not exceed that authorized for USAID direct hire employees, and provided 

further that no reimbursement will be made unless approval is given by 

the Contractor's Chief of party.

    (m) Transportation of motor vehicles, personal effects and household 

goods. (1) Transportation, including packing and crating costs, will be 

paid for shipping from the point of origin in the United States (or 

other location as approved by the Contracting Officer) to post of duty 

in the Cooperating Country and return to point of origin in the United 

States (or other location as approved by the Contracting Officer) of one 

privately-owned vehicle for each regular employee, personal effects of 

travelers and household goods of each regular employee not to exceed the 

limitations in effect for such shipments for USAID direct hire employees 

in accordance with the Foreign Service Travel Regulations as in effect 

when shipment is made.

    (2) If a regular employee does not complete one full year at post of 

duty (except for reasons beyond his/her control), the costs for 

transportation of vehicles, effects and goods to and from the post of 

duty are not reimbursable hereunder. If the employee serves more than 

one year but less than the required service in the Cooperating Country 

(except for reasons beyond his/her control) the costs for transportation 

of vehicles, effects and goods to the post of duty are reimbursable 

hereunder but the costs for transportation of vehicles, effects and 

goods from post of duty to the employee's permanent, legal place of 

residence at the time he or she was employed for work under this 

contract or other location as approved by the Contracting Officer are 

not reimbursable under this contract.

    (3) The cost of transporting motor vehicles and household goods 

shall not exceed the cost of packing, crating and transportation by 

surface. In the event that the carrier does not require boxing or 

crating of motor vehicles for shipment to the Cooperating Country, the 

cost of boxing or crating is not reimbursable. The transportation of a 

privately-owned motor vehicle for a regular employee may be authorized 

by the Contractor as replacement of the last such motor vehicle shipped 

under this contract for the employee when the Mission Director or his/

her designee determines in advance and so notifies the Contractor in 

writing that the replacement is necessary for reasons not due to the 

negligence or malfeasance of the regular employee. The determination 

shall be made under the same rules and regulations that apply to Mission 

employees.

    (n) Unaccompanied baggage. Unaccompanied baggage is considered to be 

those personal belongings needed by the traveler immediately upon 

arrival at destination. To permit the arrival of effects to coincide 

with the arrival of regular employees and dependents, consideration 

should be given to advance shipments of unaccompanied baggage. The 

Contractor will be reimbursed for costs of shipment of unaccompanied 

baggage (in addition to the weight allowance for household effects) not 

to exceed the limitations in effect for USAID direct hire employees in 

accordance with the Foreign Service Travel Regulations as in effect when 

shipment is made.

    This unaccompanied baggage may be shipped as air freight by the most 

direct route between authorized points of origin and destination 

regardless of the modes of travel used. This provision is applicable to 

home leave travel and to short-term employees when these are authorized 

by the terms of this contract.

    (o) Storage of household effects. The cost of storage charges 

(including packing, crating, and drayage costs) in the U.S. of household 

goods of regular employees will be permitted in lieu of transportation 

of all or any part of such goods to the Cooperating Country under 

paragraph (m) above provided that the total amount of effects shipped to 

the Cooperating Country or stored in the U.S. shall not exceed the 

amount authorized for USAID direct hire employees under the Uniform 

Foreign Service Travel Regulations.

    (p) International ocean transportation. (1) Flag eligibility 

requirements for ocean carriage are covered by the ``Source and 

Nationality Requirements'' clause of this contract.

    (i) Transportation of things. Where U.S. flag vessels are not 

available, or their use would result in a significant delay, the 

Contractor may obtain a release from this requirement from the 

Transportation Division, Office of Procurement, U.S. Agency for 

International Development, Washington, DC. 20523-1419, or the Mission 

Director, as appropriate, giving the basis for the request.

    (ii) Transportation of persons. Where U.S. flag vessels are not 

available, or their use would result in a significant delay, the 

Contractor may obtain a release from this requirement from the 

Contracting Officer or the Mission Director, as appropriate.

    (2) Transportation of foreign-made vehicles. Reimbursement of the 

costs of transporting a foreign-made motor vehicle will be made in 

accordance with the provisions of the Foreign Service Travel 

Regulations.

    (3) Reduced rates on U.S. flag carriers. Reduced rates on United 

States flag carriers are in effect for shipments of household goods and 

personal effects of USAID contract personnel. These reduced rates are 

available provided the shipper states on the bill of lading that the 

cargo is ``Personal property-not for resale-payment of freight charges 

is at U.S. Government (USAID) expense and any special or diplomatic 

discounts accorded this type cargo are applicable.'' The Contractor will 

not be reimbursed for shipments of household goods or personal effects 

in an



[[Page 70]]



amount in excess of the reduced rates available in accordance with the 

foregoing.



                             (End of clause)



[55 FR 6803, Feb. 27, 1990, as amended at 56 FR 2699, Jan. 24, 1991]