Policies and Procedures by s0o53A0V


									              Policies and Procedures
               Appendix G, H, O, P

Presentation Name                       Date   •   1
Traveler Responsibilities
     Follow Policies and Procedures outlined in Appendix O, G, H, and P of
      the JFTR

     Make all arrangements through DTS/CTO
           Air Travel – Utilizing City Pair Flights
           Lodging – Staying within Per Diem
           Rental Car – Least Costly
           Any other Tickets – Rail, Bus, etc.
           Utilize CTO 24 hour assistance phone line

     Comply with all Ethics Rules
        Federal and Departmental ethics rules
        May keep items of “Nominal Value”
                Traveler Benefits – Air Miles, etc.
                Must be obtained under same guidelines as anyone else, no special treatment

    Presentation Name                                                                          Date   •   2
Traveler Responsibilities
   Necessary Amenities to meet mission requirements
          Transportation, Food, Lodging
          Reasonable and Necessary Expenses

   Advise of their Entitlements
          “Should Cost” Estimate
          Includes the estimated cost of Per Diem, Lodging,
           Transportation, Expenses, etc.

   Partial Payments
          Payment made every 30 days when TAD exceeds 45 days
          Prior Approval is required
          Payments correspond with Government Charge Card

 Presentation Name                                               Date   •   3
Self Approving Official

   No Blanket Travel Orders in DTS

   Designated in writing and in DTS profile as a
    “Self Approving Official”

   May approve their own travel authorizations
          Unless SPP or Advances are involved

   May not certify their own travel claims

 Presentation Name                                  Date   •   4

Presentation Name                Date   •   5
Government Charge Card
 Given to Frequent Travelers (Defined as someone who
  travels 2 or more times in a given year)

 Used for Official Business Only
     Expenses that occur during the TAD dates
     Not for personal use, i.e.. Personal gas, groceries for family, new
      car, etc.

 Mandatory for Travel Related Expenses
     Transportation
     Lodging
     Rental Car
     Other Travel Related Expenses when practical (Meals, Rental Car
      Gasoline, Taxes)

  Presentation Name                                                         Date   •   6

  If Traveler has a GOVCC must use the
   GOVCC to be reimbursed for ATM Fees.
   Traveler should not pull an advance more
   than 3 days prior to departure.

  Military Members with No GOVCC will be
   reimbursed for fees associated with an
   ATM advance with a personal card.

 Presentation Name                            Date   •   7

Presentation Name                    Date   •   8
Government Transportation

  Military Air
         Should be used when accessible and meets mission
         Want to make sure it is reliable and will allow you to
          promptly meet the mission

  Ground Transportation
         Used for Official Business Use Only
         Traveler liable if accident occurs outside the realm
          of Official Business use.

 Presentation Name                                                 Date   •   9
Commercial Air

   Commercial Air Policies and Procedures can be
    located in Appendix H and P of the JFTR

   Travelers should use the Government
    Contracted Airfare

   Travelers should utilize Coach seating

   Travelers should use American Flag Carriers

   Mandatory booking of travel through CTO

 Presentation Name                                  Date   • 10
Government Contracted Airfare
  The Basics of the Government Contracted Airfare Program

  Annual Contracts awarded based on best value to the

  Airlines offer two types of fares –
        _CA – “Capacity Controlled” – limited number of seats at the
         Government Contracted Airfare Rate
        YCA – “Unrestricted” – last seat availability at Government
         Contracted Airfare Rate

  Only authorized for civilians and active duty military on
   government travel

  Foreign “grantees”, contractors, and personal travel do not
   apply for Government Contracted rates

  Presentation Name                                                     Date   • 11
Government Contracted Airfare
      Authorized Exceptions –

          Non–Contract Carrier offers lower airfare, available to general public
                 Not if contract carrier offers available seat at comparable rate
                 Not if seat is restricted to government travelers

          Space not available in time to accomplish TDY mission, or would
           require overnight stay
                 If non-use is for pet space, traveler will pay the difference

          Flight Scheduled outside normal working hours
                 Specifics vary based on service/agency

          Rail Service is available, cost effective and meets mission

    Presentation Name                                                                Date   • 12
Government Contracted Airfare

   Scheduled Air Carriers –

          Contract Carrier should be used for all domestic
           travel, and all international travel when MAC Flights
           are not available

          When no contract airfare is offered, use the least
           expensive unrestricted economy airfare
                  Traveler retains right to seek a lower fare
                  AO has authority to authorize a lower fare

 Presentation Name                                                 Date   • 13
Government Contracted Airfare

   Advantages

          No advance purchase required
          No minimum/maximum length of stay required
          Fully refundable, no charge for cancellations/changes
          YCA Seating is not capacity controlled
          No blackout dates
          Locked-In Fares
          70% average savings over regular walk up fares
          One-way pricing facilitates multiple destination planning
          $2 billion annual savings to taxpayers

 Presentation Name                                                     Date   • 14
Premium Class Travel

 Utilizing First Class Accommodations
     Lower Class Accommodations not readily available
             Not within 24 hours of scheduled arrival or departure time
             Departure scheduled before traveler finishes work
             Arrival not later than required to meet mission requirements
             Only approved for affected portion of the trip
     Medical Reasons
             Requirement certified by competent medical authority
             Lower cost seat (e.g. exit row, two seats) do not suffice
     Exceptional Security Reasons
             Lower Class seat would endanger travelers life/government property
             Couriers accompanying controlled packages

 Presentation Name                                                                 Date   • 15
Premium Class Travel
  Utilizing Business Class Accommodations
        No Coach Class seats available in time to meet mission
               TDY Mission so urgent it cannot be postponed
               May be approved for flight out only
        Coach Class on Foreign Carrier unhealthy or unsanitary
               Foreign flag carrier must be authorized IAW Fly America Act
               Airline must have at least two cabins (front cabin is first class)
        Business Class saves the government money
               Must not be based solely on economic considerations that would
                be incurred while waiting for coach class seats
               Must have an actual cost comparison
               Aircraft must have more than two cabins (front cabin is 1st

 Presentation Name                                                                   Date   • 16
Premium Class Travel

  Utilizing Business Class Accommodations
         Flight Time exceeds 14 hours
                Time includes non-overnight layovers
                Traveler must begin work immediately after arrival
                No rest period scheduled en route or at TDY location
                TDY mission so urgent it can’t be postponed
         Medical Reasons (Same as First Class Reasons)
         Exceptional Security (Same as First Class Reasons)
         Mission Requirement (Same as First Class Reasons)
         Non-Federal Source Funding (Same as First Class Reasons)
         Support of Congressional Travel (Same as First Class Reasons)

 Presentation Name                                                        Date   • 17
Approval Authorities for Premium Class

 First Class Accommodations –
      OSD and Defense Agencies – Director, Administration or
      Joint Staff or Combatant Commands – Director, or as delegated
       (down to 3 star major commanders)
      Military Departments – Secretary of the Branch, may re-direct to
       down through ranks to 3 star, no further

 Business Class Accommodations –
      OSD and Defense Agencies – Same as First Class, may be delegated
       down no further than 3 star/civilian equivalent
      All others – Same as First Class, may be delegated down no further
       to 2 star/civilian equivalent

  Presentation Name                                                       Date   • 18
Rental Cars
  Cannot be directed to take a Rental Car TDY

  Authorized for official business use only

  Vehicle Size/Quantity to meet mission requirements

  Traveler Reimbursed for all expenses associated with the
   rental (gasoline, taxes, etc.)

  Should be from a rental car company with a government

  No additional insurance required when booking through a
   government contracted rental car company

 Presentation Name                                            Date   • 19
Private Vehicle
 Cannot be directed to take a POV on TAD/TDY

 Use the Department of Defense Table of
  Distances for mileage

 Mileage rate - $0.51/per mile

 Reimbursement
       Advantageous to the government – full
       Convenience for the traveler – based on authorized
        travel mode

 Presentation Name                                           Date   • 20
Allowable Travel Days

   Commercial Air
          Within CONUS, or within OCONUS area – 1 day
          Between CONUS and OCONUS areas – Ticketed

   Ticketed Ground Transportation (bus, rail, etc.)
          Ticketed Times

   POC, Government Vehicle, Rental Car
          400 miles per day

 Presentation Name                                       Date   • 21

Presentation Name             Date   • 22
Government Lodging

    AO can Direct Government Lodging :
            Traveler is a uniformed member
            Traveler is TDY to a an installation
            Government quarters exist on that installation
            Service/Agency will provided Non-Availability

 Presentation Name                                            Date   • 23
Commercial Lodging

  AO can approve more per diem if necessary –
        300% rule – AO decides when necessary

  Hotel Taxes not included in US and territories –
        Claim as a reimbursable expense
        Tax Exempt Form

  Civilians can now claim reimbursement if staying with
   family or friends – (Oct ’06)
        May be reimbursed for additional costs incurred by the host (as lodging
        Must substantiate the costs (AO determines them reasonable)
        May NOT be reimbursed the conventional lodging amount or a “flat
         token amount”

 Presentation Name                                                                 Date   • 24

Presentation Name           Date   • 25
  First/Last Day
       75% rule

  Other Days
       Full Meal Rate
       Government Meal Rate
              Must be TDY to an installation
              Must be lodging in government quarters
              Must be issued before departure
       Proportional Meal Rate

  Provided Meals
       Deductible Meals – cost of meal is added to the room rate
       Complimentary Meals – cost of room same with/without meal – does
        not affect per diem

 Presentation Name                                                         Date   • 26
Proportional Meal Rate
 Average of Full Meal Rate and Government Meal Rate
     DTS will compute appropriate rate

 Used when Traveler
        Lodging in Government Quarters – 1 or 2 meals available in Mess
        Has 1 or 2 meals paid for by government (conference fee, etc.)
        Not entitled to per diem must purchase 1 or 2 meals
        Missed Meals – reimbursement increased to Proportional Meal Rate

 Authorized By
     Approving Official
     Commander of a Training Facility

 Increasing/Decreasing Meal Rates
     Meal Rate can be increased after a trip, never decreased

 Presentation Name                                                          Date   • 27

Presentation Name              Date   • 28
Expense Types

  Reimbursable Expenses
        Travelers should be reimbursed for all necessary and reasonable
         travel/transportation related Expenses
        For Policies regarding acceptable/prior approval expenses refer
         to the JFTR Appendix G

  Incidental Expenses
        “IE” portion of Meals and Incidentals
        US - $3.00
        OCONUS starting at - $3.50
        Used to cover miscellaneous expenses, that are non-
         reimbursable expenses (toothbrush, etc.)

 Presentation Name                                                         Date   • 29
Reimbursable Expenses

  Military and Civilian Approved Expenses
        Check Costs
        ATM Use – GOVCC
        Passports
        Transportation to/from terminal
        Parking Fees
        Trip Insurance
        Tips when handling government property
        Rental Car Administration Fees
        Value Added Tax
        Technology equipment

 Presentation Name                                Date   • 30
Reimbursable Expenses
    Military Approved Expenses
            ATM Fees when using personal card
            Baggage handling tips (when carrying any baggage at
            Lodging on leave (only when contingency ops or evacuation)
            Laundry –
                      CONUS Only – must be TAD for 7 consecutive nights – maximum
                       of $2 per day

    Civilian Approved Expenses
            Laundry –
                      CONUS Only – must be TAD for 4 consecutive nights (no

 Presentation Name                                                                   Date   • 31
AO Approved Expenses

  AO Approved Expenses for Military and Civilians
        Clerical Assistance
        Guide, Interpreter, Packer, Driver services
        Property storage (official business use only)
        Room rental (official business use only)
        Official Phone Calls
        Computer Connections
        Excess Baggage
        Conference Registration
        Dual Lodging
        Expedited Charge Card Delivery
        Late GOVCC payment (when mission critical and not your fault)

 Presentation Name                                                       Date   • 32
Outside PDS Limits

   Outside Permanent Duty Station Limits

          Determined by Command Business Rules (50 miles or more)

          Approve Standard Business Transportation

          TDY Less than 12 hours – Usually No M&IE
                  Military Members can be reimbursed actual expenses for meals
                   up to Proportional Meal Rate (must substantiate)

          TDY Over 12 hours – 75% of M&IE for locality
                  Highest Rate if more than one location

 Presentation Name                                                                Date   • 33
Local Travel
   Within Limits of Permanent Duty Station

          Determined by Command Business Rules (Less than 50 miles)

          Receive reimbursement for transportation if not provided

          If POV is used
                  Claim mileage minus
                      Normal Commute mileage
                      Normal Commute cost
                  Use odometer reading for mileage

          Per Diem typically not authorized

 Presentation Name                                                     Date   • 34
Special Entitlements
  Field Duty
          Lodging and Meals normally provided
          No Per Diem Payable
          IE only if Essential Unit Messing is authorized
          Civilians may be reimbursed for food costs

  TDY Aboard a US Vessel
        Lodging and Meals normally provided
        No Per Diem Payable
        Civilians may be reimbursed for food costs

  Group Movement
          10 or fewer through CTO
          10 or more through Group Travel office at CTO
          Business Travel Rules unless – “no/limited reimbursement”
          Civilians may be reimbursed for food costs

 Presentation Name                                                     Date   • 35
                    AFTER THE

Presentation Name               Date   • 36
After the Trip

   Traveler Requirements

         Submit a voucher within 5 business days

         Provide receipts for:
                Any expense greater than $75 or local policy
                      Normally this includes, Transportation, Car and Lodging

         Justify any differences between the approved authorization
          and the voucher

         Comply with all Local and Federal Policies and Procedures

 Presentation Name                                                               Date   • 37

Presentation Name             Date   • 38
    Travel Rules of Appendix O, G, H, and P

    Travelers Rights and Responsibilities

    Use of the Government Charge Card

    City Pair Program

    Premium Travel

    Transportation, Lodging, Meals Provided

    Expenses

    Travelers Requirements After the Trip

 Presentation Name                             Date   • 39

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