Attachment_3.2_FEMA_Manual_122-1-1_Travel_Policy_Manual.pdf

FEMA MANUAL 122-1-1

TRAVEL POLICY MANUAL

APPROVAL DATE: 09/23/2015

DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

OFFICE OF THE CHIEF FINANCIAL OFFICER

FEMA TRAVEL POLICY MANUAL

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REVISION SUMMARY

Version Date Change Description

1.0 06/30/2015 This manual supersedes the previous FEMA Travel Manual 6200.1 from May 1989 and any other directive-level travel guidance for the agency.

TABLE OF CONTENTS

TABLE OF CONTENTS

REVISION SUMMARY

TABLE OF CONTENTS

CHAPTER 1: INTRODUCTION

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

2-1. PURPOSE

2-2. POLICY AND PROCEDURES

2-3. RESPONSIBILITIES

2-4. FORMS AND RESOURCES

CHAPTER 3: TRANSPORTATION ALLOWANCES

3-1. PURPOSE

3-2. POLICY AND PROCEDURES

3-3. RESPONSIBILITIES

3-4. FORMS AND RESOURCES

CHAPTER 4: PER DIEM & MISCELLANEOUS EXPENSES

4-1. PURPOSE

4-2. POLICY/PROCEDURES

4-3. RESPONSIBILITIES

4-4. FORMS AND RESOURCES

CHAPTER 5: LOCAL TRAVEL

5-1. PURPOSE

5-2. POLICY AND PROCEDURES

5-3. RESPONSIBILITIES

5-4. FORMS AND RESOURCES

CHAPTER 6: INTERNATIONAL TRAVEL ON OFFICIAL BUSINESS

6-1. PURPOSE

6-2. POLICY AND PROCEDURES

6-3. RESPONSIBILITIES

6-4. FORMS AND RESOURCES

CHAPTER 7: EMERGENCY FOOD & LODGING

7-1. PURPOSE

7-2. POLICY AND PROCEDURES

TABLE OF CONTENTS

7-3. RESPONSIBILITIES

7-4. FORMS AND RESOURCES

CHAPTER 8: TRAVEL CHARGE CARD

8-1. PURPOSE

8-2. POLICY AND PROCEDURES

8-3. RESPONSIBILITIES

8-4. FORMS AND RESOURCES

CHAPTER 9: CLAIMS

9-1. PURPOSE

9-2. POLICY AND PROCEDURES

9-3. RESPONSIBILITIES

9-4. FORMS AND RESOURCES

CHAPTER 10: PREMIUM CLASS TRAVEL

10-1. PURPOSE

10-2. POLICY AND PROCEDURES

10-3. RESPONSIBILITIES

10-4. REPORTING REQUIREMENTS

10-5. FORMS AND RESOURCES

CHAPTER 11: INVITATIONAL TRAVEL

11-1. PURPOSE

11-2. POLICY/PROCEDURES

11-3. RESPONSIBILITIES

11-4. FORMS AND RESOURCES

CHAPTER 12: ALLOWANCES CONNECTED IN THE DEATH OF AN EMPLOYEE

WHILE IN TRAVEL STATUS

12-1. PURPOSE

12-2. POLICY AND PROCEDURES

12-3. RESPONSIBILITIES

12-4. FORMS AND RESOURCES

CHAPTER 13: OFFICIAL TRAVEL EXPENSE FROM A NON-FEDERAL SOURCE 119

13-1. PURPOSE

13-2. POLICY AND PROCEDURES

TABLE OF CONTENTS

13-3. RESPONSIBILITIES

13-4. FORMS AND RESOURCES

A. Supersession (by Chapter) B. Authorities (by Chapter) C. Forms and Resources (by Chapter) D. Glossary of Terms

CHAPTER 1: INTRODUCTION

CHAPTER 1: INTRODUCTION

This Manual provides official travel policies and general travel guidance to all Federal Emergency Management Agency (FEMA) employees, invitational travelers, and non- FEMA federal employees traveling on behalf of FEMA. The policies and procedures contained in this manual are based on the governing regulations and guideline in Title 41, subtitle F, Code of Federal Regulations (CFR), the General Services Administration’s Federal Travel Regulation (FTR), and the Department of Homeland Security (DHS) Chapter 7, Financial Management Policy Manual (FMPM) (Travel Handbook).

This Manual provides FEMA employees with detailed information about travel policies established by FEMA. The policies in this manual supplement those contained in the FTR and the FMPM. In some cases, the policies in this manual may be more restrictive than those in the FTR and FMPM to meet FEMA-specific needs. The manual clarifies what is required of FEMA employees, invitational travelers, and non-FEMA federal employees that travel on behalf of FEMA.

The policies are designed to provide guidance to employees on how to manage resources that are necessary to accomplish their work while away from their permanent duty station (PDS). Ineligible or unauthorized expenses will not be reimbursed by FEMA. Employees must read and understand this manual and be familiar with other applicable travel policies. Supervisors, approving and funding officials, and all other designated authorities in the travel process have a responsibility to verify that:

employees understand and observe travel policies, including but not limited to policies on allowable expense and receipt requirements; travel authorizations only allow appropriate expenses; employees use authorized travel funds appropriately; and employees are reimbursed in a timely manner.

This manual does not cover travel related to permanent change of station (PCS) or temporary change of station (TCS) or travel for employees permanently stationed in foreign Outside the Continental United States (OCONUS) areas. This manual also does not cover compensation related to travel. Please see the FEMA Office of the Component Chief Human Capital Office (OCCHCO) Premium Pay Manual (253-2-1) for information on compensation.

http://www.gsa.gov/portal/category/100000 http://cfo-policy.dhs.gov/default.aspx?InitialTabId=Ribbon%2EDocument&VisibilityContext=WSSTabPersistence https://portalapps.fema.net/apps/employee_tools/forms/Directives/FM253-2-1.pdf

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

2-1. PURPOSE

Before an employee departs for a temporary duty (TDY) assignment, he or she is required to receive written or electronic authorization prior to incurring any travel expense. This authorization process verifies that the employee’s estimated travel expenses have been approved and that funds are available for travel.

Once approved, the employee uses a designated FEMA travel system, referred to as E-Gov Travel Service or Electronic Travel System (ETS), or the Travel Management Center (TMC) to book travel arrangements. This chapter defines TDY travel and describes the policies that pertain to the authorization process, travel reservations, means of payment for travel, and management of travel arrangements.

2-2. POLICY AND PROCEDURES

Policy Summary

1. TDY travel is authorized travel at least 50 miles from the employee’s permanent duty station (PDS) and/or residence of record (ROR).1

2. Employees should exercise the same care in incurring expenses during local travel that a "prudent traveler" would exercise if traveling on personal business

3. However, employees who travel more than 50 miles from PDS for official business are neither automatically approved for TDY travel or travel expenses. The Approving Official must approve all travel and travel expenses.

a. Travel within 50 miles from the employee’s PDS and/or ROR is considered local travel, and employees who engage in local travel may be eligible for reimbursement of transportation costs in accordance with Chapter 5, Local Travel.

b. Travel expenses will not be paid to employees who travel to an alternate location, instead of returning home, during rotational travel, regardless of the cost or distance between the employees’ residence of record (ROR) and AWS.

c. The PDS of a Local Hire is the FEMA Joint Field Office (JFO) or other FEMA Office to which the Local Hire is assigned.

i. The cost of commuting to the PDS is a personal expense of the

Local Hire for which FEMA will provide no reimbursement, regardless of the distance between the Local Hire’s residence of record (ROR) and the PDS.

1 For reservists, their residence of record (ROR) is also their PDS. See Glossary of Terms in Appendix D.

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ii. Local Hires engaged in local travel may be reimbursed for the transportation expenses of travel to their local travel destination in accordance with Chapter 5, Local Travel.

4. All official travel must be booked using the Travel Management Services (TMS), which consist of the ETS and TMC. There are different fees associated with the usage of ETS or TMC, with the TMC incurring a higher fee.

5. All official travel must be documented on a travel authorization (TA), a written or electronic permission to travel on official Government business approved by an Approving Official. In instances where obtaining a TA in advance of TDY travel is impractical due to urgent mission requirements, the Approving Official may grant verbal authorization to travel on official Government business. The employee must obtain a TA within three business days of the start of TDY travel. See Section 2-2.C, “Travel Authorization”.

6. FEMA employees may not be assigned to a single TDY location for a time period greater than 50 consecutive weeks.2

Travel Management Services

1. The Travel Management Services (TMS) consist of a compilation of services from the ETS and the TMC. ETS provides the electronic web-based travel management service for booking common carrier (e.g., air, rail, and bus confirmations and seat assignments), lodging accommodations, and car rental services. The TMC is integrated with ETS and provides a "travel agent" service to book or reserve the travel arrangements. TMS are available 24 hours a day, seven days a week.

There are booking fees associated with reservations made through TMS.

Travelers must understand these fees and minimize reservation changes that incur additional costs. Booking fees for the TMC are higher than booking fees for ETS. See the Travel Toolbox for additional information on fees.

a. Travelers must utilize the electronic web-based travel management service, ETS, for all initial bookings in order to minimize booking fees.

b. Reservations may be booked or changed by calling the TMC directly when it is not practical to book reservations via ETS. Such circumstances include travel emergencies or ETS system issues.

However, reservations made with the TMC will incur higher booking fees than reservations made in ETS. These higher fees will only be

2 An employee who performs a temporary duty travel assignment exceeding one year at a single or principal location is subject to income taxation of his/her travel expense reimbursements. Rev. Rul. 93- 86, 1993-40 I.R.B. 4.

https://intranet.fema.net/org/ocfo/fmd/Pages/Travel-Toolbox.aspx

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

reimbursed when prior written approval is granted by the appropriate Approving Official and included in the supporting documentation attached to the individual’s travel voucher. An email or a written memorandum is sufficient to document this approval. When making reservations directly through the TMC, travelers must provide the TMC with the approved TA number and accounting string from the TA.

Reservations cannot be confirmed without an approved TA number and valid accounting string.

c. The Agency will not reimburse any additional costs or grant any waivers associated with a travel reservation booked outside the TMS.

Travelers are responsible for any costs resulting from the failure to use the TMS, including service fees, cancellation penalties, or other additional costs (e.g., higher common carrier costs, rental car charges or hotel rates).

2. Travelers who do not use the TMS for booking travel reservations will only be reimbursed up to the cost that would have been incurred had the traveler used the TMS.

3. Travelers must provide supporting documentation in order to claim any costs for reservations booked outside the TMS.

Travel Authorization

1. Travel authorizations establish the conditions under which official travel is performed at U.S. Government expense. Travel authorizations should be created, signed, and approved before travel begins unless urgent or unusual situations prevent prior creations and approval. Travel authorizations may include multiple temporary duty (TDY) destinations.

a. All travelers, including Invitational travelers, must use the agency’s designated TMS (which includes TMC and ETS) for booking common carriers, lodging accommodations and rental car reservations, as well as submission of travel vouchers for reimbursement.

b. Only the OCFO may issue a written waiver exempting the traveler from mandatory use of ETS for TAs and voucher preparation.3

c. Travelers should include all estimated travel expenses in their TAs.

These should include transportation expenses, per diem (M&IE and lodging) expenses, miscellaneous expenses, and if needed, any travel expenses of an employee with other needs or disabilities.

d. Travelers with other needs or disabilities requesting additional travel expenses must adhere to Section 2-2.F “Other Travel Conditions” of this chapter, respectively.

3 If a written waiver has been granted by the OCFO, travelers must follow the manual Travel Procedures located on the ETS (CGE) tab in the Travel Toolbox.

https://intranet.fema.net/org/ocfo/fmd/Pages/Travel-Toolbox.aspx

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

**NOTE: A traveler’s personal or medical conditions should not be described or disclosed in detail on a traveler’s TA or voucher.

2. Travelers on verbal authorizations must obtain a TA within three business days of the start of TDY travel.

a. Verbal authorization for TDY travel may be granted in instances where obtaining a TA in advance is impractical due to urgent mission requirements. However, verbal authorization is not sufficient for the following expenses (written or electronic authorization must be obtained, as provided in 41 C.F.R. § 301-2.1): (1) use of reduced fares for group or charter arrangements; (2) payment of a reduced per diem rate; (3) acceptance of payment from a non-Federal source for travel expense; and (4) travel expenses related to attendance at a conference.

b. An approved TA must be obtained before submitting a travel voucher for reimbursement.

c. The Approving Official must provide a justification explaining the nature of the urgent mission requirements that made obtaining an approved TA in advance impractical. The justification should be included with the receipts and supporting documentation attached to the travel voucher.

3. When a traveler’s expenses are paid in full by a non-federal source, meaning the FEMA employee is an Invitational traveler of another federal agency or other entity a zero dollar manual TA (outside of the Agency’s ETS) must be prepared and approved prior to traveling. This process provides the necessary authority to show that the traveler is traveling on official government business, the Travel Charge Card/IBA can be used for certain agreed upon travel expenses and the traveler’s supervisor approves the invitation. See Chapter 13, Official Travel Expense from a Non-Federal Source.

Types of Travel Authorizations

1. Single - A single TA authorizes a FEMA traveler to travel to one or more

TDY stations for a specified period of time. Single TAs must be approved by an Approving Official and Funds Certifier/Comptroller.

2. Group - A group TA authorizes a group of FEMA travelers to travel to the same TDY location(s) for a similar purpose for a specified period of time.

3. Limited Blanket - A Limited Blanket TA permits a FEMA traveler or travelers to travel without further authorization under certain specified conditions. The Limited Blanket TA must identify: specific types/purpose(s) of travel; geographic area(s) authorized; duration of trip(s); and limitations on trip costs. Limited Blanket TAs will not exceed 90 calendar days. After 90 days, a new Limited Blanket TA must be completed.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

4. Blanket - Blanket TAs allow the FEMA Administrator, Deputy Administrator, Chief of Staff, Regional Administrators, and Associate Administrators to travel for any official purpose without further authorization. A blanket TA is not valid for over a period of 12 months and must be only to locations within the Continental United States (CONUS).

**NOTE: As an internal control, “various” should never be used as the destination on a Travel Authorization except on a blanket TA. The general location should be specified, for example “Atlanta, Georgia and surrounding areas.”

5. Invitational Travel - Authorized travel for a non-federal traveler(s) performing a direct service to FEMA. Approving Officials must follow the policies and procedures with respect to invitational travel TAs set forth in Chapter 11, Invitational Travel. FEMA employees and non-FEMA federal travelers are not considered Invitational Travelers.

Amending a Travel Authorization

1. Changes that require an amended TA include, but are not limited to, modifications to travel dates, duty stations, authorized expenses, and estimated costs. Amended TAs are subject to the same approval requirements as the original Single and Group TAs.

Other Travel Conditions

1. Departure from an Alternate Location or Return to an Alternate Location at the beginning or end of a TDY assignment

a. An Approving Official may authorize a traveler to depart from or return to a location other than the traveler’s Official Station (OS), or ROR at the beginning or end of a TDY assignment.

b. Reimbursement for travel expenses to or from locations other than the traveler’s OS or ROR is limited to the round trip transportation and per diem expenses that would have been incurred had the traveler departed from or returned to his/her OS or ROR.

i. Travelers must complete a cost comparison with supporting documentation for departure from or return to an alternate location to substantiate the difference in cost.

ii. Approving Officials must carefully review cost comparisons to ensure that the supporting documentation in the cost comparison is reasonable and accurate.

iii. Travelers are responsible for the additional costs.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

2. Travel To or From an Alternate Location

a. An Approving Official may authorize a traveler to stop at an alternate location before resuming travel and returning to his or her OS or ROR, in accordance with 41 C.F.R. § 301-10.8, but the reimbursement will be limited to the cost of travel by a direct route or on an uninterrupted basis. The TMS must still be used for travel to/from an alternate location, and the trip must be approved before travel begins.

b. Travel reimbursement, for a trip departing from or returning to an alternate location is limited to the transportation expenses that would have been incurred had the traveler departed/returned to his/her OS or ROR by a direct route.

i. Travelers must complete a cost comparison with supporting documentation for travel to/from an alternate location.

ii. Approving Officials must carefully review cost comparisons to ensure that the supporting documentation in the cost comparison is reasonable and accurate.

iii. Travelers are responsible for any additional costs.

3. Rotational Travel to the ROR during Extended TDY Assignments

a. There is no requirement under federal law, Federal Travel Regulations, or DHS policy for FEMA to allow travelers to return home during TDY assignments. Notwithstanding, FEMA may authorize rotational travel and non-rotational travel as detailed in this subsection, subject to the discretion of the Approving Official and the needs of the Agency.

b. Trips to the ROR are at the Agency’s discretion and within the limits of appropriations available for payment of travel expenses. If authorized, travelers on extended TDY assignment may voluntarily and periodically return to their ROR with prior approval of their Approving Official.

Extended TDY for the purposes of this paragraph means directed, continuous travel of:

i. 30 days for CONUS assignments

ii. 45 days for OCONUS assignments, including Alaska, Hawaii and

U.S. possessions and territories.

c. Travelers should plan to spend at least seven days at their ROR to ensure maximum benefit to both the employee and FEMA.

d. Once an employee returns home, he or she is no longer entitled to any travel expenses including per diem, miscellaneous expenses, and transportation.

e. Reimbursement for rotational travel expenses to locations other than the traveler’s ROR is prohibited. No cost comparison is required for

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

transportation reimbursement to either ROR or OS for approved rotational travel.

f. Rotational travel to alternate locations cannot be authorized by Approving Officials, except under medical emergency travel as described in Section 2-2.G “Medical Emergency Travel” of this chapter.

4. In addition to the rotational travel described above, FEMA may authorize or mandate travel to ROR, subject to the discretion of the Approving Official and the needs of the Agency4:

a. Voluntary

Weekend and Holiday Travel: Travelers may return to their ROR or OS from their TDY location on weekends, federal holidays, or other non-workdays. Travelers must complete a cost comparison with supporting documentation, and the maximum reimbursement for round trip transportation and per diem or actual expense is limited to what would have been allowed had the traveler remained at the TDY location.

b. Mandated

i. When mission needs do not require that an employee remain at the

TDY site on weekends, holidays or other non-work days, and it is more cost effective to return the employee home for those days, the employee should be directed to return home on a non-voluntary basis. The provisions for mandatory returns to the traveler’s ROR should be included in the traveler’s TA.

ii. Travelers who are required to return to the ROR are not in travel status during the period at the ROR and are not eligible for per diem reimbursement. In addition, travelers should not use a rental car during these periods except to travel from the TDY location to the ROR, or from the ROR to the TDY location. See Chapter 3, Transportation Allowances, for details on rental cars approved for mode of transportation to and from a TDY location.)

5. Travelers with Other Needs and Disabilities

a. Travelers with Other Needs

i. FEMA reimburses travelers with other needs for additional travel expenses that are incurred in accordance with 41 C.F.R. pt. 301-13.

ii. The Approving Official may authorize reimbursement for those expenses that are deemed necessary to meet a request made by a traveler with other needs. Typically, these expenses will be necessary to address a need related to height and/or weight.

4 Employees assigned to offices with weekend or holiday work schedules may not return to their ROR without prior supervisory approval.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

iii. The Approving Official’s authorization indicates that all required verification and consideration of alternative options have been made and documented in writing, including consultation with the Office of Equal Rights.

b. Travelers with a Disability

i. FEMA provides reasonable accommodations to travelers with a disability and/or medical condition by reimbursing additional travel expenses incurred in accordance with the Rehabilitation Act of 1973 (codified as amended at 29 U.S.C. § 701 et seq.), 5 U.S.C. § 3102, and 41 C.F.R. pt. 301-70, subpart E.

ii. FEMA may reimburse for those expenses that are deemed necessary to accommodate a traveler with a disability and/or medical condition.

iii. The Deciding Official’s authorization indicates that all required verification and consideration of alternative options have been made and documented in writing.

iv. The Deciding Official may authorize the reimbursement of any expenses deemed necessary by FEMA to accommodate a disability including, but not limited to, the following:

a) Transportation and per diem expenses incurred by an attendant who must travel with the traveler to make the trip possible;

b) Specialized transportation to, from, and/or at the TDY location (such as rental car upgrades, use of taxis, special car services);

c) Specialized services provided by a common carrier to accommodate the traveler’s disability;

d) Costs for handling the traveler’s baggage that is a direct result of the traveler’s disability;

e) Renting and/or transporting a wheelchair; and

f) Exceptions to other flying and driving restrictions.

Medical Emergency Travel

1. Emergency travel results from the traveler becoming incapacitated by illness or injury or a personal emergency, not due to your own misconduct.

Emergency travel also includes the death or serious illness or a member of your family, or a catastrophic occurrence or impending disaster, such as fire, flood, or act of God, which directly affects your home.

2. Travelers should contact their Approving Official for instruction as soon as possible if they have to interrupt or discontinue their TDY travel because of an emergency.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

3. A traveler who must interrupt official travel to perform emergency travel is eligible for TDY allowances.

4. The following travel expenses may be authorized in the event of an illness or injury while a traveler is on official travel:

a. Per diem at the location where the traveler incurred or was treated for incapacitating illness or injury for a reasonable period of time as detailed in 41 C.F.R. § 301-70.501. If sick leave is necessary due to illness or injury, entitlement to per diem and other travel expenses will continue for up to 14 calendar days. Travelers must contact their supervisor as soon as possible to advise him/her that sick leave is necessary. It is the supervisor’s decision to allow leave while on TDY or advise the traveler to return home. If a traveler is hospitalized, per diem will be discontinued for the period of the hospital stay; however, per diem expenses are payable if the hospitalization is paid under the Federal Employees Health Benefits Program (FEHBP) (5 U.S.C. §§ 8901–8914). The travel voucher must indicate the exact time of departure from and return to duty status and the specific times and days of sick leave.

**NOTE: If claiming per diem expenses under the FEHBP, the traveler should contact his or her human capital office as soon as possible for guidance on eligibility and benefits.

b. Transportation and per diem expenses for travel to an alternate location to receive medical treatment as detailed in 41 C.F.R. §§ 301- 70.505-506. FEMA may reimburse the transportation costs and en route per diem from the point of interruption to the alternate location and return to the TDY assignment. No per diem will be allowed for time spent at the alternate location if confined to a medical facility.

c. Transportation and per diem expenses to return to the traveler’s OS when the traveler discontinues the TDY assignment before its completion, due to an incapacitating illness or injury.

d. Transportation cost of a medically necessary attendant is payable.

This may include only one person or medical attendant. Only transportation costs to and from the TDY location or alternate location where the incapacitated traveler is receiving medical treatment are authorized for attendants. Attendants must follow FEMA transportation policy as outlined in Chapter 3, Transportation Allowances.

e. If an employee is unable to sign a voucher due to severe illness/incapacitation or death, the employee’s Approving Official must attest to the expenses and work with the beneficiary to satisfy the claim.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

5. Expenses are not payable when:

a. A traveler is confined to a medical facility within the proximity of their

OS or the same facility the traveler would have been admitted to if the incapacitating illness or injury occurred at the OS; and/or

b. The government provides or reimburses the traveler for hospitalization under any federal statute (including hospitalization in a Department of Veteran Affairs (VA) Medical Center or military hospital).

6. If a traveler travels to an alternate location and returns to the TDY location because of a personal emergency situation other than sickness or injury, FEMA may reimburse travel costs as detailed in 41 C.F.R. § 301-70.507.

7. For detailed policy and guidance for authorized travel expenses connected with the death of a traveler while in Travel Status, please see Chapter 12, Allowances Connected in the Death of an Employee while in Travel Status.

Cancelled or Postponed Travel

1. If travel is cancelled or postponed, travelers must cancel travel reservations through ETS and/or TMC. The traveler is solely responsible for ensuring that reservations are cancelled properly.

2. If a trip has been cancelled or postponed by FEMA the Agency for reasons beyond a traveler’s control, any fees associated with the trip cancellation (including early check-out fees) are reimbursable. Fees associated with cancellation or postponement for personal reasons not accepted by the Agency may not be reimbursed.

3. If a trip is booked and then is cancelled and the transaction fee is charged, the transaction fee will be charged directly to the traveler's Travel Charge Card/IBA. The transaction fee should be claimed on a voucher and a statement should be included certifying the trip was cancelled but the transaction fee was charged. For more information see Chapter 8, Travel Charge Card.

4. If a traveler is performing official travel and a carrier denies the traveler a confirmed reserved seat on a plane, FEMA must receive all payments for liquidated damages:

a. The traveler must ensure the carrier shows “Federal Emergency

Management Agency (FEMA)” as payee on the compensation check and then forward the payment to FEMA.

b. All checks and money orders made payable to FEMA should be sent to the FEMA Lockbox.

For payments sent via standard US Mail:

FEMA

P.O. Box 530217 Atlanta, GA 30353-0217

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

or

For all payments sent via courier, (i.e. UPS, DHL, and FedEx), the address is:

FEMA

Bank of America Lockbox Number 530217 1075 Loop Road Atlanta, GA 303

5. If a traveler is performing official travel and voluntarily vacates a seat for payment of a travel benefit or other compensation, the traveler may retain the benefit provided the action does not interfere with the traveler’s official duties and any additional travel expenses incurred are borne by the traveler and are not reimbursed. FEMA will charge the traveler for annual leave used if volunteering delays travel during duty hours.

Frequent Traveler Rewards Programs

1. Travelers are authorized to retain promotional items earned on official travel, including frequent flyer miles, lodging points, and rental car rewards for personal use. Any promotional benefits or material received from a travel service provider in connection with official travel may be retained for personal use if such items are obtained under the same conditions as those offered to the general public and at no additional cost to the Federal Government.

2. Frequent traveler benefits can be used for personal travel or to upgrade official travel at no additional cost to FEMA. It is the policy of the Federal Government and FEMA that travelers must travel by coach class accommodations. See Chapter 10: Premium Class Travel. However, frequent flyer benefits earned may now be used to upgrade to business or first class by the traveler if this is at no additional cost to the Federal Government. To receive proper reimbursement, the itinerary must indicate that the reservation was booked at coach class.

3. It is the responsibility of each traveler to register his or her frequent travel promotional benefits account in ETS. Any associated costs (such as annual fees) are the responsibility of the traveler and are not a reimbursable expense.

Non-FEMA Federal Employees

1. A non-FEMA Federal employee is not considered an Invitational Traveler and should travel under the same policy and procedures as a FEMA employee in connection with TDY. As a federal traveler, any expense that is normally authorized for FEMA employees for official business in connection with TDY may be authorized for a non-FEMA federal traveler.

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

2. If the non-FEMA federal employee travel is not covered under an Inter-agency agreement (IAA), then the hosting Program Office should reserve/book all travel through FEMA’s current ETS.

a. Common carrier expenses will be paid via the Centrally Billed Account

(CBA).

b. Per diem allowances and other authorized travel expenses may be paid on a reimbursement basis.

c. The hosting program office will determine what traveler expenses will be authorized and reimbursed.

3. All travel, including travel for another federal agency, requires an approved TA prior to commencement of travel.

Cost Comparisons

Cost comparison forms must be completed when a cost comparison is required by this chapter. All cost comparison forms are located in Appendix C of this manual.

2-3. RESPONSIBILITIES

The Office of the Chief Financial Officer (OCFO) is responsible for:

1. Developing and establishing written policies and procedures for administering the authorization and reimbursement of official travel expenses.

2. Processing the completed Standard Form (SF)-1199a, Direct Deposit Sign-Up Form.

3. Making timely and accurate payment of allowable and/or authorized official travel expenses.

4. Processing travel vouchers and reimbursing allowable, authorized, and properly supported travel expenses no more than ten (10) business days after receipt of a proper travel voucher.

5. Making a ruling within ten (10) business days on a dispute of a disallowed travel expense.

6. Maintaining official travel records and documents supporting obligations for manual payments and payments for six (6) years and three (3) months as prescribed by the National Archives and Records Administration for post-payment audits.

7. Processing travel waiver requests.

https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

FEMA Programs and Offices are responsible for:

1. Assigning an Alternate Preparer to create FEMA and non-FEMA traveler’s profile.

2. Creating a TA, booking reservations, and completing a travel voucher for non-FEMA federal travelers and certain FEMA travelers, as appropriate.

3. Sending a memorandum informing the non-FEMA traveler of the request to travel on behalf of FEMA. The memorandum should provide all required information needed to conduct travel.

4. Ensuring non-FEMA travelers complete and submit a SF-1199a, Direct Deposit Sign-Up Form to the OCFO to ensure appropriate reimbursement of the approved voucher.

5. Coordinating any international travel requests in accordance with Chapter 6, International Travel on Official Business of this manual.

Alternate Preparers are responsible for:

1. Creating the non-FEMA traveler’s profile.

2. Assisting travelers with profile updates, as necessary.

3. Creating and submitting TAs.

4. Preparing travel arrangements, authorizations, and vouchers on behalf of non-FEMA travelers and some FEMA travelers.

Supervisors are responsible for:

A. Instructing travelers, particularly new travelers, in the preparation and submission of TAs and travel vouchers.

B. Authorizing TAs for employees on verbal travel order within three business days of the start of TDY.

Approving Officials are responsible for:

1. Determining if travel is mission essential and in the Government’s interest.

2. Exercising good judgment and prudence in approving official travel requests and expenses, in accordance with FEMA travel policies.

3. Having full knowledge of a traveler’s activities and ensuring only necessary travel is approved and cannot be achieved by a less-expensive method. If the mission can be accomplished more economically by correspondence, teleconference, web-based communications, or other appropriate means, Approving Officials must not authorize travel.

4. Ensuring that employees are not assigned to a single Temporary Duty Location for more than 50 consecutive weeks when approving official travel requests.

5. Signing memorandums requesting FEMA-OCFO approval of conference-related invitational travel.

https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

6. Signing and transmitting invitational travel letters in advance of travel to the invitational travelers.

7. Approving requests for other needs.

8. Ensuring that the TA is properly prepared in accordance with the pertinent regulations and agency procedures listed in sections 2-2.B-K of this chapter.

9. Making arrangements for an alternate Approving Official to fulfill his or her approval duties during absences and deployments.

Deciding Officials are responsible for:

1. Reviewing reasonable accommodation request for travelers with disabilities in accordance with the policies and procedures set forth by the Office of Equal Rights.

2. Approving reasonable accommodation requests for travelers and authorizing reimbursement for those expenses that are deemed necessary to accommodate a traveler with a disability and/or medical condition.

Travelers are responsible for:

1. Understanding and adhering to the Federal Travel Regulations (FTR) and

FEMA/DHS policies regarding official travel.

2. Submitting a completed SF-1199a, Direct Deposit Sign-Up Form, directly to the FFC Vendor Maintenance Unit of the OCFO via email at FEMA- Finance-VendorMaintenance@fema.dhs.gov or via fax at (540) 504-2625.

3. Conducting travel and incurring expenses in accordance with the approved TA.

4. Planning itineraries that will accomplish the purpose of the official travel for the most prudent cost.

5. Exercising sound and reasonable judgment regarding official travel to ensure its purpose is promptly and properly achieved.

6. Keeping travel records and retaining receipts for official travel expenses incurred for at least six years and three months5.

7. Submitting travel vouchers no more than five business days after travel ends, or every fourteen days for extended TDY assignments (30 days or longer).

2-4. FORMS AND RESOURCES

A. Standard Form-1199a, Direct Deposit Sign-Up Form B. GSA 87, Travel Authorization

5 Travelers are responsible for keeping copies of all receipts.

https://intranet.fema.net/org/ocfo/fmd/_layouts/WordViewer.aspx?id=/org/ocfo/fmd/Documents/Travel%20Toolbox/4%20CBA_Invitational%20Tab/XXINVITATIONAL%20TRAVEL%20LETTER%20WORKING%201%2021%2014.doc&Source=https%3A%2F%2Fintranet%2Efema%2Enet%2Forg%2Focfo%2Ffmd%2FDocuments%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Forg%252Focfo%252Ffmd%252FDocuments%252FTravel%2520Toolbox%252F4%2520CBA%255FInvitational%2520Tab%26InitialTabId%3DRibbon%252ELibrary%26VisibilityContext%3DWSSTabPersistence&DefaultItemOpen=1&DefaultItemOpen=1 https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf mailto:FEMA-Finance-VendorMaintenance@fema.dhs.gov mailto:FEMA-Finance-VendorMaintenance@fema.dhs.gov https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/1199a.pdf https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/GSA87-14b%5b1%5d.pdf

CHAPTER 2: TEMPORARY DUTY (TDY) TRAVEL

C. Rental Car Justification Form D. Invitational Travel Letter – Fillable Form E. Revised-Vendor ID Request Form F. Miscellaneous Expense Explanation Form https://intranet.fema.net/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/Rental%20Car%20Justification%20Form%20508c%208-13-12.pdf https://intranet.fema.net/org/ocfo/fmd/_layouts/WordViewer.aspx?id=/org/ocfo/fmd/Documents/Travel%20Toolbox/4%20CBA_Invitational%20Tab/XXINVITATIONAL%20TRAVEL%20LETTER%20WORKING%201%2021%2014.doc&Source=https%3A%2F%2Fintranet%2Efema%2Enet%2Forg%2Focfo%2Ffmd%2FDocuments%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Forg%252Focfo%252Ffmd%252FDocuments%252FTravel%2520Toolbox%252F4%2520CBA%255FInvitational%2520Tab%26InitialTabId%3DRibbon%252ELibrary%26VisibilityContext%3DWSSTabPersistence&DefaultItemOpen=1&DefaultItemOpen=1 https://intranet.fema.net/org/ocfo/fmd/_layouts/WordViewer.aspx?id=/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/Revised%20-Vendor%20ID%20Request%20Form%204-22-14.docx&Source=https%3A%2F%2Fintranet%2Efema%2Enet%2Forg%2Focfo%2Ffmd%2FDocuments%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Forg%252Focfo%252Ffmd%252FDocuments%252FTravel%2520Toolbox%252F5%2520Forms%2520and%2520Resources%2520Tab%26InitialTabId%3DRibbon%252ELibrary%26VisibilityContext%3DWSSTabPersistence&DefaultItemOpen=1&DefaultItemOpen=1 https://intranet.fema.net/org/ocfo/fmd/_layouts/WordViewer.aspx?id=/org/ocfo/fmd/Documents/Travel%20Toolbox/5%20Forms%20and%20Resources%20Tab/MiscExpenseExplanationForm%20APRIL%202012.doc&Source=https%3A%2F%2Fintranet%2Efema%2Enet%2Forg%2Focfo%2Ffmd%2FDocuments%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Forg%252Focfo%252Ffmd%252FDocuments%252FTravel%2520Toolbox%252F5%2520Forms%2520and%2520Resources%2520Tab%26InitialTabId%3DRibbon%252ELibrary%26VisibilityContext%3DWSSTabPersistence&DefaultItemOpen=1&DefaultItemOpen=1

CHAPTER 3: TRANSPORTATION ALLOWANCES

CHAPTER 3: TRANSPORTATION ALLOWANCES

3-1. PURPOSE

Employees will be authorized to use various modes of transportation to reach and return from temporary duty (TDY), extended TDY, and local travel locations while at the TDY site. Transportation may also be authorized for travel between places of lodging, business, and other locations essential to an employee’s work.

This chapter describes the modes of transportation that may be authorized for official business use and the policies that guide the use of approved transportation.

3-2. POLICY AND PROCEDURES

Policy Summary

1. Travelers, including invitational travelers, are eligible for payment of transportation expenses when performing official travel. The mode of transportation obtained must be the most economical available that meets mission requirements. Traveler preference or convenience does not justify using higher cost transportation.

2. If a traveler does not travel by the mode of transportation required by regulation or specified on an approved travel authorization (TA), any expenses incurred which exceed the cost of the authorized mode of transportation will be the responsibility of the traveler.

Selecting the Mode of Transportation

1. Travelers must select the mode of transportation most advantageous to the Government, considering cost and other factors. The mode of transportation selected must be the most expeditious means of transportation practicable and commensurate with the nature and purpose of the traveler’s duties. Travel by common carrier is presumed to be the most advantageous method of transportation and must be used when reasonably available. Any excess transportation costs incurred for indirect travel for personal reasons, or by unauthorized modes of transportation, will not be reimbursed.

2. FEMA establishes the following order of priority in the selection of mode of transportation:

a. Common carriers (e.g., aircraft, train, bus, ship, or other transit system)

b. Government-owned Vehicle (GOV)

c. Rental car

d. Privately Owned Vehicle (POV)

3. In addition, when determining the mode of transportation, the traveler and Approving Official(s) must also consider the following criteria and/or factors:

CHAPTER 3: TRANSPORTATION ALLOWANCES

a. Cost: Consideration must be given for energy conservation, total cost to the Government (including costs of per diem, overtime, lost work time, and actual transportation costs), total distance traveled, number of points visited, and number of travelers.

b. Approval: The Approving Official shall, when appropriate, restrict the use of taxis and rental cars under the following two conditions:

i. Suitable Government or common carrier transportation service is available for all or part of the distance involved.

ii. Courtesy transportation service is furnished by hotels/motels.

Courtesy transportation should be used by travelers as a first source of transportation between places of lodging at the TDY location and the common carrier terminal.

c. Travel Route: A traveler must travel to the TDY location by the most direct route unless an Approving Official approves a different route as officially necessary. If a traveler takes an indirect or alternate route for personal reasons while traveling to or from the TDY location, the traveler is responsible for any additional cost incurred beyond taking the most direct or usually traveled route and the least costly mode of transportation.

Common Carrier Travel Accommodations

1. Travelers may be authorized to use an airline, train, ship, bus or local transit system to travel to and from a TDY location. Any company that provides these types of transportation to the general public is referred to as a common carrier.

2. A common carrier is considered the most advantageous mode of transportation. Airlines should normally be used for long distance travel (distances beyond 300 miles) since the use of airlines usually results in the lowest overall cost. Trains, buses, ships, taxis, or local transit systems (when specifically approved) may be approved for short distance travel (less than 300 miles).

3. If airline is not selected as the mode of transportation for travel that exceeds a distance of 300 miles, the traveler must submit an approved cost comparison with their Travel Authorization (TA) to document that the selected common carrier (train, ship, bus, local transit system) or alternate method (rental car, government owned vehicle (GOV) or privately-owned (POV) is less expensive than the cost of the airline. The cost comparison must include the expense of transportation to and from the common carrier terminal. The cost comparison must also consider additional costs that would be incurred as a result of the alternate mode of transportation, including costs of any additional per diem, overtime, comp time, lost work time, and actual transportation costs.

CHAPTER 3: TRANSPORTATION ALLOWANCES

4. A cost comparison is not required if the Deciding Official or Approving Official has approved a common carrier other than airline or an alternate method of transportation for a Reasonable Accommodation, Emergency Travel, or operational necessity, but the TA and voucher must clearly state the reason for approval. If the Deciding Official has authorized an alternative method of transportation for a Reasonable Accommodation, a Reasonable Accommodation Number should be referenced on the travel voucher to support additional travel-related expenses.

5. Travelers must always use coach-class service for all common carrier types, unless an accommodation for other than coach-class is authorized.

When traveling by ship, travelers must use the lowest first-class accommodations, unless other than lowest first-class accommodations are authorized. For more information on the distinction between coach and premium class travel accommodations see Chapter 10, Premium Class Travel.

6. FEMA policy requires all travelers use coach-class accommodations for official travel. However, travelers may use frequent traveler benefits that are earned through means unrelated to official government travel or from government authorized travel to upgrade official travel from coach-class only if the upgrade is at no additional cost to FEMA. For more information on using frequent flyer benefits in conjunction with official government travel, see Chapter 10, Premium Class Travel.

7. Travelers must always use a U.S. Flag Air Carrier (or ship) service for air passenger transportation or when traveling by ship, unless an exception is approved by an Approving Official. Exceptions to this requirement apply to international travel. For more information on the exceptions see Chapter 6: International Travel on Official Business.

8. All common carrier (airline, ship, train and bus) expenses must be charged to a Travel Charge Card/ government-issued Individually Billed Account (IBA) in order to secure government and/or city pair rates for official travel.

Travelers who were not issued a Travel Charge Card/IBA must charge these transportation expenses a Travel Charge Card/Centrally Billed Account (CBA) to obtain the city-pair government fare. For international travel, which requires advance ticketing, and any other advanced ticketing, FEMA’s CBA should be used. However, if the traveler chooses to use a Travel Charge Card/IBA for common carrier tickets that require advance ticketing, the traveler will be responsible for timely payment of any balances that may be due prior to departure and prior to the payment of the travel voucher. The Travel Management Services (TMS) cannot accept any other method of payment without prior written approval from FEMA’s Chief Financial Officer (CFO). Use of personal funds to purchase a common carrier ticket, may result in the denial of full reimbursement for the ticket.

CHAPTER 3: TRANSPORTATION ALLOWANCES

**NOTE: Advanced ticketing occurs when the Travel Charge Card is charged at the time of booking rather than at the time of travel.

9. Receipts for common carrier transportation claims must show that the Travel Charge Card/IBA or Travel Charge Card/CBA was used as the payment method, unless a waiver for a different payment method was authorized.

Common Carrier Air Travel

1. Airline transportation is the only mode of common carrier transportation that offers contract and/or city-pair fares.

2. Contract Carrier - A contract carrier is an airline with which the

Government has a contract to provide air travel at discounted fares between specific routes for U.S. Government employees on official travel.

This also includes the U.S. General Services Administration's (GSA) scheduled airline passenger service between selected U.S. cities/airports and between selected U.S. and international cities/airports at reduced fares, commonly known as Government contract city-pair fares. Airline transportation is the only mode of common carrier transportation that offers contract and/or city-pair fares.

3. Government Contract City-Pair Fares - A FEMA traveler on authorized official travel must always use Government contract city-pair fares for scheduled air transportation service to travel to/from a TDY location, unless one or more of the conditions in Section 3-2.D “Common Carrier Air Travel” exist for use of a non-contract carrier. An Internet listing of Government contract city-pair fares is available at http://www.gsa.gov/citypairs. The use of the Government contract city-pair fares is restricted to Federal travelers and invitational travelers on official travel for the Government.

4. Non-Contract Carrier - A traveler may be authorized to use a non-contract carrier airline under limited circumstances.