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Federal Travel and Ethics. Kelly Gillin Friends Supv. Sr. Asst. General Counsel General Services Administration. Mandatory use of the Travel Charge Card. Public Law 105-264, January 27, 1998 mandates the use of a government furnished travel charge card.

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Federal Travel and Ethics

Kelly Gillin Friends

Supv. Sr. Asst. General Counsel

General Services Administration


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Mandatory use of the

Travel Charge Card

  • Public Law 105-264, January 27, 1998 mandates the use of a government furnished travel charge card.

  • Implementing regulations are published in the Federal Register July 16, 1999.

  • FTR Part 301-52, Effective May 1, 2000


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Mandatory use of the Travel Charge Card

  • Official use, not local travel

  • Incidental Expenses

  • Exemptions

  • Penalties

  • Why is use mandatory?


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Prompt Reimbursement of

Travel Expenses

Public Law 105-264 mandates reimbursement of travel expenses by agencies to employees within 30 days.


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Employees Who Fail To Pay

Charge Card Bills

Public Law 105-264 permits your agency to offset amounts owed to the travel card company from employees’ salaries.


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Routing of Travel

FTR section 301-10.7

Travel by the usually traveled route unless your agency authorizes a different route as officially necessary.


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Car Rental While On Official Travel

  • Liability and Vehicle Damage

  • Personal Use

  • Passengers in Rental Vehicles


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Payment of Travel From

Non-Federal Sources

  • 31 U.S.C. § 1353 authorizes Federal agencies to accept payment of travel expenses for employees to attend meetings and similar functions.

  • Federal Travel Regulation Part 304-1 implements this authority.


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Conferences

FTR Part 301-74

Increased Per Diem Rates for attendance at conferences

Light Refreshments

Training conferences

Attendees in a travel status

Formal conferences

(Comptroller General decision

B-300826, March 3, 2005)


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Use of Airline City-Pair Contracts

  • Seat not available in time to accomplish mission or would require additional per diem.

  • Agency policy to travel during normal working hours.

  • Lower fare on non-contract carrier available to the general public. (TMC/CTO must still be used to book travel arrangements).

  • Use of Amtrak

  • Smoking flight


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Other Than Coach-Class Travel

First Class and Business Class Airline Accommodations can only be used in specified, limited circumstances. Travelers are expected to act prudently.


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First Class Travel

  • No coach class are reasonably available within 24 hrs.

    B. Accommodate a disability or special need.

    - Medical certifications required (includes necessity, duration, and recommendation)

    - Attendant services


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First Class Travel

  • Exceptional security requirements- Life or Government property endangered

    - Protective details

    - Accompanying controlled packages

    D. Required for agency mission


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Business Class Travel

  • Accommodate a disability or special need

  • Exceptional security requirements

  • Inadequate sanitation or health standards in coach on foreign carrier

  • Regularly scheduled flights provide only other than coach-class accommodations


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Premium Class Travel (cont)

E. Non-federal source pays costs

F. When OCONUS Flight time > 14 hours

G. Results in overall cost savings

H. No coach space available in time to accomplish mission

I. Required for agency mission


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Use of Frequent Flyer Benefits

Section 1116 of Public Law 107-107 (the National Defense Authorization Act of 2002) permits personal use of promotional items earned on official travel.


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Promotional Items –cont’d

  • Includes frequent flyer miles, upgrades, access to airline clubs or facilities.

  • Applies to employees, family members and dependents who receive promotional items while traveling for the Government.

  • Includes all promotional items received before, on or after enactment of the new law.


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Promotional Items- cont’d

  • Applicable to promotional items obtained whether travel is at the expense of the Government or accepted from a non-Federal source.

  • Applies to all promotional items obtained while on official travel- including airlines, hotels and car rental companies.


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Denied Boarding Compensation

  • Involuntary Bumping

  • Voluntarily Vacating an Airline Seat


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Contact Information

Kelly Gillin Friends

Office (202)501-1156

Fax (202)501-0583

[email protected]

Alternate contact:

Jeremiah Strack

(202) 501-0496

[email protected]


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