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Basic Federal Travel Regulation (FTR) update -Temporary Duty Travel – Federal Civilian Rick Miller Travel Program Analyst Travel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010 Federal Travel Regulation (FTR)

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Basic Federal Travel Regulation (FTR) update -Temporary Duty Travel – Federal Civilian

Rick MillerTravel Program AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2010

federal travel regulation ftr
Federal Travel Regulation (FTR)
  • Issued by GSA to implement Title 5 United States Code (U.S.C.), Chapter 57, regarding travel, transportation, and subsistence expenses of federal civilian employees
  • FTR is promulgated under direction from Congress – it is a “legislative rule” which is entitled to special weight & binding on all agencies (41 Code of Federal Regulation - CFR)
  • Agency policy/regulation are “interpretive rules” since they are typically issued without statutory approval and generally used to implement and supplement the FTR for civilian employees
ftr purpose format
FTR - Purpose / Format

Purpose

To interpret statutory and other policy requirements

To communicate the resulting policies in a clear manner to Federal agencies and employees

Formats

Question and answer

Title and narrative

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ftr glossary of terms
Common Carrier

Employee with a Disability

Furnished Meals

Immediate Family

Non-Foreign Area

Per Diem Allowance

Reduced Per Diem

Travel Authorization

United States

FTR - Glossary of Terms

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ftr employee
FTR - Employee

Employee

An individual employed by an agency, regardless of status or rank

An individual employed intermittently in Government service as an expert / consultant and paid on a daily when-actually employed basis

An individual serving without pay or at $1 a year

FTR does not pertain to Contractors, State, County, or Local Government employees, Non-federal employees, corporations/private businesses, and Title 22 employees

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ftr travel authorization
FTR - Travel Authorization

Travel Authorization (Orders)

  • A written/electronic travel authorization - provides purpose of the employees official travel / type of special conditions
  • Provides travel expenses the agency may pay, such as; transportation, per diem, miscellaneous expense
  • Provides specific authorizations, such as; other-than-coach class, foreign air service, rental car, actual expense per diem,
  • The travel authorization is a record of vested travel entitlements and may not be administratively altered after the fact to increase/decrease benefits in the absence of clear error
ftr transportation
FTR - Transportation

Transportation methods

  • Agencies may authorize the following types:
    • Common carrier transportation: airline, train, ship, bus
    • Government vehicle (GOV)
    • Privately owned vehicle (POV): mileage or NTE the constructive common carrier
    • Special conveyance: taxi or commercial automobile
ftr liability route
FTR - Liability / Route

Liability

  • If you do not travel by the method of transportation required by your agency, any additional expenses will be borne by you

Route of Travel

  • You must travel to your destination by the usually traveled route unless your agency authorizes or approves a different route as officially necessary
ftr airlines
FTR - Airlines

Airline basic requirements

  • Three categories:
    • Contract carriers, when available
    • Coach class service, unless other than coach class is authorized
    • U.S. flag air carrier service
ftr contract city pair fares
FTR - Contract City-Pair Fares

Contract City-Pair Fares

  • Civilian employees of an agency must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions exits (FTR 301-10.107)
  • Contact city-pair fares are available at http://www.gsa.gov/citypairs
  • Contractors and grantees are not eligible for the use of city-pair fares
ftr airline accommodations
FTR - Airline Accommodations

Type of Classes of Accommodations

Coach-class - The basic class of accommodation by airlines that is normally the lowest fare offered regardless of airline terminology used

Other-than-Coach-class - Any class of accommodations above coach-class, e.g., first-class or business-class

For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under FTR 301-10.123 and 301-10.124

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ftr u s flag carrier
FTR - U.S. Flag Carrier

U.S. Flag Carrier

An employee is required by 49 U.S.C 40118 (Fly America Act) to use U.S. flag air carrier for all Government funded travel. There are some exceptions:

Use of a foreign air carrier is determined to be a matter of necessity with FTR 301-10.138

The transportation is provided under a bilateral or multilateral air transportation agreement (Open Skies)

You are an employee of a Foreign Affairs agency

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ftr mileage rates distance
FTR - Mileage Rates / Distance

Mileage rates effective 1 January 2010

Privately-owned airplane $1.29 per mile

Privately-owned automobile $0.50 per mile

Privately-owned motorcycle $0.47 per mile

Distance measurements for travel

POV/motorcycle = As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings

Privately-owned airplane = FAA charts

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ftr taxi shuttle services
FTR - Taxi / Shuttle Services

Taxi or Shuttle services

  • May be used when agency authorizes / approves for:
    • To and from a carrier terminal
    • For travel at the TDY location
    • Between residence and office on day you perform official travel
  • Tips - Amount which your agency determines to be reasonable
ftr per diem eligibility
FTR - Per Diem Eligibility

Eligibility

  • When you perform official travel away from your official station, or other areas defined by your agency
  • You incur per diem expenses while performing official travel
  • You are in a travel status for more than 12 hours
  • Non-eligible --You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses
ftr per diem methods
FTR - Per Diem Methods

Methods of Per Diem

  • Lodging-plus per diem method
  • Reduced per diem method
  • Conference lodging allowance method
  • Actual expense method
ftr per diem rates
FTR - Per Diem Rates

Per Diem rates

  • Continental United States (CONUS) – Rates set by: GSA (http://www.gsa.gov/perdiem)
  • Non-foreign areas – Rates set by: Department of Defense (http://defensetravel.dod.mil/perdiem/)
  • Foreign areas – Rates set by: Department of State (http://www.state.gov)
  • Your TDY location determines your maximum per diem reimbursement rate
ftr m ie allowance
FTR - M&IE Allowance

Applicable M&IE allowance

  • More than 12 but less than 24 hours:
    • 75% of the applicable M&IE for each calendar day
  • 24 Hours or more:
    • Day of departure - 75% of the applicable M&IE rate
    • Full days of travel - 100% of the applicable M&IE rate
    • Day of return - 75% of the applicable M&IE rate
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FTR - Meal Rates

  • Meal rates effective: 10/1/09
  • M&IE $46 $51 $56 $61 $66 $71
  • Breakfast 7 8 9 10 11 12
  • Lunch 11 12 13 15 16 18
  • Dinner 23 26 29 31 34 36
  • Incidentals 5 5 5 5 5 5
  • M&IE rate must be adjusted for a meal(s) furnished to you by the government by deducting the appropriate amount shown

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ftr baggage
FTR - Baggage

Baggage

Checked / Transferring Baggage

First checked bag - miscellaneous expense

Second / subsequent checked bags – when agency determines the baggage was needed for official reasons

Travelers should verify their agencies’ current policies and procedures regarding excess baggage

Tips for baggage handling, to include curb-side, are not allowed unless for government property or disability/special need employee

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ftr lodging taxes
FTR - Lodging Taxes

Lodging Taxes

Lodging taxes are reimbursable as a miscellaneous expense for CONUS / non-foreign areas

Separate claims for lodging taxes incurred in foreign areas are not allowed

Exemptions from taxes for Federal travelers, and the forms required to claim them vary from location to location

Web site: www.gsa.gov/smartpay

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ftr laundry
FTR - Laundry

Laundry, cleaning and pressing of clothing expenses

Miscellaneous travel expense

No dollar restriction – “prudent traveler”

Must incur a minimum of 4 consecutive nights lodging on official travel to quality for this reimbursement

Separate claims for laundry and dry cleaning expenses incurred in foreign and non-foreign areas are not allowed

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ftr misc expenses
FTR - Misc Expenses

Miscellaneous expenses

  • Baggage expenses
  • Use of computers, printers, faxing machines
  • Official phone calls/service, faxes
  • Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional)
  • Transaction fees for use of automated teller machines (ATMs)—Government contractor-issued charge card
ftr travel claims
FTR - Travel Claims

Travel claim

  • Travel authorizations including any necessary special authorizations
  • Receipts
  • Within 5 working days after you complete your trip
  • Every 30 days if you are on continuous travel status
ftr receipts
FTR - Receipts

Receipts requirements

  • Lodging
  • Authorized expenses over $75
  • Provide a reason acceptable to your agency explaining why you are unable to provide the necessary receipt
  • Receipts must be retained for six (6) years, three (3) months
ftr training
FTR - Training

GSA Travel Training Branch offers a wide range of courses www.gsa.gov/traveltransportationtraining

  • Conference Planning
  • Relocation Allowances
  • Relocation Income Tax Allowances
  • Temporary Duty Travel – Joint Travel Regulation (JTR Vol.2)
  • Temporary Duty Travel – Federal Travel Regulation (FTR)
  • Advanced Temporary Duty Travel: FTR
ftr point of contact
FTR - Point of Contact

Government Travel

(202) 501-1777 (voice)

(202) 501-0349 (fax)

e-mail: travel.policy@gsa.gov

Rick Miller, OGP, MTT

(202) 501-3822 (voice)

(202) 501-0349 (fax)

e-mail: rodney.miller@gsa.gov

Twitter: GSAtravelpolicy

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