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2510 GTCC PURPOSE AND INFORMATION

*DoD FMR 7000.14-R, Volume 9, Ch 3, par. 0305 indicates the purposes for which a DoD GTCC may be used.

Paper Tickets

1. Additional paper ticket cost is reimbursable, when authorized/approved by the AO, as necessary to meet Gov't requirements (e.g., potential work stoppage by the airline or special circumstances involving international travel to foreign countries). 2. Paper tickets bought for personal convenience are the traveler's financial responsibility.

Tips, Transportation Related

1. Courtesy Transportation. Transportation related tips the traveler elects to pay to drivers of courtesy transportation (e.g. hotel, park and ride, or airport shuttles), ICW official travel, are covered in the IE portion of per diem and are not reimbursable (effective 1 October 2014). 2. Taxi Cab/Limousine Service. Reasonable and customary transportation related tips and mandatory service charges for taxi cab/limousine service are not separately reimbursable, but added to the cost of such transportation. A reasonable and customary fee is the amount that your transportation service provider determines to be the standard tipping amount up to 20% of the fare amount which must be included in the total fare amount claimed on your travel voucher.

Special Conveyance/Rental Vehicle (Includes Rental Aircraft) Reimbursable Expenses

1. General a. Special conveyance/rental vehicles are a reimbursable expense with AO authorization/approval. b. When a special conveyance (particularly a rental vehicle or a taxi) must be used, sharing of the special conveyance by official travelers is encouraged to most efficiently use taxpayer dollars. *c. Only the individual authorized to rent the special conveyance/rental vehicle may be reimbursed for authorized expenses associated with the conveyance/vehicle (e.g., gas). 2. CTO Use. A traveler who disregards a special conveyance arrangement made by a CTO must be prepared to provide justification for additional special conveyance costs before reimbursement (beyond the cost of using the CTO) is allowed. *3. Reimbursable Expenses. When the AO authorizes/approves special conveyance/rental vehicle use for official travel, the following expenses are reimbursable to the individual authorized to rent the special conveyance/rental vehicle: a. Any 'per day' administrative fee called for in the DTMO rental car agreements (including GARS); b. Rental cost, tax and local assessments on rental vehicle users; c. Necessary gas and oil. Prepaid refueling costs are not authorized. The AO may approve vendor refueling charges only if it is not possible for the traveler to refuel completely prior to returning the vehicle because of safety issues or the location of the closest fueling station.; d. Aircraft landing and tie down fees; e. Transportation to and from the rental facility, public transit systems, and taxi fares; f. Parking; ferry fares; bridge, road and tunnel tolls; g. Traveler access fee; h. Garage, hangar, or boathouse rental; i. Operator's subsistence; j. Optional extra collision hull insurance for rental aircraft; k. Mandatory rental car insurance coverage required in foreign countries; l. Snow tires. Reimbursement is limited to the rental conveyance upgrade costs necessary for the required nonstandard equipment. m. GPS rental, when the AO determines it is necessary for official use. n. Toll collection transponder installed in rental car when necessary for official use (for both tolls and daily/weekly fee). Activation of the toll collection transponder, installed in a rental car for optional use, is not reimbursable unless the AO determines it was necessary for official travel. protection, etc.) is reimbursable only if the insurance is required: (1) By the rental company in a foreign area/country to provide full coverage insurance, (2) For certain classified special operations. B-204486, 19 January 1982 p. A breathalyzer installed in rental car when required in a foreign country. See item 4e below. q. Rented Motor Vehicle Damage (1) DoD Travelers (a) A traveler may be reimbursed for personal funds paid to a rental car company for rental vehicle damage sustained in the performance of official business, if the claim is adjudicated payable. (b) The Gov't may make direct payment to the rental car company, instead of the traveler, if appropriate. (c) Reimbursement is a transportation expense. (d) A request from a traveler or rental company for reimbursement/payment must be documented and submitted IAW the DoD FMR, Volume 9, Ch 4. (e) Statements, itemized bills, and an accident report are typical requirements (47 Comp. Gen. 145 (1967)). (f) If damage is to a rental car under the DTMO rental car agreement, a DoD traveler may file an accident report at the DTMO website. (2) Non-DoD Member: A request from a traveler or rental company for reimbursement/payment must be documented and submitted IAW written Service/DoD Component guidance. r. Necessary non-standard equipment and any additional charges when authorized in the order. Reimbursement is limited to the rental conveyance upgrade costs necessary for the required non-standard equipment. 4. Non-Reimbursable Expenses. The following expenses are not reimbursable: a. Personal Accident Insurance. Personal accident insurance is a personal expense and is not reimbursable. b. Rental Car Insurance in the U.S./Non-Foreign OCONUS Location. A traveler is not reimbursed for rental car insurance coverage purchased in the U.S./non-foreign OCONUS location regardless of the rental company. See 3o above for classified operations. c. Damage to Rental Car when Used on Other than Official Travel (1) General. Reimbursement for damage sustained by a rented automobile while being used on other than official travel is not authorized. (2) Example. TDY ends on Friday; the traveler delays return to the PDS until Sunday and retains the rental car. On Sunday, the rental car is damaged. The traveler may not be reimbursed for the cost of repairs since the traveler was not on official duty at the time of the accident (GSBCA 16477-TRAV, 13 October 2004). d. Purchase of Equipment. The cost of purchased (as opposed to rented) equipment is not reimbursable (e.g., snow tires, GPS, toll transponder), e. Breathalyzer Replacement Fee. Reimbursement of any element of the breathalyzer fee is not authorized if the breathalyzer is used while on other than official travel, for personal convenience, or if negligence is determined.

Registered Traveler Membership Fee

1. Individual traveler membership in a registered and/or trusted traveler program is not a reimbursable expense per par. 1215. 2. Use of Gov't funds to obtain membership in such a program is statutorily prohibited by 5 USC §5946 per FTR Bulletin 08-05, 25 June 2008.

Nonrefundable Room Deposits; Forfeited Rental Deposits/Prepaid Rent; and Early Checkout Penalties when TDY is Curtailed/Canceled/Interrupted.

1. Lodging cost reimbursement may be authorized/approved by the AO when advance lodging arrangements (including deposits for rental units) are made and TDY is curtailed, canceled, or interrupted. 2. Reimbursement must not exceed the remaining amount of per diem/AEA, plus appropriate lodging tax that would have been paid if the TDY had not been curtailed, canceled, or interrupted. 3. See 59 Comp. Gen. 609 (1980), 59 Comp. Gen. 612 (1980), and 60 Comp. Gen. 630 (1981). 4. The AO should consider if the: a. Traveler acted reasonably and prudently in incurring lodging expenses, b. Traveler had a reasonable expectation of completing the TDY as authorized, c. Assignment was changed for official purposes or for an acceptable reason beyond the traveler's control, and d. Traveler took reasonable steps to obtain a refund once the TDY was officially canceled/curtailed.

Merchant Surcharge

1. Members Only a. Reimbursement is authorized for merchant surcharges (up to 4%) for official travel expenses charged with: (1) The GTCC, or (2) A personal charge card used by members exempt from GTCC use for official travel. The member must provide exemption authority. b. See DoD FMR, Volume 9, Ch 3 for information on personnel exempt from the requirement to use the GTCC. c. Not all merchants impose a surcharge. Some state laws restrict or limit surcharges.

Lodging Reimbursement while on Leave

1. Members Only. Reimbursement is authorized for the actual cost of lodging retained at the TDY location during leave, NTE the per diem rate lodging portion for the TDY location, for each day: a. During contingency operations (par. 7050), b. During authorized/ordered evacuations (par. 7055), or c. When receiving long term TDY flat rate per diem (par. 4250).

B. Non-Motorized Transportation Mode

1. Mileage allowance is not authorized for non-motorized transportation mode (bicycle, etc.) used for official travel. See GAO decisions B-184641, 11 September 1975; B-196484, 19 February 1980 and B-201654, 12 January 1981. 2. Reimbursement of actual transportation expenses incurred in the use of the non-motorized transportation mode is limited to the most advantageous transportation mode per the AO determination.

Mission Related Expenses

1. Mission related expenses are not reimbursable as travel expenses. 2. Mission related expenses include, but are not limited to: a. Equipment and materials (e.g., batteries, clothing, lost or missing keys used for whatever purpose). b. Medical supplies or equipment; c. Tools; d. Film; e. Office or professional supplies and equipment; f. Books; g. Use of clerical assistance (e.g., typists, data processors, stenographers); h. Technology equipment (e.g., computers, printers, faxing machines, and scanners); *i. Registration fees for training courses; *j. Cleaning expenses for contracted TDY lodging (see par. 2830-G); and *k. Similar items. 3. See B-166411, 3 September 1975; B-198823, 10 December 1980; and B-198824, 23 January 1981. 4. See DoD FMR Vol. 10, Ch 11 for reimbursement.

Personal Expenses

1. Personal expenses are not reimbursable as travel expenses. 2. Personal expenses include, but are not limited to: a. Any products or services purchased or used for personal hygiene (e.g., barbers, hairdressers, toothpaste, razors, blow dryers, manicurists, masseurs or other similar items or services); b. Parking or traffic ticket fines; c. Gifts for child care, pet care, or hotel concierge; d. Gym or workout fees; or e. Similar items that would normally be purchased for personal use at the PDS.

Preparatory Travel Expense Reimbursement when the Order is Amended, Modified, Canceled or Revoked

1. Preparatory travel expenses include fees for: a. Traveler's checks, b. Passports, c. Mandatory biometric visa requirements, d. Visas, e. Green cards, and f. Communications services. 2. Preparatory travel expenses are reimbursable, provided: a. The action taken is beyond the traveler's control, b. It is in the Gov't's interest, and c. A refund is unobtainable prior to the order being changed.

Lodging Tax

1. Reimbursable. Lodging tax reimbursement (CONUS and non-foreign OCONUS only) is limited to the tax on reimbursable lodging costs. Example: if the authorized maximum lodging rate is $60/night, and lodging that costs $110/night is chosen, tax on $60 may be reimbursed, which is the maximum authorized lodging amount. 2. Not Reimbursable. Lodging tax in foreign OCONUS areas is part of per diem/AEA and is not separately reimbursable. 3. Exception. Reimbursement is authorized in CONUS and non-foreign OCONUS areas except when MALT Plus for POC travel is paid. *4. Applicability to Long Term TDY Flat Rate Per Diem. See pars. 4250-B8 and 4250-D.

Service and Processing Fees

1. Service and processing fees (transaction fees) for arranging official transportation, rental car and lodging accommodations are authorized: a. Through a CTO/TMC, and b. When a CTO/TMC is not available. 2. Reimbursement is authorized only when every reasonable attempt has been made by the traveler to engage CTO/TMC in the process and the CTO/TMC is not available, prior to official travel commencement.

Military Working Dog (MWD) Expenses

1. Travel and transportation expenses related to a MWD are reimbursable expenses, limited to the following: a. Transportation costs, to include tariffs either as cargo, or when traveling in the cabin with the handler. b. Kennel handling fees at an air terminal or place of lodging. c. Lodging fees ICW the MWD, and/or d. Cleaning fees ICW commercial rental vehicle transportation for the MWD. 2. Expenses related to a MWD that are not reimbursable, under travel, but could be considered mission expenses include, but are not limited to: a. Dog Food, b. Leashes, c. Kennels (damage/replacement), and/or d. Veterinary services.

2505 CENTRALLY BILLED ACCOUNT (CBA)/INDIVIDUALLY BILLED ACCOUNT (IBA) NOTIFICATION STATEMENTS

A statement must be on each travel order indicating whether transportation tickets ordinarily are purchased using a GTCC CBA, or using a GTCC IBA. This statement alerts voucher examiners when a transportation cost shows as a reimbursable expense, and assists in preventing duplicate payments.

2140 U.S. FLAG TRANSPORTATION REIMBURSEMENT RESTRICTION

A traveler generally may not be reimbursed for travel on non U.S. flag transportation modes if U.S. flag transportation is available for the transportation mode. For exceptions, see the specific transportation mode.

2120 PERSONAL CONVENIENCE TRAVEL

A traveler may not be provided contract city pair airfares provided under GSA contract (App P) or any other airfares intended for official Gov't business for any portion of a route traveled for personal convenience.

2135 SUBSTANDARD ACCOMMODATIONS

A traveler may voluntarily use/accept, and the Gov't may furnish, accommodations that do not meet minimum standards if the traveler's or Service's/DoD Agency's needs require use of these accommodations. Involuntary acceptance of substandard accommodations is not required.

2160 TDY CANCELED OR CHANGED

A traveler must promptly cancel airline and/or lodging reservations when it is known that they will not be used (e.g., TDY canceled, curtailed or changed). All unused tickets must be promptly turned into the issuing CTO. A traveler's failure to follow these procedures may make the traveler financially liable for any resulting losses.

2105 ECONOMY CLASS ACCOMMODATIONS

A traveler must use economy/coach class accommodations unless other accommodations are authorized/approved as provided in par. 3500, 3600, 3650 or 7815.

2255 TRAVEL STATUS START AND END (Uniformed Members Only)

A. Aircrew Member or Courier Aircrew Member or Courier 1 Table 2D-1 Travel Status Chart Travel Status Start Rule When Member Departs And Proceeds To And Then To Travel Status Starts When Member Departs From 1 Home Office Flight ops/terminal at the PDS 3 Terminal 4 2 Home Flight ops/terminal at the PDS 3 N/A Terminal 4 3 Home Office Flight ops/terminal not at the PDS 3 Office 2 4 Home Flight ops/terminal not at the PDS 3 N/A Home Travel Status End Rule When Member Returns To And Proceeds To And Then To Travel Status Ends When Member Returns To 5 Flight ops/terminal at the PDS 3 Office or home N/A Terminal 4 6 Flight ops/terminal not at the PDS 3 Office Home Office 2 7 Flight ops/terminal not at the PDS 3 Home N/A Home

2800 GENERAL

A. Authority *1. Service/DoD Agency designated officials may authorize/approve transportation expense reimbursement incurred by a traveler conducting official business in the PDS/TDY local area. *2. POC travel may not be directed; but is permitted: *a. In the Gov't's interest, or *b. For the traveler's convenience. B. Local Area. The local area is the area: 1. Classification. The local area is: a. Within the PDS/TDY limits and the metropolitan area around the PDS/TDY area served by local public transit systems; b. Within a local commuting area of the PDS/TDY station determined by the AO/local Service/DoD Agency in a written directive. An arbitrary distance radius must not be established to define a local commuting area (59 Comp. Gen. 397 (1980); or c. Separate cities, towns, or installations adjacent/close to each other, between which the commuting public travels during normal business hours on a daily basis. 2. Designation. For DoD, the installation/base/senior commander establishes the local area for all DoD personnel, even if the personnel are from more than one command, unit, installation, or Agency. C. Control and Delegation 1. A commander/DoD Agency head must designate, in writing, appropriate personnel who may authorize/approve local public transit system use by a traveler, other than a traveler under an official travel order, in the performance of official business. 2. These designated officials also are responsible for: a. Furnishing public transit system tokens/tickets, when appropriate; (NOTE: DoD or the Service/DoD Agency must specify the business practice for managing and safeguarding such items, if applicable), and b. Authorizing/approving reimbursement claims when a traveler incurs expenses for authorized/approved local public transit system. 3. The furnishing of public transit system tokens/tickets does not relate to the transit subsidy program. D. Reimbursable Expenses. See App G. E. Mass Transit Subsidy Voucher. A mass transit subsidy voucher: 1. Is not covered in the JTR; 2. Is intended only for transportation from home to work site and return to home; 3. Is not intended for use to pay for travel to/from/between alternate work site(s); and 4. Used to travel to/from/between alternate work site(s) prevents the traveler from receiving local travel reimbursement for that travel. F. Travel to and from Medical Facilities (Members Only) 1. Official Ordered Travel at Gov't Expense a. A member ordered to a medical facility within the local area to: (1) Take a required physical examination, or (2) Obtain a medical diagnosis and/or treatment, is on official business and must be reimbursed for transportation, unless Gov't transportation is provided. b. Ordered travel includes additional visits if the visits are part of the required physical examination. 2. Unofficial Travel at the Member's Expense. A member who voluntarily travels to a medical facility to obtain a medical diagnosis and/or treatment (e.g., sick call, appointments) is not on official business, and reimbursement for the transportation is not authorized.

2300 AUTHORITY

A. Authorization. A travel advance, as allowed by the authorizing statute: 1. May be paid when authorized on a travel order, and 2. Is not the same as authorizing GTCC IBA use for an ATM advance. B. Regulations. A travel advance is paid IAW: 1. The DoD FMR, Volume 9 (DoD Services/DoD Agencies), and 2. Service regulations (Non-DoD Services).

2250 GENERAL

A. Authorized Allowances. A traveler is authorized travel and transportation allowances only while in a "travel status". See App A1 for travel status definition. B. Conditions 1. Uniformed Members Only: Travel status (except as a member of a ship's crew) is: a. Time spent away from the PDS on public business under competent travel orders, including necessary delays en route. b. Travel ICW necessary TDY including time spent at a TDY station, without regard to whether duty is performed while traveling, and without regard to the length of time away from the PDS; c. PCS travel; and d. Necessary delay(s) while awaiting further transportation after travel status has begun; e. Travel to and/or from a hospital for observation or treatment (for travel to/from a medical facility in the local travel area, see par. 2800-C); f. Travel by Gov't or other aircraft, including: (1) Flights for training purposes made under orders of competent authority that require one or more landings away from the starting point; and (2) All necessary delays incident to the transportation mode; g. Flights for training purposes made in the absence of a travel order when it is necessary to remain away overnight; and h. Other circumstances determined jointly by the Secretaries concerned before, during, or after occurrence to constitute a travel status. C. Starting and Ending Travel. Travel status starts when the traveler leaves the PDS, residence, office, detaches from/signs out of a unit/agency, or other departure point, and ends upon return to the residence, office, PDS; arrival at the new PDS, defined as reporting to or signing in to the new unit/agency, or other arrival point at the trip conclusion. D. Exclusion 1. Uniformed Members Only: Travel status does not include administrative absence/disciplinary action travel of any kind (par. 7620). See DoDI 1327.06, Leave and Liberty, 16 June 2009, incorporating change 1, 30 September 2011, Encl. 2, par. 6, subpar. (a-e).

2560 GOV'T QTRS AVAILABLE

A. Checking Gov't Qtrs Availability 1. A member performing TDY at/to a U.S. Installation (as opposed to a town/city) is required to check Gov't Qtrs availability (either directly or through the CTO) at (not near) the assigned U.S. Installation. 2. The member is not required to seek/check for Gov't Qtrs when TDY to a U.S. Installation/Reservation after non-availability documentation has been initially provided. 3. Example: A member, who is required to check Qtrs availability on arrival at a U.S. Installation, does so and certifies non-availability, or is issued non-availability documentation. The member cannot be required to recheck later for Qtrs availability at that U.S. Installation during that TDY period there. See par. 2570. 4. The member is not required to check for Gov't Qtrs availability when TDY to a foreign installation unless directed by competent authority in the orders. 5. When ordered to a Joint Base that encompasses locations that are not connected but are geographically separated (i.e., do not share a common perimeter), travelers are required to use lodging at the Gov't Qtrs located on the part of the base where they are performing duty. If quarters are not available at that location, the traveler should receive a statement of non-availability as per JTR, par. 2570. Travelers are encouraged, but not required to use Gov't Qtrs at other locations geographically separated within the Joint Base. B. AO Directs Gov't Qtrs. The AO may direct Gov't Qtrs when participating in a combined exercise/operation, or attending a foreign service school where the use of Gov't Qtrs on that foreign installation would be prudent. C. Availability/Non-availability Documentation 1. Availability/non-availability must be documented (see par. 2570). 2. Non-availability documentation is required only for Gov't Qtrs on (not near) an Installation at which a member is TDY. 3. The member is not required to check for Gov't Qtrs availability when TDY to a foreign installation unless directed by competent authority in the orders. D. Member Uses Other Lodgings as a Personal Choice. A member: 1. Should use adequate and available Gov't Qtrs on the U.S. Installation at which assigned TDY. 2. Who uses other lodgings as a personal choice, when adequate Gov't Qtrs: a. Are available on that U.S. Installation, or b. Use is directed on a foreign Installation is limited to the Gov't Qtrs lodging reimbursement cost on the Gov't Installation to which assigned TDY (44 Comp. Gen. 626 (1965)). E. Per Diem Limitation Not Allowed. Per diem cannot be limited based on nearby Gov't Qtrs that are not on the Gov't Installation, to which the member is assigned TDY, but on another nearby Gov't Installation, uniformed facility, or elsewhere.

2110 'OTHER THAN ECONOMY/COACH' ACCOMMODATIONS (FIRST AND BUSINESS)

A. Definition. See App A1 for definitions of premium, first, and business class accommodations. B. Authority. See par. 3510-A, or 3620 for Gov't funded 'other than economy/coach' accommodations authority. C. First Class Decision Support Tool. See App H2C, for a first class decision support tool. D. Business Class Decision Support Tool. See App H3B for a business class decision support tool. E. Travel Order 1. The travel order MUST include the cost difference shown in App H2A ('Other than economy/coach' Accommodations Reporting Data Elements and Procedures) items 13 and 14. 2. Example: Business/First class travel is justified and authorized/approved based on par. 3500. The cost difference between the business and coach class fare is $765. The authorization/approval could state something similar to "Lt Gen. Jones, HQ USA/XXXX, (authorized/approved) 'other than economy/coach' accommodations use. Full documentation of the (authorization/approval) for 'other than economy/coach' accommodations use is on file in the approving official's office." F. Advance Authority. Requests for 'other than economy/coach' accommodations must be made and authorized in advance of travel unless extenuating/emergency circumstances make advance authorization impossible. G. Extenuating/Emergency Circumstances 1. If extenuating/emergency circumstances prevent advance authorization, the traveler must obtain written approval from the appropriate authority within 7 days of travel completion. 2. A travel order authorizing 'other than economy/coach' accommodations due to extenuating/emergency circumstances must: a. Clearly explain the circumstances by providing background and justification to enable upgrade rationale audit; b. Include the cost difference between 'other than economy/coach' and economy/coach fares; c. Include the authority and authorization source (memo/letter/message/etc.); d. Include the date and position identity of the signatory for 'other than economy/coach'; and e. Annotate appropriate Gov't transportation documents with the same information. are not approved after the fact, the traveler is responsible for the cost difference between the 'other than economy/ coach' transportation used and the cost of the transportation class for which the traveler was eligible. I. Authorizing/Approving Official. Only a person senior to the traveler may authorize/approve other than economy/coach accommodations for the traveler. See DoD 4500.9-R, par. E.3.1.4, Encl 3, 12 February 2005, and par. 3510. J. Medical and Special Needs 1. See App A1 for special needs definition. 2. 'Other than economy/coach' accommodations may be authorized/approved by the 'other than economy/ coach' AO due to medical/special needs reasons only if a competent medical authority certifies that a disability/ special need exists and, in the case of a medical need, the medical condition necessitates (for a specific time period or on a permanent basis) the accommodations upgrade. Competent medical authority must certify a disability/special need, in writing, every six months. If the disability/special need is a lifelong condition, a certification statement is required every two years. 3. The 'other than economy/coach' AO must be able to determine that, at the time of travel, 'other than economy/coach' accommodations are/were necessary because the traveler is/was so disabled/limited by special needs that other lower cost economy accommodations (e.g., 'bulkhead' seating, or providing two economy seats) cannot/could not be used to meet the traveler's requirements. 4. An attendant authorized transportation under par. 7815 may be authorized/approved 'other than economy/ coach' accommodations only when the attended traveler is authorized 'other than economy/coach' accommodations use and requires attendant services en route. 5. Authority for a family member to use 'other than economy/coach' accommodations due to a disability or special need does not authorize the entire family to use 'other than economy/coach' accommodations. 'Other than economy/coach' authority is limited to the disabled traveler and attendant (if required). See App A1 for special needs definition. K. 'Other than Economy/Coach' Accommodations Not Authorized. Unless authorized/approved for medical reasons/physical handicap in par. 2110-J, 'other than economy/coach' accommodations use is not authorized during: 1. PCS; 2. Emergency leave; 3. R&R; 4. FEML; 5. Personnel evacuations; 6. COT leave (Members Only)

2025 STANDARD CONUS PER DIEM RATE

A. Definition. The Standard CONUS per diem rate is the rate for any CONUS location not included in a defined locality (county/area) in the CONUS. B. CONUS PCS. The Standard CONUS per diem rate is used for all CONUS locations when PCS is involved. C. Standard CONUS Per Diem Rate. The Standard CONUS per diem rate is: Effective 1 October 2015 LODGING M&IE TOTAL $89 $51 $140

2020 TRAVEL JUSTIFICATION

A. Directed Travel. Gov't funded travel and transportation may be directed only: 1. When officially justified, and 2. By means that meet mission requirements consistent with good management practices. B. Traveler Expenses. A traveler must not be directed to perform official travel at: 1. Personal expense, nor 2. Reimbursement rates/amounts inconsistent with the JTR. C. Limited Travel Funds. Limited travel funds are not a basis for: 1. Denying official travel reimbursement, or 2. Reducing allowances.

2555 GOV'T QTRS USE

A. Directed Use. A member is required to use Gov't Qtrs if: 1. Sent TDY to a U.S. Installation (see App A1); and 2. The Gov't Qtrs on that U.S. Installation are adequate and available. B. Member Assigned to a Contingency Operation for More Than 180 Days at One Location 1. The Secretary Concerned may direct the use of Gov't contract Qtrs, at/near the U.S. Installation/Reservation specifically contracted for a member assigned to a Contingency Operation for more than 180 days at one location. 2. Arrangements for Gov't contract Qtrs should consider arrangements for transportation between the lodging and work site. 3. Directed use of Gov't contract Qtrs off the U.S. Installation does not permit directed GMR.

2220 AMENDED, MODIFIED, CANCELED, OR REVOKED ORDER

A. Effective Date of Order. When determining the travel and transportation allowances and reimbursable expenses under an order that is amended, modified, canceled or revoked before the effective date, the order is effective: 1. When received by the traveler for travel performed by the traveler/dependents after order receipt, or 2. When, ICW a PCS, any transportation of HHG, mobile home or POV is begun or completed, even though leave, delay, proceed time, or TDY en route is involved. B. Retroactive Modification. See par. 2205 for retroactive modification and authorization/approval.

Passport, Visa, Green Card, Photographs, Physical Exams, and Legal Services

A. Eligibility. The following persons are eligible for reimbursement of expenses ICW passports, visas, green cards, photographs, physical exams, and legal services under the applicable circumstances. 1. Members Only a. TDY. When necessary for performing TDY in a foreign location, b. PCS. When assigned to a foreign OCONUS area and required for initial or continued assignment, or 4. Dependents (Members and Employees; U.S. Citizens and Foreign Citizens). For PCS travel when: a. The dependent's sponsor is assigned to a foreign OCONUS area and required for initial or continued assignment, and b. The dependent is authorized travel and transportation allowances to/from a foreign OCONUS area. 5. Acquired Dependent (Members Only). A member serving an unaccompanied OCONUS tour who acquires a dependent, OCONUS, is authorized reimbursement for the acquired dependent only when: a. Par. 9000-A2 or 9000-A3 applies, and/or b. The dependent qualifies for travel and transportation from the OCONUS PDS IAW par. 5088-C4. 6. Emergency Technical Support Personnel (Member or Employee). When directed by the AO and necessary for performing TDY in a foreign location. B. Reimbursable Expenses Details and Requirements 1. Biometric Fees a. Biometric fees, that are mandatory for passport and/or visa issuance, are reimbursable. b. Biometric data collects the traveler's measurable physical/behavioral characteristics that can be used to: (1) Verify the individual's identity, or (2) Compare the identity against other entries when stored in a database. c. Examples of biometric data are face recognition, fingerprints, and iris scans. 2. Dependent Fee. A dependent fee is reimbursable except ICW personal travel. An example of a dependent fee is the United Kingdom Entry Clearance Fee. 3. Legal Service Fees a. Legal Services. Legal services include lawyer fees/charges (except retainer fees) for obtaining and/or processing applications for: (1) A passport, (2) Mandatory biometric visa requirements, (3) A visa, (4) A green card, or (5) Changes in status. b. Authorized Expenses. Legal service expenses are reimbursable if local laws and/or customs require the use of lawyers in processing applications. c. Expenses Not Authorized. Legal service fees, for personal expenses, are not authorized. These fees include services for: (1) Acquired dependent(s), (2) Adoption, (3) DHS/INS document processing fees, (4) Server fees, (5) Dependent custodial matters, or (6) Fees for similar circumstances. 4. Medical Expenses. Medical expenses are not reimbursable, except for disease prevention measures such as inoculations and other disease preventive medical prophylaxes (e.g., oral anti-malarial prophylaxis). 5. Passport Fees a. There are three types of U.S. passports: (1) Passport Book. A regular passport that can be used for all international travel. (2) Passport Card. Limited to departure/entry to/from the U.S. through land; and seaport entry between the U.S. and Mexico, Canada, the Caribbean, and Bermuda. A passport card is not authorized for international air travel. (3) E-Passport. A regular passport book with electronic biometric data. An E-Passport can be used for all international travel. b. An official traveler ordinarily travels on a no fee passport. c. Passport fees are reimbursable when travel is to and/or from a high threat area or high risk airport by commercial air and the traveler is authorized to obtain and use a regular fee passport. d. Those traveling solely by MILAIR or AMC charter flight are not reimbursed for regular fee passports unless: (1) Gov't transportation became available after commercial travel arrangements were made and a passport was purchased; or (2) The travel priority is sufficiently high to require backup travel arrangements that cannot include city pair reservations. 6. Physical Examination Fees. Physical examination fees: a. Are reimbursable when required to obtain a visa and the examination cannot be obtained at a Gov't medical facility (GSBCA 15435-RELO, 9 April 2001). b. For a dependent are reimbursable, except ICW personal travel (e.g., the United Kingdom Entry Clearance Fee is a reimbursable fee). C. Travel Order for Visas and Physical Examinations. A travel order (par. 2210 and App I2) should be issued to authorize/approve travel and transportation at Gov't expense to: 1. A visa issuing office located outside the traveler's PDS local area if the traveler's presence at that office is/was mandatory, and/or 2. Undergo a physical examination required to obtain a visa if travel is/was required to a location outside the traveler's PDS local area. D. Travel to Obtain Required Documents. Travel to obtain required documents is not required for reimbursement (e.g., the expenses may be related to mail).

2710 RECEIPT REQUIREMENTS

A. General *1. DoD FMR, Vol. 9 requires a receipts for: *a. All lodging expenses, regardless of the amount (except when authorized a long term TDY flat rate per diem, see par. 4250-B6 and subpar. D below), and *b. Individual expenses of $75 or more. 2. A receipt must show: a. When specific services were rendered, b. When articles were purchased, and c. The unit price. 3. Requirements for additional receipts are discouraged. If a traveler's claim has doubtful reimbursement requests, see par. 2705. 4. Travelers are advised to retain ALL receipts for tax/other purposes. 5. A 'lost receipt' statement (see par. 2710-B) is not a substitute for an online booking hotel receipt. B. Lost Receipt 1. If a receipt is impracticable to obtain or it has been inadvertently lost/destroyed, a statement explaining the circumstances must be furnished. 2. For lodging, a statement must include: a. The lodging facility name and address, b. Dates the lodging was obtained, c. Whether or not others shared the room (and the sharer's status as an official traveler), and d. The cost incurred. C. Review and Administrative Approval 1. The AO must determine if claimed expenses are reasonable. 2. Expenses must not be approved if they are: a. Inflated/inaccurate, or b. Higher than normal for similar services in the locality. *D. Long Term TDY Flat Rate Per Diem. A lodging receipt is not required when the traveler is authorized a long term TDY flat rate per diem (see par. 4250-A); but a lodging receipt may be necessary to support a lodging tax reimbursable expense (App G) if required by the Service/DoD Agency. *E. Non-DoD Services (Members Only). Each non-DoD Service must establish its own criteria for records/ receipts maintenance by its members.

2230 TIME LIMITATIONS (EXCEPT TDY FOR TRAINING)

A. General 1. Members Only: See Ch 4, Part A. B. 180-Day Time Limitation 1. General. A TDY assignment at one location may not exceed 180 consecutive days, except when authorized under par. 2230-C (36 Comp. Gen. 757 (1957)). 2. Extensions a. Bona fide assignment extensions that, when added to the originally authorized period, total 181 or more consecutive days may be directed. b. Extensions are limited to those cases where there has been a definite change or unforeseen delays were encountered. (1) Members Only: This limitation does not apply to a member: *(a) Assigned TDY at more than one location that total 181 or more days if the duty period at any location is 180 days or less; (b) Under a TDY order assigned to uniformed units deployed afloat. See pars. 4110-B1 and 4110-F; or (c) TDY for training periods less than 140 days (20 weeks), including a member extended due to additional/extended instruction. *3. 180 Day Rule Violation. Issuing a TDY order for 180 consecutive days, followed by a brief return to the PDS, followed by another TDY order for return to the same location is a violation of the 180-consecutive-day policy if the known/reasonably anticipated, TDY duration was in excess of 180 days when the initial order was issued. 4. Training Assignment (Members Only. Assignment to a course of instruction of 140 or more days (20 or more weeks) at one location is a PCS except when the course is authorized as TDY under par. 2240-B. See App A1 for permanent duty station definition. C. TDY in Excess of 180 Consecutive Days 1. Authorization. When mission objectives/unusual circumstances require TDY at one location for more than 180 consecutive days the appropriate authority must determine if TDY of greater than 180 days is appropriate (38 Comp. Gen. 853 (1959)). 2. Authorizing/Approving Authority a. Members Only: (1) Authority. The appropriate authority for authorizing/approving TDY assignments in excess of 180 consecutive days at any one location is: (a) The Secretary Concerned, (b) The Chief of an appropriate bureau/staff agency specifically designated for that purpose, or (c) Commander/Deputy Commander of a Combatant Command. This authority must not be re-delegated, except as noted below. (2). Re-Delegation Exception (a) The appropriate authority for Army for authorizing/approving TDY assignments in excess of 180 consecutive days at any one location for a member assigned to a Warrior in Transition Unit (WTU) is the Service Compensation Chief who is a 2 Star Flag Officer or equivalent. (b) A Flag Officer or equivalent from the U.S. Army Medical Command must recommend the assignment for approval to the WTU to the Army Compensation Chief, who may then authorize/ approve TDY assignments in excess of 180 consecutive days at any one location for the member assigned to a WTU. (c) The Army Compensation Chief authority must not be further re-delegated. 3. Written Request and Justification. A written request and justification must be forwarded to the appropriate authority as soon as practicable. This determination should be made before the order is issued. 4. Order Issuance after the Fact. If the situation does not permit determination before order issuance, the order may be issued and the case submitted immediately to the appropriate authority who must: a. Approve the order as written, or b. Direct that the order be amended to: (1) Terminate the duty and return the traveler to the old station or assign a new station, (2) Change the assignment from TDY to a PCS, (3) Fix the period at 180 or fewer days from the reporting date at the TDY station, or 5. Per Diem a. If a traveler is transferred by a PCS order to the TDY location, per diem, being paid ICW the TDY assignment, stops on the date the traveler is notified of the transfer. See par. 4800. b. If a traveler is TDY in excess of 180 days without authorization/approval, the traveler's per diem stops as of the 181st day (54 Comp. Gen. 368 (1974) and B-185987, 3 November 1976). Authorization/ approval to exceed the 180-day TDY limitation is essential. 6. Members Only: RC Traveler. If an RC member received a Secretarial waiver IAW par. 7355-F, a second waiver is not required.

2005 LODGING PROGRAMS

A. General 1. The Army Lodging Success Program, Navy Elite Lodging Program, and GSA's Fed Rooms Lodging Program provide adequate quality lodging at/below per diem and properties often are close to TDY location worksites. 2. Use of lodging facilities in these programs often results in cost savings to the Gov't. 3. The Fed Rooms Lodging Program lodging rate is indicated by the use of an 'XVU' rate code as opposed to a 'GOV' or other rate code. 4. Not all programs are available to all official travelers. B. Not Considered Gov't Qtrs. The following are not Gov't Qtrs: 1. Army Lodging Success Program, 2. Navy Elite Lodging Program, 3. GSA's Fed Rooms Lodging Program, 4. Gov't contracted lodging not located on an Installation to which the traveler is assigned. C. Gov't Contract Lodging (Members Only) 1. The Secretary Concerned may direct the use of Gov't contract lodging, at or near the U.S. installation or reservation, specifically contracted for a member assigned TDY to a contingency operation for more than 180 days at one location. 2. Transportation between the lodging and work site should be considered when making arrangements for Gov't contract lodging. 3. Directing the use of Gov't contract lodging off the U.S. installation does not permit directing the use of the GMR.

2000 OBLIGATION TO EXERCISE PRUDENCE IN TRAVEL

A. General. A traveler must exercise the same care and regard for incurring Gov't paid expenses as would a prudent person traveling at personal expense. B. Circumstances. Travelers and commands must consider the following for use when appropriate without disrupting the mission: 1. least expensive transportation mode to and from the transportation terminal; 2. least expensive parking 3. least expensive public transportation in and around the TDY site 4. least expensive authorized/approved special conveyance/rental vehicle 5. Scheduling travel as early as possible to take advantage of the best offered fare/rate 6. When a special conveyance must be used, sharing of the special conveyance by official travelers is encouraged to most efficiently use taxpayer dollars. *C. Traveler's Financial Responsibility. Excess costs, circuitous routes, delays or luxury accommodations that are unnecessary or unjustified are the traveler's financial responsibility

2500 DoD POLICY

A. General. "It is the general policy of DoD that the GTCC be used by DoD personnel to pay for all costs incidental to official business travel, including travel advances, lodging, transportation, rental cars, meals and other incidental expenses, unless otherwise specified," (OSD (C) memo of 28 March 1995, subject: Travel/Reengineering Implementation Memorandum #2--Maximized Use of the Travel Charge Card); and OSD (P&R) memo of 5 May 2007, subject: Reduction of Centrally Billed Accounts). B. Program Policies and Procedures *1. DoD Uniformed Members/DoD Civilian Employees. The GTCC program policies and procedures (including central billing and unit cards) are found in the DoD FMR 7000.14-R, Volume 9, "Travel Policy and Procedures". 2. Non-DoD Members (USCG, NOAA, and PHS Only). The GTCC program policies and procedures for each non DoD Uniformed Service are found in its Service regulations.

2830 MISCELLANEOUS EXPENSES (REIMBURSABLE AND NON-REIMBURSABLE)

A. General. A traveler is authorized certain necessary travel and transportation related reimbursable expenses incurred on official travel. This Part addresses commonly incurred expenses associated with official travel. B. Incidental Expenses. Incidental Expenses (IE), defined as part of per diem in App A1, are different than the expenses listed in this Part. C. Transportation Expenses Incurred in or around a PDS/TDY Location. See Ch 2, Part L. D. Voucher Submission 1. Consult finance regulations for expense description/documentation required on the travel voucher. 2. DoD FMR, Vol. 9, Travel Policy and Procedures prescribes voucher submission requirements, with supporting authority. 3. Funds are obligated IAW finance policy, ordinarily prior to/at the time the expense is incurred. E. Limitations. Some reimbursable expenses are authorized for reimbursement; other reimbursable expenses require AO authorization/approval. F. Reimbursable and Non-Reimbursable Expenses Quick Reference Tables 1. Reimbursable and non-reimbursable expenses are listed, alphabetically, in App G. 2. App G is intended only as a quick reference table of reimbursable and non-reimbursable expenses. 3. Detailed expense lists, restrictions, and governing regulations are listed below. G. Reimbursable and Non-Reimbursable Expenses (in alphabetical order) ATM Use. Administrative fees for ATM use, ICW official travel, are covered in the IE portion of per diem and are not reimbursable. Effective 1 October 2014. Baggage Check-In Fee at Curbside. Reimbursable only when authorized under par. 7815-F4, for a traveler with a disability/special need. Baggage, Excess Accompanied (Transportation Cost). Excess accompanied baggage: 1. Transportation costs may be authorized/approved by the AO (par. 3105). Authorization/approval is not required for the first checked bag. 2. Applies to any bag accompanying the traveler for which the airline charges a fee. Baggage Expenses (See App A1 for definition of baggage') 1. Fees for the first checked bag are reimbursed. Any additional cost for excess weight or size must be authorized/approved. 2. Reimbursement may be authorized/approved for travel and transportation related baggage handling expenses. 3. Expenses for baggage that accompanies a traveler, without cost on a transportation ticket (e.g., a baggage transfer fee) may be authorized/approved. 4. Baggage related charges may be reimbursed when the Service/DoD Component determines the expenses are necessary and in the Gov't's interest. 5. Baggage expenses are not reimbursable when the bags and their contents are for personal convenience, permissive travel, personal hobby, recreational items or are for ineligible traveler(s) not ICW official travel (e.g., golf clubs, presents). Baggage Handling Tips. Reimbursable only when authorized under par. 7815-F4, for a traveler with a disability/special need. Baggage Storage. Reimbursement for charges ICW official travel may be authorized/approved. Necessity for the storage must be explained. Baggage Transfer Fees 1. Baggage transfer fees may be authorized/approved NTE the customary local rates for intermodal transfer. 2. Necessity for the transfer must be explained. 3. Intermodal transfer must involve baggage transfer between authorized transportation modes ICW official travel; not personal convenience travel. Birth Certificate. The cost of a birth certificate or other acceptable evidence of birth, for official OCONUS travel is reimbursable. Carrier Terminal Fees. Airport transit, service charge/tax, landing, port tax, embarkation/debarkation or similar mandatory charges, assessed against a traveler on arrival/departure from a carrier terminal, are authorized when not included in the ticket cost (52 Comp. Gen. 73 (1972)). Cash Advance Fees. Fees for obtaining a cash advance, to include, but not limited to, ATM fees, fees when a traveler takes a cash advance from a financial institution vice an ATM, and cash advance fees (normally a percentage of the withdrawal amount) charged by a card provider. These fees are not reimbursable expenses and are included as part of the IE portion of per diem (App A1). Change or Cancellation Fees. A change or cancellation fee/penalty for commercial transportation may be authorized or approved by the AO when the change/cancellation is not for personal convenience, the circumstances are beyond the traveler's control and payment is not prohibited elsewhere in the JTR. Communication Services (Effective 1 October 2014) 1. Communication service expenses, including cell phone use, ICW official travel, are mission-related expenses and are not reimbursable. 2. Gov't owned/leased services should be used for official communications. Conference Registration Fee 1. Conference registration fee reimbursement is authorized/approved when the fee is a condition for attendance. 2. When the registration fee includes the cost of meals, per diem is computed under par. 4205. 3. Registration fees for training courses are considered mission expenses vice travel expenses. *Contracted TDY Lodging Expenses. Additional lodging costs, such as cleaning expenses (e.g., maid services, housekeepers, etc.) that are not included in the lodging contract are mission related expenses and not a separately reimbursable expense. Conveyance Costs. Public/special conveyance costs to and from the transportation terminal are reimbursable. See Ch 3, Part D. Conveyance, Government. When a Gov't conveyance is authorized and Gov't supplies/facilities are not available, reimbursement for operating expenses, ICW official travel, is authorized for TDY travel between two points that are a separate journey (does not include Aero Club aircraft). Examples of allowable expenses are: 1. Gasoline and oil; 2. Parking fees; 3. Repairs; 4. Ferry fares; 5. Bridge, road, or tunnel tolls; 6. Trip insurance for travel in foreign countries (see Insurance, Driving Related); 7. Guards; and 8. Storage fees. Currency Conversion Fees 1. Reimbursable a. Fees charged ICW currency conversion, including cash conversions. b. The "international transaction fee" for qualifying transactions charged by: (1) GTCC. This 1% charge is listed as a separate line item on the billing statement. (2) Other than GTCC (Members Only). Charges on a non-GTCC card are reimbursable if the member is exempt from using the GTCC. 2. Not Reimbursable a. Losses from currency conversions (63 Comp. Gen. 554 (1984)). b. The traveler is not liable for repayment to the Gov't for gains from currency conversions. with the credit card vendor to determine the final bill in U.S. currency prior to travel claim submission. The currency exchange rate at which the credit card bill was settled may be used to determine OCONUS expenses charged to the card. 4. Supplemental Vouchers a. A traveler may need to submit a travel voucher prior to having access to the actual amount billed on the credit card. b. When the amount in U.S. currency, is not known, until after the required travel claim submission date, a traveler should be aware of any financial regulations that require a supplemental voucher if the amount differs from the actual amount billed on the initial travel claim. Disease Prevention Measures 1. When authorized/approved, charges for inoculations and other disease preventive medical prophylaxes (e.g., oral antimalarial prophylaxis) that are not available through a Federal dispensary for OCONUS travel, are reimbursable. 2. Travel expenses incurred for obtaining the required inoculations is not reimbursable. Driver (Vehicle) Services. Reimbursable when authorized/approved by the AO. Energy Surcharge Fees. Energy surcharge fees are reimbursable. GTCC 1. Late Payment Delinquent Fees. Reimbursable when authorized/approved by the AO for a traveler in a mission critical category or who, through no personal fault, is unable to file a travel voucher and pay the GTCC bill because of circumstances specific to the travel. See DoD FMR, Volume 9, Ch 3, par. 031306 for definition of mission critical personnel and processing requirements. 2. Expedited Delivery. Reimbursable when authorized/approved by the AO. 3. Chip/PIN Card Issue Fee. Reimbursable when authorized/approved by the AO. Guide Services. Reimbursable when authorized/approved by the AO. Insurance, Driving Related. Reimbursable when a Service/DoD Component designated official determines that legal requirements/procedures of the foreign country involved make it necessary to carry driving related insurance (55 Comp. Gen. 1343 (1976)) to cover potential liability for damage, personal injury, or death to third parties when travel is authorized by Gov't conveyance, POC, or rental car. Internet Connections 1. Internet connections used to perform official business are reimbursable when authorized/approved by the AO. 2. In-flight internet connections are not reimbursable unless the AO determines they were used for official business. Interpreter Services. Reimbursable when authorized/approved by the AO. Laundry/Dry Cleaning Expenses. Laundry/Dry Cleaning expenses, ICW official travel, are covered in the IE portion of per diem and are not reimbursable. Effective 1 October 2014. License/Permit, International Driver's 1. Reimbursable when TDY to a country that requires an international driver's license/permit. 2. The cost of license/permit photos is reimbursable. 3. See Traveler's Checklist for information on driving abroad. 4. This reimbursement applies only to a member or employee, but not to dependents. Lodging, Dual 1. Reimbursable ICW an unexpected event, when approved (after the fact) by the AO, except as in par. 4145- B3. 2. Dual lodging reimbursement is limited to a maximum of 7 consecutive days, except as in par. 4250-B. 3. Extensions beyond 7 consecutive days may only be approved by the Secretarial Process, and is NTE the amount of per diem/AEA plus appropriate lodging tax (when separately reimbursable) that would have been paid if the traveler remained overnight. See par. 4145. Lodging Fees/Daytime Lodging Charges 1. Reimbursable when authorized/approved by the AO. 2. Includes: a. Room occupancy lodging charges for late departure, early arrival, or b. Airport daytime lodging facilities due to travel arrangements that are not for the traveler's convenience. Lodging, Mandatory Fees/Charges 1. Reimbursable, in addition to the room rate, when the expense is: a. Not optional, and b. Approved by the AO. 2. Fees/charges include, but are not limited to a: a. Tourism fee, b. Safe fee, or c. Service charge.

2310 AUTHORIZED TRAVEL ADVANCES

A. General. A traveler may receive advance payment for expenses such as per diem, mileage, AEA, reimbursable expenses and specified travel and transportation allowances. B. Advance Payment Information 1. Members Only. Additional information on advance payment of allowances is located as follows: a. Discounted Conference Registration Fee (App R2, par. H); b. TDY travel (Ch 4); c. Advance Lodging deposit (par. 4130-M); d. Reimbursable expenses (App G); e. Member PCS (par. 5008-E); f. Dependent outpatient travel (par. 7105-J); g. Dependent PDT (par. 5088); h. HHG transportation (par. 5196); i. Designated representatives to Yellow Ribbon (par. 7350-F); j. Mobile home transportation (par. 5400); k. DLA (Ch 5G, pars. 6060 and 6115); l. Recruiting expenses (par. 7625); m. SROTC member (par. 7375); *n. Attendants on behalf of member patients (pars. 7205, 7321, and 7075); o. Escorts and attendants of dependents (par. 7195); and p. Station (COLA and TLA) and housing (OHA & FSH) allowances (pars. 9157 and 10028). NOTE: Advance MIHA is not authorized.

2165 TDY TRAVEL INVOLVING NON PDS LOCATION

A. General. A traveler on a TDY order is authorized travel and transportation allowances for the actual travel and transportation cost for the transportation mode authorized and used, NTE the constructed travel and transportation cost between the traveler's PDS and TDY location. B. Limitations. When TDY travel is to/from a non PDS location: 1. The traveler is responsible for all excess travel/transportation costs; and 2. Constructed costs for each trip leg must be based on the policy constructed airfare (see App A1) which includes the non-capacity controlled city pair airfare. Capacity controlled city pair airfares are never used for cost construction. C. Travel Order Received while on Leave. See par. 4090-C for TDY travel and transportation allowances when a TDY order is received while a traveler is on official leave.

2725 TRAVELER WITHOUT SUFFICIENT FUNDS

A. General. A traveler without sufficient funds to purchase duplicate transportation may be furnished necessary transportation on a cost charge basis IAW Service/DoD Agency regulations. DoD personnel see DoD 4500.9-R, DTR, Part 1. Non-DoD Services see Service regulations. B. Transportation. Necessary transportation is furnished as a personal loan for the traveler's benefit. C. Financial Responsibility. The traveler remains financially responsible to the Gov't for the lost/stolen ticket cost, regardless of fault or negligence.

2720 LOST/STOLEN/UNUSED GTR

A. General. A traveler/other accountable person: 1. Must safeguard a GTR carefully at all times. 2. Must immediately notify the proper official, IAW Service/DoD Agency procedures, if a GTR is lost/stolen. 3. Must immediately notify the named carrier and other local initial carriers, IAW Service/DoD Agency procedures, if the lost/stolen GTR shows the carrier service desired and origin point. 4. Must send (and not use) a recovered GTR that has been reported as lost, to the activity specified IAW Service/DoD Agency regulations. 5. May be held liable for any Gov't expenditure caused through personal negligence (the member for the dependent also under most circumstances) in safeguarding GTRs. B. Personal Use of GTR Prohibited. A GTR: 1. May be issued and used only for official travel; and 2. Must not be issued/used for personal travel, regardless of the reason, even on a reimbursable basis.

2015 PASSPORTS, VISAS, IMMUNIZATIONS, AND CLEARANCES

A. General. Applicable Service/DoD Agency regulations and (for DoD) the DoD Foreign Clearance Guide (FCG) located at https://www.fcg.pentagon.mil/fcg.cfm govern the requirements/procedures and documents relating to official travel to foreign countries regarding: 1. Passports, 2. Visas, 3. Immunizations, 4. Advance clearance, 5. Special conditions, and 6. Other restrictions. B. No Fee Passport. The necessary passport, visa (including green card) when required (see App G), and record of prescribed immunization (shots) must be in the traveler's possession when traveling, and a passport for each traveler is required for travel into a foreign country, or territory under control of a foreign country. C. Time Limitations 1. A passport should be renewed before it expires, if practicable. 2. Most visas and immunizations have time limitations.

2515 GTCC USE AND RESTRICTIONS

A. General. Charging personal travel expenses is GTCC misuse. A DoD traveler who misuses the GTCC is subject to administrative and/or disciplinary action. B. Restrictions. To prevent misuse of the GTCC IBA and city pair airfares for leisure travel a copy of the relevant travel order must be provided to the CTO before ticketing. An electronic DTS generated order suffices to meet this requirement. C. Exceptions. A CTO may issue tickets for official travel authorized by proper oral, letter, or message authority if travel must begin or is performed before a written travel order is issued. The official who directed the travel is responsible for providing a confirmatory travel order to the CTO.

2815 TAXICAB USE INCIDENT TO AUTHORIZED WORK OUTSIDE REGULARLY SCHEDULED WORKING HOURS

A. General. Reimbursement for taxicab fares between the office/duty site and residence may be authorized/approved, IAW Service/DoD Agency regulations, under the following conditions. The traveler is: 1. Officially authorized to work outside of the traveler's, regular working hours, and Ch 2: Official Travel Part L: Local Travel in and around the PDS/TDY Location 2800-2820 05/01/16 2L-6 2. Dependent on public transportation for travel, and 3. Traveling during hours of infrequently scheduled public transportation or darkness. B. Authorization/Approval Authority. Taxicab fare reimbursement may be authorized/approved by the official who authorized duty outside the regular working hours or by the traveler's supervisor, if such authority has been delegated. C. Finance Regulations Requirements. Finance regulations may require that authorization/approval indicating the use of taxis is to the Gov't's advantage be written separately or be placed on the reimbursement voucher. D. POC Mileage. There is no authority to reimburse POC mileage for travel ICW authorized work outside regularly scheduled working hours (58 Comp. Gen. 188 (1978); B-171969.42, 9 January 1976; B-202836, 19 November 1981; and B-307918, 20 December 2006).

2805 PDS AREA TRAVEL

A. General. The AO may authorize/approve reimbursement for transportation expenses in the PDS area for travel during usual official duty hours, between: 1. Office/duty point and another place of business; 2. Places of business; or 3. Residence and place of business other than office or duty point. B. Commercial Transportation 1. Commercial transportation expense reimbursement is authorized/approved only if the expenses incurred for travel to the alternate work site exceed the expenses ordinarily incurred by the traveler to commute to the PDS workplace. 2. When reimbursement is authorized/approved, commercial travel reimbursement is authorized for actual and necessary expenses that exceed the ordinary costs incurred, for: a. Local public transit system (when tokens, tickets or cash fares are not furnished); b. Taxicab fares; and c. Hire and operation of a special conveyance including necessary parking fees. C. POC Travel 1. General. When authorized/approved: a. POC travel is reimbursed using the authorized TDY mileage (par. 2600) based on odometer readings (or other acceptable evidence) of the actual necessary distance traveled for conducting official business. b. Reimbursement is for the actual cost of parking fees, ferry fares, bridge, road and tunnel tolls, and mandatory 'trip insurance' for travel in foreign countries. See App G. c. TDY mileage payment and expense reimbursement are made only to the traveler defraying the POC operating expenses, regardless of the number of passengers who accompany the traveler or which passengers contribute funds to defray the POC operating expenses. 2. Between Residence/PDS and Alternate Work Site within the Local Area a. See par. 4780 for travel to/from a transportation terminal. b. If a POC is ordinarily used to/from home, and POC travel is authorized/approved between the residence/ PDS and one or more alternate work sites within the local area, TDY mileage must be paid for the distance that exceeds the normal commuting distance. c. If the traveler does not ordinarily travel by POC to/from home, and POC travel is authorized/approved between the residence/PDS and one or more alternate work sites within the local area, TDY mileage must be paid for the distance driven, less the traveler's ordinary transportation cost to get to work and back home. D. Both Commercial Transportation and POC Travel. When POC and/or commercial transportation use is authorized/approved for travel between the residence and one or more alternate work sites within the local area, the traveler is paid: 1. TDY mileage for POC use to travel to/from the commercial transportation stop/station/terminal for the distance that exceeds the commuting distance to the regular work site; 2. The actual cost of necessary POC parking; and 3. The cost of local public transit system when tokens, tickets or cash fares are not furnished. NOTE: The Service/DoD Agency must specify the business practices for managing and safeguarding such items, if applicable. E. Examples 1. Example 1. The traveler ordinarily commutes by POC and the one-way commuting distance to the PDS is 35 miles. The traveler drives from the residence to alternate work site #1 (50 miles) and then to alternate work site #2 (25 miles). The traveler returns to residence (10 miles). The traveler is authorized TDY mileage for the distance that exceeds the ordinary round trip commuting distance (70 miles). The traveler is paid TDY mileage for 15 miles (50 + 25 + 10 - 70 = 15). 2. Example 2. The traveler ordinarily commutes by POC and the one-way commuting distance to the PDS is 15 miles. The traveler drives from the residence to the alternate work site (5 miles). The traveler returns to the residence (5 miles). The traveler is not authorized TDY mileage for the travel performed (10 miles), since the distance traveled is less than the ordinary round trip commuting distance (30 miles) to the usual duty site. 3. Example 3. The traveler's one-way commuting distance to the PDS is 15 miles; however, the traveler ordinarily commutes by public transportation at a daily cost of $7. The traveler drives to the PDS. The traveler then drives to an alternate work site (30 miles). The traveler returns to the residence (15 miles). The traveler is authorized TDY mileage for the distance traveled, less the $7 ordinary commuting cost. The traveler is paid for 60 miles (15 + 30 + 15 = 60 miles x TDY mileage) minus $7. 4. Example 4. The traveler ordinarily commutes to work by driving to a public transportation station (5 miles each way) and taking public transportation at a daily cost of $10. In the morning the traveler drives from home to an alternate work site (45 miles). In the afternoon the traveler returns to the PDS (67 miles). The traveler returns to the residence (12 miles). The traveler is authorized TDY mileage for the distance less the roundtrip distance to the public transportation station (10 miles) and daily commuting cost ($10). The traveler is paid for 114 miles (45 + 67 + 12 - 10 = 114 miles x TDY mileage) minus $10. 5. Example 5. The traveler's one-way commuting cost to the PDS is $3 ($6 round trip) by bus. The traveler uses the bus to the PDS ($3). Later, the traveler uses public transportation to travel to alternate work site #1 and then to alternate work site #2 using a Gov't furnished fare card. The traveler returns to the residence by bus at a cost of $2. The traveler is not authorized any reimbursement since the cost to the traveler is less than the traveler's ordinary cost to get to work. 6. Example 6. The traveler ordinarily commutes to work by car pool and the one-way commuting distance to the PDS is 20 miles. The traveler drives to the PDS (20 miles). Later, the traveler drives to alternate work site #1 (10 miles) and then to alternate work site #2 (5 miles). The traveler returns to residence (2 miles). The traveler is not authorized TDY mileage for the travel performed (37 miles) since the distance traveled is less than the commuting distance (40 miles) to the usual work site. 7. Example 7. The traveler ordinarily commutes by POC and the one-way commuting distance to the PDS is 10 miles. The traveler takes public transportation to an alternate duty site at a total cost of $7.50. The traveler is reimbursed the entire $7.50 (no deduction is made for the ordinary POC commute).

2605 PCS, HHT, FIRST DUTY STATION, AND SEPARATION TRAVEL

A. General. The MALT amount for authorized POC use during official PCS travel is determined using the official distance for which MALT may be paid under the circumstances as determined IAW applicable JTR provisions. B. MALT Rate *1. Effective 1 January 2016, the MALT rate per authorized POC is $.19/mile. The MALT rate in effect from 1 January - 31 December 2015 was $.23/mile. *2. The $.19/mile rate is effective for all PCS travel that commences on or after 1 January 2016 (i.e., the initial travel is started). *3. PCS travel that commenced prior to 1 January 2016 must be paid at the old rate ($.23/mile) even if the travel was not completed until after 1 January 2016. 4. Par. 5606 clarifies general information and reimbursement ICW MALT. 5. Regardless of the POC type used (except in par. 2615), this is the PCS travel MALT rate. See par. 2650 for official distance determination. 6. See pars. 5606-B2 and 5164-A if there is more than one authorized traveler in a POC.

2715 LOST/STOLEN/UNUSED TICKET

A. General. The traveler: 1. Must safeguard tickets carefully at all times; 2. Must immediately report a lost/stolen ticket to the issuing CTO; 3. Is financially responsible for purchasing a replacement ticket; 4. Must not be reimbursed for the replacement ticket purchase until the Gov't has received a refund for the lost/stolen ticket; 5. Is authorized reimbursement initially only for the first ticket purchased (if the traveler paid for both tickets). If that first ticket is recovered, turned in for refund, and the Gov't is repaid, reimbursement may be made for the second ticket, NTE the cost of the first ticket; and 6. Must return unused tickets to the CTO. B. Turning in Unused Tickets. SF-1170, Redemption of Unused Tickets, is usable, if authorized in Service/DoD Agency regulations ICW turning in unused tickets.

2420 REIMBURSEMENT WHEN A CTO IS NOT AVAILABLE

A. General. When the AO certifies that a CTO was/is not available to arrange the required official transportation, reimbursement is for the actual authorized/approved transportation cost NTE the policy constructed airfare (see App A1 definition) that meets mission requirements. B. Non-Availability Limitations. CTO service not being available should be an extremely rare occurrence. Each event of non-availability should lead to correction(s) that make CTO service available should the same situation arise again. C. Transaction Fee Reimbursement. When a CTO is not available, the transaction fee incurred for arranging transportation is part of the transportation cost. See par. 3045-C.

2030 MEAL TICKETS

A. Issuance. Meal tickets may be issued only: 1. As specifically authorized in Ch 4 (for TDY and for members traveling together under an order directing no/ limited reimbursement), Ch 5 (for PCS), Ch 7 (for persons in special categories), and 2. To members traveling together with no/limited reimbursement directed in the order (see par. 4090-G) on a commercial airline flight on which courtesy meals are not served and prior arrangements have been made for the airline to serve meals in exchange for meal tickets. B. Procedures. Service/DoD Agency issuances apply. See par. 1015-C2d. C. Value. The maximum rate per meal per member must not exceed the applicable amount below. Meals may be acquired at lower cost. Effective 1 October 2015 Meal Rate Morning $ 11 Noon $12 Evening $23

2610 CONVERTING KILOMETERS OR NAUTICAL MILES TO MILES

A. Kilometer Conversion. To convert kilometers to statute/regular miles, multiply the number of kilometers times .62. Example: To convert 84 kilometers to miles, multiply 84 times .62 (84 km x .62 = 52 miles). B. Nautical Mile Conversion. To convert nautical miles to statute/regular miles, multiply the nautical distance times 1.15077945. Example: To convert 53 nautical miles to miles, multiply 53 times 1.15077945 (53 nautical miles x 1.15077945 = 61 miles).

2405 TRAVEL ARRANGEMENT REQUIREMENTS

A. Making Travel Arrangements. When making travel arrangements, travelers should use the following in priority order: 1. A CTO (see App A1 definition and par. 2400), or 2. In house travel offices. B. Authority. All travel arrangements must be made IAW: 1. DoDD 4500.09E, Transportation and Traffic Management, 11 September 2007, and 2. Service/DoD Agency regulations.

2205 RETROACTIVE ORDER MODIFICATION AND AUTHORIZATION/APPROVAL

A. Modifications 1. An order: a. May be retroactively corrected to show the original intent (CBCA 3472-RELO, 23 September 2013), and b. Must not be revoked/modified retroactively to create/deny/change an allowance (24 Comp. Gen. 439 (1944)). Example: After travel is completed, it would be improper to amend an order to 'un-authorize' POC travel that the order clearly permitted. 2. A TDY location can be changed to a PDS (see pars. 4800 and 4090-K), but a PDS cannot be changed to a TDY station once travel to the PDS is complete (i.e., traveler has reported for duty). B. Allowances. Some allowances (because of law) may be: 1. Authorized only in advance of travel, or 2. Approved only after travel is completed, or 3. Authorized and/or approved. See App A1 for definitions of "authorize" and "approve". C. Approval after the Fact. When an allowance may be approved after the fact, that approval, after the fact, does not constitute 'retroactive modification' of an order to create/change/deny an allowance. D. Deductible Meals. See par. 4205 regarding the effect of deductible meals on meal rates.

2155 AIRPORT SELECTION

A. Multiple Airports 1. Ordinarily a traveler can use the airport that best suits the traveler's needs in an area/location with multiple airports, except when the AO determines based on command/installation/office written policy that a specific airport should be used after considering the most cost effective routing and transportation means (to include not only airfares, but also transportation to and from airports). 2. Potential lost work time may be considered. 3. CONUS areas/locations with multiple airports include, but are not limited to: Chicago, Dallas/Fort Worth, Detroit, Houston, Los Angeles, New York City, San Francisco, and Washington, DC. 4. If the command/installation/office does not have a written policy, the traveler chooses which airport to use when constructing transportation cost. B. Servicing Airport *1. A traveler is not required to use an airport that is not the servicing airport of the origin or destination, even if the more distant airport provides less costly airfare unless the command/installation office has a written policy for using the more distant airport because it is more cost effective when considering airfares and transportation to and from the airport. 2. Potential lost work time may be considered. *3. Example: The servicing airport for 29 Palms, CA, is Palm Springs International Airport and a traveler may not be directed to use Los Angeles International Airport without a written policy. The servicing airport for Camp Lejeune, NC, is Jacksonville's Ellis Airport and a traveler may not be directed to use Raleigh-Durham International Airport without a written

2570 TRAVEL ORDER/VOUCHER

A. Non-Availability Documentation. The member must document Gov't Qtrs non-availability by one of the following: 1. A non-availability confirmation number provided by the Service's lodging registration process; or 2. The date the member attempted to make reservations, along with the phone number and name of the billeting office PoC; or 3. Member certification that Gov't Qtrs were not available on arrival. B. Authorization/Approval. When a member provides acceptable documentation of Gov't Qtrs non-availability, the AO must authorize/approve reimbursement for commercial lodgings. C. Paper Non-Availability Statement Not Required (Effective 1 October 1995). Per USD (P&R) memorandum, dated 29 August 1995, DoD uniformed service members are not required to obtain paper non-availability statements to justify reimbursement for commercial lodging and per diem.

2650 OFFICIAL DISTANCE DETERMINATION

A. POC (Except Airplane). The Defense Table of Official Distances (DTOD): 1. Is the only official source for worldwide PCS and TDY distance information. 2. Replaces all other sources used for computing distance (except for airplanes see par. 2650-B). 3. Uses zip code to zip code distance within the CONUS and non-foreign OCONUS areas and city to city distance elsewhere (e.g., within foreign locations or to and from foreign locations). 4. Provides distances which must be rounded to the nearest mile for each leg of a journey. 5. Does not apply to the following travel distances that are determined by odometer readings: a. In and around the PDS or TDY sites, b. Between home/office and transportation terminal, c. For short distance moves, within the same city, or d. Round trip travel between home and active duty tour site for an RC member performing active duty when the member commutes under the provisions of par. 7355-B. B. Privately Owned Airplane 1. When privately owned airplane use is authorized/approved for transportation, the distance between origin and destination must be determined from aeronautical charts issued by the Federal Aviation Administration (FAA). 2. If adverse weather, mechanical difficulty or unusual conditions cause necessary detours, the additional air distance must be explained. 3. If distance cannot be determined by aeronautical charts, the flight time multiplied by the aircraft's cruising speed is used to determine distance. C. Official Distance Use. The official distance is used in determining the distance between any two of the locations listed in par. 3035. D. Personally Procured Moves. The DTOD (shortest distance) is the only official source for distances for personally procured moves. E. Missing Location 1. Each DoD Installation (CONUS and OCONUS) should be listed in the DTOD. 2. If a facility is not listed, contact the DTOD.

2705 FRAUDULENT CLAIMS

A. Payment Requirements. For requirements regarding payment when fraudulent expense(s) are suspected, see: 1. DoD FMR, Vol. 9 (DoD Services/ DoD Agencies), or 2. Service regulations (Non-DoD Services). B. Suspicious Expenses. When there is reasonable suspicion of a falsified expense for: 1. Other than the cost of lodging, meals or incidentals, the suspicious expense is not allowed. 2. Lodging, meals or incidentals, the applicable per diem/AEA is denied for the entire day on which the suspected expense is claimed. C. Gov't Reimbursement. IAW DoD FMR, Vol. 9 (or Service regulations for non-DoD Services) if payment is made before discovery of a suspected falsified expense, the payment recipient must reimburse the Gov't (57 Comp. Gen. 664 (1978) and 61 Comp. Gen. 399 (1982)).

2400 CTO USE

A. Policy 1. It is mandatory policy that all employees/members use an available DTMO contracted CTO, or a GSA contracted TMC (when a DTMO contracted CTO is not available) for all official commercial lodging and transportation requirements, except when authorized IAW par. 3045. 2. DoD travelers with access to DTS are required to make commercial transportation and lodging arrangements using DTS. Travelers should only contact a DTMO contracted CTO directly when DTS is not available or commercial lodging at the TDY location cannot be found in DTS. 3. The eligible traveler must contact the responsible Service/DoD Agency designated official if there is not an available DTMO contracted CTO to provide the official travel. *4. Travelers, ordered to execute long-term TDY on a flat rate per diem basis in accordance with par. 4250, who cannot make long-term lodging arrangements individually, must contact the DTMO-contracted CTO to find adequate lodging within the parameters of par. 4250. *5. Reservations made for certain travelers may be negotiated and booked outside the DTS/CTO (e.g., Band tours, scheduled training courses where mass reservations are made in advance to facilitate a large number of rooms, or personnel directed into certain lodging establishments due to security, health and safety concerns in accordance with the Foreign Clearance Guide or direction by a U.S. Embassy, COCOM/JTF Commander or through the Secretarial Process). B. Command Responsibility. A command must not permit a CTO to issue: 1. A YCA airfare purchased at Gov't expense to a traveler when a -CA airfare is available and the AO determines that a -CA airfare meets mission needs. This does not establish the -CA as the basis for policy constructed airfare. The basis for policy constructed airfare is the YCA; and 2. Other than the least expensive unrestricted economy/coach class tickets purchased at Gov't expense, without prior proper authority. See pars. 3500, 3600 3650, and 7815 for exceptions. C. DoD Service/DoD Agency Regulations. See DoD Service/DoD Agency regulations for CTO use information. D. Failure to Follow Regulations 1. A command/unit is expected to take appropriate disciplinary action when a traveler and/or an AO fails to follow the regulations concerning CTO use. See par. 1035. 2. A command/unit is expected to take appropriate action for reimbursement to the Gov't when a traveler and/or AO acquires/allows a YCA airfare to be acquired when there is a _CA airfare available that meets mission needs (CBCA 1511-TRAV, 7 May 2009). 3. Disciplinary action should be for willful violations and may be in the form of counseling (oral/written), nonjudicial action, or other appropriate means. 4. Disciplinary action must not be through refusal to reimburse.

2240 TDY TIME LIMITATIONS FOR INSTRUCTION COURSES (Members Only)

A. TDY for Training Less Than 140 Days (20 Weeks) 1. General a. Course(s) of instruction at a school/Installation with a scheduled duration of less than 140 days (20 weeks) are TDY. b. No per diem is payable if prohibited by par. 4090-J. c. If the scheduled course duration is 140 or more days, the school/Installation is that member's PDS, except when the course is authorized as TDY under par. 2240-B. 2. Scheduled Duration. The "scheduled duration" of a course is the actual period students receive instruction, including weekends. Intervening holiday periods (e.g., recess for Christmas) and incidental time spent prior to, or following conclusion of, a course are not part of the scheduled course duration (53 Comp. Gen. 218 (1973)). *a. Example 1. A member is scheduled for training (class is held 5 days a week) for 150 days to a course that normally lasts 139 days. During this time students are given 5 class days (an entire week) off ICW a holiday. This reduces the 150-day period to 143 days (5 class days plus 2 days for weekend). Students are also given 4 additional class days off on other holidays. Even though the length of time from the class start date to the graduation date is 150 days, the actual training period is 139 days (exclude 11 days - relating to time off for holidays). Therefore, the assignment is a TDY. *b. Example 2. The scheduled duration for XYZ course is 137 days (19 weeks/4 days) and the member, due to holidays and in/out processing, remains at the training site for 143 calendar days. Since the scheduled duration of the course is less than 140 days, regardless of the individual's time on station, the status is TDY. 3. Extensions. When a member attending a course(s) of instruction of less than 140 days (20 weeks) is assigned additional/extended instruction, the assignment converts to a PCS if the scheduled duration exceeds 139 days including the time remaining on the original order and the additional/extended instruction (B-143017, 17 June 1960; 46 Comp. Gen. 852 (1967); 66 id. 265 (1987)). *a. Example 1. A member is TDY for training for 133 days. On day 100, the training is extended for an additional 42 days. Since the scheduled duration of training from the date of the extension is less than 140 days (33 days remaining on the original order plus 42 days extension = 75 days), the training continues as TDY. *b. Example 2. A member is TDY for training for 133 days. On day 33, the training is extended for an additional 42 days. Since the order extends the scheduled duration beyond 139 days, (100 days remaining on the original order + 42 days extension = 142 days), the training location converts to the member's PDS effective the date of the extension order. Per diem is no longer payable on/after the date of the order directing the additional/extended training. 4. Limitations. A member's PCS order to a course of instruction may not be changed to a TDY order after arrival at the new PDS, unless the order was erroneously issued. B. TDY vs. PCS Status for Training Courses of 20 or More Weeks 1. The Secretary Concerned (without delegation) may authorize a designated course (excluding initial entry courses) scheduled for: a. 20 or more weeks, but b. Not more than 180 days in length to be attended and completed in a TDY status, rather than in a PCS status. 2. Requests for such action must be forwarded through Service channels to the Secretary Concerned and must include course number, description, length, school location, specific Service(s) of attendees, number of attendees who traditionally return to the previous PDS, and written justification for TDY vs. PCS. 3. The status (either TDY or PCS) of any member, regardless of Service/DoD Agency affiliation, attending a course of instruction of 20 or more weeks must be the same. Exception: A member assigned permanently at the location of the course immediately before attending is in a PCS status during course attendance. A member who is to be assigned immediately for permanent duty to the location of the course after attending the course is TDY until the PDS is named. 4. For courses attended by multiple Services/DoD Agencies, the Secretary Concerned must obtain agreement from the other affected Service Secretaries before changing the course. C. TDY vs. PCS Status for Training Courses of more than 180 Days. When unusual circumstances (e.g., infrastructure destruction caused by hurricanes, floods, and similar events) require training courses at one location of more than 180 consecutive days to be attended in a TDY status, the Secretary Concerned must obtain authorization/ approval from PDTATAC for that/those specific course/courses to be designated a TDY course.

2415 REIMBURSEMENT WHEN A CTO IS AVAILABLE BUT NOT USED

A. Transportation Reimbursement. When a CTO is available, but not used by the traveler, transportation cost reimbursement is limited to the amount the Gov't would have paid if the arrangements had been made directly through a CTO. B. Transaction Fee Reimbursement. When an available CTO is not used and no transaction fee is included in the Gov't/Gov't procured transportation, the transaction fee for personally procured transportation from other than a CTO may be reimbursed as long as the total reimbursable amount for the transaction fee and transportation cost does not exceed the Gov't/Gov't procured transportation cost.

2200 GENERAL

A. Travel Order. A document, issued/approved by the Secretarial Process, directing travel to/from/between designated points and serving as the basis for reimbursement by the Gov't of official travel, transportation, and reimbursable expenses. B. Official Travel Conditions. The order establishes conditions for Gov't funded official travel and transportation, and is the reimbursement basis for the traveler. C. Issuance Prior to Travel. An order should be issued before travel is performed. D. Unauthorized Reimbursement 1. Travel reimbursement is not authorized when travel is performed before receipt of a written/oral order. 2. Members Only: Expenses incurred before receipt of a written or oral order are not reimbursable. E. Travel Order Necessity 1. Generally, an order is necessary except when same day in and around local travel with no lodging requirement is involved. 2. An order is not necessary when: a. Travel is performed at/in the immediate vicinity of the PDS (local travel), and b. The travel claim only involves reimbursement for transportation expenses authorized/approved as being in the Gov't's interest. 3. If an order is not issued for local travel, voucher approval is sufficient for reimbursement purposes.

2810 TRAVEL AT THE TDY LOCATION

A. Travel Points. Transportation expense reimbursement in the TDY area may be authorized/approved for travel between: 1. Lodging and duty site; 2. Duty sites; or 3. Lodging or duty site and dining facility. B. Meals and/or Lodging Unavailable at Duty Site 1. The AO may authorize travel reimbursement when a TDY traveler cannot obtain suitable meals and/or lodging at the place of duty. 2. The traveler must furnish a statement that Gov't transportation was not available or, if available, was not suitable for the travel involved. 3. The traveler may be reimbursed for: a. Daily round trips between lodging and place of duty; and b. Trips to dining establishments when suitable dining establishments are not near the lodging and/or place of duty. C. Commercial Travel. When authorized/approved, a traveler who uses commercial transportation is authorized reimbursement of: 1. Local public transit system fares; 2. Taxicab fares; and 3. Special conveyance costs between lodging and duty site and between lodging/duty site and dining facility (when to the Gov't's advantage). D. POC Travel. If authorized/approved, POC travel in and around the TDY station is reimbursed IAW par. 2805-C.

2305 TRAVELER AND SERVICE/DOD COMPONENT RESPONSIBILITY

A. Traveler Responsibility. A traveler on official business: 1. Is responsible for travel expenses, but 2. Should not have to pay official travel expenses entirely from personal funds, unless the traveler decides not to use available Gov't resources (e.g., the GTCC or traveler's checks). B. Service/DoD Component Responsibility. The Service/DoD Component: 1. May issue travel advances for certain authorized expenses, and 2. Should ensure a traveler takes all reasonable steps to minimize the cash burden on both the Service/DoD Component and the traveler (e.g., using the GTCC).

2215 ITINERARY VARIATION

A. Variation Authorized in the Order. An order may include authority for itinerary variations to permit a traveler to: 1. Omit travel to named destinations, 2. Change the named destinations travel sequence, 3. Change the specified time for remaining at a named destination, and/or 4. Travel to additional destinations. B. Variation Not Authorized in the Order. Itinerary variation: 1. Changes may be orally authorized by the AO later confirmed in writing when an order does not contain itinerary variation authority, but circumstances arising after travel begins require itinerary variation. 2. Must not be substituted for inadequate advance preparation. 3. Does not create a blanket order.

2210 TRAVEL AND REIMBURSEMENT ORDER

A. Written Order. A written order: 1. Issued by competent authority is required for expense reimbursement ICW official travel. 2. That quotes/references an authority initiating the order is competent. 3. That does not have a box to check for a particular allowance should include a statement authorizing the allowance. Example: DTR, 4500.9-R, Part 1, Chapter 106, par. B indicates that a statement authorizing commercial vehicle rental must be contained in an order to expedite processing at a rental location. 4. May only contain authority for travel and transportation allowances provided in the JTR (i.e., other allowances cannot be 'created' by AOs). 5. Should include notice that if the order conflicts with the JTR, the JTR prevails (CBCA 2143-RELO, 11 January 2011). B. Oral Order 1. An urgent/unusual situation may require that official travel begin/be performed before a written order can be issued. Under these circumstances an oral order, conveyed by any medium, may be given. When this occurs, the AO must promptly issue a confirmatory written order. 2. An oral order: a. Given in advance of travel, b. Subsequently confirmed in writing giving the date of the oral order, and c. Approved by competent authority meets the requirement for a written order. C. Order Not Originated by Competent Authority. An order issued under unusual conditions and not originated by competent authority must be approved by the AO before travel expense reimbursement.

2010 TRAVEL OFFICIAL RESPONSIBILITIES

An official responsible for directing travel and/or approving reimbursement also is responsible for ensuring that funds are used for official travel purposes and IAW the conditions prescribed.

2150 SERVICE/DOD AGENCY RESPONSIBILITY

Each Service/DoD Agency must: 1. Only authorize/approve travel necessary to accomplish the Gov't's mission effectively and economically. 2. Establish internal controls to ensure that only travel essential to the Gov't's needs are authorized.

2145 DEPENDENT TRANSPORTATION SEATING

Each dependent traveling at Gov't expense is allowed a seat.

POC Use is Advantageous on TDY

In addition to a TDY mileage allowance, the following are allowable only if POC use is to the Gov'ts advantage: 1. Ferry fares; 2. Bridge, road and tunnel tolls; 3. Automobile parking fees ICW official travel only (except those incident to PDT); and 4. Aircraft landing, parking, and tie down fees.

2615 SELF PROPELLED MOBILE HOME

Mileage reimbursement for a self propelled mobile home driven overland/over water is the automobile mileage rate in par. 2600 for the official distance between authorized points.

2225 BLANKET/REPEAT TDY ORDER

NOTE: The blanket/repeat TDY order is not used in DTS. A. Travel Order Expiration. A blanket/repeat TDY order does not expire when the traveler returns to the PDS. It continues, in effect, until expiration by: 1. Time limit contained in the order, 2. Automatic cancellation upon PCS, 3. End of the fiscal year, or 4. Revocation. B. Written Requirements. The following statements, when applicable, must be written into the blanket/repeat TDY order. 1. Identification as a "blanket/repeat" TDY order; 2. Traveler authority to depart at such times and to travel to locations within the specified geographic area, and with such frequency as the traveler deems necessary; 3. The specific geographic area limitations (e.g., continents, countries, states, etc.); 4. The TDY travel period within a given fiscal year (i.e., a blanket/repeat TDY order cannot cross fiscal years); 5. The reason(s) the blanket/repeat TDY order is necessary; 6. Estimated travel costs (transportation, per diem, and reimbursable expenses) for the period indicated in the blanket/repeat order; 7. Authority for special conveyance use reimbursement when approved on a travel voucher as being to the Gov't's advantage, if appropriate; 8. Excess accompanied baggage authorization, if necessary; and 9. Other conditions, limitations, and instructions as appropriate. C. 'Other than Economy/Coach' Accommodations Not Authorized. A blanket/repeat TDY order must never authorize 'other than economy/coach' transportation. If 'other than economy/coach' accommodations are necessary for one or more specific trips, an order amendment, containing the necessary separate required statements for each such trip, must be issued. D. AEA (NOTE: This par. does not apply to the Coast Guard) 1. AEA is prescribed only on an individual trip basis, and only after consideration of the facts existing in each case. 2. AEA must not be authorized as part of a blanket/repeat TDY order or used as blanket authority to authorize/ approve automatic AEA for all travel to an area. 3. See par. 4315 for AEA limitations.

Phone Calls, Official

Official phone calls are mission related expenses but are not reimbursable as a separate travel expense. See Communication Services. Effective 1 October 2014.

B. Other than an Aircrew Member or Courier

Other than an Aircrew Member or Courier Table 2D-2 Travel Status Chart Travel Status Start Rule When Member Departs From: And Proceeds to: And Then To: And Then To: Travel Status Starts When Member Departs From: 1 Home 6 Transportation Terminal N/A N/A Home 6 2 Home Office 1 Transportation Terminal N/A Office 2/5 3 Home Office 1 Another duty/ departure point within the PDS 5 Transportation Terminal Another duty/ departure point within the PDS 3/4 Travel Status End Rule When Member Returns To: And Returns To: And Then To: And Then To: Travel Status Ends When Member Returns To: 4 Terminal Home 6 N/A N/A Home 2/6 5 Terminal Office 1 Home N/A Office 1/2/5 6 Terminal Another duty/ arrival point within the PDS 3/4 Home N/A Another duty/ arrival point within the PDS 5

2600 TDY & LOCAL TRAVEL

POC Rate Per Mile Effective Date Airplane *$1.17 *1 Jan 2016 Automobile (If no GOV is available) *$0.54 *1 Jan 2016 Motorcycle *$0.51 *1 Jan 2016 Other Mileage Rate. Applies when: 1. A POC is used instead of a Gov't furnished vehicle (if a GOV is available) when Gov't furnished vehicle use is to the Gov't's advantage, 2. Members Only: IDT outside normal commute IAW par. 7395, 3. Members Only: Disciplinary action travel under par. 7620, and 4. Members Only: Medical travel under pars. 7095 and 7105. *$0.19 *1 Jan 2016

Transportation to/from the Transportation Terminal

POC transportation costs (ICW TDY travel) to and from the transportation terminal are authorized. See par. 4780.

2130 LEAVE

Personnel directives dictate if/how leave is charged for workday time not justified as official travel.

Prepaid Phone Cards/Cell Phones

Prepaid phone cards and prepaid cell phones are mission related expenses but are not reimbursable as a separate travel expense. See Communication Services.

C. Helicopter and Privately Owned Boat.

Privately owned aircraft use (other than an airplane, e.g., helicopter) and privately owned boat use are not reimbursed on a TDY mileage basis. See pars. 4750, 4755, 5618, and 5622.

Registration Fee

Registration fee reimbursement is not authorized/approved when the fee is for training. See Conference Registration Fee.

Room Rental.

Reimbursable when authorized/approved by the AO, and only when used for official business.

Storage of Property Used on Official Business

Reimbursable when authorized/approved by the AO.

Resort Fees

Resort fees, that are mandatory, are authorized.

Pet Quarantine

See Ch 5, Part A8 (for Members Only)

Physical Examination Fees ICW a Visa

See Passport, Visa, Green Card, Photographs, Physical Examinations, and Legal Services.

D. POC Use Instead of GOV.

See par. 4795 for POC use instead of a GOV.

2100 GENERAL

The JTR applies to each traveler whose travel and transportation allowances are governed by the JTR.

2565 GOV'T QTRS NOT AVAILABLE

The Services have predetermined that Gov't Qtrs are not available: 1. When a TDY/delay point is at other than a U.S. Installation (See App A1); 2. When an AO determines that Gov't Qtrs use would adversely affect mission performance except for: a. A member attending a service school at a Uniformed Service facility, and b. An O-7 through O-10 officer who personally determines Qtrs availability; *3. During en route travel periods for PDT only; *4. When travel is ICW a PCS: a. When per diem is payable under MALT Plus (see par. 5220-A); b. When a member is authorized concurrent travel, and the family (including the member) cannot lodge together in Gov't Qtrs at a POE/POD; or c. To a ship/afloat staff with an OCONUS home port, and; (1) A member is accompanied by dependents authorized concurrent travel; (2) Is put on TDY at the home port while awaiting ship/staff arrival or onward transportation; and Gov't Qtrs are not available for the entire family; *5. When a member is TDY at a medical facility as a non-medical attendant accompanying a dependent in an outpatient status (See par. 7175); or *6. When TDY to a Joint Base and the Gov't Qtrs are located at a part of the Joint Base that is geographically separated (i.e., do not share a common perimeter) from the duty location.

Value Added Tax (VAT) Certificate.

The cost of a Value Added Tax (VAT) certificate used to avoid paying TDY lodging taxes is reimbursable.

2125 TRAVELER FINANCIAL RESPONSIBILITY

The traveler is personally financially responsible for any expense accrued by not complying with the JTR.

Tips for Handling Gov't Property

Tips for handling Gov't property are covered in the IE portion of per diem and are not reimbursable. Effective 1 October 2014.

2410 NON-U.S. FLAG AIRCRAFT/SHIP TRANSPORTATION

Transportation on a non-U.S. flag aircraft/ship must not be authorized/approved unless the conditions in, par. 3525 are met.

Transportation Terminal Parking Fees.

Transportation terminal parking fees, while TDY, may be reimbursed NTE the cost of two one way taxicab fares (including tips). See par. 4780 for exception for Members only.

Travel and Transportation Related Expenses.

Travel and transportation related expenses similar to any in this table may be authorized.

2115 UNUSUAL ROUTE JUSTIFICATION

Travel other than by a usually traveled route must be justified for any excess cost to be Gov't funded.

C. Member Assigned to a Two Crew Nuclear Submarine (SSBN).

Travel status ends and the member starts a training and rehabilitation status when: 1. The member arrives at the submarine's home port, and 2. No further travel away from the home port is required by the PCS order before reporting on board the submarine, whether or not the submarine is at the home port (57 Comp. Gen. 178 (1977)).

2700 TRAVEL VOUCHER SUBMISSION

Travelers should submit a travel voucher IAW Service/DoD Agency administrative and/or procedural directives. Use DoD FMR, Vol. 9 except when official assignments (TDY, TCS, ITDY or PCS) are funded by a non-DoD Agency. Non-DoD Services should use Service regulations.

2235 PCS TIME LIMITATIONS (Members Only)

Unless otherwise prescribed in the JTR, a member's PCS order is valid for travel and transportation allowances to the new PDS named in that PCS order while the order remains in effect and prior to receipt of further PCS orders (45 Comp. Gen. 589 (1966)). Example: Member ordered PCS from A to B. Member later is ordered PCS from B to C. When the PCS order from B to C is issued, the PCS order from A to B may no longer be used for PCS allowances from A to B.)

2170 WHEN PER DIEM IS AUTHORIZED

Unless otherwise specifically provided for/restricted in these regulations, the prescribed per diem applies for all TDY periods, and related travel, including, but not limited to, the following: 1. Periods of necessary delay awaiting further transportation, 2. Periods of delay at POEs and PODs ICW a PCS, 3. TDY periods directed in a PCS order, 4. Delays to qualify for reduced travel fares (par. 4415-E).