Yes, FTR Part 301-74 covers travel-related expenses involving conferences for federal employees. If there is no travel involved on behalf of the federal host or attendees of the conference, then the FTR does not apply. If there is travel related to the conference(s), the FTR applies for the federal participant.
The FTR covers only individuals in a travel status. An agency can determine that it is prudent to allow attendees not in a travel status to partake in the break where light refreshments are provided to ensure that the integrity and continuity of the conference would not be seriously hampered or disrupted if those attendees were forced to obtain refreshments elsewhere. In addition, the agency could determine that the administrative burden of monitoring refreshments to ensure only travelers partake is so costly and inefficient that such costs outweigh the cost of providing refreshments. If an agency is concerned about the legality of providing such refreshments, then the agency has the ability to say no to providing the breaks. It is the agency's decision. However, agencies may not provide light refreshments to non-federal travelers unless there is a mechanism for them to pay the cost of providing such refreshments, such as a registration fee.
Note to Question 3: A decision of the Comptroller General of the United States (B-288266, January 27, 2003) states that "GSA does not have the authority to authorize agencies to pay for light refreshments for those not in a travel status." The decision further states that "certifying officers should not rely on GSA's travel regulation on conference planning to authorize light refreshments at meetings for employees in nontravel status." See GSA Travel Advisory #7, January 30, 2003, entitled, "Clarification of providing light refreshments at government sponsored conferences".
No. Conference attendees' travel costs include attendees' subsistence expenses (including lodging and meals and incidental expenses (M&IE;)) and transportation costs authorized at government expense. It is the policy of the government that agencies shall exercise strict fiscal responsibility by selecting conference sites that minimize, among other things, conference attendees' travel costs. Most normally, a reduced lunch has been prearranged as part of the agency's negotiation with the conference facility. When a conference facility knows in advance that an attendee has special health/medical needs, the facility will make special arrangements to accommodate that attendee.
The requirement to book lodging accommodations through an agency TMS does not apply when a conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees. To ensure that the set aside rooms are used, direct booking, by attendees, with the lodging facility is required. Consequently, use of a TMS is not mandatory.
No. Promotional benefits or materials you receive from a travel service provider in connection with your planning and/or scheduling an official conference or other group travel (as opposed to performing official travel yourself) are considered property of the government, and you may only accept the benefits or materials on behalf of the federal government.
The General Services Administration's Office of Governmentwide Policy's Travel Management Policy Division sponsors an Interagency Travel Management Committee (ITMC) that provides a forum through which Federal agencies can exchange information and ideas for resolving common interests relating to the effective utilization of the Federal Travel Regulation. The approximate 100 ITMC members, representing Federal agencies, boards, and commissions have been designated by his/her agency and have a significant interest in the management of Federal travel. The ITMC members are generally the agency coordinators.
Through the ITMC, GSA strengthens lines of communication and disseminates information to agency representatives. The role is, among other things, to ensure compliance with internal travel rules and regulations.
Generally, the Federal traveler and/or other respective interested party is referred by GSA back to the internal agency travel policy coordinator for direct assistance.
The coordinator is generally found in the agency's Office of Finance and/or travel policy office, or GSA can provide the point of contact. If you need additional assistance, GSA is available at 202-501-1538.
Per diem is an allowance for lodging (excluding taxes), meals and related incidental expenses. The General Services Administration establishes
per diem rates for destinations within the Continental United States (CONUS). The State Department establishes the foreign rates (for example, Russia, Aruba, Bahamas, Europe, etc.). For more information on foreign rates visit: http://www.state.gov/m/a/als/prdm/
The Department of Defense (DOD) establishes non-foreign rates -- for example Alaska, Hawaii, Puerto Rico, Guam, etc.). For more information on non-foreign rates, visit DOD's Per Diem, Travel, and Transportation Allowance Committee at http://www.dtic.mil/perdiem/pdrates.html.
The lodging per diem rates are set based upon an annual survey of the local lodging industry in approximately 500 locations throughout the country. Per diem rates for these locations are set based upon contractor-provided average daily rate data collected from the local lodging industry. In addition, the Per Diem Team also analyzes the data to ensure that the rates are fair and equitable, taking into account any complaints from the federal traveler.
The federal per diem rates are established in key cities, counties and/or other defined locations where the federal traveler performs official business. In order for us to determine if an area should be surveyed, re-surveyed, or a rate changed, the following information is required:
1. A written letter submitted by a federal agency Travel Manager, indicating why the current per diem rate is inadequate.
Letters should be sent to:
Director,
Travel Management Policy (MTT),
General Services Administration,
1800 F Street, NW Room G-219
Washington, DC 20405.
Letters should also include the following information:
A. A total number of annual trips (made by a federal agency) to the location;
B. The primary purpose of travel;
C. A suggested list of geographical areas to be surveyed (by zip code if possible);
D. A list of a wide range of hotel/motel facilities within the proximity of the location where your federal travelers stay (including addresses, zip codes and rates);
E. If lodging cannot be found in an area at the prescribed lodging rate, the federal agency Travel Manager must show how many times actual expense was used and/or the number of times federal travelers used another lodging facility; and
F. The names of federal agencies supporting a rates change.
After all the requirements are submitted, a thorough analysis will be done before a final decision is made.
If a city is not listed, check to ensure that the county within which it is located is also not listed. If the city is not listed, but the county is, then the per diem rate for that city is the same as the rate for that entire county. For example, for 2004 the city of Oakland in Alameda County, California, has a per diem rate of $105. Although Hayward, California, is not listed, its per diem rate is $105 as it is also located in Alameda County.
If the city and the county are not listed, then that area is considered to be a Standard CONUS destination. Thus, the per diem rate of $86 ($55 for lodging and $31 for meals and incidental expenses) applies.
If you are unsure about which county your travel destination is located, you can find out by visiting the National Association of Counties at www.nacc.org. A city/county search link is also provided at www.gsa.gov/perdiem
A study is conducted every 3 years. Below is the current Meals and Incidental Expense Breakdown.
If Total M&IE;=$31, then Breakfast= 6$, Lunch =6$, Dinner= 16$ and Incidentals= 3$.
If Total M&IE;=$35, then Breakfast =7$, Lunch =7$, Dinner= 18$ and Incidentals= 3$.
If Total M&IE;=$39, then Breakfast =8$, Lunch =8$, Dinner= 20$ and Incidentals= 3$.
If Total M&IE; =$43, then Breakfast =9$, Lunch =9$, Dinner= 22$ and Incidentals= 3$.
If Total M&IE;=$47, then Breakfast =9$, Lunch =11$, Dinner =24$ and Incidentals= 3$.
If Total M&IE; =$51, then Breakfast =10$, Lunch =12$, Dinner= 26$ and Incidentals= 3$.
No, lodging taxes are not part of the per diem rate. However, according to the Federal Travel Regulation, travelers may claim taxes as a separately reimbursable item on their travel vouchers. However, some states and local governments may exempt federal travelers from the payment of taxes. For more information regarding tax exempt status, travelers should visit our website at www.gsa.gov/perdiem and click in the "State Tax Exemption" link. This site contains the proper forms travelers may use to claim tax exempt status and other information. If a state is not listed on this site, travelers are to assume that they are not exempt from taxes.
FPLP rates are for Federal Government and Military Personnel on official TDY business travel ONLY. Contact your Travel Management Center (TMC) or Contracted Travel Office (CTO) and ask for the FPLP booking code XVU (Xtra Value for yoU). Or search your online booking tool (eTS or DTS) for the FPLP brand logo in front of the participating hotels.
Contractors to the Federal Government and Military, retired civilian and retired military employees, and current civilian and military employees on personal leave are NOT eligible for FPLP rates. FPLP hotels are allowed to make a case-by-case decision on whether or not to offer FPLP rates and rooms to the above group of unqualified travelers. However, GSA asks that these rooms and rates not affect availability for official Federal and Military employees on TDY travel.
Yes. It is business as usual, except you are asked to first consider an FPLP hotel when traveling on official government business per FTR Section 301-50.3.
Yes. But if they do not, travel agents can access a list of FPLP preferred hotels from the GSA website. Go to www.gsa.gov, scan over Policy, click on Travel, click on Federal Premier Lodging Program under "Other GSA Topics", and click on FPLP Library on the left hand side. A list of FPLP preferred hotels will appeal in excel format.
Travel agents may also search the GDS for the FPLP rate access code of "XVU" under the universal government code "G".
By law, GSA cannot establish a mileage reimbursement allowance that exceeds the single standard mileage rate established by the Internal Revenue Service (IRS) for business purposes. To date (May 2004), IRS has not informed GSA of any plans to increase the single standard mileage reimbursement rate.
An employee must turn in all unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to the employee's agency in accordance with the agency's procedures. Under no circumstances should unused tickets be filed, destroyed, or thrown away!
See the Federal Travel Regulation (41 CFR 300-304), www.gsa.gov/travelpolicy; an agency's internal travel policy; the U.S. Government Passenger Transportation Handbook, http://fss.gsa.gov/transtrav/usgpth.pdf; and GSA's Temporary Duty Travel training, www.gsa.gov/traveltraining.
