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Chapter 4 (Caution: These instructions change frequently. Most current requirements are found in the JFTR of the Uniformed Services, which is available in the officer's Administrative Office) The requirements and authorizations concerning TDY are contained in the JFTR. There is a Per Diem, Travel, and Transportation Allowance Committee which promulgates the regulations contained in the JFTR. This committee is chartered under the DoD and includes representatives of all the Uniformed Services, including the PHS Commissioned Corps. Changes are made to the JFTR on a monthly basis.
As a result, the CCPM INSTRUCTION on TDY and CCPM Pamphlet No. 51, “Information on Temporary Duty Travel,” should be checked against the JFTR regarding any specific regulation.
A copy of the JFTR is maintained by all OPDIV administrative officers who are responsible for authorizing any travel. Officers should acquaint themselves with the JFTR, and should personally consult the JFTR regarding any TDY that is out of the ordinary to ensure that the current regulations are clearly understood. Officers are personally responsible for understanding and complying with all travel requirements.
When an officer performs official travel for the United States Government, he/she is reimbursed for allowable travel expenses under governing laws and regulations. Some expenses are reimbursed on an actual cost basis; other expenses are reimbursed on a flat rate basis in lieu of actual expense. Officers are expected to exercise the same care in incurring expenses as a prudent person does when traveling on personal business. When the officer returns to his/her permanent duty station, the officer is required to prepare and submit a travel voucher as quickly as possible to provide prompt settlement of the officer's travel claim.
B. TRAVEL ORDERS
An officer's travel order is the key to an authorized temporary duty assignment. Normally a travel order is issued in writing prior to travel; however, occasional verbal orders that are later confirmed in writing may be used. Officers should follow their orders carefully, making sure they understand all instructions or limitations. Officers should also complete their travel plans promptly and arrange their departure as required by orders.
C. GETTING READY TO GO
Duty time may be authorized for an officer to make arrangements for his/her trip, such as picking up orders, requesting and obtaining an advance travel payment, and making arrangements for transportation. However, this time must be authorized in advance by the officer's leave granting authority.
D. ADVANCE OF FUNDS
Approval for an advance of travel funds is determined by the policies of each OPDIV. Although advance payment of travel allowances is permitted, it is not required by the law and the JFTR. If travel advances are authorized, the advance received by the officer will be an amount not more than the expenses the officer estimates will be incurred on the trip. Advances should not be requested for trips of short duration unless substantial outlay of personal funds would otherwise be required. After completion of the travel, the officer should submit his/her claim as soon as possible. If the officer's advance exceeds the amount claimed, he/she is required to refund the excess amount. If the amounts claimed exceed the
advance, the difference will be paid to the officer. In lieu of a travel advance, an OPDIV may require an officer to use a credit card issued to the officer through a government-sponsored program.
E. PROMOTIONAL ITEMS RECEIVEDAn officer is obligated to account for any gift, gratuity, or benefit received from private sources when performing official travel. This includes promotional materials given to the officer by airlines, rental car companies, and motels; e.g., bonus flights, frequent flyer miles, reduced-fare coupons, cash, merchandise gifts, and credits toward free or reduced costs of future services or goods. When an officer receives promotional material, the officer is accepting it on behalf of the government and must relinquish it to the government. Such items cannot be used for personal purposes.
F. ROUTING AND COST OF TRANSPORTATION
Transportation officers who issue transportation requests (T/R) for an officer's use on common carriers or arrange travel by government facilities, determine the route to be used. In the event an officer desires more expensive accommodations or an indirect route for personal reasons, then the officer must pay the additional cost to the carrier at the time the transportation request is exchanged for a ticket(s).
Such additional costs will not be refunded to the officer upon completion of travel.
G. SPACE-REQUIRED TRAVEL
The Space-Required (Space-R) program provides travel for those passengers who are either on official government business or who are entitled by law or regulation to travel at government expense on DoDcontrolled aircraft. PHS generally does not use Space-R travel. The travel directing official may consider Space-R if it can meet a need that cannot be met by use of contract carrier.
It is important to note that Space-Available (Space-A) is a recreational program and is absolutely forbidden for the officer and dependents if the officer is on TDY.
H. COMMERCIAL TRANSPORTATIONGovernment policy requires the use of the least costly service that will permit satisfactory accomplishment of the mission. A T/R (issued by a government transportation officer) is used to purchase a ticket on a common carrier. When a T/R is not available at the time and place required, the officer may purchase a ticket on the approved carrier and be reimbursed for the actual cost. If a T/R is available and the cost of transportation is less than $100, the officer may elect not to use a T/R. The officer may purchase the ticket and request reimbursement. When the cost of transportation is $75 or more (plus tax), claim for transportation will be denied in its entirety if the voucher is not supported by copies of tickets, a receipt, or a statement as to why a receipt was not furnished. If the cost of the officer's ticket exceeds $100 and he/she chooses not to use a T/R, then the reimbursement may not exceed what the government would have paid for the ticket.
If it is determined that the use of a privately-owned conveyance is more advantageous to the government and the officer travels by that means, he/she will receive a monetary allowance in lieu of transportation for the official distance plus per diem for the necessary travel time en route. If the privately-owned conveyance is not more advantageous to the government (and the officer uses it for personal convenience), the officer will still be entitled to mileage for the official distance not to exceed the cost of transportation if performed on a contract carrier. The officer's per diem for the travel time may not exceed the time it would have taken an air or surface common carrier (whichever more nearly meets the requirements of the orders and is more economical to the government) to complete the journey. A privately-owned conveyance may not be used if the travel orders specifically direct the use of another mode of transportation and that mode is available. For necessary travel in and around the temporary duty station (local travel), the officer is entitled to reimbursement for mileage in excess of the distance traveled daily by the officer from his/her residence to the permanent duty station. Travel in and around the temporary duty station is reimbursable.
K. TAXIS AND AIRPORT LIMOUSINES
Taxis may be used between places of residence, lodging, or place of duty at the permanent or temporary duty station and carrier terminals; between carrier terminals when a change in the mode of transportation is necessary; or from carrier terminals to lodging and return when required by transportation delays. Officers in temporary duty status will be reimbursed for the usual airport limousine service fares between an airport and the airport limousine terminal. Reimbursement for tips is authorized at 15 percent of the fare. Receipts must be obtained for charges in excess of $75.
L. SPECIAL CONVEYANCES
The use of a special conveyance such as rented or hired automobiles and boats, may be authorized or approved by the official directing the travel. An aircraft is also considered a special conveyance and its use may be authorized or approved for single flights between two or more points if arrangements for hiring the aircraft are made by an authorized transportation officer. The expenses for the use of a special conveyance so authorized or approved are reimbursable if the officer's claim is supported by a receipt showing the cost of the special conveyance, the service rendered, and the rate of compensation by the day, hour, or other unit.
M. SHIPMENTS RELATED TO TEMPORARY DUTY
Authorization for the shipment of household goods for temporary duty assignments is limited to assignments of 180 days or more. The JFTR provides reduced household goods weight allowances for temporary duty assignments less than 180 days in duration. If the officer's orders do not authorize shipment of household goods, the officer may request the administrative officer to reference the JFTR for weight allowances applicable to temporary duty. The shipment should be arranged by a shipping officer. No storage is authorized. See CCPM Pamphlet No. 11, "Information on Shipment of Household Goods," for complete details.
N. PER DIEM WITHIN CONTINENTAL UNITED STATES (CONUS)
Per diem is a daily allowance designed to cover the cost of lodging, meals, and incidental expenses.
Other official expenses are reimbursable and are described under "What Can Be Claimed On A Travel Voucher." The per diem may not exceed the sum authorized at the time of travel. For rates, consult the JFTR in effect at the time of TDY assignment. Per diem is not authorized for TDY at a permanent duty station or for time spent on leave during TDY assignment. Per diem is not authorized when travel is interrupted for the officer's convenience or when travel is indirect; however, per diem may be paid for the equivalent uninterrupted route.
- 93 Commissioned Corps Officer’ Handbook, 1998 s Receipts for lodging are required and must be submitted with the travel voucher. The travel voucher (form SF-1012) must state the total actual cost paid for lodging during a temporary duty period. The paying official is responsible for determining the average amount paid for lodging.
Receipts for meals are not required. Deductions will be made from the total per diem allowance for meals available in a government mess at the TDY station and for nongovernment meals furnished at no cost to the traveler. Meals taken aboard air carriers are not deducted.
O. ACTUAL EXPENSECost in certain cities is higher than the prescribed per diem rates. Instead of being paid per diem, an officer may request that actual expenses be reimbursed. Requests are approved on an individual basis through the officer's program and OPDIV when actual and necessary meal and lodging costs will exceed the applicable per diem allowance by 5 percent or more or when the traveler has no alternative but to incur lodging costs which absorb all or nearly all of the maximum per diem allowance. If the request is approved, the officer may be reimbursed for actual daily expenses not to exceed the maximum amounts set forth in the JFTR. Requests for actual expense allowance should be completed in accordance with the JFTR. Receipts are required for lodging. All requests should be approved by the officer's program prior to forwarding the request to the OPDIV. Requests must contain all of the
following data which is relevant to the trip:
2. Whether meetings with technical, professional, or scientific organizations are involved;
3. Whether international conferences or meetings are involved;
7. Proposed itinerary showing complete identification of places in or outside CONUS to be visited, the length of duty at each place, and the inclusive dates of travel;