(b) An establishment treated as an apartment building by State or local law or regulation; or

(c) An establishment containing not more than 5 rooms for rent or hire that is also occupied as a residence by the proprietor of that establishment.

Post of duty-An official station outside CONUS.

Privately owned aircraft-An aircraft that is owned or leased by an employee for personal use. It is not owned, leased, chartered, or rented by a Government agency, nor is it rented or leased by an employee for use in carrying out official Government business.

Privately owned automobile-A car or light truck (including vans and pickup trucks) that is owned or leased for personal use by an individual.

Privately Owned Vehicle (POV)-Any vehicle such as an automobile, motorcycle, aircraft, or boat operated by an individual that is not owned or leased by a Government agency, and is not commercially leased or rented by an employee under a Government rental agreement for use in connection with official Government business.

Reduced per diem-Your agency may authorize a reduced per diem rate when there are known reductions in lodging and meal costs or when your subsistence costs can be determined in advance and are lower than the prescribed per diem rate.

Special conveyance-Commercially rented or hired vehicles other than a privately owned vehicle and other than those owned or under contract to an agency.

Special needs (also see Employee with a disability)—Physical characteristics of a traveler not necessarily defined under disability. Such physical characteristics could include, but are not limited to, the weight or height of the traveler.

Temporary duty (TDY) location-A place, away from an employee's official

station, where the employee is authorized to travel.

Travel advance-Prepayment of estimated travel expenses paid to an employee.

Travel authorization (Orders)—Written permission to travel on official business. There are three basic types of travel authorizations (orders):

(a) Unlimited open. An authorization allowing an employee to travel for any official purpose without further authorization.

(b) Limited open. An authorization allowing an employee to travel on official business without further authorization under certain specific conditions, i.e., travel to specific geographic area(s) for specific purpose(s), subject to trip cost ceilings, or for specific periods of time.

(c) Trip-by-trip. An authorization allowing an individual or group of individuals to take one or more specific official business trips, which must include specific purpose, itinerary, and estimated costs.

Travel claim (Voucher)—A written request, supported by documentation and receipts where applicable, for reimbursement of expenses incurred in the performance of official travel, including permanent change of station (PCS) travel.

Travel Management System (TMS)—A system to arrange travel services for Federal employees on official travel, including reservation of accommodations and ticketing. A TMS includes a travel management center, commercial ticket office, electronic travel management system, or other commercial method of arranging travel.

[63 FR 15951, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as amended by FTR Amdt. 75, 63 FR 66674, Dec. 2, 1998; FTR Amdt. 76, 64 FR 2434, Jan. 14, 1999; FTR Amdt. 87, 64 FR 67670, Dec. 2, 1999]

PART 300-70-AGENCY REPORTING REQUIREMENTS

Subpart A-Requirement to Report Agency Payments for Employee Travel and Relocation

Sec.

300-70.1 What are the requirements for reporting payments for employee travel and relocation?

300-70.2 What information must we report? 300-70.3 How long will we have to respond to the travel survey?

300-70.4 How do we respond to the travel survey if we have major suborganizations?

Subpart B-Requirement to Report Use of First-Class Transportation Accommodations 300-70.100 Who must report use of first-class transportation accommodations? 300-70.101 What information must we report?

300-70.102 How often must we report the required information?

300-70.103 When will GSA request this information?

300-70.104 Are there any exceptions to the reporting requirement?

Subpart C [Reserved]

AUTHORITY: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp.,p. 586.

SOURCE: 63 FR 15953, Apr. 1, 1998, unless otherwise noted.

Subpart A-Requirement to Report Agency Payments for Employee Travel and Relocation

8300-70.1 What are the requirements for reporting payments for employee travel and relocation?

Agencies (as defined in §301-1.1) that spent more than $5 million on travel and transportation payments, including relocation, during the fiscal year immediately preceding the survey year must report this information. Every two years GSA will distribute the Federal Agencies Travel Survey which is assigned Interagency Control No. 0362GSA-AN. Copies of the survey may be

obtained from the Director, Travel and Transportation Management Policy Division (MTT), Office of Governmentwide Policy, General Services Administration, Washington, DC 20405.

§300-70.2 What information must we report?

For the fiscal year reporting period you must report the following information:

(a) Estimated total agency payments for travel and transportation of people; (b) Average costs and duration of trips;

(c) Amount of official travel by purpose(s);

(d) Estimated total agency payments for employee relocation; and

(e) Any other specific information GSA may require for the reporting period.

$300-70.3 How long will we have to respond to the travel survey?

The survey will specify the due date. The head of your agency must appoint a designee at the headquarters level responsible for ensuring that the survey is completed and returned to GSA by the due date. Upon receiving a survey, you must submit the designee's name, address, and telephone number to the Director, Travel and Transportation Management Policy Division (MTT), Office of Governmentwide Policy, General Services Administration, Washington, DC 20405.

§300-70.4 How do we respond to the travel survey if we have major suborganizations?

If you have major suborganizations, you must submit responses as follows:

(a) A separate response from each suborganization which spent more than $5 million for travel and relocation during the fiscal year immediately preceding the survey year;

(b) A consolidated response covering all your suborganizations which did not spend more than $5 million for travel and relocation during the fiscal year immediately preceding the survey year; and

(c) A consolidated response which covers all components of your agency.

Subpart B-Requirement to Report use of First-Class Transportation Accommodations

§300-70.100 Who must report use of first-class transportation accommodations?

An agency as defined in §301-1.1 of this subtitle.

§300-70.101 What information must we report?

All instances in which you authorized/approved the use of first-class transportation accommodations. This report has been assigned Interagency Report Control No. 0411-GSA-AN.

$300-70.102 How often must we report the required information? Once every year.

8300-70.103 When will GSA request this information?

Generally, GSA will notify agencies during the summer months that this information is required and will indicate the date reports are due.

§300-70.104 Are there any exceptions

to the reporting requirement? Yes. You are not required to report data that is protected from public disclosure by statute or Executive Order. However, you are required to submit, in your cover letter to GSA, the following aggregate information unless that information is also protected from public disclosure:

(a) Aggregate number of authorized first-class trips that are protected from disclosure;

(b) Total of actual first-class fares paid; and

(c) Total of coach-class fares that would have been paid for the same travel.

Subpart C [Reserved]

PART 300-80-TRAVEL AND RELOCATION EXPENSES TEST PROGRAMS

Sec.

300-80.1 What is a travel and relocation expenses test program?

300-80.2 Who may authorize such test programs?

300-80.3 What must be done to apply for test program authority?

300-80.4 How many test programs may be authorized by GSA throughout the Government?

300-80.5 What factors will GSA consider in approving a request for a travel or relocation expenses test program?

300-80.6 May the same agency be authorized to test travel and relocation expenses programs at the same time?

300-80.7 What limits are there to test programs?

300-80.8 What is the maximum duration of test programs?

300-80.9 What reports are required for a test program?

300-80.10 When does the authority of GSA to authorize test programs expire?

AUTHORITY: 5 U.S.C. 5707, 5710, 5738, and

5739.

SOURCE: FTR Amdt. 83, 64 FR 28881, May 27, 1999, unless otherwise noted.

8300-80.1 What is a travel and relocation expenses test program?

It is a program to permit agencies to test new and innovative methods of reimbursing travel and relocation expenses without seeking a waiver of current rules or authorizing legislation.

8300-80.2 Who may authorize such test programs?

The Administrator of General Services may authorize an agency to conduct such tests when the Administrator determines such tests to be in the interest of the Government.

8300-80.3 What must be done to apply for test program authority?

The head of the agency or designee must design the test program to enhance cost savings or other efficiencies to the Government and submit in writing to the Administrator of General Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405:

(a) An explanation of the test program;

(b) If applicable, the specific provisions of the FTR from which the agency is deviating (travel and/or relocation);

(c) An analysis of the expected costs and benefits; and

(d) A set of criteria for evaluating the effectiveness of the program.

§300-80.4 How many test programs may be authorized by GSA throughout the government?

No more than 10 travel expense test programs and 10 relocation expense test programs may be conducted at the same time.

8300-80.5 What factors will GSA consider in approving a request for a travel or relocation expenses test program?

The following factors will be considered:

(a) Potential savings to the Government.

(b) Application of results to other agencies.

(c) Feasibility of successful implementation.

(d) Number of tests, if any, already authorized to the same activity.

(e) Whether the request meets the requirements of § 300-80.3.

(f) Other agency requests under consideration at the time of submission. (g) Uniqueness of proposed test. $300-80.6 May the same agency be authorized to test travel and relocation expenses programs at the same time?

Yes, if authorized, both test programs may be conducted by the same agency at the same time.

8300-80.7 What limits are there to test programs?

None. When authorized by the Administrator of General Services, the agency may pay any necessary travel or relocation expenses in lieu of payments authorized or required under chapters 301 and 302 of this title.

$300-80.8 What is the maximum duration of test programs?

The test program may not exceed 24 months from the date the test is authorized to begin.

§300-80.9 What reports are required for a test program?

Two reports are required:

(a) The Administrator of General Services must submit a copy of an approved test program to Congress at least 30 days before the effective date of the authorized test program.

(b) The agency authorized to conduct the test program must submit a report on the results of the test program to the Administrator of General Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405, and to Congress within 3 months after completion of the program.

$300-80.10 When does the authority of GSA to authorize test programs expire?

The authority to conduct test programs expires on October 20, 2005.