8301-51.3 Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card? The head of your agency or his/her designee(s) has (have) the authority to grant exemptions from the mandatory use of the Government contractorissued travel charge card. 8301-51.4 If my agency grants an exemption, does that prevent me from using the card on a voluntary basis? No, an exemption from use would not prevent you from using the Government contractor-issued travel charge card on a voluntary basis in accordance with your agency's policy. §301-51.5 How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card? If you receive an exemption from use of the Government contractor-issued travel charge card, your agency may authorize one or a combination of the following methods of payment: (a) Personal funds, including cash or personal charge card; (b) Travel advances; or (c) Government Transportation Request (GTR). NOTE TO §301-51.5: City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section. 8301-51.6 May I use the Government contractor-issued travel charge card for purposes other than those associated with official travel? No, the Government contractorissued travel charge card may be used only for official travel related expenses. 8301-51.7 What are the consequences Government conof using the tractor-issued travel charge card for non-official travel purposes? If you use the Government contractor-issued travel charge card for purposes other than official travel, your agency may take appropriate disciplinary action. §301-51.101 Which payment methods are considered the equivalent of cash? Use of one of the following payment methods of this section to procure common carrier transportation is considered the equivalent of cash and you must comply with the rules in 41 CFR 101-41.203-2 that limit the use of cash for such purposes. (a) Personal credit cards; (b) Cash withdrawals obtained from an ATM using a Government contractor-issued individually billed travel card; and (c) Checks, both personal and travelers (including those obtained through a travel payment system services program). [63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998] §301-51.102 How is my transportation reimbursement affected if I make an unauthorized cash purchase of common carrier transportation? If you are a new employee or an invitational or infrequent traveler who is unaware of proper procedures for purchasing common carrier transportation, your agency may allow reimbursement for the full cost of the sible. transportation. In all other instances, your reimbursement will be limited to the cost of such transportation using the authorized method of payment. [63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998] 8301-51.103 What is my liability if I lose a GTR? You are liable for any Government expenditure that is caused by your negligence in safeguarding the GTR or tickets received in exchange for the GTR. To avoid liability, immediately report a lost or stolen GTR to your administrative office. If the lost or stolen GTR shows the carrier service desired, and point of origin, promptly notify in writing the named carrier and other local initial carriers. Do not use a GTR that is recovered after having been reported as lost or stolen. Instead, report the recovered GTR to your administrative office. [63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998] Subpart C-Receiving Travel 8301-51.200 For what expenses may I receive a travel advance? (a) Cash transaction expenses (i.e., expenses that as a gen- Any time you travel. eral rule cannot be charged and must be paid using cash, a personal check, or travelers check). (1) M&IE covered by the per diem allowance or actual expenses allowance; (2) Miscellaneous transportation expenses such as local transportation system and taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft parking, landing, and tie-down fees; (3) Gasoline and other variable expenses covered by the mileage allowance for advantageous use of a privately owned automobile for official business; and (4) Other authorized miscellaneous expenses that cannot be charged using a Government contractor-issued charge card and for which a cost can be estimated. (b) Non-cash transaction expenses (i.e., lodging, common car- Only in the following situations: rier). (1) Government contractor-issued charge card not expected to be accepted. (2) Government contractor-issued charge card issuance denied. Your agency has decided not to provide you a contractor-issued individually billed travel card. (3) Official change of station. Your agency determines that use of a contractor-issued individually billed travel card would not be feasible incident to a transfer, particularly a transfer to another agency. (4) Financial hardship would be incurred. [63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998] §301-51.201 What is the maximum amount that my agency may advance? The amount your agency advances you may not exceed the following amounts: For Cash transaction expenses The maximum amount your agency may advance is The estimated amount of your cash transaction expenses. (For M&IE, your advance is limited to the M&IE rate under the lodgings-plus per diem method.) Non-cash transaction expenses (See Generally zero. However, your agency may advance up to the full amount of your §301-51.200(b)). expected non-cash transaction expenses for an individual trip (or not to exceed a 45-day period for an open authorization) in accordance with § 301-51.200(b). [63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998] §301-51.202 When must I account for my advance? You must file a travel claim which accounts for your advance after completion of your assignment, in accordance with your agency's policy. If you are in a continuous travel status (e.g., an auditor or inspector) or if yoù submit periodic reimbursement vouchers on an individual trip authorization, your agency may reimburse you the full amount of your travel expenses without any deduction of your advance until such time as you file a final voucher. If the amount advanced is less than the amount of the voucher on which it is deducted, you will be reimbursed the net amount. If the advance exceeds the reimbursable amount, you must immediately refund the excess. 190-163 D-00--3 301-52.5 Is there any instance where I am exempt from the receipt requirements in §301-52.4? 301-52.6 How do I submit a travel claim? 301-52.7 When must I submit my travel claim? 301-52.8 May my agency disallow payment of a claimed item? 301-52.9 What will my agency do when it disallows an expense? 301-52.10 May I challenge my agency's disallowance of my claim? 301-52.11 What must I do to challenge a disallowed claim? 301-52.12 What happens if I attempt to defraud the Government? 301-52.13 Should I keep itemized records of my expenses while on travel? 301-52.14 What must I do with any travel advance outstanding at the time I submit my travel claim? 301-52.15 What must I do with any passenger coupon for transportation costing over $75, purchased with cash? 301-52.16 What must I do with any unused tickets, coupons, or other evidence of refund? 301-52.17 Within how many calander days after I submit a proper travel claim must my agency reimburse my allowable expenses? 301-52.18 Within how many calendar days after I submit a travel claim must my agency notify me of any error that would prevent payment within 30 calendar days after submission? 301-52.19 Will I receive a late payment fee if my agency fails to reimburse me within 30 calendar days after I submit a proper travel claim? 301-52.20 How are late payment fees calculated? 301-52.21 Is there a minimum amount the late payment fee must exceed before my agency will pay it to me? 301-52.22 Will any late payment fees I receive be reported as wages on a Form W2? 301-52.23 Is the additional fee, which is equal to any late payment charge that the card contractor would have been able to charge had I not paid the bill, considered income? 301-52.24 Does mandatory use of the Govern ment contractor-issued travel charge card change my obligation to pay my travel card bill by the due date? AUTHORITY: 5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2., Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note). SOURCE: 63 FR 15969, Apr. 1, 1998, unless otherwise noted. §301-52.1 Must I file a travel claim? Yes. §301-52.2 What information must I provide in my travel claim? You must provide the following: (a) An itemized list of expenses and other information (specified in the listing of required standard data elements contained in Appendix C of this chapter, and any additional information your agency may specifically require), except: (1) You may aggregate expenses for local telephone calls, local metropolitan transportation fares, and parking meter fees, except any individual expenses costing over $75 must be listed separately; (2) When you are authorized lodgingsplus per diem, you must state the M&IE allowance on a daily basis; (3) When you are authorized a reduced per diem, you must state the reduced rate your agency authorizes on a daily basis; and (4) When your agency limits M&IE reimbursement to the prescribed maximum M&IE for the locality concerned, you must state the reduced rate on a daily basis. (5) Your agency may or may not require itemization of M&IE when reimbursement is limited to either the maximum M&IE locality rate or a reduced M&IE rate is authorized. (b) The type of leave and the number of hours of leave for each day; (c) The date of arrival and departure from the TDY station and any nonduty points visited when you travel by an indirect route other than a stopover to change planes or embark/disembark passengers; (d) A signed statement, "I hereby assign to the United States any rights I may have against other parties in connection with any reimbursable carrier transportation charges described herein," when you use cash to pay for common carrier transportation. §301-52.3 Am I required to file a trav el claim in a specific format and must the claim be signed? Yes, in a format prescribed by your agency. If the prescribed travel claim is hardcopy, the claim must be signed in ink; if your agency has electronic processing, use your electronic signature. Any alterations or erasures to your travel claim must be initialed. §301-52.9 What will my agency do when it disallows an expense? Your agency will disallow your claim for that expense, issue you a notice of disallowance, and pay your claim for those items which are not disallowed. 8301-52.10 May I challenge my agency's disallowance of my claim? Yes, you may request reconsideration of your claim if you have additional facts or documentation to support your request for reconsideration. §301-52.11 What must I do to challenge a disallowed claim? You must: (a) File a new claim. (b) Provide full itemization for all disallowed items reclaimed. (c) Provide receipts for all disallowed items reclaimed that require receipts, except that you do not have to provide a receipt if your agency already has the receipt. (d) Provide a copy of the notice of disallowance. (e) State the proper authority for your claim if you are challenging your agency's application of the law or statute. (f) Follow your agency's procedures for challenging disallowed claims. (g) If after reconsideration by your agency your claim is still denied, you may submit your claim for adjudication to the GSA Board of Contract Appeals in accordance with 48 CFR part 6104. §301-52.12 What happens if I attempt to defraud the Government? (a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and (b) You may be subject under 18 U.S.C. 287 and 1001 to one, or both, of the following: (1) A fine of not more than $10,000, or (2) Imprisonment for not more than 5 years. §301-52.13 Should I keep itemized records of my expenses while on travel? Yes. You will find it helpful to keep a record of your expenses by date of the expense to aid you in preparing your travel claim or for tax purposes. |