8301-52.14 What must I do with any travel advance outstanding at the time I submit my travel claim?

You must account for the travel advance in accordance with your agency's procedures.

8301-52.15 What must I do with any passenger coupon for transportation costing over $75, purchased with cash?

You must submit the passenger coupons to your agency in accordance with your agency's procedures.

8301-52.16 What must I do with any

unused tickets, coupons, or other evidence of refund?

You must submit any unused tickets, coupons, or other evidence of refund to your agency in accordance with your agency's procedures.

[63 FR 15969, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

8301-52.17 Within how many calendar

days after I submit a proper travel claim must my agency reimburse my allowable expenses?

Your agency must reimburse you within 30 calendar days after you submit a proper travel claim to your agency's designated approving office. Your agency must ensure that it uses a satisfactory recordkeeping system to track submission of travel claims. For example, travel claims submitted by mail, in accordance with your agency's policy, could be annotated with the time and date of receipt by your agency. Your agency could consider travel claims electronically submitted to the designated approving office as submitted on the date indicated on an email log, or on the next business day if submitted after normal working hours. However, claims for the following relocation allowances are exempt from this provision:

(a) Transportation and storage of household goods and professional books, papers and equipment;

(b) Transportation of mobile home; (c) Transportation of a privately owned vehicle;

(d) Temporary quarters subsistence expense, when not paid as lump sum; (e) Residence transaction expenses; (f) Relocation income tax allowance;

(g) Use of a relocation services company;

(h) Home marketing incentive payments; and

(i) Allowance for property management services.

[FTR Amdt. 92, 65 FR 21365, Apr. 21, 2000]

§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?

Your agency must notify you as soon as practicable after you submit your travel claim of any error that would prevent payment within 30 calendar days after submission and must provide the reason(s) why your travel claim is not proper. However, not later than May 1, 2002, agencies must achieve a maximum time period of seven working days for notifying you that your travel claim is not proper.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000] 8301-52.19 Will I receive a late pay

ment fee if my agency fails to reimburse me within 30 calendar days after I submit a proper travel claim?

Yes, your agency must pay you a late payment fee, in addition to the amount due you, for any proper travel claim not reimbursed within 30 calendar days of your submission of it to the approving official.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000] §301-52.20 How are late payment fees calculated?

Your agency must either:

(a) Calculate late payment fees using the prevailing Prompt Payment Act Interest Rate beginning on the 31st day after submission of a proper travel claim and ending on the date on which payment is made; or

(b) Reimburse you a flat fee of not less than the prompt payment amount, based on an agencywide average of travel claim payments; and

(c) In addition to the fee required by paragraphs (a) and (b) of this section, your agency must also pay you an amount equivalent to any late payment charge that the card contractor

§301-52.22 Will any late payment fees I receive be reported as wages on a Form W-2?

No, the Internal Revenue Service (IRS) has determined that the late payment fee is in the nature of interest (compensation for the use of money). Your agency will report payments in accordance with IRS guidelines.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000] §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? Yes, your agency will report this payment as additional wages on Form W-2.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000] §301-52.24 Does mandatory use of the

Government contractor-issued travel charge card change my obligation to pay my travel card bill by the due date?

No, mandatory use of the Government contractor-issued travel charge card does not relieve you of your obligation to pay your bill in accordance with your cardholder agreement.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]

301-53.4 How may I use frequent traveler benefits?

301-53.5 Under what circumstances may I use frequent traveler benefits to upgrade my transportation class of service? 301-53.6 When my agency participates in a mandatory travel management program, may I select a travel service provider based on whether it provides frequent travel credits?

301-53.7 How should I handle frequent traveler credits when I accumulate both per

sonal and official credits from a single travel service provider?

301-53.8 What are my options if I cannot establish separate frequent traveler accounts?

301-53.9 What is my liability for improper use of frequent traveler benefits? 301-53.10 Is there any instance when I may make personal use of benefits furnished by a travel service provider?

AUTHORITY: 5 U.S.C. 5707; 31 U.S.C. 1353.

SOURCE: 63 FR 15970, Apr. 1, 1998, unless otherwise noted.

§301-53.1 What must I do with promotional benefits or materials I receive from a travel service provider?

Any promotional benefits or material you receive from a private source in connection with official travel are considered property of the Government. You must:

(a) Accept the benefits or materials on behalf of the Federal Government; and

(b) Turn the benefits or material over to your agency in accordance with your agency's procedures established under 41 CFR 101-25.103.

§301-53.2 Should I join a frequent traveler program?

Yes. You are encouraged to join frequent traveler programs to realize cost savings or reduce official travel cost.

$301-53.3 May my agency reimburse membership fees in a frequent traveler program?

Yes, if the benefits of membership are expected to exceed the cost of membership.

§301-53.4 How may I use frequent traveler benefits?

You may use frequent traveler benefits earned on official travel to obtain travel services for a subsequent official travel assignment(s).

§301-53.5 Under what circumstances

may I use frequent traveler benefits to upgrade my transportation class of service?

You may use frequent travel benefits earned on official travel to upgrade your transportation class of service when your agency's policies authorize you to upgrade to premium-class other than first-class airline accommodations, solely through redemption of frequent traveler benefits or when the requirements for first-class or premium other than first class airline accommodations are met in accordance with §§ 301-10.123 and 301-10.124.

8301-53.6 When my agency partici

pates in a mandatory travel management program, may I select a travel service provider based on whether it provides frequent travel credits?

No. You must use the travel management program for which your agency is a mandatory user, including contract passenger transportation service when such programs are available.

§301-53.7 How should I handle fre

quent traveler credits when I accumulate both personal and official credits from a single travel service provider?

You should establish separate accounts for personal and official use.

§301-53.8 What are my options if I cannot establish separate frequent traveler accounts?

You must be able to account for every credit and debit in your frequent traveler account, and submit an accounting to your agency upon request. The accounting must specify:

(a) The date and amount of all credits you receive for both personal and official travel, including credits (e.g., credits from a travel service vendor credit card).

(b) The date and amount of any debit to your account for both personal and official travel.

§301-53.9 What is my liability for improper use of frequent traveler benefits?

You may be subject to:

301-54.1 Is my agency allowed to collect undisputed delinquent amounts that I owe to a Government travel charge card contractor?

301-54.2 What is disposable pay?

Subpart B-Policies and Procedures 301-54.100 Are there any due process requirements with which my agency must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?

301-54.101 Can my agency initiate collection of undisputed delinquent amounts if it has not reimbursed me for amounts reimbursable under the applicable travel regulations?

301-54.102 What is the maximum amount my agency may deduct from my disposable pay?

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: FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, unless otherwise noted.

Subpart A-General Rules

NOTE TO SUBPART A: Use of pronouns "I", "you", and their variants throughout this subpart refers to the employee.

§301-54.1 Is my agency allowed to collect undisputed delinquent amounts that I owe to a Government travel charge card contractor?

Yes, upon written request from the contractor, your agency may collect, from your disposable pay, any undisputed delinquent amounts that you owe to a Government travel charge card contractor.

8301-54.2 What is disposable pay?

Disposable pay is your compensation remaining after the deduction from your earnings of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay you receive from your agency, e.g., basic pay, special pay, retirement pay, or incentive pay.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]

Subpart B-Policies and
Procedures

NOTE TO SUBPART B: Use of pronouns "I", "you", and their variants throughout this subpart refers to the employee.

8301-54.100 Are there any due process

requirements with which my agency must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?

Yes, your agency must:

(a) Provide you with written notice of the type and amount of the claim, the intention to collect the claim by deduction from your disposable pay, and an explanation of your rights as a debtor;

(b) Give you the opportunity to inspect and copy their records related to the claim;

(c) Allow an opportunity for a review within the agency of its decision to collect the amount; and

(d) Provide you with an opportunity to make a written agreement with the contractor to repay the delinquent amount of the claim.

§301-54.101 Can my agency initiate collection of undisputed delinquent amounts if it has not reimbursed me for amounts reimbursable under the applicable travel regulations?

No, your agency may only collect undisputed delinquent amounts for which you have been reimbursed under the applicable travel regulations. However, if you have not submitted a proper travel claim within the timeframe requirements of § 301-52.7 of this chapter, and there are no extenuating circumstances, your agency may collect the undisputed delinquent amounts based on the amounts charged on the travel charge card.

§301-54.102 What is the maximum amount my agency may deduct from my disposable pay?

As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount your agency may deduct from your disposable pay is 15 percent a pay period, unless you agree in writing to a larger percentage.

301-70.1 How must we administer the authorization and payment of travel expenses?

Subpart B-Policies and Procedures

Relating to Transportation

301-70.100 How must we administer the authorization and payment of transportation expenses?

301-70.101 What factors must we consider in determining which method of transportation results in the greatest advantage to the Government? 301-70.102 What governing policies must we establish for authorization and payment of transportation expenses?

301-70.103 In what circumstance may we au-
thorize use of ship service?
301-70.104 What factors should we consider
in determining whether to require an em-
ployee to commit to the use of a Govern-
ment automobile?
301-70.105 May we prohibit an employee
from using a POV on official travel?

Subpart C-Policies and Procedures
Relating to Per Diem Expenses

301-70.200 What governing policies must we establish for authorization and payment of per diem expenses?

Subpart D-Policies and Procedures
Relating to Miscellaneous Expenses

301-70.300 How should we administer the authorization and payment of miscellaneous expenses?

301-70.301 What governing policies must we establish for payment of miscellaneous expenses?

Subpart E-Policies and Procedures Relating to Travel of an Employee With a Disability or Special Need

301-70.400 How should we authorize and administer the payment of additional travel expenses for an employee with a disability or special need? 301-70.401 What governing policies and procedures must we establish regarding travel of an employee with a disability or special need?

Subpart F-Policies and Procedures for Emergency Travel of Employee Due to Illness or Injury

301-70.500 What governing policies and procedures should we establish relating to emergency travel?

301-70.501 Does per diem continue when an employee interrupts a travel assignment because of an incapacitating illness or injury?

301-70.502 What additional emergency expenses should we allow for?

301-70.503 When the employee is able to

travel, should we continue the use of the existing travel authorization? 301-70.504 May any travel costs be reim

bursed if the employee travels to an alternate location for medical treatment? 301-70.505 How do we define actual cost and constructive cost when an employee interrupts a travel assignment because of an incapacitating illness or injury? 301-70.506 May we authorize per diem if an employee discontinues a TDY assignment because of a personal emergency situation?

301-70.507 How do we handle reimbursement if the employee travels to an alternate location and returns to the TDY location because of a personal emergency situation?

301-70.508 What factors must we consider in expanding the definition of family for emergency travel purposes?

Subpart G-Policies and Procedures Relating to Threatened Law Enforcement/ Investigative Employees

301-70.600 What governing policies and procedures must we establish related to threatened law enforcement/investigative employees?

301-70.601 What factors should we consider in determining whether to authorize payment of transportation and subsistence expenses for threatened law enforcement/ investigative employees?

301-70.602 How often must we reevaluate the payment of transportation and subsistence expenses to a threatened law enforcement/investigative employee?

Subpart H-Policies and Procedures Relating to Mandatory Use of the Government Contractor-Issued Travel Charge Card for Official Travel

Sec.

301-70.700 Must our employees use a Government contractor-issued travel charge card for official travel expenses?