Subpart C-Cash Payments for Procuring Common Carrier Transportation Services

§301-72.200 Under what conditions

carrier

In accordance with § 301-51.100.

§301-72.201 What must we do if an employee uses cash in excess of the $100 limit to purchase common carrier transportation?

To justify the use of cash in excess of $100, both the agency and traveler must certify on the travel claim the necessity for such use. See 41 CFR 101-41.2032.

§301-72.202 Who may approve cash payments in excess of the $100 limit?

You must ensure the delegation of authority for the authorization or approval of cash payments over the $100 limit is in accordance with 41 CFR 10141.203-2.

§301-72.203 When may we limit traveler reimbursement for a cash payment?

If you determine that the cash payment was made under a non-emergency circumstance, reimbursement to the traveler must not exceed the cost which would have been properly chargeable to the Government had the traveler used a government provided payment resource, (e.g. individual Government contractor-issued travel charge card, centrally billed account, or GTR). However, an agency can determine to make full payment when circumstances warrant (e.g. invitational travel, infrequent travelers and interviewees).

[63 FR 15976, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-72.204 What must we do to mini

mize the need for a traveler to use cash to procure common carrier transportation services?

You must establish procedures to encourage travelers to use the GSA individual Government contractor-issued travel charge card(s), or your agency's centrally billed or other established ac

or

Exchanged, Canceled,
Oversold Common Carrier
Transportation Services

§301-72.300 What procedures must we establish to collect unused, partially used, and exchanged tickets? You must establish administrative procedures providing:

(a) Written instructions explaining traveler liability for the value of tickets issued until all ticket coupons are used or properly accounted for on the travel voucher;

(b) Instructions for submitting payments received from carriers for failure to provide confirmed reserved space;

(c) The traveler with a "bill charges to" address, so that the traveler can provide this information to the carrier for returned or exchanged tickets.

(d) Procedures for promptly identifying any unused tickets, coupons, or other evidence of refund due the Government.

§301-72.301 How do we process unused, partially used, and exchanged tickets?

(a) For unused or partially used tickets purchased with GTRS: You must obtain the unused or partially used ticket from the traveler, issue a form SF 1170 "Redemption of Unused Ticket" to the airline that issued the ticket, maintain a suspense file to monitor the airline refund, and record and deposit the airline refund upon receipt. See 41 CFR 101-41.210 for policies and procedures regarding the use of the SF 1170.

(b) For unused or partially used tickets purchased under centrally billed accounts: You must obtain the unused ticket from the traveler, return it to the issuing office that furnished the airline ticket, obtain a receipt indicating a credit is due, and confirm that the value of the unused ticket has been credited to the centrally billed account.

(c) For exchanged tickets purchased with GTRS: You must obtain the airline refund application or receipt from the

§301-73.101 What are the basic services that should be covered by a travel management system?

The travel management system selected should, as a minimum include:

(a) The ability to provide the following as appropriate to the agency's travel needs:

(1) Common carrier information (e.g., flight confirmation and seat assignment; compliance with the Fly America Act, governmentwide travel policies, and contract city-pair fares, electronic ticketing and ticket delivery);

(2) Lodging information (e.g., room availability and confirmation, compliance with Hotel/Motel Fire Safety Act, per diem rate acceptability);

(3) Car rental information (e.g. availability of Government rate and confirmation of reservations).

(b) Provide basic management information, such as:

(1) Number of reservations by type of service (common carrier, lodging, and car rental);

(2) Policy compliance and reasons for exceptions;

(3) Origin and destination points of common carrier use;

(4) Destination points for lodging accommodations;

(5) Number of lodging nights in approved accommodations;

(6) City or location where car rentals are obtained;

(7) Other tasks, e.g., reconciliation of charges on centrally billed accounts, processing ticket refunds.

NOTE TO § 301-73.101: The government of the District of Columbia is excluded from collecting the data required by the Hotel/Motel Fire Safety Act, as amended.

[63 FR 15978, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-73.102 Must we require travelers

to use a travel management system? Yes, starting January 1, 2001, to implement the Hotel/Motel Fire Safety Act, as amended (see 5 U.S.C. 5707c). Until that time, you should encourage your travelers to use the travel management system selected by you for all common carrier, lodging, and car rental arrangements. Beginning January 1, 2001, you must require travelers to use the travel management system selected by you.

§301-73.103 Are there any exceptions to this requirement?

An agency head, or his/her designee, may exempt certain types of travel arrangements from the mandatory use of the travel management system. In certain situations, it may be impractical to make advance reservations, and therefore no reason exists to use a TMS.

Subpart C-Contract Passenger Transportation Services

§301-73.200 Must we require our employees to use GSA's contract passenger transportation services program?

Yes, if such services are available to your agency.

§301-73.201 What method of payment may be used for contract passenger transportation service?

GSA individual Government contractor-issued travel charge card(s), or your agency centrally billed or other established account, or a GTR (when no other option is available or feasible).

[63 FR 15978, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-73.202 Can contract fares be used for personal travel?

No.

SUBPART D-TRAVEL PAYMENT
SYSTEM

8301-73.300 What is a travel payment system?

A system to facilitate the payment of official travel and transportation expenses which includes, but is not limited to:

(a) Issuance and maintenance of Government contractor-issued individually billed charge cards;

(b) Establishment of centrally billed accounts for the purchase of travel and transportation services;

(c) Issuance of travelers checks; and (d) Provision of automated-teller-machine (ATM) services worldwide.

[63 FR 15978, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-73.301 How do we obtain travel

payment system services?

You may participate in GSA's or another Federal agency's travel payment system services program or you may

301-74.1 What policies must we follow in planning a conference?

301-74.2 What costs should be considered when planning a conference?

301-74.3 What must we do to determine

which conference expenditures result in the greatest advantage to the Government?

301-74.4 What should cost comparisons include?

301-74.5 How should we select a location and a facility?

301-74.6 What can we do if we cannot find an

appropriate conference facility at the chosen locality per diem rate? 301-74.7 What is the conference lodging allowance?

301-74.8 Who may authorize reimbursement of the conference lodging allowance for a Government sponsored conference? 301-74.9 Who may authorize reimbursement of the conference lodging allowance for a non-Government sponsored conference? 301-74.10 May the conference lodging allowance ever exceed 25 percent above the lodging per diem rate?

301-74.11 May we provide light refreshments at an official conference?

301-74.12 May we use both the conference

lodging allowance method and the actual expense method of reimbursement concurrently?

301-74.13 May we include conference administrative costs in an employee's per diem allowance payment for attendance at a conference?

301-74.14 Are there any special requirements for sponsoring or funding a conference at a hotel, motel or other place of public accommodation?

301-74.15 May we waive the requirement in §301-74.14?

301-74.16 What must be included in any advertisement or application form relating to conference attendance?

301-74.17 What special rules apply when a conference is held in the District of Columbia?

301-74.18 What policies and procedures must

we establish to govern the selection of conference attendees?

301-74.19 What records must we maintain to document the selection of a conference site?

Subpart B-Conference Attendees

301-74.21 What is the applicable M&IE rate when meals or light refreshments are furnished at nominal or no cost by the Government or are included in the registration fee?

301-74.22 When may an employee, attending a conference, be authorized the conference lodging allowance? 301-74.23 Is the conference lodging allowance an actual expense reimbursement? 301-74.24 When should actual expense reimbursement be authorized for conference attendees?

AUTHORITY: 5 U.S.C. 5707.

SOURCE: FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, unless otherwise noted.

Subpart A-Agency
Responsibilities

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

§301-74.1 What policies must we follow in planning a conference? When planning a conference, you must:

(a) Minimize all conference costs, including administrative costs, conference attendees' travel costs, and conference attendees' time costs;

(b) Maximize the use of Governmentowned or Government provided conference facilities as much as possible;

(c) Identify opportunities to reduce costs in selecting a particular conference location and facility (e.g., through the availability of lower rates during the off-season at a site with seasonal rates); and

(d) Develop and establish internal policies to ensure these standards are met.

§301-74.2 What costs should be considered when planning a conference? When planning a conference, you should consider all direct and indirect

conference costs paid by the Government, whether paid directly by agencies or reimbursed by agencies to travelers or others associated with the conference. Some examples of such costs

are:

(a) Authorized travel and per diem expenses;

(b) Hire of rooms for official business; (c) Audiovisual and other equipment usage;

(d) Computer and telephone access fees;

(e) Light refreshments;

(f) Printing;

(g) Registration fees;

(h) Ground transportation; and

(i) Employees' time at the conference and on en route travel.

§301-74.3 What must we do to determine which conference expenditures result in the greatest advantage to the Government?

To determine conference expenditures, you must:

(a) Assure there is appropriate management oversight of the conference planning process;

(b) Always do cost comparisons of the size, scope, and location of the proposed conference;

(c) Determine if a Government facility is available at a cheaper rate than a commercial facility;

(d) Consider alternatives to a conference, e.g. teleconferencing; and

(e) Maintain written documentation of the alternatives considered and the selection rationale used.

cility(ies) selected. In determining the best site in the interest of the Government, you should exercise strict fiscal responsibility to minimize costs. The actions in §301-74.3 must be followed. Cost comparisons must cover factors such as those listed in §301-74.4. As part of the cost comparison, you must use the established per diem rate for the locations for which you are comparing costs.

8301-74.6 What can we do if we cannot find an appropriate conference facility at the chosen locality per diem rate?

While it is always desirable to obtain lodging facilities within the established lodging portion of the per diem rate for the chosen locality, it may not always be possible. In negotiating lodging rates with the properties in the chosen location, you may exceed the established lodging portion of the per diem rate by up to 25 percent under §§ 301-74.8 and 301-74.9, if necessary. This will provide flexibility in selecting an appropriate property at the most advantageous location. It will also permit agencies to reimburse their employees' subsistence expenses by using the conference lodging allowance method as prescribed in §301-74.8 for a Government sponsored conference and in §301-74.9 for non-Government sponsored conferences, rather than the actual expense method prescribed in subpart D of part 301-11 of this chapter.

8301-74.7 What is the conference lodging allowance?

The conference lodging allowance is a pre-determined maximum allowance of up to 25 percent greater than the applicable locality lodging portion of the per diem rate. Under this reimbursement method, employees will be reimbursed the actual amount incurred for lodging up to the conference lodging allowance.

8301-74.8 Who may authorize reimbursement of the conference lodging allowance for a Government sponsored conference?

The approval authority for the conference lodging allowance is the Government agency sponsoring the conference. The sponsoring agency will determine the appropriate conference