ML20086C128

Basics for the NRC TRAVELER.1995 Edition

ML20086C128
Person / Time
Issue date:	07/06/1995
From:	NRC OFFICE OF THE CONTROLLER
To:
References
NUREG-BR-0207, NUREG-BR-207, NUDOCS 9507060287
Download: ML20086C128 (34)

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TABLE OF CONTEINTS i

INTRODUCTION..........

1

. GENERAL POLICY............ 2 1

Travel Reimbursement........ 2 i

Expenses Not Reimbursed..... 2 Local Travel Expenses 2

3 Who Is Covered............ 2 Who Is Not Covered......... 3 AUTHORIZATION NEEDED.... 4 i,

TYPES OF TRAVEL REQUIRING

>l SPECIAL APPROVAL OR JUSTIFI-1 N~9 CATION.................... 5 i

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TRAVEL FUNDING........... 7 l

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Out.of. Pocket Travel Expenses.. 7 Obtaining a Charge Card for Travel Expenses.......... 7 Use of the Travel Charge Card.. 7 Additional Information on the Travel Charge Card....... 8 Obtaining and Repaying a Travel A dvan ce.................. 8 Travel Advance Stipulations '....... 9 Reimbursement for Temp *orary Duty (TDY) Travel Expenses 10 Reimbursement for Local Travel 12 i

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Ordering Tickets...........

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. Ji Ordering Tickets for Combined

'1 Official / Personal Travel 23 PER DIEM AND SUBSISTENCE.

13 Unused Tickets............

24 Per Diem (Subsistence)

Lost Tickets and Government Reimbursement 13 Transportation Requests Per Diem and Actual Subsistence 14 (GTRs)...............

25 Computing Per Diem j Missed Flights................

25 Reimbursement 14 i

Payments from Airlines......

26 27 Maximum Actual Subsistence Baggage Charges Rat e.................

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Extraordinary Subsistence Expenses.

15

[ RENTAL VEHICLES, POVs, j

Partial-Day Reimbursement 16 TAXIS, AND GOVs........

28

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Diem Reimbursement 18 Rental Vehicles............

28 Additional Information on Per Size of Rental Vehicles.......

28 Where you may start and Payment for Rental Vehicles...

29

{$.j end a trip.........

18 Insurance for Rental Vehicles 29 "i@

Payments to friends or Rental Vehicles for Personal l'

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relatives for lodging..

18

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Business..............

30

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Expenses for spouse, family, Personal Vehicles...........

30 i,

or compamon......

18 Airport Transportation 31

_,t Transportation to obtain Government-Furnished Vehicles 32 meals............

19 l

Telephone calls home.....

19 SPECIAL SITUATIONS........

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Necessary Receipts..........

20 Leave While on Travel Status..

33 Bonus Coupons, Discount Fares, TRANSPORTATION..........

21 Frequent Traveler Benefits Expenses.................

21 and Other Promotional Routes and Types of M at eri als..............

33 Transportation 21 Emergency Situations........

35 Air Carriers 21 Class of Travel...........

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y ROTATIONAL ASSIGNMENT INTRODUCTION l

TR A VEL...................

37 Temporary Duty Rotations 37 This is a quick reference guide that covers i

Fu n din g.................

37 common and relatively simple temporary j

Per diem.................

37 duty (TDY) travel situations in the 48 l

Travel from reduced rate lod 38 contiguous States and the District of Advance of funds........gings 38 Columbia (CONUS) and to areas outside Rental cars...............

39 the continental U.S. (OCONUS).

Other considerations........

39 For information on more complex TRAVEL TIPS...............

40 situations, refer to NRC Management Lodging Accommodations 40 Directive (MD) 14.1, Official Temporary Tax Exemption Certificates....

40 Duty Travel, or contact headquaners or Official Telephone Calls......

41 your regional travel office before your Itineraries................

41 trip begins.

Recording Expenses........

42 Gasoline For Rental Cars.....

42 A complete listing of per diem rates is Documenting Cancellations 42 not included here. Consult the OAG Fraudulent Claims........

43 Official Traveler Travel Guide or headquarters or your regional trau:1 office GLOSSARY OF TRAVEL TERMS 44 for a complete listing. Per diem rates for major NRC office locations are listed on L

ABBREVIATIONS............

50 Page 54.

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FORM S....................

52 1995 TRAVEL INFORMATION..

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i GENERAL POLICY

! Who Is Not Covered t

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Travel Reimbursement

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• Judicial Branch employees i

commissioned officers (covered by i

NRC reimburses travelers for necessary I

Joint Travel Regulations of the expenses incurred while on official Uniformed Services) i

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Commission business. These expenses ie foreign commercial officers (covered must be within limits prescribed by law

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by the Department of State's Foreign and NRC travel regulations.

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Service Travel Regulations) 1 i

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Expenses Not Reimbursed

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NRC does not reimburse the following:

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e excess Costs

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Local Travel Expenses 1

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Some local travel and miscellaneous i

expenses are reimbursable, but subsistence i:

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and per diem expenses for local travel are i

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Who Is Covered i

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civilian employees cf NRC

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experts and consultants individuals on invitational y

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Sj AUTHORIZATION NEEDED

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TYPES OF TRAVEL REQUIRING 9

SPECIAL APPROVAL OR 4

Form NRC 279, Official Travel JUSTIFICATION i

Authorization, must be certified for 1

funding, approved, and authorized for travel outside your local travel area. Form First-Class or Business-Class air NRC 279 is not required for local travel.

travel, and First-Class train or steamer accommodation. Requires This form also identifies special approval in writing from the allowances and restrictions for your trip.

j Executive Director for Operations An authorization number will be

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(EDO) or Chairman before the trip.

assigned.

f Using frequent flyer benefits for upgrades. Frequent flyer benefits Verbal authority must be obtained from

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your approving official when an i

may be used to upgrade to Business-

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emergency or unusual situation requires

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Class when approved by your Office si travel before Form NRC 279 can be Director or Regional Administrator.

completed. Form NRC 279 must be

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Prior approval is not required from e$

completed and submitted as soon as the EDO or the Chairman.

T possible after you return from your trip.

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Frequent flyer benefits may be used j~

Foreign travel requires Form NRC 279 i

1 and Form NRC 445, Request for to upgrade to First-Class only when n

Approval of Official Foreign Travel.

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First-Class is authorized for other R

jj Contact the NRC Office ofInternational reasons by the EDO or the y

Programs for guidance. The headquaners Chairman.

($~ j travel office will assist in obtaining your j

Using a non-contract carrier for air y

official passport and any required visas.

travel between two cities when the They will also provide advice on the " Fly Government already has a contract 7

America Act," which generally requires use of American flag carriers.

for travel between those two cities.

E Justification must be included and authorized on Form NRC-279.

Using non American flag airlines. A cenification as to the " unavailability" 4

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a. a - m e;.nsw 5 L uw~A~J 10 Al of American flag service must be TRAVEL FUNDING attached to the travel voucher when submitted for payment.

Out of-Pocket Travel Expenses Rental vehicle. Any rental vehic!

must be authon, zed on Form NRC-These expenses may be handled in the following ways:

279 and the justification stated m, the

" Remarks" section.

travel charge card (preferred method) travel advances Foreign travel. Foreign travel requires approval from various NRC U.S. Treasury check offices.on Form NRC 445, Request third-party payment system 4

check for Approval of Official Foreign traveler's checks Travel, and Form NRC 279.

cash Consult headquarters or the regional travel office before the trevel Request travel advances on Form NRC

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1-authorization is issued if you need 5

additional information on the travel j

situations listed above.

obtaining a Charge Card for Travel Expenses You can get an application for the card from headquarters or the regional travel a ;

office if you travel on official NRC business at least twice a year. The application must be approved and forwarded to the charge card contractor.

Use of the Travel Charge Card Use this card only for officialif authorized Government travel expenses.

File a travel voucher within five 6

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.n working days of completing each trip.

trnvel voucher and it will be deducted Receive payment for your expenses, from your total travel claim.

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Pay the monthly bill in full upon (Exceptions apply to " blanket"

receipt, advances).

If you received more advance money Additional Information on the Travel than you spent on travel expenses, l

Charge Card send a check or money order for the difference with your voucher.

If you spent more money than the The agreement is made between you o

l and the contractor (card issuer).

travel advance covered, a check will

• There is no credit check, be sent to you.

No interest or late charges are levied.

i Return advances for canceled trips to The card may be suspended or the headquarters or regional travel canceled for non-payment.

office with a canceling Form NRC The contractor may not report a 279 within 5 working days of the g

9 delinquent account to a credit bureau.

cancellation. Indicate on the form However, if a delinquent account is whether your check is attached or t-r3 referred to a collection agency, the whether you returned your advance collection agency may report the to the NRC Cashier.

account to a credit bureau. An account is typically referred to a Travel Advance Stipulations collection agency if it is 120 days past

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due.

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Frequent travelers (those who expect to make two or more trips a year)

Obtaining and Repaying a Travel should obtain the travel charge card.

Advance A travel advance may then be i

requested to cover anticipated out-of Use Form NRC 279 to request an pocket expenses. Out-of-pocket advance.

expenses are those travel expenses Submit this form to headquarters or that cannot ordinarily be charged to to the regional travel office 10 the travel charge card. Travel working days before you need the advances are limited to the advance money, anticipated out-of pocket expenses List the advance received on your j

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k Form NRC 64A (Travel when you choose not to obtain the travel charge card.

Voucher, Part 2) n 2.

In addition to anticipated out-of.

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Attach the necessary receipts (see

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pocket expenses, you may request a Page 20).

travel advance to cover 80% of the expenses that would ordinarily be 3.

Sign Form NRC 64.

charged to the travel charge card under any of the following 4.

Have your travel administrative circumstances:

approving official sign Form NRC 4

64. (Typically, Branch Chief or E

You are an infrequent traveler above.)

i (an employee who does not make l

two or more trips a year).

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Submit your voucher to your Travel circumstances do not headquar'm or regional travel office allow the use of the travel charge for processing within 5 days after card.

your return. Submit a voucher every You have applied for your travel 2 weeks when you are on continuous charge card but have not received travel status.

it prior to the stan of a trip.

You will tie up your office's Exception to the 80% limitation may travel funds if you are late be requested on Form NRC 279 submitting your voucher.

You will not be reimbursed for when the limitation would impose an undue financial hardship on the any travel expenses if you do not submit a voucher.

employee.

You are required to reimburse Reimbursement for Temporary Duty the travel charge card company.

m You will have to repay any (TDY) Travel Expenses outstanding advance money.

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List your official travel expenses on:

Form NRC 64 (Travel Voucher, i

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L PER DIEM AND SUBSISTENCE d

Reimbursement for Local Travel a

rl Per Diem (Subsistence) Reimbursement Local travel is travel to points within 35 standard highway miles of your official You will receive a per diem allowance duty station or home.

while away from your official duty Fill out and submit Form SF 1164, Claim statidn for more than 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br />, or for your normal workday plus 2 for Reimbursement for Expenditures on 4

Official Business, to the headquarters or hours when working on a compressed to the regional travel office. Include work schedule (CWS).

I receipts for any expenses over $25.

Per diem is not paid for travel performed at the duty station or for travel within 35 miles of your duty station or home.

A per diem allowance covers subsistence expenses as follows:

lodging and related taxes charges for meals laundry expenses

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• tips to service personnel local transponation to meals telephone calls to make lodging e

reservations (other official calls are

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not part of subsistence expenses and should be itemized on your travel voucher with a receipt) s

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i Travelers on Government business usually Maximum lodging rates and M&IE are reimbursed under the Lodgings Plus allowances are listed in the OAG Official

,j method (a maximum rate for lodging and Traveler Travel Guide.

d a flat rate for meals and incidental is expenses) that the General Services Maximum Actual Subsistence Rate l

if Administration (GSA) sets annually.

H The maximum daily rate allowable for Per Diem and Actual Subsistence actual subsistence under the GSA's Federal Travel Regulation (FTR) cannot Part of a trip may be on per diem and be greater than 150 percent of the part on actual subsistence if standard per diem rate for your travel assignment location.

you travel to two or more locations l

during one trip, and Extraordinary Subsistence Expenses actual subsistence has been authorized for at least one of the locations.

If you incur unusually high subsistence expenses because of special or unusual ij

. l However, you may use only one method circumstances, you may request j

of reimbursement each calendar day. Use reimbursement for your actual and the method authorized for your location r.ecessary subsistence expenses. Special or at the end of the day.

unusual circumstances include, but are not I

limited to: (1) lodging and meals must be lp l

Computing Per Diem Reimbursement procured at a prearranged place and the lodging costs absorb practically all of the

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Per diem is computed using the actual applicable maximum per diem rate; (2) i cost of lodging (up to a maximum for costs have escalated temporarily due to l

each location). Receipts are recuired for special events; (3) due to (2), commuting

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all lodging. There is a daily allowance, costs, in addition to less expensive depending on location, for meals and lodgings within a reasonable commuting r

incidental expenses (M&IE) for each distance, consume most of the savings quarter-day you are on travel status, achieved from occupying less expensive lodgings; (4) special duties of the assignment require unusually high b

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expenses in the conduct of official CWS. Add 2 hours2.314815e-5 days <br />5.555556e-4 hours <br />3.306878e-6 weeks <br />7.61e-7 months <br /> to your normal p

business such as a suite of rooms; and (5) work day to obtain the number of

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accompanying another employee in a hours you need to be on travel status i

l i situation as described in circumstance 4.

before you are eligible for per diem If you are authorized actual subsistence reimbursement. For example, a 9-reimbursement, you may not claim per hour regular tour of duty has a diem reimbursement instead.

baseline of 11 hours1.273148e-4 days <br />0.00306 hours <br />1.818783e-5 weeks <br />4.1855e-6 months <br />.

NRC has determined that when necessary The M&lE amount is pro-rated at one-lodging costs, including tax, exceed the fourth the full M&IE rate for each standard lodging by $2 or more per day quarter-day (6 hours6.944444e-5 days <br />0.00167 hours <br />9.920635e-6 weeks <br />2.283e-6 months <br />), or fraction thereof, that you are r from your residence or l i and less costly lodging is unavailable, you i

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may be authorized for reimbursement of your actual expenses (not to exceed 150 percent of the standard per diem rate).

The quaners are fixed:

cw first quaner -

When actual subsistence is authorized to M.M cover higher costs for both lodging and 12:01 a.m. to 6 a.m.

second quarter -

"7 meals, you must itemize your meals and 6:01 a.m. to 12 noon

'nd submit expense receipts for meals that third quarter -

cost more than $25.

12:01 p.m. to 6 p.m.

4 founh quarter -

I Partial-Day Reimbursement d.

6:01 p.m. to midnight You can be reimbursed for partial days when You must note departure and arrival l

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times on your travel voucher. Travel O

you travel more than 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> and status begins when you depart from your j

require overnight lodging, or official duty station, residence, or other you travel less than 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> - but authorized point. It ends when you arrive you are on travel status for more at your official duty station, residence, or than 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br /> - and no overnight other authorized point.

l l

lodging is required. The 10. hour l

j period may be adjusted if you are on l

16 17 p

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,l lodging that would have applied if you

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had traveled alone.

AdditionalInformation on Per Diem a

i Reimbursement l

Transportation to obtain meals Where you may start and end a trip Generally, transportation to obtain meals You do not need to go to the office is Part of the incidental expenses of per before starting a trip. You may depart diem and may not be reimbursed from your residence, and return there, separately except under limited with permission from your travel circumstances. This cost may be allowed only if there are no suitable dining approving official.

facilities in close proximity to the work Payments to friends or relativesfor lodging site or your lodging.

3 You may not claim reimbursement for I

Telephone calls home l One brief call to your residence is payments to friends or relatives for

.a ~

lodging under most circumstances. You i

can receive reimbursement only if the allowed each day when you travel for i

friends or relatives are commercial two nights or more. More than one call u.

3 innkeepers, or when there is sufficient

. per day will be allowed if the average for y

documentation that they incurred the trip does not exceed one call per day,

If you have been issued an FTS 2000 additional costs because of your stay. Any

' ! calling card, you should charge these calls v

additional costs must clearly equal the

,,y amount of the reimbursement you claim.

to your card. If you don't have a card, you will be reimbursed for the actual cost r

of the call, up to $4 per call.

You may claim reasonable transportation d

costs to your free or low-cost lodging.

fy You may claim the M&IE rate even if

! When traveling outside CONUS, you are y

you do not incur lodging costs.

, allowed one brief call per seven-night period. One brief call is allowed for trips g

~ of fewer than seven nights. You will be

~;

Expenses for spouse, family, or companion reimbursed for the actual cost of the call,

?

Any additional cost for your spouse, a

family, or traveling companion when you up to $20 per call.

M are on temporary duty travel must be R$

paid from your personal funds. You may claim only the single occupancy rate for j

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rew TRANSPORTATION Necessary Receipts i

Expenses 4

You must submit receipts for the o i following:

All reasonable transponation expenses are jl allowed, in addition to per diem expenses.

lodging costs Transportation must be the most a

ji common carrier charges (passenger economical available; personal e

tickets / coupons) convenience is not a justification for using ha registration fees more expensive transportation.

L small purchases gasoline for rental cats Transportation expenses (including e

h, any other expense over $25 parking) to and from the office are not e

h reimbursable unless your official travel j

requires at least one night's lodging.

4L if Routes and Types of Transportation The most direct or usually traveled route 3

must be used. You must pay for any

)k-indirect travel for personal reasons. Use trains, buses, rental cars (when'specifically j

approved), and taxis for shon distance o

travel. Use airlines for long distance 1

travel.

i Air Carriers

I 1))

The Government has entered into y

contracts with certain carriers to provide i.

discounted service between selected pairs 4[?

of cities. Use of contract air service is mandatory when it is available, unless you meet one of the exceptions in the 20 21 p-N

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i l

I FTR. The exceptions are noted in the be obtained through the TMC. In an 1

OAG Official Traveler Travel Guide or emergency, you may purchase airline l

the OAG Official Traveler Flight Guide tickets directly from the carrier using under the section entitled, your travel charge card or a Government 4

" Transportation Guidelines." The Transportation Request (GTR).

exception must be documented on Form NRC 279.

In emergency situations in which you are -

unable to use established methods to Request the lowest coach fare available if.

obtain tickets, i.e., Agency TMC centrally

}

contract air service is not available.

billed account, travel charge card, or a j

However, you should be aware of fares GTR, you may use personal funds to i l that have either penalty fees or are not purchase a transponation ticket and be i;

refundable if your trip is canceled. These reimbursed on your travel voucher.

types of fares are not recommended without review and approval from the Transportation costing more than $100 e

0 headquaners or the regional travel office.

purchased with your own funds must be j

approved for reimbursement by the l

Class of Travel Director, Division of Accounting and i

Finance, Office of the Controller, for You must travel by coach class

' headquaners travelers, and by the i

accommodations unless you obtain Regional Administrator for regional l

written approval before the trip from the travelers. Your ticket receipt must be Chairman or Executive Director for attached to your travel voucher, regardless Operations for the use of First-Class or of how you purchased it.

{

Business-Class accommodations.

Ordering Tickets for Combined Ordering Tickets Official / Personal Travel j

Order all common carrier tickets through Request the TMC to issue roundtrip

,[

the NRC. assigned Travel Management tickets for your officially authorized f

Center (TMC). Other travel agencies may travel at the applicable contract carrier or.

I be used only with specific approval frorn government discount rate (when there is

[

the headquarters or regional office for j

reduced group or charter fares that cannot a

22 23 l!

l i-i i

no contract carrier service). The TMC headquaners or to the regional travel will bill the cost of these tickets to the office. Indicate on the Form NRC 279 i

Agency, whether your tickets are attached to the

~

form or whether you never received the You may then exchange these tickets to tickets. Unused tickets for completed include your personal travel, but contract trips should be attached to your travel or government discount rates cannot be voucher. It is your responsibility to apply l

used for personal segments. You must for any refunds or credits if you q

use your personal credit card or cash to purchased your tickets by cash or by q

pay for any excess ticket costs incurred as using your travel charge card.

h a result of exchanging your ticket to i

include personal travel. The TMC will Lost Tickets and Government effect a refund to the Agency if your new Transportation Requests (GTRs) tickets are less than those officially a

authorized.

~

If a GTR is lost, notify common carriers j

where the GTR was lost and notify the You must bear the cost of any penalties headquarters or the regional travel office assessed by the carrier if you obtain non-that issued the GTR.

refundable or penalty tickets and are y

unable to use them or need to change It a ticket is lost, notify the carrier, I

f, them.

purchase a new ticket with your travel i

charge card or with a GTR, and complete Unused Tickets a lost ticket application. There may be a j

$50 processing fee.

' lf Cancel reservations as soon as you know they will not be used. Some carriers may Explain on your travel voucher why a

)

charge a cancellation fee if reservations new GTR was issued or why you made a j

are not canceled promptly.

cash purchase. Some charges may be t

levied if you have been negligent with S

Any unused tickets for canceled trips -

your GTR or tickets.

i

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procured through the TMC on the r;

Agency's account should be sent or hand Missed Flights i

carried immediately with a canceling authorization, Form NRC 279, to the If you miss a flight, contact the carrier to yi 3 24 4 25 U. I I-M; - c' h 3m= ' +

a I find out if you can use or exchange your travel is delayed as a result of giving ticket for a later flight. Ask the ticket - up your seat while you are on official agent to book your new ticket under a duty. j GSA contract fare if one is available. Use i your travel charge card to purchase a new Baggage Charges. j. ticket, or contact the headquarters or the [ ] regional travel office if you need. Transponation charges for personal

authority for a prepaid ticket.

baggage are included in the M&IE rate. You may claim official baggage as a Return the unused ticket to the separate item on the travel voucher when i headquarters or the regional travel office authorized by your travel approving [ for credit or a refund if you obtained the official. ticket through the Agency's account. 9 Some examples of official baggage: Payments from Airlines [ [ trammg matenals l Payments from airlines for failure to depositions l e ! provide confirmed, reserved space must be i o extra clothing and personal items i turned over to the Government. Send the needed for extended temporary duty payment, with a note that explains the ~ refund and references your travel authorization. number, to the headquarters or the regional travel office. g i If you voluntarily give up your seat, you may. keep any compensation paid by an i airline provided that you do not claim j .j i { additional travel costs that result from giving up your seat. l-y L: e 0!o You may not voluntarily give up g' your seat if there will be an adverse effect on your official duties. g lj o You must take annual leave if your E f 26 27 4 i %;{ v6%tysheliik[NSK l'G -g j /J M ag n. .= mwn-

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RENTAL VEHICLES, POVs, TAXIS, i j AND GOVs Exceptions to this policy can be requested i on Form NRC 279 prior to your trip. i Rental Vehicles Payment for Rental Vehicles Vehicle rentals must be justified and P approved for official travel on Form You must pay for any rental vehicles, NRC-279. You should use commercial preferably with your travel charge card. Claim reimbursement on your travel rental agencies listed in the OAG Official voucher, and attach receipts for the rental Trav.e_le_I Travel Guide because they have vehicle to your voucher. an agreement with the Government. You should arrange rentals through the TMC Insurance for Rental Vehicles to ensure use of rental agencies that [ panicipate in the agreement. You will not be reimbursed for the cost L of collision damage waiver (CDW) or Rental agencies without Government collision damage insurance unless the i agreements occasionally offer special rates vehicle is rented or leased for official 1 to Government employees. Their rates travel in foreign areas. Vehicles rented may be low, but these companies may under the GSA Military Traffic not offer all the terms and benefits Management Command (MTMC) [ provided by Government ccatractors. E

r agreement shown in the OAG Official i;

Size of Rental Vehicles Traveler Travel Guide automatically include CDW insurance in the daily rate. t[ The general policy on vehicle size is: ~ If you rent a vehicle that is not covered ( by the Government's contract, you may j mid-size cars for all temporary duty a' be reimbursed up to the deductible travel except for extended (more than 30 days) temporary duty travel amount if the rental vehicle was damaged ..h compact cars for extended temporary while you were on official business and if ] duty travel the damages were not caused by your negligence. ,1 full-size cars when three or more T y people will travel in the car at the I p same time t. t H 28 29 i 1.b -e glepsyys@ p yx3l4 +g:u a;: w r"=,;; y ;; g.; ; Q; R. w% d +gy

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i o. .m. L f L You must use approved annual leave for I any travel time you take that exceeds Rent:1 Vehicles for, Personal Business common carrier travel time. j R:ntal cars may be used only for official business. If you drive the same rented Airport Transportation vehicle for personal use during your official assignment (e.g., on the weekend Use airpon shuttle service or public or after working hours), handle such use transportation when possible. You may as a separate transaction. take a taxi to the airport, and tip up to 15 percent of the fare, when there is no For more information on rental car public transportation available. You must policy, see the section on rental car submit receipts for taxi fares that exceed information in the OAG Official Traveler $25, excluding tips. Travel Guide or refer to NUREG/BR-0186, " Renting Smart: Car Rental Facts You will be reimbursed, up to the cost of for the NRC Traveler." a round-trip taxi fare, for parking fees and for mileage at the current rate when you i Personal Vehicles use your vehicle for transportation to and from the airport terminal. You may claim You will receive a standard rate per mile round-trip mileage at the standard mileage for operating expenses and additional rate, not to exceed the cost of a one-way reimbursement for parking fees, ferry taxi fare, when someone drives you to the fees, and toll costs when you are terminal. authorized to use your personal vehicle for official travel. Only the standard mileage rate may be claimed regardless of how many You may use your personal vehicle for employees ride with you to the airport. long distance travel; however, your mile 2ge reimbursement, per diem, and other expenses are limited to the costs of using a common carrier. (Comparative rental car costs for local transportation cannot be included in the reimbursement.) 30 31 i a

~ v u.m.. .m.w.., ......._ - - g 2.m,. m.. u.. r i h ? SPECIAL SITUATIONS

• l Government-Furnished Vehicles I

Leave While on Travel Status L If you need a Government-furnished l vehicle at your duty station, contact your You may take annual leave while on regional travel office or the travel status if you have advance approval I Administrative Services Center (ASC), i on Form NRC 279. You may not claim i l-

Office of Administration, at headquaners.

Per diem reimbursement for any day you L L are on leave status for more than a half l[ used only for official travel. You mustA Government-furnished vehicle may be day. l

have a valid driver's license and a copy of If you are on sick leave, you may claim l

l your travel authorization to obtain a Per diem and other travel expenses up to i Government furnished vehicle. 14 calendar days. A longer sick-leave l l period may be approved by written j 'l justification to the Deputy Chief Financial Officer / Controller. I, l; You must show the exact time of any leave on your travel voucher. Y Bonus Coupons, Discount Fares, Frequent Traveler Benefits and Other Promotional Materials i If you travel frequently, you are encouraged to participate in the various frequent traveler programs offered by the airlines, hotels, and rental car vendors. i All benefits earned from these programs l incident to the performance of official business accrue to the Government, and the subsequent use of these benefits shall only be for official travel. The personal 32 33 9 N

b _~ ..m. t i use of such benefits may constitute a criminal violation subject to the penalties { Forward cash or check gratuities to the of the law. [ Office of the Controller with an explanation of the circumstances for Monitor your frequent flyer activity which they were issued. l statements and redeem mileage credits for usable cenificates in the following order Emergency Situations of priority as soon as enough credits have accrued under the program: If you suffer an incapacitating illness or injury while you are away from your o Free ticket unless approved t official duty station, or if a personal use them for a free upgrade emergency situation causes an o Free upgrade to Business-Class when interruption of your temporary duty l authorized by the Office Director or travel, contact your travel-approving i l Regional Admimstrator official as soon as possible for o Free upgrade to First-Class when instructions. authorized by the Chairman or EDO. When you receive the cenificates, turn NRC may approve payments after the travel is completed; however, them in to the headquaners or the reimbursement is limited under these regional travel office. They will be situations. returned to you when a Form NRC 279 is processed that includes authority for An incapacitating illness or injury is l their use. defined as one that occurs suddenly,is not the result of the employee's You may keep promotional material, such i misconduct, and renders the employee as' pens, pencils, note pads, calendars and unable to continue the travel assignment similar items of nominal value. Any temporarily or permanently. other promotional materials received l from vendors should be forwarded to the A personal emergency situation means the headquaners or regional travel office. death, serious illness, or injury of a member of the employee's family; or the occurrence, or impending occurrence, of a j disaster such as a fire, flood, or act of 1 3 34 35

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... oA = a-- AA%L. if i ' %~--n 1. .~ J God that directly affects the employee's ROTATIONAL ASSIGNMENT i home or family. This situation must TRAVEL occur while the employee is at a I temporary duty location or is traveling to Rotational assignments, which generally or from a temporary duty location. last 3 to 6 months, are employee career development tools that help managers meet organizational and staffing needs. .They may be within the headquaners j within a region i between the headquaners and any region office l Temporary Duty Rotations Funding Travel costs are usually funded by the l organization that is sending the employee, but this may be negotiated between that organization and the organization that is gaining the employee. t Per diem Per diem reimbursement generally will be reduced for a temporary duty area when 1 an assignment is longer than 30 calendar days and lodging and/or meals can be secured at a lower cost. If the assignment is for training under the Government Employees Training Act, the M&IE will be reduced to 55 percent of the rate applicable to the assignment area. 36 37 ] l

1 y- .... ~. \\ E i l Exceptions may be made for extenuating Period of 45 days. Submit reimbursement circumstances. i vouchers every 2 weeks to ensure that i you have enough cash. Advance amounts Obtain reduced rate lodging for travel of should be deducted from travel more than 30 calendar days.

r. imbursements at the beginning of the 45-day period before the end of travel if The following items may be included in you receive a 45-day advance, or you may weekly and monthly lodging rates:

deduct a portion of your advance with each voucher submitted. Note on the rental of appropriate and necessary front of your voucher when the travel o furnishings for unfurnished lodgings office should begin liquidating your o connection, use of, and disconnection advance. of utilities-o reasonable cleaning char Rental cars o monthly telephone use (gesexcludingRental cars may be authorized for official installation charge and non. business or when their use is cost-effective l reimbursable long distance calls) for the Government. i o cable TV fee (if ordinarily included in i the lodging rate) .Other considerations Contact the headquaners or the regional l Travelfrom reduced rate lodgings travel oifice for additional guldance on You may receive actual subsistence to rotational assignments away from your cover the cost of both lodgings for days official duty station. that you are away overnight from the temporary duty station where you have reduced rate lodgings. Your M&lE reimbursement will be determined by your location at the end of the day. f Advance offunds The maximum advance allowed is the estimated out-of-pocket expenses for a ~ 38 39 l G h

-k......... s . w o.~...u... .~. .c.a.,w .=.. 7' i f e 2 g ,J TRAVEL TIPS 9 Official Telephone Calls f 3 Lodging Accommodations Use the Federal Telephone System (FTS 1 2000) for official domestic calls whenever Lodgings are to be arranged, whenever possible. You may make a commercial possible,in facilities that meet the call when an FTS call is not practical. requirements of the Hotel / Motel Fire Safety Act of 1990. Lodgings that are Include the points of service, date, and certified under the Act are listed in the - amount paid on your travel voucher ' when you make a commercial call. OAG Official Traveler Travel Guide. Contact the Headquarters ~ ' Ask about discounts when reserving . Telecommunications Infrastructure accommodations and when registering. Branch, Office of Information Resources j Some discounts are honored only when ' Management, to obtain the FTS 2000 j you register. ~ calling card if you are a frequent traveler. y j Tax Exemption Certificates Itineraries e [ Some cities, State's, and local jurisdictions offer tax exemption cenificates to Federal . Prepare a detailed itinerary whenever you 3 4 employees on official business. For are away from your duty station on temporary duty. Leave a copy of the specific locations, see " Tax Exemption itinerary in your office and at home. i Certificates for Lodging" in the OAG Official Traveler Travel Guide. An itinerary should include 5 Many counterfeit or invalid certificates have been reponed to GSA. Be sure to the address of the site you are visiting the phone number of the site you are contact the headquaners or the regional visiting travel office to obtain valid, approved tax the address of the hotel or motel at [ exemption cenificates. which you are staying the phone number of the hotel or motel at which you are staying l ir 40 41 .: I YYl6lc:::yM*r M:yw ' 'T W Q-,\\jkQ$:l$" $$$C a

1 -[ m A. u.w2iw.sf an _~ i i Recording Expenses Fraudulent Claims All daily expenses should be recorded so you can complete a travel voucher when Review the travel voucher before you you return to your duty station. sign it to make sure that it is accurate. The Office of the Comptroller General-Take a copy of the travel voucher with states that "a fraudulent statement for any you and record your expenses on the expense taints the entire claim for that voucher as you incur them. day. Thus the entire claim must be denied." (Comptroller General Decision Gasoline for Rental Cars B-232858, April 29,1989,68 CG 399). Refill the gas tank before returning the Note that falsifying an item forfeits the car to the rental location. Gas stations claim (28 U.S.C. 2514) and may result in usually charge less for gasoline than the a fine of not more than $10,000 or rental car company. imprisonment for not more than 5 years, or both (18 U.S.C. 287; id.1001). Documenting Cancellations You are responsible for canceling all transportation and lodging reservations, as necessary. Make sure that you record the cancellation number and the name of the reservauon clerk who handled your call. I You are responsible for any financial i liability for failing to cancel, even if you delegate the cancellation process to someone else. 42 43

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5 ~ a_:.. GLOSSARY OF TRAVEL TERMS applications and answering employee questions. 4 ACTUAL SUBSISTENCE - One of two methods for reimbursing travel expenses. COMMON (COMMERCIAL)- (See Per Diem.) Used when the costs of CARRIER - Any firm furnishing , lodgings, meals, and incidental expenses commercial transportation (airplanes, are expected to exceed established per trains, ships and buses). diem rates due to special or unusual circumstances. CONTRACT CARRIER - Common carriers, under contract to GSA, which BAGGAGE - Includes Government provide transportation between two cities. property (official baggage), personal You must use these carriers unless a non-baggage, and any property needed for use justification is certified on Form NRC official travel. List any extra official 279, Official Travel Authorization. baggage charges separately on the travel voucher. Tips for personal baggage are EMERGENCY - An emergency may be covered by the meals and incidental an incapacitating illness or injury or a expense allowance. personal emergency situation. An incapacitating illness or injury is one that BUSINESS CLASS occurs suddenly, is not the result of the ACCOMMODATIONS - Is also defined employee's misconduct, and makes the as Premium-Class Other Than First - employee unable to continue the travel Class accommodations. Includes any class assignment temporarily or permanently. of accommodations between Coach-Class (See also Personal Emergency). and First-Class airline accommodations; for example, American Airline's LOCAL TRAVEL - Travel to points Executive Class; Northwest Airline's within 35 standard highway miles of your World Business Class; and U. S. Air's official duty station or home. Business Select Class. LODGINGS PLUS (Also called Per CHARGE CARD COORDINATOR - Diem.) - One of two methods of travel An Office of the Controller employee reimbursement. This method, based on who administers the Government charge the per diem rate established by GSA for card program. This includes processing a particular area, reimburses the cost of 44 45 j i

b ..x~......wi.m-.:x.,4.;a..... 2l. h 4 l .-.s-.. -w..~___,. 4 i lodging (up to the maximum lodging per diem rate for the area) and provides a MILEAGE ALLOWANCE - A fixed rate f fixed allowance for meals and incidental Per mi1e for using a privateIy owned expenses (M&lE). You must submit vehicle (POV) dunng official travel, receipts for lodging expenses. OFFICIAL DUTY. STATION - The MEALS AND INCIDENTAI. building or other location where you EXPENSES (M&IE) - Flat rate rep rt f r duty. entitlement portion of the. Lodgings Plus reimbursement method that is calculated OUT-OF POCKET EXPENSES - Meal on the quaner-days you travel. "".d m.eldental expense allowance, miscellaneous expenses, and gasoh,ne o The meal (M) portion covers expenses when authorized. breakfast, lunch and dinner (it excludes alcoholic beverages, snacks, PER DIEM (Also called Lodgings entertainment expenses, and expenses Plus.) - A fixed daily payment instead of for other persons). reimbursement for actual expenses. One of two methods for reimbursing official The incidental expense (IE) ponion travel expenses. (See Actual Subsistence.) o covers subsistence expenses (fees and tips to service personnel, laundry and Per diem reimbursement is limited to two dry cleaning, local transportation to maximum rates: one for lodgings and the meals, and telephone calls for ther for meals and m, eidental expenses. '#5'#" "E I E'"E)' These rates, which GSA establishes by city and county, are in the OAG Official Traveler Travel Guide or NRC MD 14.1. You must submit receipts for lodging. M&lE reimbursement is an allowance based on quarter-day periods of six hours; it is paid at a fixed rate unless a reduced rate has been authorized. 46 47 { b

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g-- . u........ m in. _.;~ u. .. ~..a. u 1 TEMPORARY DUTY (TDY)- An l PERSONAL EMERGENCY - The authorized temporary assignment away death, serious illness, or injury of a from your official duty station, member of the employee's family; or the occurrence, or impending occurrence, of a TRAVEL CHARGE CARD disaster such as a fire, flood, or act of PROGRAM - This program allows you God that directly affects the employce's to apply for an individual Government-home or family, and which occurs while issued travel charge card. Use of this card the employee is at a temporary duty is limited to officially authorized z location or is traveling to or from a Government travel expenses. You are temporary duty location. (See solely responsible for payments on the Emergency.) card. PREMIUM-CLASS OTHER THAN TRAVEL MANAGEMENT CENTER FIRST-CLASS - Any class of (TMC)- A commercial travel agency, accommodations between Coach-Class under contract to GSA, that provides and First-Class airline accommodations; travel services for NRC. You may not use for example, Business-Class. any other travel agency. PRIVATELY OWNED VEHICLE l (POV) - A privately owned automobile, aircraft, or motorcycle. ROTATIONAL ASSIGNMENT - Serving from 3 months to 2 years in h another location as part of an NRC career development program. SPECIAL CONVEYANCE - Commercially rented transponation of any type. Special conveyances must be fully justified and authorized. j 1 I l 3 48 49 4

.. ;... _ m.... .-a.:. # __. . -.. a r. 1. .., y ,- >o 7 5. ' - a1. = <~a._.,.- <_=.s., m.,., _.,.,..,;g;;; t.,;. J

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i ABBREVIATIONS OAG Official Airline . x Guide i ASC Administrative ~ Services Center OCONUS Outside Continental a United States CDW Collision Damage 3., Waiver POV Privately Owned ~ Vehicle CONUS Continental United a States ~ ..y - TDY Temporary Duty 2 P FTR Federal Travel TMC Travel Management f Regulation Center FTS Federal Telephone 7 System t GSA General Services Administration 3. IF s; GTR Government \\ 'a t , Transportation t$ Request a

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MD Management Directive M&IE Meals and Incidental 4: Expenses n tt ' MTMC Military Traffic o; Management l Command f j 7 50 51 N'-'? pN. "' k" S f*d$ ^l i, a - w ; -.::w". =:... - - 'i'?" if! OT I' ' q -.,i.6,

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q;...;Aa.$6eu.= - 4 1 i l e ll FORMS ~ i I 1995 TRAVEL INFORMATION NRC 64 TRAVEL VOUCHER (Part 1) POV Mileage Rates: NRC 64A TRAVEL VOUCHER k* privately owned automobile - 30 (Pan 2 - Schedule of cents per mile j,... Expenses and Amount i i Claimed) e.* privately owned airplane - 88.5 l -s 3 cents per mile NRC 64B TRAVEL VOUCHER F (Part 2 - Expense Report) Sr o privately owned motorcycle - 24.5 cents per mile = ~ NRC 279 OFFICIAL TRAVEL privately owned automobile when AUTHORIZATION r use of a Government-furnished m NRC 445 REQUEST FOR Ji automobile is more advantageous to APPROVAL OF T the Government - 23.5 cents per OFFICIAL FOREIGN d mile TRAVEL g Per Diem Rates: SF 1164 CLAIM FOR

A REIMBURSEMENT FOR 51' Current per diem rates may be found in EXPENDITURES ON

" the OAG Official Traveler Travel Guide OFFICIAL BUSINESS and NRC's Management Directive 14.1. (Local Travel) "' Per diem rates for 1995 for headquarters, I he regions and several other NRC office t SF 1169 GOVERNMENT locations are noted here for your ^ TRANSPORTATION _ information: REQUEST 52 53 I g. & Y}$ .,T h, Ith (- g* ' 5%.L. k ] h 5 ? ? "*' O I M 'E '" ~' dEd...M~ , 5$AM L - -. - +mM&iWha.i3m=4#2A:=-~:M =:;.L^.2aLw)ff~.;fi j < &kt ,yQ n m E ~ ~. ~

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.;..s a ;.. _ i Location Lodeinc/M&IE/ Total ~ ~ Travel Management Centers: y 4 Headquarters 114/38/152 Region ! 83/34/117 Headquarters: Region II 81/38/119 Region III 104/38/142 Carlson Wagonlit Travel ^ Region IV 71/34/105 Hours of service: 8 a.m. - 5:30 WCFO, California 75/38/113 p.m., Monday through Friday 6 TTC, Tennessee 45/26/71 HLWM Office, Domestic / International Nevada 74/38/112 Reservations: ~ Standard CONUS Local - 202-554-1850 Rate 40/26/66 Outside Metro Washington Area .{ (during business hours) - 800-248-i Travel Charge Card: 0038 .? 24-Hour Emergency Service (after E American Express Travel Related business hours) - 800-777-7999 7 Services Company, Inc. E 20022 North 31st Avenue Leisure Travel Phoenix, Arizona 85027 Local - 202-554-1854

24. Hour Government Cardhelder Region I, King of Prussia, PA Assistance Center.... 800-492-4922 Overseas call collect.. 602-492-4922 Sato Travel Hours of service: 8 a.m. - 5 p.m.,

Baggage Insurance Monday through Friday Information & Claims. 800-645-9700 Business Travel Accident Insurance Domestic / International Information & Claims. 800-538-4567 Reservations: Local - 215-925-1478 After hours, weekends and r I emergencies - 800-827-7777 54 55 9

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_.e;;m.ag:m m:r+:n: 1 r~ 2;ae.._. _. _ _ 4 0 1 y L i, i. 1 Region IV, Arlington, TX Leisure Travel } ql Local - 215-925-1478 Omega World Travel [ o: - Hours of service: 8:30 a.m. - 5 1 / Region II, Atlanta, GA p.m., Monday through Friday Sato Travel Domestic / International { P-Hours of service: 8 a.m. - 5 p.m. Reservations: Monday through Friday Local - 214-869-9863 Outside the Dallas /Fon Wonh Domestic / International area - 800-866-6634 h Reservations: After hours, weekends, and I Local - 404-524-1186 emergencies - 800-USOMEGA After hours, weekends and 5 emergencies - 800-827-7777 l Leisure Travel Local - 214-869-9863 or Leisure Travel 800-866-6634 Local - 404-524-1351 Walk-In Service - 8 a.m. - 4:30 p.m.

Walnut Creek Field Office, Walnut i

mCreek, CA i Region III, Lisle, IL i Balboa Travel, Inc. Omega World Travel Hours of service: 7 a.m. - 5:30 p.m. g Hours of service: 8 a.m. - 5 p.m. Monday through Friday Monday through Friday Domestic / International Domestic / International Reservations: Reservations: Local - 415-872-2000 Local - 70S-252-2661 After hours, weekends, and After hours, weekends and emergencies - 800-359-8777 cmergencies - 800-285-6342 Leisure Travel Leisure Travel l Local - 415-872-2000 t Local - 708-252-2661 24-Hour Service - 800-359-8777 i 56 57 1 m

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