ML20148K873

Basics for the NRC TRAVELER.1997 Edition

ML20148K873
Person / Time
Issue date:	05/31/1997
From:	NRC OFFICE OF THE CONTROLLER
To:
References
NUREG-BR-0207, NUREG-BR-0207-R01, NUREG-BR-207, NUREG-BR-207-R1, NUDOCS 9706180456
Download: ML20148K873 (33)

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1997 Edition

' Office of the Controller

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'U.S. Nuclear

' Regulatory Comnussion -

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TABLE OF CONTENTS i

INTRODUCTION.............

1 I

GENERAL POLICY............ 2 t

Travel Reimbursement 2

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

Who Is Covered.........

2 Who Is Not Covered......... 3 t,

g, i AUTHORIZATION NEEDED.... 4 e r!

k,. l TYPES OF TRAVEL REQUIRING SPECIAL APPROVAL OR 3,r-JUSTIFICATION.............. 5 TRAVEL FUNDING 7

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Out-of. Pocket Travel Expenses.. 7

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7 Obtaining a Charge Card for i

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Travel Expenses.......... 7 e

Use of the Travel Charge Card.. 7 r'

Additional Information on the j

y Travel Charge Card 7

i Travel Advances 8

Travel Advance Amounts...... 8 g

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Travel Advance Types........ 9 Repaying a Travel Advance....

10

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Reimbursement for Temporary Duty (TDY)

Travel Expenses.........

11 1-Reimbursement for Local i

is Travel...............

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l PER DIEM AND SUBSISTENCE 13 Payments from Airlines......

26 Per Diem (Subsistence)

Baggage Charges 27 l

l Reimbursement 13 i

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Computing Per Diem RENTAL VEHICLES, POVs, Reimbursement.........

14 TAXIS, AND GOVs...........

28 Extraordinary Subsistence Rental Vehicles............

28 Expenses..............

15 Size of Rental Vehicles.......

28 Per Diem and Actual Subsistence 17 Payment for Rental Vehicles...

29 Additional Information on Per Insurance for Rental Vehicles 29 I

Diem Reimbursement.....

17 Rental Vehicles for Personal j

Payments to friends or Business............

30 relatives for lodging....

17 Personal Vehicles...........

30 Expenses for spouse, family, Airport Transportation 31 or companion........

18 Government-Furnished Vehicles 32 Transportation to obtain e

m eal s..............

18 SPECIAL SITUATIONS........

33

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Telephone calls home.....

18 Leave While in Travel Status...

33 gj Necessary Receipts..........

19 Bonus Coupons, Discount Fares,

!E w Frequent Traveler Benefits

.M..i.,

TRANSPORTATION..........

20 and Other Promotional 5

r Expen ses.................

20 Mate rials..............

33 i

j' Routes and Types of Emergency Situations........

34 W

Transportation 20 i

P*

Air Carriers 20 ROTATIONAL ASSIGNMENT Class of Travel............

23 T RAV EL...................

36 L.. ',s

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

23 Temporary Duty Rotations 36 E"

Ordering Tickets for Combined Fundin g.................

36 Official / Personal Travel...

24 Per diem.................

36 E

Unused Tickets............

24 Dual lodgings 37 Lost Tickets..............

25 Travel advance 37 i

Missed Flights.............

26 Rental cars 38

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Other considerations........

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TRAVEL TIPS...............

39 INTRODUCTION l

Lodging Accommodations 39 I

l Tax Exemption Certificates....

39 This is a quick reference guide that covers Official Telephone Calls......

40 common and relatively simple temporary l

j Itineraries................

40 duty (TDY) travel situations in the 48 l

Recording Expenses.........

41 contiguous States and the District of i

Gasoline For Rental Cars.....

41 Columbia (CONUS) and to areas outside Documenting Cancellations 41 the continental U.S. (OCONUS).

Fraudulent Claims..........

42 l

For information on more complex GLOSSARY OF TRAVEL TERMS 43 situations, refer to NRC Management

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l Directive (MD) 14.1, Official Temporary ABBREVIATIONS............

49 Duty Travel, or contact headquarters or your regional travel office before your j

FORMS....................

51 trip begins.

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1997 TRAVEL INFORMATION..

52 A complete listing of per diem rates is not included here. Consult the OAG i

Official Traveler Travel Guide or headquarters or your regional travel office j

for a complete listing. Per diem rates for

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major NRC office locations are listed on l

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i GENERAL POLICY Who Is Not Covered i

I Judicial Branch employees Travel Reimbursement commissioned officers (covered by i

NRC reimburses travelers for necessary joint Travel Regulations of the expenses incurred while on official Uniformed Services) foreign commercial officers (covered Agency business. These expenses must be e

within limits prescribed by law by the Depanment of State's Foreign l

and NRC travel regulations.

Service Travel Regulations) t t

i Expenses Not Reimbursed NRC does not reimburse the following:

excess costs b

o indirect routes delays 1

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luxury accommodations

,fn unnecessary or unjustified services

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m LT Some local travel and miscellaneous s

H expenses are reimbursable, but subsistence s

and per diem expenses for local travel are E

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i AUTHORIZATION NEEDED TYPES OF TRAVEL REQUIRING SPECIAL APPROVAL OR

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Form NRC 279, Official Travel JUSTIFICATION l

Authorization, must be cenified for j

funding, approved, and authorized for First-Class or Business-Class air i

travel outside your local travel area. Form travel, and First Class train or i

NRC 279 is not required for local travel.

steamer accommodation. Requires This form also identifies special approval in writing from the allowances and restrictions for your trip.

Executive Director for Operations l

An authorization number will be (EDO) or Chairman before the trip.

assigned.

i Using frequent flyer benefits for Verbal authority must be obtav 1 from upgrades. Frequent flyer benefits your approving official when an may be used to upgrade to Business-

)l emergency or unusual situation requires Class when approved by your Office travel before Form NRC 279 can be Director or Regional Administrator.

completed. Form NRC 279 must be Prior approval is not required from l

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

posibk after you return from your trip.

Frequent flyer benefits may be used Foreign travel requires Form NRC 279 to upgrade to First-Class only when and Form NRC 445, Request for First-Class is authorized for other

. Approval of Official Foreign Travel.

reasons by the EDO or the Contact the NRC Office of Internationa!

Chairman.

Programs for guidance. The headquaners Using a non contract carrier for air travel office will assist in obtaining your 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 America Act," which generally requires for travel between those two cities.

use of American flag carriers.

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

Using non American flag airlines. A certification as to the "unavJlability" 4

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Out-of Pocket Travel Expenses j

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279 and the justification stated in the i

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Foreign travel. Foreign travel be paid with cash. A ' travel advance 1

requires approval from various NRC may be obtained to cover your out-offices on Form NRC 445, Request of. pocket expenses.

1 for Approval of Official Foreign Travel, and Form NRC 279.

Obtaining a Charge Card for Travel Expenses l

Consult the headquaners or the regional j

travel office before the travel You can get an application for the card j

authorization i issued if you need from the headquaners or the regional l

additional information on the travel travel office if you travel on official NRC rituations listed above.

business at least twice a year.

Use of the Travel Charge Card i

Use this card only for officially e

authorized Government travel expenses.

Pay the monthly bill in full upon i.

receipt.

l Additional Information on the Travel Charge Card l

I The agreement is made between you and the contractor (card issuer).

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those expenses that would usually be j

No interest or late charges are levied, charged to the card such as lodgings l

The card may be suspended or and rental car expenses if, (1) you are e

l canceled for non-payment, an infrequent traveler without a The contractor may repon a canceled travel charge card, or (2) you have account to a national credit bureau, applied for but have not yet received l

l and either refer the account to an the card, or (3) the lodging outside collection agency or take legal accommodations or authorized rental action against the account holder in car expenses cannot be charged to the d;

order to obtain a judgment.

travel charge card.

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'n Travel Advances

, Travel Advance Types j

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All travel advances will be issued i

S Use Form NRC 279 to request an advance.

through ATM except under the j

Submit this form to the headquarters following circumstances:

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or the regional travel office 10 working days before you need the 1.

You travel once a year or less i

advance money, and do not have the travel charge card.

l Travel Advance Amounts 2.

You are traveling to a foreign M A-7 t

country or there are other

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S You may request 100% of the circumstances in which the j

estimated amount for out-of-pocket 1.

amount of cash needed exceeds a

expenses such as meals and incidental Z

the amount that an ATM will 2, i' expenses (M&IE), gas, local

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disburse.

i transportation, and any other

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Payment of registration or other D

miscellaneous expense which cannot

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Your travel assignment exceeds

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You may request 100% of the 30 days.

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estimated am >unt for the out-of-

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pocket expenses noted above, plus C*

Any advance not issued by ATM will 80% of the estimated amount for be issued by check.

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@lg ATM advances are exclusively for 2.

If you spent more money than lE travel expenses that are eligible for the travel advance covered, a gf reimbursement.

check will be sent to you.

ATM advances, plus ATM 3.

Return advances for canceled pl transaction fees, will be billed to your trips to the headquarters or AQ' individual cardholder account. The regional travel office within 5 transaction fees may be claimed on working days of the cancellation.

l your travel voucher.

Also submit a Form NRC 279 AS j

y-l For more information on the ATM cancellation. Indicate on the form

_P program, refer to NUREG/BR-0246, whether your check is attached Y

"ATM Advances for NRC Travel."

or whether you returned your advance to the NRC Cashier.

Repaying a Travel Advance

~ Reimbursement for Temporary Duty ATM travel advances are provided by

. (TDY) Travel Expenses l

the charge card company and will appear on your monthly billing f1. List your official travel expenses om

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st:tement. An ATM travel advance m.

should not be deducted from your 4

Form NRC 64 (Travel Voucher, travel voucher.

Part 1)

Form NRC 64A (Travel k._

Travel advances by check are p

r Voucher, Part 2)

', 76:$is

. j provided by the Agency and are due i dBR I.

back to the Agency.

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If you have received an advance by

2.

Attach the necessary receipts (see

ji ij-check, list the advance received on page 19).

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your travel voucher and it will be ir deducted from your total travel j3. Sign Form NRC 64.

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' 9mm claim.

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If you received more advance MG approving official sign Form NRC i

money than you spent on travel 1

64. (Typically, Branch Chief or

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expenses, send a check or money it above.)

74 order for the difference with E;~

.I.!b-7:W your voucher.

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Submit your voucher to your PER DIEM AND SUBSISTENCE headquaners or regional travel office

[l for processing within 5 days after Travelers usually are reimbursed for l

p' your return. Submit a voucher every subsistence expenses under the " lodgings i

2 weeks when you are on continuous plus" method of per diem. Under the E

travel status.

lodgings plus method, travelers are reimbursed up to a maximum rate for I i l

If you are late submitting your lodging and a flat rate for meals and j ! T voucher, you will tie up your incidental expenses (M&IE). Per diem j $ 'l office's travel funds.

rates vary by location and they are set

[i You will not be reimbursed for annually by The General Services i t

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l [ jj any travel expenses if you do not Administration (GSA). Maximum submit a voucher.

lodging rates and M&IE allowances are You are required to reimburse listed in the OAG Official Traveler i

the travel charge card companyJ Travel Guide.

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outstanding advance money that You will have to repay any i

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you obtained from the NRC.

Per Diem (Subsistence) Reimbursement I

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Reimbursement for Local Travel You will receive a per diem allowance

,c while traveling away from your duty yE F

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Local travel is travel to points within 35 station for more than 12 hours1.388889e-4 days <br />0.00333 hours <br />1.984127e-5 weeks <br />4.566e-6 months <br />.

er M

L standard highway miles of your official Per diem is not paid for travel performed M@; i i

duty statior, or home.

at the duty station or for travel w. h. 35

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i Fill out and submit Form SF 1164, Claim

. miles of your duty station or home.

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i for Reimbursement for Expenditures on i

Official Business, to the headquarters or

_ The lodging ponion of per diem covers (iidE@

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to the regional travel office. Include

' lodging and related taxes. Lodging receipts for any expenses over $75.

i expenses incurred may be claimed up to g' *1l

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- Travelers receive a fixed M&IE allowance C.i regardless of their actual costs.

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l The meals (M) ponion of per diem lodging amount for the location)

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covers breakfast, lunch and dinner (it plus 3/4 of the allowable M&IE

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excludes alcoholic beverages, snacks, for the lodging location.

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entertainment expenses, and expenses for other persons).

When lodging is not required, q

p your per diem reimbursement is The incidental expense (IE) portion 3/4 of the allowable M&IE for hq of per diem covers incidental your' temporary duty assignment (i

expenses such as fees and tips to location.

p service personnel, laundry and dry

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cleaning, local transponation to For travel exceeding 24 hour2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br />s:

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meals, and telephone calls for For '.he first day of travel you 1

reserving lodging.

will receive 3/4 of the applicable Computing Per Diem Reimbursement M&IE rate, plus actual lodging NTE the allowable lodging rate.

Travel status begins when you depart from your official duty station, residence, For the intervening days of travel or other authorized point. It ends when you will receive the full M&IE z i..

you arrive at your official duty station, amount, plus actual lodging NTE residence, or other authorized point.

the allowable lodging rate.

For the last day of travel you

- 29 %

Per diem is computed using the actual i

cost of lodging plus a daily allowance for will receive 3/4 of the applicable W%

l meals and incidental expenses (M&IE).

M&IE rate.

Ji;Z Receints are reauired for all lodeing.

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" Extraordinary Subsistence Expenses

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i For travel of more than 12 hours1.388889e-4 days <br />0.00333 hours <br />1.984127e-5 weeks <br />4.566e-6 months <br /> but x

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not exceeding 24 hour2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br />s:

($ If you incur unusually high subsistence WM w expenses because of special or unusual When lodging is required, your is circumstances, you may request 0

L per diem reimbursement will be

~ reimbursement for your actual and j

your actual lodging cost (not to

" necessary subsistence expenses. Actual i

I exceed (NTE) the allowable 9

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subsistence may not be authorized for Per Diem and Actual Subsistence l_

more than 150% of the per diem rate-.

l Part of a trip may be on per die.m and j

Special or unusual circumstances for part on actual subsistence if-l 5 (,

which actual subsistence may be

L authorized include, but are not limited to

e you travel to two or more locations E[

(1) lodging and meals must be procured at during one trip, and i ai a prearranged place which exceeds the actual subsistence has been authorized e

i y, applicable per diem rate; (2) costs have for at least one of the locations.

I f1 escalated temporarily due to a special l'

event; (3) special duties of the assignment However, you may use only one method i

require unusually high expenses in the of reimbursement each calendar day. Use conduct of official business such as a suite the method authorized for your location of rooms; and (4) accompanying another at the end of the day.

i employee in a situatiw as described in mci 2 l

circumstance 3. If you are authorized Additional Information on Per Diem

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actual subsistence reimbursement, you Reimbursement

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l may not claim per diem reimbursement i

instead.

MBA Payments tofriends or relativesfor lodging jffy l

You may not claim reimbursement for gg NRC has determined that when necessary payments to friends or relatives for nfL-E' j

i i

lodging costs, including tax, exceed the

_ lodging under most circumstances. You pM l

j standard lodging by $2 or more per day

~can be reimbursed only if the friends or

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and less costly lodging is unavailable, you relatives are commercial innkeepers, or Egg: !

H, may be authorized for reimbursement of when there is sufficient documentation 2

your actual expenses (not to exceed 150 Tthat they incurred additional costs because s #l l

percent of the standard per diem rate).

gof your stay. The reimbursement you "E;

j Cclaim must clearly equal the additional When actual subsistence is authorized to

costs that were incurred.

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cover higher costs for both lodging and

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~4 meals, you must itemize your meals and EYou may claim reasonable transponation pg.

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submit expense receipts for meals that TJcosts to your free or low-cost lodging.

ggg. '

L cost more than $75.

gYou may claim the M&IE ponion of per i

' diem even if you do not incur lodging costs.

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Expensesfor spouse, family, or companion of fewer than seven nights. You will be Any additional cost for your spouse, reimbursed for the actual cost of the call i family, or travejing companion when you up to $20 per call.

are on temporary duty travel must be paid from your personal funds. You may Neces;ary Receipts claim only the single occupancy rate for lodging that would have applied if you You must submit receipts for the had traveled alone.

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Transportation to obtain meals 8

GeneralIy, transportation to obtain meals common carner charges (airh.

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is part of the incidental expenses of per tram tickets) diem and may not be reimbursed any ther expense over $75 separately except under limited circumstances. This cost may be allowed only if there are no suitable dining facilities in close proximity to the work j

site or your lodging.

l Telephone calls home One brief call to your residence is allowed each day when you travel for s

two nights or more. More than one call l

per day will be allowed if the average for the trip does not exceed one call per day.

g If you have been issued an FTS 2000 y

calling card, you should charge these calls j

to your card. If you don't have a card, you will be reimbursed for the actual cost of the call, up to $4 per call.

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When traveling outside CONUS, you are allowed one brief call per seven-night period. One brief call is allowed for trips l

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Rp TRANSPORTATION you meet one of the exceptions noted s

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I below. The exception must be documented on Form NRC 279.

l Expenses All reasonable transportation expenses are Exceptions:

gl allowed, in addition to per diem expenses.

1.

Seating space or the scheduled service 9

Transportation must be the most

]i economical available; personal of the contract carrier is not available convenience is not a justification for using in time to accomplish the purpose of

}M more expensive transponation.

the travel, or the scheduled service would require the traveler to incur p

b, Transportation expenses (including overnight lodging expense;

'll parking) to and from the office are not

'b' reimbursable unless your official travel 2.

The contract carrier's schedule for the j

requires at least.:.e night's lodging.

travel involved is inconsistent with

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the Government's policy of

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Routes and Types of Transportation scheduling travel to the maximum l[

extent practicable during normal i

The most direct or usually traveled route working hours; or

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must be used. You must pay for any indirect travel for personal reasons. Use 3.

Based on a cost comparison,

i-Er trains, buses, recul cars (when specifically A restricted or unrestricted coach approved), and taxis for short distance

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E travel. Use airlines for long distance fare available to the general I

travel.

public is lower than the contract lCf][j.

fare or other fare offered by the

! [ Ij' contract carrier, all other cost ip Air Carriers j

factors being equal; or i{&

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The Government has entered into I

Use of a.noncontract coach fare j h: !

contracts with certain carriers to provide Ki !

discounted service between selected pairs available to the general public

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of cities. Use of contract air service is would, when added to such lh j mandatory when it is available, unless factors as ground transportation,

' E il lost productive time, allowable ii..

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l overtime, and additional that have either penalty fees or are not j

d overnight lodging expense, result refundable if your trip is canceled. These in lower costs to the types of fares are not recommended Government than the costs that y

without review and approval from the p

would accrue if comparable cost headquarters or the regional travel office.

d factors were added to the h

contract fare.

h Class of Travel n}

When making cost comparisons, You must travel by coach class accommodations unless you obtain

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Discount fares such as YDG, written approval before the trip from the MDG, or other fares restricted to Chairman or Executive Director for Government employees may not Operations for the use of First-Class or

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F be used.

t Business-Class accommodations.

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Promotional / restricted fares Ordering Tickets

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offered by noncontract carriers to the general public may be used

,il provided:

Order all common carrier tickets through the NRC-assigned Travel Management The traveler can meet all Center (TMC). Other travel agencies may

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be used only with specific approval from

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qualifying restrie: ions the headquarters or regional office for associated with such fares, reduced group or charter fares that cannot

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and ip be obtained through the TMC. In an emergency, you may purchase airline The service provided by the tickets directly from the carrier using i

'4 noncontract carrier is equal your travel charge card.

l to or better than that of the

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contract carrier with respect In emergency situations in which you are 3

to en route trip times.

unable to use established methods to Request the lowest coach fare available if obtain tickets, i.e., Agency TMC centrally billed account or a travel charge card, you

[j contract air service is not anilable.

However, you should be aware of fares may use personal funds to purchase a transponation ticket and be reimbursed b

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'd J-on your travel voucher.

they will not be used. Some carriers may charge a cancellation fee if reservations l

4 Ordering Tickets for Combined are not canceled promptly.

1 Official / Personal Travel l

Any unused tickets for canceled trips Request the TMC to issue roundtrip procured through the TMC on the l

tickets for your officially authorized Agency's account should be sent or hand travel at the applicable contract carrier or carried immediately with a canceling l

government discount rate (when there is authorization, Form NRC 279, to the l :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 Agency.

whether you returned the tickets to the 1

headquarters or regional travel office, I

i i

You may then exchange these tickets to whether they are attached to the form or include your personal travel, but contract whether you never received the tickets.

or government discount rates cannot be used for personal segments. You must Unused tickets for completed trips should use your personal credit card or cash to immediately be forwarded to the pay for any excess ticket costs incurred as headquarters or regional travel office, a result of exchanging your ticket to indicating the authorization number that include personal travel. The TMC will was assigned to the trip Your subsequent i

effect a refund to the Agency if your new travel voucher must include an 5

tickets are less than those officially explanation of the unused portion and

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authorized.

note when it was returned to the travel I

office.

4 You must bear the cost of any penalties L

assessed by the carrier if you obtain non-Ii you purchased your tickets directly

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refundable or penalty tickets and are from an airline using cash or your travel

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j unable to use them or need to change charge card, it is your responsibility to H

them.

apply for any refunds or crcdits.

1 L d Unused Tickets Lost Tickets lFl

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Cancel reservations as soon as you know If a ticket is lost, notify the carrier, l1 i

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purchase a new ticket with your travel authorization number, to the l

charge card and complete a lost ticket headquarters or the regional travel office.

i application. There may be a $50 l

processing fee.

If you voluntarily give up your seat, you y

may keep any compensation paid by an l

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L Explain on your travel voucher why you airline provided that you do not claim l

I purchased another ticket. Some charges 5

additional travel costs that resulted from l

9 may be levied if you have been negligent giving up your seat.

l j

with your tickets.

You may not voluntarily give up l j L

Missed Flights your seat if there will be an adverse effect on your official duties.

You must take annual leave if your If you miss a flight, contact the carrier to I

find out if you can use or exchange your travel is delayed as a result of giving l

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ticket for a later flight. Ask the ticket up your seat while you are on official h

agent to book your new ticket under a duty.

ij GSA contract fare if one is available. Use l

iil your travel charge card to purchase a new Baggage Charges l [

ticket, or contact the headquarters or the

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regional travel office if you need Transportation charges for personal l

authority fo; a prepaid ticket.

baggage are included in the M&IE rate.

You may claim official baggage as a separate item on the travel voucher when

- d Return the unused ticket to the i

l i headquarters or the regional travel office authorized by your travel approving l

for credit or a refund if you obtained the official.

ll ticket through the Agency's account.

- Some examples of official baggage:

l Payments from Airlines training materials e

i Payments from airlines for failure to

{T e depositions provide confirmed, reserved space must be extra clothing and personal items turned over to the Government. Send the

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needed for extended temporary duty j

-j payment, with a note that exp!dns the i

refund and references your tr. vel

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!dl RENTAL VEHICLES, POVs, TAXIS, e

full-size cars when three or more i

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AND GOVs people will travel in the car at the l

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same time Rental Vehicles o

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Exceptions to this policy can be requested 1

Vehicle rentals must be justified and on Form NRC 279 prior to your trip.

lj'i approved for official travel on Form i

l NRC-279. You should use commercial Payment for Rental Vehicles

!, i rental agencies listed in the OAG Official

!i Traveler Travel Guide because they have You should pay for any authorized rental l]It an agreement with the Government. You vehicles with your travel charge card.

should arrange rentals through the TMC Claim reimbursement on your travel l :!

to ensure use of rental agencies that voucher and, if the cost exceeds $75, participate m the agreement.

attach the receipt to your voucher.

i lL Rental agencies without Government Insurance for Rental Vehicles i

agreements occasionally offer special rates l

q to Government employees. Their rates Vehicles rented under the GSA Military l.j may be low, but these companies may Traffic Management Command (MTMC) i hi not offer all the terms and benefits agreement shown in the OAG Official (including insurance coverage) provided Traveler Travel Guide automatically l i 1

l j I by Government contractors.

include CDW insurance in the daily rate.

{L You will not be reimbursed for the cost m.a.~

! j Size of Rental Vehicles of collision damage waiver (CDW) or C~

i collision damage insurance unless a l

The general policy on vehicle size is:

vehicle is rented for official travel in foreign areas.

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' 'N mid-size cars for all temporary duty

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travel except for extended (more than If you rent a vehicle that is not covered

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30 days) tempor3ry duty travel

_by the Government's contract, you may compact cars for extended temporary

be reimbursed up to the deductible duty travel amount if the rental vehicle was damaged i

~ hile you were on official business and if w

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the damages were not caused by your l

You must use approved annualleave for J

negligence.

I any travel time you take that exceeds j

common carrier travel time, i

6 Rental Vehicles for Personal Business

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Airport Transportation l

V Rental cars may be used only for official

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business. If you drive the same rented Use airpon shuttle service or public l

venicle for personal use during your transportation when possible. You may i

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official assignment (e.g., on the weekend take the usual limo or taxi to the airport, l

or after working hours), obtain CDW and tip up to 15 percent of the fare, when

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insurance at your own expense or obtain there is no public transportation available.

3k a rental car for personal business.

You must submit receipts for limo or taxi l-f fares that exceed $75, excluding tips.

ij For more information on rental car 3

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policy, see the section on rental car You will be reimbursed, up to the cost of information in the OAG Official Traveler a round-trip taxi fare, for parking fees and l

Travel Guide or refer to NUREG/BR-for mileage at the current rate when you

.I '-

0186, " Renting Sman: Car Rental Facts use your vehicle for transportation to and i

for the NRC Traveler."

from the airpon terminal. You may claim round-trip mileage at the standard mileage JS$Q Personal Vehicles rate, not to exceed the cost of a one-way

~ kJ taxi fare, when someone drives you to the J

You will receive a standard rate per mile terminal. In those regions where limo sw for operating expenses and additional service is the approved transportation C2#

l reimbursement for parking fees, ferry from the office to the airpon, your 2$

fees, and toll costs when you are reimbursement will be limited to the cost

..A authorized to use your personal vehicle of the limo fare.

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for official travel.

T

.;Only the standard mileage rate may be t:.

You may use your personal vehicle for

[ claimed regardless of how many

_ i.i long distance travel; however, your

,.; employees ride with you to the airpon.

mileage reimbursement, per diem, and plp@

N:p other expenses are limited to the costs of

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usmg a common carn.er.

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ii Government Furnished Vehicles SPECIAL SITUATIONS

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If you need a Government-furnished Leave While in Travel Status lj vehicle at your duty station, contact your

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regional travel office or the You may take annualleave while on

,j Administrative Services Center (ASC),

travel sta:us if you have advance approval ig Office of Administration, at headquarters.

on Form NRC 279. You may not claim l

j per diem reimbursement for any day you

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A Government-furnished vehicle may be are on leave status for more than a half

'n used only for official travel. You must day.

j have a valid driver's license and a copy of your travel authorization to obtain a If you are on sick leave, you may claim 14ll l'

Government-furnished vehicle, per diem and other travel expenses up to f,

14 calendar days. A longer sick-leave period may be approved by written justification to the Deputy Chief l

~ Financial Officer / Controller.

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You must show the exact time of any leave on your travel voucher.

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Bonus Coupons, Discount Fares, Frequent Traveler Benefits and Other

Promotional Materiais If you travel frequently, you are encouraged to participate in the various

- frequent traveler programs offered by the l

airlines, hotels, and rental car vendors.

i All benefits earned from these programs Iincident to the performance of official ibusiness accrue to the Government, and r he subsequent use of these benefits shall t

47

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ionly be for official' travel. The personal uI j

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j-I use of such benefits may constitute a off.. l duty station, or if a personal icia crimmal violation subj.ect to the penalties emergency situation causes an i

of the law.

interruption of your temporary duty travel, contact your travel approv,ng i

Frequent flyer m.leage credits may be off.. l as soon as poss.ble for i

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icia i

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( 1 used for a free ticket or for an upgrade to instructions.

i bus. mess class when the upgrade to i

business class accommodations is NRC may approve payments after the il approved on the travel authorization.

travel is completed; however, Upgrades to first class are allowed only if reimbursement is h.. d under these a

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first class was already authorized for situations.

y i 1 another reason.

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II An incapacitating illness or injury is it

' n You should note on Form NRC 279 defined as one that occurs suddenly, is a

when you are using frequent flyer benefits not the result of the employee's

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1 for a free ticket or upgrade to busmess misconduct, and renders the employee a

class.

unable to continue the travel assignment temporarily or permanently.

l You may keep promotional material, such v

as pens, pencils, note pads, calendars and

. A personal emergency situation means the simdar items of nominal value. Any ideath, serious illness, or injury of a gd ;d2

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other promotional materials received member of the employ;ee's family; or the sm from vendors should be forwarded t'o the occurrence, or impendmg occurrence, of a headquaners or regional travel office.

. disaster such as a fire, flood, or act of

.,__.J,E.:.J 1 God that directly affects the employee's W&dE9 Forward cash or c, neck gratuities to the i home or fami1y. This situation must "N. N~"

J:e=.oA Off. ice of the Controller with an

. occur wh.le the employee is at a

'f.e.

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.. WT exP anation of the circumstances for l

. emporary duty location or is travelm.g to e

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. wx m which they were issued.

+ Lor from a temporary duty location.

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skm-Emergency Situations 7

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M.i.C Q NMf5 If you suffer an incapacitating illness or 1

L injury wh.le you are away from your a

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ROTATIONAL ASSIGNMENT reimbursable long distance calls) cable TV fee (if ordinarily included in dl TRAVEL the lodging rate)

Rotational assignments, which generally last 3 to 6 months, are employee career Duallodging development tools that help managers If you are sent on another TDY meet organizational and staffing needs.

assignment from the temporary duty l

station and have no alternative but to Temporary Duty Rotations incur dual lodgings, the lodging cost for both locations will be paid as follows:

Funding l

Travel costs are usually funded by the your lodging and subsistence expenses l

organization that is sending the employee, will be reimbursed up to the l

but this may be negotiated between that authorized per diem or actual 7L l

organization and the organization that is subsistence rate for the second TDY 2.m gaining the employee.

location, and MW d ; ~

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you will be reimbursed for your WIWh~

Per diem l

l Per diem reimbursement generally will be unoccupied lodging at the first TDY M;$$$$c l.

reduced for a temporary duty area when location up to your authorized W#5%

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ME an assignment is longer than 30 calendar lodging rate for that location.

days and lodging and/or meals can be IE_iEEK$g_

egg.;

secured at a lower cost.

ZTravel advance

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iThe maximum advance allowed is the F_M_F_X..

r The following items may be included in testimated out-of-pocket expenses for a sfMy weekly and monthly lodging rates:

speriod of 45 days. Submit reimbursement EddjM 5 vouchers every 2 weeks to ensure that M!G10$ME T ou have enough funds. Advance ElskdN rental of appropriate and necessary y

o furnishings for unfurnished lodgings J amounts should be deducted from travel WNP ny;r;ngg ;g connection, use of, and disconnection 7eimbursements at the begm.ning of the of utthties day period before the end of travel if MyWs reasonable cleaning charges (you receive a 45-day advance, or you may

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monthly telephone use (excludm, g 7{ deduct a portion of your advance with 2iNM4M e

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- office should begin liquidating your front of your voucher when the travel TRAVEL TIPS j

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advance.

Lodging Accommodations i

l l Rental cars Lodgings are to be arranged, whenever I

I Rental cars may be authorized for official possible, in facilities that meet the l

business when their use is authorized as requirements of the Hotel / Motel Fire l

l l

advantageous to the Government.

Safety Act of 1990. Lodgings that are l

g cenified under the Act are listed in the j

i Other considerations OAG Official Traveler Travel Guide.

Contact the headquarters or the regional h;

travel office for additional guidance on Ask about discounts when reserving Ij rotational assignments away from your accommodations and when registering, j

official duty station.

Some discounts are honored only when 1

you register.

Tax Exemption Certificates f~

Some cities, States, and local jurisdictions offer tax exemption certificates to Federal i

employees on official business. For specific locations, see " Tax Exemption Certificates for Lodging" in the OAG Officia_1 Traveler Travel Guide.

m Many counterfeit or invalid cenificates R

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have been reponed to GSA. Be sure to HH a

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contact the headquarters or the regional J ~ _~ ~ ~

travel office to obtain valid, approved tax exemption certificates, i-39

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Official Telephone Calls Recording Expenses t

Use the Federal Telephone System (FTS All daily expenses should be recorded so 2000) for official domestic calls whenever you can complete a travel voucher when possible. You may make a commercial you return to your duty station, call when an FTS call is not practical.

Include the points of service, date, and Take a copy of the travel voucher with amount paid on your travel voucher you and record your expenses on the when you make a commercial call.

voucher as you incur them.

l Contact the Headquaners Technology Gasolinc for Rental Cars Infrastructure Branch, Office of q

Information Resources Management, to Refill the gas tank before returning the i

i f.

obtain the FTS 2000 calling card if you car to the rental location. Gas stations 1

are a frequent traveler, charge significantly less for gasoline than rental car companies.

Itineraries Documenting Cancellations

.' }

Prepare a detailed itinerary whenever you are away from your duty station on You are responsible for canceling all

~ j temporary duty. Leave a copy of the transponation and lodging reservations, as

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itinerary in your office and at home.

necessary,

, t An itinerary should include Make sure that you record the cr.r:dr cancellation number and the name of the Nd*"

che address and phone number of the reservation clerk who handled your call.

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site you are visiting T~'Z.T j the address and phone number of the You are responsible for any financial

' m.r"l hotel or motel at which you are

. liability for failing to cancel, even if you

@ D.:. l staying delegate the cancellation process to Fj;L l someone else, w..

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Fraudulent Claims GLOSSARY OF TRAVEL TERMS i

i i

Review the travel voucher before you ACTUAL SUBSISTENCE - One of two

. sign it to make sure that it is accurate.

methods for reimbursing travel expenses.

The Office of the Comptroller General (See Per Diem.) Used when the costs of l

i, states that "a fraudulent statement for any lodgings, meals, and incidental expenses l

expense taints the entire claim for that are expected to exceed established per day. Thus the entire claim must be diem rates due to special or unusual denied." (Comptroller General Decision circumstances.

B-232858, April 29,1989,68 CG 399).

B AGGAGE - Includes Government Note that falsifying an item forfeits the property (official baggage), personal j

claim (28 U.S.C. 2514) and may result in baggage, and any property needed for a fine of not more than $10,000 or official travel. List any extra official i

j imprisonment for not more than 5 years, baggage charges separately on the travel 3

or both (18 U.S.C. 287; id.1001).

voucher. Tips for personal baggage are

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covered by the meals and incidental expense allowance.

i l BUSINESS-CLASS 1

ACCOMMODATIONS - Is also defined j,

as Prem!um Class Other Than First-j' [

Class accommodations. Includes any class of accommodations between Coach-Class l

and First-Class airline accommodations; j

for example, American Airline's j

Executive Class; Northwest Airline's ji World Business Class; and U. S. Airways'

)

Business Select Class.

CHARGE CARD COORDINATOR -

. Ij An Office of the Controller or regional travel office employee who administers I

the Government travel charge card t

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program. This includes processing a panicular area, reimburses the cost of I

applications and answering employee lodging (up to the maximum lodging per l

questions, diem rate for the area) and provides a fixed allowance for meals and incidental l

l COMMON (COMMERCIAL) expenses (M&IE). You must submit CARRIER - Any firm furnishing receipts for lodgmg expenses.

commercial transponation (airplanes, i

trains, ships and buses).

MEALS AND INCIDENTAL EXPENSES (M&IE) - Flat rate l

CONTRACT CARRIER - Common entitlement portion of the Lodgings Plus i

carriers, under contract to GSA, which (per diem) reimbursement method.

provide transportation between two cities.

s You must use these carriers unless a non.

The meal (M) ponion covers I

use justification is certified on Form NRC breakfast, lunch and dinner (it -

279, Official Travel Authorization, excludes alcoholic beverages, snacks, entertainment expenses, and expenses EMERGENCY - An emergency may be for other persons).

)

l l

an incapacitating illness or injury or a l

l personal emergency situation. An The incidental expense (IE) portion l

l incapacitating illness or injury is one that covers subsistence expenses (fees and l

occurs suddenly, is not the realt of the tips to service personnel, laundry and l

employee's misconduct, and makes the dry cleaning, local transportation to k

employee unable to continue the travel meals, and telephone calls for l

i assignment temporarily or permanently.

reserving lodging).

j (See also Personal Emergency).

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i LOCAL TRAVEL - Travel to points l ji within 35 standard highway miles of your H+

l E official duty station or home.

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LODGINGS PLUS (Also called Per l

Diem.) - One of two methods of travel i

reimbursement. This method, based on l

h the per diem rate established by GSA for l

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1 MILEAGE ALLOWANCE - A fixed rate PERSONAL EMERGENCY - The l

l per mile for using a privately owned death, serious illness, or injury of a l

vehicle (POV) during official travel.

member of the employee's family; or the occurrence, or impending occurrence, of a OFFICIAL DUTY STATION - The disaster such as a fire, flood, or act of l

building or other location where you God that directly affects the employee's report for duty.

home or family, and which occurs while the employee is at a temporary duty OUT OF POCKET EXPENSES - Meal location or is traveling to or from a and incidental expense allowance, temporary duty location. (See miscellaneous expenses, and gasoline Emergency.)

expenses when authorized.

PREMIUM-CLASS OTHER THAN PER DIEM (Also called Lodgings FIRST-CLASS - Any class of Plus.) - A fixed daily payment instead of accommodations between Coach-Class reimbursement for actual expenses. One and First-Class airline accommodations; of two methods for reimbursing official for example, Business-Class.

l travel expenses. (See Actual Subsistence.)

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PRIVATELY OWNED VEHICLE

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Per diem reimbursement is limited to two (POV) - A privately owned automobile, H

maximum rates: one for lodgings and the aircraft, or motorcycle.

!d other for meals and incidental expenses.

_ ~ I l$

These rates, which GSA establishes by ROTATIONAL ASSIGNMENT -

l

}

city and county, are in the OAG Official Serving from 3 months to 2 years in i

Traveler Travel Guide or NRC MD 14.1.

another location as part of an NRC career l[

You must submit receipts for lodging.

development program.

jj M&IE reimbursement is paid at a fixed ji rate unless a reduced rate has been SPECIAL CONVEYANCE -

lE authorized.

Commercially rented transportation of any type. Special conveyances must be Hi fully justified and authorized.

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l ABBREVIATIONS TEMPORARY DUTY (TDY)- An l

authorized temporary assignment away ASC Administrative f

l from your official duty station.

Services Center l

TRAVEL CHARGE CARD i

f ATM Automatic Teller j

PROGRAM - This program allows you Machine

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to apply for an individual Government-issued travel charge card. Use of this card l

Collision Damage is limited to officially authorized CDW i

Waiver Government travel expenses. You are l

solely respensible for payments on the CONUS Continental United j

. card.

States j

,j TRAVEL MANAGEMENT CENTER FTR Federal Travel (TMC)- A commercial travel agency, lj under contract to GSA, that provides Regulation l j travel services for NRC. You may not use Federal Telephone FTS any other travel agency.

lj System l

GSA General Services Administration i

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i Management 3-i MD

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Directive a

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~ MTMC Military Traffic i

i Management Command c

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OAG Official Airline FORMS l

Guide OCONUS Outside Continental NRC 64 TRAVEL VOUCHER l

United States (Part 1)

POV Privately Owned NRC 64A TRAVEL VOUCHER Vehicle (Part 2 - Schedule of Expenses and Amount TDY Temporary Duty Claimed)

TMC Travel Management NRC 64B TRAVEL VOUCHER Center (Part 2 - Expense Report)

NRC 279 OFFICIAL TRAVEL AUTHORIZATION NRC 445

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REQUEST FOR APPROVAL OF

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OFFICIAL FOREIGN TRAVEL 2

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SF 1164 CLAIM FOR J

REIMBURSEMENT FOR EXPENDITURES ON E

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1997 TRAVEL INFORMATION Location Lodging /M&IE/ Total i

POV Mileage Rates:

Headquaners 124/42/166 Region I 80/38/118 privately owned automobile - 31 Region II 96/38/134 cents per mile Region III 119/42/161

{

Region IV 84/42/126 privately owned airplane - 85 cents WCFO, California 77/34/111 per mile TTC, Tennessee 61/30/91 l

HLWM Office, privately owned motorcycle - 25 Nevada 74/38/112 cents per mile Standard CONUS Rata 50/30/80 privately owned automobile when use of a Government-furnished Travel Charge Card:

automobile is more advantageous to

(

the Government - 23.5 cents per American Express Travel Related mile Services Company, Inc.

20022 North 31st Avenue Per Diem Rates:

Phoenix, Arizona 85027

(..

r Current per diem rates may be found in 24-Hour Government Cardholder h

the OAG Official Traveler Travel Guide Assistance Center... 800-492-4922

{-

x and NRC's Management Directive 14.1.

Overseas call collect.. 602-492-4922 Pec diem rates for 1997 for headquarters, tu the regions and several other NRC office Baggage Insurance m

locations are noted here for your Information & Claims. 800-645-9700 i

information:

Business Travel Accident Insurance i-Information & Claims. 800-538-4567

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Travel Management Centers:

Leisure Travel l

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I J Local - 215-925.1478 lf Headquarters:

i Region II, Atlanta, GA i

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Carlson Wagonlit Travel i

3 Hours of service: 8 a.m. - 5:30 Sato Travel p.m., Monday through Friday Hours of service: 8 a.m. - 5 p.m.

Monday through Friday f

1 Domestic / International Reservations:

Domestic / International Local - 202-554-1850 Reservations:

i Fax - 202-863-2283 Local - 404-524-1186 Outside Metro Washington Area After hours, weekends and E

(during business hours) - 800-248-emergencies - 800-827-7777 0038 24-Hour Emergency Service (after Leisure Travel business hours) - 800-383-6723 Local - 404-524-1351 Walk-In Service - 8 a.m. - 4:30 p.m.

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Leisure Travel l

Local - 202-208-5356 Itegion III, Lisle, IL Region I, King of Prussia, PA Travel and Transport, Inc.

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Hours of service: 8:30 a.m. - 5 p.m.

[

Sato Travel Monday through Friday f

Hours of service: 8 a.m. - 5 p.m.,

t-Monday through Friday Domestic / International

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Reservations:

Domestic / International Local 630-252-2661 l

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Reservations:

After hours, weekends and l

Local - 215-925-1478 emergencies - 800-237-3950 i

l After hours, weekends and emergencies - 800-827-7777 Leisure Travel l

t Local - 630-252-2661 L

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Hours of service: 8:30 a.m. - 5

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p.m., Monday through Friday l

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Domestic / International Reservations:

Local - 214-869-9863 i

i Outside the Dallas /Fon Wonh area - 800-866-6634 After hours, weekends, and emergencies - 800-USOMEGA i

M.7_.

Leisure Travel 1

Local - 214-869-9863 or E

800-866-6634

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a Walnut Creek Field Office, Walnut Creek, CA e.

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Balboa Travel, Inc.

$2 Hours of service: 7 a.m. - 5:30 p.m.

V Monday through Friday a&.

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Reservau.ons:

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emergencies - 800-359-8777 M,

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Local - 415-872-2000 n:

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24-Hour Service - 800-359-8777 u

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