TABLE OF CONTENTS
Topics | Sections |
15.1 What is the purpose of this chapter? 15.2 What is the Service’s policy on delegations of authority? 15.3 What terms do you need to know to understand this chapter? | |
15.4 What are the delegations for overall travel authorizations? 15.5 What are the delegations for TDY transportation expenses? 15.6 What are the delegations for TDY per diem and miscellaneous expenses? 15.7 What are the delegations of authority related to international travel? 15.8 What are the delegations for Permanent Change of Station (PCS) allowances? 15.9 What are the delegations related to approving travel and transportation under special circumstances? 15.10 Who can authorize contractor-provided services for travel? |
OVERVIEW
15.1 What is the purpose of this chapter? This chapter provides U.S. Fish and Wildlife Service (Service) delegations of authority for travel and transportation expenses.
15.2 What is the Service’s policy on delegations of authority? The Director may delegate authority to Directorate members as described in 242 Departmental Manual (DM) 2 and 205 DM 15 as they pertain to travel and transportation, except as indicated below.
A. We carry out these authorities in compliance with the Federal Travel Regulations (FTR) in 41 CFR 301-304 and Part 265 (Travel), Part 266 (Permanent Change of Station), and Part 532 (International Meetings and Travel) of the Service Manual.
B. Directorate members (i.e., Regional Directors; Assistant Directors; Director, National Conservation Training Center (NCTC); Chief, National Wildlife Refuge System (NWRS)) may delegate their authority for approving Temporary Duty Travel (TDY), Permanent Change of Station (PCS), and Temporary Change of Station (TCS) to their Deputy Directorate member (with noted exceptions). They may not delegate further than their Deputy unless it is specifically noted below.
15.3 What terms do you need to know to understand this chapter?
A. Approving officials are supervisors, Directorate members, and other officials who approve travel-related transactions (e.g., authorizations and vouchers).
B. Commuting residence is the location where a traveler commutes to and from work the majority of the time. It is not always the location listed on the traveler’s personnel forms.
C. CONUS is the acronym for the 48 contiguous states in the United States (i.e., all the states except Alaska and Hawaii).
D. Electronic travel system (i.e., ConcurGov) is an automated, web-based process that Service employees and approving officials use to plan, document, manage, and monitor TDY travel (see 265 FW 2). ConcurGov is the Service’s current electronic travel system.
E. Immediate family are members of an employee’s household, including spouse, domestic partner, children of the employee or the employee’s spouse/domestic partner, dependent parents, and dependent siblings. Approving officials may expand this definition on a case-by-case basis when authorizing emergency travel.
F. Local travel is travel that does not meet the distance requirement for TDY travel (see section 15.3K below). It includes Government and commercial flights to locations 50 miles or less from the traveler’s permanent duty station and commuting residence.
G. OCONUS is the acronym for outside of the contiguous United States (non-foreign).
H. Per diem is the sum of the daily allowable costs associated with lodging, meals, and incidental expenses.
I. Permanent duty station, for the purposes of travel, means the street address to which the traveler most commonly reports (i.e., the majority of the time). There are permanent duty stations that cover a large contiguous area of more than 50 miles, and that Service employees must regularly maintain or patrol. For such duty stations, traveling from one area to another, regardless of distance, is part of the employee’s regular duty and does not qualify as TDY travel.
J. Prudent person rule states that travelers must exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.
K. TDY travel is travel that is performed for official purposes and is over 50 miles from the traveler’s permanent duty station and commuting residence.
L. Travel arranger is a staff member who books, documents, and adjusts travel reservations on behalf of others, including invitational travelers. The staff member could be a Service employee or a contractor.
M. Travel authorization is the form the Service uses to approve official TDY travel and travel-related expenses. These forms are created and approved in the electronic travel system. All travelers must receive authorization from their approving official before traveling, except in bona fide emergencies (see 265 FW 10 for more information).
N. Travelers are employees and non-employees who are authorized to conduct TDY travel on behalf of the Service.
O. Travel Management Center (TMC) (i.e., Duluth Travel, Inc. or El Sol Travel, Inc.) is responsible for assisting travelers with booking and adjusting travel itineraries. The TMC charges higher fees to assist with booking travel and adjusting reservations than those associated with self-service booking through ConcurGov.
P. Travel voucher is the form we use to approve travelers for reimbursement of travel-related expenses. These forms are created and approved in the electronic travel system.
DELEGATIONS
15.4 What are the delegations for overall travel authorizations? See Table 15-1.
Table 15-1: Travel Authorization Delegations of Authority
Section | Travel Authorization Delegations | Lowest Level to Delegate |
A | Approve trip-by-trip travel authorizations in the electronic travel system for travel within CONUS (see 265 FW 4). | Approving official at least one level in supervision above the traveler. |
B | Approve assignments that are extended for more than 1 year. Because of the tax implications, the traveler’s office must notify the Joint Administrative Operations (JAO), Administrative Operations Center (AOC), Travel team (see 265 FW 9). | Approving official at least one level in supervision above the traveler. |
C | Approve trip-by-trip travel authorization in the electronic travel system at Government expense to attend approved meetings and conferences (see 265 FW 11). | Approving official at least one level in supervision above the traveler with notification of conference approval attached. |
D | Approve trip-by-trip travel authorizations in the electronic travel system for TDY at Government expense for immediate family member to attend a Presidential or Department of the Interior (Department) award ceremony honoring an employee (see 265 FW 8). | Supervising Directorate member. |
E | Approve trip-by-trip travel authorizations in the electronic travel system for TDY when funding is from a non-Federal source. Acceptance of these funds must be documented on the Authorization for Acceptance of Travel Expenses from Non-Federal Sources form (DI-2000) (see 212 FW 3). | Supervising Directorate member and Departmental Ethics Counselor, with approved DI-2000 attached. |
F | Approve limited open travel authorizations for travelers who must perform frequent and repeated travel within a geographic area (see 265 FW 4). | Approving official at least one level in supervision above the traveler unless Regional or Headquarters program policy is more restrictive. |
G | Approve unlimited open travel authorizations for Directorate members’ travel within CONUS (see 265 FW 4). | Director or Director’s designee(s). |
15.5 What are the delegations for TDY transportation expenses? See Table 15-2.
Table 15-2: TDY Transportation Expenses Delegations of Authority
Section | TDY Transportation Expenses Delegations | Lowest Level to Delegate |
A | Approve the use of cash or non-Government-issued charge cards to purchase passenger transportation services costing more than $100 for TDY (not including personal travel in conjunction with TDY travel) (see 265 FW 3). | Supervising Directorate member. |
B | Approve the use of taxi, ridesharing company (e.g., Uber, Lyft), shuttle, or local transit service for local travel at the TDY location (see 265 FW 5). | Approving official at least one level in supervision above the traveler. |
C | Approve the rental of an automobile or special conveyance when determined to be beneficial to the Government (see 265 FW 5). | Approving official at least one level in supervision above the traveler. |
D | Approve the use of a Privately Owned Vehicle (POV) when it is most advantageous to the Government as usually determined by a cost comparison (see 265 FW 5). | Approving official at least one level in supervision above the traveler. |
E | Approve use of first-class passenger transportation accommodations (see 265 FW 5). | Assistant Secretary – Policy, Management and Budget (PMB). |
F | Approve use of business class transportation accommodations (see 265 FW 5). | Assistant Director – Management and Administration (AD-MA). |
G | Approve use of economy plus accommodations (see 265 FW 5). | Approving official at least one level in supervision above the traveler. |
15.6 What are the delegations for TDY per diem and miscellaneous expenses? See Table 15-3.
Table 15-3: TDY Per Diem and Miscellaneous Expenses Delegations of Authority
Section | TDY Per Diem and Miscellaneous Expenses Delegations | Lowest Level to Delegate |
A | Approve reduced maximum per diem rates when appropriate (e.g., camp rate for firefighters). The travel authorization in the electronic travel system must include the reduced per diem before the trip begins (see 265 FW 6). | Approving official at least one level in supervision above the traveler. |
B | Approve rates more than 55% of the standard per diem rate for extended TDY assignments (30 days or more) when justified (see 265 FW 9). | Supervising Directorate member: (1) For rates that are 56% to 100% over, may delegate to Deputy or Deputy Regional Director, but no lower; and (2) For rates that are 101% to 300% over, may not delegate. |
C | Approve rental of a room for a purpose other than lodging, such as a conference room at a hotel. The Government-issued purchase card is used to pay for conference rooms unless the expense threshold requires a contract. | Approving official at least one level in supervision above the traveler if Director’s office has approved the conference or meeting. |
D | Approve reimbursement of miscellaneous expenses that are authorized in the Federal Travel Regulations, Section 301-12.1, such as internet use for official duties (see Department’s Temporary Duty Travel Policy). | Approving official at least one level in supervision above the traveler. |
E | Approve payment of actual subsistence reimbursement of 101% to 150% of the standard per diem rate, where due to unusual circumstances, the maximum locality lodgings-plus rate is not enough to meet the traveler’s actual and necessary subsistence expenses, and the criteria in 265 FW 6 are met. | Approving official at least one level in supervision above the traveler. |
F | Approve payment of actual subsistence reimbursement of 151% to 300% of the standard per diem rate if the criteria in 265 FW 6 are met. | Supervising Directorate member. |
G | Approve exceptions for TDY travel between 30 and 50 miles from the traveler’s commuting residence and permanent duty station if the criteria in 265 FW 6 are met. | Supervising Directorate member. |
H | Approve purchases of food in non-TDY situations where specifically authorized by law, such as for award ceremonies where the recipients are publicly recognized and training when it necessary to obtain the full benefit of the session. | Division Chief or Project Leader and subject to Regional or Headquarters program policy. |
15.7 What are the delegations of authority related to international travel?
A. Travel Authorization.
(1) With concurrence as required in section 15.7A(2), the supervising Directorate member must approve printed copies of the U.S. Fish and Wildlife Service International Travel Justification form, which travelers can get from the International Affairs program, and Foreign Travel Certification form (DI-1175), for international travel. They cannot delegate this lower than their Deputy Directorate member.
(2) The Directorate member must get concurrence from the Deputy Director and the Assistant Secretary for Fish and Wildlife and Parks for travel to foreign countries in accordance with Part 532 of the Service Manual.
(3) The supervising Directorate member must approve fees over $100, such as medical evacuation insurance, and TDY per diem above the standard rate for foreign travel. They cannot delegate this lower than their Deputy Directorate member.
B. Fly America Act.
(1) The Fly America Act generally restricts the air travel that the Federal Government funds to U.S. carriers. Approving officials may approve use of a foreign carrier if it is in compliance with the Fly America Act, which means there is an agreement between the United States and that carrier’s country of origin, and it is the most cost-effective (see the GSA Fly America Act website for more information).
(2) The Assistant Secretary – Policy, Management, and Budget (PMB) retains the authority to approve the use of a foreign flag air carrier when a waiver is not allowed in the FTR (i.e., there’s no agreement between the United States and the carrier’s country of origin). The Assistant Secretary will only approve such a carrier if:
(a) A U.S. carrier will not accomplish the mission, or
(b) The foreign carrier is less expensive.
15.8 What are the delegations for Permanent Change of Station (PCS) allowances? See Table 15-4.
Table 15-4: Relocation Allowances Delegations of Authority
Section | Relocation Allowances Delegations | Lowest Level to Delegate |
A | Approve the payment or non-payment of PCS expenses in vacancy announcements. Remaining silent about PCS expense payment in the vacancy announcement assumes those expenses will be paid. | Approving official at least one level in supervision above the traveler. |
B | Approve the payment of travel and transportation allowances for new appointees, student trainees, and others traveling to their first duty station at the Government’s expense. | Approving official at least one level in supervision above the traveler. |
C | Approve the payment of travel, transportation, and other authorized relocation allowances incident to the transfer of a Government employee from one duty station to another for the benefit of the Government in compliance with 5 U.S.C. 5722-5729. | Approving official at least one level in supervision above the traveler. |
D | Approve the payment of travel, transportation, and other authorized relocation allowances incident to the transfer of a Government employee when the distance between old and new duty stations is less than 50 miles. | Director. |
E | Establish written policy as to whether a Regional or Headquarters (HQ) program pays relocation entitlements (i.e., house hunting trip, relocation services contractor, etc.) as described in the Employees on the Move PCS handbook. Regions and programs have the option to adopt or not adopt these entitlements in their policy. | Supervising Directorate member. |
F | Establish written policy as to whether a Regional or HQ program will pay for special handling when a relocation service contractor is authorized. | Supervising Directorate member. |
G | Approve an employee’s written request for an extension of time beyond the initial year authorized to complete the sale or purchase of a residence or terminate a lease. The extension must be justified for reasons beyond the employee’s control, and it may not exceed 1 year. | Supervising Directorate member. |
H | Approve the delay of the employee’s relocation service contract (if authorized) after the PCS travel authorization is signed (see 266 FW 1 and the Employees on the Move handbook). | Approving official at least one level in supervision above the traveler. |
I | Approve an extension allowing an employee to occupy temporary quarters beyond 60 days, when (1) the employee selected the actual expense method of reimbursement, and (2) the extension is necessary for reasons beyond the employee’s control as covered in the Employees on the Move handbook. Two 30-day extensions can be given for a total maximum of 120 days. Employees who selected the fixed or lump sum rate for temporary quarters cannot get an extension beyond the original 30 days, per Federal law. | Supervising Directorate member. |
J | Approve an extension of temporary storage of household goods beyond the initial period of 60 days (CONUS-to-CONUS relocation) or 90 days (OCONUS-to-CONUS or CONUS-to-OCONUS relocation). Because extensions can be given for up to an additional 90 days, 150 days is the maximum total for a CONUS relocation and 180 days is the maximum total for an OCONUS relocation. | Approving official at least one level in supervision above the traveler. |
K | Approve non-temporary (extended) storage of household goods. This is allowed for isolated duty stations in CONUS and, if it is cost-effective, at an OCONUS location. | Supervising Directorate member. |
L | Approve the shipment of professional books, papers, and equipment as an administrative expense outside the 18,000 pound limit (see 266 FW 1 and the Employees on the Move handbook, Chapter 5.3). | Approving official at least one level in supervision above the traveler. |
M | Approve the transportation and storage of a POV if needed to expedite the employee’s arrival at a new duty station in accordance with the Employees on the Move handbook. | Approving official at least one level in supervision above the traveler. |
N | Approve “last move home” relocation allowances for eligible Senior Executive Service (SES) employees. | Assistant Secretary – PMB |
O | Approve use of property management services in a temporary change of station or a PCS. | Assistant Secretary – PMB |
15.9 What are the delegations related to approving travel and transportation under special circumstances?
A. Employees with disabilities. Approving officials may approve additional travel expenses incurred by an employee with a disability if the expense is authorized in the FTR (see 41 CFR Part 301-13).
B. Personal emergencies.
(1) The approving official approves travel to return to the official station from a TDY or to an alternate TDY location because of a personal emergency or an illness of an immediate family member.
(2) If an emergency happens during personal (non-TDY) travel, the employee may not use Service funds to pay for the travel.
C. Evacuation of family dependents.
(1) In the absence of an Order or Directive from the President, the Service Director, or other high authority, supervising Directorate members may designate the zones from which the immediate families of civilian employees should be evacuated (and for which the Government may pay) during military, natural, or other disasters that create an imminent danger to life or property, or adverse living conditions seriously affecting the health, safety, or accommodation of those families.
(2) The supervising Directorate member may not delegate the authority to pay per diem of evacuated employees and dependents.
D. Deceased employees.
(1) Transportation. The approving official approves preparation and transportation of the remains of a deceased employee, and the transportation of the immediate family and household goods of a deceased employee, when the FTR allows it (see 265 FW 10).
(2) Death gratuity benefit:
(a) The supervising Directorate member approves payment of the death gratuity benefit to the employee’s beneficiary if the employee died in the line of duty as covered in 5 U.S.C. Section 8102a. Line of duty includes regular duty, TDY, TCS, and PCS travel. See the Line of Duty Death (LODD): Response Handbook.
(b) The Directorate member may not delegate this authority to a lower level.
(3) The employee’s immediate family members in OCONUS status:
(a) The supervising Directorate member approves preparation and transportation of the remains of a deceased employee’s immediate family member if the immediate family member dies while the employee is stationed OCONUS (see the FTR at 41 CFR Section 303-70, Subpart D).
(b) The Directorate member may not delegate this authority to a lower level.
15.10 Who can authorize contractor-provided services for travel? Offices may not contract separately for certain travel services without approval from the Assistant Director – Management and Administration.
A. Travel Management Center (TMC). The General Services Administration (GSA) and the Department contract with the electronic travel system and TMC vendors.
(1) Offices must use the contracted vendors for the electronic travel system and TMC reservation services for all official Government travel.
(2) Offices may not separately contract third party travel agent vendors to assist in booking travel that bypasses the electronic travel system and TMC vendors.
(3) Offices may use contract employees to book travel reservations with the TMC vendors and process vouchers in the electronic travel system tool without getting approval from the Assistant Director – Management and Administration.
B. Other contractor travel services. The Assistant Director – Management and Administration must approve the following contractor-provided services for travel:
(1) Travel helpdesk services,
(2) Travel voucher audit services,
(3) Blanket Purchase Agreements (BPA) to a particular vendor or vendors for relocation services, and
(4) BPAs to a particular vendor or vendors for household goods move management.