TABLE OF CONTENTS
| Topics | Sections |
| OVERVIEW | 4.1 What is the purpose of this chapter? 4.2 What is the scope of this chapter? 4.3 What are the authorities for this chapter? 4.4 What terms do you need to know to understand this chapter? |
| RESPONSIBILITIES | 4.5 Who is responsible for the proper use of Optional Form (OF)-1164, Claim for Reimbursement for Expenditures on Official Business? |
| ALLOWABLE EXPENSES | 4.6 What expenses can an employee claim on an OF-1164 for reimbursement? 4.7 What expenses cannot be claimed on an OF-1164? |
| PAYMENT PROCEDURES | 4.8 What are the procedures for processing an OF-1164 for payment? |
OVERVIEW
4.1 What is the purpose of this chapter? This chapter establishes policy and procedures for U.S. Fish and Wildlife Service (Service) employees claiming reimbursement of official business expenses in and around a permanent duty station.
4.2 What is the scope of this chapter?
A. This chapter provides policy on expenses we can reimburse employees for on the Claim for Reimbursement for Expenditures on Official Business form (Optional Form (OF)-1164).
B. This chapter does not cover:
(1) Reimbursing costs for employees on Temporary Duty (TDY) travel (see 265 FW 7) or for a Permanent Change of Station (PCS) (see Part 266), or
(2) Reimbursing volunteers (see 150 FW 3).
4.3 What are the authorities for this chapter?
A. Consolidated Appropriations Act, 1997 (Public Law 104-208), Section 636, Reimbursements Relating to Professional Liability Insurance.
B. Debt Collection Improvement Act of 1996 (Public Law 104-134).
C. Definitions; application; Labor-Management Relations (5 U.S.C. 7103).
D. Department of the Interior’s (Department) Office of Acquisition and Property Management, Purchase of Training at the Department (Departmental Acquisition, Arts, and Asset Policy-0052).
E. Department’s Office of Financial Management, Financial Management Handbook, Chapter 42, Policy on Emergency Evacuation Payments.
F. Expenses of Training (5 U.S.C. 4109).
G. False Claims (31 U.S.C. 3729).
H. False, Fictitious, or Fraudulent Claims (18 U.S.C. 287).
I. Federal Travel Regulation (41 CFR 301-304).
J. Government Accountability Office Principles of Federal Appropriations Law (the Red Book).
K. Mileage and related allowances (5 U.S.C. 5704).
L. Prompt Payment (5 CFR 1315).
M. Simplified Acquisition Procedures (41 U.S.C. 1901).
N. Travel and Transportation Reform Act of 1998 (Public Law 105-264).
O. Vouchers (31 U.S.C. 3325).
P. 347 Departmental Manual (DM) 1, Travel Policy Issuance System.
Q. 348 DM 2, Bicycle Subsidy Benefit Program.
4.4 What terms do you need to know to understand this chapter?
A. Approving officials are supervisors, Directorate members (i.e., Regional Directors; Assistant Directors; Director, National Conservation Training Center; Chief, National Wildlife Refuge System), and other officials who approve official business expenses.
B. Commuting cost is the primary expense of traveling to and from a permanent duty station or Service-provided worksite. Employees pay their own commuting costs, which may include Privately Owned Vehicle (POV) mileage, tolls, and parking expenditures.
C. Commuting residence is the location an employee commutes to and from for work most of the time. It is not always the location listed on their personnel forms and does not include temporary locations.
D. Local travel is travel that does not meet the distance requirement for TDY travel (i.e., local travel is 50 miles or less from the permanent duty station and commuting residence). It includes Government and commercial flights to locations 50 miles or less from the employee’s permanent duty station and commuting residence.
E. Permanent duty station, for the purposes of local travel, is the address where the employee regularly performs their duties as determined under 5 CFR 531.605 and that is listed on their Notification of Personnel Action (Standard Form (SF)-50). There are permanent duty stations that cover a large contiguous area of more than 50 miles 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.
F. TDY travel is travel for official purposes that is over 50 miles from the employee’s permanent duty station and commuting residence.
RESPONSIBILITIES
4.5 Who is responsible for the proper use of OF-1164, Claim for Reimbursement for Expenditures on Official Business? See Table 4-1.
Table 4-1: Responsibilities for Proper Use of the OF-1164
| These employees... | Are responsible for... |
| A. The Director | Approving or declining to approve Servicewide policy. |
| B. Assistant Director – Management and Administration (i.e., AD-MA or Associate Chief Financial Officer) | Ensuring that there is an up-to-date policy in place for reimbursing employees for official expenses on an OF-1164. |
| C. Approving officials | Ensuring that: (1) Claims are properly prepared, (2) Expenses are authorized and allowable and the associated amounts are accurate, and (3) Required documentation (i.e., justifications) and receipts are attached. |
| D. Employees | (1) Submitting claims for reimbursement within the fiscal year they incur the expenses, (2) Submitting complete claims with all required documentation, and (3) Obtaining necessary approvals prior to submission. |
ALLOWABLE EXPENSES
4.6 What expenses can an employee claim on an OF-1164 for reimbursement? See Table 4-2.
Table 4-2: Types of Expenses, Instructions, and Documentation Required
| Expense Type | Instructions and Documentation Required |
| Emergency purchases (i.e., Service-related emergency) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, (3) Certification by the approving official that the purchase was necessary to complete the field assignment, and (4) Receipt. |
| Evacuation special allowance for travel and per diem expenses | (1) Must have a mandatory evacuation order issued by the President, Department, or Service. When the order is from a State or local government, the Service must issue an order of evacuation to qualify. (2) Include: (a) Travel expenses to/from the safe haven and per diem amounts for the employee and their qualified dependent(s) (see 265 FW 10), (b) Electronic Travel Authorization Form (DI-1020) (use of the Electronic Travel System (ETS), i.e., ConcurGov, is not authorized), and (c) Receipt(s). |
| Faxes and copies ($100 maximum) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, and (3) Receipt. |
| Global Airport Entry Membership (not associated with specific TDY trip) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, (3) Statement that the employee travels internationally three or more times per year, and that their lost productive time going through customs outweighs the membership fee, and (4) Receipt. |
| Government-Owned Vehicle (GOV) fuel | May only be claimed when the fleet card does not work; must include GOV plate number. |
| Late payment penalty on travel voucher | This allowance is for travel vouchers that were filed correctly in the ETS but were not paid within 30 calendar days of electronic signature (see 265 FW 7). |
| Miscellaneous | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted and issuing a contract is not feasible, and (3) Receipt. |
| Official calls in the local area | (1) Any official call claimed must be supported by a copy of the phone bill with official charges clearly highlighted. (2) Only the cost of the service differentiated and itemized as an additional cost actually incurred (e.g., costs beyond a regular cell phone plan or long-distance charge on a land line) by the employee may be claimed for reimbursement. |
| Passport photo (not associated with specific TDY trip) for an official Government passport obtained through the Department’s Passport office (i.e., the passport with the burgundy cover) | Include: (1) Justification that the purchase was necessary for official business and is not for a personal use passport, (2) Statement that the Government purchase card was not accepted, and (3) Receipt. |
| Postage due on official mail | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, and (3) Receipt. |
| POV mileage | (1) Mileage is paid at the applicable General Services Administration (GSA) rate (see 265 FW 5) and generally changes on January 1 of each year (see GSA’s POV website). (2) If you used your POV in lieu of an authorized/available GOV, a reduced mileage rate applies. (3) The Service cannot require employees to drive or accept the responsibility of transporting other employees in their POVs. (4) Fines for parking or traffic violations while performing approved local travel are not reimbursable. (5) Attach a map printout (e.g., Google Maps, MapQuest) showing the mileage of the route taken. (6) Deduct normal commuting mileage (deduction should be clearly notated) (see 265 FW 12). |
| Professional liability insurance (law enforcement officers, supervisors, or management officials) | (1) Amount claimed must be the lesser of 50% of the premium or $150 per year (see 228 FW 1). (2) Include proof of payment or statement from the insurance company. |
| Qualified bicycle commuter benefit | Include: (1) Detailed justification(s) and description(s) of expenditure(s); (2) Proof of expenditure(s); (3) Sales receipt for bicycle purchase; (4) Itemized original receipt(s) for repair/maintenance-related expenses and costs for bicycle parking/storage, safety equipment, personal safety, and protective equipment/apparel; (5) Bicycle share membership, if applicable; (6) Monthly bicycle subsidy certification; and (7) Daily tracking log. |
| Registration fees for conference or meeting attendance (not membership fees for professional organizations – see 212 FW 4) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, and (3) Receipt. |
| Roadside assistance for a flat tire on a rental car | (1) This allowance is for rental cars under the Government’s car rental agreement only and can only be used if the rental car company refuses to repair the flat tire. (2) The availability of a spare tire and tools in the car does not impact approval of the claim. (3) The claim may include towing costs if towing is required to repair the flat. (4) Include the receipt. |
| Training supplies and tuition | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government purchase card was not accepted, and (3) Receipt. |
| Transportation expenses (e.g., bicycle rental, ferry, mass transit, parking, taxicab, tolls, ridesharing company like Uber or Lyft, etc.) | (1) Include tip (not to exceed 20% or $2 per large bag if no fee) in the amount claimed, if applicable. (2) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (3) Include the receipt (required if over $10.00). (4) Include justification of why you took a taxi/Uber/Lyft instead of using mass transit, if applicable. |
| Vehicle repair – GOV or leased vehicle only | Include: (1) Statement as to why the Government fleet or a purchase card was not used, (2) Statement explaining that a Service or GSA mechanic was not available to repair or tow the vehicle, (3) Statement that Government and GSA policies were followed, and (4) Receipt. |
4.7 What expenses cannot be claimed on an OF-1164? Employees cannot claim the following expenditures on an OF-1164:
A. Authorized cash purchases for supplies, equipment, or services made while the employee is in travel status, which includes TDY (see Part 265) or PCS (see Part 266). These costs are claimed along with the employee’s other travel costs in the ETS.
B. Cash advances for official travel purposes (employees should use the Advance of Funds Application and Account form (SF-1038)).
C. Cash awards or bonuses to employees (see 224 FW 3) or volunteers (see 150 FW 3).
D. Cash settlements to employees or former employees. Generally, the settlement includes a portion for past salaries that is taxable.
E. Employee salary.
F. Volunteer reimbursements (see Part 150 and 265 FW 12).
G. Financial planning services (see 228 FW 4).
H. Fitness center member fees (see 228 FW 3).
I. Gasoline, maintenance, and car repair costs for:
(1) POV: These costs are built into the POV mileage rate.
(2) GOV: Employees must use the Government fleet card for these types of expenses. The only exception is they may use an OF-1164 when the Government fleet card does not work.
J. Gifts to current and former employees. This includes retirement gifts and monetary and non-monetary awards to current and former employees.
K. Gift cards.
L. Home sale incentive awards associated with a PCS move (see Part 266).
M. Insurance for rental car use for local travel.
N. Internet services and broadband expenses for employees who work from home.
O. Items that employees should buy using the Government-issued purchase or travel cards (or contract if it exceeds the micro-purchase threshold).
P. Local travel within a TDY or PCS.
Q. Parking and traffic violations.
R. PCS expenses.
S. Personal services of temporary, seasonal, laborer, or contractor personnel.
T. Purchase of controlled property or equipment (see Part 310).
U. Refreshments for meetings or training sessions. If authorized by law, employees may buy refreshments in non-TDY situations with a Government purchase card or contract. Reimbursement on an OF-1164 is only allowed if the card was not accepted or used.
V. Stipends or estimated out-of-pocket expenses (the Internal Revenue Service considers such reimbursements as taxable income).
W. TDY expenses.
X. Tort claims (see 401 FW 1).
Y. Utility bills (including wireless).
PAYMENT PROCEDURES
4.8 What are the procedures for processing an OF-1164 for payment?
A. An employee may prepare the OF-1164 electronically or in hard copy format.
B. If claiming both local travel (see 265 FW 12) and non-travel expense reimbursement, employees must separate them into two separate OF-1164 claims.
C. The employee should clearly state the purpose of the claim and provide dates. Both the employee and the supervisor must sign and date the form.
D. The claim must be supported by the documentation we describe in Table 4-2.
E. The supervisor must review and approve the claim, certifying that it:
(1) Is authorized and allowable,
(2) Includes proper itemization of expense(s), and
(3) Includes receipts or other required documentation.
F. When possible, employees should only submit an OF-1164 when the cumulative reimbursement amount exceeds $10.00.
G. Employees must submit their request through mySupport’s manual payment process.