Temporary Duty Travel - Definitions and Responsibilities

1.1 What is the purpose of this chapter?

1.2 What is the scope of Part 265 in the Service Manual?

1.3 What are the authorities for the chapters in Part 265?

1.4 What is the overall Service policy on Temporary Duty Travel (TDY)?

1.5 What is the difference between TDY, local, Permanent Change of Station (PCS), and Temporary Change of Station (TCS) travel?

1.6 How is Part 265 of the Service Manual organized?

1.7 What terms do you need to know to understand this and the other chapters in Part 265?

Travel that does not meet the distance requirement for TDY travel. It includes Government and commercial flights to locations fewer than and including 50 miles from the traveler’s permanent duty station and commuting residence.

Traveler’s performing local travel:

·  Must use the Claim for Reimbursement for Expenditures on Official Business form (OF-1164) to claim reimbursement for transportation costs, and

·  Are not entitled to per diem reimbursement.

Part 266 of the Service Manual,

Employees on the Move Handbook

347 DM, Departmental FTR Implementing Instructions

Employees on the Move Handbook

·        Types of official travel,

·        Authorities for Part 265,

·        Responsibilities during the travel process, and

·        Resources for more information.

·        Basics and activating accounts, and

·        Using the electronic travel system.

·        Government-issued travel charge card,

·        Travel advances, and

·        Other payment methods.

·        Commercial air;

·        Train, bus, or ship;

·        Rental cars, taxis, etc.;

·        Privately Owned Vehicle (POV);

·        Cost comparisons;

·        Combining official and personal travel; and

·        Official deviations.

·        Per diem,

·        Lodging,

·        Meals and incidental expenses, and

·        Reimbursements.

·        Expenses,

·        Travel vouchers, and

·        Supporting documentation.

·        Invitational travelers,

·        Other non-Service employee travelers, and

·        Travel arrangers.

·        Travel expenses,

·        Travel interruptions,

·        Leave, and

·        Tax implications.

·        Emergencies,

·        Illness or injury, and

·        Death.

·        Local travel,

·        Multiple residences and duty stations,

·        Travel charge card,

·        Rental cars,

·        Volunteers, and

·        Firefighters.

(1) Approving or declining to approve Servicewide policy; and

(2) Concurring with the use of first class transportation accommodations before the request is given to the Director, PFM, in the Department.

(1) Approving extended exceptions to the 50-mile requirements (but not below 30 miles) due to travel challenges associated with weather, terrain, or required mode of transportation (see 265 FW 6);

(2) Approving per diem within 30-50 miles of the traveler’s permanent duty station and commuting residence on a case-by-case basis;

(3) Approving actual subsistence reimbursement of 151% to 300% of the standard per diem rate; and

(4) Approving rates for extended TDY assignments that are more than 55% of the standard per diem rate:

     (a) For rates that are 56% to 100% over, they may delegate the approval authority to their Deputy Assistant Director or a Deputy Regional Director, but no lower, and

     (b) For rates that are 101% to 300% over, they may not delegate the authority.

(1) Concurring with the use of first class transportation accommodations before the request is given to the Director, and

(2) Approving the use of business class transportation accommodations.

(1) Providing guidance on TDY travel-related issues as necessary,

(2) Implementing policy for travel, and

(3) Communicating organizational changes to the Service’s Financial and Business Management System (FBMS) Bureau Lead so that they do not negatively affect the review and approval of travel expenses.

(1) Providing travelers with guidance on the FTR and on Departmental and Service TDY travel policies;

(2) Assisting travelers and travel arrangers with technical issues associated with the electronic travel system;

(3) Performing a Fly America Act compliance review on travel authorizations to foreign destinations;

(4) Performing prepayment audits on selected TDY travel vouchers in the electronic travel system;

(5) Creating and maintaining traveler profiles in the electronic travel system;

(6) Monitoring open travel vouchers in the electronic travel system that have been signed by the employee but are unapproved, and notifying the approving official at days 20 and 27 that action is required; and

(7) In the unlikely event of an incapacitating illness, injury, or death of a traveler, completing any remaining administrative travel requirements (see 265 FW 10).

(1) Familiarizing themselves with TDY travel policy;

(2) Complying with the FTR and Departmental and Service policies;

(3) Reviewing and approving TDY travel authorizations and vouchers;

(4) Ensuring expenses are authorized and allowable and the associated amounts are accurate;

(5) Ensuring required documentation (i.e., justifications) and receipts are uploaded to the electronic travel system;

(6) Recognizing that electronic signatures processed through the electronic travel system are legally binding;

(7) Determining if travel is necessary to achieve the official purpose of the proposed trip (i.e., asking “Are there effective and less expensive alternatives to travel?”);

(8) Ensuring that travelers follow the prudent person rule and use the most direct route and mode of transportation (see 265 FW 5);

(9) Supporting the Department’s effort to reduce our carbon footprint by focusing on minimizing greenhouse gas emissions whenever possible and advantageous to the Government (e.g., using public transit instead of a rental car);

(10) Determining and authorizing the most advantageous mode of transportation;

(11) Concurring with the use of first class or business class transportation accommodations before the request is given to the Safety Operations Division Chief;

(12) Approving the use of economy plus transportation accommodations;

(13) Approving actual subsistence reimbursement of 101% to 150% of the standard per diem rate;

(14) Returning travel vouchers that they think are improper within 7 business days in the electronic travel system;

(15) Determining whether a long-term assignment is treated as a TCS or an extended TDY assignment;

(16) Ensuring that any further reduction in per diem is on the traveler’s travel authorization in the electronic travel system before the start of the extended TDY assignment; and

(17) Notifying the next of kin or legal representative of an employee’s death (see 054 FW 1, the Line of Duty Death Response Handbook, 240 FW 7, and 265 FW 10) and coordinating payment of allowable expenses.

(1) Familiarizing themselves with TDY travel policy;

(2) Ensuring their profiles in the electronic travel system are up-to-date with the current Government-issued travel charge card numbers and expiration dates;

(3) Using the electronic travel system in adherence with the FTR;

(4) Documenting all expenses, uploading receipts, and creating travel authorizations and vouchers in the electronic travel system;

(5) Requesting approval(s) to travel prior to leaving for trips;

(6) Recognizing that electronic signatures processed through the electronic travel system are legally binding;

(7) Complying with the FTR and Departmental and Service policies;

(8) Complying with the Department’s Travel Charge Card Program Policy;

(9) Supporting the Department’s effort to reduce our carbon footprint by focusing on minimizing greenhouse gas emissions whenever possible and advantageous to the Government (e.g., using public transit instead of a rental car);

(10) Selecting the most advantageous mode of transportation;

(11) Traveling by the most direct, commonly traveled route unless pre-approval is obtained for a deviation;

(12) Completing a proper travel voucher in the electronic travel system within 5 business days after completion of travel;

(13) Notifying their approving official as soon as possible of the need to interrupt or discontinue TDY travel because of an emergency; and

(14) Deducting normal commuting costs from local travel reimbursement.

(1) Familiarizing themselves with TDY travel policy and the relevant responsibilities from section 1.8K above;

(2) Providing the travel arranger with the information required to complete the ConcurGov Profile Maintenance and Automated Clearing House (ACH) Vendor/Miscellaneous Payment Enrollment form(s);

(3) Providing the travel arranger with the details of the trip (e.g., purpose, required arrival date, required departure date);

(4) Notifying the travel arranger immediately if travel plans change or travel-related issues arise during a trip;

(5) Providing the travel arranger with required receipts and supporting documentation after a trip;

(6) Signing and returning the copy of the travel voucher that the travel arranger provides within 5 business days of receipt; and

(7) Notifying the travel arranger if they have not received reimbursement from the Service within 30 calendar days of signing the travel voucher.

(1) Familiarizing themselves with TDY travel policy;

(2) Using the electronic travel system in adherence with the FTR;

(3) Acting on behalf of non-employees conducting TDY travel for the Service by completing required actions in the electronic travel system (e.g., arranging transportation, creating travel vouchers, etc.) (see 265 FW 8);

(4) Documenting all expenses, uploading receipts, and creating TDY travel authorizations and vouchers in the electronic travel system;

(5) Assisting travelers with navigational issues associated with the electronic travel system; and

(6) Assisting family members or medical attendants with travel arrangements.