14 FAM 500
EMPLOYEE LOGISTICS - TRAVEL
14 FAM 510
FOREIGN SERVICE TRAVEL REGULATIONS' AUTHORITY AND
APPLICABILITY
(CT:LOG-239; 02-01-2018)
(Office of Origin: A/LM)
14 FAM 511 SCOPE AND STATUTORY
AUTHORITY
14 FAM 511.1 Policy
14 FAM 511.1-1 Authorization and
Pay for Official Travel and Related Expenses
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
It is Department of State policy, as authorized by section
901 of the Foreign Service Act (22 U.S.C. 4081) that the Secretary authorize
and pay for the official travel and related expenses of members of the Foreign
Service and their families, including costs or expenses incurred for:
(1) Proceeding to and returning from assigned posts of
duty;
(2) Authorized or required home leave;
(3) Family members to accompany, precede, or follow a
member of the Service to a place of temporary duty;
(4) Representational travel;
(5) Medical travel (other than for routine follow-up
care);
(6) Rest and recuperation travel;
(7) Evacuation travel;
(8) Visitation travel;
(9) Return remains of member of the Service or of a
family member of the Service who dies abroad or while assigned within the
United States; and
(10) Other travel as authorized and necessary to
accomplish the Department's mission.
14 FAM 511.1-2 Transitional
Provisions
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Foreign Service travel, transportation, and related
expenses under travel orders issued prior to the effective date of these
regulations, but incurred after the effective date, are payable:
(1) Under these regulations; or
(2) Under regulations in effect at the time the travel
order was issued.
14 FAM 511.2 Applicability
14 FAM 511.2-1 In General
(CT:LOG-195; 06-03-2015)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. Except as provided in 14 FAM 531.4
and 14 FAM
531.7, these regulations cover travel of Foreign Service (FS) employees and
the members of their families, storage and shipment of their effects and motor
vehicles, and apply to travel and transportation within the United States as
well as abroad.
b. Except where indicated otherwise in the section
heading, the travel and transportation regulations for Civil Service (CS)
employees are contained in the Federal Travel Regulation (FTR) at 41 CFR 300
through 41 CFR 304. The FTR is issued by the General Services Administration
(GSA) under the authority of 5 U.S.C. 5701 through 5 U.S.C. 5709, and 31 U.S.C.
1353.
c. For USAID, these regulations also cover Foreign
Compensation (FC) Schedule employees of participating agencies, including
commissioned officers of the Uniformed Services assigned to USAID programs
abroad. These regulations do not apply to USAID third-country national
employees as defined in pertinent USAID handbooks. Expenses are allowed in
accordance with the regulations in effect at the time expenses are actually
incurred, except as provided by 14 FAM 511.1-2.
14 FAM 511.2-2 Relation to
Federal Travel Regulation
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
The Federal Travel Regulation (FTR) does not apply to
travel authorized under the Foreign Service Act except as specifically
referenced by Department regulations.
14 FAM 511.3 Definitions
(CT:LOG-227; 07-14-2016)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Actual expense: Payment of
authorized actual expenses incurred, up to the limit prescribed by the agency.
Entitlement to reimbursement is contingent upon entitlement to per diem, and is
subject to the same definitions and rules governing per diem. This expense is
sometimes called "actual subsistence expense."
Agency: For the purpose of
this regulation, Agency means the Department of State, USAID, Department of
Commerce and/or Department of Agriculture.
Air gateway: The point at
which an air shipment enters the United States.
Approval: Written approval for
travel performed and related expenses incurred without prior authorization.
Authorization: Written
authority for travel and related expenses issued prior to commencement of
travel.
Authorizing officer: Any
officer who has been delegated the authority to approve travel.
Baggage: Official and personal
property needed by the traveler for use en route or immediately upon arrival at
destination. (See 14 FAM 613.3-1
Unaccompanied Air Baggage.)
Blanket travel: A travel
authorization (open authorization) that allows for travel over an extended period
of time and/or for multiple trips. (See 14 FAM 521.3.)
Business class air accommodations:
A premium class of accommodations offered by airlines that is higher than coach
and lower than first-class, in both cost and amenities. This class of
accommodation may be referred to as business," "business
elite," "business first," "world business,"
"connoisseur, or envoy, depending on the airline.
Calendar day: The 24-hour
period beginning at one second after midnight (12:00:01 a.m.) and ending at
midnight.
Chief of mission: Chiefs of
mission as defined by the Foreign Service Act (22 U.S.C. 3902), and principal officers at posts not subject to
the administrative jurisdiction of another post.
Civilian Board of Contract Appeals (CBCA): The
Civilian Board of Contract Appeals (CBCA), formerly the GSA Board of Contract
Appeals. The CBCA was established to hear and decide contract disputes between
government contractors and executive agencies. The CBCA also hears and decides
various other classes of cases, including claims by Federal employees under 31
U.S.C. 3702 for reimbursement of expenses incurred while on official temporary
duty travel or in connection with relocation to a new duty station; and claims
by carriers of freight forwarders under 31 U.S.C. 3726(i)(1) involving actions
of the General Services Administration regarding payment for transportation
services. Typically employees may appeal decisions of the Exceptions Committee
(see 14 FAM 514)
of the Department or other foreign affairs agency to the CBCA.
Coach-class air accommodations:
The basic class of accommodations offered by an air carrier to passengers that
includes a level of service available to all passengers regardless of the fare
paid. The terms "tourist or economy class are used sometimes for this
class of accommodation.
Coach-class train accommodations:
The basic class of train accommodations offered by rail carriers to passengers
that includes a level of service that is available to all passengers regardless
of fare paid. The term "coach-class train accommodations" includes
reserved coach accommodations, as well as slumber coach accommodations, when
overnight travel is involved.
Code-share flight: A U.S.-flag
air carrier service resulting from an agreement between a U.S. carrier and a
foreign carrier which allows the U.S. carrier to lease seating space on an
aircraft belonging to (and operated by) a foreign carrier. A code-share flight
qualifies as a U.S.-certificated service and complies with the Fly America Act,
49 U.S.C. 40118, and the FTR at 41 CFR 301-10.134, provided the ticket, or
documentation for an electronic ticket, identifies the U.S. carriers code and
flight number.
Common carrier: Private-sector
supplier of air, rail or bus transportation for passengers, and air, rail,
surface (overland or over ocean) or a combination thereof for freight and/or
personal effects shipments.
Construction materials: Items
of a nature and in volumes that would normally be used to construct or renovate
a portion of a dwelling, or to construct a product exceeding the size of an
ordinary item of furniture for personal use. Examples of construction
materials include: wooden planks, boards, ceiling tiles, floor tiles or
flooring, roofing materials, windows or doors or framing thereof, masonry,
bricks, blocks, cement, sand, paneling, drywall boards, or hardware (e.g.,
nails) in volumes greater than would normally be used in an ordinary household
workshop. Those materials that are part of artwork or crafts in total weight
of less than 200 pounds may be regarded as household effects as determined by
inspection as required. Construction materials are not authorized for
transport or storage as part of an employees household effects (HHE)
shipment. (See 14
FAM 611.5.) Employees or GSOs who are in doubt whether items qualify as
HHE should contact the Office of Logistics Management (A/LM) in advance of
making the shipment.
Constructive cost: A cost that
reflects the total amount of per diem, travel, transportation, and incidental
expenses the U.S. Government would pay for an employees direct travel. For
cost constructing purposes, only the travel and transportation costs may be
used as a basis for the cost construct.
Continental United States (CONUS):
The contiguous 48 States and the District of Columbia. See also the definition
for United States.
Continuous storage: The
permanent storage of household effects while an employee is assigned to or is
at an official station or duty post to which the employee is not authorized to
take a portion of the regulatory HHE weight entitlement due to post specific
weight or other post specific restrictions, or which is authorized in the
public interest. (This term has the same meaning as non-temporary storage.)
CONUS: The continental United
States consisting of the 48 contiguous States and the District of Columbia.
Contract carriers: U.S.
certified air carriers that are under contract with the Government to furnish
Federal employees and other persons authorized to travel at Government expense
with passenger transportation service. This also includes General Services
Administrations (GSA's) scheduled airline passenger service between selected
U.S. cities/airports and between selected U.S. and international
cities/airports at reduced fares.
Cost-constructed travel:
Travel based on a cost comparison between the cost of official (i.e., direct)
travel and the cost of personal (i.e., indirect) travel. When cost
constructing travel, the traveler can only claim the cost of the fare(s) the
U.S. Government would have paid to the contract and/or common carrier or the
cost of the commercial fare(s) the traveler actually paid to common carriers,
whichever is less. Cost-constructed travel is subject to the provisions of 14 FAM 546, 14 FAM 585.2,
and other Department travel regulations and policies.
Department: When used alone
with no other modifier, refers to the Department of State.
Destination rate: The per diem
rate applicable to the next location where the employee will perform temporary
duty or where the employee makes an en route stopover to obtain overnight
lodging.
Direct route: The usually
traveled route consistent with the most expeditious mode of transportation and
the established scheduled services of contract and other common carriers. A
direct route takes into consideration the provisions of 14 FAM 585.1,
and other provisions of the Department travel regulations. It is also known as
a usually traveled route.
Direct travel: Official travel
from authorized origin to authorized destination that uses the mode of travel
authorized in the orders and consistent with the established scheduled services
of contract and other common carriers. Direct travel is subject to the
provisions of 14
FAM 585.1 as well as other provisions of Department travel regulations.
DOC: Department of Commerce, a
foreign affairs agency.
DOS: Department of State, a
foreign affairs agency.
Duty station: The station to
which an employee is officially assigned. Also, see definitions of official station and post in this
section.
Effects: See definition of household effects in this section.
Eligible family members (EFM):
(1) Children who are unmarried and under 21 years of
age or, regardless of age, are unmarried and incapable of self support. The
term children must include natural offspring, step-children, adopted
children, and those under permanent legal guardianship (at least until age 18),
or comparable permanent custody arrangement, of the employee or spouse or
domestic partner as defined in 3 FAM 1610 when
dependent upon and normally residing with the guardian or custodial party, and
U.S. citizen children placed for adoption if a U.S. court grants temporary
guardianship of the child to the employee and specifically authorizes the child
to reside with the employee in the country of assignment before the adoption is
finalized;
(2) Parents (including stepparents and legally
adoptive parents) of the employee or of the spouse or of the domestic partner
as defined in 3
FAM 1610, under the following conditions and when the employee provides
such documentation as the Department may require (parents do not receive
benefits under the Department's Medical Program as outlined in 16 FAM 211.1):
(a) The parent has resided with the employee for at
least 6 of the 12 months immediately preceding the date when the employee
applies for EFM status for such parent, except that:
(i) When an employee completes an assignment, as
defined in 3
FAH-1 H-2423, paragraph c, to an unaccompanied post and is then re-assigned
on a post-to-post transfer overseas, the 12-month figure in subparagraph (2)(a)
of this definition will be extended by the length of the employees actual
service at the unaccompanied post;
(ii) For purposes of computing ISMA (DSSR Section
260), in cases where an employee is assigned to an unaccompanied post, the
12-month figure in subparagraph (2)(a) of this definition will be extended by
the length of the employees tour of duty at the post; and
(iii) The Director General (DG) may waive this
co-residence requirement, upon application by an employee, in cases in which a
parent was not residing with the employee for the period required in
subparagraph (2)(a) of this definition, and [1] has experienced an unexpected
and sudden deterioration in his or her physical or mental health during this same
period and is no longer able to perform at least two activities of assisted
daily living (ADL) or requires supervision due to severe cognitive impairment.
Activities of Daily Living from the FSA/FEDS Glossary are the basic activities
of caring for oneself by eating; dressing; bathing; toileting (using the
bathroom); transferring (moving back and forth from a bed to a chair); and
continence (the ability of the body to control urination or bowel movements or
both). Insurance companies use the inability to perform a specified number of
these ADLs to help determine eligibility for long-term care insurance
benefits. MED must confirm to the Director General that such deterioration has
been satisfactorily documented by an accredited medical professional or [2] has
been widowed during this same period;
(b) Necessary living expenses and gross income:
(i) The employee and/or spouse or domestic partner as
defined in 3 FAM
1610 provide at least 51 percent of the parents necessary living expenses
calculated against the parents gross income, and have done so for at least 12
months prior to the date when the employee applies for EFM status for such
parent; and
(ii) The parents own gross income, as defined in
subparagraph (2)(c)(ii) of this definition, does not exceed a threshold amount
as determined by the Director General on an annual basis. For purposes of this
subsection only, the calculation of gross income excludes the contributions
made by an employee and/or spouse or domestic partner as defined in 3 FAM 1610 to
the parents gross income as well as subparagraph (2)(c)(ii), item [3], and
subparagraph (2)(c)(ii), item [4], of this definition;
(c) For purposes of subparagraph (2)(b) of this
definition:
(i) Necessary living expenses, means the parents
total expenditure for food, clothing, shelter, and medical care; and
(ii) Gross income" means the sum of [1] all
wages, earnings, payments in the form of dividends, capital gains, U.S.
Government and private pensions, and similar payments from foreign governments'
annuities, and similar income from whatever source, as the Department may
specify, but excluding Social Security Disability Income Benefits (U.S. and
foreign government equivalent), life insurance proceeds, and inheritances; [2]
potential income, calculated according to a formula determined by the
Department, from assets that the parent has voluntarily elected to make
nonincome producing; [3] cash, or direct payments to a provider, for necessary
living expenses, that an employee or spouse or domestic partner as defined in 3 FAM 1610
provides to the parent; or [4] the imputed value of housing, as may be defined
by the Department, provided to the parent by the employee and spouse;
(d) The sole purpose of allowing EFM status is so they
may reside abroad with the employee. The Departments approval of EFM status
for a parent is valid for only a single tour of duty abroad (3 FAH-1
H-2425.5 (2)). The Department must reauthorize such status for a parent
when an employee is assigned from one post to another without an intervening
domestic assignment. EFM status for a parent automatically terminates once an
employee returns to the United States to assume a domestic assignment or if the
parent voluntarily departs post and that departure has exceeded or will exceed a
total of 90 days during one 12 month period. Any departure by a parent is
considered to be voluntary except as ordered by the post or the Department;
(e) EFM status for a qualified parent may continue when
the employee is assigned from an accompanied post to an unaccompanied post and
the parent resided with the employee at the accompanied and would reside at the
new post if not prevented from doing so by Department rules and regulations;
(f) For purposes of this section, the Department will
consider an application submitted by an employee for EFM status during a tour
of duty, as defined in subparagraph (2)(d) of this definition, for up to but
not more than two parents for any employee and up to but not more than two
parents-in-law for an employees spouse or domestic partner as defined in 3 FAM 1610; and
(g) This definition must apply to all EFM determinations
made subsequent to its effective date. It must not, however, apply in cases of
existing assignments, including assignments for which the Department has
already approved EFM status for a parent but the employee has not yet departed
for post;
(3) Sisters and brothers (including stepsisters or
stepbrothers, or adoptive sisters or brothers) of the employee, or of the
spouse or domestic partner as defined in 3 FAM 1610,
when such sisters and brothers are at least 51 percent dependent on the
employee for support, unmarried and under 21 years of age, or regardless of
age, are incapable of self-support (these sisters and brothers are not
authorized medical travel; see 16 FAM 312); and
(4) Spouse or same-sex domestic partner as defined in 3 FAM 1610.
ELSO (European Logistical Support
Office)Antwerp: Located in Antwerp, Belgium, ELSO provides for the
handling of household effects (HHE) to specified posts abroad.
Employee: A U.S. citizen
appointed in any one of the categories listed in section 103 of the Foreign
Service Act of 1980 (22 U.S.C. 3903), or appointed pursuant to other statute
deriving employment authority from the Act, but excluding USAID third-country
national employees.
Employee with a disability:
See also special needs. An employee who has a disability as defined in the
Rehabilitation Act of 1973, as amended (29 U.S.C. 701 through 29 U.S.C. 796(l)
and implementing regulations.
Excess luggage: The extra
weight or number of pieces of accompanied baggage (luggage) that exceed the
checked luggage allowance outlined in 14 FAM 568.1.
Extended economy seating:
Airline programs whereby a passenger may obtain a more desirable seat choice
within the coach class cabin for a fee. Sometimes called "coach
elite," coach plus," "preferred coach," "economy
plus," "economy comfort" or "main cabin extra." This
does not include products that are available in separate and distinct cabins on
some airlines.
Extra-fare train: A train that
operates at an increased fare due to the extra performance of the train (i.e.,
faster speed or fewer stops). The term "extra-fare train" does not
mean first-class train accommodations, even though an extra-fare train may
offer first-class accommodations (see 14 FAM 567.1-4
for rules governing extra-fare service).
FAS: Foreign Agricultural
Service, the foreign affairs arm of the Department of Agriculture.
FCS: Foreign Commercial
Service, the foreign affairs arm of the Department of Commerce.
First-class air accommodations:
Generally, the highest class of accommodations offered by the airlines in terms
of both cost and amenities. It is termed first-class by the airlines and by
any reservation system.
First-class steamer accommodations:
Includes all accommodation classes above the lowest class, including, but not
limited to, suites.
First-class train accommodations:
Includes bedroom, roomettes, club service, parlor car accommodations,
business-class, or other premium accommodations.
Foreign air carrier: An air
carrier that is not holding a certificate issued by the United States under 49
U.S.C. 41102.
Foreign area: Any area,
including the Trust Territories of the Pacific islands, situated both outside
CONUS and outside the nonforeign areas. See also nonforeign
area.
Foreign-flag vessel: Vessel
registered under the laws of a foreign country.
Government contractor-issued
individually billed charge card: A Government contractor-issued charge
card used by authorized individuals to pay for official travel and
transportation related expenses for which the contractor bills the employee.
Government Transportation Request
(GTR) (Standard Form 1169): A Government document used to procure
common carrier transportation services. The document obligates the Government
to pay for transportation services provided.
Gross weight: Obtained by
adding to the net weight the weight of lift vans, outside shipping containers,
and the weight of dunnage or bracing material used to secure articles in such
vans or containers.
Head of an executive department or
agency: Means the Secretary of State, Secretary of Commerce, Secretary
of Agriculture, or USAID Administrator, or a person exercising authority
delegated by the agency or executive department head.
Heads of agency at establishments
abroad: The highest ranking person at an agency establishment abroad
authorized to make determinations on behalf of the agency. Includes, but is
not limited to, the USAID mission director or USAID representative; officers in
charge of radio relay stations or radio program centers; and officers in charge
of regional service centers.
Household effects (HHE):
Property, unless specifically excluded, associated with the home and all
personal effects belonging to an employee and immediate family members that
legally may be accepted and transported by a commercial carrier. (See 14 FAM 611.5
for a representative list of what is included in and excluded from HHE.)
Incidental expenses: See the
definition of per diem.
Indirect route: The portion of
any journey that deviates from a usually traveled route.
Indirect travel: Personal
travel done on a cost-constructive basis against official (i.e., direct)
travel. Indirect travel is subject to the provisions of 14 FAM 546 and 14 FAM 585.2
as well as other Department travel regulations and policies.
Inherited personal effects:
Personal effects that come into an employees possession upon the death of a
family member of the employee or the employees spouse or domestic partner as
defined in 3 FAM
1610, or when the family member is placed into a custodial care facility.
Layover: The period of time
between connecting flights during travel. Per diem including lodging may be
authorized for layovers that encompass any hours of darkness during which it
could normally be expected that the traveler would need to sleep between
flights. Per diem including lodging may be authorized for extended daytime
layovers in circumstances during which it could normally be expected that the traveler
would need bed-rest; for example, travelers with special needs or families with
infants. (See the definition of per diem.)
Locality rates: The maximum
per diem rates prescribed for specific localities.
Lodging: See the definition of
per diem.
Lodging-plus per diem system:
A single worldwide computation system that includes two components:
(1) A fixed maximum rate for commercial or other
lodging as prescribed by the appropriate agency's regulations (the authorizing
officer may specify a lesser rate under certain circumstances); and
(2) A fixed locality rate for meals and incidental
expenses that requires no receipts or traveler certification. These rates are
prescribed by the appropriate agency's regulations (the authorizing officer may
specify a lesser rate under certain circumstances).
Lowest-class steamer accommodations:
The least expensive class of reserved accommodations available on a steamer.
Meals: See the definition of per diem.
Mobile home: Any type of house
trailer or mobile dwelling constructed for use as a residence and designed to
be moved overland, either by self-propulsion or towing. (See 14 FAM 632.1
(d) regarding transportation of mobile homes during domestic transfers.)
Net weight: Consists of actual
effects plus cartons, barrels, fiber drums, crates and boxes, as well the
necessary wrapping and cushioning material, used to pack small or fragile
articles for shipment or storage. Such articles include clothing, linens,
books, pictures, mirrors, lampshades and bases, bric-a-brac, glassware,
chinaware, and other small articles that normally require preliminary packing
before removal from the residence.
New appointees: Includes not
only individuals when first appointed to U.S. Government service but also
individuals appointed after a break in service except that employees separated
as a result of reduction-in-force or transfer of function may be treated as
transferees instead of new appointees. New appointees do not include
individuals who transfer from one Federal Government personnel system to
another Federal Government personnel system where there is no break in
service. (See 14
FAM 571.2 (c) for per diem for new appointees.)
Nonforeign area: The States of
Alaska and Hawaii, the Commonwealths of Puerto Rico, Guam and the Northern
Mariana Islands, and the territories and possessions of the United States
(excludes the Trust Territories of the Pacific Islands).
Nontemporary storage: The
permanent storage of household effects while an employee is assigned to or is
at an official station or duty post to which the employee is not authorized to
take a portion of the regulatory HHE weight entitlement due to post specific
weight or other post specific restrictions, or which is authorized in the
public interest. (This term has the same meaning as continuous storage.)
OCONUS: Outside the
continental United States (CONUS).
Official rest stop: An
official rest stop is defined as a U.S. Government-funded rest period, not to
exceed 24 hours, plus necessary time to obtain the earliest transportation to
the authorized destination. Full per diem (lodging and miscellaneous and
incidental expenses (M&IE)) at the official rest-stop location rate is
authorized in these circumstances. (See 14 FAM 584.4
and 14 FAM
567.2-4, for official rest-stop authorization criteria.)
Official station: The official
station of an employee is the location of the employee's permanent work
assignment. The geographic limits of the official station are:
(1) The corporate limits of the city or town where
stationed; or
(2) If not in an incorporated city or town, the
reservation, station, or other established area (including established
subdivisions of large reservations) having definite boundaries where the
employee is stationed.
Overnight: The period during
which lodging for sleeping facilities is authorized, usually during the hours
of darkness between sunset and sunrise.
Per diem: The per diem
allowance (also referred to as subsistence allowance) is a daily payment
instead of reimbursement for actual expenses for lodging, meals, and related
incidental expenses. (See 14 FAM 562 and 14 FAM 563.)
The per diem allowance is separate from transportation expenses and other
miscellaneous expenses. The per diem allowance covers all charges, including
taxes and service charges where applicable for:
(1) Lodging. Includes expenses for overnight sleeping
facilities, baths, personal use of the room during daytime, telephone access
fee, and service charges for fans, air conditioners, heaters and fires
furnished in the room when such charges are not included in the room rate.
Lodging does not include accommodations on airplanes, trains, buses, or ships.
Such cost is included in the transportation cost and is not considered a
lodging expense. (See definitions for layover and overnight);
(2) Meals. Expenses for breakfast, lunch, dinner and
related tips and taxes (specifically excluded are alcoholic beverage and
entertainment expenses, and any expenses incurred for other persons); and
(3) Incidental expenses:
(a) Fees and tips given to porters, baggage carriers,
bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel
servants in foreign countries;
(b) Transportation between places of lodging or business
and places where meals are taken, (except as specified in 14 FAM 562.2,
subparargraph a(8)); and
(c) Mailing cost associated with filing travel vouchers
and payment of Government sponsored charge card billings.
Post of duty: The duty station
to which an employee is assigned, OCONUS or CONUS.
Privately owned motor vehicle (POV):
A privately owned motor vehicle is a motor vehicle owned by the employee or a
member of the employee's family who is authorized to travel, and used by the
employee and/or employee's immediate family for the primary purpose of providing
personal transportation (see 14 FAM 615.7
for limitations at specific posts).
Proceed on or about: The date
indicated on the travel authorization that the official travel is expected to
begin. Official travel may begin as many as two (2) days before or two (2)
days after the indicated proceed-to-travel date, but the length of the official
travel must not exceed the total number of days of the temporary duty. (See 4 FAH-3
H-465.3-3.)
Separate maintenance allowance (SMA):
An allowance intended to offset the additional expenses incurred by an employee
who is compelled by the circumstances described in subparagraphs (1) through
(3) of this definition, to maintain a separate household for the family or a
member of the family:
(1) Involuntary SMA (for the
convenience of the U.S. Government): When adverse, dangerous, or notably
unhealthy conditions warrant the exclusion of members of family from an area or
when the agency determines a need to exclude members of a family from
accompanying an employee to an area;
(2) Transitional SMA
(following termination of an evacuation and conversion of a post to an
unaccompanied status): The purpose of transitional SMA is to assist an
employee with additional costs incurred when eligible family members are
required to occupy commercial housing while establishing permanent housing
following an evacuation; and
(3) Voluntary SMA (for special
needs or hardship of an employee): When an employee requests SMA for special
needs or hardship prior to or after arrival at post for reasons including but
not limited to career, health, education, or family considerations for the
spouse or domestic partner as defined in 3 FAM 1610,
children, or other family member (children, including sisters and brothers,
unless attending secondary school must be under age 18 or incapable of self
support).
Single-class air accommodations:
This term applies when an airline offers only one class of accommodation to all
travelers.
Slumber coach: Includes, in
the United States, slumber coach accommodations on trains offering such
accommodations, or, in general, the lowest level of economy sleeping
accommodations available on a train.
Special needs: Physical
characteristics of a traveler that do not necessarily meet the definition of
disability under the Rehabilitation Act of 1973. Such physical
characteristics could include, but are not limited to, the weight or height of
the traveler, or a temporary medical condition. (See also employee
with a disability.)
Standard CONUS rate:
Generally, the standard CONUS per diem rate is prescribed for any location
within CONUS that is not included in one of the defined localities or areas for
which a specific rate is prescribed in FTR, Chapter 301, Appendix A.
Steamer: Any ocean vessel that
provides accommodations for passenger travel. The term "steamer"
does not include local commuter launches. (See 14 FAM 567.1
regarding class of accommodations.)
Temporary detail: Temporary
duty at a place other than the employee's official duty station or post of
assignment.
Temporary duty (TDY) location:
A place, away from an employee's official station, where the employee is
authorized to travel.
Temporary storage: The storage
of household effects for a limited period of time at place of origin,
destination, or en route in connection with transportation to, from, or between
official duty stations. Also, see definitions of continuous
storage and nontemporary storage in this
section.
TMFOUR (travel message four):
Personnel action and travel authorization for Foreign Service appointment, PCS,
home leave/return to post, and separation.
TMSIX (travel message six):
Post-issued travel authorization amendments on certain aspects of travel under
Washington, DC-held Allotment 2025.
Transfer: A permanent change
of station (PCS) from one post of assignment to another.
Transportation expenses:
Includes commercial bus, air, rail, or vessel/steamship fares. Other
transportation expenses include local transit system, taxi fares, cost of
commercial rental cars and other special conveyances; and mileage and other
allowances to cover operating expenses for use of privately owned conveyances,
including fees for parking, ferries, etc.
Travel advance: Prepayment of
estimated travel expenses paid to an employee. (See 4 FAM 463.)
Travel authorization (orders):
Written permission for an employee to travel away from his/her official duty
station on official business. (See 14 FAM 521.2
for types of travel authorizations.)
Travel claim (voucher): A
written request, supported by documentation and receipts where applicable, for
reimbursement of expenses incurred in the performance of official travel,
including permanent change of station (PCS) travel. (See 14 FAM 517.)
Travel management center (TMC):
A commercial travel agent under joint contract with the General Services
Administration (GSA), Department of State, and other Foreign Affairs agencies.
United States: The several
States, the District of Columbia, and the States and areas defined under the
term, nonforeign area.
USAID: United States Agency
for International Development, a foreign affairs agency.
USDA: United States Department
of Agriculture, a foreign affairs agency.
Usually traveled route: See
definition for direct route in this section.
Worldwide: Within and outside
the United States.
14 FAM 511.4 Authorities
(CT:LOG-239; 02-01-2018)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. Travel and transportation regulations and policy, as
set forth in this volume of the FAM, are carried out under the applicable laws
of the United States, principally those contained in:
(1) The Foreign Service Act of 1980, as amended;
(2) The Mutual Educational and Cultural Exchange Act
of 1961, as amended, the Foreign Affairs Act of 1980 and Reorganization Plan
No. 2 of 1977;
(3) The Foreign Assistance Act of 1961, as amended,
Executive Order 12163 dated September
1979, as amended;
(4) The State Department Basic Authorities Act (Public
Law 84-885), Section 28 (22 U.S.C. 2700);
(5) 5 U.S.C. 5701 5709;
(6) 31 U.S.C. 1353 (home-to-work transportation);
(7) The Federal Management Regulation, 41 CFR
102-117.5;
(8) The Federal Travel Regulation (FTR) (41 CFR
301-1.1);
(9) The Fly America Act at 49 U.S.C. 40118, and
provisions regarding use of U.S. flag sea vessels;
(10) USAID Automated Directives System sections ADS
522, ADS 523, ADS 524, ADS 525, and Series 500 Interim Update 18;
(11) Standardized Regulations (Government Civilians,
Foreign Areas);
(12) 5 U.S.C. 5742;
(13) The Foreign Affairs Reform and Restructuring Act
of 1998;
(14) Panama Canal Treaty of 1977 and related agreements
(as described in section 3(a) of the Panama Canal Act of 1979); and
(15) USAID Automated Directives System section ADS 251,
International Disaster Assistance, and Series 200 Interim Update 01-06, USAID/BHR
Office of U.S. Disaster Assistances Guidance for Disaster Planning and
ResponseFY 2002.
b. The Secretary of State's authority for use of
first-class train or steamer accommodations has been delegated to the Under
Secretary for Management (M) under State Department Delegation of Authority 198
dated September 16, 1992.
14 FAM 512 EMERGENCY, UNUSUAL, OR
ADDITIONAL PAYMENT PERTAINING TO TRAVEL AND TRANSPORTATION
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Any Department or Agency covered by these regulations may
authorize any emergency, unusual, or additional payment pertaining to travel
and transportation that is necessary or expedient, if allowable under existing
authority, notwithstanding anything in these regulations. For the Department
of State, exercise of this provision requires the approval of M.
14 FAM 513 OFFICIAL TRAVEL EXPENSES
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
In accordance with the provisions of law and these
regulations, Foreign Service employees and the members of their families are
entitled only to actual and necessary expenses incurred in the performance of
official travel. Travelers are expected to make a conscientious effort to
minimize costs of official travel and to assume costs of a personal nature and
any additional expenses incurred for personal convenience.
14 FAM 514 AGENCY EXCEPTIONS
14 FAM 514.1 Considering Exception
Requests
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. Although employees are responsible for strict
compliance with these regulations, there are instances in which entitlements
are exceeded or excess costs are incurred for travel, transportation, or
storage of effects, despite all reasonable precautions taken by the employee.
b. Requests eligible for consideration by the
committees will include, but not be limited to:
(1) Excess or increased limited shipment weight when
total amount shipped and stored does not exceed the combined shipment and
storage allowance under 14 FAM 613;
(2) Emergency storage of effects and/or privately
owned motor vehicles;
(3) Increased limited shipment weight following
reduction due to a previous shipment in connection with marital separation, divorce,
or statement of dissolution of domestic partnership as defined in 3 FAM 1610 (in
line with provisions of 14 FAM 618.1
and 14 FAM
627.6) when total amount shipped and stored does not exceed the combined
shipment and storage allowance under 14 FAM 611.6-1;
(4) When the limited shipment allowance will not be
sufficient to permit an employee, whose official position has truly
representational responsibilities, to ship an adequate amount of furnishings to
carry out this phase of official duties in a satisfactory manner; and
(5) Occasions when an employee has need of
professional materials related to official responsibilities and/or career
specialization that are not otherwise available at the post. (For professional
materials for medical specialists, see 14 FAM 514.4.)
14 FAM 514.2 Role of the Exceptions
Committee
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. The Department of State, USAID, Commerce, and FAS
have established special committees or internal agency procedures (employees
should refer to their transportation offices) for reviewing requests for relief
and recommending appropriate action when it has been conclusively demonstrated
that such excesses have occurred through no fault of the employee, or when an
increase in the limited shipping allowance is fully justifiable. Employees who
have unavoidably incurred excess charges for travel, transportation, or storage
of their effects, or who can justify an increase in their limited shipping
allowance, may submit their requests for appropriate relief to the Department
of State, USAID, or Commerce (as appropriate) for consideration by these
committees or other established agency procedures.
b. The exceptions committees ensures that employee
requests for an exception are reviewed impartially and objectively, and
determines if the circumstances of individual cases are truly
"exceptional" in nature; e.g., beyond the employee's control.
Employees must have a compelling reason for requesting an exception, especially
if it results in additional cost to the Government.
c. The committees have no authority to recommend
approval of a request for an increase in an employee's combined shipping and
storage allowance or any other request which would be in violation of the Foreign
Service Act of 1980, as amended, or any other law or statute, or decisions of
the Civilian Board of Contract Appeals (CBCA), or Comptroller General (GAO).
d. Denial of a request for exception will not preclude
any right an individual may have to seek a ruling from the CBCA either directly
or through the finance office of the appropriate agency. Requests must include
complete justification for the desired action, and whenever possible, be
supported by pertinent written statements, inventories, bills of lading, or
other supporting documents.
e. For State employees only: The Exceptions Committee
(EC) has authority over regulations pertaining only to travel, transportation,
or storage of effects which are in these regulations; i.e., those found in 14 FAM.
The scope of the EC does not include regulations that come under the Department
of State Standardized Regulations (DSSR).
14 FAM 514.3 Composition of the
Exceptions Committee
(CT:LOG-143; 04-15-2013)
(Uniform State/Agriculture only)
(Foreign Service)
a. The State Department Exceptions Committee is chaired
by A/LM. There are nine voting members including representatives from the five
regional bureaus, the Office of Career Development and Assignment (HR/CDA/AD),
the Transportation and Travel Management Division (A/LM/OPS/TTM), the Office of
State Programs, Operations, and Budget (BP), and the Human Resources Executive
Office (HR/EX).
b. The USDA/FAS Exception Committee is chaired by the
Assistant Deputy Administrator, Office of Foreign Service Operations (OFSO).
Other committee members include the appropriate Area Director and the Director
of the International Services Division.
c. The Department of Commerce Exception Committee is
chaired by the Office of Foreign Service Human Capital Budget and Operations
Deputy. Other committee members include the appropriate regional director and
the career development officer.
14 FAM 514.4 Procedures
(CT:LOG-211; 04-01-2016)
( State/USAID/Commerce/Agriculture)
(Foreign Service)
a. For State:
(1) Forward all requests for committee consideration
by telegram or memorandum, subject: "APER; Exception to Foreign Service
Travel Regulations," to the executive director of the regional bureau
having management over the post to which the employee is assigned. In the case
of separations or if new assignment is to the United States, submit requests to
the regional bureau of last assignment. Requests shall include a full and
complete justification for the desired action, and be supported by pertinent
written statements, inventories, bills of lading, or other supporting
documents;
(2) The regional bureau executive office reviews the
exception request; if supported, the executive office forwards it with the
bureaus memorandum of support and agreement with the employee's request to
A/LM/OPS/TTM. If the bureau declines to support the employees request, the
Bureau will notify the employee of the bureaus decision;
(3) A/LM/OPS/TTM will review the request to determine
if the employee can be accommodated without an exception. If A/LM/OPS/TTM
determines that an exception is not necessary, they will notify HR/EX and
HR/CDA/AD with a request to amend the employee's orders if applicable to do
so. They will also notify the employee and the regional bureau;
(4) If A/LM/OPS/TTM finds that, given applicable
statutes and regulations, an exception is necessary to grant the employee's
request, then A/LM/OPS/TTM forwards the request to the full Exceptions
Committee (EC) for review and a decision. As committee chair, A/LM oversees
the process and coordinates responses in a timely manner. Additional
supporting documentation will not be accepted by the Committee after voting
commences or after the decision is reached, unless such documentation is
specifically requested by the Committee;
(5) If the EC approves the exception, HR/CDA/AD and
HR/EX amend the travel authorization if required, and notify the employee and
the regional bureau of the decision;
(6) If the EC disapproves the exception, the decision
is final. The EC will not reconsider a case. However, denial of a request for
exception will not preclude any right an individual may have to seek a ruling
from the Civilian Board of Contract Appeals (CBCA);
(7) In cases where the EC disapproves the exception,
the employee is not relieved of the financial obligation for the excess
transportation or travel costs incurred as a result of the employees action.
Excess costs related to shipment of personal effects must be paid by the
employee before shipments can be initiated, regardless of whether an employee
has submitted a request for exception concerning the shipment. If the EC
request is approved, the employee will be reimbursed accordingly. If the EC
determines that an employee cannot be relieved of a cost that the employee has
not yet paid, the employee must pay the amount owed within 30 days of the date
of the ECs written decision. In accordance with the provisions of 4 FAM 321, at
posts abroad, payment is to be made to the post cashier; in Washington, DC,
payment is to be made to CGFS/DFS/T, HST Room 1258. If a receipt of payment is
not received by A/LM/OPS/TTM within the 30 day time limit, the case will be
forwarded to CGFS for collection; and
(8) Requests for an exception for the shipment of
professional materials must be filed by the employee through his/her bureau in
advance of shipment of effects and will be acted upon expeditiously by the
bureau and the Exceptions Committee, and resolved, whenever possible, prior to
departure of the effects shipment from the origin.
NOTE: Medical specialists are
authorized to ship professional materials by air prior to departing to or from
post as part of the authorized household effects (HHE) shipment allowance
without approval from the Exceptions Committee. Eligible employees should
contact their HR technicians to include the entitlement on their travel
authorizations. Weights for professional materials by air are set at 500
pounds for doctors and psychiatrists, and 100 pounds for nurses and medical
technicians.
b. For USAID:
(1) Foreign Service personnel who have unavoidably
incurred what they consider to be excess charges for travel, transportation, or
storage of their effects should first seek relief through the normal
administrative process;
(2) In the United States, employees should submit requests
to the USAID Office of Personnel Management, M/PM/FSP or M/PM/EPM, as
appropriate;
(3) At a post abroad, the request should be submitted
to the appropriate approving official; and
(4) Employees who have exhausted the normal
administrative process and have not received a satisfactory resolution of their
problem may submit a request for committee consideration to the chairperson,
Committee on Exceptions, Office of Administration and Services, Travel and
Transportation Division (M/AS/TT).
c. For Commerce:
(1) Foreign Service personnel who have unavoidably
incurred what they consider to be excess charges for travel, transportation, or
storage of their effects should first seek relief through the normal
administrative process; and
(2) Foreign Service personnel who have exhausted the
normal administrative process and have not received a satisfactory resolution
of their problem may submit a request for committee consideration through an
e-mail or memorandum, subject: Exception to Foreign Service Travel Regulations,
to the Director of the Office of Foreign Service Human Capital, OFSHC.
Requests are to include complete justification for the desired action, and
whenever possible, be supported by pertinent written statements, inventories,
bills of lading, or other supporting documents.
d. For USDA/FAS: FAS Foreign
Service personnel who have unavoidably incurred what they consider to be excess
charges for travel, transportation, or storage of effects should send an e-mail
or memorandum, subject: Exception to Foreign Service Travel Regulations, to
the Director of the International Services Division, OFSO. Requests are to
include complete justification for the desired action, and whenever possible,
be supported by pertinent written statements, inventories, bills of lading, or
other supporting documents.
14 FAM 515 TRAVELERS RESPONSIBILITY
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. Employees and their eligible family members
traveling under official travel authorizations are expected to use the most
direct and expeditious routes consistent with economy and reasonable comfort
and safety. By the same token, employees are expected to exercise good
judgment in the costs they incur for all official transportation expenses as if
they were personally liable for payments.
b. Claims against the U.S. Government for travel costs
incurred by an employee are audited and approved according to this philosophy.
c. The traveler is responsible:
(1) For the correct performance of official travel;
(2) For the payment of any charges incurred through
failure to comply with the governing regulations, regardless of who may have
assisted the traveler in making travel arrangements; and
(3) For the value of tickets in traveler's possession
purchased with U.S. Government funds or through the exchange of transportation
requests. In cases where excess costs occur despite reasonable precautions,
requests for relief may be made as set forth in 14 FAM 514.
14 FAM 516 LOCAL TRANSPORTATION
(CT:LOG-175; 07-03-2014)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Local transportation, including taxicabs and privately
owned motor vehicles at the post of assignment abroad, may be used for the
performance of official duties that do not require a travel authorization.
Such use must be in accordance with the policies and procedures as established
by the authorizing officer at the post of assignment (see 4 FAM 460 and
USAID CD-ROM).
14 FAM 517 SUBMITTING TRAVEL VOUCHERS
AND UNUSED TICKETS
14 FAM 517.1 Prompt Submission of
Vouchers
(CT:LOG-225; 06-07-2017)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. Upon completion of travel, the traveler is required
to submit an expense report (voucher claim) for reimbursement of expenses
within:
(1) Five (5) work days of completion of authorized
temporary duty (TDY) travel;
(2) Five (5) work days of completion of permanent
change of station (PCS); and
(3) Five (5) work days for each thirty (30)
calendar-day period for extended travel, including long-term training and PCS
travel.
b. Noncompliance on submission of voucher/claim may
result in recovery action in accordance with 4 FAM 490.
EXCEPTION: USAID and Commerce on PCS travel require five (5) work days for
completion of travel voucher.
c. Travelers should not postpone this submission until
completion of delayed travel by the employee's family or delayed transportation
of effects.
d. Administrative approval of the travel vouchers by
approving officials must be completed within two (2) work days of submission by
the traveler (for procedures, see 4 FAM 460 and
USAID CD-ROM).
e. For Commerce: When travel authorization or advance
is issued in Washington, DC, voucher submission must be filed in Washington,
DC.
14 FAM 517.2 Submission of Unused
Tickets or Carrier Refund Applications for Exchange Tickets
(CT:LOG-126; 06-01-2012)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Travelers should turn in any unused tickets immediately
upon arrival at post to the administrative officer (or the executive officer
for USAID), or, upon arrival in Washington, DC, to the executive office of the
managing bureau or office in accordance with 4 FAM 460.
14 FAM 517.3 Required Receipts
(CT:LOG-195; 06-03-2015)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
Receipts are required for each allowable cash expenditure
in excess of $75, unless it is not practicable to obtain them or if the duties
of the traveler are of a confidential nature. All receipts for extended
economy seating (14 FAM 567.2-6)
are required regardless of the amount.
14 FAM 517.4 Accountability for
Serially Numbered Forms OF-1169 and
SF-1103
(CT:LOG-239; 02-01-2018)
(Uniform State/USAID/Commerce/Agriculture)
(Foreign Service)
a. See 14 FAM Exhibit 513.
b. An accountable officer is designated at each post to
control the procurement, stock, distribution, and accountability for Form OF-1169,
U.S. Government Transportation Request (GTR), in accordance with 14 FAM 544.4
and 14 FAM
Exhibit 517.4. Similar procedures are followed by the accountable officer
for the control and accountability for Form SF-1103, U.S. Government Bill of
Lading (GBL), in accordance with 14 FAM 619.
c. Travelers are held accountable for all serially
numbered forms furnished to them including spoiled, canceled, unused, lost, or
stolen forms. When a GTR is lost or stolen, the traveler immediately notifies
the appropriate accountable officer in writing of the loss or theft and
includes a complete statement of attendant facts.
14 FAM 518 and 519 UNASSIGNED
14 FAM Exhibit 511.4
Excerpts of Law Relating to Travel and Transportation of Effects
(CT:LOG-185; 02-10-2015)
The Foreign Service Act of 1980, as amended, provides:
22 U.S.C. 4081. Travel and Related
Expenses-
The Secretary may pay the travel and related expenses of
members of the Service and their families, including costs or expenses incurred
for
(1) Proceeding to and returning from assigned posts of
duty;
(2) Authorized or required home leave;
(3) Family members to accompany, precede, or follow a
member of the Service to a place of temporary duty;
(4) Representational travel within the country to
which the member of the Service is assigned, or, when not more than one family
member participates, outside such country;
(5) Obtaining necessary medical care for an illness,
injury or medical condition while abroad in a locality where there is no
suitable person or facility to provide such care (without regard to those laws
and regulations limiting or restricting the furnishing or payment of
transportation and traveling expenses), as well as expenses for
(a) An attendant or attendants for a member of the
Service or a family member who is too ill to travel unattended or for a family
member who is too young to travel alone; and
(b) A family member incapable of caring for himself or
herself if he or she remained at the post at which the member of the Service is
serving;
(6) Rest and recuperation travel of members of the
Service who are United States citizens, and members of their families, while
serving at locations abroad specifically designated by the Secretary for
purposes of this paragraph, to:
(a) Other locations abroad having different social,
climatic, or other environmental conditions than those at the post at which the
member of the Service is serving; or
(b) Locations in the United States or its territories,
including American Samoa, the Commonwealth of Puerto Rico, Guam, the
Commonwealth of the Northern Mariana Islands, and the United States Virgin
Islands except that, unless the Secretary otherwise specifies in extraordinary
circumstances travel expenses under this paragraph shall be limited to the cost
for a member of the Service, and for each member of the family of the member,
of 1 round trip during any continuous 2-year tour unbroken by home leave and of
2 round trips during any continuous 3-year tour unbroken by home leave;
(7) Removal of the family members of a member of the
Service, and the furniture and household and personal effects (including
automobiles) of the family, from a Foreign Service post where there is imminent
danger because of the prevalence of disturbed conditions, and the return of
such individuals, furniture, and effects to such post upon the cessation of
such conditions, or to such other Foreign Service post as may in the meantime
have become the post to which the member of the Service has been reassigned;
(8) Trips by a member of the Service, and members of
their family, for purposes of family visitation in situations where the family
of the member is prevented by official order from accompanying the member to,
or has been ordered from, the assigned post of the member because of imminent
danger due to the prevalence of disturbed conditions, except that:
(a) With respect to any such member whose family is
located in the United States, the Secretary may pay the costs and expenses for
not to exceed 2 round trips in a 12-month period; and
(b) With respect to any such member whose family is
located abroad, the Secretary may pay such costs and expenses for trips in a
12-month period as do not exceed the cost of two round trips (at less than
first class) to the District of Columbia;
(9) Round-trip travel to or from an employee's post of
assignment for purposes of family visitation in emergency situations involving
personal hardship, except that payment for travel by family members to an
employee's post of assignment may be authorized under this paragraph only where
the family of the member is prevented by official order from residing at such
post;
(10) Preparing and transporting to the designated home
in the United States or to a place not more distant, the remains of a member of
the Service, or of a family member of a member of the Service, who dies abroad
or while in travel status or, if death occurs in the United States, transport
of the remains to the designated home in the United States or to a place not
more distant;
(11) Transporting the furniture and household and
personal effects of a member of the Service (and of his or her family) to
successive posts of duty and, on separation of a member from the Service, to
the place where the member will reside (or if the member has died, to the place
where his or her family will reside);
(12) Packing and unpacking, transporting to and from a
place of storage, and storing the furniture and household and personal effects
of a member of the Service (and of his or her family):
(a) When the member is absent from his or her post of
assignment under orders or is assigned to a Foreign Service post to which such
furniture and household and personal effects cannot be taken or at which they
cannot be used, or when it is in the public interest or more economical to
authorize storage;
(b) In connection with an assignment of the member to a
new post, except that costs and expenses may be paid under this subparagraph
only for the period beginning on the date of departure from his or her last
post or (in the case of a new member) on the date of departure from the place
of residence of the member and ending on the earlier of the date which is 3
months after arrival of the member at the new post or the date on which the
member establishes residence quarters, except that in extraordinary
circumstances the Secretary may extend this period for not more than an
additional 90 days; and
(c) In connection with separation of the member from the
Service except that costs or expenses may not be paid under this subparagraph
for storing furniture and household and personal effects for more than 3
months, except that in extraordinary circumstances the Secretary may extend
this period for not more than an additional 90 days;
(13) Transporting for or on behalf of a member of the
Service, a privately owned motor vehicle in any case in which the Secretary
determines that water, rail, or air transportation of the motor vehicle is
necessary or expedient for all or any part of the distance between points of
origin and destination, but transportation may be provided under this paragraph
for only one motor vehicle of a member during any 48-month period while the
member is continuously serving abroad, except that another motor vehicle may be
so transported as a replacement for such motor vehicle if such replacement:
(a) Is determined, in advance, by the Secretary to be
necessary for reasons beyond the control of the member and in the interest of
the Government; or
(b) Is incident to a reassignment when the cost of
transporting the replacement motor vehicle does not exceed the cost of
transporting the motor vehicle that is replaced;
(14) The travel and relocation of members of the
Service, and members of their families, assigned to or within the United States
(or any territory or possession of the United States or the Commonwealths of
Puerto Rico and the Northern Mariana Islands), including assignments under subchapter
VI of Chapter 33 of title 5, United States Code (notwithstanding section
3375(a) of such title, if an agreement similar to that required by section
3375(b) of such title is executed by the member of the Service); and
(15) 1 round-trip per year for each child below age 21
of a member of the Service assigned abroad:
(a) To visit the member abroad if the child does not
regularly reside with the member and the member is not receiving an education
allowance or educational travel allowance for the child under section 5924(4)
of title 5, United States Code; or
(b) To visit the other parent of the child if the other
parent resides in a country other than the country to which the member is
assigned and the child regularly resides with the member and does not regularly
attend school in the country in which the other parent resides, except that a
payment under this paragraph may not exceed the cost of round-trip travel
between the post to which the member is assigned and the residence of the other
parent, or between the post to which the member is assigned and the residence
of the child if the child does not reside with a parent.
40 U.S.C. 4082. Loan of Household
Effects.
The Secretary may, as a means of eliminating
transportation costs, provide members of the Service with basic household
furnishing and equipment for use on a loan basis in personally owned or leased
residences.
40 U.S.C. 4083. Required Leave in the
United States.
(a) Criteria; length of continuous service - The
Secretary may order a member of the Service (other than a member employed under
section 3951 of this title) who is a citizen of the United States to take leave
of absence under section 6305 of title 5, United States Code (without regard to
the introductory clause of subsection (a) of that section), upon completion by
that member of 12 months of continuous service abroad, The Secretary shall
order on such leave of absence a member of the Service who is a citizen of the
United States as soon as possible after completion by that member of 3 years of
continuous service abroad.
(b) Place leave may be taken - Leave
ordered under this section may be taken in the United States or its
territories, including American Samoa, the Commonwealth of Puerto Rico, Guam,
the Commonwealth of the Northern Mariana Islands, and the United States Virgin
Islands.
(c) Availability for work or duties in
Department - While on a leave of absence ordered under this section, the
services of any member of the Service shall be available for such work or
duties in the Department or elsewhere as the Secretary may prescribe, but the
time of such work or duties shall not be counted as leave.
14 FAM Exhibit 513
Excerpts from Part 41 of the Code of Federal Regulations (41 CFR)
(CT:LOG-185; 02-10-2015)
Code of Federal Regulations
In accordance with 41 CFR 102, Public Contracts and
Property Management, GSA provides for accountability of serially numbered forms
as follows:
Accountability for U.S. Government
Transportation Requests (GTRs)
41 CFR 102-118.250. Who is accountable for the issuance
and use of GBL and GTR forms?
Each agency shall prescribe procedures to control GTR
procurement, stocking, distribution, and accountability and shall establish
safeguards to prevent their improper or unauthorized use. Each officer and
employee of the Government or other person having custody of a GTR is
responsible for its safekeeping and is liable for amounts which the Government
may be required to pay because of improper use of the GTR resulting from fault
or negligence of the custodian.
Lost or Stolen GTRs; Lost U.S. Government
Excess Baggage Authorization/Tickets (GEBATs)
41 CFR 102-118.110. Where can I find the rules for the
use of a U.S. Government Transportation Request?
A lost or stolen GTR shall be reported promptly in writing
by the accountable person to the appropriate agency office. This report shall
include a complete statement of facts. If the lost or stolen GTR shows the
carrier that is to honor the GTR, service desired, and point of origin, the
accountable person shall also notify promptly in writing the named carrier and
other local initial carriers.
A GTR that has been reported as lost or stolen but that is
subsequently recovered shall not be used to obtain transportation or
accommodations.
The recovered GTR, whether it is blank or partially or
completely filled out, shall be returned promptly to the issuing officer who
shall mark it "CANCELLED" and forward it through appropriate channels
to the office keeping the accountability records. The GSA General Records Schedule
9, Travel and Transportation Records, provides instructions for disposition of
canceled GTRs (see 41 CFR 102-118.110
).
Accountability for Tickets or Coupons
41 CFR 102-118.110 provides:
Federal agencies shall maintain adequate accounting and
administrative control, including individual accountability, of tickets and
other transportation documents received in exchange for GTRs or other procuring
instruments. Agency regulations should caution travelers and other accountable
persons that failure to account for these documents may result in personal
liability.
Accountability for U.S. Government
Bills-of-Lading
Agencies shall maintain accountability records and
physical control of GBL stock. Employees responsible for the issuance and use
of GBL forms shall be held accountable for their disposition.
14 FAM Exhibit 517.4
Sample Form OF-1169, U.S. Government Transportation Request
(CT:LOG-239; 02-01-2018)
Guide to Preparation of Form OF-1169
(1) BILL CHARGES TO Most
forms will be pre-printed in this block. If old stock is being used and the
block is blank, enter exact name and complete postal address of the U.S.
Government office to which the carrier is to present the bill for payment.
(2) FISCAL DATA Enter
appropriate fiscal accounting information. When payment is to be made in other
than U.S. dollars, show type of currency in "Special Accommodations and
Requirements" box; for example, "To be paid in Indian rupees."
(3) PLACE AND DATE OF ISSUE
Enter installation, point, city, State, or country, and GTR date of issue
rather than the date of the ticket or transportation service requested.
(4) ISSUING GOVERNMENT OFFICER OR
TRAVELER Signature and office, division or branch, and Department or
Agency are to be entered in this block.
(5) TRAVELER (Type or print)
Enter name of traveler and title or military rank where such designation is
necessary to obtain special fares.
(6) OTHERS (Number) Enter
number of persons in addition to the traveler for whom transportation and/or
accommodations are being requested. Include infants in the number regardless
of whether seating or other accommodations are authorized. When GTR is to
cover one person, only, enter the word "No."
(7) DEPENDENT TRAVELCHILDREN
(Dates of birth) Check "Spouse" block and list name of spouse if
spouse is to accompany the traveler. Also, list names and dates of birth of
any dependent children who will accompany the traveler; for example,
"Michael (06/06/XXXX), Anne (12/04/XXXX)," etc.
(8) SPECIAL ACCOMMODATIONS AND
REQUIREMENTS Enter number and type of accommodations to be furnished
and list points between which each type of accommodation is to be utilized.
Abbreviate if necessary. For rail travel, indicate whether parlor car seat,
roomette, etc.
Steamship travel is not
authorized, unless a medical justification determines that travel by air is
detrimental to the health of the employee or employee's dependents. If medical
conditions permit use of steamship travel, when known: show name of vessel,
sailing date, and number of assigned stateroom (bed or berth where less than
room capacity is involved). If the available accommodation for the class
authorized is unknown at time of issuance of the GTR, enter the words
"lowest available accommodation." Then, before surrendering the GTR
to the carrier, the traveler shall enter in the "Continuation of Services
Required" box on the reverse side of the GTR, over the traveler's
signature, the following:
I certify that berth
_______________, stateroom No. _______,
on SS ___________________. date of sailing _____________,
was furnished at the lowest available accommodation at time reservation was
made.
The foregoing provision is not to be construed as
authorizing travelers to obligate the U.S. Government to pay for services in
excess of those allowed by law or pertinent administrative regulations. Where
use of a stateroom on a lake, river, or coastwise steamship involves a separate
charge, enter the specific value of the authorized room in the "Special
Accommodations and Requirements" box.
Also enter in this box any special fares and/or
charges, such as Group Fare-Commercial Air Movement (GF-CAM), Charter,
Contract, Section 22 Quotation, etc., followed by any pertinent movement,
charter, or contract number. On a GTR issued for the U.S. domestic portion of
any international journey, enter "Conj/intl travel."
(9) CARRIER OR AGENT TENDERED TO
Enter name of the carrier that is to honor the GTR. When the GTR must be
presented to the carrier or agent other than the one shown in this box, either
the issuing officer or the traveler shall endorse the GTR to that carrier or
agent by entering in the "Service Furnished If Other Than Requested"
box on the reverse side, over the traveler's signature, the words
"Endorsed to (carrier/agent) for ticket issuance."
(10) CITIES Enter in the
"From" box the name of the city and State or point from which
transportation and/or accommodations are to be furnished. In the
"To" boxes, enter the cities and states or points to which such
services are to be furnished. Use city/airport codes for air travel when such
are known; otherwise, use the city with the Postal Service style of two-letter
State and province abbreviation.
(11) STOPOVER AUTH Enter
"Yes" before the cities at which stopovers are authorized and
"No" for all others.
(12) CARRIER AND CLASS OF SERVICE
Enter in the applicable box the initials or code name of the carrier and class
of service authorized between each listed point. For air travel, show first or
economy class. Business class is not authorized. For rail travel show whether
first, second, coach, etc., and for steamship travel show whether first,
second, cabin, tourist, etc.
(13) EXCESS BAGGAGE AUTHORIZED
Enter the exact weight and/or number of pieces of excess baggage authorized to
be transported for each leg of the trip. When the exact weight or number of
pieces is unknown, show the maximum excess authorized. If excess baggage is
not authorized, enter the word "None" in the "Weight" and
"Pieces" columns opposite the respective city or point entered in the
"To" box. On a GTR issued to procure excess baggage only, complete
the GTR but enter the words "Excess baggage only" in the
"Special Accommodations and Requirements."