14 FAM 530
OFFICIAL TRAVEL
(CT:LOG-269; 06-10-2019)
(Office of Origin: A/LM)
14 FAM 531 EmploymenT and Assignment
Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
When two or more types of travel are combined, the
pertinent provisions apply separately to each segment of the trip. Types of
official travel follow below.
14 FAM 531.1 Appointment Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation for U.S. citizen
and Foreign Service national employees, their families, and effects, may be
authorized from place or places of residence or other place specifically
authorized to official duty station.
b. Effects may be authorized to be shipped at U.S.
Government expense from place of storage. Shipment of effects is authorized
for employees whose tour of duty at post is one year or more or who serve less
than a year and are transferred or otherwise removed from post for the
convenience of the U.S. Government (see 3 FAM 2440
regarding curtailments).
14 FAM 531.2 Alternate-Seat-of-Government
Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation for U.S. citizen
and Foreign Service national employees, their families, and effects, may be
authorized to and from the alternate seat of government.
b. There is no per diem at destination unless
specifically authorized. Shipment and storage of effects, and motor vehicle,
may be authorized.
14 FAM 531.3 Relocation Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Official travel and transportation may be authorized for
employees to move from one official duty station to another. This includes
permanent change-of-station (PCS) and transfer moves.
14 FAM 531.4 Home Leave Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized
for U.S. citizen employees and their families from post or any place abroad
where presence is due to U.S. Government orders to home leave residence in the
United States, or if the employee's designated home leave residence is outside
the area of employment, in a U.S. Commonwealth or possession, and return or
transfer to another official station. Home leave travel is not authorized for
family members already on separate maintenance allowance (SMA) authorization
(see also 14
FAM 536.1).
b. Employees and their families traveling should spend
20 workdays in the United States (see 3 FAM 3434.2
for exceptions). Except as provided in 14 FAM 532.4
the family may not travel until the employee is eligible for home leave and has
been issued home leave orders.
14 FAM 531.5 Rest and Recuperation
Travel
(CT:LOG-269; 06-10-2019)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Travel of an employee and eligible family members
may be authorized and performed in accordance with 14 FAM 523.2-1,
subparagraph f(1)(d) and in 3 FAM 3720.
b. Each post eligible for rest and recuperation
(R&R) travel has a designated R&R relief point. Lists of eligible
posts by regional area and their designated relief points are located in 3 FAH-1
Exhibit H-3722(1) through 3 FAH-1
Exhibit H-3722(5). U.S. Government-funded round-trip transportation will
be provided to post-designated R&R relief point.
c. Employees and eligible family members have the
option of traveling to any one city in the United States (the 50 States and the
District of Columbia) or one city in its territories including American Samoa,
the Commonwealth of Puerto Rico, Guam, the Commonwealth of the Northern Mariana
Islands, and the U.S. Virgin Islands, for R&R in lieu of traveling to
posts designated R&R relief point abroad (see 3 FAM 3725.3-2).
If this option is selected, the traveler(s) may travel directly to their
selected city in the United States or U.S. territory utilizing available
round-trip contract fares, or the most beneficial economy air fare as may be
determined by post. The traveler may use the selected city in the U.S. or U.S.
territory as the basis for cost-constructive travel only to other cities in the
United States. However, the traveler(s) must stop in the selected city in the
United States or U.S territory for at least one night. When R&R travel
includes the selected city in the U.S. or U.S territory and one or more points
abroad, the travel must be funded on a cost construct basis against the
designated relief point, which is normally abroad.
d. When authorization is granted to the selected city
in the United States or U.S. territory, each traveler is required to spend at
least one night at the authorized location. Employees and family members who
fail to fulfill this requirement will be liable for repayment of the difference
in cost of travel between the primary designated relief point abroad and the
selected city in the United States or U.S territory. When a traveler does not
wish to travel to the selected city in the U.S. or U.S. territory, then cost
construct must be made against the designated relief point, which is normally
abroad.
e. If a traveler chooses an alternate R&R
destination (see 3
FAM 3723) abroad travel will be on a cost-constructive basis using the
contract airfare (where available) to posts designated R&R relief point
abroad.
NOTE: Designated relief
points for Western Hemisphere Affairs (WHA) posts are in the United
States.
If the round-trip cost to the alternate destination
is higher than what is authorized to the designated relief point, the traveler
pays the difference. If the round-trip cost is lower, the U.S. Government
travel costs are limited to the lower fare. Regularly scheduled stopovers on a
normally traveled route are permitted if allowed by the airlines and if there
is no additional cost to the U.S. Government.
f. Contract fares may not be used for indirect
travel. Only the designated R&R relief point or selected city in the
United States or U.S. territory can be indicated on the travel authorization.
If the traveler selects a restricted airfare, any penalties or limitations
associated with the restricted airfare are the travelers responsibility.
g. The Department recommends that posts use the lowest
cost unrestricted airfares for all R&R travel, whether to the authorized
city on the travel order or as the basis for cost-constructing travel to
alternate destinations (see 14 FAM 542 and 14 FAM 564). If
post elects use of restricted fares to conduct R&R travel, the
cost-construct will be limited to the value of the restricted fare selected by
the post TMC. However, funding for R&R travel is a post function and, as
such, the final decision regarding R&R travel is a post responsibility.
14 FAM 531.6 Marine Security Guard
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
See 12 FAM 435.
14 FAM 531.7 Military Furlough,
Resignation, Retirement, and Other Separation Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized
for U.S. citizen and Foreign Service national employees, their eligible family
members, and effects, from post or any place where presence is due to U.S.
Government orders to designated place of residence in the United States (see definition
of "United States" in 14 FAM 511.3),
or, in the case of Foreign Service national employees, to a designated place of
residence at the time of appointment.
b. When a U.S. citizen employee elects to reside at
other than the designated place of residence, expenses must be allowed based on
constructive cost (for "cost constructed travel," see 14 FAM 511.3
and 14 FAM
612.3) to designated place of residence in the United States. See 3 FAM 2510 on
separation of U.S. citizen employees and 3 FAM 2560 on
military furlough.
c. This regulation provides Civil Service employees,
who mandatorily converted to Civil Service from Foreign Service under the
Foreign Service Act of 1980, those benefits of travel and/or transportation of
effects to which they were entitled at the time of such mandatory conversion.
14 FAM 532 Family tRAVEL
14 FAM 532.1 Family Travel for
Representational Purposes
14 FAM 532.1-1 Eligibility and
Purpose
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel for representational purposes may be authorized for
one family member only. The authorizing officer is expected to make sparing
and judicious use of this authorization. In all cases, the justification must
demonstrate a clear advantage to the United States.
14 FAM 532.1-1(A) Within
Country of Assignment
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. As a general guideline, local travel of a family
member should be authorized when:
(1) Representation by the officer alone could not be
accomplished effectively; or
(2) Protocol or local customs would be served; or
(3) The travel is necessary in connection with VIP
visits or important meetings at which spouses of foreign dignitaries are
present.
b. The chief of mission in consultation with heads of
other agencies in their country of assignment will develop local rules and
practices to promote the maximum degree of uniformity in the exercise of this
authority.
14 FAM 532.1-1(B) Outside
Country of Assignment
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Representational travel outside the country of assignment
is restricted to family members of high-level officers and will be authorized
only when a clear need for dual representation exists. Normally, travel will
be restricted to eligible family members of chiefs of mission, deputy chiefs of
mission, country public affairs officers, and USAID mission directors or USAID
representatives. However, in exceptional circumstances, the eligible family
members of a subordinate officer may be authorized such travel. Typical of the
circumstances warranting representational travel outside the country are the
following:
(1) When an ambassador or USAID mission director
accompanies a foreign dignitary to the United States on a state visit or as a
presidential guest and the dignitary is accompanied by a spouse or other
members of the household;
(2) When a State, or USAID officer attends an
international conference or meeting sponsored by a group or organization of
nations, such as the United Nations, and the spouses of participants have also
been invited to attend; and
(3) When the President sends U.S. delegations abroad
or congressional or other high-level delegations proceed abroad, accompanied by
their spouses.
14 FAM 532.1-1(C) Documentation
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
The officials cited below in 14 FAM 532.1-2
must provide and sign a justification statement. For control and inspection
purposes the authorizing officer should record and file the justification for
authorizing representational travel.
14 FAM 532.1-2 Who May Authorize
14 FAM 532.1-2(A) Within
Country of Assignment
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Department of State: The
chief of mission, or principal officer where there is no immediate supervisory
post, may, subject to the availability of post travel funds, authorize such
travel. This authority may be redelegated only to the deputy chief of mission.
b. Agency for International Development: The director
of the USAID mission or USAID representative may, subject to the availability
of post travel funds, authorize such travel. This authority may not be
redelegated.
14 FAM 532.1-2(B) Representational
Travel Outside Country of Assignment
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Department of State: The
chief of mission, or principal officer when there is no immediate supervisory
post, may authorize representational travel outside the country of assignment,
provided advance approval is obtained from the assistant secretaries of the
regional bureaus.
b. Agency for International Development: The director
of the USAID mission or USAID representative may authorize representational
travel outside the country of assignment, provided advance approval is obtained
from the regional assistant administrator in Washington.
14 FAM 532.2 Newly Acquired Family
Member
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Employees assigned to a post who acquire a family member
(see 14 FAM
511.3 for the definition of "eligible family member") subsequent
to the issuance of assignment travel orders may be authorized travel expenses
for the family member notwithstanding the time limitation specified in 14 FAM 584.2.
Travel of the newly acquired family member will be authorized from either place
of acquisition or residence. (Proof in either case is required.) Shipment and
storage of additional effects may be authorized in accordance with 14 FAM 613.2.
14 FAM 532.3 Advance Return of
Family Financed by U.S. Government
14 FAM 532.3-1 General Policy
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
In certain cases, an employee's family may be authorized,
before the employee's eligibility for travel, to return to employee's residence
in the United States.
14 FAM 532.3-2 Conditions of
Authorization
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. The Department of State, USAGM, Commerce,
Agriculture, or the USAID mission director or USAID representative may
authorize advance travel of an employee's family members when the chief of
mission or the head of the agency establishment abroad determines that the
public interest requires the return of a member of the family for compelling
personal reasons of a humanitarian or compassionate nature, including but not
limited to cases which may involve physical or mental health or death of any
member of the immediate family.
b. The Department or Agency in Washington, DC, may
authorize advance travel of family members when there is an obligation imposed
by an authority or circumstances over which the individual has no control.
Advance travel may be authorized by the Department or Agency in Washington, DC,
after family members have been at the post at least 6 months under the
following conditions:
(1) A child who is not eligible for educational travel
(see 14 FAM
532.5) has been at a post abroad and educational needs (for the equivalent of
grades 1 through 8 only) so require; or
(2) A child 21 years or older, is unmarried, and has
traveled to the post before attaining such age (see 14 FAM 532.6).
14 FAM 532.3-3 Authorized Costs
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Only one-way transportation will be authorized for advance
return of family. If a family member subsequently travels at U.S. Government
expense to the same or another post to which the employee is assigned, the
total cost of the advance return and subsequent travel may not exceed the cost
which would have been incurred had the family member traveled at the same time
as the employee.
14 FAM 532.3-4 Repayment
Agreement
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Before any obligation of U.S. Government funds is
incurred, the employee must execute a repayment agreement in accordance with
the format in Form DS-4020, Repayment Agreement for Advance Travel of Family.
The original and one copy should be forwarded to:
(1) State: HR/CDA, by
memorandum, subject: APER;
(2) USAID: M/PM, USAID/W as
an attachment to a memorandum;
(3) Commerce: USFCS/OIO/OFSP
as an attachment to a memorandum;
(4) USAGM: E/O, P/N, VOA/X,
and D/OHR as an attachment to a memorandum.
(5) USDA/FAS: Foreign
Agricultural Affairs, International Services Division; and
(6) APHIS: International
Services/Administrative Services/Personnel.
14 FAM 532.3-5 Repayment
Requirements
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
The conditions under which repayment must be made by the
employee for travel expenses borne by the U.S. Government in connection with
the advance return of employee's family are as follows:
(1) The employee fails to complete the service period
(see 3 FAH-1
H-2423 subparagraph c) required to become eligible for travel and
transportation at U.S. Government expense; or
(2) There is a change of dependency status which
cancels the eligibility of family member(s) for return travel to the United
States (see definition in 14 FAM 511.3)
at U.S. Government expense. (A divorce or an annulment prior to the issuance
of travel orders no longer cancels eligibility of family members for return
travel to the United States.)
14 FAM 532.3-6 Repayment
Liquidation or Refund
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
If the employee is subsequently transferred, assigned,
separated, or returned on leave at U.S. Government expense to the United States
and the expenses of the advance travel become a proper obligation of the U.S.
Government, the employee will be relieved of the obligation set forth in the
repayment agreements to the amount of allowable expenses (see 14 FAM 532.3-4).
If the employee has previously made repayment, employee may request and receive
an appropriate refund.
14 FAM 532.4 Advance Travel of
Family Financed by the Employee
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. The employee may arrange for advance travel of family,
paying the cost initially and claiming reimbursement after the employee has
been issued travel authorization which covers the travel of family and after
the employee has reached eligibility date. Reimbursement is limited to the
amounts payable had the family traveled at the same time as the employee.
b. Reimbursement may be made for advance travel or
return travel to the United States for a spouse or domestic partner as defined
in 3FAM 1610 and/or minor children of an employee who have traveled to the post
as eligible family members even if, because of divorce, annulment or
dissolution of domestic partnership, such spouse or domestic partner as defined
in 3 FAM 1610
and/or minor children have ceased to be eligible family members as of the date
the employee becomes eligible for travel. Reimbursable travel may not be
deferred more than 6 months after the employee completes personal travel
pursuant to the authorization.
c. If the advance travel of family was to the
employee's temporary duty (TDY) post and the employee was transferred to the
post at the end of the employee's TDY, employee may claim reimbursement for
expenses of allowable travel and transportation of family and effects which
were incurred prior to the effective date of transfer of the employee and the
date of employee's transfer travel authorization.
14 FAM 532.5 Educational Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Travel of a child may be authorized in lieu of an
educational allowance, once each way annually between school and the employee's
post for secondary education and for college education in accordance with
section 280, Standardized Regulations (Government Civilians, Foreign Areas) and
the Federal Travel Regulations.
b. Unaccompanied air baggage is allowable in accordance
with 14 FAM
613.3-1.
14 FAM 532.6 Travel of Children 21
Years of Age or Older
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. An employee's child who is unmarried and who is 21
years of age or older may be authorized return travel to the employee's place
of residence for separation purposes in the United States (see definition in 14 FAM 511.3),
provided the child, when attaining the age of 21 was at, or proceeding to, a
post abroad to which the employee was assigned. The first travel authorization
that is issued to the employee authorizing travel of the family after a child
has reached the age of 21, constitutes authority for such travel. The return
of the child to the United States should be completed within 1 year of the date
the employee's travel begins.
b. A child 21 years or older, who proceeds to the
employee's post, may not be returned to the United States nor perform any
travel at U.S. Government expense, except as provided for educational travel up
to the 23rd birthday, plus additional years allowed for any military service,
in subchapter 280 of the Standardized Regulations (Government Civilians,
Foreign Areas).
c. Travel of a child who is under 21 will usually be
authorized to an employee's next assignment if the employee's transfer is to
occur before the child's 21st birthday. If that child's travel does not
commence prior to turning 21, that authorization is no longer valid.
d. If a child commences R&R or Home Leave/Return
travel before attaining the age of 21 and turns 21 while in travel status, the
child is authorized return to post under the travel authorization that was in
effect prior to his turning 21.
14 FAM 532.7 Travel of Family While
Employee Is on Temporary Duty (TDY) En Route to or from Post of Assignment
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Payment of per diem during an employee's period of
TDY, which may not exceed 30 calendar days total, is authorized for members of
an employee's family accompanying the employee to the post of assignment only
under the following conditions:
(1) When the employee is ordered to stop within the
country of destination for orientation, training, or consultation while en
route to post of assignment;
(2) When the employee is ordered to stopover outside
the country of destination for orientation, training, or other TDY while en
route to the post of assignment, provided that the stopover is in the positive
interest of the U.S. Government and is made necessary by a threat to the
health, safety, or well-being of the employees family if required to continue
on to post of assignment other than in the company of the employee;
(3) In cases where the family member, because of
representative responsibility in the U.S. Government's interest, is required to
stop at agency headquarters while en route abroad to employee's post of
assignment in order to undergo special orientation and/or training designed to
ensure the effective discharge of those responsibilities; or
(4) In any other cases when specifically authorized by
the agency in advance in writing in travel orders.
b. When an employee is ordered to stop for TDY in the
United States or abroad en route to or from employee's post of assignment, the
family does not have to accompany the employee as long as they join the
employee at the stopover point. Per diem at the stopover point may be allowed
for members of the family only during the period of TDY of the employee and for
the actual time at the TDY location.
c. Per diem, not to exceed 3 work days, may be
authorized when an employee or the employee's family members who are at a
constituent post and are traveling on home leave, transfer, or separation
orders must stop, at the time of travel, at the Embassy in country or at an
embassy in a neighboring country for the purpose of storing or retrieving
effects or obtaining passports, visas, or immunizations.
d. Stopovers should generally not be authorized for
family members in connection with international, interagency, interregional, or
intermission conferences, unless specifically authorized by the agency in
advance in writing and reflected in travel orders.
14 FAM 532.8 Return Travel of
Spouse, Domestic Partner as Defined in 3 FAM 1610, and/or Dependent Children to
the United States in Connection with Marital Separation, or Divorce, or
Statement of Dissolution of Domestic Partnership
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Return travel of an employee's spouse or domestic
partner as defined in 3 FAM 1610 may
be authorized to the employee's service separation address in the United States
(see definition of "United States" in 14 FAM 511.3)
or any other location in the United States on a cost-constructive basis from
the employee's post of origin to the employee's separation address when a
permanent marital separation or divorce is intended, or a statement of
dissolution of domestic partnership has been submitted. Generally, a separation
agreement should exist, but in the absence of an agreement, the chief of
mission or head of agency's establishment abroad may determine that such travel
is warranted and may initiate authorization action. The circumstances upon
which this determination is based should be summarized in writing and retained
at post in accordance with 5 FAH-4, Records Management Handbook.
b. Return travel of spouse or domestic partner as
defined in 3 FAM
1610 may be included in the first travel authorization issued to the
employee authorizing travel of the family after an agreement to separate,
divorce, or dissolve a domestic partnership is reached. In the circumstances
referred to in paragraph a of this section, such travel may also be requested
as advance travel in accordance with 14 FAM 532.3
and 14 FAM
532.4.
c. Only one-way transportation to the employee's
service separation address, or to any other location in the United States on a
cost-constructive basis from the employee's post of origin to his or her
separation address, will be authorized for return travel of spouse or domestic
partner as defined in 3 FAM 1610. If
the employee subsequently requests travel of the spouse at U.S. Government
expense to the same or another post to which the employee is assigned, the
total cost of the return and subsequent travel may not exceed the cost which
would have been incurred had the spouse or domestic partner as defined in 3 FAM 1610
traveled at the same time as the employee. In such cases, if the cost of the
return and subsequent travel exceeds the employee's authorized travel, the
employee will be liable for payment of the excess cost.
d. Before any expenses are incurred for return travel of
spouse or domestic partner as defined in 3 FAM 1610, the
spouse or domestic partner as defined in 3 FAM 1610 must
execute an agreement in accordance with the format in Form DS-4021, Agreement
for Return Travel of Spouse (or domestic partner). This agreement states that
the spouse or domestic partner as defined in 3 FAM 1610
understands that travel back to the same post will not be authorized at U.S.
Government expense, and that the agreement is signed voluntarily.
e. Travel of dependent children of an employee may be
authorized under this provision only if a legal custody agreement exists or the
employee otherwise agrees in writing to permit the children to leave post
permanently with the spouse. The employee must also submit a revised Form OF-126,
Foreign Service Residence and Dependency Report, to declare as a loss those
children for whom return travel is requested under this provision (see 3 FAH-1
H-2347.8 subparagraph a). The employee may also request advance travel of
children in accordance with 14 FAM 532.3,
if travel is not intended to be a permanent return to the United States.
14 FAM 532.9 Transfer Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
a. Official travel and transportation may be authorized
for U.S. citizen and Foreign Service national employees, their families and
effects, from old post, or any place where presence is due to U.S. Government
orders, to new post. Transportation of effects is allowed from old post to new
post and/or to point of storage; or to new post from old post, previous posts,
and/or points of authorized storage.
b. Effects may be shipped between places other than
those authorized subject to provisions in 14 FAM 612.3.
When emergency conditions exist at the new post, another destination may be
designated for travel of the family and transportation and storage of effects
and a motor vehicle. Upon termination of the emergency, travel and
transportation to the new post may be authorized.
14 FAM 533 Temporary Duty (tdy) Travel
14 FAM 533.1 General
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Official travel and transportation may be authorized for
U.S. citizen and Foreign Service national employees from any place to TDY
station or stations and thence to such place or to post (see also 14 FAM 532.7
covering travel of eligible family members).
14 FAM 533.2 Authorizing Temporary
Duty (TDY) Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. State only: Form JF-144,
Temporary Duty (TDY) Official Travel Authorization, is used for approving TDY
travel. Approval may cover travel performed for administrative or medical
purposes, rest and recuperation, short-term training, attendance at
conferences, etc., between the United States and other countries, within the
United States, or abroad. Authorizations issued in the form of telegrams,
etc., are confirmed by the subsequent issuance of a Form JF-144, or equivalent
official form.
b. USAID only: See ADS 522, Performance
of Temporary Duty travel in the United States and Abroad.
c. Commerce only: Form CD-29,
Travel Order, is used for authorizing TDY travel when headquarters, Washington,
DC, issues the travel orders. Otherwise, Form JF-144 is used when post issues
the travel orders. Included is travel for administrative purposes, rest and
recuperation travel, short-term training, medical purposes, attendance at
conferences, etc., performed abroad, within the United States, and between the
United States and points abroad. Authorizations issued in the form of
telegrams are confirmed by the subsequent issuance of either a Form CD-29 or a
Form JF-144.
d. USDA only: Form AD-202,
Travel Authorization, is used for authorizing TDY travel.
e. USAGM only: Form IA-34-A is
used for authorizing TDY travel; Form JF-144 is used for overseas
correspondence travel.
14 FAM 533.3 Training Attendance
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Official travel may be authorized for employees to receive
training.
14 FAM 533.4 Conference Travel
14 FAM 533.4-1 Attendance
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Agencies must select conference sites that minimize
conference costs and conference attendees' travel costs. Agencies must
minimize conference attendees' travel costs by authorizing the minimum
participation necessary to accomplish agency goals. The authorizing official
must assure that the number of attendees from the Department is necessary and
justified. In addition, the need for conference and meetings for which the
total travel and per diem estimate exceeds $5,000 must be authorized by an
Assistant Secretary, executive director, or equivalent.
14 FAM 533.4-2 Conference Site
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
When available, use U.S. Government-owned or U.S.
Government-provided conference facilities to the maximum extent possible. The
authorizing officer should avoid conference sites that might appear extravagant
to the public.
14 FAM 533.4-3 Conference Site
Selection Process
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Locality selection procedures:
(1) When arranging to conduct a conference, the
authorizing officer must consider at a minimum three alternative conference
sites;
(2) Each considered site must be selected based on the
belief that it would result in lower overall conference costs and conference
attendees' travel costs. The sponsoring or co-sponsoring office must survey
the cost of conference facilities at each of the considered sites, and must
determine the potential cost to the U.S. Government of conducting the
conference at each of the alternative sites.
b. Exception: A conference
site may be selected without following the procedures outlined above for the
reason of disproportionate participation. The procedures outlined above do not
apply when a majority of the U.S. Government attendees are from the locality
proposed as the conference site, or when only one site accomplishes conference
goals. In the latter case, the authorizing officer must certify in writing
that the selected locality is the only conference site compatible with
accomplishing the sponsoring or co-sponsoring office's objectives.
c. Documentation: The
authorizing officer must document the cost of each alternative conference site,
and must retain a record of the documentation for every conference held. The
authorizing officer must also make the documentation available for inspection
by the Office of Inspector General (OIG), or for other interested parties.
14 FAM 533.5 Experts and
Consultants Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Persons employed intermittently as consultants or experts
and persons serving without compensation (including citizens or subjects of
other countries) are authorized travel expenses, including per diem, while away
from their homes or regular places of business, in accordance with 14 FAM 560.
14 FAM 533.6 Information Meeting
Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service and Civil Service)
Official travel and transportation may be authorized for
employees to attend a meeting to discuss general agency operations, and/or to
review status reports or discussion topics of general interest. If a site
visit is conducted as part of the same trip, the entire trip should be
considered a site visit (see 14 FAM 533.10).
14 FAM 533.7 International
Conferences
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
When travel to, or in connection with, conferences is
financed under Department of State appropriations available for international
conferences, such travel must be performed in accordance with the provisions of
the travel authorization and other appropriate instructions issued by the
Department pertaining to the conference.
14 FAM 533.8 Invitational Travel
Authorizations Federally Financed
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Each invitational travel authorization must specify the
purpose of the travel (e.g., conference attendance, information meeting, speech
presentation, etc).
14 FAM 533.9 Invitational Travel
Authorizations Non-Federally Financed
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
To defray the cost of air travel, any donations from
non-Federal sources must comply with the Department's regulations in
accommodations on airplanes (14 FAM 567.2),
including all applicable OMB guidelines (OMB 93-11), as well as the
Departments regulations regarding gifts of invitational travel (see 2 FAM 962.12).
14 FAM 533.10 Site Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Travel of an employee may be authorized to visit a
particular site in order to perform operational or managerial activities; e.g.,
oversee programs, grant operations, or management activities for internal
control purposes; carry out an audit, inspection or repair activity; conduct
negotiations; provide instructions; or provide technical assistance.
14 FAM 533.11 Special Mission
Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee may be authorized to carry out a
special agency mission such as involvement in noncombat military unit
movements; providing security to a person or a shipment (e.g., diplomatic
pouch); moving witnesses from residence to other locations; and covering travel
by Federal beneficiaries and other nonemployees.
14 FAM 533.12 Speech or
Presentation Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee may be authorized to make a speech
or a presentation, deliver a paper, or otherwise take part in a formal program
other than a training course where the authorizing official makes a specific
determination in writing that such activity is related to and in furtherance of
the agencys mission.
14 FAM 534 Medical Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized
for U.S. citizen employees and their eligible family members from any place
where presence is due to U.S. Government orders to nearest locality where suitable
medical care can be obtained and thence to an official duty station.
b. Travel of attendants may be authorized. For other
special provisions, see 16 FAM 316 and 14 FAM 523.2-1,
paragraph e.
14 fam 535 oTHER TRAVEL
14 FAM 535.1 Directed Departure
14 FAM 535.1-1 General
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
When, in accordance with 3 FAM 2443, it
is the judgment of a chief of a diplomatic mission that the departure of an
employee assigned by the Department or Agency to a post under the chief of
mission's jurisdiction would be in the interest of the U.S. Government, the
authorizing officer at the post may issue a travel authorization detailing the
employee to a nearby country. For the Department, the post-authorizing officer
may issue a travel authorization transferring a State Department employee and
that employee's eligible family members to Washington, DC. For USAID, a travel
authorization transferring an employee to Washington, DC, must originate in or
have prior approval of Washington, DC headquarters. For USAGM, a travel
authorization transferring an employee to Washington, DC must originate in or
have prior approval of Washington, DC headquarters.
14 FAM 535.1-2 Procedures in
Connection with Directed Departure
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
To authorize purchase of transportation permitting the
detail of an employee or to transfer an employee and eligible family members in
accordance with 3
FAM 2443, chiefs of mission may allow issuance of Forms OF-1169, U.S.
Government Transportation Request (GTRs). The travel order establishing the
official obligation of funds will be issued by the Department or the Agency,
after the travel commences, upon receipt of the report required in 3 FAM 2445.
Travel will be chargeable to the current applicable appropriation. Other
fiscal data will be supplied by Washington, DC. Movement of household effects
and shipment of automobiles must not be authorized until receipt of
instructions from the Department or Agency.
14 FAM 535.2 Travel under
Authorized/Ordered Emergency Evacuation
14 FAM 535.2-1 General
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. When the Under Secretary for Management (M) makes a
determination that an emergency exists at a post requiring the evacuation of
official U.S. citizen employees, official travel and transportation may be
authorized for the employees, their eligible family members, and effects from
post of assignment to place designated in the travel orders, and thence to
post.
b. When M makes a determination that an emergency
exists at a post requiring the evacuation of Foreign Service national
employees, official travel may be authorized for the Foreign Service national
employees and their immediate families to the nearest practicable place for the
duration of the emergency.
c. The authorizing officer at post must issue
individual or blanket travel authorizations (see 14 FAM 628 for
shipment and storage of household effects (HHE)).
14 FAM 535.2-2 Travel
Authorizations under Authorized/Ordered Emergency Evacuation
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. State only: The authorizing
officer at post must issue individual or blanket travel authorizations. Each
authorization must cite the names of the persons traveling. In addition to the
usual post distribution of copies, the authorizing officer must furnish
information copies of all evacuation travel authorizations to the:
(1) Bureau of Personnel (HR/CDA/AD);
(2) Travel and Transportation Management Division
(A/LM/OPS/TTM);
(3) Appropriate regional bureau; and
(4) Office of Accounting Operations (CGFS/F/AO).
b. USAID only: The authorizing
officer must furnish copies of appropriate travel documents to USAID/W to the:
(1) Office of Human Resources;
(2) Travel and Transportation Management Division
(M/AS/TT); and
(3) Office of Financial Management (M/FM).
c. Commerce only: The
authorizing officer must furnish evacuation travel authorization copies to the:
(1) Office of Foreign Service Human Resources
(USFCS/OFSHR);
(2) State's Travel and Transportation Management
Division (A/LM/OPS/TTM); and
(3) Office of Planning and Management.
d. USAGM only: The authorizing
officer must furnish evacuation travel authorization copies to the:
(1) Office of Foreign Service Personnel (D/OHR);
(2) Office of Administrative Operations Division
(M/AO); and
(3) Appropriate administrative office.
e. USDA/FAS only: The
authorizing officer must furnish evacuation travel authorization copies to the:
(1) Foreign Agricultural Affairs/International
Services Division (USDA/FAS/OFSO/ISD); and
(2) State's Travel and Transportation Management
Division (A/LM/OPS/TTM).
f. APHIS only: The
authorizing officer must furnish evacuation travel authorization copies to the
International Services/Administrative Services/Travel Section.
g. U.S. Despatch Agents: The
Department's or Agency's transportation office will ensure that the appropriate
U.S. Despatch Agent receives a copy of the evacuation order or request and
authorization for use in clearing the employee's shipment(s) through U.S.
Customs.
14 FAM 535.2-3 Prohibitions
Against Official and Personal Travel to Posts under Authorized/Ordered
Emergency Evacuation
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
See 3 FAM 3770
regarding requirements and restrictions for official and personal travel to
posts under authorized departure, ordered departure, suspended operations,
contingency operations, and posts designated partially unaccompanied or
unaccompanied.
14 FAM 535.3 Emergency Visitation
Travel
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
The cost of emergency visitation travel in connection with
the serious illness, injury, or death of an immediate family member is
performed in accordance with the provisions of 3 FAM 3740.
14 FAM 535.4 Visitation Travel
14 FAM 535.4-1 Authorization
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee or eligible family member may be
authorized and performed in accordance with regulations in 14 FAM 523.2-1,
subparagraph f(1)(h), and in 3 FAM 3730.
14 FAM 535.4-2 Travel to
Countries With Closed Posts Or No U.S. Diplomatic or Consular Relations
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
See 3 FAM 3780
regarding requirements for official and personal travel of employees to
countries with which the United States has no diplomatic or consular relations
or where all U.S. posts have been closed, and where travel may be prohibited or
restricted.
14 FAM 536 SPECIAL TRAVEL
14 FAM 536.1 Voluntary Separate
Maintenance Allowance (SMA) Travel
14 FAM 536.1-1 Authorization
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Travel may be authorized for all eligible family
members for whom SMA is granted under Section 260 of the Department of State
Standardized Regulations (DSSR).
b. Per 3 FAM 3232.3-3,
only one change of status of SMA for each family member will be permitted for a
single tour of duty. See DSSR 264.2(b) regarding change in status in an
evacuation.
14 FAM 536.1-2 Authorized SMA
Location(s)
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
a. The following SMA travel at U.S. Government expense
may be approved to authorized location(s):
(1) When the employee's point of origin is in the
United States, an employee's family members may remain at the employee's last
official duty station in the United States or travel to Washington, DC when the
employee is transferred to a foreign post of assignment;
(2) When an employee transfers from one foreign post
of assignment to another, an employee's family member(s) may travel to the home
leave location designated on Form OF-126, Foreign Service Residence and
Dependency Report, or Washington, DC;
(3) If an SMA is granted during an employee's tour of
duty abroad, the employee's family members may be authorized travel to the home
leave location designated on Form OF-126, or Washington, DC.
b. For shipment of household effects under SMA Grant,
see 14 FAM 613.7.
14 FAM 536.1-3 Alternate SMA
Location
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. U.S. family members traveling to an alternate SMA
location in the United States (see definition in 14 FAM 511.3)
may do so on a cost-constructive basis. The maximum amount of reimbursement is
the cost required to move the family members from the authorized point of
origin to the authorized SMA point.
b. Foreign location: An employee's family members
traveling to a foreign SMA location may do so on a cost-constructive basis.
The maximum amount of reimbursement is the cost required to move the family
members from the authorized point of origin to the authorized SMA point.
c. Should an employee's SMA grant be terminated due to
the employee's subsequent transfer to another post of assignment while the
family members are at a foreign location, the employee will be responsible for
the payment of excess travel costs involved in relocating the family members to
the new post of assignment. The excess travel costs, if any, must be
determined through a constructive cost analysis that compares the travel cost
of the employee's eligible family members that would have been authorized from
an authorized SMA location to the next post of assignment compared to the
amount that is actually incurred. Any amount in excess of the amount allowable
is payable by the employee.
d. Family members in a foreign alternate SMA location
have no diplomatic status or privileges.
14 FAM 536.1-4 SMA Travel
Financed by Employee
(CT:LOG-269; 06-10-2019)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
An employee who initially pays the costs of advance travel
of family members may subsequently claim reimbursement of travel and
transportation expenses if the agency later authorizes an SMA grant for the
affected family members. An employee may not recover a greater amount than
would have been incurred had the U.S. Government procured the travel (see 14 FAM 544.2, paragraph c).
14 FAM 536.2 Death of U.S. Citizen
Employee
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
The following applies to an employee abroad, on domestic
assignment, or on TDY.
14 FAM 536.2-1 Expenses in
Connection with Remains
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Expenses may be authorized for the reasonable cost of
preparing remains including the cost of embalming, clothing, cremating, casket,
or container suitable for shipment to the place of interment; expenses incurred
in complying with local and U.S. laws; and transportation of remains from place
of death to any place in the United States designated by the next-of-kin, by
surface, or by air. For shipment of remains to a foreign country, see 14 FAM 536.2-4.
14 FAM 536.2-2 Family Travel
Expenses
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Expenses may be authorized for the travel of the family
from the last place at which dependents resided and traveled at U.S. Government
expense, to any place in the United States designated by the next-of-kin as
separation residence or place of interment. For travel to foreign countries,
see 14 FAM
536.2-4.
14 FAM 536.2-3 Transporting
Effects
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Expenses may be authorized for the transportation of
effects from the last post of assignment, and safe haven if effects are located
there, and from any place where effects are stored at U.S. Government expense,
to separation residence designated by the next-of-kin. For transportation to
foreign countries, see 14 FAM 536.2-4.
14 FAM 536.2-4 Foreign
Destinations
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Actual authorized expenses may be authorized for travel,
transportation of effects, and/or shipment of remains to a foreign country are
allowed up to the constructive cost to place last designated by employee as
separation residence. Place of interment may differ from residence for travel
and transportation of family. When one location or the other is in a foreign
country, this does not limit the next-of-kin's discretion in designating an
authorized location in the United States for either interment or travel and
transportation of family. Authorized expenses may be incurred at any time
within 12 months following the date of death, unless the time limitation is
waived by an authorizing officer.
14 FAM 536.3 Family Member Death
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. This section applies when the employee is assigned
abroad or is on domestic assignment.
b. Actual expenses may be authorized for round-trip
travel of a family member and for transportation of remains to a foreign
country up to the constructive cost to the place last designated by employee as
separation residence. This limitation does not apply when interment is in the
United States.
14 FAM 536.3-1 Expenses in
Connection with Remains
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
See 14 FAM 536.2.
14 FAM 536.3-2 Family Travel
Expenses
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel expenses are authorized for an employee or an
eligible dependent to accompany the remains of a family member to the place of
interment in the United States or abroad and return (see 3 FAM 2550).
14 FAM 536.3-3 Transporting
Effects
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Transportation of effects is not authorized in connection
with a family member death.
14 FAM 536.4 Travel and
Transportation Expenses Authorized in Connection with Deaths of Foreign Service
National Employees when in Temporary Duty (TDY) Travel Status
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Travel and transportation expenses are authorized when a
Foreign Service national employee dies at a post abroad to which that Foreign
Service national employee has traveled at U.S. Government expense. Types of
expenses authorized are detailed below.
14 FAM 536.4-1 Expenses in
Connection with Remains
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
Expenses in connection with remains are authorized only as
prescribed by 5 U.S.C. 5742, and within made available to the post. The chief
of mission must determine the payments to be made.
14 FAM 536.4-2 Travel Expenses
for Family
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
When travel authorization was originally issued to bring
the Foreign Service national family to post, allowable expenses included travel
and per diem for the family from post of assignment, to place where employee
resided at the time of appointment to the Service. Payments are to be made
from allotments made available to the post.
14 FAM 536.4-3 Transportation of
Effects
(CT:LOG-255; 10-03-2018)
(Uniform State/USAGM/USAID/Commerce/Agriculture)
a. Transportation of effects is authorized from post
where death occurred to the place where the Foreign Service national employee
resided at the time of appointment to the Foreign Service. Payments are to be
made from allotments made available to the post.
b. If a Foreign Service national family and its effects
were sent to a locality other than that mentioned, constructive costs apply.
Travel of a Foreign Service national family and the beginning of shipment of
all its effects must not be deferred more than 6 months following the date of
the employee's death, unless the time limitation is waived by an authorizing
officer.
14 FAM 537 through 539 unassigned