STANDARDIZED GOVERNMENT TRAVEL REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00177R000100570003-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 31
• Document Creation Date: December 23, 2016
• Document Release Date: October 22, 2013
• Sequence Number: 3
• Publication Date: January 1, 1963
• Content Type: REGULATION

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111
STANDARDIZED
GOVERNMENT TRAVEL REGULATIONS
CIRCULAR NO. A-7, REVISED
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE UDGET
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CIRCULAR NO. A-7, REVISED
TABLE OF CONTENTS
Section Title Page
1. GENERAL
1.1 FUNDS FOR TRAVELING EXPENSES 1
1.2 REIMBURSABLE EXPENSES 1
1.3 OFFICIAL STATION-POST OF DUTY 1
1.4 LEAVE OF ABSENCE 1
2. AUTHORITY FOR TRAVEL
2.1 FORM OF AUTHORITY 1
3. ALLOWABLE TRANSPORTATION EXPENSES
3.1 DEFINITION 1
3.2 ROUTING OF TRAVEL 2
3.3 INDIRECT-ROUTE OR INTERRUPTED TRAVEL 2
3.4 SPECIAL CONVEYANCE 2
3.5 USE OF PRIVATELY OWNED CONVEYANCE 3
3.6 ACCOMMODATIONS ON TRAINS, STEAMERS, AND AIRPLANES 4.1
3.7 UNUSED ACCOMMODATIONS 6
3.8 EXTRA-FARE PLANES AND TRAINS 6
3.9 SPECIAL TICKETS 6
3.10 USE OF AMERICAN AIRPLANES 61
4. PROCUREMENT OF COMMON CARRIER TRANSPORTATION
4.1 TRANSPORTATION REQUEST FORMS 7
4.2 CASH PAYMENT 7
5. BAGGAGE
5.1 DEFINITION
5.2 EXCESS BAGGAGE
5.3 STOPPAGE IN TRANSIT
5.4 TRANSFER OF BAGGAGE 7
5.5 STORAGE OF BAGGAGE 7
5.6 CHECKING AND HANDLING OF BAGGAGE 7
6. SUBSISTENCE EXPENSES
6.1 PER DIEM ALLOWANCE 8
6.2 RATES OF PER DIEM 8
6.3 LEAVE OF ABSENCE 9
6.4 RETURN TO OFFICIAL STATION 9
6.5 ILLNESS OR INJURY 9
6.6 INTERNATIONAL DATELINE 10
6.7 DEDUCTION FROM ALLOWANCE 10
6.8 NO ALLOWANCE AT PERMANENT DUTY STATION . 10
6.9 TIME OF DEPARTURE AND ARRIVAL 10
6.10 INDIRECT-ROUTE OR INTERRUPTED TRAVEL 11
6.11 DAY DEFINED 11
6.12 ALLOWANCE OF ACTUAL SUBSISTENCE EXPENSES ? ? 11
7. TELEGRAPH, CABLE, AND RADIO SERVICE
7.1 AUTHORIZED FOR OFFICIAL BUSINESS 13
7.2 DISCRETION IN USE 13
(No. A-7)
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Section Title Page
7. TELEGRAPH, CABLE, AND RADIO SERVICE (Continued)
7.3 FORM OF MESSAGES 13
7.4 SUPPORTING STATEMENT 13
7.5 RESERVATION OF ACCOMMODATIONS 13
7.6 PERSONAL MESSAGES 13
7.7 PAYMENT OF CHARGES 13
7.8 PREPAYMENT DEMANDED 14
7.9 MESSAGES TO BE CODED 14
7.10 WORDS CHARGEABLE 14
7.11 FRACTIONAL CHARGES 14
7.12 PRIORITY OF OFFICIAL MESSAGES 14
8. TELEPHONE SERVICE
8.1 OFFICIAL LOCAL CALLS 14
8.2 OFFICIAL LONG-DISTANCE CALLS 14
8.3 PERSONAL CALLS 14
9. EXPRESS AND FREIGHT
9.1 GOVERNMENT BILLS OF LADING
9.2 PAYMENT OF CHARGES
14
14
9.3 FREIGHT SERVICE TO BE USED 14
9.4 PREPAYMENT DEMANDED 15
9.5 RECEIPTS FOR CASH PAYMENTS 15
10. MISCELLANEOUS EXPENSES
10.1 DEFINITION 15
10.2 HIRE OF ROOM FOR OFFICIAL USE 15
10.3 METHOD OF PAYMENT 15
10.4 FEES RELATING TO TRAVEL' OUTSIDE THE LIMITS OF THE
CONTINENTAL UNITED STATES 15
10.5 OTHER EXPENSES 16
11. RECEIPTS
11.1 RECEIPTS REQUIRED 16
11.2 GENERAL INSTRUCTIONS 16
11.3 WAIVER 16
12. TRAVEL VOUCHERS
12.1 MEMORANDUM OF EXPENDITURES 17
12.2 TRAVEL VOUCHER FORM 17
12.3 RENDITION OF ACCOUNTS 17
12.4 ITEMIZATION OF ACCOUNTS 17
12.5 ERASURES AND ALTERATIONS 18
12.6 INDIRECT-ROUTE TRAVEL . ? . ? 18
12.7 SUSPENSION OF CHARGES 18
12.8 PAYMENTS TO OTHER EMPLOYEES 18
12.9 FOREIGN CURRENCY .. .. ...... ? ? 18
12.10 EXCHANGE FEES 18
12.11 TRAVEL BY AMERICAN SHIPS . . . . 18
13. TRAVEL ADVANCES
13.1 ADVANCE OF FUNDS 18
13.2 RECOVERY OF ADVANCES 19
13.3 ACCOUNTING FOR ADVANCES 19
MAXIMUM PER DIEM RATES 21
(No. A-7)
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SGTR 1
CIRCULAR NO. A-7, REVISED
STANDARDIZED GOVERNMENT TRAVEL REGULATIONS, AS
AMENDED
These regulations are issued for the guidance of civilian officers and em-
ployees of the departments and establishments as defined in the Travel Expense
Act of 1949.
Section I. GENERAL
1.1 Funds for traveling expenses. Employees traveling on official business
will provide themselves with sufficient funds for all current expenses, and are
expected to exercise the same care in incurring expenses that a prudent person
would exercise if traveling on personal business. (See sec. 13.)
1.2 Reimbursable expenses. Traveling expenses which will be reimbursed
are confined to those expenses essential to the transacting of the official business.
1.3 Official station?post of duty. Designated post of duty and official sta-
tion mean one and the same, the limits of which will be the corporate limits of
the city or town in which the officer or employee is stationed, but if not stationed
In an incorporated city or town, the official station is the reservation, station, or
established area, or, in the case _of large reservations, the established subdivision
thereof having definite boundaries within which the designated post of duty is
located.
1.4 Leave of absence. When leave of absence of any kind is taken while in
a travel status?the exact hour of departure from and return to duty status must
be shown on the travel voucher. (See secs. 6.3, 6.5, 6.9a, 6.10, 7.6, 8.3, 12.6.)
Section 2. AUTHORITY FOR TRAVEL
2.1 Form of authority. a. Except as otherwise provided by law all travel
shall be either authorized or approved by the head of the agency or by an official
to whom such authority has been properly delegated. The administrative ap-
proval of the voucher will constitute the approvals required in sections 3.5a, 5.2,
6.2, 6.5, 10.1, 10.2, 10.4, 10.5.
b. It is expected that ordinarily the authority will be issued prior to the
Incurrence of the expenses and will specify the travel to be performed as definitely
as possible unless circumstances in a particular ease prevent such action.
Section 3. ALLOWABLE TRANSPORTATION EXPENSES
3.1 Definition. a. Transportation includes all necessary official travel on
railroads, airlines, steamboats, busses, streetcars, taxicabs, and other usual means
of conveyance. Transportation may include fares and such expenses incident to
transportation as baggage transfer; official telegraph, telephone, radio, and cable
messages in connection with items classed as transportation; steamer chairs,
steamer cushions, and steamer rugs at customary rates actually charged; state-
rooms on steamer's. (See sec. 10.4 for additional items of transportation expense
applicable to travel beyond the limits of the continental United States.)
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SGTR 3.2
b. Reimbursement for the usual taxicab fares from common carrier or other
terminal to either place of abode or place of business, or from either place of
abode or place of business to common carrier or other terminal, will be allowed
In an amount not to exceed 88 (plus tip): Provided, That an agency may (I)
authorize reimbursement in a larger amount in the travel order or other adminis-
trative determination or approve such reimbursement, if advantageous to the
Government, or (2) restrict the use of taxicabs under this subsection when suitable
Government or common carrier transportation service is available for all or part
of the distance involved. The amount of the tip which is allowable shall be 10
cents when the fare is $1 or less or 10 percent of the reimbursable fare where it
exceeds $1; if the 10 percent is not a multiple of 5, it shall be increased to the
next multiple of 5. (See last sentence of sec. 3.5b(1).)
c. Where the nature and location of the work at a temporary duty station
are such that suitable meals cannot be procured there, the expense of daily travel
required to procure meals at the nearest available place will be considered neces-
sary transportation not incidental to subsistence. A statement of the necessity
for such daily travel should accompany the travel voucher.
d. Transportation by bus or streetcar between places of business at official
station or temporary duty station, and between place of lodging and place of
business at a temporary duty station, will be allowed as a transportation expense.
(Concerning transportation by taxicab between such places, see sec. 3.4a.)
3.2 Routing of travel. All travel must be by a usually traveled route. Travel
by other routes may be allowed when the official necessity therefor is satisfac-
torily established. (See secs. 3.8, 3.9, 12.6.)
3.3 Indirect-route or interrupted travel. In case a person for his own con-
venience travels by an indirect route or interrupts travel by direct route, the
extra expense will be borne by himself. Reimbursement for expenses shall be
based only on such charges as would have been incurred by a usually traveled
route. When transportation requests are used, they should be issued only for
that portion of the expense properly chargeable to the Government, and the
employee should pay the additional personal expense to the carrier in cash, in-
cluding the Federal transportation tax. (See secs. 6.10, 6.12d.)
3.4,Special conveyance. a. The hire of boat, automobile, taxicab (other than
for use under sec. 3.1b), aircraft, livery, or other conveyance will be allowed if
authorized or approved as advantageous to the Government whenever the em-
ployee is engaged on official business within or outside his designated post of
duty. While an employee is on official business outside his designated place
of duty, the use of taxicabs between place of lodging and place of business, or
between places of business, may be allowed if authorized or approved as advan-
tageous to the Government. In the case of the use of taxicabs under this
section, tips may be allowed to the extent authorized in the last sentence of
section 3.1b.
b. If the hire of a special conveyance includes payment by the traveler of
the incidental expenses of gasoline or oil, feeding and stabling horses, rent of
garage, hangar, or boathouse, subsistence of operator, ferriage, tolls, etc., the
same should be first paid, if practicable, by the person furnishing the accommo-
dation, or his operator, and itemized in the bill. (See secs. 11.1e, 12.2e.)
c. Where two or more persons travel together by means of such special con-
veyance, that fact, together with the names of those accompanying, him and the
name of their employing agency, must be stated by each traveler on his travel
voucher.
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SGTR 3.5
d. Charges for the hire of a conveyance of another Government employee,
of a member of the traveler's family, or a member of the family of another Gov-
ernment employee, will not be allowed in the absence of a satisfactory showing
that the conveyance was not so procured because of such personal or official
relationship; and that the member of the family so furnishing was not dependent
upon the traveler for support. The material facts should be reported in the
account.
3.5 Use of privately owned conveyance.
a. Actual expense basis.
This subsection applies to reimbursement on the basis of actual expense for
use of a privately owned motorcycle, automobile, or airplane only where such
method of reimbursement is authorized by law; otherwise reimbursement is to
be made under the provisions of subsection b. The use of a privately owned
conveyance on an actual expense basis, as distinguished from a mileage basis
under subsection b may be authorized or approved: Provided, That the aggregate
of allowable expenses, plus increased subsistence expenses, if any, through in-
creased travel time, or less subsistence savings, if any, through reduced travel
time, as the case may be, does not exceed the cost of transportation available
by common carrier. For such travel on an actual-expense basis the officer or em-
ployee will be entitled to reimbursement of the cost of gasoline, oil, and feed of
horses, and in addition thereto garage or hangar rent and stabling of horses, while
officially detained en route, and automobile parking fees, bridge, ferry, and other
tolls. For the purpose of determining the amount of increased subsistence ex-
penses, or subsistence savings, for a given period of time, the per diem rate of sub-
sistence named in the travel order will be used. Charges for repairs, depreciation,
replacements, grease, alcohol, flushing crankcases, towage, and like speculative ex-
penses will not be allowed. Exemption from payment of tax on gasoline in States
providing such exemption must invariably be claimed. The Standard Federal
forms should be used for that purpose. When exemption is refused, receipts must
be obtained in duplicate. (See secs. 11.1g, 12.2e.)
b. Mileage basis.
(1) Civilian officers or employees of departments and establishments or others
rendering service to the Government, regardless of subsistence status and hours
of travel, shall, whenever such mode of transportation is authorized or approved
as more advantageous to the Government (except that no determination of
advantage is required where payment on a mileage basis is limited to cost of
travel by common carrier, including per diem in each case) be paid in lieu of
actual expenses of transportation not to exceed 8 cents per mile for use of pri-
vately owned motorcycles, or 12 cents per mile for the use of privately owned
automobiles or airplanes, when engaged on official business within or outside
their designated posts of duty or places of service. In such cases the mileage
rate as authorized or approved may be paid from whatever point the employee
or other person rendering service to the Government begins his journey. It is
the responsibility of proper officials of the departments and establishments to
fix such rates, within the maxima, as will most nearly compensate the traveler
for necessary expenses. In determining whether such transportation is more
advantageous to the Government, consideration will be given to the advantages
resulting from the more expeditious transaction of the public business as well
as other advantages and/or disadvantages to the United States in the particular
case. Reimbursement for the cost of automobile parking fees, ferry fares, and
bridge, road and tunnel tolls also will be allowed unless the travel order or other
administrative determination restricts their allowance. The fee for parking an
automobile at a common carrier terminal, or other parking area, while the
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SGTR 3.5b(1) (Continued)
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traveler is away from his official station, will be allowed only to the extent that
the fee, plus the allowable mileage reimbursement to and from the terminal or
other parking area, does not exceed the estimated cost for use of a taxicab to
and from the terminal under the provisions of section 3.1b. When transporta-
tion is authorized or approved by privately owned motorcycles or automobile, dis-
tances between points traveled shall be as shown in standard highway
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SGTR 3.6
mileage guides or by speedometer readings. Any substantial deviations from
distances shown in the standard highway mileage guides shall be explained.
Mileage for use of privately owned airplanes shall be determined by multiplying
the actual elapsed time in the air by the rated cruising speed of the particular
airplane. Any unusual conditions or circumstances which influence the elapsed
time in the air must be explained.
In lieu of the use of taxicabs under section 3.1b, payment on a mileage basis
at the rate of 10 cents per mile will be allowed for the round-trip mileage of a
privately owned automobile used in connection with an employee going from
either his place of abode or place of business to a terminal or from a terminal to
either his place of abode or place of business: Provided, That the amount of
reimbursement for round-trip mileage shall not in either instance exceed the
taxicab fare, including tip allowable under section 3.1b, for a one-way trip
between such applicable points.
(2) Mileage shall be payable to only one of two or more employees traveling
together on the same trip and in the same vehicle, but no deduction shall be
made from the mileage otherwise payable to the employee entitled thereto by
reason of the fact that other passengers (whether or not Government employees)
may travel with him and contribute in defraying the operating expenses. The
names of employees and the employing agency should be stated. (See sec. 12.8.)
3.6 Accommodations on trains, steamers, and airplanes.
a. Train accommodations:
(1) Sleeping car accommodations: One standard lower berth when night
travel is involved; except that the lowest first-class available accommodation
superior to a lower berth may be allowed on certification by the traveler on his
travel expense voucher that, at time reservation was made, a lower berth was
not available and that the accommodation used was the lowest available first-
class accommodation superior to a lower berth. This certification will be accepted
as prima facie evidence of the facts. When practicable, through sleeping accom-
modations should be obtained in all cases where more economical to the Govern-
ment.
(2) Parlor car and coach accommodations: One seat in a sleeping or parlor
car will be allowed unless the travel order or other administrative determination
specifies that coach accommodations be used. Where adequate coach accommo-
dations are available, officials authorizing travel shall take steps to see that coach
accommodations are used to the maximum extent possible, on the basis of advan-
tage to the Government, suitability and convenience to the traveler, and nature
of the business involved.
b. Steamer accommodations:
(1) Staterooms: The minimum first-class accommodation will be allowed
when stateroom is included in cost of passage or is a separate charge, except that
if not available at the time reservation is made, a superior accommodation may be
allowed upon certification as provided in a(1) above. (See also sec. 12.11.) The
travel order or other administrative determination may, however, specify the use
of an accommodation less costly than the minimum first-class accommodation
when suitable for a particular voyage. The term "minimum first-class accom-
modation," as used in this paragraph, means one which provides direct access
from within the stateroom to wash basin, shower or bath, and toilet.
(2) Application for steamer accommodations: Accommodations on steamers
should be applied for at the earliest practicable moment after receipt of the
travel order.
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SGTR 3.6c
? c. Airplane accommodations.
? (1) Policy: Whether travel is by air or by other means of transportation,
persons in official travel status for the Government are entitled to transportation
accommodations and service which meet reasonable and adequate quality stand-
ards for convenience, safety and comfort. This general policy usually has been
Interpreted to mean that travelers are entitled to accommodations designated
"first-class," although section 1.1 of these regulations provides a traveler should
use "the same care in incurring expenses that a prudent person would exercise
if traveling on personal business." In recent years, however, the Scheduled Air
Carriers have placed in service between many principal points throughout the
world accommodations which are designated as "air coach," "tourist," etc., which
meet reasonable requirements, and which are much less costly than accommo-
dations designated as "first-class." Such accommodations are being used by
about half of all travelers on commercial airlines. It is the policy of the Gov-
ernment to encourage Government travelers to use these less costly air accom-
modations when they will meet reasonable requirements. Agencies may, but are
not required to, specify on travel authorizations that air accommodations less
costly than those designated "first-class" shall be used. It is recognized, how-
ever, that officials responsible for approving travel authorizations may be unable
to anticipate circumstances which may arise while a person is traveling and
which may determine the feasibility of using less costly accommodations. In
such instances, travel authorizations may provide for use of accommodations
designated "first-class" but the traveler should consider such authorization as
the maximum accommodations authorized and the traveler is responsible for
using less cply accommodations which meet his essential requirements for meet-
ing appointments and connections with other scheduled transportation, speed,
? comfort, safety, or similar factors. Travelers are urged especially to use less
costly accommodations rather than accommodations designated "first-class" (i)
when both types of accommodations are available in different sections of the
same plane, and (ii) for flights of relatively short duration (five hours or less).
If accommodations designated "first-class" have been authorized, the traveler
shall be considered the sole judge in deciding the extent to which less costly
accommodations shall be used. For audit purposes, in such instances, the trav-
eler's judgment shall be considered conclusive.
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(2) Allowances for seating accommodations:
(a) The maximum authorized allowance for a traveler using the airlines
shall be one first-class seat unless the travel order specifies that air coach, air
tourist or similar accommodations be used or that more costly accommodations
may be used under the circumstances described in subsection 3.6c (3), 3.6d, and
3.8 below. Where seating accommodations designated "first-class" are authorized
and more than one kind of service designated "first-class" is offered by carriers
at different prices, the maximum allowance shall be the cost of the less expensive
type of service. However, in such instances, the more costly type of service
designated "first-class" may be allowed upon certification by the traveler that the
less costly type was not available.
(b) As provided in section 3.8, extra-fare planes, including first class accom-
modations on jet planes regardless of whether a part of the fare is designated
as a surcharge, may be authorized or approved whenever their use is adminis-
tratively determined to be more advantageous to the Government. Accommoda-
tions not designated "first-class" on jet planes (with or without a surcharge) may
be used without specific authorization or approval where the total cost of the
transportation, including surcharge if any, is less than the lowest cost of accom-
modations designated "first-class" on propeller driven planes.
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(3) Sleeper-plane accommodations: One standard lower berth on airplanes
having sleeping accommodations may be authorized or approved when night
travel of 6 or more hours of elapsed time is involved, except that if a lower
berth is not available a superior accommodation may be allowed upon certifica-
tion as provided in subsection 3.6a (1) of these regulations. If a berth is author-
ized under these standards, the traveler may substitute seating accommodations
(including sleeper seats) on jet planes provided that the cost of such substitute
accommodations does not exceed the cost of the authorized sleeper accommo-
dations.
(4) Unused or over-sold reserved accommodations: Each agency shall assure
that space is cancelled as soon as the employee learns that space reserved will
not be used. Air carriers' tariffs governing most of the major scheduled air
carriers in the continental United States (excluding Alaska) specify circumstances
under which penalty charges are to be paid by the carriers when they fail to
furnish accommodations for confirmed reserved space. Each agency shall assure
that travelers are instructed to turn in to the agency any of these payments
received from the carriers.
d. Security factor. Regardless of the length of a journey and mode of travel,
the use of a compartment or such other accommodations as may be authorized
or approved by the head of the agency concerned, or by such subordinates as
he may designate, may be allowed where required for purposes of security.
e. Rates. When two or more common carriers furnishing the same mode of
travel charge different rates between the same points for the same type of accom-
modation, the facilities of the carrier charging the lower rate should be used
to the maximum extent possible unless such use (1) would conflict with section
901 of the Merchant Marine Act of 1936 (see section 12.11) or (2) would be inad-
visable for such reasons as these: (a) it would cause increases in per diem or
other costs, with the result that the Government would not gain by using the
lower-rate transportation; (b) the routing of the carrier charging the lower rate
would not meet the traveler's requirements to make official stops between the
points involved; or (c) only the use of the carrier charging the higher rate will
permit the traveler to carry out his assigned mission adequately, efficiently, and
without undue hardship or inconvenience resulting from such factors as longer
total travel time or additional transfers between terminals, trains, boats, or
planes. No formal determination or documentation with respect to individual
trips shall be required under this subsection.
3.7 Unused accommodations. When a traveler finds he will not use accom-
modations which have been reserved for him, he must release them within the
time limits specified by the carriers. Likewise, where transportation service
furnished is inferior to that called for by a ticket or where a journey is termi-
nated short of the destination specified on the transportation request, the trav-
eler must report such facts to the proper official in the manner prescribed by
the department or establishment concerned. Failure of travelers to take such
action may subject them to liability for any resulting losses.
3.8 Extra-fare planes and trains. Travel by extra-fare planes or trains (in-
cluding first-class service on jet planes regardless of whether a part of the fare
is designated as a surcharge) may be authorized or approved whenever their use
Is administratively determined to be more advantageous to the Government.
Extra-fare planes (including less than first-class service on jet planes regardless
of whether a part of the fare is designated as a surcharge) may be used when
the travel is in sections designated "air coach," "tourist" or similar title and the
total cost including the surcharge, if any, is less than the cost of accommodations
which are designated "first class" on other types of planes.
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3.9 Special tickets. Through fares, special fares, commutation fares, excur-
sion, and reduced-rate round-trip fares should be utilized for official travel when
it can be determined prior to the start of a trip that any such type of service
is practical and economical to the Government. Round-trip tickets should be
secured only when, on the basis of the journey, as planned, it is known or can be
reasonably anticipated that such tickets will be utilized. (See secs. 3.2, 6.10.)
3.10 Use of American airplanes.
a. The term "American airplane," as used in this subsection, means an air-
plane registered under the laws of the United States but excluding those operat-
ing under certificates or permits held by foreign airlines.
b. As a general rule, employees shall use American airplanes where travel is
performed by commercial air transportation between the United States and a
foreign country or between foreign countries. The class of accommodations will
be determined as provided in section 3.6c. (See Transmittal Memorandum No.
15 to Circular No. A-7, dated May 16, 1960.) However, the use of a foreign airplane
may be authorized or approved in any of the following situations:
(1) Where a flight by an American airline is not scheduled to arrive in time
for the conduct of official business.
(2) Where a flight by an American airplane is scheduled but does not have
accommodations available when reservations are sought.
(3) Where the departure time, routing, or other features of an American
airplane flight would interfere with or prevent the satisfactory performance of
official business.
(4) Where a scheduled flight by an American airplane is delayed because
of weather, mechanical or other conditions to such an extent that use of a
foreign airplane is in the Government's interest.
(5) Where the class of accommodations determined under section 3.6c is
available on both an American and a foreign airplane, but the use of the Ameri-
can airplane will result in higher total cost to the Government due to additional
per diem or other expenses.
(6) Where the class of accommodations determined under section 3.6c is
available only on a foreign airplane and the cost of transportation and related
per diem is less than the cost of available accommodations of another class on
an American airplane and related per diem.
(7) Where payment for transportation can be made in currencies of the
following countries: Burma, India, Israel, Pakistan, Poland, United Arab Re-
public (Egypt), and Yugoslavia.
c. Where the use of foreign airplane is authorized or approved under b, above,
the reason therefor is to be entered on, or attached to, the travel order or other
authorizing document, or travel voucher.
? Effective with travel which is authorized on or after May 15, 1961.
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* 3.10 Use of American airplanes.
a. The term "American airplane," as used in this subsection, means an air-
plane registered under the laws of the United States but excluding those operat-
ing under certificates or permits held by foreign airlines.
b. As a general rule, employees shall use American airplanes where travel is
performed by commercial air transportation between the United States and a
foreign country or between foreign countries. The class of accommodations will
be determined as provided in section 3.6c. (See Transmittal Memorandum No.
15 to Circular No. A-7, dated May 16, 1960.) However, the use of a foreign airplane
may be authorized or approved in any of the following situations:
(1) Where a flight by an American airline is not scheduled to arrive in time
for the conduct of official business.
(2) Where a flight by an American airplane is scheduled but does not have
accommodations available when reservations are sought.
(3) Where the departure time, routing, or other features of an American
airplane flight would interfere with or prevent the satisfactory performance of
official business.
(4) Where a scheduled flight by an American airplane is delayed because
of weather, mechanical or other conditions to such an extent that use of a
foreign airplane is in the Government's interest.
(5) Where the class of accommodations determined under section 3.6c is
available on both an American and a foreign airplane, but the use of the Ameri-
can airplane will result in higher total cost to the Government due to additional
per diem or other expenses.
(6) Where the class of accommodations determined under section 3.6c is
available only on a foreign airplane and the cost of transportation and related
per diem is less than the cost of available accommodations of another class on
an American airplane and related per diem.
(7) Where payment for transportation can be made in currencies of the
following countries: Burma, India, Israel, Pakistan, Poland, United Arab Re-
puhlic (Egypt), and Yugoslavia.
c. Where the use of foreign airplane is authorized or approved under b, above,
the reason therefor is to be entered on, or attached to, the travel order or other
authorizing document, or travel voucher.
*Effective with travel which is authorized on or after May 15, 1961.
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Section 4. PROCUREMENT OF COMMON CARRIER TRANSPORTATION
4.1 Transportation request forms.
a. Applicable regulations. Standard forms of United States Government
requests for official transportation are prescribed by the Comptroller General
of the United States in General Regulations No. 123.
b. Use. Transportation request forms are to be used only for official travel.
Where for personal reasons a traveler uses an indirect route or accommodations
superior to those authorized, he should pay cash for the excess amounts including
the applicable share of the Federal transportation tax.
e. Lost or stolen transportation requests. When a transportation request
form in the possession of a traveler is lost or stolen, an immediate report is to
be made to the proper official in the manner prescribed by the department or
establishment concerned. If a traveler, subsequent to submitting a report, re-
covers the form, it shall not be used, but shall be transmitted to the proper
official. A traveler may be held liable for any expenditure of the Government
caused through negligence on his part in safeguarding transportation request
forms.
4.2 Cash payment. Departments and establishments may require by regula-
tion that travelers pay cash for official passenger transportation in amounts of
$15 or less, plus Federal transportation tax. Cash payments should ordinarily
be made when the amounts involved are $1 or less, plus Federal transportation
tax. Receipts for such cash payments will not be required.
Section 5. BAGGAGE
5.1 Definition. The term "baggage" as used in these regulations means
Government property and personal property of the traveler necessary for the
purposes of the official travel.
5.2 Excess baggage. Baggage in excess of the weight or of size greater than
carried free by transportation companies will be classed as excess baggage. Where
air-coach or air-tourist accommodations are used, transportation of baggage up
to the weight carried free on first-class service is authorized without charge to
the traveler; otherwise excess baggage charges will be allowed when authorized
or approved. If the authorization for excess baggage is not included on the
transportation request, the traveler's claim for reimbursement should be included
on the travel voucher. (See sec. 11.1a.)
5.3 Stoppage in transit. Care should be taken to stop baggage that has been
checked on a ticket beyond the point where the traveler leaves the train. If
baggage cannot be intercepted or transferred and is carried through to original
destination on unused portion of ticket, full explanation of the facts should be
made to the administrative office at the time of transmitting unused ticket for
redemption. Failure to observe this rule will result in any excess cost to the
Government being charged to the employee.
5.4 Transfer of baggage. Necessary charges for the transfer of baggage will
be allowed.
5.5 Storage of baggage. Charges for the storage of baggage will be allowed
when it is shown that such storage was solely on account of official business.
5.6 Checking and handling of baggage. Charges for checking baggage will
be allowed. Charges or tips at transportation terminals will be allowed for
handling Government property carried by the traveler.
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Section 6. SUBSISTENCE EXPENSES
6.1 Per diem allowance. The per diem in lieu of subsistence expenses includes
all charges for meals, lodging, personal use of room during daytime, baths, all
fees and tips to waiters, porters, baggagemen, bellboys, hotel maids, dining room
stewards and others on vessels, hotel servants in foreign countries, telegrams and
telephone calls reserving hotel accommodations, laundry, cleaning and pressing
of clothing, fans and fires in rooms, transportation between places of lodging
or business and places where meals are taken, except as otherwise provided in
section 3.1c. The term "lodging" does not include accommodations on airplanes,
trains, or steamers, and these expenses are not subsistence expenses. (See sec.
6.7.)
6.2 Rates of per diem. a. The per diem allowances provided in these regu-
lations represent the maximum allowable, not the minimum. It is the responsi-
bility of each department and establishment to see that travel orders authorize
only such per diem allowances as are justified by the circumstances affecting the
travel. To this end, care should be exercised to prevent the fixing of a per diem
allowance in excess of that required to meet the necessary authorized expenses.
b. A per diem allowance, in lieu of actual subsistence expenses, for travel on
official business may be authorized or approved within the following maximums:
(1) For travel within the limits of the continental United States, at a rate
not in excess of $16. As used in these regulations, the term "continental United
States" means the area of the former 48 States and the District of Columbia.
(2) For travel at a locality within Alaska, Hawaii, the Commonwealth of
Puerto Rico, the Canal Zone, or the territories or possessions of the United States,
at a rate not in excess of the rate prescribed by the Director, Bureau of the Budget,
In Appendix I, Revised, of these regulations.
(3) For travel at a locality within a foreign area (including the Trust Ter-
ritory of the Pacific Islands), at a rate not in excess of the rate prescribed by the
Secretary of State and published in the Standardized Regulations (Government
Civilians, Foreign Areas) .
c. For travel on official business beyond the limits of the continental United
States by airplane, train, or boat (regardless of whether commercially or Gov-
ernment-owned), whether en route between the continental United States and
a locality beyond or between such localities, including stop-overs of less than
6 hours the maximum per diem that may be authorized or approved (except
for the proviso in section 6.11) is as follows:
(1) When the traveler departs from a duty point in the continental United
States or in a locality beyond the limits of the continental United States and
returns during the same calendar day to a duty point within the continental
United States or the locality, respectively, the maximum per diem rate allowable
for the trip shall be that of the duty point at which the trip began.
(2) For trips other than those described in (1), the maximum per diem rate
allowable between duty points shall be that of the destination duty point when
the travel time between a duty point in the continental United States and a duty
point in a locality beyond the limits of the continental United States or between
a duty point in one such locality and a duty point in another is less than 6 hours.
(3) When, in instances described in (2), the travel time between the duty
points is 6 hours or more, the per diem rate applicable outside the continental
United States shall be $6: Provided, That (a) for boat travel of more than 9 suc-
cessive days, in addition to the fractional days of embarkation and debarkation,
the per diem rate for the succeeding calendar days and for the fractional day of
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debarkation shall be $2, and (b) when either of such rates prescribed in this sub-
paragraph (3) is not commensurate with a traveler's subsistence expenses, a dif-
ferent rate may be authorized or approved in an amount not in excess of the
maximum rate applicable to the destination duty point or, with respect to boat
travel, not in excess of $9. Gratuities to Government employees will not be
allowed. When travel described in this subparagraph (3) begins or ends at a
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duty point in the continental United States, the maximum per diem rate allowable
for the portion of the travel between the duty point and the place of exit or entry
shall be the maximum per diem rate applicable within the continental United
States.
(4) When suitable lodging is not available at place of temporary duty in a
locality beyond the limits of the continental United States and the employee is
required to obtain lodging at a place in a different locality, the maximum applica-
ble per diem rate shall be that of the locality in which the lodging is obtained.
(5) As used in this subsection c, the term "duty point" means the official
station, other place at which official travel begins or ends, or place of temporary
duty.
d. In any case where the employee's tour of travel requires more than two
months' stay at a temporary duty station, consideration should be given to either
change in official station or a reduction in the per diem allowance.
e. Per diem allowance for travel by means of a privately owned trailer may
be authorized or approved.
6.3 Leave of absence. Except as stated belOw, if the time that leave of ab-
sence begins or terminates is within the traveler's prescribed hours of duty, per
diem in lieu of subsistence expenses will terminate at the beginning of the next
quarter day, or begin with the quarter day during which the leave of absence
terminates. ? If leave of absence does not begin or terminate within the traveler's
prescribed hours of duty, the traveler will be entitled to per diem in lieu of sub-
sistence expenses until midnight of the last day preceding the leave of absence
and from 12:01 a.m. of the day following the leave of absence. A traveler will
be considered to be in subsistence status on nonworkdays unless he returns to
his official station or place of abode from which he commutes daily to his official
station, or unless such nonworkday is immediately preceded and followed by leave
of absence: Provided, That per diem in lieu of subsistence may not be paid for
more than two nonworkdays where the leave of absence is immediately preceded
and followed by nonworkday(s). Fractional leave of absence wholly within a
day, where for half of the prescribed working hours or less, will be disregarded
for subsistence purposes; where it exceeds half of the prescribed working hours
no subsistence will be allowed. (See secs. 1.4, 6.9a, 6.10, 7.6, 8.3, 12.6.)
,6.4 Return to official station. At the discretion of the administrative officials
a traveler may be required to return to his official station for nonworkdays. In
cases of voluntary return of a traveler for nonworkdays to his official station, or
his place of abode from which he commutes daily to his official station, the
maximum reimbursement allowable for the round trip transportation and per
diem en route shall be the travel expense which would have been allowable had
the traveler remained at his temporary duty station.
6.5 Illness or injury. a. Whenever a traveler takes leave of absence of any
kind because of being incapacitated due to his illness or injury, not due to his
own misconduct, the prescribed per diem in lieu of subsistence, if any, shall be
continued for periods not to exceed 14 calendar days (including fractional clays)
in any one period of absence unless, under the circumstances in a particular
case, a longer period is approved. No additional evidence of the illness or injury
need be submitted with the travel voucher but the type of leave and duration
thereof must be shown on the voucher. The evidence filed with the agency con-
cerned, as required by that agency under the annual and sick leave regulations
of the United States Civil Service Commission will suffice. Refund of the per
diem allowance shall be required from the empleyee in any case where he receives
hospitalization under any Federal statute or receives reimbursement under such
statute for hospital expenses paid by him.
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SGTR 6.6
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b. Transportation expenses to employee's designated post of duty and per
diem en route shall be allowed whenever the employee becomes incapacitated due
to illness or injury, not due to his own misconduct, while en route to or while
at temporary duty station prior to completion of temporary duty assignment
when authorized or approved.
6.6 International dateline. In computing per diem in cases where the traveler
crosses the international dateline (one hundred and eightieth meridian), actual
elapsed time shall be used rather than calendar days.
6.7 Deduction from allowance. Where meals and/or lodging are furnished
without charge or at a nominal cost by a Federal Government agency at a tem-
porary duty station, an appropriate deduction shall be made from the authorized
per diem rate.
6.8 No allowance at permanent duty station. Per diem in lieu of subsistence
will not be allowed an employee either at his permanent duty station or at his
place of abode from which he commutes daily to his official station.
6.9 Time of departure and arrival. a. The date and hour of departure from,
and arrival at, the official station or other place where official travel begins and
ends, and points at which temporary duty is performed, must be shown on the
travel voucher when such arrival or departure affects the per diem allowance or
other travel expenses. Other points visited should be shown on the voucher;
time of arrival and departure need not be shown. For an absence of more than
24 hours, standard time will be used even though daylight-saving time is in effect
at the place where official travel begins and ends. For an absence of 24 hours
or less, the local time in effect at the place where official travel begins and ends
will be used. If both types of absence occur during the same voucher period,
standard time will be used for the items involving travel of more than 24 hours;
standard time may also be used for the items appearing on the same voucher
involving travel for 24 hours or less. However, the conversion from daylight-
saving time to standard time shall neither increase nor decrease the amount of
per diem to which the traveler is otherwise entitled. (See sections 1.4, 6.9c, 6.12,
12.2e, 12.6.)
b. If duty at a particular place within the traveler's itinerary is prolonged
beyond a period Of 30 days, travel vouchers submitted before return should also
state the approximate period' to be covered by his duty assignment at such place,
or the approximate date of return to official headquarters, or both, as well as any
other pertinent facts which will tend to show that his duty at such place is of a
temporary nature.
c. Generally for computing per diem allowances official travel begins when
the train, airplane, boat, or other conveyance is scheduled to depart from its
depot, airport, or dock and ends when the train, airplane, boat, or other con-
veyance actually arrives at its depot, airport,' or dock at the conclusion of a trip.
However, the following exceptions are authorized:
(1) When a traveler uses an automobile or other nonscheduled means of
transportation between his office, home, or other point of departure and a depot,
airport, or dock located more than fifty miles distant (determined by usually
traveled motor route), official travel for computing per diem allowances begins
when the employee actually leaves his home, office, or other point of departure
and ends when he returns from such depot, airport, or dock to his home, office,
or other point at the conclusion of his trip.
(2) When a traveler uses an automobile or' other nonscheduled means of
transportation between his office, home, or other point of departure and a tern-
porary duty station, official travel begins at the time the traveler leaves his home,
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SGTR 6.10
office, or other point of departure and ends when the traveler returns to his
home, office, or other point by automobile or other nonscheduled conveyance at
the conclusion of his trip. However, when the time of departure is within thirty
minutes prior to the end of a quarter day, or the time of return is within thirty
minutes after the beginning of a quarter day, per diem for either such quarter
day shall not be allowed in the absence of a statement with the travel voucher
explaining the official necessity for the time of departure or return.
6.10 Indirect-route or interrupted travel. Where for traveler's personal con-
venience or through the taking of leave there is interruption of travel or devia-
tion from the direct route, the per diem in lieu of subsistence allowed will not
exceed that which would have been incurred on uninterrupted travel by a usually
traveled route. (See secs. 3.2, 3.3, 6.3, 12.6.)
6.11 Day defined. In computing the per diem in lieu of subsistence for con-
tinuous travel of more than 24 hours, the calendar day (midnight to midnight)
will be the unit, and for fractional parts of a day at the commencement or
ending of such continuous travel, constituting a travel period, one-fourth
of the rate for a calendar day will be allowed for each period of 6 hours or frac-
tion thereof. When change in per diem rate is made during a day, the rate of per
diem in effect at the beginning of the quarter in which the change occurs shall
continue to the end of such quarter. For continuous travel of 24 hours or less,
the travel period will be regarded as commencing with the beginning of the
travel and ending with its completion, and for each 6-hour portion of the period,
or fraction of such portion, one-fourth of the per diem rate for a calendar day
will be allowed: Provided, That no per diem will be allowed when the travel period
is 10 hours or less during the same calendar day, except when the travel period
is 6 hours or more and begins before 6:00 a.m. or terminates after 8:00 p.m. (See
sections 6.9a and c.)
6.12 Allowance of actual subsistence expenses.
a. Applicability: The provisions of this section apply to civilian officers and
employees traveling under the Travel Expense Act of 1949, as amended, and to
persons traveling under section 5 of the Administrative Expenses Act of 1946,
as amended.
b. Authorization and approval.
(1) Authorization or approval shall be limited to specific travel assignments
where due to the unusual circumstances of the assignment the maximum per diem
allowance would be much less than the amount required to meet the necessary
subsistence expenses of a traveler. (See sec. 6.1.) The amount of reimbursement
which may be authorized or approved for each calendar day, or fraction of a day,
is limited by statute. The maximum amount is (a) for travel within the con-
tinental United States, $30 and (b) for travel elsewhere, the sum of the maximum
per diem allowance officially authorized for the locality in which the travel is
performed plus $10. (See sec. 6.2b.)
(2) Heads of departments and establishments, as defined in the Travel Ex-
pense Act of 1949 shall, in accordance with the provisions of this section, prescribe
conditions under which reimbursement may be authorized or approved for the
actual and necessary subsistence expenses of a traveler. Such conditions shall re-
strict travel on an actual subsistence expense basis to those travel assignments
where necessary subsistence costs are unusually high. They should not permit the
use of the actual subsistence expense basis where necessary subsistence expenses
may exceed the statutory maximum per diem allowance by a small amount. Be-
cause hotel accommodations constitute the major part of necessary subsistence
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SGTR 6.12c
expenses, travel on an actual subsistence expense basis might appropriately be
authorized or approved for travel assignments which otherwise meet conditions
prescribed by the head of the department or establishment where the traveler has
no alternative but to incur hotel costs which would absorb all or practically all
of the statutory maximum per diem allowance.
(3) Heads of departments and establishments may delegate, with provision
for limited redelegation, authority to authorize or approve travel on an actual
subsistence expense basis. Such delegation or redelegation should be held to as
high an administrative level as practicable in order to insure adequate considera-
tion and review of the circumstances surrounding the need for travel on the
actual subsistence expense basis.
(4) The amount per calendar day authorized for a specific travel assignment
shall be stated in the travel authorization. However, if the actual subsistence
expenses are less than the amount authorized, the traveler shall be reimbursed
only for the actual subsistence expenses. If travel is performed (a) without prior
authorization or is authorized on a per diem basis, and (b) otherwise conforms
to this section, the necessary subsistence expenses incurred may be approved
within the statutory maximum allowable.
c. Administrative arrangements. Heads of departments and establishments
shall establish necessary administrative arrangements for an appropriate review
of (1) the justification for travel on the actual expense basis, and (2) the sub-
sistence expenses claimed by a traveler in order to determine that they are proper
subsistence expenses and were necessarily incurred in connection with the spe-
cific travel assignment. Departments and agencies are cautioned to see that
travel on an actual subsistence expense basis is administered in accordance with
the spirit and intent of the law and to take such steps as are necessary to prevent
abuses.
d. Leave of absence.
(1) Except as stated below, if the time that leave of absence begins or termi-
nates is within the traveler's prescribed hours of duty, subsistence allowance will
terminate or begin at such time. If leave of absence does not begin or terminate
within the traveler's prescribed hours of duty, the traveler will be regarded as
being in subsistence status until midnight of the last day preceding the leave of
absence and from 12:01 a.m. of the day following the leave of absence: Provided,
That if after such leave of absence the traveler returns to a duty status at the
same or ?"different temporary duty station, lodging will be allowed only for the
night preceding his first day's leave wf absence or the night preceding his return
to duty status.
(2) Where for the traveler's personal convenience or through the taking of
leave there is interruption of travel or deviation from the direct route, the sub-
sistence allowed will not exceed that which would have been incurred on uninter-
rupted travel by a usually traveled route. (See secs. 3.2, 3.3, 12.6.)
(3) A traveler will be considered to be in subsistence status on nonworkdays
unless (a) he returns to his official station or place of abode from which he com-
mutes daily to his official station, (b) a nonworkday is immediately preceded
and followed by leave of absence, or (c) one or more nonworkdays immediately
precede and follow a period of absence.
(4) Fractional leave of absence wholly within a day, where for half of the
prescribed working hours or less, will be disregarded for subsistence purposes;
where it exceeds half of the prescribed working hours, no subsistence will be
allowed.
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(5) The provisions of section 6.5 applicable to per diem in lieu of subsistence
shall also apply to the allowance of subsistence expenses.
e. Return to official station for nonworkdays. At the discretion of the ad-
ministrative officials a traveler may be required to return to his official station
for nonworkdays. In cases of voluntary return of a traveler for nonworkdays
to his official station or his place of abode from which he commutes daily to his
official station, the maximum reimbursement allowable for the round trip trans-
portation and actual subsistence en route shall be the necessary subsistence
expense which would have been allowable had the traveler remained at his tem-
porary duty station.
f. Itemization of, and receipt for, expenses. Actual and necessary subsistence
expenses incurred on a travel assignment for which reimbursement is claimed by
a traveler must be itemized in a manner prescribed by the heads of departments
and establishments which will permit at least a review of the amounts spent daily
for (1) lodging, (2) meals, and (3) all other items of subsistence expenses. Re-
ceipts shall be required at least for lodging.
Section 7. TELEGRAPH, CABLE, AND RADIO SERVICE
7.1 Authorized for official business. Teletype, telegraph, cable, and radio
service may be used on official business when such expeditious means of com-
munication is essential. Government-owned facilities should be used, if prac-
ticable. If not available, the cheapest practicable class of commercial service
should be used.
7.2 Discretion in use. The time required to transmit and deliver telegrams,
cablegrams, and radiograms, the difference in time between points, and the prob-
able closing time of offices should be considered in determining the method of
communication.
'7.3 Form of messages. Care should be exercised in preparing messages to
omit words, figures, and punctuation unnecessary to the meaning of the message.
Initials and titles in the text and signature should be used only when needed for
identification. Numbers and dates in the text of telegrams, cablegrams, and
radiograms should be expressed in figures, except where impracticable in code
messages. Every message should show the place and date of transmission.
7.4 Supporting statement. Charges for ' official telegrams, cablegrams, or
radiograms on official business will be allowed provided a statement is furnished
showing the points between which service was rendered, the date, the amount
paid for each such telegram, cablegram, or radiogram, and that they were on
official business.
7.5 Reservation of accommodations. Charges for telegrams reserving air-
plane, sleeping-car, or steamer accommodations are transportation expenses and
may be allowed when supported by a satisfactory explanation showing the neces-
sity therefor.
7.6 Personal messages. Telegrams, cablegrams, and radiograms applying for
leave of absence or extension thereof or of inquiry as to, or as to payment of
salary or expense vouchers, and answers thereto, or those containing any matter
of a purely personal nature, must not be sent at Government expense. The mere
fact that the senders in the communications to which there were responses were
addressed by their official titles does not transform telegrams on strictly private
business into official telegrams.
7.7 Payment of charges. Official telegrams, cablegrams, and radiograms
sent to Government offices having authorized charge accounts should be sent
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"Official Business?Collect" unless otherwise directed by competent authority.
All others should be prepaid.
7.8 Prepayment demanded. When "collect" service is refused, payment of
the amount demanded should be made and the circumstances with a receipted
copy of the message should be reported immediately to the administrative official.
7.9 Messages to be coded. When practicable, cablegrams and radiograms
should be coded in conformity with a departmental or standard code.
7.10 Words chargeable. All messages shall be subject in all respects to the
prevailing commercial count of chargeable words.
7.11 Fractional charges. In cases where the charge for a Government mes-
sage, determined as herein provided, shall include a fraction of a cent, such
fraction, if less than one-half, is to be disregarded; if one-half or more, it is to
be counted as 1 cent.
'7.12 Priority of official messages. All Government communications shall
have priority over all other business, except radio communications or signals,
:which are given absolute priority under the Communications Act of 1934, as
amended, and shall be subject to the prevailing ? classifications, practices, and
regulations applicable to the corresponding commercial communications. All
officers of the United States sending such telegrams, should endorse thereon the
words "official business" and should report to the Federal Communications Com-
mission any failure to transmit them in such priority and any charge made in
excess of the rate above prescribed.
Section 8. TELEPHONE SERVICE
8.1 Official local calls. Charges for local telephone calls on official business
will be allowed. The travel voucher shall show the number of such calls, rate
per call, total amount expended each day, and that the calls were on official
business.
8.2 Official long-distance calls. Charges for long-distance telephone calls on
official business will be allowed, provided a statement is furnished showing the
points between which service was rendered, the date, the amount paid on each
call, and that the calls were on official business. When the public interest so re-
quires'the points between which the service was rendered need not be stated in
the travel voucher, but may be stated in confidence to the administrative official.
8.3 Personal calls. Telephone calls applying for leave of absence or extension
thereof or inquiry as to, or as to payment of salary or expense vouchers, and
answers thereto, or those as to any matter of a purely personal nature, must not
be made at Government expense, and charges therefor will not be allowed.
Section 9. EXPRESS AND FREIGHT
9.1 Government bills of lading. Shipments by express or freight of Govern-
ment property not classed as baggage and not admissible to the mails should be
made on Government bills of lading, if practicable. (See sec. 5.1.)
9.2 Payment of charges. Charges on shipments made on Government bills
of lading must not be paid by the traveler. (See sec. 9.4.)
9.3 Freight service to be used. Shipments must not be made by express when
ordinary freight service will answer the official needs, due consideration being
given to the probable cost of collecting or delivering the shipment and the time
required for transmission.
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9.4 Prepayment demanded. When acceptance of shipments on Government
bills of lading is refused, payment of the amount demanded should be made, and
the circumstances, with a receipt, should be reported immediately to the admin-
istrative official of the department or independent establishment.
9.5 Receipts for cash payments. When Government bills of lading are re-
fused or not used and cash payment is demanded, the carrier's receipt showing
the original point of shipment, destination, number of packages, contents and
separate weight of each package, rate and amount of charges paid, will be ac-
cepted in support of charge.
Section 10. MISCELLANEOUS EXPENSES
10.1 Definition. Charges for necessary stenographic or typewriting services
or rental of typewriting machines in connection with the preparation of reports
or correspondence, clerical assistance, services of guides, interpreters, packers,
drivers of vehicles, storage of property used on official business will be allowed
when authorized or approved.
Note: Neither payment nor reimbursement will be allowed under any agree-
ment made by the traveler with an officer or employee of the Government for
personal services.
10.2 Hire of room for official use. When necessary to engage a room at a
hotel or other place in order to transact official business, a separate charge
therefor will be allowed when authorized or approved. (See sec. 11.1h.)
10.3 Method of payment. Where cash payment is made for such services
reimbursement for the charges actually made may be allowed provided the
voucher shows the quantity, unit, and unit price. (See sec. 11.) If cash payment
is not made the account should be approved by the traveler, certified by the
payee, and forwarded to the administrative official for approval and payment
to be made direct to the person who rendered the service. The account must
show the dates of service, quantity, unit, and unit price, and such other partic-
ulars as may be needed for a clear understanding of the charge. If Govern-
ment vouchet form is not used, care should be taken that each account is sub-
mitted in duplicate, the Original of which shall bear the approval of the traveler
and the following certificate by the payee: "I certify that the foregoing account
is correct and just and that payment therefor has not been received."
10.4 Fees relating to travel outside the limits of the continental United States.
The following items may be authorized or approved:
a. Commissions for conversion of currency in foreign countries. (See secs.
12.9, 12.10.)
b. Charges covering exchange fees for cashing United States Government
checks or drafts issued in reimbursement of expenses incurred for travel in for-
eign countries. (See sec. 12.10.) Exchange fees incurred in cashing checks
or drafts issued in payment of salary will not be allowed in travel expense
accounts.
c. Costs of Travelers Checks purchased in connection with travel outside
the limits of the continental United States.
d. Fees in connection with the issuance of passports, visa fees, costs of photo-
graphs for passports and visas, costs of certificates of birth, health, and identity
and of affidavits, and charges for inoculation which cannot be obtained through
a Federal dispensary.
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10.5 Other expenses. Miscellaneous expenditures, not enumerated herein,
when necessarily incurred by the traveler in connection with the transaction of
official business, will be allowed when approved.
Section 11. RECEIPTS
11.1 Receipts required. Receipts for allowable -cash expenditures in amounts
in excess of $15, plus any applicable tax, when practicable to obtain them, will be
required for:
a. Baggage, excess. The receipt should indicate the weight of the baggage
and the points between which the baggage was moved. (See sec. 5.2.)
b. Baggage, transfer and checking charges. (See secs. 5.4, 5.6.)
c. Clerical assistance. (See secs. 10.1, 10.3.)
d. Fees relating to travel outside the continental United States. (See secs.
10.4, 12.9, 12.10.)
e. Hire of special conveyance such as livery, boat, automobile (not taxicabs
locally), aircraft, etc. (See sec. 3.4.) ' Livery and other special transportation
receipts must describe the service hired, the service rendered, and the rate of
compensation by the day, hour, or other unit, as may have been agreed. If the
subsistence of driver or team is included in the cost, that fact must be stated.
A receipted bill or other form of receipt will be accepted, provided it is made out
to show the period and service rendered, or articles purchased, and the unit price.
f. Miscellaneous expenses allowable under section 10.5.
g. Operating expenses of a privately owned conveyance, such as gasoline, oil,
garage and hangar rent, feeding and stabling of horses. (See sec. 3.5a.)
h. Rental of rooms for official business. (See secs. 10.2, 10.3.)
i. Rental of typewriters. (See secs. 10.1, 10.3.)
j. Services, personal, such as guides, interpreters, packers, and drivers of
vehicles. (See secs. 10.1, 10.3.)
k. Services, stenographic and typewriting. (See secs. 10.1, 10.3.)
1. Shipments, freight, or express, regardless of amount. (See sec. 9.)
in. Steamer chairs, steamer cushions, and steamer rugs. (See sec. 3.1a.)
n. Storage of baggage or property. (See secs. 5.1, 5.5, 10.1, 10.3.)
o. Telegrams, cablegrams, radiograms. (See sec. 7.)
p. Telephone messages, long distance, except that where a coin box telephone
Is used and it is so stated in the travel voucher, a receipt will not be required.
(See sec. 8.2.)
q. Copies of records, etc., furnished by State officials (clerks of courts, etc.).
(See secs. 10.3, 10.5.)
11.2 General instructions. If it is impracticable to furnish receipts in any
case as above required, the failure to do so must be fully explained in the travel
voucher. Mere inconvenience in the matter of taking receipts will not be con-
sidered. In no case shall a receipt be taken in duplicate, except as provided in
section 3.5a.
11.3 Waiver. When the dutics of the traveler are of a confidential nature
and the public interest sc requires, tile requirements for ret:etpts may be waived
by the appropriate adrn,:-,s':rativr,
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Section 12. TRAVEL VOUCHERS
12.1 Memorandum of expenditures. All persons authorized to travel on busi-
ness for the Government (see certificate on travel voucher form) should keep a
memorandum of expenditures properly chargeable to the Government, noting
each item at the time the expense is incurred, together with the date, and the
Information thus accumulated will be available for the proper preparation of
travel vouchers.
12.2 Travel voucher form. a. All claims for the reimbursement of traveling
?expenses shall be submitted on authorized reimbursement forms and must be
itemized and stated in accordance with these regulations unless, for special
reasons, compliance with certain provisions has been waived or modified by
written determination of the Director of the Bureau of the Budget.
b. Every travel voucher must be supported where practicable by a copy of
the travel authorization, or, if travel authorization has been filed or attached
to previous voucher, proper reference thereto should be made. (See sec. 2.1.)
c. Every travel voucher must show in the space provided for such informa-
tion on the voucher form the serial numbers of the transportation requests
issued, giving dates of travel, the points of departure and destination, name of
transportation company, and the value of the transportation secured.
d. Travel vouchers must be supported by receipts as required by section 11
of these regulations.
e. When special conveyance or a privately owned conveyance is used, the
travel voucher must show the dates and points of travel, and kind of conveyance
used. If the distance traveled between any given points is greater than the usual
route between these points, the reason for the greater distance should be shown.
When travel is authorized by a privately owned conveyance on an actual expense
basis, a statement shall also be furnished showing the make of the automobile
used, as well as the quantity of gasoline and oil consumed and places between
which the travel was performed, and the distance, unit price per gallon or quart
paid, and whether all gasoline, oil, garage rent, feed and stabling of horse, and
bridge, ferry, or other toll, for which claim is made, was used or occasioned by
official travel.'
12.3 Rendition of accounts. Unless otherwise required by law, accounts in
duplicate should be rendered currently as prescribed by departments and estab-
lishments; the original voucher only being signed, and should be prepared by
typewriter with carbon duplicate whenever practicable. When vouchers are pre-
pared with ink, only ink of a permanent nature should be used.
12.4 Itemization of accounts. a. Items in travel vouchers must appear in
chronological order and all charges for the period covered must be included.
b. Itemization of subsistence expenses must not be made in the travel
voucher where a per diem is allowed under section 6.2, in lieu of subsistence
expenses under section 6.12. The exact period for which per diem is claimed
must be stated.
c. Items suspended from previous travel vouchers and reclaimed (see sec.
12.7) must be stated after all other items have been listed.
d. Receipts must be numbered consecutively, commencing with No. 1 for
each account.
e. When claim- is made for common carrier transportation obtained with
cash, the travel voucher must show the amount spent, including Federal trans-
portation tax, and the mode and class of transportation used.
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12.5 Erasures and alterations. Erasures and alterations in totals an travel
vouchers must be initialed by the traveler, and erasures and alterations in the
totals on receipts must be initialed by the person who signed the receipt.
12.6 Indirect-route travel. The travel voucher should set forth the details
of the expenses actually incurred, the hour of departure from post of duty, and
the hour of arrival at place of duty. (See secs. 1.4, 6.10, 6.12d.)
12.7 Suspension of charges. Items in travel vouchers not stated in accord-
ance with these regulations, or not properly supported by receipts when required,
will be suspended and the notification of such action will indicate the reasons
therefor. Such items as may be subsequently allowable should be included in a
subsequent regular or supplemental travel voucher. Full itemization will be
required for all suspended items which are reclaimed and charges must be sup-
ported by the original suspension notice or a copy thereof.
12.8 Payments to other employees. Reimbursement will not be allowed for
payments made to other Government employees for transportation expenses,
except in cases of necessity, which shall be satisfactorily explained. (See sec.
3.4d.)
12.9 Foreign currency. Persons traveling in foreign countries should report
their expenditures by items, in the money of the country in which made. The
total expenditure in foreign currency must be converted into United States
dollars at the rate or rates at which the foreign money was obtained. The rates
of conversion and the commissions charged must be shown. (See secs. 10.4a,
11.1d.)
12.10 Exchange fees. Charges for cashing United States Government checks
or drafts issued in reimbursement of expenses incurred for ' travel in foreign
countries will be allowed in subsequent vouchers. (See sec. 10.4b.)
12.11 Travel by American ships. Section 901 of the Merchant Marine Act
of 1936 (49 Stat. 2015), provides: "Any officer or employee of the United States
traveling on official business overseas or to or from any of the possessions of the
United States shall travel mad transport his personal effects on ships registered
under the laws of the United States where such ships are available unless the
necessity of his mission requires the use of a ship under a foreign flag: Provided,
That the Comptroller General of the United States shall not credit any allowance
for travel or shipping expenses incurred on a foreign ship in the absence of
satisfactory proof of the necessity therefor."
Section 13. TRAVEL ADVANCES
13.1 Advance of funds. a. The head of each department or establishment
or his designated representative may advance, through proper disbursing officers
to any person entitled to per diem or mileage allowances or subsistence expenses,
such sums as may be deemed advisable considering the character and probable
duration of . the travel to be performed. As a general rule, advances should be
held to a minimum and allowed only when it is indicated that an advance is
necessary. Normally, the sum advanced to any person shall not be in excess
of such amounts as deemed advisable considering the character and probable
duration of the travel to be performed. In determining the amount to be ad-
vanced consideration shall be given to the time which will elapse before the
receipt of periodic reimbursement vouchers.
b. Advances to travelers shall be chargeable to the appropriation or other
funds available for the payment of the traveler's expenses.
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13.2 Recovery of advances. a. It shall be the responsibility of the head of
each department or establishment, or his designee, to assure that the amount
previously advanced is deducted from the total expenses allowed or that it is
otherwise recovered. In cases where the traveler is in a continuous travel status,
or where periodic reimbursement vouchers are submitted on specific authoriza-
tions, the full amount of travel expenses allowed may be reimbursed to such
traveler without deduction of his advance until such time as the final voucher
is submitted. If the amount advanced is less than the amount of the voucher
on which the advance is deducted, the traveler shall be paid the net amount.
In the event the advance exceeds the reimbursable amount, the traveler shall
refund immediately such excess.
b. In the event of cancellation or indefinite postponement of authorized
travel the head of the department or establishment, or his designee, shall take
immediate steps to secure the refund of any advances that may have been made.
c. Outstanding advances which have not been fully recovered by deductions
from reimbursement vouchers or voluntary refunds by the traveler shall be re-
covered promptly by the head of the department or establishment, or his designee,
by "set-off of salary due, retirement, credit, or otherwise, from the person to
whom advanced, or his estate, by deduction from any amount due from the United
States, or by such other legal method of recovery as may be necessary." Salary
or other amounts due shall be resorted to ahead of the retirement credit. In
view of these protections which are specifically included in the act, travelers,
under normal circumstances, shall not be required to furnish bonds in order
to obtain travel advances. However, this does not preclude the requiring of bonds
or other security by departments and establishments where the interests of the
United States would not otherwise be fully protected.
13.3 Accounting for advances. The accounting for cash advances for travel
purposes, recovery, and reimbursements shall be in accordance with procedures
prescribed by the General Accounting Office.
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Attachment A
Circular No. A-7
Revised June 22, 1956
Transmittal Memorandum No. 18
STANDARDIZED GOVERNMENT TRAVEL REGULATIONS
Appendix I, Revised?Maximum Per Diem Rates in Lieu
of Subsistence for Travelers Beyond the Limits
of the Continental United States
NOte: These per diem rates apply to travel within a locality as specified below.
For rates applicable while travelers are en route by airplane, train, or boat to
or from, or between localities beyond the limits of the continental United States,
see section 6.2c of Standardized Government Travel Regulations effective August
1, 1956, as amended effective August 1, 1959.
The changes, identified by asterisks, are effective May 1, 1961.
Maximum
per diem
? Locality rates
Aden $16
*Afghanistan
*Kabul 16
Other 6
Alaska
Anchorage 21
Fairbanks 21
Juneau 21
Nome 21
Other ? 15
Albania 10
Algeria 15
American Samoa 11
Andorra (See "Other Localities")
Angola 13
Argentina 14
Australia
Melbourne 17
Sydney 17
Other 12
*Austria
Vienna 16
*Other 13
Bahamas
(Apr. 15-Dec. 14, incl.)
(Dec. 15-Apr. 14, incl.)
Bahrein Island
Basutoland (See "Other
Localities")
Bechuanaland (See "Other
Localities") -
Belgium
17
24
14
16
Locality
Bermuda
Bolivia
Bonin Islands (See "Other
Localities")
*Brazil
*Belem
*Brasilia
*Rio de Janeiro
*Sao Paulo
*Other
British Guiana
British Honduras
British Somaliland
(See "Other Localities")
Brunei
Bulgaria
Burma
Mandalay
Rangoon
Other
Cambodia
I Cameroun
Canada
Canary Islands
? Canton Island
*Central African Republic 1
Ceylon
Colombo
Other
*Chad, Republic of'
Chile
Santiago
Other
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Maximum
per diem
rates
$20
13
18
18
18
18
13
15
16
13
14
12
19
6
14
17
17
10
15
26
20
12
28
16
13
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Maximum
per diem
Locality rates
Maximum
per diem
Locality rates
China
Greenland (See "Other
Taipei
$16
Localities")
Other
11
Guam
$15
Colombia
16
Guatemala
16
Congo, Republic of 1
20
*Guinea
23
Congo, Republic of the 8
14
(See separate listing for
Haiti
Ruanda-Urundi)
Cap-Haitien
11
Costa Rica
15
Port-au-Prince
Cuba
(Apr. 16-Dec. 15 incl.)
13
Havana
17
(Dec. 16-Apr. 15 incl.)
16
Other
14
Other
8
*Cyprus '
12
Hawaii
16
Czechoslovakia
12
Honduras
14
Hong Kong
14
*Dahomey, Republic of 2
28
Hungary
7
Denmatk
*Dominican Republic
*Cuidad TrujilloIndia
(Apr. 16-Dec. 15 incl.)
(Dec. 16-Apr. 15 incl.)
Other
12
22
25Calcutta
11
'
Iceland
Bombay
'
' New Delhi
Other
13
13
15
13
9
Indonesia
8
Ecuador
*Iran
Guayaquil
18
Khorramshahr
15
Other
12
*Tehran
20
El Salvador
20
Other
11
Eritrea
13
Iraq
Estonia
16
Baghdad
18
Ethiopia
13
Other
15
Ireland
13
Israel
14
Fiji Islands
16
*Italy
Finland
20
*Florence
15
France
*Genoa
15
Alpes Maritimes Department
*Milan (including Vergiate
(including Nice)
15
and Gallarate)
18
Fontainebleau
'
15
*Naples
15
Marseilles
15
*Palermo
15
Seine Department (including
Paris)
Seine et Oise Department
Other
17
17
13
*Rome
*Trieste
*Turin
*Venice
18
15
13
15Other
French Guiana
13
12
French Somaliland
15
Ivory Coast 2
French West Indies
18
Abidjan
23
,
Other
13
Gabon, Republic of'
21
Iwo Jima (See "Other Localities")
Gambia (See "Other Localities")
*Germany
Japan
14
*Saarland
13
Jerusalem
14
*Other
13
Jordan
10
Ghana
Accra
20
Kenya
11
Other
15
*Korea
Gibralter
7
*Seoul
19
Great Britain and North Ireland:
*Other
9
London, including Middlesex
Kuwait
14
County, Bushey Hall, and
Denham
15
Laos
15
Other
13
Latvia ?
16
Greece
14
Lebanon
13
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Maximum
per diem
Locality rates
*Liberia
Monrovia
*Roberts Field
Other
*Libya
*Benghazi
*Tripoli
*Wheelus Field
*Other
Liechtenstein
Lithuania
Luxembourg
Malagasy Republic
(formerly Madagascar)
Malaya
*Mali, Republic of 2 (formerly
Soudanese Republic)
Malta
Mauritania 2
Mexico
Acapulco
Mexico, D.F.
Other
Midway
Monaco
Morocco
Mozambique
Nepal
Netherlands
The Hague
Other
Netherlands Antilles
(Change in name)
New Caledonia
New Zealand
Auckland
Wellington
Other
Nicaragua
Niger, Republic of 2
Nigeria
Lagos
Other
North Borneo
Norway
Nyasaland (See "Rhodesia and
Nyasaland, Federation of")
Pakistan
Panama
Panama City
Other (including
Paraguay
Peru
Philippines
Manila
Other
Canal Zone)
Maximum
per diem
Locality rates
Poland $ 6
$25 Portugal
18 Azores 7
8 Madeira Islands 7
Other 12
16 Portuguese Guinea 10
16 Puerto Rico
9 San Juan 24
12 Other 18
12
16
14 Qatar 25
18
14
28
? 12
13
15
15
12
15
15
12
10
11
Rhodesia, Northern (See
Rhodesia and Nyasaland, Fed-
eration of)
Rhodesia, Southern (See
Rhodesia and Nyasaland, Fed-
eration of)
Rhodesia and Nyasaland, Fed-
eration of
Ruanda -Urundi 8
Rumania
Ryukyu Islands (See "Other
Localities")
Saarland (See Germany)
Sarawak
Saudi Arabia
Jidda
16 Riyad
Other
Senegal, Republic of 2
Sierra Leone
14 Singapore
Society Islands
Tahiti
Other
Somali Republic
Southwest Africa
Spain (See also Canary Islands)
Madrid
Other
18 Spanish Sahara (See "Other
13 Localities")
13 Sudan
15 Surinam
Swaziland (See "Other
Localities")
Sweden
Switzerland
14
20
12
12
9
18
19
11
17 Tanganyika
13 Thailand
12 Bangkok
13 Other
Togo
13 . Lome
9 Other
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16
14
16
17
25
10
19
18
18
16
9
10
8
13
10
15
12
16
15
9
19
8
20
15
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Locality
Maximum
per diem
rates
Maximum
per diem
Locality rates
Trust Territories
Pacific Islands
Tunisia
Turkey
Ankara
Istanbul
Other
Uganda
*Union of South Africa
Capetown
Johannesburg
*Other
Union of Soviet Socialist
Republics
United Arab Republic
Egypt ,
Caird
Other
Syria .
*Upper Volta, Republic of 2
Uruguay
$11
15
13
15
9
10
12
12
10
16
13
10
11
17
13
Venezuela
Caracas
Maracaibo
Other
Viet-Nam
Saigon-Cholon Area
Other
Virgin Islands
(May-Nov. incl.)
(Dec.-Apr. incl.)
Volta (See Upper Volta)
Wake
West Indies
Jamaica (change in dates)
(Apr. 16-Dec. 14 incl.)
(Dec. 15-Apr. 15 incl.)
Trinidad
Other
(Apr. 16-Dec. 14 incl.)
(Dec. 15-Apr. 15 incl.)
Yugoslavia
Zanzibar (See "Other Localities")
Other Localities
$23
23
18
16
10
20
30
15
14
18
17
12
16
8
9
I Formerly a part of French Equatorial Africa.
Formerly a part of French West Africa.
Formerly listed under Belgian Congo.
(No. A-11
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