VOLUME 2: DEPARTMENT OF DEFENSE CIVILIAN PERSONNEL CHAPTER 1: ADMINISTRATION OF TRAVEL OF EMPLOYEES OF THE DEPARTMENT OF DEFENSE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00530R000501130003-4
• Release Decision: RIFPUB
• Original Classification: U
• Document Page Count: 19
• Document Creation Date: December 27, 2016
• Document Release Date: October 26, 2012
• Sequence Number: 3
• Publication Date: January 1, 1986
• Content Type: MISC

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VOLUME 2: DEPARTMENT OF DEFENSE CIVILIAN PERSONNEL
CHAPTER 1 : ADMINISTRATION OF TRAVEL OF EMPLOYEES OF
THE DEPARTMENT OF DEFENSE
PART A: APPLICATION, AUTHORITY, IMPLEMENTATION
Application ...................................................... C1000
Authority .......... ... ........................... ..... C1001
Implementation ... ............................................... C1002
Employee Information ............................................ C1003
Policy ........................................................... C1050
Privileges While on Official Travel ................................. C1051
Funding for Pay, Leave, Travel, and Transportation Costs ............ C1052
Identification Cards ............................................... C1053
Passports, Visas, Immunications, and Clearances ..................... C1054
Use of Government Quarters ....................................... C1055
Standards of Conduct ............................................. C1056
Time Limits for Beginning Travel and Transportation ................. C 1057
Exercise of Prudence in Travel ..................................... C1058
General ........................................................... C1100
When Advance of Funds Is Allowable .............................. Cl 101
Limitations on Amounts of Advances ............................... C1102
Requesting an Advance of Funds ................................... C1103
Obtaining Payment of Advance of Funds ............................ C 1104
Repayment of Advances .....................................:..... C 1105
PART D: GIFTS, GRATUITIES AND OTHER BENEFITS RECEIVED FROM
COMMERCIAL SOURCES INCIDENT TO PERFORMANCE OF
OFFICIAL TRAVEL
Requirements for Promotional Items To Be Relinquished to the Government C1200
Administrative Instructions ........................................ C1201
Ch.267 1/1/88
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PART A: APPLICATION, AUTHORITY, IMPLEMENTATION
ADMINISTRATION OF TRAVEL OF EMPLOYEES OF THE
DEPARTMENT OF DEFENSE
1. _ INCLUSION.-The provisions in this Volune
apply to:
1. Department of Defense -personal services
contract employees (see 27 Comp. Gen.
695), and Department of Defense civilian
officials and employees and their
dependents, including non-United States
citizens employed by the Department of
Defense by direct hire in overseas areas, ex-
cept as subject to restrictions and limita-
tions imposed by overseas commands con-
cerned or by agreements with the local
government involved; and civilian marine
personnel of Military Sealift Command to
the extent provided in Civilian Marine Per-
sonnel Instruction 4650 (Navy);
2. civilian officials and employees of other
Federal Government departments and
agencies who perform official assignments
for and at the expense of the Department
of Defense;
3. persons, other than those in items I and 2,
who perform official temporary
assignments under Department of Defense
invitational travel orders involving Govern-
ment business (including non-United States
citizen indirect hires);
4. National Guard technicians employed pur-
suant to 32 U.S. Code 709;
5. persons employed intermittently as con-
sultants or experts and paid on a when-
actually-employed basis or persons serving
without compensation or at one dollar a
year for official travel away from home or
regular place of business and while at place
of employment or service for the
Government;
6. new appointees to the senior executive serv-
ice and certain Presidential appointees.
2. RESTRICTION. The provisions in this
Volume do not apply to officials and employees of
nonappropriated fund activities traveling on non-
appropriated fund business, to representatives and
employees of contractors under contracts with the
Department of Defense, except as provided in par.
C6000, item 10, or to employees of the Department
of Defense appointed under Section 625(d) of the
Foreign Assistance Act of 1961, as amended.
Authority for the regulations in this Volume is
provided by various laws pertaining to per diem,
travel and transportation allowances for civilian
employees, including 5 U.S. Code 2105, 2106, 5561,
5564, 5701-5708, 5721-5730, 5730, 5742, and the
Defense Production Act of 1950 (64 Stat. 819, as
amended; 50 U.S. Code, App. 2160). Authority also
is provided by Executive Orders, General Services
Administration Commuted Rate Schedule, and
Department of Defense directives. In addition, pro-
visions are incorporated that are based on the
Federal Travel Regulations published by the
General Services Administration, the Standardized
Regulations (Government Civilians, Foreign Areas)
issued by Department of State, and appropriate
decisions of the Comptroller General of the United
States.
Under Department of Defense Directive No.
5154.20, the provisions in this Volume, and subse-
quent amendments thereto, are effective-on the
basis of promulgation by the Per Diem Travel and
Transportation Allowance Committee, without fur-
ther entitlement implementation by the separate
departments. The separate departments may issue
related administrative procedures provided they do
not contravene or unnecessarily duplicate the pro-
visions in this Volume.
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CIM LVL a.nurxu rr,3uuuel .
C1003 EMPLOYEE INFORMATION NAVMC 2623; DLAH 5000.2) giving information
relating to temporary duty and permanent change-
Department of Defense pamphlets Temporary Duty of-station travel are available to employees as
Travel (AFP 40-7; CPP 64; NAVSO P-2433; guidance information. They may be obtained from
DLAH 5000.1) and Permanent Change-of-Station supply sources as provided in applicable regulations
Travel (AFP 40-18; CPP 63; NAVSO P-2432; of the separate departments.
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PART B: CONDITIONS
1. TRAVEL JUSTIFICATION. Travel and
transportation at Government expense will be
directed only when officially justified and by those
means which meet mission requirements consistent
with good management practices.
.2. EQUITABLE EXPENSE ALLOWANCE.
Employees will not be directed to perform official
travel at their own expense or at rates of allowances
and amounts of reimbursement inconsistent with
the provisions contained in this Volume.
3. LIMITATION OF FUNDS. Limitation of
available travel funds will not be a basis for deny-
ing reimbursement for official travel or reducing
allowances.
4. REASONABLE ADVANCE NOTICE OF
REASSIGNMENT OR TRANSFER. The reassign-
ment or transfer of any employee, for permanent
duty, from one official station or DOD component
to another which is outside the employee's com-
muting area will take effect only after the employee
has been given advance notice for a reasonable
period. Emergency circumstances will be taken into
account in determining whether the period of ad-
vance notice is reasonable. DOD components will
give as much advance notice as possible to enable
the employee to begin the arrangements necessary
when relocating family and residence. However, see
par. C4108 governing payment of travel and
transportation expenses and applicable allowances
when short distances are involved. A reasonable
period of advance notice should not be less than 30
days except when (a) the employee and both the los-
ing and gaining agencies agree on a lesser period;
(b) other statutory authority and implementing
regulations stipulate a lesser period (see Office of
Personnel Management regulations for specified
timeframes); or (c) emergency circumstances
prevail.
5. TRAVEL AUTHORIZATION. When it is
determined that a relocation will be authorized at
government expense, a written travel authorization
will be issued to the new appointee or employee
prior to reporting to the first or new official sta-
tion. The DOD component should advise the
employee, or individual selected for appointment,
not to incur relocation expenses in anticipation of
a relocation until he or she has received written
notification. The travel authorization will indicate
the specific allowances which are authorized as
provided in these regulations and provide instruc-
tions on the Federal procedures for procurement of
travel and transportation services. See par. C4051
for procedural requirements applicable to new
appointees.
6. APPLICABLE PROVISIONS FOR REIM-
BURSEMENT PURPOSES. Because of successive
changes to the provisions of these regulations gov-
erning relocation allowances and the extended
period of time that employees retain eligibility for
certain allowances (see par. C1057), the reimburse-
ment maximums or limitations applicable to certain
allowances will not be the same for all employees
even though claims may be filed within the same
timeframe. The provisions of these regulations in
effect on the employee's or new appointee's effec-
tive date of transfer or appointment (see Appendix
D) shall be used for payment or reimbursement pur-
poses. A summary of the allowance levels in effect
on specific dates is provided in Appendix G for
reference purposes.
C1051 PRIVILEGES WHILE ON
OFFICIAL TRAVEL
Travelers under official travel orders will be ac-
corded the privileges of use of Government quar-
ters, food services, exchanges, and recreational
facilities owned, operated, or under the jurisdiction
of the Department of Defense. The conditions and
limitations relating to the availability and use of
these facilities will be in accordance with the ap-
plicable regulations of the separate departments.
FUNDING FOR PAY, LEAVE,
TRAVEL, AND TRANSPOR-
TATION COSTS
1. GENERAL. An employee's pay and leave
status during periods of official travel, to the ex-
tent not covered in this Volume, will be subject to
Ch. 267 1 /1 /88 1-9
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C1052 DOD Civilian Personnel
the hours of duty, pay, and leave regulations of the
separate departments.
2. SPECIFIC CONDITIONS APPLICABLE
TO OTHER THAN OVERSEAS SCHOOL-
TEACHERS
a. New Appointees to Overseas Activities.
New appointees are in a pay status effective on the-
date official travel begins from the point of hire or
place of actual residence. Salary expense en route
to the overseas post of duty at the rate stated in the
appointing instrument is borne by the receiving
command or activity.
b. Permanent Change of Station
(1) Movement Between Different Departments
and Agencies
(a) General. Except as provided in subpars.
(b) and (c), necessary costs incident to movements
between different departments and agencies will be
borne by the department or agency to which the
employee is transferred.
(b) Reduction in Force or Transfer of Func-
tion. Except in connection with transfers to, from,
or between foreign countries, and excluding
nontemporary storage when assigned to an isolated
permanent duty station within the continental
United States; necessary costs incident to transfers
between different Department of Defense activities,
regardless of their location, for employees identified
for separation or demotion, caused by reduction in
force or transfer of function, will be borne by the
losing activity. The losing Department of Defense
activity will endeavor to have the gaining activity
pay the necessary costs incident to transfers to a
department or agency outside the Department of
Defense. If a gaining agency outside the Department
of Defense will not assume the expense, the cost will
be borne by the losing activity.
(c) Movement Under the DOD Priority Place-
ment Program (PPP) for Returning Overseas
Career Employees. Necessary costs incident to a
movement under the DOD Priority Placement Pro-
gram (PPP) for Returning Overseas Employees, in
cases where the move is to a different department
or agency, will be funded in accordance with sub-
par. d(3) provided employment is without a break
in service after separation. This applies whether the
employee is serving with or without agreement.
(2) Movement Within Same Department
(a) General. Necessary costs incident to
movements within the same department will be
borne by-the gaining activity, except as indicated
in subpars. (b), (c), and (d).
(b) Reduction in Force or Transfer of Func-
tion. Necessary costs incident to a reduction in
force or transfer of function will be borne by the
losing activity.
(c) From an Overseas Activity to an Activity
in Continental United States. When an employee is
transferred from an overseas activity to an activity
in continental United States, the losing overseas ac-
tivity will bear the necessary costs incident to the
movement, except the costs for temporary quarters
subsistence expense, miscellaneous expense
allowance, and, where appropriate, real estate
transactions reimbursements, in the following cases:
1 for all employees who have completed the
prescribed tour of duty under their current
agreement,
2. for all employees who have been released
from the period of service requirement
specified in their agreement for reasons
beyond their control which are acceptable
to the Department of Defense component
in which assigned,
3. for Army employees moved under the
Civilian Career Management Program
referral system who have completed an ini-
tial overseas tour of duty and at least half
of an additional tour in excess of 12
months or two-thirds of an additional tour
of 12 months,
4. for employees with or without transporta-
tion agreements moved under the DOD
Priority Placement Program (PPP) for
Returning Overseas Career Employees.
In all other cases, the necessary costs incident to the
movement will be borne by the receiving activity.
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PART B: CONDITIONS
2. SPECIFIC CONDITIONS APPLICABLE TO
OTHER THAN OVERSEAS SCHOOLTEACHERS
a. New Appointees to Overseas Activities. New
appointees a in a pay status effective on the date
official t el begins from the point of hire or place
of actu residence. Salary expense en route to the
over s post of duty at the rate stated in the
app inting instrument is borne by the receiving
command or activity.
b. Permanent Change of Stati rf
(1) Movement Between 9' erent Departments
and Agencies
(a) General. Excep
and (c), necessary q
between different d
borne by the de
employee is tr
provided in subpars. (b)
'sts incident to movements
artments and agencies will be
ent or agency to which the
* (b) Red ction in Force or Transfer of Function.
Except in onnection with transfers to, from, or
between reign countries, and excluding nontempo-
rary st ge when assigned to an isolated permanent
duty tation within the continental United States,
nec costs incident to transfers between differ-
er)C Department of Defense activities, regardless of
)eir location, for employees identified for separation
f
'
or demotion, caused by reduction in force or trans
er
of function, will be borne by the losing activity. The
losing Department of Defense activity will endeavor
to have the gaining activity pay the necessary costs
incident to transfers to a department or agency
outside the Department of Defense. If a gaining
agency outside the Department of Defense will not
assume the expense, the cost will be borne by the
closing activity.
Movement Under the DOD Automated Cen-
tral' d Referral System (CRS) for Returning OverReferral System (CRS) for Returning ver -
seaseer Employees. Necessary costs incident to a
moveme t under the DOD Automated Centralized
Referral S;
ployees, in
stem (CRS) for Returning Overseas Em-
ases where the move is to a different
department o
with subpar. d
agency, will be funded in accordance
provided employment is without a
er separation. This applies whether
break in service a
the employee is se g with or without an agree-
merit.
(2) Movement Movement Wi Same Department
(a) General. Necess costs incident to move-
ments within the same depa ment will be borne by
the gaining activity, except a indicated in subpars.
(b), (c), and (d).
(b) Reduction in Force or transfer of Func-
tion. Necessary costs incident to a duction in force
or transfer of function will be born by the losing
activity.
(c) From an Overseas Activity From an Overseas Activity to ai\Activity in
Continental United States. When an e ployee is
Ch. 145 11/1/77 1.11
1. RAVEL JUSTIFICATION. Travel and trans-
portati at Government expense will be directed
only when officially justified and by those means
which meet mission requirements consistent with
good managem t practices. - -
2. EQUITABL EXPENSE ALLOWANCE. Em-
ployees will not be cted to perform official travel
at their own expense o at rates of allowances and
amounts of reimburseme t inconsistent with the
provisions contained in this V fume.
3. LIMITATION OF FUNDS. `Limitation of avail-
able travel funds will not be a b'ais for denying
reimbursement for official travel or reducing allow-
C1051 PRIVILEGES WHILE ON OFFI
TRAVEL
the privileges of use of Government quarters,
of Defense. The conditions and limitations lating to
tl-ie availability and use of these facilitie will be in
accordance - with the applicable regulations of the
separate departments.
C1052 FUNDING FOR PAY, LEAVE,
TRAVEL, AND TRANSPORTATION
COSTS
services, exchanges, and recreational facilities ed,
operated, or under the jurisdiction of the Dep rtment
1. GENERAL. An employee's pay and leave
status during periods of official travel, to the extent
not covered in this Voluurie, will be subject to the
hours of duty, pay, and leave regulations of the
separate departments. ;
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a.IU3h nnel
transferred from an overseas activity to an activity in
continental United States, the losing overseas activity
will bear the necessary costs incident to the move-
ment, except the costs for temporary quarters subsist-
ence expense, miscellaneous expense allowance, and,
where appropriate, real estate transactions reimburse-
ments, in the following cases:
1. for all- employees who have-completed the
prescribed tour of duty under their current
agreement,
2. for all employees who have been released
from the period of service requirement
specified in their agreement for reasons
beyond their control which are acceptable
to the Department of Defense component
in which assigned,
3. for Army employees moved under the
Civilian Career Management Program refer-
ral system who have completed an initial
overseas tour of duty and at least half of an
additional tour in excess of 12 months or
two-thirds of an additional tour of 12
months,
4. for employees with or without transporta-
tion agreements moved under the DOD
Automated Centralized Referral System
(CRS) for Returning Overseas Career Em-
ployees.
In all other cases, the necessary costs incident to the
movement will be borne by the receiving activity.
Costs for temporary quarters subsistence expense,
miscellaneous expense allowance, and, in those cases
where there is eligibility, real estate transactions
reimbursements will be borne by the receiving activ-
ity.
(d) From -a Navy or Marine Corps Overseas
Activity to a Navy or Marine Corps Activity in
Hawaii. The provisions of subpars. (b) and (c) will be
applied in funding travel and transportation when an
employee is transferred from a Navy or Marine Corps
overseas activity to a Navy or Marine Corps activity in
Hawaii.
c. Renewal Agreement Travel
(1) Return to the Same Overseas Post of Duty.
When an employee has completed a required period
of service at an overseas activity and has executed a
renewal agreement for an additional tour of duty at
the same overseas activity, all costs of travel and
transportation will be borne by the activity to which
the employee is assigned.
(2) Return to a Different Overseas Post of
Duty. When an employee has completed a required
period of service at an overseas activity and has
executed a renewal agreement for an additional tour
of duty at a different overseas activity, in the same or
another department, the losing overseas activity will
bear the necessary costs en route to place of actual
residence or alternate point until return travel begins.
The gaining overseas activity in the same or another
department will bear the necessary costs en route
from place of actual residence or alternate point to
the new overseas post of duty. The gaining overseas
activity also will bear the costs of transportation of
any dependents who did not accompany the em-
ployee on the renewal agreement travel, and the costs
of transportation of household goods, direct from the
old to the new overseas duty station (44 Comp. Gen.
767).
(3) Obtaining Position in the United States
While on Leave. An employee who is returned to the
United States under a renewal agreement and who
arranges a movement to a duty post in the United
States while on leave is entitled to expenses of travel
and transportation to his new duty station rather
than to the place of residence indicated in the
agreement. If the movement is to an activity within
the same department, the losing overseas activity will
bear the necessary costs to the new duty station. If
additional expenses have been expended by the
Government because of travel to place of residence
such expenses will be recovered from the employee.
If the movement is to an activity in a different
department, necessary costs from the old to the new
duty station will be borne by the department to
which the employee is transferred. If the receiving
department does not authorize a permanent change-
of-station movement, the releasing activity will
amend the travel order to provide for return for
separation to place of actual residence. The expenses
for travel and transportation will be funded as
provided in subpar. d.
d. Separation from Overseas Employment
(1) Separation After Travel Begins. Unless sepa-
rated prior to the date travel begins, employees
entitled to transportation under an agreement, who
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Administration of Travel
rather than to the place of residence indicated in
the agreement. If the movement is to an activity
within the same department, the losing overseas ac-
tivity will bear the necessary: costs to the new duty
station. If additional expenses have been expended
by the Government because of travel to place of
residence such expenses will be recovered from the
employee. If the movement is to an activity in a dif-
ferent department, necessary costs from the old to
the new duty station will be borne by the depart-
ment to which the employee is transferred. If the
receiving department does not authorize a perma-
nent change-of-station movement, the releasing ac-
tivity will amend the travel order to provide for
return for separation to place of actual residence.
The expenses for travel and transportation will be
funded as provided in subpar. d.
d. Separation From Overseas Employment
(1) Separation After Travel Begins. Unless
separated prior to the date travel begins, employees
entitled to transportation under an agreement, who
are returned to their places of actual residence for
the purpose of separation, are in a pay status at the
rate applicable to the overseas position while in an
official travel status from the releasing overseas post
of duty to, place of actual residence or allowable
destination. Necessary costs en route will be borne
by the releasing activity.
(2) Separation Before Travel Begins. When
an employee with entitlement for travel and
transportation to place of actual residence resigns
overseas prior to beginning travel from the overseas
duty station, entitlement is not forfeited thereby and
expenses for such movement to place of actual
residence will be borne by the overseas releasing ac-
tivity. Also this applies when an employee under
the same conditions expects to continue in Govern-
ment service in a different department or agency
located in the geographical locality in which place
of actual residence is located provided the employee
is not employed or authorized a permanent change-
of-station movement by the new activity prior to
departure from the releasing overseas duty station
(44 Comp. Gen. 767).
(3) Employment in Another Department or
Agency Without a Break in Service After Separa-
tion. When an employee under an agreement is
returned to his place of actual residence or an
allowable alternate destination in the United States
for separation and after arrival at destination is
employed by another department or agency without
a break in service, the losing overseas activity will-
bear the allowable travel and transportation costs
related to separation travel not in excess of that to
place of -actual residence. For the conditions and
limitations regarding payment by the acquiring
department or agency when additional travel and
transportation to the new duty station is necessary
and circumstances under which relocation
allowances may be authorized and paid, see par.
C4205 (46 Comp. Gen. 628; 47 Comp. Gen. 763;
B-163113, 27 June 1968; B-163364, 27 June 1968).
3. OVERSEAS SCHOOLTEACHERS. Cost
obligation conditions in subpar. 2 apply for
schoolteachers in the Department of Defense
overseas dependents school system who are subject
to 20 U.S. Code 901-907. However, unless
specifically so provided in the regulations of the
separate department concerned, they are not in a
pay status while traveling:
1. from place of actual residence to overseas
duty station as a new appointee,
2. incident to transfer from one duty station
to another outside a school year,
3. incident to a renewal agreement,
4. incident to separation.
* C1053 IDENTIFICATION CARDS
DODINST 1000:1, Issuance of Identity Cards Re-
quired by the Geneva Convention (DD Form 489
for civilians) and DODINST 1000.13, Identification
Cards for Members of the Uniformed Services,
Their Dependents and other Eligible Individuals
(MI&L) provide for the issuance of identification
cards when employees are authorized temporary du-
ty travel or permanent duty assignment overseas.
The conditions and procedures for issuance and use
will be in accordance with the applicable regulations
of the separate departments.
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C1054 DOD Civilian Personnel
C1054 PASSPORTS, VISAS,
IMMUNIZATIONS, AND
CLEARANCES
The applicable regulations of the separate depart-
ments govern the requirements and procedures
regarding passports, visas, immunizations, advance
clearances, special conditions, and restrictions
relating to official travel to foreign countries.
Authorization for a "No Fee" Passport (DD Form
1056) is prescribed to accompany an application for
a new or renewal passport or visa. With few excep-
tions, such as Canada and Mexico, a passport for
each traveler is required for travel into a foreign
country or into a territory under control of a foreign
country. The Ryukyu Islands, not under the
trusteeship of the United States, require a passport
for travel. Passports are valid for specified periods
from date of issuance and require renewal or reis-
suance beyond such date. Time limitations also
apply to visas and immunizations. The necessary
passport, visa when required, and record of
prescribed immunization "shots" must be in posses-
sion of the traveler when traveling.
C1055 USE OF GOVERNMENT QUARTERS
1. GENERAL. Although an employee may not
be required to utilize Government quarters, when
adequate Government quarters are available but not
used, the payment of the quarters portion of the
per diem or actual expense allowances of any
employee on temporary duty away from his
designated post of duty may not be made except
under the following conditions:
1 when the order-issuing authority, either
prior or subsequent to the travel involved,
issues a statement to the effect that the
utilization of Government quarters at the
temporary duty station or delay point
would adversely affect the performance of
the assigned mission (this exception is not
applicable to personnel attending training
courses at an installation of the Uniformed
Services);
2. when, prior to the travel involved, the
order-issuing authority, as a result of direct
communication with the commanding of-
ficer (or designated representative) respon-
sible for Government quarters at the tem-
porary duty or delay point concerned,
issues a statement to the effect that ade-
quate Government quarters at the tem-
porary duty station or delay point will not
be available;
3. when the commanding officer (or
designated representative) responsible for
Government quarters at the temporary
duty or delay point furnishes a statement
to the effect that utilization of Government
quarters was impracticable;
4. when it is determined by the DOD compo-
nent concerned that an employee's duties
will require official travel in excess of 50%
of the total number of the employee's basic
administrative work weeks during the cur-
rent fiscal year (see subpar. 5); or
5. when, prior to 1 October 1977, the
employee entered into a commitment for
quarters which cannot be canceled without
a financial penalty to the employee.
2. EFFECT OF ABSENCE OF STATEMENT.
In the absence of a statement issued under the pro-
visions of subpar. I or unless the nonavailability
of adequate Government quarters can be ascer-
tained by reference to a publication issued by the
Uniformed Service concerned, it shall be assumed
that adequate Government quarters were available
on any day for which the employee fails to submit
an appropriate statement (see subpars. 3 and 4) in-
dicating that such quarters were not available or not
utilized on that date. A statement, issued under the
provisions of subpar. 1, that the utilization of
Government quarters would adversely affect the
performance of the employee's assigned mission or
that their utilization was impracticable or not in the
best interests of the Government shall have the ef-
fect of a statement of nonavailability. En-
dorsements on orders are acceptable in lieu of
separate statements in those Uniformed Services
which endorse orders.
3. COMMANDING OFFICER'S STATE-
MENT. If the length of temporary duty or delay
is for a period of 24 hours or more and the
point of temporary duty or delay is a recognized
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Administration of Travel C1057
post, camp, station, base, or depot owned or
operated by the United States, a statement by the
commanding officer (or his.designated represen-
tative), who is responsible for existing Government
quarters at the point of temporary duty or delay,
is required for the entire period of temporary duty
or delay involved, as to the nonavailability of ade-
quate Government quarters. Such a statement, is not
required under the conditions outlined in subpar.
1 or in any case where the nonavailability of ade-
quate Government quarters can be ascertained by
reference to a publication issued by the Uniformed
Service concerned.
4. EMPLOYEE'S STATEMENT. A statement
of the employee as to the utilization, as distin-
guished from availability, of Government quarters
shall support payment of per diem allowances under
the following circumstances:
charges in connection with occupancy of such
quarters.
5. TRAVEL FOR MORE THAN 50 PERCENT
OF EMPLOYEE'S REGULAR WORK TIME. Ex-
cept as indicated in Appendix A, footnote 13, the
requirement to use available Government quarters
is not applicable to an employee who is identified
by the Department of Defense component con-
cerned as being employed under conditions in which
normal duties require official travel in excess of 50
percent of the total number of the employee's basic
administrative work weeks during the current fiscal
year. The term "normal duties," as used in this
paragraph, will not include attendance at
training courses, conferences, meetings, seminars,
and similar functions. The identification required
by this subparagraph may be by statement in the
related travel order, or an amendment thereto, or
by such other means as is desired by the Service
concerned.
1. for all periods of travel en route;
2. for any period of temporary duty or delay
of less than 24-hours duration;
3. for the entire period of temporary duty or
delay under conditions or at places not in-
cluded in subpar. 3;
4. for any period for which payment of
allowances also is supported by a statement
contemplated by subpar. 1;
5. for any period of temporary duty or delay
at a place where the nonavailability of ade-
quate Government quarters can be ascer-
tained by reference to a publication issued
by the Uniformed Service concerned;
6. when an employee of grade GS-16 or above
(including an individual described under 5
U.S.C. 5703) states that the use of existing
Government quarters was not considered
to be in the best interests of the Govern-
ment.
The statements contemplated in this subparagraph
will be shown on the travel voucher or attachment
thereto, as appropriate, and will show the dates
Government quarters were or were not used even
though the employee was required to pay service
Acceptance of gratuities, favors, payments in cash
or in kind, contributions, or awards will be subject
to the restrictions and conditions in regulations of
the separate departments relating to standards of
conduct and conflict of interests in connection with
travel, transportation, and temporary duty
assignments.
C1057 TIME LIMITS FOR BEGINNING
TRAVEL AND TRANSPORTATION
All travel, including that for the dependents and
transportation, including that for household goods
allowed under these regulations, will be accom-
plished as soon as possible. The maximum time for
beginning allowable travel and transportation will
not exceed 2 years from the effective date of the
employee's transfer or appointment, except that:
1 the 2-year period is exclusive of the time
spent on furlough for an employee who
begins active military service before the
expiration of such period and who is
furloughed for the duration of the as-
signment to the permanent duty station
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C1058 DOD CivDian Personnel
for which transportation and travel ex-
penses are allowed;
2. the 2-year period does not include any time
during which travel and transportation is
not feasible due to shipping restrictions for
an employee who is transferred or ap-
pointed to or from a permanent duty sta-
tion outside the continental United States;
and
3. the 2-year period will be extended for an
additional period of time not to exceed 1
year when the 2-year time limitation for
completion of residence transactions is ex-
tended under par. C14000-2. (The provi-
sions of this item are effective for
employees whose effective date of transfer,
i.e., date the employee reports for duty at
the new official station is on or after 1 Oc-
tober 1982. In addition, the provisions for
extension of the time limitation will also be
applicable to employees whose time limita-
tion will not have expired prior to 23
August 1982, provided that when such an
extension is approved by a DOD compo-
nent, relocation entitlements and allow-
ances will be determined by using the
prescribed entitlements and allowances in
effect on the employee's effective date of
transfer and not entitlements and allow-
ances in effect at the time the extension of
the time limitation is approved.)
C1058 EXERCISE OF PRUDENCE
IN TRAVEL
1. GENERAL. A traveler on official business
(permanent duty travel or temporary duty travel)
will exercise the same care in incurring expenses and
accomplishing a mission that a prudent person
would exercise if traveling on personal business. Ex-
cess costs, circuitous routes, delays or-luxury ac-
commodations unnecessary or unjustified in the
performance of a mission are not considered accept-
able as exercising prudence. Employees will be
responsible for excess costs and any additional ex-
penses incurred for personal preference or
convenience.
2. BEGINNING AND COMPLETING
TRAVEL
a. General. The assignment conditions in
a travel order establish the time of beginning and
completion of a travel status. Normally, an
employee on official travel will not be required to
travel during unreasonable hours at night. For pur-
poses of travel at night, only staterooms aboard
ships and sleeping cars on trains are considered to
provide the required sleeping accommodations.
Reclining seats on planes, trains, or buses do not
constitute sleeping accommodations. An employee
will not be expected to use a carrier, the schedule of
which requires boarding or leaving between 2400
hours and 0600 hours, if there are more reasonable,
earlier or later departure or arrival schedules that
will meet mission requirements. Early departure to
secure hotel accommodations in order to retire at
a reasonable hour to be ready to perform official
business the next morning may be considered the
exercise of care of a prudent person and will be con-
sidered as part of required travel time (33 Comp.
Gen. 221; MS Comp. Gen. B-205058, 8 June 1982).
b. Travel During Normal Hours of Rest.
If it becomes necessary to schedule travel to com-
-nence at, near, or after the conclusion of the
regularly scheduled hours of duty of an employee
and the conditions and circumstances in the case
so warrant, the order-authorizing or authenticating
official may authorize or approve a rest stop en
route. Where scheduling continuous travel between
the permanent duty station and the temporary duty
station or in connection with permanent duty travel
would necessitate travel during normal hours of rest
on modes of transportation which do not provide
adequate sleeping accommodations (regardless of
the time of embarking/debarking), a rest stop en
route may be authorized or approved. Transporta-
tion schedules and/or other conditions permitting,
such rest stops should not exceed a reasonable period
of rest plus delay necessary thereafter in securing
the earliest onward transportation towards authorized
destination. Such rest stops should be scheduled to the
maximum extent practicable, at a point en route where
free stopovers are premitted by the carriers.
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c. Temporary Duty Travel During Regular * 3.
Hours of Duty. Whenever possible, travel will be
scheduled so that employees may travel during their
regular hours of duty and not on their own time.
However, no more than 13/s days of per diem may
be paid in connection with such travel (56 Comp.
Gen. 847). It is not unreasonable for an employee
to:
1 depart from his permanent duty station the
afternoon prior to the day he is required
at his temporary duty station, to prevent
travel during off-duty hours; or
2. depart from a temporary duty station the
morning following completion of a tem-
porary duty assignment to prevent travel
during off-duty hours when he is not re-
quired to be at his permanent duty station
the first thing in the morning.
When an employee delays return travel from a Fri-
day to Monday (e.g., following completion of tem-
porary duty on Friday) in order to travel during
regular duty hours on Monday, payment of per
diem will be limited to that which would have been
payable if he had begun his return travel following
the completion of work on Friday and continued
to the destination without delay. In connection with
a temporary duty assignment which will require
commencement of duty on a Monday (e.g., to at-
tend a conference at 8:00 a.m. on a Monday morn-
ing), if the employee departs the permanent duty
station on a Friday in order to travel during regular
duty hours, payment of per diem will be limited to
that payable on the basis of a constructive schedule
(e.g., as though departure had been on a Sunday).
a. General. When travel is direct between duty
points which are separated by several time zones and
at least one duty point is outside CONUS, a rest
period not in excess of 24 hours may be authorized
or approved when air travel between the duty points
is by less-than-first-class accommodations and the
scheduled flight time (including stopovers of less
than 8 hours) exceeds 14 hours by a direct or usually
traveled route.
b. Location of Rest Stop. The rest stop may
be authorized at any intermediate point, including
points within CONUS, provided the point is mid-
way in the journey or near to midway as require-
ments for use of U.S. flag air carriers and carrier
scheduling permit.
c. Travel by Indirect Route. A rest stop shall
not be authorized when an employee, for personal
convenience, elects to travel by an indirect route
resulting in excess travel time.
d. Per Diem. The per diem rate for the rest
stop shall be the rate applicable for the rest stop
location.
e. Rest Period Before Reporting For Duty.
When carrier schedules or the requirements for use
of U.S. flag air carriers preclude an intermediate
rest stop, or a rest stop is not authorized, it is recom-
mended that the employee be scheduled to arrive
at the temporary duty point with sufficient time to
allow a reasonable rest period before reporting to
duty.
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Administration of Travel C1112
PART C: ADVANCE OF FUNDS FOR TRAVEL EXPENSES
Advance of funds for travel expenses may be made
when it is essential to permit completion of
authorized temporary or permanent duty travel, ex-
cept as precluded in par. C1101-2. Advances of
funds will not be regarded as a routine adjunct to-
the performance of official travel. When the
employee or appointee requests funds to accomplish
authorized travel, advances may be made as pro-
vided in this Part. Security for such advances will
be confined to the methods of recovery provided
in par. C1105-5.
C1101 WHEN ADVANCE OF FUNDS IS
ALLOWABLE
1. TEMPORARY DUTY TRAVEL. Travel ex-
pense advances are allowable when per diem
allowance, or mileage allowance for use of privately
owned conveyance, or both, is authorized in con-
nection with temporary duty assignments within or
outside the continental United States.
States, and the expense is reimbursable under the
commuted rate system, or movement is authorized
for a mobile home between and within the continen-
tal United States and Alaska in lieu of shipment of
household goods. An expense advance may be
allowed for the expense of temporary storage of
household goods reimbursable under the commuted
rate system if property is to be placed in temporary
storage.
4. ACTUAL EXPENSE ALLOWANCE AU-
THORIZED. Travel expense advances are
allowable when authority is given for actual expense
allowance in lieu of per diem allowance, for reim-
bursement of registration fees, for cash purchases
of transportation tickets, and for hire of special
conveyance including rental automobiles, or
specified allowable miscellaneous expenses.
5. TEMPORARY QUARTERS SUB-
SISTENCE EXPENSES. Advances of subsistence
expenses are allowed in connection with the
authorized occupancy of temporary quarters.
2. PERMANENT CHANGE-OF-STATION
TRAVEL. Travel expense advances are allowable
when per diem allowance or mileage allowance for
use of privately owned conveyance is authorized in
connection with permanent change-of-station move-
ment between Department of Defense activities
within or outside the continental United States, or
in connection with travel of appointee to manpower
shortage positions to first duty stations within the
continental United States, Alaska, or Hawaii. An
expense advance is not permitted in connection with
overseas renewal agreement travel, return travel for
separation, or advance return of dependents from
overseas. An expense advance may be allowed a new
appointee to a first overseas duty station when ex-
tenuating circumstances or financial hardship are
indicated because there will be a relatively long
travel status period for per diem earning purposes
or privately owned conveyance mileage allowance
distance.
3. - SHIPMENT OF HOUSEHOLD GOODS
AUTHORIZED. Travel expense advances are
allowable when shipment is authorized for
household goods within the continental United
6. FOREIGN TRANSFER ALLOWANCE
(SE). An advance of subsistence expenses is allowed
in-connection with the authorized occupancy of
temporary quarters.
7. ATTENDANTS FOR MILITARY DE-
PENDENTS. An advance of funds may be made
for the travel and transportation allowances
prescribed in par. C6151.
C1102 LIMITATIONS ON AMOUNTS OF
ADVANCES
1. GENERAL. An advance of funds for travel
and transportation expenses will not exceed the total
estimated amount to be reimbursed to the traveler,
in accordance with the authority contained in a
travel order, except that an advance of funds for
per diem, mileage allowances, subsistence expenses
or for procurement of transportation by group or
charter arrangements shall not exceed 80 percent of
the minimum estimated expenses that the employee
is expected to incur prior to reimbursement. As a
general rule, especially when the traveler is a
Government contractor-issued charge card holder,
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C1102 DOD Civilian Personnel
advances shall be held to a minimum and allowed
only when the circumstances indicate that an ad-
vance is warranted and only in conjunction with a
travel authorization. These provisions apply to ad-
vances issued for trip-by-trip authorizations as well
as to permanent advances issued in conjunction with
open travel authorizations. The need for a perma-
nent advance and the amount of the advance shall
be reviewed and justified when the corresponding
open travel authorization is reviewed and justified.
An advance of funds will not be made for less than
$50, unless authorization is for reimbursement of
a registration fee in excess of $10 or when finan-
cial hardship would be imposed on a traveler in an
individual case if required to pay for allowable
travel expenses from personal funds.
a. Temporary Duty. An advance of funds
based on the per diem allowance will be limited to
a period of 30 days under an individual travel order
unless:
1. - the employee is assigned to temporary duty
for a period in excess of 30 days at a place
where there are no facilities available for
processing travel -vouchers, or
2. the employee is performing extended tem-
porary duty aboard a Navy ship.
b. Permanent Change of Station
(1) Travel Between Old and New Duty Sta-
tions. An advance of funds, for the employee
and/or dependents, based on the applicable per
diem allowance, will be limited to the amount
payable for the allowable travel time.
(2) Round Trip Travel to Seek Permanent
Residence. An advance of funds for the employee
and/or spouse, based on the per diem allowance,
will be limited to the amount payable for the ac-
tual number of days authorized in the travel orders.
3. MILEAGE AMOUNT
a. Temporary Duty. An advance of funds
based on the mileage allowance will be limited to
$300 under an individual travel order.
b. Permanent Change of Station
(1) Travel Between Old and New Duty Sta-
tions. An advance of funds, based on the mileage
allowance of the employee and/or dependents, will
be limited to the official distance between the old
and new duty stations.
(2) Round Trip Travel to Seek Permanent
Residence. An advance of funds, based on the
mileage allowance of the employee and/or spouse,
will be limited to the official distance from the old
duty station to the new duty station and return to
the old duty station.
4. COMMERCIAL TRANSPORTATION
AMOUNT. When an employee elects to perform
travel by commercial transportation at personal ex-
pense, an advance of funds may be made based on
the estimated cost of the required transportation,
not to exceed $100 for each trip authorized under
travel orders. When transportation requests are not
available or their use is impractical, an advance of
funds may be made based on the cost of required
transportation.
5. ACTUAL EXPENSE ALLOWANCE
AMOUNT. An advance of funds based on an ac-
tual expense allowance will be limited to the prod-
uct of the maximum daily allowance authorized in
the travel order and the number of days in the
period stated therein.
*6. HOUSEHOLD GOODS AMOUNT. An ad-
vance of funds for the cost of transportation of
household goods is limited to the cost of shipping
the estimated weight of the employee's goods within
the maximum weight for which an employee is eligi-
ble, at the applicable rate and distance shown in the
commuted rate schedule. Expense advance for the
cost of temporary storage is limited to the applicable
commuted rate for the weight of goods and period
of storage, not in excess of 90 days and not in ex-
cess of the maximum weight for which an employee
is eligible. A request for an advance of funds by
an employee will be accompanied by a written state-
ment designating the points of origin and destina-
tion, the estimated weight of household goods to
be shipped, and any anticipated temporary storage
not to exceed 90 days. The estimate of weight re-
quired in support of an advance of funds may
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~auumaawuvu va anal..
consist of a statement of the estimated weight signed
by the carrier selected to handle the shipments.
9. TRANSPORTATION-OF MOBILE HOME
AMOUNT
7. TEMPORARY QUARTERS SUBSIST-
ENCE EXPENSE AMOUNT. Advance of funds
may be made in 30-day increments in connection
with subsistence expenses covered in par. C13007-1.
The initial advance of funds for temporary quarters
subsistence expenses shall not exceed the maximum
amount allowable under par. C13007-1c(2) for the
first 30-day period (or other authorized period if
less than 30 days). Thereafter, funds may be ad-
vanced for subsequent 30-day periods as authorized
by the DOD component. The DOD components
concerned should advise employees that when an
advance of funds is needed for the second and
subsequently authorized 30-day periods, the request
for advance should be submitted in sufficient time
to allow for processing, approval, and issuance of
the advance of funds.
8. FOREIGN TRANSFER ALLOWANCE
(SE). An advance of funds for the allowable sub-
sistence expenses of the employee and the
employee's dependents will be limited to the max-
imum applicable amount determined under par.
C 13007-2.
*a. Within Continental United States. When
the point of origin and the offical duty station to
which movement is authorized are both located
within the continental United States, an expense ad-
vance for the cost of transportation of a mobile
home moved by a commercial transporter is limited
to an amount computed at the applicable rates for
transportation for the official distance and 90 days
temporary storage prescribed in the commuted rate
schedules for the maximum weight of household
goods for which an employee is eligible. If a mobile
home is moved by a means other than a commer-
cial transporter between such points, the expense
advance is limited to an amount computed at $0.11
per mile for the official highway distance or the ap-
plicable commuted rates in the schedules, whichever
is less.
b. Between Continental United States and
Alaska. For travel between the continental United
States and Alaska involving movement through
Canada, the advance amount will be computed at
the constructive cost for transportation and tem-
porary storage of household goods under a Govern-
ment bill of lading, subject to the entitlement con-
ditions and limitations prescribed in subpar. a.
10. GROUP OR CHARTER ARRANGE-
MENTS. When payment for transportation under
group or charter arrangements cannot be made to
a carrier with The U.S. Government Transporta-
tion Request (Standard Form 1169), an advance will
be based on the estimated cost of the transporta-
tion to be furnished.
11. SPECIAL CIRCUMSTANCES. When travel
to be performed is for extended periods of time in
isolated or remote localities and unusual travel ex-
penes such as exchange fees, cash purchase of
transportation tickets, services of guides, inter-
preters, packers, or the hire of special conveyances
may reasonably be anticipated, advance of funds
may be based upon the total number of days of
travel status authorized in order, plus the estimated
amount required for additional travel expense.
C1103 REQUESTING AN ADVANCE OF
FUNDS
1. GENERAL. Subject to the conditions in sub-
par. 2, an employee, upon his request, will be
granted an advance of funds. The amount of ad-
vance granted will be computed by the appropriate
disbursing/finance and accounting office. Such ad-
vance will not be paid more than 10 days prior to
the commencement of travel unless specifically
authorized as necessary by the authority directing
the travel because of early departure incident to
leave or exigencies of the Service.
2. CONDITIONS AFFECTING AN AD-
VANCE OF FUNDS
a. General. An advance of funds will be sub-
ject to the conditions stated in subpars. b, c, and d.
b. Number of Advances To Be Authorized.
Normally, only one advance of funds for the same
purpose will be authorized under the same travel
order. An exception to this rule may be made for
Ch. 260 6/1/87 1-31
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C1104 DOD Civilian Personnel
employees on temporary duty in excess of 30 days
aboard Navy ships or employees on other tem-
porary duty assignments in excess of 30 days. The
total of the amounts advanced during the temporary
duty assignment may not exceed the total amount
authorized to be advanced in the employee's orders.
c. Prior Advance Outstanding. An expense
advance will not be granted if the employee involved
has failed for reasons unacceptable to an approving
official to submit a claim voucher on a previous
travel order under which an expense advance was
paid, or has not made arrangements for settlement
of an outstanding over-advance. An acceptable
reason for waiving this requirement is when an
employee has not had reasonable time to prepare
and submit vouchers because of short intervals be-
tween successive travel assignments.
d. Household Goods Shipments. Advances in
connection with shipment or temporary storage of
household goods or movement of a mobile home
will be withheld if such expense is not expected to
be incurred by the employee concerned within 30
days from the authorizing date. When an employee
does not expect to incur the expense within a 30-day
period, the expense advance may be granted later.
C1104 OBTAINING PAYMENT OF
ADVANCE OF FUNDS
1. SUBMISSION OF DOCUMENTS. Except
for employees in the Department of the Navy, the
applicant will prepare and submit to the appropriate
paying officer an original and 3 copies of the Travel
Voucher (DD Form 1351) accompanied by 3 copies
of the employee's travel order. For employees in
the Department of the Navy, the applicant will
prepare and submit to the disbursing officer an
original and 4 copies of the DD Form 1351 accom-
panied by the original and 2 copies of the em-
ployee's travel order. However, an applicant is not
required to submit a prepared DD Form 1351 when
a VARIOUS PAYEE voucher is used by a Navy
disbursing officer to effect payments of travel
advances. In this case, a detailed payee listing
showing the same basic information required on an
individual DD Form 1351 will be prepared by the
disbursing officer to support the payments made on
a VARIOUS PAYEES voucher.
2. PAYMENT. Payment of an advance of funds
will be made by the accounting and finance officer
or disbursing officer. Necessary records of advance
paid to employees will be maintained by the
accounting and finance officer or fiscal (Navy) of-
ficer in accordance with applicable accounting or
disbursing regulations of the separate departments.
C1105 REPAYMENT OF ADVANCES
1. GENERAL. An employee who has received
an advance of funds is required to submit a travel
claim voucher as promptly as possible, not in ex-
cess of 15 calendar days after completion of travel
and transportation, so that settlement of the ad-
vance account can be made. The accounting and
finance officer or fiscal (Navy) officer, accounting
for funds against which the advance was charged,
is responsible for settlement or collection action in
accordance with the applicable accounting or
disbursing regulations of the separate departments.
2. PARTIAL PAYMENTS. Normally, the full
amount of the advance will be deducted when the
first travel claim voucher is submitted for settle-
ment. When a traveler is in a continuing travel
status and partial reimbursement vouchers are sub-
mitted on a periodic basis, such vouchers may be
paid in full for earned entitleme=nt without deduc-
tion of the advance amount to the extent that the
aggregate of partial payments de) not exceed entitle-
ment under a travel order including the advance
amount. Settlement of the advaincewill be made on
the final travel claim voucher..
3. DELAYED USE OF ADVANCE OF
FUNDS. In any instance when an advance of funds
has been made and cancellation or indefinite
postponement of travel occursi, the official direc-
ting the travel will report that tlact immediately to
the accounting and finance or f?"iiscI(Navy) officer
so that prompt collection action can be initiated by
that official.
4. OUTSTANDING ADDVANCES. An
employee will be informed that :aiy over-advance
amount indicated in a travel claim settlement
voucher must be liquidated irdiately. If an
employee does not make voluntrarsettlement of in-
debtedness, collection action .~viIi b!: taken to liq-
uidate the outstanding advance frma money due the
employee.
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Administration of Travel
5. RECOVERY OF ADVANCES. Outstanding
travel or transportation expense advances which
have not been fully recovered by deductions from
reimbursement vouchers or voluntary refunds by
the traveler will be recovered promptly by the
finance and accounting officer, disbursing officer,
fiscal officer, or comptroller, as applicable.
Recovery will be by written request to the traveler
for refund of the amount due. In the case of de-
ceased employees, any travel expense advance in ex-
cess of earned entitlement is subject to collection.
In the event the amount due is not refunded within
a reasonable period, collection will be effected by
setoff of salary due, retirement credit, or otherwise,
from the person to whom advanced, or the
traveler's 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, a
traveler will not be required to furnish bonds in
order to obtain travel advances.
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AdminiSt(afOD Of travel
* PART D: GIFTS, GRATUITIES AND OTHER BENEFITS RECEIVED
FROM COMMERCIAL SOURCES INCIDENT TO PERFORM-
ANCE OF OFFICIAL TRAVEL
C1200 REQUIREMENTS FOR PROMO-
TIONAL ITEMS TO BE RELIN-
QUISHED TO THE GOVERNMENT
1: GENERAL. An employee is obligated to ac-
count for any gift, gratuity, or benefit received from
private sources when performing official travel.
This includes promotional materials given to the
employee by airlines, rental car companies, and
motels; for example, bonus flights, reduced-fare
coupons, cash, merchandise, gifts, and credits
toward free or reduced costs of future services or
goods. When an employee receives promotional
material, the employee is accepting it on behalf of
the Government and must relinquish it in accord-
ance with regulations of the Service concerned.
(Comp. Gen. B-199656, 15 July 1981; 63 Comp.
Gen. 229 (1984)).
*2. PROMOTIONAL ITEMS OF NOMINAL
INTRINSIC VALUE AND BENEFITS RE-
CEIVED THAT THE GOVERNMENT CANNOT
USE. An employee may keep items of nominaTin-
trinsic value (for example, pens, pencils, or calen-
dars). An employee who participates in a promo-
tional program which will accrue personal benefits
such as free seat upgrades, membership in clubs,
and check-cashing privileges, does not have to turn
in such benefits since they have no value to the
Government (Comp. Gen. B-199656, 15 July 1981;
63 Comp. Gen. 229 (1984)). An employee may not
exchange mileage credits for accommodation up-
grades where such use requires redemption of
mileage credits or could result in a loss of credit
toward discount or free tickets that could be used
by the Government.
3. TRAVEL BONUSES CARRYING EXPIRA-
TION DATES AND NONTRANSFERABLE
COUPONS. Employees will turn in travel bonuses
carrying expiration dates, and nontransferable
travel coupons, in accordance with Service regula-
tions, even if they cannot be used by the Govern-
ment for future official travel. (6-3-Comp. Gen. 229
(1984)).
4. ITEMS RECEIVED THROUGH MIXED
OFFICIAL AND PERSONAL TRAVEL. Promo-
tional items received by the employee as a result of
a mixture of travel paid for by the Government and
from personal funds, are the property of the
Government. If the employee uses a bonus ticket
for personal use, the employee must reimburse the
value of the bonus ticket to the Government. (63
Comp. Gen. 229 (1984) and 63 id. 223 (1984)).
5. VOLUNTARY RELINQUISHING OF
SEAT. An employee may keep payments received
from a carrier for voluntarily vacating a seat on an
overbooked flight and taking a later flight.
However, no additional per diem may be paid as
a result of the delay in the employee's return. If the
employee incurs additional travel expenses as a
result of voluntarily giving up the seat, beyond those
which would normally have been incurred, such ad-
ditional expenses are not the responsibility of the
Government. If in contrast to the above, an
employee is involuntarily denied boarding on an
overbooked flight, compensation for the denied seat
is due to the Government. Therefore, if the airline
pays the employee directly for such denied board-
ing, the employee must relinquish that payment to
the Government. (59 Comp. Gen. 203 (1980)).
Each of the Services will issue such regulations or
instructions deemed necessary for the judicious ad-
ministration of the provisions contained in this
Part.
Declassified and Approved For Release 2012/10/26: CIA-RDP90-0053OR000501130003-4
 ._ . Declassified and Approved For Release 2012/10/26: CIA-RDP90-0053OR000501130003-4
/// U N C L A S S I F I E D ///
ZCZCOPS792BEPA42-7 LOG LN 028 0392352 JRNL TAPE 014
R.TTUZYUW RUEAHOE9426 0392211-UUUU--RUDHAAA.
Z+v UUTJUU 1.3
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T-1 11
'.;NCT,FS
SUBJECT: ADVISORY FOR ALL CIVILIAN PERSONNEL OFFICES - PCS/TDY
TNAVFL FOR CLERICAL PERSONNEL
1. CPOS ARE REMINDED THAT PARAGRAPH C4450 OF VOLUME 2 OF THE JTR
SPECIFICALLY STATES THAT TDY, REPEAT TDY TRAVEL WILL NOT PE
AUTFOxIZED FOtt "CLERICAL PERSONNEL USUALLY AVAILABLE AT PLACES OF
TEMPORARY DUTY ASSIGNMENT, UNLESS CLEARLY JUSTIFIED FOR THE
ACCOMPLISHMENT OF A MISSION.
2. THE JTR CONTAINS NO SUCH SPECIFIC' LANGUAGE CONCERNING PCS TRAVEL
FOR CLERICAL PERSONNEL. IT IS NORMAL PRACTICE IN DOD AND DA THAT
PC5 MOVES FOR CLERICAL PERSONNEL WILL BE AVOIDED UNLESS THE MOVEMENT
IS DETERMINED TO BE IN THE INTEREST OF THE GOVERNMENT AND THAT
SIMILARLY QUALIFIED PFRSONEL AIE NOT AVAILABLE AT A GIVEN LOCATION.
TFE TRAVEL REQUESTING OFFICIAL SHOULD BE REQUIRED TO DOCUMENT THE
P1GE 02 RUPAHOF9425 UNCLAS
ABSENCE OF OUALIFIED CLERICAL PERSONNEL AND SHOW THAT ACCOMPLISHMENT
OE THE MISSION WILL BF AFFECTED WHEN A CLERICAL PERSON IS PROVIDED A
PCs MOVE.
JT
_542
?
C L A S SL.-L._' _I E D
11 1 Declassified and Approved For Release 2012/10/26: CIA-RDP90-0053OR000501130003-4