DOE O 1500.2A, Travel Policy and Procedures

Change 1: 9-27-89 Change 2: 2-7-90 Change 3: 3-15-90 Change 4: 6-19-90 Change 5: 1-11-91 6-7-89 SUBJECT: TRAVEL POLICY AND PROCEDURES 1. PURPOSE. To establish the official travel policy and procedures for the Department of Energy (DOE). 2. CANCELLATION. DOE 1500.2, TRAVEL POLICY AND PROCEDURES, of 3-16-81. 3. REFERENCES. a. b. c. d. e. f. g. h. DOE 1130.7, DEPARTMENTAL CONFERENCE ACTIVITY, of 1-27-87, which establishes the policy, procedures, and responsibilities for the management and conduct of conferences within DOE. DOE 1325.1A, CORRESPONDENCE MANUAL, of 6-18-81, page VIII-2, paragraph 1b, which provides general designations of Heads of Headquarters and Field Elements. DOE 1500.3, FOREIGN TRAVEL AUTHORIZATION, of 11-10-86, which estab- lishes DOE policy and procedures governing official and unofficial foreign travel. DOE 1500.4, TRAVEL CHARGE CARD PROGRAM, of 5-4-88, which sets forth DOE policies and procedures for a travel and transportation expense payment system using General Services Administration contractor-issued charge cards and Government travel system accounts. DOE 341O.1B, TRAINING, of 2-29-88, which prescribes policy, assigns responsibilities, and provides guidance and instructions for establishing, maintaining, and evaluating DOE employee development and training program and activities. DOE 3630.1B, LEAVE ADMINISTRATION, of 12-31-86, which sets forth the policy, responsibilities, and procedures for the administration of leave within DOE. Treasury Financial Manual (TFM), Volume 1, which sets forth instruc- tions and guidance on fiscal matters for Federal departments and agencies. Comptroller General decisions which relate to travel and transpor- tation. Specific decisions are referenced throughout the Order. DISTRIBUTION: INITIATED BY: All Departmental Elements Office of Financial Management Vertical line denotes change. and Controller DOE 1500.2A Chg 5 1-11-91 l Federal Travel Regulation (FTR), 41 Code of Federal Regulations (CFR), Chapters 301- 304, which contains the regulations governing (1) the travel and transportation of Government employees and others, (2) relocation allowances of Government employees and new appointees, (3) payment of expenses connected with the death of certain employees, and (4) reduction in allowances when contributions, awards, or payments are made to employees incident to training or attendance at meetings. Federal Property Management Regulations (FPMR), Part 101-41, “Transportation, Documentation and Audit,” which establishes policy and procedures governing the documentation and audit of payments for domestic and foreign freight and passenger transportation services furnished for the account of the United States. Title 5, CFR, section 410.603, which prescribes Office of Personnel Management regulations for payment of subsistence expenses for employees on extended training assignments of more than 30 days. Title 10, CFR, section 1010, which prescribes the standards of conduct for DOE employees. Section 1010.205 specifically sets forth the provisions regarding the acceptance by DOE employees of gifts, entertainment, and favors (including transportation, lodging, and subsistence). Title 10, CFR, section 105O, which establishes policies and procedures pertaining to the acceptance, use, and disposition of gifts or decorations from foreign governments. Title 10, CFR, section 1060, which establishes the Department’s policy on the payment of travel expense of persons who are not employees.

Title 41, CFR, subpart 101-40.2, which contains General Administration regulations on the Centralized Household Management Program. Government Services Goods Traffic Federal Personnel Manual (FPM), chapter 550, FPM supplement 990-2, book 550, which contains guidance on the entitlement of employees to overtime pay when traveling. For employees who are nonexempt from the Fair Labor Standards Act, see also letters in FPM series 551. FPM, chapter 571, which contains guidance transportation expenses for preemployment line denotes change. on the payment of travel and interviews and recruitment. DOE 1500.2A Chg 5 1-11-91 3 r. Title 5, United States Code (U.S.C.), chapter 41, which contains laws pertaining to training and attendance at meetings. s. Title 5, U.S.C., chapter 57, which contains laws pertaining to travel, transportation, subsistence, and relocation allowances. 4. BACKGROUND. a. This Order is to serve not only as the source of requirements, instructions, guides, and procedures for DOE offices, but also as a ready reference by DOE personnel when traveling on official business or when transferred from one official station to another. b. Members of the uniformed services assigned to DOE traveling within or outside their duty stations shall be governed by the Joint Travel Regulations (JTR) of the services involved. 5. POLICIES. a. It is DOE policy that official travel is authorized, and related expenses allowed, for only those official purposes and by those means which are clearly in the best interest of the Government and which are in accordance with the provisions of the FTR, chapters 301-304, FPMR 101-41, pertinent statutes, Executive orders, and Comptroller General decisions. b. An employee accepting transportation, lodging, or subsistence in accordance with this Order and 10 CFR 105O.2O2 shall obtain prior written approval from the Head of the employee’s organizational element, who must consult with the General Counsel (or the General Counsel’s designee) in connection with granting such approval. c. Travel will be administratively approved only when it is necessary to transact business for the Government which cannot be handled satisfactorily by correspondence, telegraph, or telephone. To the maximum extent practicable, temporary duty should be scheduled to avoid the need for travel during other than the regularly scheduled workweek of an employee. 6. RESPONSIBILITIES AND AUTHORITIES. a. Director, Office of Administration and Human Resource Management (AD-1). (1) Authorizes or approves the use of premium-class accommodations in accordance with the justifications specified on page III-12, paragraph 2b(1)(a). Vertical line denotes change. DOE 1500.2A Chg 5 1-11-91 (2) Approves the emergency cash purchases of transportation in excess of $100 made by Headquarters employees. Controller. (1) Implements statutes, Executive orders, regulations, and decisions governing the allowability and payment of expenses for official travel and for changes of official station. (2) Issues travel ceilings to all Departmental Elements. (3) Provides advice and guidance on matters relating to official travel and changes of official station. (4) Approves exceptions to procedures of this Order.

(5) For Headquarters, certifies funds availability for obligation of authorized travel or delegates the certification of funds availability for obligation of authorized travel to selected program offices and adequately monitors their activity and audits and pays vouchers of DOE employees, members of the uniformed services assigned to DOE, employees of other Government agencies on loan to DOE, consultants, advisors, witnesses subpoenaed by Headquarters, and others invited by Headquarters offices, to perform official travel. (6) Provides appropriate training on travel authorization procedures and controls for those Headquarters personnel preparing and overseeing the issuance of travel authorizations. (7) For Headquarters, requests approval from the General Services Administration for nonemergency cash purchases of transportation made by DOE travelers. Heads of Headquarters Elements. (1) Control the use of travel ceilings issued by the Controller. (2) Administratively approve: (a) Requests for official travel, of: al line denotes change. DOE 1500.2A Chg 5 1-11-91 5 1 DOE employees, members of the uniformed services, employees of other Government agencies on loan to DOE (see page 6, paragraph 6c(6)), and experts and consultants when such are under their jurisdiction. (See page II-26, paragraph 7, for procedures to follow when it is necessary that official travel be performed by an employee under the jurisdiction of another organizational element.) 2 Witnesses under subpoena. 3 Private individuals invited by them to perform official travel which is in compliance with the approval provisions of 10 CFR, part 1060, and in the case of individuals invited for interview, obtain personnel concurrence. (see page 10, paragraph 6f). (b) In connection with relocation allowances, requests for official travel of 1 employees transferring to their organization, transportation of their immediate families, shipment of household goods and personal effects, temporary quarters, house hunting trips, temporary storage allowance, allowances in connection with real estate transactions and unexpired leases (including extensions of the 2-year limitation for settlement of such transactions), miscellaneous expenses, and other allowable expenses; and 2 new appointees eligible for certain travel and transportation expenses to their first duty station, in coordination with the Office of Administrative Services prior to initiating change of station orders and the appropriate personnel official when such requests involve entry or reentry of employees into the Federal Government (see page 10, paragraph 6f). (See page 10, paragraph 6g, for authorization of changes of station.) (c) Travel to and attendance at meetings which are connected with the statutory functions or activities of DOE or which will contribute to improved conduct or management of those functions or activities. (3) Approve vouchers submitted under travel authorized in paragraph 6c(2), above and assure approval of employee vouchers by first-level supervisor (see page II-21, paragraph 4a(1)). In the case of cash purchases of transportation in excess of $100, obtain appropriate approval as required on page III-8, paragraph 2a(3)(c) 4 . Vertical line denotes change. DOE 1500.2A Chg 5 1-11-91 (4) Authorize the official travel which they have administratively approved in paragraphs 6c(2)(a) and (c), pages 4 and 5. For authorization of establishment or change of official station, see page 10, paragraph 6g.

(5) Assure that the following types of travel are approved at a level sufficient to provide policy approval: conference attendance, training, entitlement, relocation, and domestic travel outside the conterminous United States. (6) Assure that a letter agreement exists between DOE and another Federal agency before administratively approving DOE travel authorization for an employee of that agency. (7) Assure that employees under their jurisdiction are fully informed of official travel rules and regulations. (8) Assure that travelers under their jurisdiction are informed of insurance needs when traveling on nonscheduled air carriers (see page III-23, paragraph 3c). (9) Concur in requests for approval of use of premium-class accommodations of individuals under their jurisdiction, prior to submitting requests to the Director of the Office of Administrative Services. (10) Certify, on SF-1OI2, “Travel Voucher,” that the use of telephones for long-distance calls is necessary in the interest of the Government. (11) Except for authority to authorize or approve one’s own travel and the authorities contained on pages 5 and 6, paragraphs 6c(2)(a) 3 , 6c(5), and (9), the authorities stated above may be further redelegate to the lowest management level responsible for both program accomplishment and obligation or cormmitment of funds. Redelegation of authority to authorize or approve actual expense reimbursement under unusual circumstances of the travel assignment is limited to one level below the Head of the Departmental element in order to maintain control of the authorization and approval of actual expenses and to assure consistent application and compliance with the intent of the regulations. (See page IV-29, paragraph 2b). al line denotes change. DOE 1500.2A Chg 5 1-11-91 7 (12) Provide written notification of redelegation of authority concerning administratively approved travel as described on page 4, paragraph 6c(2), and travel vouchers as described on pages 5 and 6, paragraphs 6c(3) and (9), to the Director, Office of Administration and Human Resource Management, and the Chief of Payments Management, Office of Headquarters Accounting Operations, Office of Financial Management and Controller. Notification of redelegation of authority concerning requests for authorizations for change of official station as described on page 5, paragraph 6c(2)(b), shall be provided to the Director of the Office of Administrative Services. d. Heads of Field Elements. (1) Control the use of official travel funds. (2) Administratively approve: (a) Requests for official travel, of: 1 DOE employees, members of the uniformed services, employees of other Government agencies on loan to DOE (see page 9, paragraph 6d(7)), and experts and consultants when they are under their jurisdiction. (See page II-26, paragraph 7, for procedures to follow when it is necessary that official travel be performed by an employee under the jurisdiction of another organizational element.) 2 Witnesses under subpoena. 3 Private individuals invited by them to perform official travel which is in compliance with the approval provisions of 10 CFR, part 1060, and in the case of individuals invited for interview, assure appropriate personnel concurrence. (See page 10, paragraph 6f).

(b) In connection with relocation allowances, requests for official travel of 1 employees transferring to their organization, transportation of their immediate families, shipment of household goods and personal effects, temporary quarters, house hunting trips, temporary storage allowance, allowances in connection with real estate transactions and unexpired leases (including extensions of the 2-year limitation for settlement of such transactions), miscellaneous Vertical line denotes change. DOE 1500.2A Chg 5 1-11-91 expenses, and other allowable expenses; and 2 new appointees eligible for certain travel and transportation expenses to their first duty station, and when such requests involve entry or reentry of employees into the Federal Government, assure compliance with personnel laws and related Departmental policy (see page 10, paragraph 6f). Travel to and attendance at meetings which are connected with(c) the statutory functions or activities of DOE or which will contribute to improved conduct or management of those functions or activities. (3) Authorize: (a) (b) Administratively approved official travel as described in paragraph 6d(2), page 7. Advances of funds for expenses incidental to temporary duty travel, and for expenses incident to change of official station or movement to official station of new Departmental appointees eligible to receive certain travel and transportation expenses to their first duty station (see FTR, Part 302-1.11). The amount advanced shall not be in excess of the minimum requirements considering the character and probable duration of the official travel to be performed (see page II-7, paragraph 2). (4) Approve: (a) Vouchers submitted under travel authorized in paragraph 6d(2), page 7, and assure approval of employee vouchers by first-level supervisors (see page II-21, paragraph 4a(1)). (b) The emergency cash purchases of transportation in excess of $100 made by employees under their jurisdictions and obtain approval from the General Services Administration on nonemergency cash purchases in excess of $100 (see page III-8, paragraph 2a(3)(c) 4 . (5) Subsequently approve official travel if not previously authorized. (6) Assure that appropriate training on travel authorization procedures and controls is provided for those field personnel preparing and overseeing the issuance of travel authorizations. al line denotes change. DOE 1500.2A Chg 5 1-11-91 9 (7) (8) (9) (10) (11) (12) (13) (14) (15) Assure that a letter agreement exists between DOE and another Federal agency before administratively approving a DOE travel authorization for an employee of that agency. Assure that travelers under their jurisdictions are informed of insurance needs when traveling on nonscheduled air carriers (see page III-23, paragraph 3c). Assure that employees under their jurisdictions are fully informed of official travel rules and regulations. Assure the audit of travel vouchers and reimburse expenses of these individuals as outlined on page 7, paragraph 6d(2)(a). Assure that the following types of travel are approved at a level sufficient to provide policy approval: conference attendance, training, entitlement, relocation, and domestic travel outside the conterminous United States. Concur in requests for approval of premium-class accommodations of individuals under their jurisdiction, prior to submitting requests to the Director of the Office of Administrative Services.

Certify, on SF-1012, that the use of telephones for long-distance calls is necessary in the interest of the Government. Review and approve DOE F 1520.1, “Employee Application for Reimbursement of Expenses Incurred Upon Sale or Purchase (or Both) of Residence Upon Change of Official Station,” and authorize the extension of the 2-year limitation for settlement of residence sale, purchase, or lease transactions if they determine, after receipt of employee’s written extension request, that acceptable extenuating circumstances prevented the employee from completing the residence transaction in the initial timeframe, and that the particular residence transaction is reasonably related to the transfer of official station. Except for authority to authorize or approve one’s own travel and the authorities outlined on page 7, paragraph 6d(2)(a) 3 and paragraph 6d(12) above, the authorities stated above may be further redelegate to the lowest management level responsible for both program accomplishment and obligation or commitment of funds. Redelegation of authority to authorize or approve actual expense reimbursement under unusual circumstances is limited to one level below the Head of the Departmental Element in order to maintain control of the authorization and approval of actual expenses and to Vertical line denotes change. DOE 1500.2A Chg 5 1-11-91 assure consistent application and compliance with the intent of the regulations (see page IV-29, paragraph 2b). Written notification of such delegations or redelegations of authority shall be provided to the appropriate finance office. Assistant General Counsel for General Law (the Counselor) approves acceptance by DOE employees of payment for any official travel expenses made by sources outside the Federal Government. Director of the Office of Personnel and Career Development, or personnel officers with delegated authority, must approve or concur in personnel actions for persons entering or reentering the Federal sector (i.e., new appointments, reemployment, Intergovernmental Personnel Act (IPA) assignments) and in the personnel and travel requirements of IPA assignments of DOE employees prior to the processing of any travel requests. All travel authorizations or invitational travel requests for the purpose of interviewing potential or current Federal employees for positions must also be concurred in by an appropriate personnel official. Director of the Office of Administrative Services. (1) Authorizes official travel of employees and transportation of their immediate families and household goods in connection with Headquarters changes of official station or reporting to first official stations, which have been administratively approved under page 5, paragraph 6c(2)(b). (2) Subsequently approves Headquarters official changes of station if not previously authorized. (3) Maintains Headquarters travel facilities for securing transportation reservations and tickets. (4) Authorizes advances of funds for expenses incidental to Headquarters changes of official station or movement to official station of new Headquarters appointees covered by positions for which it has been determined that a personnel shortage exists, new appointees to the Senior Executive Service, and eligible Presidential appointees. (See FTR, Part 302-1.11. ) The amount advanced shall not be more than the minimum requirement considering the character and probable duration of the travel to be performed (see page II-7, paragraph 2).

cal line denotes change. DOE 1500.2A Chg 5 11 (and l2) 1-11-91 (5) (6) (7) Reviews and approves DOE F 1520.1 and authorizes the extension of the 2-year limitation for settlement of residence sale, purchase, or lease transactions if he or she determines, after receipt of the employee’s written extension request, that acceptable extenuating circumstances prevented the employee from completing the residence transaction in the initial timeframe, and that the particular residence transaction is reasonably related to the transfer of official station. Obtains Director of the Office of Administration and Human Resource Management’s approval on emergency cash purchases of transportation in excess of $100 as provided on page III-8, paragraph 2a(3)(c) 4 . May redelegate the authority contained above. Redelegation of such authority may not be further redelegated. Written notification of such redelegation shall be provided to the Chief of Payments Management, Office of Headquarters Accounting Operations, Office of Financial Management and Controller. BY ORDER OF THE SECRETARY OF ENERGY: JOHN J. NETTLES, JR. Director of Administration and Human Resource Management Vertical line denotes change. DOE 1500.2A 6-7-89 i TABLE OF CONTFNTS CHAPTER I - DEFINITIONS Page ii DOE 1500.2A 6-7-89 CHAPTER II - GENERAL INSTRUCTIONS AND PROCEDURES 1. Request and Authorization for Official Travel . . . . . . . a. General . . . . . . . . . . . . . . . . b. Authorizing and Approving Officials . . . . . . . . . . . c. Types and Use of Travel Authorizations . . . . . . . . . d. Requirements for Certain Types of Travel . . . . . . . . e. Local Travel . . . . . . . . . . . . . . . . . . . . . . . . f. Scheduling During Employee’s Workweek and Workday . . . . g. Instructions for Preparing HQ F 1510.1B and DOE F 151O.1A, “Travel Authorization” . . . . . . . . . . . . . . . . . 2. Advances of Funds for Travel and Transportation . . . . . . . a. Stipulations Regarding Advance of Funds . . . . . . . . . b. Legal Authority . . . . . . . . . . . . . . . . . . . . . c. Conditions for Receipt of Advances ● . . . . . . ● d. Computation and Repayment of Advances . . . . . . . . . . e. Accounting for Advances . . . . . . . . . . . . . . . . . f. Transfer or Termination of Employees Holding Advances of Funds . . . . . . . . . . . . . . . . . . . 3. Government Transportation Requests . . . . . . . . . . . . . a. General b. Use ofGTR’s . . . . . . . . . . . . . . . . . . . . . . c. Administrative Control . . . . . . . . . . . . . . . . . . d. Use of Services Other than Authorized . . . . . . . . . . e. Honoring GTR’s. . . . . . . . . . . . . . . . . . . . . . f. Special Conditions--Rail, Sleeping, or Parlor Car . . . . g. Special Conditions--Buses . . . . . . . . . . . . . . . . h. Charter and Contract Services . . . . . . . . . . . . . . i. Unauthorized Use of GTR’s . . . . . . . . . . . . . . . . j. Traveler’s Responsibility for GTR’s Received . . . . . . k. Lost or Stolen GTR’s l. Detailed Instructions for Preparation of GTR’s . . . . . . 4. Travel Vouchers a. General Instrucions . . . . . . . . . . . . . . . . b. Examples of Common Errors . . . . . . . . . . . . . . . . 5. Use of Travel Agencies and Travel Management Centers . . . . 6. Fiscal Year Chargeable 7. Administrative Approval and Transfer of Funds . . . . . . . . c. Field Employees Traveling at Another Field Element’s Request . . . . . . . . . . . . . . . . . . . . . . . .

8. Receipt of Promotional and/or Bonus Goods Material by Travelers a. General Rule . . . . . . . . . . . . . . . . . . . . . . b. Ownership of Promotional Materials . . . . . . . . . . . c. Redemption of Frequent Flyer Credits . . . . . . . . . . d. Items of Nominal Value . . . . . . . . . . . . . . . . . e. f. Retention of Voluntary Payments . . . . . . . . . . . . . g. Denied Boarding Compensation . . . . . . . . . . . . . . DOE 1500.2A 6-7-89 iii CHAPTER III - MODES OF TRANSPORTATION DOE 1500.2A 6-7-89 iv CHAPTER IV - TRAVEL ALLOWANCES DOE 1500.2A Chg 11 4-16-93 v CHAPTER V - LEAVE WHILE IN TRAVEL STATUS Vertical line denotes change. vi DOE 1500.2A 6-7-89 CHAPTER VI - RELOCATION ALLOWANCES DOE 1500.2A 6-7-89 vii CHAPTER VII - SPECIAL TRAVEL AND TRANSPORTATION viii DOE 1500.2A 6-7-89 DOE 1500.2A 6-7-89 I-1 CHAPTER I DEFINITIONS 4. AMERICAN AIRPLANE. 1. ADMINISTRATIVE APPROVAL. Procedures and control reestablished by an office, division, or other organizational unit whereby appropriate officials approve planned official travel by determining that the travel is necessary and funds are available. 2. ADVISER. A person designated as a member of an advisory committee, board, or similar group to render advisory services. For further detail see DOE 3304.1, EMPLOYMENT OF EXPERTS AND CONSULTANTS, of 10-17-80. 3. AGENCY. An executive agency as defined in 5 U.S.C. 105; a military department; an office, agency, or other establishment in the legislative branch; and the government of the District of Columbia, but does not include a Government-controlled corporation, a Member of Congress, or an office or committee of either House of Congress or of the two Houses (41 CFR 301-1.3(C)(1)). See Attachment VI-1. page 69, paragraph 2-1.4c for definition of “agency” for change of station purposes. An airplane registered under the laws of the United States, but excluding one operating under a certificate or permit held by a foreign airline. 5. APPROVING OFFICIAL. An official delegated the authority to approve planned official travel within an office or division and who determines that the travel is necessary and funds are available. This also includes the official responsible for reviewing travel vouchers to ensure that the traveler performed the travel as authorized. 6. AUTHORIZATION OF TRAVEL. The controls over official travel whereby appropriate officials direct the individual to perform approved travel and authorize the necessary expenses under the conditions indicated on the authorization form in accordance with the rules and regulations governing travel. 7. AUTHORIZING OFFICIAL. An official delegated the authority to authorize administratively approved travel or to subsequently approve official travel if not previously authorized. 8. BAGGAGE. Government property and personal property of the traveler necessary for the purpose of official travel. 9. COMMERCIAL HAULER. An individual, firm, or organization whose principal business consists of hauling or transporting property. 10. CONFERENCE. See DOE 1130.7, DEPARTMENTAL CONFERENCE ACTIVITY, of 1-27-87, and Major International Conference, page 1-3, paragraph 26. I-2 DOE 1500.2A 6-7-89 11. A person who serves in an advisory capacity, giving his or her opinions regarding problems or questions to administrative officers of the Government. For further detail see DOE 3304.1, EMPLOYMENT OF EXPERTS AND CONSULTANTS, of 10-17-80. CONSULTANT.

12. CONTERMINOUS UNITED STATES. The contiguous 48 States and the District of Columbia (41 CFR 301-1.3(c)(5) and 302-1.4a). 13. COURIER. A DOE employee, or member of the Armed Forces assigned to and performing duties under the direction and control of the DOE, specifi- cally designated for the armed protection in transit of Top Secret or other matter which in the opinion of the responsible Head of a Field or Headquarters Element, requires such protection. 14. DOMESTIC TRAVEL. Travel wholly within the continental United States, Alaska, Hawaii, all U.S. territories and possessions, and Puerto Rico. 15. EFFECTIVE DATE OF TRANSFER OR APPOINTMENT. The date on which an employee or new appointee reports for duty at his or her new or first official station (41 CFR 302-1.4(k)). 16. EMPLOYEE. The head of an agency, an agency official, or any other individual employed by an agency. This definition also includes an individual employed intermittently in the Government service as an expert or consultant and paid on a daily when-actually-employed (WAE) basis and an individual serving without pay or at $1 a year (5 U.S.C. 5701(2)). (FTR 1-1.3c(6)). For change of station purposes, Attachment VI-1, see page 69, paragraph 2-1.4b. 17. ESCORT. A DOE employee or DOE contractor or common carrier employee specifically assigned for the safe delivery of a security shipment. Escorts include couriers, guards, truck drivers, and other attendants furnished by DOE, DOE contractors, or common carriers. 18. FOREIGN AREA. Any area (including the Trust Territory of the Pacific Islands) situated outside the United States, except the Commonwealth of Puerto Rico, and the possessions of the United States (41 CFR 301-7.2(b)). 19. FOREIGN TRAVEL. See DOE 1500.3, FOREIGN TRAVEL AUTHORIZATION, of 11-10-86. 20. GOVERNMENT-FURNISHED AUTOMOBILE. Includes an automobile which is owned by an agency, assignee or dispatched to an agency on a rental basis from a GSA interagency motor pool, or leased by the Government for 30 days or longer from a commercial firm (41 CFR 301-1.3(c)(7)). 21. GOVE RNMENT CAR RENTAL. An automobile furnished by a commercial firm under rental car agreements negotiated for the Government by the Military Traffic Management Command. DOE 1500.2A 6-7-89 I-3 22. 23. 24. 25. 26. 27. 28. 29. HOUSEHOLD GOODS AND PERSONAL EFFECTS. Personal property which may be transported legally in interstate commerce and which belongs to employees and their immediate families at the time shipment or storage begins. The term includes household furnishings, equipment and appliances, furniture, clothing, books, and similar property. It does not include property which is for resale or disposal rather than for use by employ- ees or members of their immediate families, nor does it include such items as automobiles, station wagons, motorcycles and similar motor vehicles, airplanes, house trailers, camper trailers, boats, birds, pets, livestock, cordwood, building materials, property belonging to any persons other than the employees or their immediate families, or any property intended for use in conducting a business or other commercial enterprise (41 CFR 301-1.4(i)). IMMEDIATE FAMILY. See Attachment VI-1, page 71, subparagraph d. INVITATIONAL TRAVEL. Refers to travel performed at Government expense by persons not employed by the Government. Also, such travel may apply to employees of other Federal agencies who are in an annual leave or leave without pay status for purposes of interviews to determine their qualifi- cations for positions which the DOE is interested in filling. (See 10 CFR 1060 and page VII-5. paragraph 4.)

LOCAL TRAVEL. Refers to travel within a prescribed radius of 50 miles of the official station for which formal authorization (DOE F 1510.1) is not required. However, a greater distance may be prescribed for an official station when specifically requested and approved in writing by the Controller. Exceptions shall not be requested on a trip basis. See page II-4, paragraph 1e. MAJOR INTERNATIONAL CONFERENCE. See DOE 1500.3, of 11-10-86. MOBILE HOME. All types of house trailers and mobile dwellings con- structed for use as residences and designed to be moved overland, either by being self-propelled or towed (41 CFR 302-1.4(h)). NONTEMPORARY STORAGE. Storage of household goods while an employee is assigned to or is at an official station or post of duty to which he or she will not or cannot transport such household goods (41 CFR 302-1.4(g)). OFFICIAL STATION - POST OF DUTY. Designated post of duty and official station mean one and the same. The limits of the official station will be the corporate limits of the city or town in which the officer or employee is stationed. If the employee is not stationed in an incorpo- rated 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 desig- nated post of duty is located (41 CFR 301-1.3(c)(3)). For change of station purposes, see Attachment VI-1, page 73, paragraph 2-1.4i. I-4 DOE 1500.2A 6-7-89 30. OFFICIAL TRAVEL. Travel on official business, including travel on official business at no cost to DOE, which has been approved and authorized, or subsequently approved if not previously authorized. 31. PLACE OF ABODE. A home, address, domicile, considered by an individual as his or her place of residence in conjunction with his or her place of business. As used in the Federal Travel Regulations, the place from which the employee commutes daily to his or her official station (Comp. Gen. Decision B-176650, 2-28-73). Place where traveler spends the night. It does not include lodging provided on airplanes, trains, steamers, or buses. 32. PLACE OF LODGING. 33. PLACE O F TEMPORARY DUTY. Employee’s temporary place of business away from his or her designated post of duty. 34. RURAL TRAVEL. Travel involving stops for official business in rural areas lacking adequate common-carrier facilities. 35. TEMPORARY STORAGE. Storage of household goods for a limited period of time at origin, destination, or en route in connection with transporta- tion to, from, or between official stations or posts of duty or autho- rized alternate points (41 CFR 302-1.4(f)). The time allowable shall not exceed 90 days, except that an additional period of 90 days may be allowed under certain conditions if approved by approving and authorizing officials. See Attachment VI-1, page 133, paragraph 2-8.2c. 36. TRANSPORTATION. Methods of transportation authorized for official travel include railroads, airlines, helicopter services, ships, buses, street- cars, taxicabs, and other usual means of conveyance. Transportation expenses 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; staterooms on steamers (41 CFR 301-2.1).

37. TRAVEL AUTHORIZATION. A properly issued document which is signed by appropriate Departmental officials and which directs an individual to perform official travel. 38. TRAVEL CEILING. A dollar amount which the cumulative obligations for a specific period should not exceed. 39. TRAVEL EXPENSES. Expenses incurred for transportation, subsistence, and other allowances incident to temporary duty travel or change of official station. DOE 1500.2A 6-7-89 I-5 (and I-6) 40. UNITED STATES. 41. UNITED STATES FLAG AIR CARRIER. The continental United States, Alaska, Hawaii, and all territories aid possessions. An air carrier holding a certificate under section 401 of the Federal Aviation Act of 1958 (49 U.S.C. ), but excludes foreign air carriers operating under permits. See Chapter III, page III-15, paragraph 1b(3). DOE 1500.2A 6-7-89 II-1 CHAPTER II GENERAL INSTRUCTIONS AND PROCEDURES 1. REQUEST AND AUTHORIZATION FOR OFFICIAL TRAVEL. a. General. (1) (2) (3) (4) (5) Requests for authorization of travel and related advance of funds are made on HQ F 151O.1B, “Travel Authorization,” at Headquarters and DOE F 151O.1A "Travel Authorization,” for field elements. Except in cases of emergency, travel authorizations are issued pursuant to administratively approved requests by designated officials prior to incurring any travel expense. In emergencies where there are no prior written travel authori- zations, reimbursement cannot be made until the travel has been subsequently approved; the voucher must explain the emergency or reason why no prior written travel authorization was obtained. If it becomes necessary to perform official travel not covered by a written authorization, the employee or his or her super- visor should initiate action for issuance of a proper travel authorization prior to commencement of such travel or request approval in writing as soon as possible after travel is per- formed. Travel authorizations are to contain the following: (a) Specific places where official business is to be conducted (e.g., state “Manhattan” rather than “New York City,” “Chicago Operations Office” rather than “Chicago” or “Argonne”). (b) Appropriate subsistence reimbursement (see Chapter IV). 1 2 3 For travel within CONUS, state maximum per diem rate and the M&IE rate for the traveler’s TDY point. See Attachment IV-1. When specific per diem rate is established as exception to lodgings-plus method, state rate. (Justifications for such exceptions are to be provided to authorizing officials and stated on or attached to the travel authorization.) When travel involves unusual circumstances and actual expenses are approved, check the “actual” block and indicate actual expense maximum daily rate and provide statement of justification in “Remarks." II-2 DOE 1500.2A 6-7-89 4 When actual expenses are authorized and the meals and incidental expenses are limited, check the “actual” block and indicate “Fixed M&IE” next to block. Justify actual expenses in “Remarks.” (c) A statement in sufficient detail to clearly cover the spe- cific purpose or objective of the travel. In addition, each purpose shall be categorized according to the general categories as shown in Attachment II-1. (d) Specific primary method(s) of transportation to be used (see page III-1 paragraph 1a(1)). (e) The signature of the traveler’s first-line supervisor who is requesting and approving the travel. (Exception: those officials delegated authority to authorize and approve their own travel.)

(f) Estimate of the travel cost to be incurred over the covered by the authorization. See DOE 2200.5, FUND ACCOUNTING, page III-9, paragraph 5e, for recording travel obligations. b. Authorizing and Approving Officials. (1) (2) (3) (4) (5) Shall authorize or approve only travel that is necessary period of to accomplish the Department’s mission in the most effective and economical manner. Should be aware of the traveler’s travel plans, including plans to take annual leave (see page V-1, paragraph 1). Shall ensure appropriate consideration of the need for the travel, the use of travel substitutes such as mail, telephone, and teleconferencing, and the most cost effective routing and means of accomplishing travel. Shall state on the travel authorization under “Remarks” when they determine that temporary duty at a United States stopover en route to or from a foreign destination is incidental to the foreign trip. See DOE 1500.3, of 11-10-86, see DOE Budget and Reporting Classification Code YN 21 00 00 0, distributed by the Office of Departmental Accounting and Financial Systems Develop- ment (MA-34). Shall ensure that the number of attendees whom they have authorized to attend a conference or meeting is necessary and justified. c. General or blanket travel authorizations for entire agencies or groups of employees are prohibited. To ensure adequate managerial and supervisory attention Types and Use of Travel Authorizations. DOE 1500.2A 6-7-89 II-3 to the need for all travel, each employee’s travel shall be authorized separately under one of the following types of travel authorization: (1) (2) Unlimited open authorization allows an individual to travel for any purpose (see subparagraph d below for exceptions) without further authorization. Unlimited open authorizations shall be used only for the (a) Secretary, (b) Deputy Secretary, (c) other principal officials of the Department as approved by the Secretary or Deputy Secretary, and (d) under justifiable circumstances which shall be stated on the authorization, by Heads of Field Elements and managers of major subunits where no supervisor is present. Unlimited open authorizations shall include an estimate of the travel costs to be incurred over the period covered by the authorization. Such authorizations should be identified by typing the notation “UNLIMITED OPENn at the top of the authorization. Limited open authorization allows an individual to travel without further authorization under certain specified conditions, such as for a specific purpose, within certain geographic areas, specified limitations on trip costs, and number and duration of trips. Limited open authorizations may be provided for employees whose work requires frequent repetitive travel. Limited open authori- zations must be revalidated at least quarterly; include realistic limitations on the specified conditions; and an estimate of the travel costs to be incurred over the period covered by the autho- rization. Such authorizations should be identified by typing the notation “LIMITED OPEN” at the top of the authorization. (3) Trip-by-Trip authorization allows an individual or group of individuals to take one or more specific trips identified as to purpose, itinerary, and estimated cost. (See subparagraph d below for certain types of trips which may be authorized only on a trip-by-trip basis.) d. Requirements for Certain Types of Travel.

(1) The following types of travel shall be authorized on a trip-by- trip authorization and reviewed at a level sufficient to provide policy approval: (a) Conferences and Meetings. The DOE official, Assistant Secretary level or equivalent, responsible for initiating or sponsoring any conference or meeting for which the total travel and per diem estimates for all Federal employee attendees exceed $5,000, shall state and certify in writing the need for the conference. The written certification shall be maintained for the record by the certifying official. II-4 DOE 1500.2A Chg 10 6-12-92 (b) Training. (2) (c) Relocation and Entitlements (see Chapter VI). (d) Overseas and Foreign. Limited and unlimited open autho- rizations may be issued under the criteria contained in subparagraph c, if an individual’s duties require repetitive overseas and foreign travel or emergency overseas and for- eign travel without advance notification. However, see DOE 1500.3 for foreign travel approval requirements. Authorization of travel other than those listed in subparagraph (1) above should be del has responsibility for or commitment of funds. e. Local Travel. (1) Travel Authorizations. egated to the lowest management level which both program accomplishment and obligation (a) Travel authorizations are not required for travel within a radius of 50 miles of the official station. Where specifi- cally requested by appropriate officials and approved in writing by the Chief Financial Officer, a greater distance for local travel may be established for a specific official station. (b) Exception. Travel authorizations may be issued for travel within the local travel area when employees are required to remain over night at a temporary duty place which is outside the limits of the official station and the vicinity of their place of abode but within the local travel area; or when advances of funds are requested by employees directed to attend conferences or meetings which require the payment of a registration fee. (See pages II-7 through II-8b, para- graphs 2a, b, c, d, f, and g, for limitations on advances.) (2) Per Diem. Payment of per diem will be limited in accordance with Chapter IV. However, neither actual subsistence expenses nor per diem will be allowed in instances involving local travel which is performed solely within a day and within a 50-mile radius of the employee’s official duty station. (See Comptroller General Decision B-185195, 5-28-76.) This does not preclude reimbursement for a meal cost which is considered a registration or attendance fee (see page IV-36, paragraph 6c(6)). (3) Use of Mass Transit or DOE Shuttle Bus Service. Employees per- forming local official travel are expected to use mass transit and/or DOE shuttle bus service when such methods of transportation are available at the DOE installation. Therefore, at such DOE 1500.2A Chg 8 7-31-91 II-5 (4) Claims. (b) Local Travel Deductions. DOE installations, before payment is approved, the unusual circumstances which rquired the use of a taxicab or privately owned vehicle must be stated on the travel voucher. (a) General. Payment shall not be allowed for transportation expenses between an employee’s home and offfcial station for the purposes of commuting to and from work, the performance of overtime duty, or other emergency condi- tions, including such transportation expenses on nonregular workdays. However, transportation expenses are allowable when an employee departs from his or her office on an official trip requiring at least one night’s lodging in accordance with pages III-28 and III-38, paragraphs 4d(2) and 6d(4), or when use of a taxi is authorized in connec- tion with officially ordered overtime and the employee is dependent on public transportation. See page III-38, paragraph 6d(5).

In the conduct of local official business, approving officials shall approve only those transportation and parking expenses incurred by employees which are in excess of the expense of commuting to or from their regular official station. Therefore, employees sub- mitting claims for local official travel shall deduct their normal commuting costs from the total expenses incurred, when on a regular workday, they perform official travel between their residences and a local temporary duty point. The calculation of the normal commuting costs, i.e., actual cost of train, bus, and 25 cents per mile for use of privately owned automobile, including usually incurred parking fees, shall be shown on the employees’ local travel voucher. 1 The deduction will be adjusted in cases where employees purchase transportation on a prepaid basis and no refund is given on those days when official local travel is performed by privately owned vehicles. 2 Employees who are regular members (or free riders) of a carpool and who receive approval to use their privately owned vehicles for official travel will base the amount of the deductiton on the number of regular carpool members. Example: Traveler, a member of a five-person carpool, drives own automobile from residence to temporary duty point and returns to residence. The distance between the residence and the official station is 15 miles one way. The amount to be deducted for the round trip Vertical line denotes change. II-6 DOE 1500.2A Chg 8 7-31-91 commuting mileage between traveler’s residence and official station is $1.50 (15 mi. x 2 x 25 cents (allowable mileage rate) = $7.50 5 (No. of persons in carpool) f. The time to be spent by an employee in travel status away from his or her official duty station shall, to the maximum extent practicable, be scheduled during the days and hours of his or her regularly scheduled work- week, in compliance with 5 U.S.C. 6101. When it is essential that travel be performed during non-duty hours and the employee may not be paid overtime, the official administratively approving the employee’s travel must record his or her reasons for ordering travel at those hours. For additional information, refer to 5 U.S.C. 5542(b)(2) and FPM supplement 990-2, book 550, section S1-3, subparagraphs b(VI) and (VII). Scheduling During Employee's Worksheet and Workday. g. Instructions for Preparing HQ F 1510.1B and DOE F 1510.1A. "Travel Authorization" (see back of form for detailed instructions). (1) The office or division originating the travel authorization: (a) Determines that the travel is officially necessary, funds are available, whether an advance is required, and if leave is approved in connection with trip. (b) Completes items 1 through 22. See page II-1, paragraph la(5), for specific information required. Information or item 21 shall be supplied by the local travel unit. Item 19 should be used to Indicate that an advance is requested (see page II-7, paragraph 2). The word “none" shall be inserted when an advance is not requested. Item 22 shall be signed by the traveler’s supervisor. (c) Obtains organizational approval as appropriate in item 22. (d) Forwards the form through established channels for authori- zation of travel and approval of advances (see page II-7, lparagraph 2) by officia s who have been delegated this authority. (e) Obtains authorization in item 23 by official administra- tively approving travel, when such travel will be performed at no expense to DOE.

(2) The official authorizing the travel: (a) Completes item 23. Vertical line denotes change. DOE 1500.2A Chg 11 II-7 4-16-93 (b) Forwards the form through established channels for required distribution prior to travel expenses being incurred. (c) Forwards an approved copy of the form to the local finance office at least 10 days, if possible, before an advance is needed. 2. ADVANCES OF FUNDS FOR TRAVEL AND TRANSPORTATION. a. Stipulations Regarding Advance of Funds. (1) A travel advance shall be issued only in conjunction with a travel authorization and generally will be made to any traveler who makes application for and requires funds in connection with official travel. Travelers who are authorized travel charge cards are expected to use their charge cards in lieu of cash advances for most travel expenses. (2) Persons entitled to per diem or mileage allowances generally will be authorized limited advances of travel funds in amounts established in paragraph 2c(1), below, considering the character and probable duration of the travel to be performed. (3) An advance will be limited to cover those estimated usual cash expenses (“cash transaction expenses” as defined in paragraph 2b, below) that can be expected in connection with authorized travel, including permanent change of station travel. This limitation applies to travel under single trip authorizations as well as travel under open travel authorizations. (4) Advances of funds shall be requested on DOE F 151O.1A (at Headquarters, HQ F 151O.1B is used) and processed as described on page II-8b, subparagraph g. Finance officials are responsible for assuring that advances to individuals are properly accounted for and that the need for continuing advances is reviewed periodically. (5) Advances shall be liquidated by SF 1012, “Travel Voucher,” submitted promptly at the end of each month by employees who travel regularly, or within 5 working days following the completion of the travel by employees who make occasional trips. (6) Notices of delinquencies shall be sent to travelers who have not repaid an outstanding travel advance within 30 calendar days after the completion of the travel. These notices shall conform to the notice of indebtedness provisions set forth in paragraph 15 of DOE 2200.2A. Collection action shall be in accordance with the other administrative offset provisions of DOE 2200.2A and initiated through payroll deductions if the outstanding advance is not repaid within 30 calendar days following the notice of delinquency. Vertical line denotes change. II-8 DOE 1500.2A Chg 11 4-16-93 (7) A traveler will be denied additional travel advances for a period of one year whenever payroll deduction is required for collection of an outstanding travel advance. (a) Travelers who become ineligible to receive advances may be reinstated for advance purposes prior to the end of the year of ineligibility upon the written approval of the Chief Financial Officer (for Headquarters travelers) or the appropriate finance official (for field organization travelers). (b) Requests for reinstatement submitted by travelers must contain: 1 the concurrence of the official authorized to approve travel authorizations within the traveler’s organization; 2 an explanation of the circumstances which resulted in the payroll deduction; and 3 the reasons why the request should be approved.

b. Cash Transaction Expenses. Cash transaction expenses are those travel expenses that as a general rule cannot be charged and must, therefore, be paid using cash, personal checks, or traveler’s checks. The following expenses are considered to be cash transaction expenses: (1) Meals and incidental expenses (M&IE); (2) Miscellaneous transportation expenses such as local transit system fares; taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and airplane parking, landing, and tiedown fees; (3) Gasoline and other variable operating costs in connection with use of privately owned vehicles; and (4) Other authorized miscellaneous expenses. c. Allowable Amount for Cash Transaction Expenses. (1) Within the continental United States, the daily amount normally advanced for cash transaction expenses (as defined in paragraph 2b, above) shall be $30 in a $26 M&IE area, $35 in a $30 area, $40 in a $34 area, and $45 in a $38 area. If cash transaction expenses in a specific travel situation are expected to exceed the prescribed amount for the area, those anticipated cash expenses may be itemized and added to the appropriate M&IE rate to determine a new authorized maximum daily advance. This maximum amount will be indicated on the travel authorization along with the justification for the increase. When travel is on an actual expense basis, the amount advanced may not exceed 150 percent of the authorized M&IE for the area or areas. Vertical line denotes change. DOE 1500.2A Chg 11 II-8a 4-16-93 (2) For travel outside the continental United States, the daily amount advanced shall not exceed the locality M&IE and other anticipated itemized cash transaction expenses. Advances for other cash transactions expenses shall not exceed the estimated amount of cash transaction expenses under paragraphs 2b(2) through (4), above. d. Exceptions to the Travel Advance Limitation. This exception authority may not be exercised in situations where the employee has elected not to have the travel charge card or for those travelers whose travel charge cards have been suspended or revoked because of misuse or delinquent payments. (1) (2) (3) (4) Permanent Change-of-Station Exceptions. For changes of station, the cash transaction limitations set out above do not apply to temporary quarters subsistence expense, transportation and temporary storage of household goods, shipment of employee automobiles for transfers outside the continental United States, transportation of mobile homes, and in other instances when it is not feasible for an employee to use the travel charge card for cash transaction expenses incurred during en route travel and house hunting trips (e.g., when transferring between agencies). Use of the Charge Card Precluded. An exception may be granted when circumstances are expected to preclude the use of the travel charge card for transportation, lodging, car rental, or other travel expenses that normally would be chargeable. Charge Card Issuance Denied. An exception is authorized when the Department determines that in certain situations an employee or group of employees should not be issued travel charge cards. The basis for this determination should be documented in accordance with DOE 1500.4A, TRAVEL CHARGE CARD PROGRAM, of 4-22-91. Infrequent travelers are included under this exception.

Amount Allowed. Advances under these exceptions shall not exceed 80 percent of the estimated additional cash expenses authorized on the travel authorization unless it is determined that the 80 percent limitation will result in financial hardship on the employee. In cases of financial hardship, an advance up to 100 percent of the estimated expenses for an individual trip may be authorized when documented by a written determination by the authorizing official that such an advance is warranted. Hardship advances under open travel authorizations may not exceed 45-day periods. Vertical line denotes change. DOE 1500.2A Chg 7 6-20-91 II-8b e. f. g. Legal Authority. Title 5 U.S.C. 5705 authorizes the granting of advances of funds to employees to finance official travel and 5 U.S.C. 5724 authorizes advances to cover the expense of shipping household goods and personal ef~ects upon change of employees’ official station (see 41 CFR 301.10-3 and Attachment VI-1). Conditions for Receipt of Advances. Advances will be granted under usual conditions only when the requirement amounts to $50 or more. Under unusual circumstances, an advance of less than $50, but in no event less than $10, may be approved. Under the provisions of Treasury Bulletin 85-13, of 6-28-85, travel advances not to exceed $500 per trip may be made from imprest funds (see DOE 2200.6, FINANCIAL ACCOUNTING, Chapter I, “Cash,” page I-57, paragraph 8). An advance from an imprest fund (cash advance) shall be vouchered on DOE F 151O.1A (HQ F 151O.1B, at Headquarters) in conjunction with authorization of official travel and signed by the traveler (see page II-1, paragraph 1). Cash travel advances generally should be made to the traveler no more than 2 workdays before travel is scheduled to begin. Exceptions may be allowed when unusual situations exist. Disbursements of advances not made from the imprest fund will be made by check and sent directly to the traveler. Requests for travel advances to be paid by check should be processed at least 10 workdays in advance of travel in order to assure that checks are received by the traveler before travel begins. Computation and Repayment of Advances. (1) Trip Basis. The amount to be advanced on a trip by trip basis shall not exceed the allowable amount for cash transaction expenses under paragraphs 2c and 2d above. (a) (b) (c) (d) When the amount due the employee exceeds the amount advanced, the employee shall receive payment for the difference. When the amount advanced exceeds the amount due the employee, a remittance drawn payable to the Department of Energy shall accompany each travel voucher. The statement on the travel voucher regarding the status of any advance shall be filled out appropriately. Advances provided on a trip basis must be vouchered within 5 working days following the end of the official travel period. Vertical line denotes change. DOE 1500.2A Chg 2 2-7-90 II-9 (2) Continuing Basis (Blanket). Blanket advances shall be issued for only continuous or frequently recurring travel and shall be repaid at the end of the fiscal year unless written justification indicating the continued need is provided to the appropriate finance office. These advances shall be reviewed quarterly by authorizing officials to assure that the advance is still required. Advances shall not exceed the allowable amount for cash transaction expenses under paragraphs 2c and 2d above. Continuing advances should permit the traveler to secure reimbursement of the first month’s travel before the balance of the advance is spent for travel expenses incurred during the second month. Travel vouchers submitted shall be paid in full except when:

(a) A reduction in the amount of the advance is desired. (b) It is evident that the amount advanced is excessive. (c) The advance is to be repaid in full because the need for continuous travel ceases. (3) Change of Official Station. The amount of advances for official change of station shall not exceed the allowable amount for cash transaction expenses under paragraphs 2c and 2d above and will be in accordance with the provisions of Attachment VI-1. An application for the advance of funds to be used in financing allowable cost in connection with change of official station should be submitted on SF-1038, “Advance of Funds Application and Account,” to the appropriate fiscal office at least 10 work days, but not more than 1 month, prior to the date the expenses will be incurred. Such advances shall be liquidated on travel vouchers handled as described in paragraph 2g(1) above for those submitted on a “trip basis.” Advances for any initial period of temporary quarters must be vouchered within 5 working days following the end of the authorized period. Advances for an approved additional period of temporary quarters shall be made in no more than 30 day increments and must be vouchered within 5 working days following the end of the applicable 30 day period. Advances are not permitted for real estate transactions, miscellaneous expenses, or nontemporary storage (see Chapter VI). (4) Repayment of Advances of Funds at Close of Fiscal Year. Unless written justification for the continued need of the advance is provided to the finance office, continuing advances must be repaid at the end of the fiscal year. Vertical line denotes change. II-10 DOE 1500.2A Chg 2 2-7-90 h. Accounting for Advances. Finance offices are responsible for: (1) Establishing an accounts receivable subsidiary ledger identifying the amount of outstanding travel advances for individual travelers. (2) Establishing procedures for aging of the individual travel advance accounts. (3) Reconciling monthly the subsidiary travel advance ledger to the accounts receivable control account. (4) Sending a notice of delinquency to the traveler if the outstanding advance has not been paid within 30 days following the completion of travel. (5) Reviewing travel advances monthly and initiating collection action through payroll deduction if the advance is still outstanding 30 days after notifying the traveler of the delinquent account. (Certifying officers are authorized to promptly offset the amount of an advance to any employee against current salary or other amounts due the employee when the employee has failed to maintain his or her account on a current basis, has failed to repay any balance when demand is made, or, when in the judgment of the certifying officer, the action is necessary to protect the interest of the Government (see 41 CFR 301-10.3(c) and paragraph 6b of DOE 2200.2A regarding collection.) (6) Assessing the reasonableness of blanket advances by comparing expenses claimed and if advance exceeds the expenses claimed, notify the traveler’s approving and authorizing official. i. Transfer or Termination of Employees Holding Advances of Funds. (1) Within DOE. Employees transferring from one DOE official station to another are expected to settle all outstanding travel advances prior to transferring. In cases involving unusual circumstances, which are to be fully justified to the appropriate finance official in writing by the employee, the balance of the employee’s advance account shall be transferred to the official station to which he or she is transferred. The transfer document shall be accompanied by a certified transcript of the employee’s advance account.

(2) Outside DOE. An employee transferring to another Federal Agency, Department, or establishment, or separated from the Vertical line denotes change. DOE 1500.2A II-11 6-7-89 Federal service, shall settle all outstanding advances with the DOE upon receipt of a statement of his or her advance account and prior to his or her transfer or separation date. a. General. 3. GOVERNMENT TRANSPORTATION REQUESTS. (1) (2) (3) (4) Quantity (Bulk) Ticket Purchase. SF 1169, “U.S. Government Transportation Request” (GTR’s), serve as contracts between the Government and the carriers for transportation services and transportation accommodations furnished by the carrier and paid for by the Government. Passenger transportation services by air, bus, rail, or water generally must be procured direct from the carrier as opposed to travel agencies. Travel agencies may be used only to the extent as described on page II-26, paragraph 5. The instructions for the use of GTR’s are applicable to pas- senger transportation services within the United States, between and within its possessions, between the United States and foreign countries, and where GTR’s can be utilized, within and between foreign countries (see FPMR 101-41.203-1). (See page II-17, subparagraph 1, for preparation of GTR’s.) The criminal statute relating to GTR’s is found in 18 U.S.C. 508 and 509. Organizations should periodically survey their traffic flow patterns to ascer- tain if the bulk ticket purchase procedures can be applied. Heads of Field Elements and DOE foreign offices, and the Director of Administrative Services, Headquarters, are authorized to make this determination. Where it is determined to be more efficient and economical to issue one Government transportation request to procure a quantity of tickets or tokens rather than issue individual requests or purchase orders for such stocks, such action should be taken within the limitations and conditions stated in subparagraph (b), below. (b) Limitations and Conditions. The quantity purchase of tickets or tokens is restricted to situations wherein: 1 There is a continuing substantial volume of individual travel via the same mode and class of transportation (a) Administrative Determination. between one origin and one destination. 2 Each one-way or round trip single fare for such trans- portation does not exceed $250 exclusive of Federal transportation tax. II-12 DOE 1500.2A 6-7-89 3 Each group of tickets or tokens is to be used within any one 60-day period of a fiscal year. (c) Administrative Control. 1 Proc urement. Each GTR issued for the procurement of tickets or tokens shall be identified as a ”BULK PUR- CHASE.” Tickets so procured shall bear the words “GOVERNMENT” and “NOT REDEEMABLE FOR CASH EXCEPT BY THE U.S. GOVERNMENT.” 2 Stocking. No more than the number of tickets to be used within any one 60-day period of a fiscal year should be in stock. Those tickets in stock should be prenumbered and a periodic review made in order to replenish the stock to the 60-day supply limitation. 3 Accou tabn ility. Offices maintaining a supply of tickets shall establish sufficient internal controls concerning the use and accountability of the tickets. The same care as is prescribed for the stocking, distribution, and accountability of transportation requests should be taken in safeguarding tickets and tokens (see FPMR 10-141.203-3). b.

(1) GTR’s shall not be used (a) to obtain official passenger trans- portation on recognized common carriers when the amount involved is less than $10; or (b) for air excess baggage charges costing $15 or less for each leg of a trip, unless special circum- stances justify the use of a GTR (see FPMR 101-41.207-1). The National Railroad Passenger Corporation (AMTRAK) will not accept a GTR for travel under $100. (2) Cash payments shall be made when the tion or accommodation service is $10 Federal transportation tax; and when $15 or less for each leg of a trip. value of the transporta- or less, exclusive of excess baggage charges are (See page III-7 paragraph 2a(3)(c) 3 , for cash purchase of tickets. ) Receipts, passenger coupons, or other appropriate evidence are required for such cash payments, except for use of local transit systems (see 41 CFR 301-10.2(b)). (3) GTR’s shall be used to procure all passenger transportation services costing in excess of $100, excluding Federal transpor- tation tax. (4) Instructions and procedures for preparation of GTR’s and related forms are outlined on page II-17, subparagraph 31. Use of GTR's. DOE 1500.2A 6-7-89 II-13 c. Administrative Control. In order to safeguard properly the rights and interests of the United States, certain procedures are prescribed below for the procurement, stocking, distribution, and accountability of GTR’s (see FPMR 101-41.207-4). (1) (2) (3) (4) Procu rement. GTR’s are procured from GSA regional offices by the appropriate DOE supply offices (see FPMR 101-41.202-5). Stocking. DOE organizations or warehouses normally should stock a 6-month supply of GTR’s. The central stock of GTR’s in ware- houses shall be kept in locked safes. Distribution. GTR’s will be distributed to requesters only upon receipt of supply requisitions and/or signed receipts showing numbers of the GTR’s issued. Accountab ility. (a) Organizations issuing blank GTR’s to employees shall main- tain GTR accountability as follows: 1 Keep all blank GTR’s on hand in issuing organizations in locked safes with records maintained of those unissued. 2 Upon issuance of blank GTR’s, secure from employees con cerned, a suitable receipt, and maintain an appropriate file of such receipts. 3 Maintain records of GTR’s issued on Stock Form 1120, “Transportation Request Accountability Record,” or other suitable form, entering thereon the numbers of GTR’s issued and other required information and subsequently listing the numbers of GTR’s used, as reported on travel vouchers or returned. 4 Check periodically on the use of GTR’s and verify those in the possession of employees semiannually or more often if found necessary. Some simple form should be used for verification that indicates the GTR books in the possession of employees: spaces should be provided for employees to indicate over their signatures the unused GTR’s which they have. Any discrepancies between records of issuing offices and employees’ reports shall be reconciled promptly. (b) Travelers shall keep a record of all GTR’s used in the space provided on the inside covers of the books issued to them and shall return completed books or those no longer needed to the issuing organization. II-14 d. Use of Services Other than Authorized. e. Honoring GTR's. f. Special Conditions--Rail, Sleeping, or Parlor Car. DOE 1500.2A 6-7-89 (1) Any charges in excess of those authorized shall not be borne by the Government but shall be paid, by the traveler, to the carrier at the time the transportation and/or accommodations are obtained.

(2) Services furnished of a different type or lesser value than authorized shall be recorded and signed for by the traveler in the spaces provided on the reverse side of the GTR. That record shall be signed and dated by the carrier representative and countersigned by the traveler or person in charge of a group of travelers. The traveler or person in charge shall endorse similarly the memorandum card copy (SF-1169A). Such notations on the GTR will serve to restrict the carrier’s billing to an amount consistent with the changed services or lesser cost factors, and avoid subsequent accounting adjustments with the Government (see FPMR 101-41.207-1 and 101-41.208-3). The GTR shall be issued to the carrier that is expected to honor it for the transportation service. However, a carrier other than the one named may honor the GTR provided the substitute carrier furnishes comparable service when a different service or a service of lesser value is furnished. The honoring substitute carrier will require the traveler to record in the space on the reverse side of the GTR the name of the honoring carrier, the services actually received or covered by the tickets furnished, and to sign and date the statement. The traveler also shall make the same endorsement on the memorandum card copy of the GTR if possible, and if not, promptly forward written notification of such change to his or her finance office (see FPMR 101-41.208-3). When a single GTR is presented for rail transportation and sleeping or parlor car accommodation, both rail and sleeping or parlor car tickets will be issued by ticket agents subject to the following exceptions and qual- ifications: (1) Unassigned Space. (a) Sometimes an agent, at the point where travel begins, will be unable to assign space because: 1 Sleeping or parlor car accommodations are not to begin at initial point of rail travel and advance reservations cannot be obtained. 2 Sleeping or parlor car service is authorized from initial point of rail travel but the space assigned at such point has been exhausted. DOE 1500.2A 6-7-89 3 (b) In II-15 Round trip sleeping or parlor car service is authorized and accommodations cannot be obtained in advance for the return trip. such circumstances, the agent will issue a sleeping or (2) Ticket Agent Not on Duty. parlor car ticket, or tickets, endorsed to show the type and quantity of accommodations and points. between which such are authorized in accordance with the GTR issuance. In these situations, there is no guarantee that the authorized accommodations will be available. Thus, it is incumbent upon travelers holding such tickets to attempt to obtain actual space assignments immediately upon arrival at points where such accommodations are to be furnished. When the accommodations or transportation service supplied are of a different character or lesser value than those authorized by the tickets, the traveler should endeavor to secure a written acknowledgment of that fact from the conductor. This written acknowledgment and any unused tickets or passenger coupons should be submitted promptly to the traveler’s local finance office with a written report showing facts and circumstances and identifying the GTR used to procure the transportation involved (see FPMR 101-41.208-4).

When a ticket agent is not on duty, rail and sleeping or parlor car conductors will (a) honor the GTR to the first station en route where rail and sleeping or parlor car tickets can and shall be obtained; (b) endorse on the back of the GTR over their signature the points between which the GTR was honored without tickets; and (c) secure the signature of the traveler below the endorsement. The ticket agent at such en route station, in exchange for the GTR, will issue rail and sleeping or parlor car tickets from the initial points of service authorized by the GTR (see FPMR 101-1.208-5). (3) GTR’s Presented on Trains for sleeping or parlor car accommoda- tions only will be honored by the conductor (see FPMR 101-41.208-6). When GTR’s are presented (1) directly to a bus driver, (2) at a bus station not supplied with the proper ticket forms, (3) at a nonagent station, or (4) at a station in which the ticket office is not open for sale of tickets, the bus driver will honor the GTR to destination or arrange for a ticket at some intermediate point. When the GTR is exchanged at an inter- mediate ticket office, it shall be endorsed to show clearly that transportation was furnished from point of origin and not from the intermediate point at which the GTR was exchanged for a ticket (see FPMR 101-41.208-7). h. Charter and Contract Se rvices. When air, bus, or water service is chartered for the account of DOE, the terms of the charter shall be g. Special Conditions--Buses. II-16 i. Unathorized Use of GTR's. DOE 1500.2A 6-7-89 in writing and signed by the proper DOE contracting officers and carrier representatives. A GTR shall be issued to procure chartered service and shall be accompanied by the original charter order or certificate when it is presented for payment of charges on SF-1113, "Public Voucher for Transportation Charges,” (see FPMR 101-41.204.4). GTR’s shall not be issued for the following transportation service: (1) Personal convenience to include at an additional cost unauthor- ized services, or to obtain services exceeding those authorized under the applicable travel authority or regulations, such as extra-fare trains or planes, stopovers which increase the cost of passage, and higher priced indirect routings. (See page II-13, subparagraph 3d.) (2) Taxicab, airport limousine, intracity transit, or so-called “drive-your-self” type or other for-hire automobile services. (3) Toll road or toll bridge charges (see FPMR 101-41.207-1). j. Traveler's Responsibility for GTR's Received. (1) (2) (3) (4) (5) When GTR’s are issued to a traveler, he or she is held finan- cially responsible for their unauthorized or improper use. Upon his or her separation from DOE, all unused GTR’s shall be returned promptly to the issuing office. Failure to do so will result in delay of the final salary check. A GTR shall not be transferred from one employee to another except in an emergency, in which case the responsibility for it will rest with the employee to whom it was issued originally, and the amount of the GTR involved may be collected from him or her through its misuse. A GTR which has been signed by an employee as the traveler shall not be used by another employee. When a carrier without negligence and in good faith furnishes transportation on a GTR fraudulently used, it is entitled to payment for the services rendered. If the facts show negli- gence on the part of the employee to whom the GTR was issued in failing to properly safeguard it in accordance with require- ments, the cost of the GTR shall be collected from the employee, (see 14 Comp. Gen. 631 and 41 CFR 301-10.2).

k. Lost or Stolen GTR's. (1) Lost or stolen GTR’s shall be reported immediately by the employee by telephone and subsequently in writing to the issuing DOE 1500.2A 6-7-89 II-17 office. The report shall give the number of the GTR and an explanation of the facts of the loss or theft. (2) If the GTR is known to have been filled out showing the carrier and services desired from a designated point of origin, the employee accountable for such GTR shall furnish promptly to the travel section, or office handling travel reservations, a written description of the lost or stolen document. Head- quarters employees shall submit such reports to the Chief of Logistics Operations, Office of Administrative Services. (3) Upon receipt of such report, the travel section, or other office, shall immediately notify the carrier named on the GTR, as well as other local initial carriers, a description of the lost or stolen GTR and request that it not be honored. (4) Under no circumstances shall GTR’s which have been reported as lost or stolen be used to obtain transportation or accommoda- tions if such documents are found or recovered. Subsequently, recovered GTR’s shall be transmitted promptly to the issuing officer who shall mark them “CANCELED” and then forward them through administrative channels to the office keeping the accountability records (see FPMR 101-41.211). l. Detailed Instructions for Preparation of GTR's. (1) General. Care shall be taken to assure legibility and perma- nency of the GTR’s. All GTR’s shall be prepared by use of typewriter, pen, or indelible pencil. Corrections of errors must be legible and are a permanent record and therefore shall be legible and complete, reflecting all information and inser- tions, other than signatures, that appear on the original at the time they are surrendered for service. Memorandum copies shall be stapled to, and submitted with, the traveler’s per- tinent voucher. If a voucher will not be submitted within a reasonable time, the GTR copies shall be transmitted immediately by memorandum to the finance office. GTR’s that are spoiled or canceled for any reason shall be endorsed “CANCELED” across the face of the original and memorandum copy. Both copies shall be forwarded immediately, through the official who furnished them, to the office where accountability records are maintained (see FPMR 101-41.207-3). When all the spaces on the face of the GTR are not required for the services being procured, horizontal lines shall be drawn through those spaces not utilized. When the available space on the front is inadequate for the inser- tion of the necessary information, the space on the reverse side shall be used as required. If the GTR is issued for a combination of classes of transportation and/or accommodations, specific information as to respective carriers and services authorized must be shown in detail in the “via” space or on the reverse of the GTR to preclude any ambiguity. II-18 (2) Specific entries DOE 1500.2A 6-7-89 on the GTR shall be made in accordance with the following. Enter exact name and complete postal address of the D0E organization to which the carrier is to (a) Bill Charges To. (b) Fiscal Data (Appropriation, Authorization). direct its bill for payment. Enter neces- sary fiscal accounting information such as the authoriza- tion number, appropriation number, and allotment symbol. When payment is to be made in a currency other than U.S. dollars, show type of currency in “Special Accommodations and Requirements” box; e.g., “To be paid in Indian Rupees."

(c) Place and Date of Issue. Enter installation, city, State, or country, and date of issue of not date and place of the ticket issue or the transportation is to begin. point, or the GTR and date when (f) Others (Number). (d) Issuing Government Officer (Signature and Office). Sign name and enter name of organization (abbreviations may be used). (e) Traveler (Type or Print). Enter name of traveler and his or her title or military rank where such designation is necessary to obtain special fares. Enter number of persons in addition to the traveler for whom transportation and/or accommodations are being requested. Include infants in the number of “Others” regardless of whether seating or other accommoda- tions are authorized. When GTR is to cover only one person, enter the word “No.” Check “Spouse” block and list name of spouse if he or she is to accompany the traveler. Also, list names and ages of any dependent children that will accompany the traveler; example, use “8-5-4-1 (free)” or “8-5-4-1 (seat)” to show ages of four children 8, 5, 4, and 1, with the “(free]” or “(seat)” indicating whether a seat ticket is authorized for the child under 2 years of age. Ages of children as of the date of departure from first point of travel should be used. Draw horizontal line through this block if none of the travelers numbered under “Others” (subparagraph (f) above) are dependents of the person named as “Traveler” (subparagraph (e) above). (g) Dependent Travel--Children (Ages). (h) Special Accomodations and Requirements. Enter number and type of special accommodations to be furnished at an addi- tional charge and list points between which each type of accommodation is to be utilized. Abbreviate if necessary. DOE 1500.2A 6-7-89 II-19 If special services or accommodations are not requested, draw horizontal line through block. 1 For rail travel, indicate whether parlor car seat or roomette; 2 For steamship travel, when known, show name of vessel, sailing date, and number of the assigned stateroom (bed or berth where less than room capacity is involved). Where use of a stateroom on a lake, river, or coastwise steamship involves a separate charge, enter the specific value of the authorized room in the “Special Accommoda- tions and Requirements” box. If the available accommo- dation for the class desired is unknown at time of issuance of the GTR, enter the words “lowest available accommodation." Then, before surrendering the GTR to the carrier, travelers shall enter in the “Continuation of Services Required” box on the reverse of the GTR, over their signature, the following: _____________, “I certify that berth _____, stateroom No. date of sailing ____, on SS as the lowest available accommodation at time reserva- tion was made.” _________, was furnished ______________________________________________________________________________ (Signature of Traveler) 3 The foregoing provision should not be construed as authorizing travelers to obligate the U.S. Government to pay for services in excess of those allowed by law or pertinent administrative regulations. 4 For air travel, enter any special fares and/or charges, such as group fare-commercial air movement (GF-CAM), charter, contract, section 22 quotation, military recruit, youth fare, or discover America fare, followed by any pertinent movement, charter, or contract number. On a GTR issued for the U.S. domestic portion of any international journey, enter “Conj/intl travel.”

(i) Carrier or Agent Tendered To. Enter name of the carrier that is to honor the GTR. When blanket GTR’s are issued under GSA master contract arrangements, enter name of contractor-carrier. When the GTR must be presented to a carrier or agent other than the one shown in this box, either issuing officers or the travelers shall endorse the GTR to that carrier or agent by entering in the “Service Furnished if Other Than Requested” box on reverse, over II-20 DOE 1500.2A 6-7-89 their signature, the words: “Endorsed to (carrier/agent) for ticket issuance.” (j) Cities. Enter in the “From” box the name of the origin, city and State, or point from which transportation and/or accommodations are to be furnished. In the “To” boxes, enter the cities and States or points to which such ser- vices are to be furnished. Draw a horizontal line through any “To" space not used. Use city/airport codes for air travel when such are known; otherwise, use the city with the Postal Service style of two-letter State and province abbreviations. For example, for a round trip authorized from Duluth to Gulfport and return, show from “DLH” to “GPT” to “DLH” (city/airport codes) or from “Duluth, MN” to “Gulfport, MS” to “Duluth, MN” (Postal Service style). (k) Stopover Authorized. Enter “Yes” before the cities at which stopovers are authorized and “No” for all others. Stopover does not include a stop to transfer to another carrier or another aircraft but does include a rest stop in international travel. In case of round trip, put a dash opposite final destination. (l) Carrier and Class of Service. Enter in the applicable box the initials or code name of each carrier and the name or officially identified code for the class of service author- ized between each listed city or point. Standard carrier codes of air, rail, and motor coach carriers are found in the “Official Airline Guide,” the “Official Railway Guide,” and the “Official Bus Guide,” respectively. (m) Excess Baggage AU thorized. Enter the exact weight and/or number of pieces of excess baggage authorized to be trans- ported for each leg of the trip. When the exact weight or number of pieces is unknown, show the maximum excess autho- rized. When a GTR covers excess baggage services for two or more travelers flying on the same aircraft, show the total number of pieces or total weight authorized. The travelers should then present their baggage to the ticket agent at the same time so that it may be "pooled” to prevent extra charges. If travelers are to fly on separate aircraft, show the number of pieces or the weight author- ized for each traveler. If excess baggage is not author- ized, enter the word “None” in the “Weight” and “Pieces” columns opposite the respective city or point entered in the “To” box. On a GTR issued to procure excess baggage only, complete the GTR as outlined above, but enter the words “Excess baggage only” in the “Special Accommodations and Requirements” box and the number of the GTR previously issued for the passenger transportation service. DOE 1500.2A 6-7-89 II-21 4. TRAVEL VOUCHERS. (1) Approval and Audit. a. General Instructions. Travelers traveling on official business are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business (see 41 CFR 301-1.3(a)). Travelers should keep an itinerary of places visited and expenditures made, noting each item at the time the expense is incurred together with the date. The information thus accumulated will be available for the accurate preparation of the voucher.

Review and approval of travel vouchers by first-level supervisors, who are fully knowledgeable of the traveler’s activities, are required and will be considered sufficient approval that the traveler performed the travel as authorized. Auditing of the travel voucher for accuracy is the responsibility of the payment office. Voucher examiners are responsible for ensuring that vouchers are prepared according to the regulations and Departmental procedures and review the claim to ascertain accuracy of amounts claimed; whether expenses are authorized and allowable; and that all required statements, justifications, and receipts are attached (see 41 CFR 301-11.4). (2) Forms. Claims for reimbursement of travel expenses shall be submitted on the regular authorized SF-1012, revised, “Travel Voucher,” and shall be itemized and stated in accordance with the Federal Travel Regulation (FTR) and this Order. Claims for reimbursement for local travel expenses shall be submitted on SF-1164, revised. “Claim for Reimbursement for Expenditures on Official Business.” The specific purpose and purpose category of the travel also shall be stated on both the SF-1012 and the SF-1164. (3) Purpose Required. The specific purpose of the travel and purpose category shall be included on the front of all travel vouchers (see Attachment II-1 for travel purpose categories). (4) Preparation of Local Travel Claims (SF 1164). Typing of vouchers is not required when travelers prepare vouchers which are legible and written in ink. The following information and documentation must be included or attached to all SF 1164’s and should be submitted within 30 calendar days following the com- pletion of the local travel: (a) Specific purpose of the travel and purpose category (see Attachment II-1). (b) Indication when applicable that traveler is a special Government employee (see DOE 3304.1) or invitee (private individual invited to perform official travel, see page VII-5, paragraph 4). II-22 (c) (d) (e) (f) (g) DOE 1500.2A 6-7-89 Justification for the use of privately owned vehicles when DOE shuttle service is provided between points of travel (e.g., between Forrestal and Germantown). Statement justifying the use of a taxi as advantageous to the Government when public transportation is readily available. The home address of the traveler and a computation of the deduction for normal commuting costs when requesting reim- bursement for travel between residence and temporary duty station on a regular workday. A copy of the receipt for registration fees indicating the fee covers attendance at a meeting, conference, or sym- posium (see page IV-39, paragraph 6c). A copy of the overtime authorization when travel by taxi is (5) Preparation of SF 1012. approved incident to officially ordered overtime for an employee who is dependent on public transportation for travel between his or her residence and office during hours of infrequently scheduled public transportation or darkness (see page III-38, paragraph 6d(5)). (a) The completed travel voucher shall be prepared with one original (SF 1012, white copy) and at least two memorandum copies (SF 1012a, yellow copy). Typing of vouchers is not required when travelers prepare vouchers which are legible and written in ink.

(b) In preparing the schedule of expenses and amount claimed portion, show dates on which travel was performed or expenses incurred and describe briefly each item of expense in chronological order and indicate receipt number if any. Show actual subsistence expense when authorized to travel on that basis. When traveling on a per diem allowance, show the computation of per diem. State exact period for which per diem is claimed. Daily extensions are not necessary. Compute and enter as one total the per diem period allowed multiplied by the per diem rate allowed. The traveler by signing the voucher certifies that, when applicable, per diem claimed is based on the average cost of lodging incurred during the period covered by the voucher. Lodging receipts are required when subsistence reimbursement is on the actual expense basis and when per diem is based on the lodging-plus method. A statement can be accepted for the fee or service charge incurred for the use of Government quarters. DOE 1500.2A 6-7-89 II-23 (c) Show the time of departure and time of return to duty station when travel begins or ends during the regularly scheduled workday. Explain in full the taking of leave, interrupted travel for personal reasons, indirect travel, and delays at places other than duty posts. Indicate the time when travel is interrupted and resumed when the inter- ruption is for personal reasons. The charges to the employee’s leave account shall be noted on the travel voucher. (d) Include points of travel when using rental cars. (e) Erasures and alterations in totals shall be initialed by the traveler (see 41 CFR 301-11.5(f)). (f) The traveler shall not sign a blank SF 1012 before it has been prepared completely. (g) If no prior written travel authorization was prepared because a trip was made on an emergency status, the travel voucher must explain the emergency or reason why no prior authorization was obtained. Reimbursement cannot be made until the travel has been approved subsequently by the appropriate official. (h) Each travel voucher shall show in the spaces provided the status of any outstanding advance and appropriate liquida- tion information thereof. See page VII-5, paragraph 4, for instructions on preparation of travel vouchers for invita- tional travel. (i) When the voucher includes reimbursement of long-distance calls, the approving official, by approving the voucher, is certifying that the use of such calls is necessary and in the interest of the Government. (j) Persons who have traveled in foreign countries shall report their expenditures by items, in the money of the country in which made. The total expenditure in foreign currency must be converted into U.S. dollars at the rate or rates at which the foreign money was obtained. Indicate the rates of conversion and the commissions charged (see 41 CFR 301-11.5(e)). (k) When itineraries are changed or trips are canceled after the traveler has received the tickets, a statement shall be entered on the voucher and initialed by the traveler that all tickets have been used for official purposes or have been accounted for properly and attached to the voucher (see 41 CFR 301-3.5(a)(2)). II-24 (6) Attachments. (7) (8) (9) DOE 1500.2A 6-7-89 The following papers shall be attached to travel vouchers: (a) (b) (c) (d) (e) (f) Where practicable, a copy of the approved travel authoriza- tion. If the travel authorization has been submitted with a prior voucher, reference the prior voucher (see 41 CFR 301-1.4 and 41 CFR 301-11.3(b)).

Original receipts or legible copies, as required, numbered consecutively and attached chronologically, commencing with number 1 (see 41 CFR 301-11.3(c) and 41 CFR 301-1.11.5(a)). Erasures and alterations in totals on receipts must be initialed by the person who signed the receipt. The failure to furnish required receipts must be explained on the voucher. Lodging receipts are required except for travel outside conterminous U.S. authorized on a per diem basis. Carbon or memorandum copies of the GTR’s stapled to voucher to prevent loss. Unused tickets or portions thereof stapled to voucher to prevent loss. Comparative cost statements when required. Constructive cost comparisons will be prepared in accordance with instructions on page III-29, paragraph 4f(2), and will reflect cost that would have been incurred had the travel been accomplished by the most expeditious means. Ticket stubs or copies of tickets stapled to voucher to prevent loss. The completed travel voucher (SF 1012) shall be Travelers should submit travel vouchers within 10 calendar days following the completion of the trip. One voucher per month may be submitted combining all trips taken on open authoriza- tions. Employees performing occasional travel are to submit vouchers at the completion of each trip (see 41 CFR 301-11.4). No Claim Vouchers. When travel is performed by means of GTR’s and no claim for reimbursement is involved, the traveler shall prepare an SF 1012 showing: the serial number of the used GTR; the complete itinerary--points visited and dates of travel; the word “none” in the space “amount claimed,” sign the voucher, attach the white memorandum copies of the GTR’s and forward it through normal channels (see page II-17, subparagraph l, and 41 CFR 301-11.5(c)). Reclaim Vouchers. Items which have suspended or disallowed but are found to be reimbursable when sufficient information or required supporting documents are furnished may be reclaimed on Submission. forwarded by the approving official to the local finance office. DOE 1500.2A 6-7-89 II-25 a subsequent or separate travel voucher supported by a copy of the notice of suspension. Reclaim expenses borne by the traveler pending adjustments with carriers, such as lost tickets, shall be submitted on separate travel vouchers (see 41 CFR 301-11.7). Supplemental claims for items of expense omitted from a voucher shall refer by date and amount to the previous voucher. The traveler shall review carefully or have the travel voucher reviewed before submitting it for payment. Errors of omission or commission which cause most returns of travel vouchers or suspensions of payment are listed below: b. Examples of Common Errors. (1) (2) (3) (4) (5) (6) (7) (8) (9) Failure to furnish information concerning the necessity, and advantages to the Government, for the use of taxicabs as special conveyances (see 41 CFR 301-3.2(a) and 41 CFR 301-11.5(c)(2)). Failure to explain earlier departure the approved departure time. Failure to explain delayed departure after completion of work when travel during the regular hours of work. Failure to explain claim for mileage from official station than from temporary post of duty could have been performed in excess of distances shown on official mileage guides (see 41 CFR 301-4.1(b)). Failure to initial erasures or changes in totals of voucher (see FTR 1-11.5f). Failure to show for telegrams the information indicated on page IV-39, paragraph 5e(4) (see 41 CFR 301-6.5).

Insufficient details shown in voucher on travel actually per- formed (e.g., dates and points of travel and use of rental car). (See 41 CFR 301-4.6 and 41 CFR 301-11.5(c)(1).) Omission of required statements on long-distance telephone calls (see page IV-37, paragraph 5d(1)(b)). Omission of information as to points of service involved in long-distance telephone calls (see page IV-37, paragraph 5d(1)(b), and 41 CFR 301-6.5). (10) Failure to state disposition of unused tickets secured with GTR’s. (11) Failure to purchase round trip tickets (see 41 CFR 301-3.4(b)). (12) Failure to explain deviation from usually traveled route (see 41 CFR 301-2.5). II-26 DOE 1500.2A 6-7-89 5. USE OF TRAVEL AGENCIES AND TRAVEL MANAGEMENT CENTERS. a. The services of a travel agent may not be used except: (1) through a travel management center (TMC) under contract to the General Services Administration (GSA); (2) by delegation of authority obtained from GSA; or (3) by the exception provided in the Federal Travel Regulations for group or charter arrangements available through travel agents (see page III-5, paragraph 2a(2)(c)). b. When the services of a travel agent are determined to be necessary for their respective organizations, Heads of Field Elements or the Director of Administrative Services, Headquarters, or their desig- nees, should provide the required information for each location to be serviced to the appropriate GSA Regional Customer Service Bureau, Transportation Services Branch (see Federal Property Management Regulation (FPMR) Temporary Regulation A-24, effective 5-25-84). 6. FISCAL YEAR CHARGEABLE. a. The round trip transportation costs are charged to the fiscal year in which travel begins. b. If the return portion of a round trip ticket is canceled after the start of the trip and another return ticket is issued, the cost of the return ticket is charged to the fiscal year in which the return trip begins. c. Per diem, subsistence expenses, and miscellaneous expenses are charged as incurred by the traveler to the appropriate fiscal year. (See 26 Comp. Gen. 961, 30 Comp. Gen. 147, and 35 Comp. Gen. 183.) 7. ADMINISTRATIVE APPROVAL AND TRANSFER OF FUNDS. When officials at one DOE location want to have official travel performed by a DOE employee from another location, the request will be made through the employee’s Departmental Element which will be provided an approved obligated travel authorization by the requesting DOE location so that the costs may be transferred to the requesting element’s finance office in accordance with the following procedures: Note: DOE elements asked to perform travel by another DOE location should not issue a travel authorization to the traveler until they have received an authorized travel authorization from the requesting DOE element since the costs cannot be transferred to the requesting element if its travel authorization is not forthcoming. a. Field Employees Traveling at Headquarters Request. (1) Headquarters Elements. (a) Process a completed HQ F 151O.1B, “Travel Authorization,” for individual’s official travel. DOE N 1500.2A 6-7-89 II-27 (b) State under “Remarks” that travel costs are to be trans- ferred to Headquarters. (c) Transmit Headquarters trip authorization information to field element. (2) Field Elements. (a) Upon receipt of an approved Headquarters travel authoriza- tion, issue field travel authorization to employee. (b) Pay travel voucher submitted by employee.

(c) Transfer the travel costs to Headquarters providing copies of pertinent travel documents (authorization, voucher) and indicate on the transfer document the name of traveler, dates of travel, Headquarters trip authorization number, and total travel costs broken down between transportation, per diem, and miscellaneous. b. Headquarters Employees Traveling at Field Element Request. (1) Headquarters Elements. (a) Process completed HQ F 151O.1B. (b) Fill in appropriate accounting classification. (c) State under “Remarks” which field element is to be billed for travel costs, provide field element funding informa- tion, and identify organization code for Headquarters element. (d) Attach a copy of approved field travel authorization or telecommunication message containing travel funding received from field element. (e) Administratively approve Headquarters employee’s travel voucher and submit it for payment to the Office of Head- quarters Accounting Operations. When a Head- quarters employee's travel voucher is paid. Accounting Opera- tions Branch, Accounting Division, transfers the travel costs to the field element together with pertinent travel documents and cites the field element funding information. (2) Office of Headquarters Accounting Operations. (3) Field Element. (a) Initiates the request by forwarding field approval for travel, together with field funding information, by II-28 DOE 1500.2A 6-7-89 telecommunication message or memorandum to the Headquarters element. (b) Contacts its travel and accounting offices for any addi- tional field instructions concerning the transfer of travel costs to the field element. c. Field Employees Traveling at Another Field Element's Request. (1) Requesting Field Element. (a) Contacts its travel and accounting offices for specific instructions concerning the transfer of travel costs from another DOE field organization. (b) Processes approved travel authorization; states in “Remarks” that the costs are to be transferred to the requesting organization; transmits travel funding informa- tion to the traveler’s field organization and provides copy of the travel authorization to the traveler’s organization. (2) Traveler’s Field Element. (a) Contacts its travel and accounting offices for specific instructions concerning the transfer of travel costs to another DOE field organization. (b) Upon receipt of requesting field element’s travel authori- zation and travel funding information, issues travel authorization to traveler. (c) Pays travel voucher submitted by traveler and transfers costs to requesting field element finance office together with copies of pertinent travel documentation (requesting element’s travel authorization and voucher). 8. RECEIPT OF PROMOTIONAL AND/OR BONUS GOODS MATERIAL BY TRAVELERS. a. General Rule. Federal employees are obligated to account for any gift, gratuity, or benefit received from private sources incident to the performance of official duty. This rule applies to situations where an employee enters a promotional program sponsored by an airline and, while traveling on official business, receives a dis- count as a result of entering that promotional program. (See 63 Comp. Gen. 229 and 63 Comp. Gen. 233.) b. Ownership of Promotional Materials. Promotional materials (e.g., bonus flights, reduced-fare coupons, and similar material) received by DOE employees in connection with official travel are the property of the Government and must be turned in to the DOE finance office. This includes promotional materials based on a combination of official and personal travel. Employees are liable to the Government

DOE 1500.2A Chg 4 II-29 6-19-90 c. d. e. for the full value of any bonuses or promotional gifts used for personal benefit whenever the benefit was obtained as a result of official travel. A DOE employee who wishes to retain the benefits of a promotional program should make certain that all trips included in the program are paid from personal funds. Redemption of Frequent Flyer Credits. (1) (2) (3) (4) Employees who are members of an airline’s frequent flyer program and who are receiving credit for official travel miles should inform their approving and authorizing officials prior to redeeming any mileage credits. Headquarters approving and authorizing officials should consult with the Logistics Operations Branch (AD-236.2, Forrestal; AD-236.3, Germantown) for advice with respect to the maximum advantage available to the Government on the use of mileage credits. Field approving and authorizing officials should consult with either their travel or finance offices, as instructed by designated administrative officials. Authorization or approval for the redemption of frequent flyer mileage credits for upgrades to premium-class accommodations must be obtained in accordance with page III-13, paragraph 2b(1)(a) 2f . Employees who use any mileage credits earned while on official travel for unapproved upgrades or for personal purposes are liable to repay the Government for the value of the unauthorized accommodation upgrade or benefit used for personal purposes. (See 67 Comp. Gen. 79 (1987 ).) Items of Nominal Value. (1) Employees may retain for their own use such benefits as free upgrades or service (for which no mileage redemption is required), memberships in clubs, check cashing privileges, or similar benefits considered to have no intrinsic value to the Government; also covered would be reduced-cost upgrades purchased at the employee’s own expense. (2) Employees are allowed to keep promotional material such as pens, pencils, note pads, calendars, and other items of nominal value. Any questions regarding the acceptance of promotional Material should be directed to the Assistant General Counsel for General Law in the case of Headquarters employees, and to the appropriate field counsel in the case of field aemloyees. Traveler’s Instruction. Except as provided in subparagraph d above, travelers are instructed to turn in all material received while on offi- cial travel to the appropriate DOE travel or finance office. Promotional Vertical line denotes change. II-30 f. g. h. DOE 1500.2A 6-7-89 material required to be turned in to the DOE finance office includes but is not limited to: (1) (2) (3) (4) (5) (6) Reduced-fare coupons. Credits toward future free or reduced costs of goods such as car rental or services. “Half-ounce gold nuggets.” Direct cash compensation received due to delayed boarding and/or cancellation of a reservation. (For exception, see subparagraph f below. ) Bonus flights. Trading stamps. 59 Comp. Gen. 203) Retention of Voluntary Payments. The Comptroller General has ruled (see that employees who voluntarily give up their airline seats may retain the payments receivedfrom the airlines only under the following conditions: (1) (2) (3) Additional expenses beyond those normally incurred must be offset against the payment received by the employee. Government employees are not expected to voluntarily give up their reserved seats if it would impinge upon the performance of official duties.

To the extent the employee’s travel is delayed during official duty hours, the employee will be charged annual leave for the additional hours. (This provision simply means that such absence cannot be excused without a charge to leave. It does not abrogate the supervisor’s authority to decide whether annual leave will be approved. Normally it should be. However, there may be cases where the absence is so critical that it amounts to irresponsibility, and a charge to absence without leave may be justified.) Denied Boarding Compensation. The Comptroller General has distinguished between voluntary payments and denied boarding compensation, the latter being liquidated-damages for the airline’s failure to furnish accommodations for confirmed reserved space due the Government. Therefore, all denied boarding compensation must be remitted by employees to their local finance office. Disposition of Material. For appropriate DOE disposition of promotional and/or bonus goods material, finance offices should refer to 41 CFR 1OI-125.1O3-4. 9. RETURN TO OFFICIAL STATIONS ON NONWORKDAYS. DOE 1500.2A 6-7-89 a. The Federal Travel Regulations (see 41 CFR.301-7.11(b) and 41 CFR 301-8.7) provide that, at the discretion of administrative officials, a traveler may be required to return to his or her official station for nonworkdays. In cases of voluntary return of a traveler for nonworkdays to the official station or place of abode from which he or she commutes daily to the official station, the reimbursement allowable for the round-trip transportation and per diem (or actual subsistence) en route may not exceed the per diem (or actual subsistence) and any travel expense which would have been allowable had the traveler remained at the temporary duty station. The Comptroller General has ruled that the cost of authorized weekend return travel for employees on extended temporary duty may be considered a necessary travel expense of the agency when the agency, after cost analysis, determines that the costs of reimbursing employees for periodic return travel between the temporary duty point and official station for nonworkdays are outweighed by savings in terms of employee efficiency and productivity and reduced costs of employment and retention of such employees (see 55 Comp. Gen. 1291). b. Employees who are performing extended temporary duty of more than 30 days may return to their official duty stations on nonworkdays under II-31 (1) Authorized Required Return For Nonworkdays. the following conditions: Authorizing offi- cials may direct travelers to return to their official stations when under proper travel authorizations: (a) The traveler is required to conduct official Government business on a nonworkday, or (b) The official has determined that the cost of round trip return travel is less than the total travel expenses which would have been allowed if the traveler had remained at the temporary duty station. In the case of an authorized required return, the traveler will be reimbursed for round trip transportation, allowable per diem (or actual subsis- tence) en route, and other allowable travel expenses. (2) Authorized Periodic Returns For Nonworkdays. Authorizing officials may authorize an employee to return periodically to his or her official duty station during nonworkdays when after cost analyses they determine that the costs of reimbursing employees for the periodic return travel between the temporary duty point and the official station for nonworkdays are out- weighed by savings in terms of employee efficiency, produc- tivity, and reduced costs of employment and retention of such employees. As a general rule, periodic returns should not be authorized more frequently than every 30 days. In the case of an authorized periodic return, the traveler will be reimbursed

II-32 DOE 1500.2A 6-7-89 round trip transportation, allowable per diem (or actual subsistence) en route, and other allowable travel expenses. A traveler may return volun- tarily to his or her official duty station for nonworkdays. In the case of voluntary return, the maximum reimbursement for the round trip transportation and per diem (or actual subsistence) en route may not exceed the per diem (or actual subsistence) and any travel expense which would have been allowable had the traveler remained at the temporary duty station. (a) Periodic return of travelers to their official stations on nonworkdays shall not be authorized by Heads of Departmen- tal Elements, or their designees, unless they have deter- mined in writing that the costs of such return travel are outweighed by the savings made in terms of increased efficiency and productivity, as well as reduced costs of recruitment and retention. As a general rule, reduced costs of recruitment and retention would be a consideration only in positions where frequent extended temporary duty is a normal condition of employment. (b) When duties of a position are such that frequent extended temporary duty is required under essentially the same conditions (for example, some auditor or inspector posi- tions) a separate cost analysis justifying periodic return travel is not required for each period of extended tem- porary duty, but such cost analyses justifying such travel shall be conducted no less frequently than every other year by those Heads of Departmental Elements, or their desig- nees, making the required determination. (c) Travel authorizations authorizing the periodic return of a traveler on nonworkdays must be supported by copies of the cost analysis and the determination statement made by the Head of the Departmental Element, or designee. Travel authorizations containing authorizations for such returns but lacking proper documentation shall be returned by the appropriate administrative control of funds office to the originating office for correction. (d) Periodic nonworkday return travel may not be undertaken to areas other than the traveler’s official station or place of abode from which he or she commutes daily to the offi- cial station. In addition, return travel must be performed outside the traveler’s regular duty hours or during periods of authorized leave except where such travel on nonworkdays is considered “hours of work” for nonexempt employees for purposes of the Fair Labor Standards Act. Such travel is considered hours of work when it occurs during those hours (3) Voluntary Return For Nonworkdays. (4) Cost Analysis and Determination Statement. DOE 1500.2A 6-7-89 II-33 (and II-34) of a nonworkday which correspond with the employee’s regular duty hours on a workday. For example, if a nonexempt employee’s normal tour of duty is 8:30 a.m. to 5 p.m., Monday through Friday, travel which occurs between those hours on Saturday or Sunday is considered hours of work for overtime purposes. Consideration should be given to scheduling required return travel to minimize payment of overtime, including scheduling of travel during regular duty hours where necessary. DOE 1500.2A 6-7-89 Attachment II-1 Page II-35 ILLUSTRATIVE TRAVEL PURPOSE CATEGORIES Abbr. Purpose Category or C o d e Definition Site visit A Visit to a particular site in order to personally perform operational or managerial activities: e.g., oversee programs, grant operations, or management activities for internal control purposes; carry out an audit, inspection, or repair activity; conduct negotiations; provide instructions; provide technical assistance.

Information meeting B Attend a meeting to discuss general departmental operations, review status reports or discuss topics of general interest. If a site visit was conducted as part of the same trip, consider the entire trip to be site visit. Training attendance C D To receive training. Speech or presentation To make a speech or a presentation, deliver a paper, otherwise take part in a formal program other than a training course. To attend a conference, convention, seminar or symposium for purposes of observation or education only with no formal role in the proceedings. Conference attendance E Relocation F To move from one official duty station to another (same as a permanent change of station or PCS move). Entitlement travel Travel to which an employee (or dependent) is entitled as a result of an assignment; e.g., official vacation or home leave; medical emergency, and education travel. G H To carry out a special departmental mission; e.g., move non-combat military units; provide security to a person or shipment (such as a diplomatic pouch); move witnesses from residence to other locations; cover travel by Federal beneficiaries and other non- employees. Special mission travel Travel to return an employee from a temporary assign- ment location at Department expense to his or her Emergency travel I Attachment II-1 Page II-36 DOE 1500.2A 6-7-89 ILLUSTRATIVE TRAVEL PURPOSE CATEGORIES Abbr. Purpose Category Code Definition designated post or duty or home, or alternate loca- tion, where he or she would normally be present to take care of the emergency situation if the Department had not directed or assigned the employee to another location to perform official business. Other travel J To travel for reasons (purposes) which are not shown in one of the other nine categories. DOE 1500.2A 6-7-89 CHAPTER III III-1 MODES OF TRANSPORTAION 1. GENERAL. a. Methods of Transportation. (1) (2) (3) Authorized Methods. Methods of transportation authorized for official travel include railroads, airlines, helicopter service, ships, buses, streetcars, subway, taxicabs, Government-owned and contract rental automobiles and airplanes, privately owned and rented automobiles and airplanes, and other necessary means of conveyance (41 CFR 301-2.2(a)). Select ing Method of Transportation to be Used. Travel on official business shall be by the method of transportation which will result in the greatest advantage to the Government, cost and other factors considered. The provisions of 5 U.S.C. 5733 require that the travel of an employee shall be by the most expeditious means of transportation practicable and shall be commensurate with the nature and purpose of the duties of the employee requiring such travel. In selecting a particular method of transportation to be used, consideration shall be given to energy conservation and to the total cost to the Government, including costs of per diem, overtime, and lost worktime as well as actual transportation costs. Additional factors to be considered are the total distance of travel, the number of points visited, and the number of travelers (41 CFR 301-2.2(b)).

Use of Unauthorized Methods of Transportation. A traveler shall provide full justification in or attached to his or her travel voucher for the use of methods of transportation different from those methods authorized. In the event it was officially necessary for the traveler to use methods of transportation different from those authorized, the appropriate official should approve subsequently such use of mixed methods of transporta- tion. Any additional cost resulting from use of a method of transportation not specifically authorized, subsequently approved, or justified as required by regulation such as non-use of contract air service, shall be the traveler’s responsibility. Transportation. Common carrier (air, rail, or bus) shall be used whenever it is reasonably available, since it will generally result in the least costly and most expeditious performance of travel and will usually result in the most (4) Criteria to be Used in Selecting Most Advantageous Method of (a) Common Carrier. III-2 DOE 1500.2A 6-7-89 efficient use of energy resources. Other methods of transportation may be authorized as advantageous only when the use of common carrier transportation would interfere seriously with the performance of official business, impose an undue hardship upon the traveler, or exceed the cost by some other method of transportation. Personal preference or minor inconvenience to the traveler resulting from common carrier scheduling are not to be used as a basis for determining that another method of transportation would be more advantageous to the Government than common carrier. 1 Contract Air Service. The use of contract air service between certain cities (city pairs) is advantageous to the Government and is mandatory for authorized air travel between the selected city pairs. See the Federal Travel Directory for the current listing of city pairs, fares, and general contract information. 2 Noncontract Air Service. The use of noncontract air service may be authorized or approved only when justi- fied under one or more of the following non-use excep- tions which must be certified either on the travel authorization or travel voucher by a DOE authorizing official. a Space or scheduled flights are not available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or b The contractor’s flight schedule is inconsistent with explicit policies individual Federal departments and agencies, where applicable, to schedule travel during normal working hours; or c A noncontract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses. NOTE: THIS EXCEPTION DOES NOT APPLY IF THE CONTRACT CARRIERS(S) OFFERS A COMPARABLE FARE AND HAS SEATS AVAILABLE AT THAT FARE, OR IF THE LOWER FARE OFFERED BY A NON- CONTRACT CARRIER IS RESTRICTED TO GOVERNMENT AND MILITARY TRAVELERS ON OFFICIAL BUSINESS AND MAY ONLY BE PURCHASED WITH A GTR OR GOVERNMENT DINERS CLUB CARD, E.G., ‘YDG,’ ‘MDG,’ ‘QDG,’ ‘VDG,’ AND SIMILAR FARES. DOE 1500.2A 6-7-89 III-3

3 Rail or Bus S ervice. Rail or bus service may be used when determined to be advantageous to the Government, cost, energy, and other factors considered and when compatible with the requirements of the official travel. The use of discount fares offered to the Government by rail or bus carriers between selected cities (city pairs) is considered advantageous. Whenever these discount fares are offered and the accompanying service will fulfill mission requirements, they should be used to the maximum extent possible. (See page III-5, paragraph 2, for authorized service and accommodations and reduced fares.) (b) Government Flat Rate Agreement Rental or Gove rnment- Furnished Automobile. When an automobile is required for official travel, a Government flat rate agreement rental or a Government-furnished automobile shall be used as follows: 1 An automobile rented under rental car agreements negotiated for the Government by the Military Traffic Management Command (MTMC) is the first resource for short-term rental of an automobile by an employee on temporary duty (TDY) travel and applies for employees who travel to their destination by common carrier, and would customarily rent a Government-furnished vehicle for local transportation in the destination area. See Federal Travel Directory for additional information on rental cars. 2 A Government-furnished automobile is the first resource when an automobile is required for official travel performed locally or within commuting distance of an employee’s designated post of duty. If a Government- furnished automobile is unavailable, a rental automobile under the MTMC rental car program may be used. (c) Privately Owned Conveyance. Except as provided on page III-4, subparagraph (5), the use of a privately owned conveyance shall be authorized only when such use is advantageous to the Government. A determination that the use of a privately owned conveyance would be advantageous to the Government shall be preceded by a determination that transportation by common carrier, Government-furnished vehicle, or MTMC agreement rental is not available or would not be advantageous to the Government. These determina- tions and the authorization to use a privately owned conveyance shall be made, to the maximum extent possible, prior to the performance of travel. Justifications for selection of a privately owned conveyance as advantageous to the Government shall be stated on the travel authorization. III-4 DOE 1500.2A 6-7-89 (d) Special Conveyance. Commercially rented vehicles and other special conveyances shall be used only when it is deter- mined that the use of the preceding methods of transporta- tion would not be advantageous to the Government. Govern- ment car rentals available under MTMC rental car agreements shall be given first consideration in the selection of commercially rented vehicles. See page III 5g (41 CFR 301-2.2(d)). privately owned conveyance is used for official matter of personal preference in lieu of common -34, paragraph Whenever a purposes as a carrier trans- (5) Permissive Use of a Privately Owned Conveyance. (6) Travel by Ocean Vessel. portation, and such use is compatible with the performance of the official business although not determined to be advantageous to the Government, payment on a mileage basis shall be limited to the constructive cost of appropriate common carrier trans- portation and any related per diem, as determined on page III- 29, paragraph 4f(2) (41 CFR 301-2.2(e)).

Except for travel between points served by ferries, travel by ocean vessel shall not be regarded as advantageous to the Government in the absence of sufficient justification that the advantages accruing from the use of ocean transportation offset the higher costs associated with this method of transportation: i.e., per diem, transportation, and lost worktime (41 CFR 301-2.2(f)). The requirements for use of United States flagships shall be observed. See page III-21, paragraph 2d. b. Transportation Expenses. (1) Expenses Payable as Transportation. Transportation expenses which the Government may pay either directly or by reimbursement include: fares, rental fees, mileage payments, and any expenses incident to transportation such as those set forth on pages IV-34 through IV-39, paragraphs 4-6 (41 CFR 301-2.1). Chapter VIII, (41 CFR 301-2.4). (1) Official Necessity. All travel shall be by a usually traveled route. Travel by other routes may be allowed when the official necessity therefore is established satisfactorily. The extra expense shall be borne by the traveler when for his or her own convenience he or she travels by an indirect route or interrupts travel by (2) Return to Official Station Due to Illness or Injury. See c. Routing of Travel. (2) Indirect Route or Interrupted Travel. DOE 1500.2A 6-7-89 III-5 direct route (41 CFR 301-2.5). See page V-3, paragraph 10b, for charging of leave for excess travel time. 2. COMMON CARRIER. a. General. (1) Class of Service Aut horized. It is the policy of the Govern- ment that less-than-fi rst-class accommodations shall be used for all modes of passenger transportation. Common carrier accommo- dations shall be as provided specifically on page III-12, subparagraph b, through page III-21, subparagraph d, and such provisions apply to both domestic and international travel of civilian employees while on official business for the Government (41 CFR 301-3.3(a)). For approval of business and first class accommodations, see page III-12, paragraph 2b(1). (2) Special Fares and Reduced Rates. (a) Extra-Far e Trains. See page III-21, paragraph 2c(3). (b) Special Lower Fares Round Trip Tickets. Through fares, special fares, commutation fares, excursion, and reduced- rate round trip fares shall be used 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. Round trip tickets shall be secured only when, on the basis of the journey as planned (including annual leave), it is known or can be reasonably anticipated that such tickets will be used (Comp. Gen. Decision B-174217, 1-26-72). (c) Group o r Charter Arrangements. Group or charger arrange- ments available through travel agents may be used by individuals or a group of employees, provided an admini- strative determination has been made by the authorizing official on a case-by-case basis that such use will result in monetary savings to the Government and will not interfere with the performance of official business. A copy of the administrative determination shall accompany the travel voucher (41 CFR 301-10.2(b)(2)(i)). In such instances, if payment for transportation cannot be made to a carrier with an SF-1169, “U.S. Government Transportation Request,” but must be made to the travel agent, the traveler shall pay for the transportation from his or her own funds or from a travel advance and shall obtain a receipt for the cost of the transportation necessary in the performance of official business which shall accompany his or her voucher. Reimbursement shall not exceed the cost of accommodations authorized under paragraph 2a(1), above.

III-6 (d) Unequal Fares Available. DOE 1500.2A 6-7-89 Except for use of contract airlines (see page III-2, paragraph 1a(4)(a)1), when common carriers furnish the same method of travel at different fares between the same points for the same type of accommo- dations, the lowest cost service shall be used unless it is determined that the use of a higher cost service is more advantageous to the Government. See page III-15, paragraph 2b(3), for use of American carriers (41 CFR 301-3.4). (3) Reservations, Accomodations, Tickets. (a) Reservations. Cancellations.1 When a traveler finds he or she will not use accommodations which have been reserved for him or her, he or she shall release them within the time limits specified by the carriers. Complete explanations of cancellations attempted too late shall be included on the travel voucher. If the explanation is unsatisfac- tory, the traveler will reimburse the Government for any costs involved. 2 Recon firmation. Travelers shall reconfirm foreign returning reservations as required by the servicing carrier, before departure time of the return accommoda- tions. Space not reconfirmed as required before departure may be canceled by the carrier. Failure of travelers to take such action may subject them to liability for any resulting charges. (b) Unused Accomodations. The traveler shall report promptly to the appropriate office and state on his or her travel voucher when transportation service furnished is inferior to that called for by a ticket or when a journey is terminated short of the destination specified on the transportation request. Failure of travelers to take such action may subject them to liability for any resulting losses. (41 CFR 101-41.209. ) (c) Tickets. The purchase of transportation tickets shall be in accordance with requirements of the transportation facility used. See page III-5, paragraph 2a(2), for information on fares. 1 Normally, Government Transportation Requests (GTR’s) (and tickets obtained through a Travel Management Center), Government-issued charge cards, or the Govern- ment Travel System shall be used to procure all pass- enger transportation services costing more than $10 and Requirements for Obtaining Transportation Services. DOE 1500.2A 6-7-89 III-7 shall be used to procure all passenger services costing more than $100. See subparagraph 4 below for provisions regarding approval for use of cash for the purchase of emergenc y transportation exceeding $100. 2 Accountability. a In accordance with 41 CFR section 101.41.212, DOE administrative and finance offices are required to maintain adequate accounting and administrative control, including individual accountability of tickets and other transportation documents received in exchange for GTR’s or other procuring instruments. Travelers and other accountable persons are advised that failure to account for these documents may result in personal liability. b DOE finance offices should assure that an approved travel authorization has been issued for each GTR billed to DOE. If an approved travel authorization has not been issued, finance offices shall take the necessary steps to bill the individual who obtained the ticket by use of the GTR. 3 Use of Cash. a Cash shall be used to procure all passenger trans- portation services costing $10 or less, excluding Federal transportation tax, unless special circum- stances justify the use of a GTR.

b Travelers may pay cash for domestic passenger transportation up to $100, plus tax, for each trip. Cash payment of official transportation expenses, without regard to the $100 limitation, is authorized when employees have received authorization to secure group or charter fares available through travel agents and payment with a GTR cannot be made to the carrier (see page III-5, paragraph 2a(2)(c)); travel agents may not otherwise be used under these provi- sions (41 CFR 301-10.2). (See page II-26, paragraph 5, on the use of travel agencies for arranging travel within the United States. ) c Use of credit cards other than the GSA contractor issued charge cards, and all travelers checks are considered cash purchases and subject to the $100 limitation. d A travel advance may be requested to cover appro- priate cash purchases of transportation. Travelers III-8 DOE 1500.2A 6-7-89 paying cash for any authorized reimbursable trans- portation shall account for these expenses on their vouchers and shall support their claims for the passenger transportation charges with pertinent passenger coupons or other evidence as appropriate (41 CFR 301-11.3(C)(18)). Travelers shall assign to the Government their right to recover any excess payment involving a carrier’s use of improper rates. That assignment is preprinted on the SF 1012, “Travel Voucher,” and shall be initialed by the traveler (FPMR 101.41.203-2 and 41 CFR 301-11.5(c)(3)). 4 Services in Excess of $100. Use of Cash for the Purchase of Emergency Transportation a Advance Authorization. Authorization for the use of cash in excess of $100 for procurement of passenger transportation services should be obtained before the actual travel unless emergency situations make advance authorization impossible. If advance authorization is not possible, the traveler shall obtain written approval from the appropriate official at the earliest practicable time. b Submission of Requests for Approval. Cash purchases of transportation in excess of $lOO, will be submitted for approval in the format shown in Attachment III-3, including the appropriate justification, to the Head of the Field Element by field employees and by Headquarters employees to the Director of Administra- tive Services for approval by the Deputy Assistant Secretary for Administration. c Approval. (1) (2) Heads of Field Elements for field employees and the Deputy Assistant Secretary for Administra- tion for Headquarters employees have authority to approve emergency cash purchases of trans- portation. For nonemergency cash purchases of trans- portation in excess of $100, written approval must be obtained from the General Services Administration (GSA) before the traveler may be reimbursed. Requests for GSA approval will be submitted directly to GSA by the Head of the Field Element for field employees and by the Controller for Headquarters employees. Requests for GSA approval should be made to the Director, DOE 1500.2A 6-7-89 III-9 Office of Transportation Audits (FW), General Services Administration, Washington, DC 20405. (3) The authority to approve emergency cash pur- chases and to coordinate GSA approval of nonemergency cash purchases of transportation in excess of $100 may be delegated by the officials cited above. Delegation of authority for authorizing and approving emergency cash purchases shall be in writing and held to as high an administrative level as practicable. Copies of delegations shall be retained to be available for examination by GSA auditors.

d Documentation to GSA for Audit. For any cash purchase costing more than $100, the finance office shall forward copies of travel authorizations, ticket coupons, and any ticket refund applications, or SF-1170’S, “Redemption of Unused Tickets,” for audit to the General Services Administration (FWCPR), Attention: CODE E, Washington, DC 20405. e Travelers are advised to retain copies of the request and vouchers for their records until action is taken on their request. Receipts for other expenses claimed on the vouchers should be retained until the approved voucher is returned and the traveler submits the voucher for payment. 5 Liquidated Damage Payments. See page III-14, sub- paragraph (2), concerning liquidated damage payments because of air carrier’s failure to provide confirmed reserved space. 6 Unused Tickets. a When a trip has been canceled and a ticket has been obtained with a Government Transportation Request, the entire ticket shall be forwarded immediately to the appropriate finance office. The memorandum copy of the GTR used for the purchase of the ticket and an explanation of the circumstances shall be submitted with the unused ticket. Disposition of Unused Whole Tickets. b Disposition of Unused Portions of Tickets. The unused portion of a ticket shall be forwarded to the appropriate finance office with the pertinent travel voucher in which should be noted the fact that part of the ticket was unused. If the part of a journey not completed was covered by a portion of the ticket III-10 DOE 1500.2A 6-7-89 collected by a conductor or person in charge of the transportation facility, the travel voucher must contain this information. A statement of facts shall be obtained from the facility and attached to the travel voucher when the traveler surrenders sleeping or parlor car accommodations short of the destina- tion. c Portion of Tickets Used at a Later Date. Any portion of a ticket retained by a traveler for use at a later date shall be reported on the pertinent travel voucher showing the purchase thereof. If the traveler has not used the ticket at the end of the travel period and has not returned to his or her official duty station, no deduction will be made for the value of the unused ticket. If the traveler has returned to his or her official duty station without using the ticket or submitting it with his or her travel voucher, the value of the unused portion will be deducted. When the ticket has been used or surrendered to the finance office concerned, the amount so deducted may be reclaimed. d Refunds on Tickets. (1) Travelers. (a) (b) Shall not attempt to secure cash refunds on unused tickets, or portions thereof, which have been secured with GTR’s. Travelers are required to obtain a refund certificate or other evidence when less costly service is used in place of that for which tick- eted. However, under emergency conditions when tickets have been secured with cash, travelers shall negotiate required adjust- ments directly with carriers. Should give the carrier the correct billing address which has been provided to them whenever it becomes necessary to exchange an original ticket for one of lesser value. The carrier is required to provide the traveler with a refund receipt or applica- tion to effect a refund to DOE. Upon completion of the travel, travelers are to attach the refund receipt or application to their travel vouchers for submission to their finance officer. DOE 1500.2A 6-7-89 III-11

(2) Departmental Elements. (a) Shall provide all carriers with the travelers using commercial appropriate DOE payment office address that iS tO be entered into the “bill charges to” block on SF 1169, “U.S. Government Transportation Request.” Travelers, in turn, must give this "bill charges to” information to the carrier at the time an unused, downgraded, or exchanged ticket coupon is surrendered to the carrier. The carrier is required to use this information in remitting the refund directly to the Department within 60 days. If the carrier does not receive sufficient information to send the refund to the appropriate DOE payment office, the carrier will send the refund directly to the General Services Administration. Shall not issue SF 1170, “Redemption of Unused Tickets,” to claim refunds for unused, downgraded, or exchanged tickets for which receipts or ticket refund applications were issued by the carrier. Shall use the SF 1170 for collection of refunds for unused or partially used tickets which have (b) (c) e not been exchanged. (41 CFR 101-41.210) Lost or Stolen Tickets. When unused tickets, or portions thereof, secured by GTR’s are lost or stolen, the employee shall report the incident on his or her travel voucher and indicate the points between which the ticket was not used. The value of the unused ticket in such circumstances shall be deducted from the traveler’s voucher. The finance officer concerned shall request the carrier to refund the value of the unused ticket. If a refund is secured from the carrier, the employee shall be advised that he or she may submit a reclaim voucher and receive reimbursement for the amount secured from the carrier. Lost or stolen tickets recovered by the traveler shall be fowarded immediately to the proper DOE finance office for adjustment with the carrier and reclaim made for any deductions previously involved. If a lost ticket has been used and the Government has paid the carrier, the employee must reimburse the Government if the loss of the ticket was due to his or her fault or negligence. The III-12 DOE 1500.2A Chg 4 principle contained in 14 Comp. Gen. 631, which relates to lost GTR’S, applies equally to loss made by a deduction from a subsequent travel voucher or cash payment. 6-19-90 b. Commercial Airlines. (1) Policy. It is the policy of the Department that employees who use commercial air carriers for domestic and international travel on official business shall use coach-class or equivalent accommoda- tions. Premium-class air accommodations (such as business or first-class or equivalent accommodations) may be used only as permitted in subparagraph (1)(a) below. (a) Use of Premium-Class Air Accommodations. Circumstances justifying the use of premium-class air accommodations are limited to the following: 1 When regularly scheduled flights between the authorized origin and destination points (including connection points) provide only premium-class accommodations, and the employee certifies this circumstance on the travel voucher; 2 When the Secretary, Deputy Secretary, Under Secretary, or Director of Administration and Human Resource Management authorizes or approves the use of premium-class accommodation because: a b c Vertical line denotes Space is not available in coach-class or equivalent accommodations on any scheduled flight in time to accomplish the purpose of the official travel, which is so urgent that it cannot be postponed;

Premium-class accommodations are necessary because the employee is so handicapped or otherwise physically impaired that other accommodations cannot be used, and this condition is substantiated by competent medical authority; Premium-class accommodations are required for security purposes or because exceptional circumstances, as determined by the Secretary, Deputy Secretary, Under Secretary, or Director of Administration and Human Resource Management, make their use essential to the successful performance of any Departmental mission; Less-than-premium class accommodations on foreign carriers do not provide adequate sanitation or health standards; The use of premium-class accommodations would result in an overall savings to the Government based on economic considerations, such as the avoidance of additional subsistence costs, overtime, or lost productive time that would be incurred while awaiting availability of less- than-premium accommodations; or change. d e DOE 1500.2A Chg 4 6-19-90 III-13 (b) f Premium-class accommodations are obtained through the redemption of frequent traveler benefits. Heads of Departmental Elements may authorize or approve Premium-class accommodations obtained through frequent traveler benefits. Completed request and necessary attachments submitted to Heads of Departmental Elements for approval need not be forwarded to the Director of Administrative Services (AD-23). However, the same type of information contained in Attachment III-1 shall be provided in the request. Advance Authorization. The Secretary, Deputy Secretary, Under Secretary, or Director of Administration and Human Resource Management, has the authority to authorize and approve the use of premium-class air accommodations (except for premium-class accommodations obtained through the redemption of frequent traveler benefits. See subparagraph (1)(a) 2f above). Such authorization shall be made in advance of the annual travel unless extenuating circumstances or emergency situations make advance authorization impossible. If advance authorization cannot be obtained, the employee shall obtain written approval from the Secretary, the Deputy Secretary, the Under Secretary, or Director of Administration and Human Resource Management at the earliest possible time. (c) Employee Responsibility and Documentation. 1 The employee shall certify on the travel voucher the reasons for the use of premium-class accommodations. Specific authorization or approval shall be attached to the travel voucher and retained for the record. In the absence of specific authorization or approval, the employee shall be responsible for all additional costs resulting from the use of premium-class accommodations. The additional cost shall be the difference between the premium-class accommodations and the next lower class below premium. 2 In those instances where premium-class is the only service provided between the authorized origin and destination points, including connection points, the specific authori- zation or approval is not necessary and a certification by the employee will be sufficient. (d) Request for Approval of Premium-Class Accommodations. 1 Requests for approval of premium-class accommodations shall provide the information contained in Attachment III-1, "Format for Requesting Approval of Premiun-Class Accommodations,” and, except for those submitted under subparagraph 1(a) 2a through e above, the concurrence of the highest level official in the traveler’s organizational element (i.e., Assistant secretary or equivalent, or Head Field Element as appropriate).

Vertical line denotes change. of III-14 DOE 1500.2A Chg 4 6-19-90 2 The completed request and necessary attachments shall be sent to the Director of Administrative Services (AD-23) for processing except for those processed under subparagraph 1(a) 2f above. 3 A copy of the approved request is to be provided to the appropriate travel office. A travel office will not issue a premium-class ticket or a GTR premium-class accommodations unless the traveler provides an approved request form, except in the following instances: a When only premium-class is provided between the origin and destination or connecting points. (In this instance, a statement from the ticketing office will be provided to the traveler so that the traveler may make required certification on his or her travel voucher.); and b When only premium-class service iS available for a given flight and the purpose of the travel is so urgent that it cannot be postponed, and prior approval of the Secretary, Deputy Secretary, Under Secretary, or Director of Administration and Human Resource Management, cannot be obtained. In this instance, such use must be approved after the fact by the Secretary, Deputy secretary, Under Secretary, or Director of Administration and Human Resource Management; otherwise, the employee shall be responsible for the additional costs resulting from the use of premium-class. 4 A copy of the approval should be attached to the traveler’s travel voucher. (2) Oversold Reserved Accommodations. Under regulations of the Depart- ment of Transportation (DOT) (14 CFR part 250), certain scheduled air carriers are required to pay liquidated damages in certain situations if the carrier fail to provide confirmed reserved space. Since official travel performed by an individual is for the account of the United States, the Government would be damaged by the delay or failure and would be entitled to reimbursement if a carrier is liable under its tariff provistons for liquidated damages. There- fore, checks received by travelers from carriers covering denied boarding compensation are to be made payable to the "Treasurer of the United States" and in no case will the traveler be permitted to accept a check showing the traveler as payee. The traveler shall give the carrier a receipt for the check, retain a copy of the receipt, and forward the check and copy of the receipt as soon as possible to the appropriate finance office (FPMR 101-41.209.4; Comp. Gen. Decision B-48879, 5-26-69). See page II-30, paragraph 8f, for receipt of compensation when travelers voluntarily give up their airline seats. The amount of denied boarding compensation is based on the face value of the ticket coupons with a $200 maximum. How- ever, if the airline cannot arrange alternate transportation, as defined in the DOT regulations, the compensation is doubled. Vertical line denotes change. DOE 1500.2A Chg 4 6-19-90 III-15 (3) Use of American Airplanes. "U.S. air carrier," The term “certified air carriers” or means those carriers holding certificates under section 401 of the Federal Aviation Act of 1958, 49 U.S.C. 1517 (1970). Guidelines established by the Comptroller General require that U.S. air carriers be used for all Goverment-financed commercial foreign air transportation of persons or property if service provided by those carriers is available. The Comptroller General has established the following guidelines for determining the availability of U.S. flag air carriers (see Comp. Gen. decision B-138942, of 3-31-81 and 41 CFR 301-3.6(b)).

(a) 1 2 Use of foreign air carrier service may be deemed necessary if a U.S. air carrier otherwise available cannot provide the foreign air transportation needed or if use of such service will not accomplish the Department’s mission. A U.S. air carrier able to furnish only premium-class accommodations to Government travelers where less-than premium-class accomodations are available on a foreign air carrier will be considered “unavailable” within the meaning of the Comptroller General’s guidelines. See 60 Comp. Gen. 34. The Fly America Act does not apply to foreign air transportation paid for directly and in full by a foreign 3 government, international agency, or other organization, or when the expense for travel is paid out of funds which are later reimbursed by a foreign government, international agency, or other organization. (See 57 Comp. Gen. 546.) (b) U.S. air carrier service is considered available even though: 1 Comparable or a different kind of service can be provided at less cost by a foreign air carrier; 2 Foreign air carrier service is preferred by or is more convenient for the Department or traveler; 3 Service by a foreign air carrier can be paid for in excess foreign currency, unless U.S. air carriers decline to accept excess or near-excess foreign currencies for transportation payable only out of such monies. (c) Except as provided in subparagraph (a) above, U.S. air carrier service must be used for all Government-financed commercial foreign air travel if service provided by such carriers is available. In determining availability of a Vertical line denotes change. III-16 DOE 1500.2A 6-7-89 U.S. air carrier the following scheduling principles should be followed unless their application results in the last or first leg of travel to or from the United States being performed by foreign air carrier: 1 2 U.S. air carrier service available at point of origin should be used to destination or, in the absence of direct or through service, to the farthest interchange point on a usually traveled route; Where an origin or interchange point is not served by U.S. air carrier, foreign air carrier service should be used only to the nearest interchange point on a usually traveled route to connect with U.S. air carrier service; Where a U.S. air carrier involuntarily reroutes the traveler via a foreign carrier, the foreign carrier may be used notwithstanding the availability of alternative U.S. air carrier service. 3 (d) For travel between a gateway airport in the United States (the last U.S. airport from which the traveler’s flight departs or the first U.S. airport at which the traveler’s flight arrives) and a gateway airport abroad (that airport from which the traveler last embarks en route to the U.S. or at which he or she first debarks incident to travel from the U.S.), passenger service by U.S. air carrier will not be considered available: 1 Where the gateway airport abroad iS the traveler’s origin or destination airport, if the use of U.S. air carrier service would extend the time in travel status, including delay at origin and accelerated arrival at destination, by at least 24 hours more than travel by foreign air carrier; Where the gateway airport abroad is an interchange point, if the use of U.S. air carrier service would require the traveler to wait 6 hours or more to make connections at that 2 (e)

point, or if delayed departure fron or accelerated arrival at the gateway airport in the United States would extend his or her time in a travel status by at least 6 hours more than travel by foreign carrier. For travel between two points outside the United States the rules in subparagraphs (a) through (c) above, will be applicable, but passenger service by U.S. air carrier will not be considered to be reasonably available: DOE 1500.2A 6-7-89 III-17 1 If travel by foreign air carrier would eliminate two or more aircraft changes en route: 2 Where one of the two points abroad is the gateway airport (as defined in (d) above) en route to or from the United States, if the use of a U.S. air carrier would extend the time in a travel status by at least 6 hours more than travel by foreign air carrier, including accelerated arrival at the overseas destination or delayed departure from the overseas origin as well as delay at the gateway airport or other interchange point abroad: 3 Where the travel is not part of trip to or from the United States, if the use of U.S. air carrier would extend the time in a travel status by at least 6 hours more than travel by foreign air carrier including delay at origin, delay en route and accelerated arrival at destination. (f) For all short-distance travel under either subparagraph (d) or (e), above, U.S. air carrier service will not be considered available when the elapsed traveltime on a scheduled flight from origin to destination airport by foreign air carrier is 3 hours or less and service by U.S. air carrier would involve twice such traveltime. (g) Nothing in these guidelines shall preclude and no penalty shall attend the use of a foreign air carrier which provides transportation under an air transport agreement between the United States and a foreign government, the terms of which are consistent with the international aviation policy goals set forth at 49 U.S.C. § 1502(b) and provide reciprocal rights and benefits. (h) Use of Foreign Flag Air Carriers. 1 Except as provided on page III-15, subparagraph (3)(a), U.S. air carrier service must be used for all Govern- ment-financed commercial foreign air travel if service provided by such carriers is available. 2 Statement Required. A statement executed by the traveler, authorizing official, or Departmental ticket- ing office representative, as appropriate, justifying the use of a foreign air carrier for any part of foreign travel must be entered on or attached to the travel voucher, transportation request, or other payment document. Each request for a change in route or schedule which involves the use of a foreign air carrier must be accompanied by a statement justifying such use. III-18 DOE 1500.2A 6-7-89 I certify Expenditures for transportation on a foreign air carrier shall be disallowed in the absence statement. The following is provided of a justification as a guide for preparing the required statement: that it is necessary for John Smith (Name of traveler or agency) to use British Airways (BA) (Name of foreign flag vessel(s) or foreign flag air carrier(s)) BA-11 or to transport (Flight identification number) (Personal effects) (Freight) between London, Engl and Bombay, India, and return to London-Bombay, London-Dulles en on route from Dulles, Was hington 3-20-89 for the following reasons: (Date) BA airline has only fligh ts available in time to accomplish official bus iness in Bombay on 3-20-89 and return to London for official bus iness

3-16-89 (Date) on 3-23-89. (41 Jo hn Smith CFR (Signature of traveler, authorizing officer, or Departmental ticketing representative) (Title or position) Office of Program Analysis (Division or Office) 301-3.6(b)) Director of Analysis DOE 1500.2A 6-7-89 (i) III-19 The following formula will be used to calculate a traveler’S liability for use of a foreign airline in violation of the Fly America guidelines. Formula for Computing Penalty. segment mileage, authorized segment mileage, traveled Sum of certificated carrrier x Fare Payable Sum of all segment mileage, by Government = $ authorized MINUS Sum of certificated carrier Through fare x paid = Sum of all segment mileage, traveled $ The traveler is liable only if the difference is greater than zero and in no case is liable for an amount in excess of the segment fare payable for the segment improperly traveled. Segment distances can be found in the Official Airline Guide (56 Comp. Gen. 209). Penalties collected from the traveler are to be handled as miscellaneous receipts returned to Treasury. Example: A traveler returns to Washington, DC, from official business in Paris via a personal stop in London. Since the official return travel could have been made direct from Paris via American carrier, the use of a foreign carrier from Paris to London is unauthorized. III-20 DOE 1500.2A 6-7-89 Official Travel Schedule Authorized Air Miles 38313-5 Lv. Dulles 3-6 Ar. Paris TW-890 TW-891 6:20 p.m. 7:55 a.m. 38313-8 Lv. Paris 3-9 Ar. Dulles 12:45 p.m. 3:40 p.m. Total miles authorized $707* American carrier miles Actual Travel Air Miles 3831 3-5 Lv. Dulles 3-6 Ar. Paris TW-890 6:20 p.m. 7:55 a.m. 2093-8 Lv. Paris (personal) Ar. London AF-808 (Air France) PA-107 8:30 a.m. 8:30 a.m. 3-11 Lv. London Ar. Dulles 10:30 a.m. 1:50 p.m. Total miles traveled 3658 7698 $707.O0** American carrier miles 7489 x $707* = $707.00 7662 7662 = 1 7489 7698 = .97 x $707** = 685.79 $ 21.21 - Amount due from traveler for unauthorized use of foreign carrier * Fare payable by Government ** Through Fare Paid DOE 1500.2A 6-7-89 c. Trains. III-21 (1) (2) Parlor Car and Reserved Coach Accomodations. (3) Sleeping Car Accommodations. When overnight travel is involved, the lowest first-class sleeping accommodations available shall be allowed. Higher cost accommodations may be authorized or approved on certification by the employee on the voucher that lowest first-class accommodations were not available or that use of superior accommodations were authorized or approved by the Secretary, or the Secretary’s designee, as being required for security purposes. When practicable, through sleeping accom- modations shall be obtained if they are more economical to the Government. One seat in a parlor car may be allowed when the duration of the train travel exceeds 4 hours. However, when adequate reserved coach accom- modations are available, officials authorizing travel shall require that those accommodations be used to the maximum extent possible. Extra-Fare Trains. Travel by extra-fare trains may be author- ized or approved whenever their use is administratively deter- mined to be more advantageous to the Government or is required for reasons of security. The use of National Railroad Pas- senger Corporation (AMTRAK) Metroliner coach service is con- sidered advantageous to the Government (41 CFR 301-3.3(b)). d. Ships.

(1) The minimum first-class accommodation will be allowed when a stateroom is included in the cost of passage or as a separate charge. Higher cost accommodations may be allowed upon certification by the employee on the voucher that lowest first-class accommodations were not available or that use of higher cost accommodations were authorized or approved by the Secretary, or the Secretary’s designee, as being required for security purposes. The travel authorization may, however, specify the use of an accommodation less costly than the minimum first-class accommodations when suitable for a partic- ular voyage. The term “minimum first-class accommodation” as used in this paragraph means one which provides direct access from within the stateroom to a washbasin, shower or bath, and toilet (41 CFR 301-3.3(c)). Steamer Staterooms. (2) Use of American Ships. There is a statutory requirement for use of ships registered under the laws of the United States. where such ships are available, unless the necessity for the mission require the use of a ship under a foreign flag (FTR 1-3.6; section 901 of the Merchant Marine Act of 1936; 46 U.S.C. 1241(a); (18 Comp. Gen. 858)). III-22 DOE 1500.2A 6-7-89 e. Bus and Streetcar. (1) General. Intercity travel by bus is generally considered to be in a category similar to travel by other common carrier. Travelers should give consideration to travel by bus in the interest of the Government where it is more feasible, such as for relatively short distances, especially where short routes involve shorter distances than by rail. If bus service is the only available common carrier facility between two points included in his or her itinerary, the traveler should use this method of transportation rather than arrange for special conveyance. (2) To, From, and Between Places of Work. Transportation by bus or streetcar between places of business at an official station or temporary duty station, and between place of lodging and place of business at temporary duty station, will be allowed as a transportation expense (41 CFR 301-2.3(a)). (3) To Place Where Meals are Obtained. Where the nature and location of the work at a temporary duty station are such that suitable meals cannot be obtained there, the expense of daily travel required to obtain meals at the nearest available place will be considered necessary transportation not incidental to subsistence. A statement of the necessity for such daily travel shall accompany the travel voucher (41 CFR 301-2.3(b)). 3. GOVERNMENT-OWNED OR -FURNISHED VEHICLE. a. General. (2) Vehicle Not Available. (1) (3) Use Limited to Official Purposes. Policy. The policy governing the use of Government-owned or - leased motor vehicles and aircraft is covered in DOE Property Management Regulations Subpart 109-38.54. If a Government furnished vehicle is not available as a first resource, a Government flat rate rental car or other commercially rented vehicle may be used provided such use is consistent with the provisions on page III-1, subparagraph (4) (41 CFR 301-2.6(c)). When a Government-owned or Government-furnished vehicle is used by an employee for official travel, its use shall be limited to official purposes (31 U.S.C. 638a) which include transportation between places where the employee’s presence is required incident to official business; between such places and places of temporary lodging when public transportation is unavailable or its use is imprac- tical; and between either of the above places and suitable eating places, drugstores, barber shops, places of worship, cleaning establishments, and similar places necessary to the

DOE 1500.2A 6-7-89 III-23 sustenance, comfort, or health of the employee to foster the continued efficient performance of Government business. Use of a Government furnished automobile must be specifically author- ized on the travel authorization. In addition, the travel authorization must contain a statement justifying such use. Claims related to the use of an automobile will not be pro- cessed without the statement of justification. (An automobile obtained from a car rental agency is not considered a Govern- ment-owned or -furnished automobile.) (41 CFR 301-2.6(a).) Under instructions prescribed by the office of Personnel Management, a Federal employee who must occasionally use a Government vehicle for official business while on temporary duty away from his or her official station need not possess a Standard Form 46, “U.S. Government Motor Vehicle Operator’s Identification Card,” if he or she holds a valid State, District of Columbia, or terri- torial motor vehicle operator’s license and presents travel orders specifically authorizing the temporary use of a Govern- ment-furnished vehicle. Those travelers obtaining a Government vehicle at their official duty stations need an operator’s identification card. (4) Government Operator's Identification Card. (5) Traveler's Responsibility. Each traveler is responsible for being fully acquainted with the rules and regulations governing the use of Government-owned or -leased automobiles and the locations of General Services Administration Interagency Motor Pools. Travelers should refer to the Interagency Motor Pools Pamphlet, for additional information and instruction. The pamphlets may be obtained from the nearest Interagency Motor Pool installation or General Services Administration regional office. b. Accidents. Accidents involving a Government-owned or -leased motor vehicle resulting in personal injury and/or property damage shall be reported by the operator promptly through his or her supervisor as follows: (1) Personal injuries to the servicing personnel office using form CA-1, “Federal Employees Notice of Traumatic Injury and Claim.” (2) Property damage to the appropriate administrative services office using Standard Form 91, “Operator’s Report of Motor Vehicle Accident.” (FPMR 101-39.802. ) c. Aircraft, Including Helicopters--Insurance Coverage. (1) DOE personnel performing official air travel in the planes of other than scheduled airlines, such as DOE contractor, and military-operated planes. including helicopters, should be advised that they may not be covered in the course of such III-24 (2) (3) (4) d. Expenses for Supplies and Services. DOE 1500.2A 6-7-89 travel by their personal life or accident insurance policies. Employees anticipating official air travel by other than scheduled airlines should ascertain the extent of coverage under their policies by consulting their insurance agents or by writing directly to their insurance companies. An example of a letter requesting information on the extent of coverage is shown in Attachment III-2, page III-41. The benefits provided by the Federal Employees’ Group Life Insurance and insurance plans administered by the Veterans Administration for former and present members of the Armed Forces cover this type travel. Purchase of insurance on the person of an employee while traveling is for his or her own protection and is not to be considered as an expense in connection with official business.

The Heads of Headquarters and Field Organizations are respon- sible for implementing the above by: (a) Informing personnel under their jurisdictions of the above provisions of insurance coverage for trips made on other than scheduled airlines. (b) Including such information in the orientation program for all new employees, with particular emphasis to those whose anticipated duties may require official air travel by other than scheduled airlines. Heads of Field Organizations, where aircraft are maintained and operated by DOE or its contractors for carrying DOE and other personnel on official businesses, are responsible for arranging for and advising personnel using such flights of the avail- ability of “trip insurance.” Expenses incurred for the purchase of gasoline, motor oil, and, in emergencies, other supplies or services ordinarily stocked or furnished by service stations should be obtained on appropriate Government credit cards. These credit cards usually show the license number of a particular vehicle and cannot be used for purchases for any other vehicle. Copies of delivery tickets shall be retained and turned over to the motor vehicle dispatcher. Trading stamps and bonus goods, received by employees operating Government-owned or -rented vehicles, are to be attached to their travel vouchers for delivery to the appropriate official for disposition in accordance with the provi- sions of FPMR 101-25.103. Expenditures incurred for the items in subparagraph d above, overnight garage storage, parking lot charges, ferry fares, and bridge, road, and tunnel tolls necessary to e. Trading Stamps and Bonus Goods. f. Expenses for Parking Fees and Tolls. DOE 1500.2A III-25 6-7-89 the operation of the vehicle while on official business may be paid, when necessary, by cash and reimbursement claimed on the travel voucher. Receipts shall be obtained for cash expenditures in excess of $25. Parking fees for metered street parking, privately owned or municipally owned parking lots will be reimbursed for parking Government owned vehicles (Comp. Gen. Decision B-147420, of 1-23-67). 4. PRIVATELY OWNED CONVEYANCES. a. Regulations. (1) (2) Mileage Payments. When employees and others rendering service to the Government use privately owned motor vehicles or airplanes in the conduct of official business within or outside their designated posts of duty or places of service and such use is authorized or approved as advantageous to the Government or as an authorized or approved exercise of the employee’s preference, payment shall be made on a mileage basis unless payment on an actual expense basis is specifically authorized by law (41 CFR 301-4.1(a)). Mileage Payment When Two or More Employees Travel Together. Mileage will be payable to only one of two or more employees traveling together on the same trip and in the same conveyance, but no deduction will 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 or her and contribute in defraying the operating expense. The names of Government employees and their employing agencies should be stated (41 CFR 301-4.5). Reimbursement shall not be allowed to employees for payments made to other Government employees for transportation expenses except in cases of necessity which shall be satisfactorily explained (41 CFR 301-11.5(d)).

(3) Change of Station Travel. The regulations contained in Attachment VI-1 apply when privately owned vehicles are used for travel involving a permanent change of station or reporting to a first duty station. b. Use of Privately Owned Conveyance Advantageous to the Government. (1) Mileage Basis. When it is determined that the use of a pri- vately owned conveyance by the traveler is advantageous to the Government as provided on page III-1, subparagraph (4), the mileage rates shall be as follows: (a) For use of a privately owned motorcycle, 20 cents per mile. DOE 1500.2A Chg 10 6-12-92 III-26 (2) (3) (b) For use of a privately owned automobile, 25 cents per mile. (Effective for travel performed on or after 6-30 -91.) (c) For use of a privately owned airplane, 45 cents per mile. Other Allowable Costs. Reimbursement for the cost of parking fees, ferry fares, bridge, road, and tunnel tolls, and airplane parking, landing, and tiedown fees shall be allowed in addition to the mileage allowance unless the travel order or other administrative determinations restrict such allowance. The fee for parking an auto at a common carrier terminal, or other parking area, while the traveler is away from his or her official station will be allowed only to the extent that the fee, plus the allowable reimbursement to and from the terminal or other parking area, does not exceed the estimated cost (including allowable tip) for the usual use of a taxicab and airport limousine to and from the terminal ((41 CFR 301-4.1(c) and 41 CFR 301-4.2(d)(4)). Mileage Rates Outside the Conterminous United States. Gener- ally, the mileage rates prescribed in subparagraph (1) above are applicable outside as well as within the conterminous United States. However, if an agency determines that any mileage rate which is below the statutory maximum (see subparagraph (a) below) is inadequate compensation for use of a privately owned conveyance in a particular area outside the conterminous United States, the agency may submit a request to GSA for establishment of a higher rate for that area. Any new mileage rate approved by GSA for a particular area shall be the uniform rate payable to all Federal employees in that area. A request to establish a higher rate should be sent to the Chief Financial Officer, Headquarters, who shall then forward the request to the General Services Administration (FBX), Washington, DC 20406. The following information shall be included in the request: (a) A recommended mileage rate not exceeding the following statutory maximums. 1 For use of a privately owned motorcycle, 20 cents per mile. 2 For use of a privately owned automobile, 25 cents per mile. 3 For use of a privately owned airplane, 45 cents per mile. (b) An analysis of the costs per mile of operating the privately owned conveyance in the particular area involved shall include the data listed below. Expenses which are Vertical line denotes change. DOE 1500.2A 6-7-89 III-27 reimbursable as separate allowances on page III-24, subparagraph (2), shall not be included as cost factors in this analysis. 1 2 3 Size or type of conveyance to which the cost data apply. Fixed operating costs: vehicle depreciation, insurance, taxes, and registration fees. Variable operating costs: gasoline, motor oil, main- tenance, repairs, and tires. Other related cost factors affecting vehicle operating costs which are peculiar to the area involved (41 CFR 301-4.2(b)). 4 c. Distance Measu rements.

(1) Automobile and Motorcycles. When transportation is authorized or approved by privately-owned motorcycles or automobiles, distances between points traveled will be as shown in standard highway mileage guides or by speedometer readings. Any substan- tial deviations from distances shown in the standard mileage guides will be explained. 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 or her journey. (See page II-5, paragraph 1e(4), for mileage payment involving local travel. ) Deviations from the direct route may be allowed when required because of weather or road conditions when a satisfactory explanation is provided by the traveler on the travel voucher. There is no authority whereby a flat percentage increase in authorized mileage may be allowed. (2) Airplane. The air mileage between the origin and destination airports, as determined from airways charts issued by the National Oceanic and Atmospheric Administration, Department of Commerce, shall be reported on the reimbursement voucher and shall be used in computing payment for the use of a privately- owned airplane. If a detour was necessary on account of adverse weather, mechanical difficulty, or other unusual conditions, the additional air mileage may be included in the mileage reported on the reimbursement voucher and, if included, it must be explained. The formula of flight time multiplied by cruising speed of the airplane may be the basis for mileage determination when an official requirement for deviation from direct route travel is such that airway mileage charts are not adequate to determine mileage (41 CFR 301-4.1(b)). III-28 DOE 1500.2A 6-7-89 Instead of the use of taxicab, payment on a mileage basis at the rate shown on page III-25, paragraph 4b(1), and other allowable costs as set forth on page III-26, paragraph 4b(2), shall be allowed for the round trip mileage of a privately-owned auto used by an employee going from either his or her home or place of business to a terminal or from a terminal to either his or her home or place of business. Payment on a mileage basis shall be made at the rate shown on page III-25, paragraph 4b(1), for round trip mileage from the employee’s home to the office on the day of departure from his or her office on an official trip requiring at least a night’s lodging and for round trip mileage from the office to the employee’s home on the day of return to the office. (3) Reimbursable Limitation. The amount of reimbursement for the above round trips shall not exceed taxicab and airport limousine fare, including tip, for a one-way trip between the applicable points. The reimbursement on a mileage basis will be subject to the same restrictions and justifications imposed on the reimbursement for taxicab fares on page III-37, paragraph 6a, when other suitable Government or less costly public transpor- tation is available (41 CFR 301-4.2(d)). e. Use of Privately-Owned Conveyance on an Actual Expense Bas is. Reimbursement may be made on the basis of actual expense for use of a privately-owned motorcycle, auto, or airplane only where such method of reimbursement is authorized by law; otherwise, reimbursement is to be made on a mileage basis.

The use of a privately-owned conveyance on an actual expense basis, as distinguished from a mileage basis, may be authorized or approved: provided, that the aggregate of allowable expenses, plus any increased subsist- ence expense through increased travel time, or less subsistence savings 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 employee shall be entitled to reimbursement of the cost of gasoline, oil, and garage or hangar rent while offi- cially detained en route, and bridge, ferry, and other tolls. For the purpose of determining the amount of increased subsist- ence expenses, or subsistence savings, for a given period of d. Use of Privately-Owned Conveyance Instead of Taxicab. (1) Round Trip to Carrier Terminals. (2) Round Trip Between Residence and Office on Day of Travel. (1) Only When Authorized by Law. (2) Comparative Cost Required. (3) Reimbursable Costs. DOE 1500.2A III-29 6-7-89 time, the per diem rate of subsistence named in the travel order will be used. Charges for repairs, depreciation, replace- ments, grease, antifreeze, flushing crankcases, towage, and similar speculative expenses will not be allowed. Exemption from payment of tax on gasoline in States providing such exemption will be claimed. The standard Federal forms should be used for that purpose. When exemption is refused, receipts will be obtained in duplicate. (See 41 CFR 301-11.3(c)(7), 41 CFR 301-11.5(c)(2), and 41 CFR 301-4.6. ) f. Use of Privately-Owned Conveyance Instead of Common Carrier. (1) Reimbursement Limitation. Whenever a privately-owned conveyance is used for official purposes as a matter of personal prefer- ence instead of common carrier transportation, payment for such travel shall be made on the basis of the actual travel per- formed computed at the mileage rate shown on page III-25, paragraph 4b(1), plus the per diem allowance for the actual travel . The total allowable shall be limited to the total constructive cost of appropriate common carrier transportation including constructive per diem by that method of transportation (41 CFR 301-4.3). (2) Constructive Cost Rules. Constructive cost of transportation and per diem shall be determined under the following rules: (a) Mode of Transportation for Comparison. 1 Airplane. The constructive cost of coach accommodations (or tourist or economy accommodations if a carrier uses this term instead of “coach accommodations”) on air- planes will be used when such service is provided by a carrier. If not provided, the comparison will be made with standard class accommodations, if provided; otherwise with first-class accommodations. When accommodations are provided on both jet and propeller- driven planes, the comparison shall be made with the jet planes. (For the purpose of this paragraph, a class of service is considered to be provided by a carrier when it is scheduled on flights serving origin and destina- tion points, regardless of whether space would have been available had the traveler used air transportation for the official travel.) 2 Train. When none of the accommodations described above are provided by an air carrier, first-class rail transportation or coach accommodations will be used when the elapsed time of the rail journey is 4 hours or less. The constructive cost comparison also may be made with rail transportation, even though air transportation is provided, when administrative determination is made

III-30 DOE 1500.2A 6-7-89 (b) that such comparison, including related per diem, is more economical, and the travel order or other adminis- trative directive so provides. 3 Bus. When neither air nor rail accommodations are provided, constructive cost of bus transportation will be used. Additional Transportation Costs to be Considered. In determining the constructive common carrier cost, there also shall be included the usual transportation costs to and from the common carrier terminals. Except for the use of taxicabs for travel to and from common carrier ter- minals, the constructive cost of rental cars or taxicabs for local transportation is not included as a part of the constructive cost of the common carrier transportation. Rental cars and the use of taxicabs for local transporta- tion are regarded as special conveyances, and as such are excluded as part of the constructive common carrier transportation (55 Comp. Gen. 192). In addition, the cost of excess baggage shall be included when it would have been allowed had the traveler used the carrier upon which the constructive transportation costs are determined, provided the traveler certifies as to the weight of the baggage or presents other acceptable evidence of its weight. (c) Per Diem Limitation. The constructive per diem shall be the amount which would have been allowable if the traveler had used the carrier upon which the constructive transpor- tation costs are determined. (d) Use of Actual and Reasonable Schedules. In making the foregoing constructive cost comparisons of transportation, scheduled departures and arrivals of planes, trains, and buses at unreasonable hours shall be disregarded. (For this purpose, “unreasonable hours” means those which would unduly inconvenience travelers or adversely affect their safety, or which would result in unduly increasing the constructive per diem.) (41 CFR 301-4.3.) g. Automobile. Use of Privately-Owned Conveyance Instead of Government-owned (1) Policy. When use of a privately-owned conveyance is authorized even though the use of a Government-owned automobile would be more advantageous to the Government, reimbursement shall be limited to the cost that would be incurred for use of a Govern- ment-owned automobile. See subparagraph (3) below. (2) Commitments for Use of Government-Owned Automobiles. In offices where the use of Government-owned automobiles is not already DOE 1500.2A 6-7-89 III-31 known, commitments should be obtained from those employees who have extensive travel requirements as to whether they will use Government or elect to use privately-owned automobiles. Such commitments will be for periods of time which warrant the making of arrangements for supply of Government-owned automo- biles. Commitment changes must be made in time to permit arrangements for acquisition or disposal of Government-owned automobiles as required (41 CFR 301-4.4(a)). (3) Reimbursement Rates. (Effective for travel performed on or after 6-l9-83.) (a) The normal rate to be used when use of privately-owned automobile is authorized or approved under subparagraph (1) above and the use of a Government-owned automobile is more advantageous to the Government is 18 cents per mile. Exceptions to the above limitation may be authorized if the authorizing official determines that because of unusual circumstances the cost of providing a Government-furnished automobile would be higher than 18 cents. In such instan- ces, reimbursement may be allowed at a higher rate up to the maximum indicated on page III-25, paragraph 4b(1).

(b) Mileage rate (9.5 cents) to be used when an employee: 1 Is committed to use a Government-owned automobile. 2 Would not be authorized ordinarily to use a privately- owned conveyance instead of a Government-furnished automobile but nevertheless requests use of a privately- owned conveyance. h. Vouchers in Support of Mileage Claims. Mileage reimbursement claims for official travel shall be submitted on SF-1012, “Travel Voucher.” Claims for local travel shall be submitted on SF-1164, “Claim for Reimbursement for Expenditures on Official Business.” The voucher shall show the distance traveled, dates, hours of arrival and departure, and the points of travel (41 CFR 301-11.5(c)(2)). (See page II-21, paragraph 4, for instructions on voucher preparation.) (1) Use of Conveyance Authorized as Advantageous to the Government. (2) When administrative approval or authorization has been given in advance for use of a privately-owned conveyance, usually the mileage claim, if reasonable, will not be questioned. Although travel authorizations sometimes provide authority for travel within a larger metropolitan area, the traveler is expected to limit the use of a privately-owned conveyance to only the official business area of operation. Use of Conveyance by More Than One Government Traveler. When the traveler rides with another Government employee at no III-32 DOE 1500.2A 6-7-89 (3) Use of Privately-Owned Conveyance Instead of Common Carrier. (4) Use of Privately Owned Conveyance Instead of Government-owned Automobile. (5) additional expense to the Government, the statement “Travel performed at no additional expense to the Government” shall be shown on the travel voucher. The traveler in charge of the vehicle shall show on his or her travel voucher the names of employees and their employing agencies (41 CFR 301-4.5). When the travel authorization specifies that reimbursement for the use of a privately-owned conveyance will be limited to the cost of travel by common carrier, a comparative cost statement shall be furnished in or with the travel voucher. See page III-29, paragraph 4f(2). The employee’s reimbursement claim shall be reduced, if necessary, to the constructive cost of common carrier travel (41 CFR 301-4.3). The employee shall state on his or her travel voucher that he or she has not made a commitment to use a Government-owned automobile and that reimbursement for use of the privately-owned automobile was not limited to the 9.5-cents mileage rate (41 CFR 301-4.4(d)). Indirect Route. When a traveler travels by a circuitous route for personal reasons, the extra expense shall be borne by him or her. Mileage shall be reported for the entire distance traveled and any substantial deviations from the standard highway mileage guides shall be explained (41 CFR 301-4.1(b)). i. Accidents. Accidents involving a privately-owned vehicle used on official business resulting in personal injuries and or property damage shall be reported promptly by the operator through his or her supervisor as follows: (1) (2) Personal injuries to the servicing personnel office using form CA-1, “Federal Employees Notice of Traumatic Injury and Claim.” Property damage to the appropriate administrative services office using Standard Form 91, “Operator’s Report of Motor Vehicle Accident.” 5. SPECIAL CONVEYANCES. a. Requ irements.

(1) Commercially rented vehicles (except taxicabs for use as indicated on page III-37, paragraph 6d) and other special conveyances shall be used only when other methods of transporta- tion, such as common carrier and Government-furnished vehicles, would not be advantageous to the Government. DOE 1500.2A 6-7-89 b. c. d. e. (2) (3) (4) (5) III-33 Approving and authorizing officials should, in justifying the use of a special conveyance, determine that the overall cost and size car requested is sufficient and reasonable in accom- plishing the travel purpose. Use of special conveyance must be specifically authorized and justified on the travel authorization. Claims covering expenses incurred for special conveyances may not be processed for payment unless the travel authorization or amendment provides Authorizing and approving officials should exercise proper administrative judgment in approving the use of special con- veyances in cities where public transportation is readily available, such as in Washington, DC. The first source of supply for commercial car rentals by authorization and a statement of justification for such use. Required Receipts. travelers on temporary duty away from their official stations is the Government flat rate rental car. (See Federal Travel Directory for information. ) However, other commercial rental cars may be used when Government flat rate rentals are not available. Receipts are required for special conveyances and must describe the services rendered, articles purchased, and the unit prices. Claims for such expenditures made while in travel status shall be included on the travel voucher. When at official station, such claims shall be made on SF-1164. Incidental Charges. If the hire of a special conveyance includes payment by the traveler of the incidental expenses of gasoline or oil, rent of garage, hangar, or boathouse, subsistence of operator, ferriage, and tolls, it should be first paid, if practicable. by the person furnishing the accommodation, or his or her operator, and itemized in the bill (41 CFR 301-3.2(b)). Cost of Repairs. Reimbursement for the cost of repairs to a privately-owned conveyance necessitated by an accident while operated under hire by a Government employee at a specified rate is not allowed (2 Comp. Gen. 213). The hire of a conveyance from another Government employee, a member of the traveler’s family, or a member of the family of another Government employee, is against public policy and shall not be allowed, unless it is shown con- clusively that the conveyance was not procured because of the personal or official relationship and that the member of the family furnishing the conveyance was not dependent upon the traveler for support. The material facts shall be reported (41 CFR 301-3.2(d)). Limitation on Hire of Conveyance. f. Persons Traveling Together. III-34 DOE 1500.2A 6-7-89 Two or more persons traveling together by means of a special conveyance shall show, on their pertinent travel vouchers or SF-1164’s, the names of the accompanying travelers and their respective employing agencies. The claim for reimbursement shall be made only by the person paying the bill. Normally, DOE personnel should not pay charges for special conveyances for those who are not Federal employees since there is the possibility of duplicate reimbursements if the persons are employees of Government contractors. g. Procedures for Obtaining Government Flat Rate Rental Cars. (1)

(2) (3) (4) (5) Refer to the Federal Travel Directory, which is published monthly, for instructions and the list of participating rental car companies. Make reservations for rental cars at least 24 hours in advance, when time permits, and verify the availability of Government rates as all locations of the rental company are not participa- ting in the program. Provide the rental car company with (a) Name of Government traveler(s) the following information: and agency; (b) Type of vehicle(s) requested; (c) Date and time vehicle(s) required, including traveler’s inbound carrier and flight number or other such informa- tion; and (d) Method of payment (agency billing, cash, check or personal credit card). When picking up car, show Government ID or travel orders to verify eligibility for Government flat rate. Government travelers on official travel orders are not required to leave either cash or credit card deposit at time of rental, but it is advisable to obtain verification of the no deposit rule in advance of rental reservation. h. Rental Car Payments and Charges. (1) General. SF-1169, “U.S. Government Transportation Requests,” shall not be used under any circumstances to pay for rental car services; a cash advance can be obtained for car rental service when such service is authorized and approved, and the traveler is not a designated frequent traveler eligible to receive a contractor-issued charge card. DOE 1500.2A 6-7-89 III-35 (2) Government Flat Rate Car Rentals. (3) (4) When use is made of the Government flat rates, the traveler shall be encouraged to pay cash (or use Government contractor-issued charge card or personal credit card) and claim reimbursement on his or her travel voucher. Commercial Car Rentals. Travelers who have not been issued a rental car credit card by their office shall not direct rental agencies to bill DOE. Travelers not eligible for a contractor- issued charge card should request travel advances and pay cash for commercial car rentals. (a) Charges for extra collision insurance and any other optional charges which are not included in the basic rental fee are not reimbursable for travel in the United States (conterminous U.S., Alaska, Hawaii, Puerto Rico, United States territories and possessions). (Government rate agreements include full comprehensive and collision coverage. See Federal Travel Directory.) The cost of additional insurance (collision damage waiver or collision damage insurance) may be reimbursed when the vehicle is rented or leased for official travel in foreign areas. Damage Waiver, Insurance Costs, and Accidents. (b) In the event a rental car is business the traveler should company to submit any damage ment. 1 When the vehicle has been damaged while on official instruct the rental car claim directly to the Depart- rented under the Government flat rate rental agreement and the traveler encounters problems with rental car personnel concerning the above instruction the traveler should request that the rental car personnel contact their company’s Government representative or the General Services Administration, Office of Transportation, FTS 557-1264 or commercial (703) 557-1264. 2 When the vehicle has been rented from other than a Government flat rate rental car vendor and the traveler encounters problems with the rental car personnel concerning the damage claim, the traveler may either settle the claim and request reimbursement on his or her travel voucher or submit the damage claim to the Department for direct payment to the car rental company.

3 Claims for rental car damages should be reviewed by the traveler’s approving and authorizing officials and coordinated by them with legal counsel to determine the proper disposition of the claim as either a tort claim III-36 DOE 1500.2A 6-7-89 or contractual obligation to the automobile lessor. Claims determined to be tort claims would be processed in accordance with DOE 2040.1 and those determined to be contractual obligations would be processed for payment as a travel expense item. (c) Employees on official business who are involved in an automobile accident while driving a rental vehicle are instructed to complete an SF-91, “Operator’s Report of Motor Vehicle Accident," and submit it to their supervisor. (d) The cost of personal accident insurance is a personal expense and is not reimbursable (41 CFR 301-3.2(c)). i. Traveler's Responsibility (1) Travelers are responsible for being fully acquainted with the rules and regulations governing the use of commercial rental vehicles and should refer to the Federal Travel Directory for current information on Government flat rate car rental com- panies. Failure to observe these rules and regulations may result in the disallowance of travel claims. (2) In addition, when travelers use commercial rental cars, they should identify themselves as Government travelers by presenting their Government travel orders, and request the available Government discounts offered by the commercial car rental agency. (3) Travelers are warned not to drive a rental vehicle rented by someone else, unless they are sure that the rental car agency (car owner) has granted written permission for such third party to drive the vehicle. Failure to have such permission can amount to a breach of contract and insurance violations having the effect of rendering driver and renter personally liable. Permission of the renter is not necessarily equivalent to the permission of the owner of the vehicle. Therefore, persons renting cars should avoid allowing others to drive without being assured that they have authority to do so. j. Required Justification. The employee’s travel voucher shall state: (1) The justification for the use of a special conveyance when such justification is not shown on the travel authorization. (2) The dates and points of travel and that a rental car was used (FTR 1-11.5c(2)). (3) The reason for a greater distance between points than the usually traveled route distance between the same points. DOE 1500.2A 6-7-89 III-37 6. TAXICABS. a. b. c. The use of taxicabs, when advantageous to the Government, will be allowed while a traveler is in travel status or performing local travel. Heads of Headquarters and Field Elements or their designees, are authorized to approve local taxicab use when advantageous to the Government. Normally, Gove