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, Government vehicles shall be used when available, and, under certain circumstances, public transportation facilities shall be used when possible and advanta- geous. Receipts. Receipts are required when fare is in excess of $25 (41 CFR 301-11.3(C)). Joint use of a taxicab and payment of fares for others is covered on page III-34, paragraph 5f. Tips. In addition to reimbursement of the taxi fare, reimbursement will be allowed for tips in the amount of 15 cents when the fare is $1 or less, or 15 percent of the reimbursable fare when it exceeds $1. If the 15 percent is not a multiple of five, the reimbursable tip may be increased to the next multiple of five (41 CFR 301-3.1(b)).

Approval Requirements. d. Local Taxi Transportation. (1) To and From Carrier Terminals. (a) (b) Amount Allowable. Reimbursement will be allowed for the usual taxicab and airport limousine fares, plus tip, from common carrier or other terminal to either the employee’s home or place of business, from the employee’s home or place of business to common carrier or other terminal, or between an airport and airport limousine terminal. Limitat ion for Use o f Taxi Only. Normally, reimbursement for these expenses will be limited to the costs the employee would have incurred for less costly means such as Government-furnished transportation, regularly scheduled public transportation, shuttle, limousine services, or hotel/motel courtesy transportation service for all or part of the distance involved. However, this restriction on reimbursement is not applicable when such services are neither suitable nor adequate considering the circumstances of the travel. Justification for the use of taxicab in lieu of other less costly public or Government-furnished transportation must be included on the voucher for reimbur- sement. If the traveler has more luggage than can be reasonably accommodated on ordinary public or Government- furnished transportation facilities, this will be suffi- cient justification (41 CFR 301-2.3(c)). III-38 DOE 1500.2A 6-7-89 (2) The use of taxicabs between places of business at an official station or a tem- porary duty station and between place of lodging and place of business at a temporary duty station shall be allowed if authorized or approved as advantageous to the Government (41 CFR 301-2.3(a) and 301-3.1). To, From, and Between Places of Work. (3) To Places Where Meals are Obtained. Where the nature and location of 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 may be approved as necessary transportation not incidental to subsistence. A statement of the necessity for such daily travel should accompany the voucher (41 CFR 301-2.3(b) and 301-3.1). (4) Between Residence and Office on Day Travel is Performed. Reimbursement may be authorized or approved for the usual taxicab fares, plus tip, from the employee’s home to the office on the day of departure from the office on an official trip requiring at least a night’s lodging, and from the office to the employee’s home on the day of return to the office, in addition to taxi fares for travel between office and carrier terminal (41 CFR 301-2.3(d)). (5) Incident to the conduct of official business at an employee's designated post of duty, reimbursement for the usual taxicab fares paid by an employee for travel between the office and home may be authorized or approved when the employee is dependent on public transportation for such travel incident to officially ordered work outside his or her regular working hours, and the travel is during hours of infrequently scheduled public transportation or darkness. Approving and authorizing officials are expected to exercise special care in assuring that reimbursement for such taxi fares is authorized only when the circumstances fully justify it and all the conditions set forth in this paragraph are met (41 CFR 301-2.3(e)). See page II-22, subparagraph (g). for preparation of voucher. Between Residence and Office in Cases of Necessity. DOE 1500.2A Chg 4 6-19-90 Attachment III-1 III-39 (and III-40)

(FORMAT FOR REQUESTING APPROVAL OF PREMIUM CLASS ACCOMMODATIONS) REQUEST FOR APPROVAL OF PREMIUM CLASS ACCOMM0DATIONS Name of Traveler: John A. Smith Grade: GS-13 Position or Title: Management Analyst DOE Organization and Location: DP-671 Headquarters Coach 1st Class Class Date Origin Destination Fare Fare Difference 1-10-90 Atlanta Washington $429 $129* $300 * One way contract fare. Justification: Traveler was injured while on TDY in Atlanta. Following emergency surgery, attending physician is releasing traveler for flight home provided first-class seating is used due to physical problems. Attending physician’s statement attached. Concurrence: (Name) (Title) Approving Official: Name: Title: Date Approved: (Send to Director of Administrative Services for processing.) Vertical line denotes change. Attachment III-2 III-41 (and III-42) LETTER TO INSURANCE COMPANY DOE 1500.2A 6-7-89 Date: 1-8-89 Gentlemen: I have policy No. A 1012 which was issued to me on 6-2O-88. My employment with the Department of Energy occasionally requires official ACE Insurance Company New York, New York 10006 travel by any one of, or combination of, the following types of flights: 1. Regularly scheduled flights by airlines duly authorized by of Transportation (DOT). 2. Nonscheduled flights by such airlines, including chartered 3. Flights on military planes operated by the Military Air Transport Service or other military planes. the Department flights. 4. Scheduled and nonscheduled flights on commercial airlines not holding DOT certificates. 5. Flights in helicopters. Please tell me whether official business travel by these types of flights are covered by the above policy. If any of the flights described above are excluded from my coverage, send me an endorsement which will include them. If there is an additional charge for the endorsement, please let me know that prior to issuing the endorsement. Sincerely, John Smith DOE 1500.2A 6-7-89 Attachment III-3 III-43 (and III-44) FORMAT FOR REQUESTING APPROVAL OF CASH PURCHASE OF TRANSPORTATION IN EXCESS OF $100 Name of Traveler: John Smith DOE Element & Location: MA-241, Was hington, DC Date of Cash Purchase: 11-23-88 Amount: $506.00 Reasons for Cash Purpose: While on temporary duty in Oakland, CA, I was instructed on Wednesday evening at 6:30 p.m. to return immediately to Head- quarters. The airline refused to exchange my contract fare return ticket and would issue only a regular coach ticket. Since I am not a frequent traveler, I do not have a contractor-issued charge card nor did I have access to a Government Request. Therefore, I purchased the return ticket funds. Transportation with my own Traveler’s Signature and Date concurrence: Supervisor/Approval Official Signature and Date Title Approval Official: Signature Title Date Approved Attachments SF 1012, Travel Voucher Ticket Stub Credit Card Statement DOE 1500.2A 6-7-89 TRAVEL ALLOWANCES IV-1 CHAPTER IV 1. PER DIEM. a. General. (1) Except as specifically stated herein, the provisions of para- graph 1 apply worldwide (both within and outside CONUS). Per diem allowances shall be paid as provided herein for official travel away from the official station (including travel inci- dental to a change of official station), except when actual subsistence expense reimbursement is authorized or approved as provided on page IV-29, paragraph 2.

(2) Retroactive Per Diem Cha ges tn o Travel Orders. A travel order may not be retroactively amended or modified to increase or decrease the rights of the traveler or to alter the liability of the Government except when it is ambiguous, incomplete, or irregular on its face, or when a provision originally intended to be included was omitted through error or inadvertence (B-148883, 5-21-62; 24 Comp. Gen. 439; 35 Comp. Gen. 124; and 35 Comp. Gen. 148). b. Definitions. (1) (2) (3) (4) (5) means the 24-hour period from one midnight to the next midnight (reflected herein as 12:01 a.m.) and ending at 12:00 midnight. CONUS refers to both the “Continental United States” and the “conterminous United States” (the 48 contiguous States and the District of Columbia). includes vessels owned and operated, leased and operated, or chartered by the Government. are maximum per diem rates prescribed for spe- cific localities within CONUS. See Attachment IV-1. Meals and Incidental Expenses (M&IE) Allowance refers to a fixed allowance for meals and incidental expenses related to subsis- tence such as: laundry; drycleaning; tips; telegrams and tele- phone calls to reserve lodging; and, when not approved as a necessary transportation expense, those charges for transporta- tion between places of lodging or business and places where meals are taken. It is payable to the traveler without itemi- zation of expenses or receipts. For partial days of travel, the M&IE rate shall be prorated as shown on pages IV-8, IV-9, and IV-10, paragraphs 1i(2)(a) 3 , (b) 1 , and (b) 3 . Calendar Day Government Vessel Locality Rates (6) Per Diem Allowance Recreational Vehicle Types of Expenses Covered by Per Diem. IV-2 (7) DOE 1500.2A 6-7-89 is a daily payment instead of actual expenses for lodging, meals, and related incidental expenses (see page IV-2, paragraph 1c(3)). includes mobile homes, campers, camping trailers, or other self-propelled recreational vehicles (41 CFR 301-7.9(b)). c. The per diem allowance covers all charges, including taxes (see page IV-13, paragraph 1i(3)(c), for use of tax exemption certificates) and service charges where applicable, for the following types of subsistence expenses. (1) Lodging. (a) The term “lodging” includes expenses for overnight sleeping facilities; baths; personal use of the room during daytime; and service charges for fans, air conditioners, heaters, and fires furnished in rooms when such charges are not included in the room rate. (b) The term “lodging” does not include accommodations on airplanes, trains, buses, or vessels. The cost of accom- modations furnished aboard common carriers is included in the transportation cost and is not considered a subsistence expense. However, in determining the overall cost to the Government when authorizing the mode of transportation to be used (see page III-1, paragraph 1a), the availability of these accommodations shall be considered. (2) Meals. Expenses for breakfast, lunch, and dinner (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons). (3) Incidental Expenses Related to Subsistence. (a) Fees and tips to waiters and waitresses, porters, baggage carriers, bellhops, hotel maids, dining room stewards or stewardesses and others on vessels, and hotel servants in foreign countries. (b) Laundry and cleaning and pressing of clothing. (c) Transportation between places of lodging or business and places where meals are taken except as provided on page

III-38, paragraph 6d(3). (d) Telegrams and telephone calls necessary to reserve lodging accommodations. (See page IV-36, paragraph 5, for allow- able telegram and telephone expenses incurred for other purposes.) DOE 1500.2A 6-7-89 IV-3 d. An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess Costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for excess costs and any additional expenses incurred for personal preference or convenience. Employee Responsibility. e. It is the policy of DOE and the responsibility of the approving and authorizing officials to authorize or approve only those per diem allowances that are justified by the circumstances affecting the travel and are allowable under the specific rules in paragraph 1. However, the per diem rates provided for under these rules represent the maximum allowable. To prevent authorization or approval of per diem allow- ances in excess of amounts required to meet the necessary subsistence expenses of official travel, consideration shall be given to factors such as those listed below that reduce the necessary expenses of employees. (See specific guidelines on page IV-20, paragraph 1k, for reducing rates.) Responsibilities for Authorizing or Approving Rates. (1) (2) (3) (4) (5) Known arrangements or established cost experience at temporary duty locations showing that lodging and/or meals can be obtained without cost or at reduced cost to the employee; Situations in which special rates for accommodations have been made available for a particular meeting, conference, training, or other temporary duty assignment; Traveler’s familiarity with establishments providing lodging and meals at a lower cost in certain localities, particularly where repetitive travel or extended stays are involved; Modes of transportation where accommodations are provided as part of the transportation cost; and Situations in which the Department or another agency furnishes f. Maximum Per Diem Rates. lodging, such as Government quarters or other lodging procured for the employee by means of a DOE purchase order (see page IV-33, paragraph 2g(3)). (1) Per diem allowances for official travel authorized or approved under this paragraph shall be at daily rates not in excess of the following maximum per diem rates: For official travel within CONUS, the per diem allowance shall not exceed the maximum per diem rates established by the Administrator of General Services and listed in Attachment IV-1. (a) Conterminous United State (CONUS). IV-4 DOE 1500.2A 6-7-89 (b) For official travel in nonforeign areas, which includes the States of Alaska and Hawaii, the Commonwealth of Puerto Rico, and the posses- sions of the United States, the per diem allowance shall not exceed the maximum per diem rates established by the Secretary of Defense and listed in Civilian Personnel Per Diem Bulletins published periodically in the Federal Regis- ter and the Federal Travel Directory. To be placed on dis- tribution, contact distribution (Printing Operations Branch, MA-234.2). Nonforeign Areas Outside CONUS.

(c) Foreign Areas. Per diem allowances payable for official travel in foreign areas shall not exceed the maximum per diem rates established by the Secretary of State and pub- lished in the Per Diem Supplement to the Standardized Reg- ulations (Government Civilians, Foreign Areas). The term “foreign areas” includes any area (including the Trust Territory of the Pacific Islands) situated both outside CONUS and the nonforeign areas as described in paragraphs 1f(1)(a) and (b), above. To be placed on distribution, contact distribution (Printing Operations Branch, MA-234.2). (d) The standard CONUS rate shall be the applicable maximum per diem rate for change of station travel. Change of Official Station Within CONUS. (2) The per diem rate for employees on temporary duty at the Nevada Test Site is limited to $26 and is prorated by quarters for the first and last days. See pages IV-10 and IV-11, paragraphs 1i(2)(b) 1c and 3b. Specific Per Dien Rate. g. Rate Adjustment Requests for Travel Within CONUS. (1) Requests for review of areas where the standard CONUS rate applies and where traveler’s experience indicates that the standard CONUS rate is inadequate should be submitted by the travelers’ organization to the Controller who will submit a request to the General Services Administration to review the subsistence costs in the particular city or area. Departmental organizations submitting such requests to the Controller shall include a city designation and a description of the surrounding location involved (county or other defined area) and a recom- mended rate supported by a statement explaining the circum- stances that cause the existing rate to be inadequate. The request also must contain an estimate of the annual number of trips to the location, the average duration of such trips, and the primary purpose of travel to the location. (2) The General Services Administration will survey other per diem localities listed in Attachment IV-1 on an annual basis. DOE 1500.2A Chg 11 4-16-93 h. General Rules Affecting Entitlement to Per Diem. IV-5 (1) (2) (3) (4) (5) No Allowance at Official Station. A per diem allowance shall not be allowed within the limits of the official station (see page I-3, paragraph 29) or at or within the vicinity of the place of abode (home) from which the employee commutes daily to the official station. (Note: The Comptroller General has ruled that the official station of an employee is a matter of fact, not merely one of administrative designation (32 Comp. Gen. 87).) Local Travel. No per diem is 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 page II-4, paragraph le(2). Travel of 10 Hours or Less (lO-Hour Rule). Per diem shall not be allowed when the period of official travel, including’ change of station travel, is 10 hours or less. For employees who work nonstandard workdays (e.g., four 10-hour days or other compressed or flexible schedule), per diem shall not be allowed for travel periods less than or equal to an employee workday plus 2 hours. Beginning and Ending of Entitlement. For computing per diem allowances, official travel begins at the time an employee leaves his or her home, office, or other authorized point of departure and ends when the traveler returns to his or her home, office, or other authorized point at the conclusion of the trip. Reductions in Per Diem Rate When Meals and/or Lodging is Furnished.

(a) Appropriate deductions are required when: 1 2 3 Sleeping accommodations are furnished as part of the transportation cost. Meals and/or lodging are furnished without charge by a Federal Government agency at a temporary duty station. Registration or tuition fees include charges for meals and/or lodging. Meals and/or lodging are furnished without cost by a foreign government because of the employee’s DOE employment status (33 Comp. Gen. 183). Lodging or subsistence is furnished, in kind, to a DOE employee by any source outside DOE in connection with official travel (see 10 CFR 1010.205(d)). 4 Vertical line denotes change. IV-6 DOE 1500.2A Chg 11 4-16-93 (b) When flat per diem rates have been established for specific travel assignments and reductions are appropriate in accordance with this paragraph, the following percentage reductions are required from the daily per diem rate: (The deductions shall be made from the total per diem payable on the travel voucher.) 1 For lodging, 50 percent. 2 For meals, 40 percent with the following amounts for individual meals: breakfast, 7 percent; lunch, 10 percent; and dinner, 23 percent. 3 For incidentals, 10 percent. (c) The following amounts will be used when deductions are required to be made from the M&IE rate. The total amount of deductions made on partial days shall not cause the employee to receive less than the amount indicated for incidentals. M&IE $26 $30 $34 $38 Deductions Breakfast . . . . . . 5 . . .6. . . 7 . . .8 Lunch . . . . . . . 5 . . .6. . 7 . . .8 Dinner 14 . . 16. . .18 . . 20 Incidentals . . . . . 2 . . .2. . . 2 . . .2 (d) Deductions are not required for meals provided on commercial airlines. Vertical line denotes change. DOE 1500.2A 6-7-89 IV-7 (6) An employee who is scheduled to perform official travel on Monday may not be paid per diem for two con- secutive nonworkdays when he or she departs Friday in order to avoid traveling on the weekend (56 Comp. Gen. 847). If the departure on Friday is approved by the employee’s approving official, per diem would be computed based on actual travel time on Friday with the employee’s entitlement to per diem in a suspended status at midnight on Friday till midnight on Sunday. Early Departures. (7) Return to Employee's Duty Station. An employee who completes his or her temporary assignment on a Friday at an hour that would require a return during nonduty hours, may delay the commencement of his or her return trip to his or her official station until the earliest reasonable hour on the ensuing Monday, if approved by the official administratively approving the travel. In such cases per diem should be computed on the basis that the employee’s entitlement thereto was in a suspended status from midnight on Friday until midnight on Sunday, with consideration being given to the actual travel time involved on Monday. The same principle applies for an employee whose regular workweek is other than Monday through Friday (46 Comp. Gen. 425). Generally, once travel has begun it will be per- formed on a through basis and will not be interrupted for the employee’s convenience simply to avoid travel during off-duty hours. In cases where a traveler completes temporary duty on a Friday at an hour that would require a return during nonduty hours, per diem will be allowed for the return at a reasonable hour the following morning.

(8) as actually performed will be the controlling factor for the payment of per diem, except that an employee will not be enti- tled to additional per diem for time in travel status prior to approved departure time from the official station. When an employee chooses to return immediately after completing his or her temporary assignment and such travel is performed after his or her regular hours of work, even though return the following day was approved, per diem will cease upon arrival at his or her duty station. Leave shall be charged as determined appro- priate in accordance with DOE 3630.1B, if the employee arrives at his or her duty station in time for performance of duty and does not report for such duty. Determination of Travel Status for Payment of Per Diem. Travel i. Except as provided in paragraph 1, the per diem allowances authorized or approved for all official travel within CONUS, including travel incident to a change of official station, shall be computed under the lodgings-plus per diem system. Under this system, the per diem allowance for each travel day is established on the basis of the actual amount the traveler pays for lodgings plus an allowance for meals and incidental expenses (M&IE)--the total not to exceed the applicable maximum per diem rate. The rules provided in paragraphs Lodgings-Plus Per Diem Computation Rules for Travel Within Conus. IV-8 1i(1) through (4), below, covered. (See Attachment DOE 1500.2A 6-7-89 shall be applied in the specific situations IV-2, page 57, for example.) (1) Maximum CONUS Per Diem Rates. See Attachment IV-1. (a) Maximum Lodging Expense Allowance. The maximum per diem rates include a maximum amount for lodging expenses. The employee will be reimbursed for actual lodging costs incurred up to the applicable maximum amounts listed in Attachment IV-1. Receipts for lodging are required. See page IV-11, paragraph 1i(3)(a). (b) Meals and I ncidental Expenses (M&IE) Allowance. The maximum per diem rates include a fixed allowance for meals and for incidental expenses related to subsistence. This allowance is reflected in Attachment IV-1 as the M&IE rate. When the M&IE rate, or fraction thereof for partial days, is authorized or approved, it is payable to the traveler without itemization of expenses or receipts. For partial days of travel, the M&IE rate shall be prorated as provided on pages IV-8, IV-10, and IV-11, paragraphs 1i(2)(a) 3, (b) 1c , and (b) 3b. The per diem allowance is to be calculated using the rules stated in paragraphs 1i(2)(a) through (c), below. (2) Per Diem Allowance Computations. (a) Travel of 24 Hours or Less. 1 2 Ten Hours or Less. Exception to 10-Hour Rule. 3 No per diem allowed. See page IV-5, paragraph 1h(3)(a). Per diem shall not be allowed for employees who qualify for per diem solely on the basis of working a non-standard workday (e.g., four 10-hour days or other compressed or flexible schedule). In such instances, per diem shall not be allowed for travel periods less than or equal to the employee’s workday hours plus 2 hours. More Than 10 Hours. When the travel period (entire trip) for which per diem has been authorized is 24 hours or less, the travel period will be divided into 6-hour periods starting from the actual time travel begins and ending with the traveler’s arrival at home, office, or other authorized point, upon conclusion of the trip. The per diem allowance for the trip will be calculated as follows:

a If lodging is not required, one-fourth of the M&IE rate applicable to the loca- tion of the temporary duty assignment will be allowed Lodging not Required. DOE 1500.2A 6-7-89 IV-9 for each 6-hour period or fraction thereof. If more than one temporary duty point is involved, the per diem allowance will be calculated using the M&IE rate prescribed for the location where the majority of the time is spent performing official business. Example: Traveler departs from residence at 7 a.m. to temporary duty point (TDY) outside local travel area; applicable M&IE rate for TDY locality is $26; returns to residence at 9 p.m. Calculation: - - - Total time in travel status: 14 hours Count 3 quarters (7 a.m. to 1 p.m.; 1 p.m. to 7 p.m.; and 7 p.m. to 9 p.m.) Multiply number of quarters by M&IE rate: ($26 x 3/4) Total per diem allowance = $19.50 - b Lodging Required. If lodging is required, the rules for travel of more than 24 hours apply. (b) Travel of More Than 24 Hours. The applicable maximum per diem rate (standard CONUS or locality rate from Attachment IV-1) for each calendar day of travel shall be determined by the travel status and location of the employee at 12:00 midnight and whether lodging is required at such location. When lodging is required, the applicable maximum per diem rate shall be the maximum rate prescribed in Attachment IV-1 for the temporary duty location, or a stopover point where lodging is obtained while en route to, from, or between temporary duty locations (see page IV-11, paragraphs 1i(2)(c) and (d), for rules on lodging location and travel incident to a change of official station, respectively). Only one maximum rate will be applicable to a calendar day or fraction thereof. The following rules shall be applied in calculating the allowable per diem for travel of more than 24 hours. 1 Day Travel Begins. a Lodging Required. When lodging is required on the day travel begins (day of departure from the official station or other authorized point), the per diem allowable shall be the actual cost of lodging incurred by the employee, limited to the applicable maximum lodging allowance prescribed in Attachment IV-1, plus the applicable M&IE rate prorated as provided in paragraph 1i(2)(b) 1c, below. IV-10 DOE N 1500.2A 6-7-89 b When lodging is not required on the day travel begins, the per diem allowable shall be the standard CONUS M&IE rate prorated as provided in paragraph 1i(2)(b) 1c, below. Lodging not Required. c To prorate the M&IE rate, divide the day of departure into 6-hour periods starting from the actual time travel begins and running through 12:00 midnight. For each 6-hour period, or fraction thereof, one-fourth of the applicable M&IE rate shall be allowed. Example: Method of Prorating M&IE Rate. Traveler departs Washington, DC (official station), on Monday at 1 p.m. for temporary duty in Chicago ($34 M&IE). M&IE calculation for first day: Count 2 quarters (1 p.m. - 7 p.m.; 7 p.m. - 12:00 midnight) Multiply number of quarters by M&IE rate: ($34 x 2/4) M&IE for 1st day = $17.00 2 Full Calendar Days of Travel. a For each full calendar day (12:01 a.m. to 12:00 midnight) that the employee is in a travel status and lodging is required (whether en route or at a temporary duty location), the actual cost of lodging incurred by the traveler shall be added to the applicable M&IE rate. The resulting amount, limited to the maximum per diem rate pre- scribed for the location in Attachment IV-1, shall be the allowable per diem for the full calendar day.

Lodging Required. b Lodging not Required. For any full calendar day or travel when lodging is not required (such as when the employee is en route overnight returning to the offi- cial station), the maximum per diem rate shall be the M&IE rate applicable to the preceding calendar day. 3 Day Travel Ends. a For the day travel ends (when employee returns to the official station or other authorized point, or arrives at the new offi- cial station incident to a change of official station), the per diem allowable shall be the M&IE rate applicable to the preceding calendar day pro- rated as provided in paragraph 1i(2)(b) 3b, below. Determinig Applicable Rate. DOE 1500.2A 6-7-89 IV-11 Method of Prorating M&IE Rate.b The M&IE rate shall be prorated by dividing the day travel ends into 6-hour periods beginning at 12:01 a.m. and running until the employee arrives at home, office, or other authorized point at the conclusion of the trip. For each 6-hour period, or fraction thereof, one-fourth of the applicable M&IE rate shall be allowed. 4 In instances in which the employee is en route and does not arrive at the lodging location (either temporary duty location or en route stopover point) until after midnight, the lodging shall be claimed for the preceding calendar day and the applicable maximum per diem for the preceding day will be determined as if the employee had been at the lodging location at 12:00 midnight of that day. Lodging Obtained After Midnight. (c) Lodging Location Rules. 1 If the employee obtains lodging away from or outside the temporary duty location because of personal preference or convenience, the allowable per diem shall be limited to the maximum per diem rate prescribed for the tempo- rary duty location. Lodging Away From or Outside Temporary Duty Location. Lodging Not Available at Temporary Duty Location.2 When lodging accommodations are not available at the tempor rary duty location and the employee must obtain lodging in an adjacent locality where the prescribed maximum per diem rate is higher than the maximum per diem rate for the location of the temporary duty point, the approving and authorizing officials may make an administrative determination on an individual case basis to authorize or approve the higher maximum per diem rate. If the higher maximum rate is not justified and authorized in advance, the employee must furnish a statement with the travel voucher satisfactorily explaining the circum- stances that caused him or her to obtain lodging in an area other than at the temporary duty point designated in the travel authorization. Travel. The standard CONUS rate is the applicable maximum per diem rate for en route travel performed incident to a change of official station. (d) Maximum Rate Applicable to Change of Official Station (3) Receipt Requirements and Allowable Lodging Expenses. (a) Lodging Receipt Requirements. Receipts are required for all lodging except that a statement instead of a receipt may be accepted for the fee or service charge incurred for IV-12 DOE 1500.2A 6-7-89 the use of Government quarters. Receipts are not required when a specific or reduced rate has been authorized in advance of the travel as provided on pages IV-14 and IV-20, paragraphs 1i(4) and 1k.

1 Double Occupancy. If the lodging receipt shows a charge for double occupancy, that fact shall be shown on the travel voucher with the name and employing agency or office of the person sharing the room if such person is a Government employee on official travel. One-half of the double occupancy charge shall be allowable for each employee. If the person sharing the room is not another Government employee on official travel, identification of the person sharing the room is not required and the employee may be allowed the single room rate. 2 If receipts have been lost or destroyed or are impractical to obtain, a statement fully explaining the circumstances shall be furnished with the travel voucher, including the name and address of the lodging facility, the dates the lodging was obtained, and the cost incurred. An authorized certifying official may require employees to obtain copies of lost or destroyed receipts from the lodging establishment. Receipts Lost or Impractical to Obtain. The traveler will be reim- bursed only for his or her actual cost of lodging up to the maximum amount. No minimum amount is authorized for lodging under the lodgings-plus per diem system since reimbursement is based on the actual cost of lodging incurred by the employee. Expenses incurred in the situ- ations described below will be allowed as lodging expenses. 1 2 3 When an employee uses conven- tional lodging facilities (hotels, motels, boarding houses, etc.), the allowable lodging expense will be based on the single room rate for the lodging used (for double occupancy, see 1i(3)(a) 1, above). (See page IV-23, paragraph 1m(1), for computing daily lodging expense when lodging is rented on a weekly or monthly basis.) A fee or service charge paid for the use of Government quarters is an allowable lodging expense. When the employee obtains lodging from friends or relatives with or without charge, no part of the per diem allowance will be allowed for lodging unless the host actually incurs additional costs in accommodating the traveler. In such (b) Allowable Lodging Expenses. Conventional Lodging. Government Quarters. Lodging With Friends or Relatives. DOE 1500.2A 6-7-89 IV-13 4 Lodging in Nonconventional Facilities. 5 Use of Travel Trailer or Camping Vehicle for Lodging. A (c) instances, the additional costs substantiated by the employee and determined to be reasonable by the autho- rized certifying official may be allowed as a lodging expense. Costs based on room rates for comparable con- ventional lodging in the area or flat “token” amounts will not be considered as reasonable. When no conven- tional lodging facilities are present (e.g., in remote areas) or when there is a shortage of rooms because of an influx of attendees at special events (e.g., world’s fairs or international sports events), costs of lodging obtained in nonconventional facilities may be allowed. Such facilities may include college dormitories or similar facilities and rooms generally not offered commercially that are made available to the public by area residents in their homes. In such cases, the traveler must provide a statement on the travel voucher giving an explanation of the circumstances which is acceptable to the authorized certifying official.

per diem allowance for lodging may be allowed when the traveler uses a travel trailer or camping vehicle while on temporary duty assignments away from his or her offi- cial station. Allowable expenses that may be considered as a lodging cost include parking fees; fees for connec- tion, use, and disconnection of utilities (electricity, gas, water, and sewage); bath or shower fees; and dumping fees. Depreciation shall not be considered as a lodging cost. Tax Exemption Certificates - Applicability of State and Local Lodging Occupancy Taxes to Federal Travelers. 1 The Comptroller General has ruled that the Federal Government is constitutionally immune from payment of State and local lodging occupancy taxes only when payment is made by the Government directly to the vendor. When constitutional immunity does exist for the Government, the Comptroller General has also ruled that such immunity does not extend to an individual employee who incurs lodging occupancy taxes during official travel even though the employee is reimbursed for the lodging expenses (including the taxes) by the Govern- ment. (55 Comp. Gen. 1278.) 2 There are very few locations that offer specific exempt- ions to individual Federal employees. The tax juris- dictions known to offer exemptions are identified along with their procedural requirements in the Federal Travel Directory. IV-14 DOE 1500.2A 6-7-89 (4) 3 Federal employees on official travel should claim an occupancy tax exemption only in those jurisdictions where a specific exemption exists. Claims are to be made in accordance with the procedures required by the tax jurisdiction. DOE employees are instructed not to attempt to use make-shift tax exemption forms or to claim exemptions to which they are not entitled. Deviation from Lodgings-Plus Per Diem System. Approving and authorizing officials may determine that the lodgings-plus per diem system is not appropriate for certain travel assignment situations, such as when quarters or meals, or both, are provided at no cost or at a nominal cost by the Government or when for some other reason the subsistence costs to be incurred by the employee can be determined in advance. See pages IV-20 and IV-23, paragraphs 1k and m. In such instances, the approv- ing and authorizing officials may establish a specific per diem rate within the maximum per diem otherwise applicable to the travel situation reflecting appropriate reductions made in accordance with paragraph 1k, provided the exceptions from the lodgings-plus per diem system and the specific per diem rate are authorized in advance on the travel authorization. Such specific per diem rate authorized on the travel authorization shall be the per diem rate payable on the travel voucher without receipts and/or itemization by the employee. j. Per Diem Computation Rules for Travel To, From, Between, or Within Locations Outside CONUS. Per diem allowances authorized or approved for official travel to, from, between, or within locations outside CONUS (including travel incident to a change of official station) shall be computed under the quarter-day system as provided below. See Attachment IV-2, page 58, for example.

(1) Maximum Per Diem Allowable. Per diem allowances for official travel within localities outside CONUS will be at rates not to exceed the maximum per diem rate established on page IV-4, under paragraph If(1)(b) or (c), for the locality in which the travel is performed. Per diem allowances for en route travel to, from, or between localities outside CONUS will be determined as provided in paragraph 1j(3), below. Whenever lodging is not required during a calendar day of official travel under paragraph j, the applicable maximum rate shall be reduced to 50 percent of the total per diem rate to reflect such fact as provided on page IV-6, paragraph 1h(5)(b). (2) Basic Per Diem Entitlements. (a) Travel of 10 Hours or Less. Per diem shall not be allowed when the travel period is 10 hours or less during the same calendar day (or employee’s workday hours plus two hours for employees who would otherwise qualify for per diem DOE 1500.2A 6-7-89 IV-15 (b) Methods of Prorating Travel Days. solely on the basis of working a non-standard workday, e.g., four 10-hour days or other compressed or flexible schedule), except when the travel period is 6 hours or more and either begins before 6 a.m. or ends after 8 p.m. (This rule does not apply for en route travel incident to a change of official station. ) Basic per diem entitle- ments will be calculated on a calendar day basis. When a change in travel status requires a change in the applicable rate during a calendar day or a per diem allowance must be calculated for partial days of travel, the travel day will be prorated as follows: 1 Travel of 24 Hours or Less. 2 Travel of More than 24 Hours. For continuous travel of 24 hours or less, the travel period will be divided into 6-hour periods starting from the actual time travel begins and ending with its completion at home, office, or other authorized point. For each 6-hour period, or fraction thereof, one-fourth of the applicable per diem rate for a calendar day will be allowed. In computing per diem allowances for travel periods covering more than 24 hours, the calendar day (midnight to midnight) shall be the unit. The calendar day shall be divided into four 6-hour periods (quarter days) and one-fourth of the applicable per diem rate shall be allowed for each quarter day. See Attachment IV-3 for per diem clock. The per diem rate in effect at the beginning of a quarter day shall continue to the end of that quarter. When the per diem rate is changed during a calendar day, such rate will take effect at the beginning of the next quarter day immediately following the quarter day in which the rate change occurred. For a partial day at the beginning or ending of a travel period, one-fourth of the applicable per diem rate for the calendar day shall be allowed for each quarter day, or fraction thereof, that the employee is in a travel status during the partial day. When the time of departure from home, office, or other authorized point at the beginning of the trip or the time of return thereto at the end of the trip involves only a 30-minute fraction of a quarter day, per diem shall not be allowed for either such quarter day unless the traveler provides a statement with the travel voucher explaining the necessity for the specific time of departure or return that is acceptable to the authorized certifying official. This 30-minute rule applicable to the payment of per diem does not apply to the beginning of continuous travel of 24 hours 3 30-Minute Rule.

IV-16 DOE 1500.2A 6-7-89 or less as provided in paragraph 1j(2)(b) 1, above; however, it is applicable to the end of such travel. (c) In computing per diem in cases where the traveler crosses the international dateline (180th meridian), the actual elapsed time shall be used to compute per diem rather than calendar days. See 39 Comp. Gen. 853 and unpublished Comptroller General decision, B-193499, of 6-28-79. International Dateline. (3) Per Diem Rates For En Route Travel To, From, or Between Loca- tions Outside CONUS. travel to, from, or between locations outside CONUS is based on The maximum per diem rate for en route the traveler’s travel time (including time spent at rest stop locations or stopovers at intermediate points) as prescribed below. (a) As used within paragraph 1j(3), duty point means the official station outside CONUS, any other place outside CONUS at which official travel begins or ends, or the point of exit or entry within CONUS. Duty Point. (b) Rates and Conditions. For en route travel beyond the limits of CONUS by airplane, train, or boat (regardless of whether commercially or Government-owned), whether en route between a duty point within CONUS and a locality beyond or between localities outside CONUS, including stopovers of less than 6 hours, the maximum per diem that may be autho- rized or approved (except for the provisions of subparagraph (2)(a), above) is as follows: 1 Same Day Return. When the traveler departs from a duty point within CONUS or a locality outside CONUS and returns during the same calendar day to a duty point within CONUS or the locality outside CONUS, respec- tively, the maximum per diem rate allowable for the trip shall be that of the duty point at which the trip began. Since lodging is not required in this instance, the per diem rate applicable to any duty point within CONUS shall be the standard CONUS M&IE rate prescribed in Attachment IV-1. For the same reason, the maximum per diem rate for the origin locality outside CONUS shall be reduced 50 percent to reflect no lodging costs. (See page IV-6, paragraph 1h(5) (b).) 2 En Route Less Than 6 Hours. For travel other than that described in paragraph 1, above, when the en route travel time is less than 6 hours between a duty point within CONUS and a duty point in a locality outside CONUS or between two duty points outside CONUS, the maximum per diem rate allowable between duty points shall be that of the destination duty point. When the DOE 1500.2A 6-7-89 IV-17 destination duty point is within CONUS, the maximum per diem rate shall be the standard CONUS rate prescribed in Attachment IV-1, except when a higher rate for travel time at the duty point is authorized or approved as provided on page IV-18, paragraph 1j(3)(d) 2. 3 En Route 6 Hours or More. When the en route travel time is 6 hours or more between the duty points described in subparagraph 2, above, the per diem rate applicable for travel between the duty points is $6, except: a For vessel travel of more than 9 successive calendar days, in addition to the fractional days of embarka- tion and debarkation, the per diem rate for the suc- ceeding calendar days and for the fractional day of debarkation is $2; and b When either the prescribed $6 or $2 rate is not com- mensurate with a traveler’s subsistence expenses, a different per diem rate may be authorized or approved not in excess of the maximum per diem rate applicable to the destination duty point or, with respect to vessel travel, not in excess of $9, except that the rate for travel by the Alaska Ferry System shall not exceed the standard M&IE rate for CONUS.

(c) When the en route travel period between origin and destination duty points involves a stopover at an intermediate point and the time spent at the stopover point is 6 hours or more, the per diem rate for the travel period at the stopover point shall be the rate applicable to the locality in which the stopover takes place. The applicable per diem rate shall take effect at the beginning of the quarter day following the actual time of arrival at the intermediate stopover point. For pur- poses of determining per diem rates for en route travel, the length of time at an intermediate stopover point is controlling regardless of whether the stopover is necessary because of official duty, common carrier scheduling, or an authorized rest stop (see page IV-18, paragraph 1j(3)(f)). Stopovers of less than 6 hours are considered part of the en route travel as provided on page IV-16, in paragraph 1j(3)(b). Stopovers of 6 Hours or More. (d) Travel Beginning or Ending Within CONUS. When the travel covered by paragraph 1j(3), begins or ends at a place within CONUS other than a duty point, the maximum per diem applicable to the travel between such place and the duty point (place of exit or entry) within CONUS, including time IV-18 DOE 1500.2A 6-7-89 in a travel status at the duty point or an intermediate location, shall be determined as follows: 1 Except as provided in subparagraphs 2 and 3 below, the applicable maximum per diem rate shall be the standard CONUS maximum per diem rate prescribed in Attachment IV-1, which shall be limited to the M&IE portion of the standard CONUS rate in the following travel circum- stances: a For the day travel begins when the traveler is in an en route travel status at 12:00 midnight and no lodging is required that day because of the en route travel status; or b For the day(s) of return (or day travel ends) when lodging is not required because of en route status at 12:00 midnight or arrival at home or official station; 2 When either the standard CONUS maximum per diem rate, or the M&IE portion thereof, is not commensurate with a traveler’s subsistence expenses (such as when lodging is required at the duty point or an intermediate location), a different rate may be authorized or approved not in excess of the maximum per diem rate applicable for the locality involved; or 3 When the travel described above involves temporary duty within CONUS and lodging is required within CONUS, per diem shall be computed under the lodgings-plus per diem system as provided on page IV-19, paragraph 1j(6). In such instances, the provisions of paragraph (d) apply only to travel days prior to or immediately following the travel days for which the lodgings-plus per diem system is applicable. (e) Travel Beginning or Ending Outside CONUS. When en route travel outside CONUS is required between a home, official station, or some other location and the common carrier or other terminal or between localities outside CONUS, and such travel is by a mode of transportation other than airplane, train, or boat, per diem for the quarter days involved will be based on the locality rate where the traveler is located at the beginning of each quarter. Per diem for the first quarter day of the travel will be at the origin rate. (f) Rest Stops. 1 When travel is direct between duty points which are separated by several time zones and at least one duty DOE 1500.2A 6-7-89 IV-19

point is outside CONUS, a rest period not in excess of 24 hours may be authorized or approved when air travel between the duty points is by less-than-first-class accommodations and the scheduled flight time (including stopovers of less than 8 hours) exceeds 14 hours by a direct or usually traveled route. 2 The rest stop may be authorized at any intermediate point, including points within CONUS, provided the point is midway in the journey or as near to midway as requirements for use of U.S. flag air carriers and carrier scheduling permit. 3 A rest stop shall not be authorized when an employee, for personal convenience, elects to travel by an indirect route resulting in excess travel time. 4 The per diem rate for the rest stop shall be the rate applicable for the rest stop location (see page IV-17, paragraph 1j(3)(c)). 5 When carrier schedules or the requirements for use of U.S. flag air carriers preclude an intermediate rest stop, or a rest stop is not authorized, the employee’s schedule should provide for arrival at the temporary duty point with sufficient time to allow a reasonable rest period before reporting for duty. (See page III-15, paragraph 2b(3), for guidelines on the use of U.S. flag carriers.) (4) When suitable lodging is not available at place of temporary duty in a locality outside CONUS and the employee is required to obtain lodging in a different locality, the maximum applicable per diem rate shall be that of the locality in which the lodging is obtained. When Lodging Is Not Located at Duty Point Outside CONUS. (5) See page IV-5, paragraph 1h(5). Deductions for Meals and/or Lodgings Furnished. (6) Travel Involving Temporary Duty Within CONUS. As a general rule, when travel covered under subparagraph j, above, involves temporary duty within CONUS and lodging is required within CONUS incident to such temporary duty either at the temporary duty location, the entry or exit duty point within CONUS, or an intermediate stopover point within CONUS, the lodgings-plus per diem system prescribed in paragraph i, above, is applicable to the travel time within CONUS. For the remainder of the trip or when temporary duty is of such short duration that lodging is not required, per diem will be computed under the quarter-day system. The specific rules provided in paragraphs 1j(6)(a) IV-20 DOE 1500.2A 6-7-89 through (c), below, will be applied to determine specific time periods for application of the lodgings-plus system. When round-trip travel is from a duty point outside CONUS for temporary duty within CONUS, the lodgings-plus per diem system takes effect at 12:01 a.m. on the first day lodging is required within CONUS and extends through 12:00 midnight of the last calendar day that lodging is required within CONUS. (a) Round-trip Travel Beginning Outside CONUS. (b) Travel Beginning Within CONUS. When travel begins within CONUS and temporary duty is performed within CONUS prior to departure from the CONUS exit duty point, the lodgings-plus per diem system will be in effect beginning on the day of departure from home, office, or other authorized point within CONUS through 12:00 midnight of the last calendar day that lodging is required within CONUS. When travel ends within CONUS(c) Travel Ending Within CONUS. and temporary duty is performed within CONUS clusion of the travel, the lodgings-plus per will be in effect beginning at 12:01 a.m. on lodging is required within CONUS through the arrival at home, office, or other authorized CONUS upon completion of the travel.

prior to con- diem system the first day time of point within k. Reductions in Maximum Per Diem Rates When Appropriate (Worldwide). If it can be determined in advance of the travel that factors are present which will cause the traveler’s subsistence expenses in a specific situation to be less than the applicable maximum rate, authorizing officials should authorize a reduced rate that is commensurate with the known expense levels. When reduced rates are authorized, that per diem rate is payable on the travel voucher without receipts and/or itemization by the employee. When reduced rate situations involve partial days, the rate will be prorated by quarters. Situations where reduced rates may be appropriate are provided below. (1) When No Lodgings Expenses Incurred. (a) For travel within or outside CONUS which is less than 24 hours or in any other travel situation where lodging expenses will not be incurred, including instances where lodging is furnished by the Government without charge, the maximum per diem rate shall be reduced accordingly. For CONUS travel, the lodgings-plus per diem system automati- cally reduces the maximum per diem rate to the M&IE rate (or fraction thereof). (b) When lodging is furnished at no cost to the employee through use of a Department purchase order, approving and authorizing officials shall not authorize or approve a per DOE 1500.2A 6-7-89 IV-21 (2) When Meals/Lodgings are Furnished by the Government. diem allowance for other subsistence expenses that will, when combined with the cost of lodging furnished, exceed the applicable maximum per diem rate. Reimbursement to the employee shall be limited accordingly. When all or part of the meals and/or lodging are furnished at no cost or at a nominal cost to the employee by the Federal Government, the applicable maximum per diem rate or the M&IE rate, as appropriate, shall be reduced to a daily amount commensurate with the remaining expenses expected to be incurred by the employee. If a reduced per diem rate was not authorized in advance of the travel, an appropriate deduction shall be made from the total per diem payable on the travel voucher; see page IV-5, paragraph 1h(5). (3) Extended Stays. When travel assignments involve extended periods of more than 30 days at temporary duty locations and travelers are able to secure lodging and/or meals at lower costs, the per diem rate should be reduced accordingly. If the extended temporary duty is for purposes of training, see page, IV-22, paragraph 1k(5) below. (See page IV-23, paragraph 1m. for (a) (b) (c) (d) calculation of allowable expenses in special situations.) To determine appropriate reduced per diem rates for such assignments, the approving and authorizing officials should determine whether the traveler will be able to obtain lodg- ings at a reduced cost either through weekly or monthly rentals of a hotel/motel room, furnished efficiency, or 1-bedroom apartment. If the assignment is of short duration (30 to 60 days) and rental facilities are available only through a longer period lease arrangement, a reduced per diem rate may not be appropriate. When cooking facilities are included in the rental cost or when meals are otherwise available at reduced costs, an appropriate reduction in the M&IE allowance should be made considering the additional subsistence expenses that the employee is incurring over and above what he or she would have incurred at the official duty station. Such would generally be the case for those assignments exceeding 90 days.

When there is sufficient time prior to the beginning of an extended temporary duty assignment, the employee should normally be able to make inquiries at the temporary duty location to find out what lodging facilities are available. Such inquiries could be made of individuals at the particu- lar temporary duty station location, the Chamber of Com- merce, and apartment rental facilities. The employee would IV-22 DOE 1500.2A 6-7-89 then be requested to submit for the approving official’s review, an itemization of all estimated subsistence expenses. Based on a review of the proposed estimate, the approving official could determine an appropriate fixed per diem rate. (e) If there is insufficient time prior to the start of an extended assignment for an employee to obtain reduced lodging or to make inquiries, the approving and authorizing officials can decide to authorize the maximum per diem under the lodgings plus per diem system for a short period of time, generally less than 30 days. Prior to the end of that period, a reduced fixed rate for the remainder of the assignment can be authorized based on a review of the expenses incurred by the employee during the first period of the assignment. To authorize the reduced per diem rate, an amendment to the initial travel authorization would be required. In the interest of uniform treatment of employees, whenever a DOE organization arranges a meeting or conference which will involve the travel of attendees from other agencies or other DOE organizations and reduced cost lodging accommodations have been prearranged at the meeting or confer- ence site, the Departmental organization sponsoring the meeting or conference shall recommend a reasonable per diem allowance to the other participating agencies or organizations. (a) The Government Employees Training Act (5 U.S.C. 4101-4118) authorizes agencies to pay all or a part of the subsistence expenses of an employee assigned to training at a temporary duty station. Implementing regulations prescribed by the Office of Personnel Management (OPM) in section 410.603 of Title 5, Code of Federal Regulations (5 CFR 410.603), provide specific guidelines for payment of subsistence expenses for employees on extended training assignments of more than 30 calendar days at temporary duty locations. (b) Generally the OPM guidelines require a reduced subsistence payment of not more than 55 percent of the applicable maximum per diem rate prescribed in the Federal Travel Regulations (see page IV-3, paragraph 1f). Subsistence payments above these levels (not to exceed the maximum per diem rates) must be justified. Approving and authorizing officials shall refer to the OPM guidelines in 5 CFR 410.603 for specific criteria to determine the appropriate subsistence payments. Guidelines are also published by OPM in the Federal Personnel Manual, Chapter 4l1, Section 6-3. See DOE 341O.1B, TRAINING. (4) Meetings and Conventions. (5) Subsistence Payments for Extended Training Assignments. DOE 1500.2A 6-7-89 IV-23 Mixed travel occurs when official travel within a single trip is subject to payment of the daily sub- sistence expenses under different reimbursement systems (i.e., CONUS lodgings-plus, outside CONUS quarter-day, or actual subsistence expense). l. Mixed Travel Reimbursements.

(1) Transition Between Reimbursement Systems. Reimbursement for subsistence expenses will be computed under only one reimburse- ment system for each calendar day except when the provisions of paragraph 2 apply. When travel to or from locations outside CONUS involves temporary duty (with lodging) within CONUS, the rules in paragraph 1j(6) above govern the transition between the CONUS lodgings-plus system and the outside CONUS quarter-day system. When actual expense reimbursement for certain travel days is intermittent with the per diem method for others, the rules on page IV-29, paragraph 2, govern. (2) Reimbursement for each day will be subject to only one maximum rate, except for travel under paragraph j which may require different rates within a calendar day due to the quarter-day per diem calculation method. The rules for determining maximum rates within each reimburse- ment system are provided on pages IV-7, IV-14, and IV-29, paragraphs 1i, 1j, and 2. Determining Maximum Daily Rate(s). m. Per Diem Allowance Computations for Special Situations (Worldwide). (1) Per Diem for Weekly or Monthly Rentals. (a) When an employee rents a room, apartment, house, or other lodging incident to a temporary duty assignment, the following expenses may be considered part of the lodging cost: the rental cost; if unfurnished, the rental cost of appropriate and necessary furniture and appliances, such as a stove, refrigerator, chairs, tables, bed, sofa, television, and vacuum cleaner; cost of connection, use, and disconnection of utilities; cost of reasonable maid fee and cleaning charges; monthly telephone use fee (does not include installation and long-distance calls); and, if ordinarily included in the price of a hotel or motel room in the area concerned, the cost of special user fees, such as cable TV charges and plug-in charges for automobile head bolt heaters. Types of Expenses Included in Lodging Costs. (b) Computation of Daily Lodging Costs. When the employee obtains lodging on a weekly or monthly rental basis, the daily lodging cost shall be computed by dividing the total lodging cost for the expenses listed in (a), above, by the number of days the accommodations are actually occupied, provided that the employee acts prudently in renting by the week or month, and that the cost to the Government does not IV-24 DOE 1500.2A 6-7-89 exceed the cost of renting conventional lodging at a daily rate. Otherwise the daily lodging cost shall be computed by dividing by the number of days in the rental period (e.g., 7 or 30 days, as appropriate). (c) Per Diem Allowable. 1 Under the lodgings-plus system for CONUS travel, the allowable per diem consists of the daily lodging cost calculated under paragraph 1m(1)(b), above, plus the applicable M&IE rate not to exceed the maximum per diem rate prescribed for the location involved. 2 When a reduced per diem rate is established (see page IV-20, paragraph 1k) in advance of the travel, the daily lodging cost calculated in subparagraph (b) above, shall be added to the amount determined by the approving and authorizing officials to be necessary for meals and incidental expenses. Lodging. (a) Privately Owned. 1 2 3 When an employee uses a privately owned camping or recreational vehicle while on official travel, allowable expenses which may be considered as a lodging cost include: parking fees: fees for connec- tion, use, and disconnection of utilities (electricity, gas, water, and sewage); bath or shower fees; and dumping fees. Depreciation shall not be considered as a lodging cost.

The approving and authorizing officials shall determine an appropriate amount for meals and incidental expenses based on whether the type of recreational vehicle used by the employee has meal preparation facilities. When use of the recreational vehicle is for a temporary duty assignment within CONUS, such amount shall not exceed the applicable M&IE rate. Per Diem Computat ion. The daily lodging costs plus an appropriate rate for meals and incidental expenses determined under paragraph 1m(2)(a) 2, above, shall be the per diem rate, limited to the applicable maximum rate prescribed for the locality involved. A reduced per diem rate within the applicable maximum per diem rates can be authorized if the actual costs expected to be incurred can be determined in advance of the travel. (2) Per Diem Allowances for Use of a Recreational Vehicle for Lodging Costs. Meals and Incidental Expenses. DOE 1500.2A 6-7-89 IV-25 (b) Rented Recreational Vehicle. When the use of a rented recreational vehicle is authorized or approved as advanta- geous to the Government, the rental fee and the allowable expenses shown in paragraph 1m(2)(a) 1, above, may be con- sidered as lodging costs. Advantageous use might occur when the employee is on an extended temporary duty assign- ment in a remote area or where conventional lodging facili- ties are limited or not available. If use of a rented recreational vehicle is not authorized or approved as advantageous, only those expenses listed in paragraph 1m(2)(a) 1, above, may be considered as lodging costs. (3) Per Diem Computations When Temporary Duty is Curtailed, Can- celed, or Interrupted for Official Purposes (see 59 Comp. Gen. 609 (1981), 59 Comp. Gen. 612 (1980), 60 Comp. Gen. 630 (1981), and cases cited therein). When an employee has made advance arrangements for lodging (such as those described in paragraph 1m(1) or (2), above), with reasonable expectation of the travel assignment being completed as ordered or directed, and subse- quently the temporary duty assignment is curtailed, canceled, or interrupted for official purposes, or for other reasons beyond the employee’s control that are acceptable to the Department, lodging costs may be calculated and paid as follows: (a) Travel Assignment Curtailed or Interrupted. When the temporary duty assignment is curtailed or interrupted for the benefit of the Government or for other reasons beyond the employee’s control and the employee is unable to obtain a refund of prepaid rent, expenses incurred for unused lodging may be reimbursed under the following conditions: Determination of Reasonableness.1 The approving official must determine that the employee acted reasonably and prudently in incurring allowable lodging expenses pur- suant to temporary duty travel orders. Included in this determination should be a consideration of whether the employee sought to obtain a refund of the prepaid lodging cost or otherwise took steps to minimize the costs once the temporary duty was officially curtailed or interrupted. 2 Adjusted Calculation and Reimbursement of Lodging Costs. If the approving official determines that the employee acted reasonably, the unused portion of the prepaid lodging cost may be reimbursed as follows: a The daily lodging costs for the period covered by the voucher shall be calculated by dividing the total cost for the rental period by the number of days of actual occupancy. The total of the lodging costs thus calculated plus the appropriate daily amount authorized for meals and incidental expenses may be

IV-26 (b) DOE 1500.2A 6-7-89 reimbursed not to exceed the per diem rate authorized in the employee’s travel authorization for the days that the lodging was occupied. b If the authorized per diem rate is insufficient for the days of occupancy, the daily lodging cost calcu- lated in subparagraph a above, plus the amount autho- rized for meals and incidental expenses may be reimbursed on an actual expense basis not to exceed appropriate maximum daily rates determined as pro- vided on page IV-31, paragraph 2g. c The excess amount (if any) of the unrefunded lodging cost not reimbursed under subparagraph b, above, may be paid as a miscellaneous travel expense incident to the travel assignment, if otherwise proper. d In instances where the travel assignment was inter- rupted for official purposes (e.g., when the employee is directed to perform temporary duty at another location), allowable subsistence expenses (if any) incurred during the interruption may be reimbursed separately from those reimbursements outlined in subparagraphs a and b, above, if otherwise proper, and in conformance with the provisions of this Order. Travel Assignment Canceled. When the employee incurs lodging expenses in reasonable expectation of a travel assignment being completed as ordered or directed, and due to a change in travel orders the travel assignment is canceled prior to its commencement, the prepaid lodging expenses may be reimbursed as a miscellaneous travel expense provided the amounts are reasonable and the conditions on page IV-25, paragraph 1m(3)(a) 1, are met. If, in situations described in (4) paragraphs 1m(3)(a) and (b), above, the employee was required by the terms of a lease or rental agreement to pay a rental deposit and all or part of the deposit is for- feited to cover unpaid lodging costs, the amount of the forfeited deposit may be reimbursed as a miscellaneous travel expense provided the conditions on page IV-25, paragraph 1m(3)(a) 1, are met. Reimbursement for deposits forfeited for damages to lodging accommodations shall not be allowed. For temporary duty aboard Government vessels where meals and lodgings are furnished at no cost or at a reduced cost, an appropriate per diem rate within the provisions of this chapter shall be established. The term “Government vessel” includes vessels owned and oper- ated, leased and operated, or chartered by the Government. (c) Forfeited Rental Deposits. Per Diem While Aboard Government Vessel. DOE 1500.2A IV-27 6-7-89 n. Time Determinations. (1) Duty to Record Pertinent Times. (2) The date and hour of departure from and arrival at the official station or any other place at which official travel begins or ends must be shown on the travel voucher. The same information also must be shown for points at which temporary duty is performed when such arrival or departure affects the per diem allowance or other travel expenses. Other points visited should also be shown but the time of arrival and departure need not be entered. The hours of departure and arrivalUse of Standard Time. o. Interruptions of Per Diem Entitlement. recorded on the voucher shall be those of the standard time in effect at the place involved (41 CFR 301-7.10(b)). For purposes of this para- graph, the term “place of abode” means the place from which the employee commutes daily to the official station. (1) Leave and Nonworkdays

(a) General. Leave of absence (other than for illness, injury, or personal emergency (see page VIII-1, paragraph 1)) for one-half or less, of the prescribed daily working hours shall be disregarded for per diem purposes. Where the leave is more than one-half of the prescribed daily working hours, no per diem shall be allowed for that day. (b) Nonworkdays. Legal Federal Government holidays and week- ends or other scheduled nonworkdays are considered nonwork- days. Employees are considered to be in a per diem status on nonworkdays except when they return to their official station or place of abode (see paragraph 1o(2), below), or except under conditions stated in paragraph 1o(1)(b) 1 or 2, below. (See also page IV-7, paragraphs 1h(6) and (7).) 1 Leave Be fore and After Nonworkdays. Per diem shall not be paid for nonworkdays when: a Employees are in a leave status at the end of the workday before the nonworkdays and at the beginning of the workday following the nonworkdays, and b The period of leave on either of those days is more than one-half of the prescribed working hours for that day. 2 Leave Between Nonworkdays. Per diem shall not be paid for more than two nonworkdays in cases where leave of absence is taken for all of the prescribed working hours between the nonworkdays. IV-28 DOE 1500.2A 6-7-89 (2) Return to Official Station for Nonworkdays. (a) An employee who is required by his or her approving official to return to his or her official station for the nonworkdays to perform official business or because it is otherwise advantageous to the Government shall be allowed the round-trip transpor- tation expenses and per diem for the en route travel. Required Return--Official Business. (b) Authorizing officials may authorize per diem and transportation expenses to an employee to return home for nonworkdays where a significant cost savings will be achieved. Travel time shall be scheduled within the employee’s duty hours to the extent practicable. The cost of lost productivity attributable to the duty hours involved in traveling to and from the employee’s residence for nonworkdays shall be considered in determining the cost savings (Comp. Gen. decision, B-202544, 8-31-81). Authorized Return--Substantial Cost Savings. (c) Authorized Return Incident to Extended Temporary Duty. Employees who are required to routinely perform extended periods of temporary duty may be authorized round-trip transportation expenses and per diem en route for periodic return travel to their official stations or places of abode for nonworkdays in accordance with the provisions set forth on page II-31, paragraph 9. (d) Voluntary Return. When an employee voluntarily returns to his or her official station or place of abode for nonwork- days, the maximum reimbursement for the round-trip trans- portation and per diem en route shall be limited to the per diem allowance and travel expenses which would have been allowed had the employee remained at the temporary duty station. The employee shall perform any such voluntary return travel during non-duty hours or periods of autho- rized leave. (3) If there is an interrup- tion of travel or deviation from the direct route resulting in excess travel time because of an employee’s personal preference or convenience or through the taking of leave, the per diem allowed shall not exceed that which would have been allowed on uninterrupted travel by a direct or usually traveled route except as provided on page VIII-1, paragraph 1, for certain emergency travel situations.

Indirect Route or Interrupted Travel. (4) See page VIII-1, paragraph 1. Illness or Injury or a Personal Emergency Situation. DOE 1500.2A 6-7-89 IV-29 2. ACTUAL SUBSISTENCE EXPENSES. a. General. Reimbursement for the actual and necessary subsistence expenses of official travel not to exceed the maximum rates set forth on page IV-31, paragraph 2g, may be authorized or approved when such expenses are unusually high due to special or unusual circumstances or for occasional meals and/or lodging as provided herein. Authorization or approval of actual expenses shall be used for individual travel assignments or specific travel situations only after appropriate consideration of the actual facts existing at the time the travel is directed and performed. b. Approving and Authorizing Officials. (1) Heads of Departmental Elements may authorize or approve reim- bursement for actual expenses under special or unusual circum- stances (see page IV-30, paragraph 2f(1)), or if in their judgment, the applicable M&IE rate for the locality is adequate, may limit the reimbursement for meals and incidentals to the applicable M&IE as provided on page IV-32, paragraph 2g(1)(b) 2. Redelegation of this approving authority 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. (2) Officials delegated authority under paragraphs Order may approve actual expense reimbursement ing limitations in travel situations where the meals are furnished without cost or at nominal 7c and h of this under the follow- lodgings and cost to the traveler and the traveler necessarily incurs expenses for occa- sional lodgings and/or meals. (a) Within CONUS. For lodging, not to exceed the rates spe- cified for lodging in Attachment VI-1, and for meals, not to exceed the individual meal allowances shown on page IV-6, paragraph 1b(5)(c). (b) Outside CONUS. For lodging and meals, not to exceed amounts based on the percentages set forth on page IV-6, paragraph 1b(5)(b). Generally, authorization or approval of actual subsistence expenses is contingent on the entitlement to per diem. Except as otherwise provided herein, the definitions and rules stated on page IV-1, paragraph 1, applicable to the employee’s entitlement to a per diem allowance shall apply to travel on an actual expense basis. d. Allowable Expenses. Actual subsistence expense reimbursement may be allowed for the same types of expenses that are covered by the per diem allowance on page IV-2, paragraph 1c, provided such expenses are c. Relationship to Per Diem. IV-30 DOE 1500.2A 6-7-89 determined to be actual and necessary expenses incident to the par- ticular travel assignment. When a meal is included in the price of the airline ticket, a traveler will not be reimbursed for a dupli- cate meal purchased, unless justifiable reasons are given for not eating the flight meal or, if the flight meal was eaten, why extra meals were required (Comp. Gen. Decision B-185826, of 5-28-76). e. Prude nt Traveler. An employee traveling on the actual subsistence expense basis is expected to exercise the same care in incurring expenses as set forth on page IV-3, paragraph 1d, for travel on a per diem basis. f. Conditions Warranting Authorization or Approval of Actual Expenses. (1) Travel Assignments Involving Special or Unusual Circumstances.

(a) Travel on an actual subsistence expense basis may be authorized or approved for travel assignments within and outside CONUS when the approving and authorizing officials determine that the applicable maximum per diem rate (see page IV-3, paragraph 1f) is inadequate due to special or unusual circumstances. The maximum per diem rate, although generally adequate, may be insufficient for a particular travel assignment because the actual and necessary subsis- tence expenses are unusually high due to special duties or because subsistence costs have escalated temporarily during special events. Actual subsistence expense reimbursement shall not be authorized or approved when the actual and necessary subsistence expenses exceed or are expected to exceed the applicable maximum per diem allowance by only a small amount. Since lodging costs constitute a major portion of the subsistence expenses, travel on an actual expense basis may be authorized or approved for travel when, due to special or unusual circumstances, the lodging costs absorb all or nearly all of the applicable maximum per diem allowance. (b) Examples of travel assignments or situations that may warrant authorization or approval of actual and necessary expenses include but are not limited to the following: 1 The employee attends a meeting, conference, or training session away from the official duty station where lodging and meals must be procured at a prearranged place (such as the hotel where the meeting, conference, or training session is being held) and the lodging costs incurred, because of these prearranged accommodations, absorb all or practically all of the applicable maximum per diem allowance. 2 The travel is to an area where the applicable maximum per diem allowance is generally adequate but subsistence DOE 1500.2A 6-7-89 IV-31 3 4 5 costs have escalated for short periods of time during special functions or events such as missile launching periods, international or national sports events, world’s fairs, conventions, or natural disasters. Based on a situation described in paragraph 2f(1)(b) 2, above, affordable lodging accommodations are not available or cannot be obtained within a reasonable commuting distance of the employee’s temporary duty point and transportation costs to commute to and from the less expensive lodging facility consume most or all of the savings achieved from occupying less expensive lodging. The employee, because of special duties of the assign- ment, necessarily incurs unusually high expenses in the conduct of official business, such as to procure super- ior or extraordinary accommodations including a suite or other quarters for which the charge is well above that which he or she would normally have to pay for accom- modations. The employee necessarily incurs unusually high expenses incident to his or her assignment to accompany another employee in a situation as described in paragraph 2f(1)(b) 4, above. (2) Situations Requiring Reimbursement for Occasional Meals and/or Lodging. Although lodging and/or meals are furnished without cost (or at a nominal cost) for a particular assignment, the employee may necessarily incur expenses for occasional lodgings and/or meals. Approving and authorizing officials may approve reimbursement of appropriate expenses incurred for occasional meals or lodging that are determined to be necessary and justi- fied by the circumstances involved. For travel assignments within CONUS the actual expense allowable for lodging or each meal may not exceed the lodging or individual meal allowance set out on pages IV-8 and IV-6, paragraphs ii(1)(a) and 1b(5)(c), or 150 percent of those amounts if special or unusual circumstances are involved; for travel assignments outside CONUS, limitations on the amount of reimbursement for such expenses shall be determined based on the same percentages set forth for deductions on page IV-6, paragraph 1h(5)(b).

g. Maximum Daily Rates and Reimbursement Limitations. The maximum amount of reimbursement for actual subsistence expenses that may be authorized or approved for each calendar day or fraction thereof is as provided in paragraphs 2g(1) and (2), below. Approving and authorizing officials shall determine appropriate and necessary daily maximum rates not to exceed these amounts when authorizing or approv- ing travel under paragraph 2. Maximum daily rates need not be pro- rated for fractions of a day. IV-32 DOE 1500.2A 6-7-89 (1) Travel Within CONUS. (a) Maximum Da ily Rates. The maximum daily rate shall not exceed 150 percent of the applicable maximum per diem rate (rounded to the next higher dollar) prescribed in Attach- ment IV-1 for the travel assignment location. (b) Reimbursement Limitation. 1 When the actual subsistence expenses incurred during any one day are less than the maximum daily rate authorized, the employee shall be reimbursed only for the lesser amount. Expenses incurred and claimed (including those for fractional days) shall be reviewed and allowed only to the extent determined to be necessary and reasonable by the approving official and the authorized certifying official. Reimbursement for meals and incidental expenses shall not, under any circumstances, exceed 150 percent of the M&IE rate applicable to the temporary duty location. 2 When specifically authorized, reimbursement for meals and incidental expenses will be limited to 100 percent of the applicable M&IE rate with no receipts and/or itemization of such expenses required. In such instances the M&IE rate shall be prorated for partial days of travel as provided on pages IV-8, IV-10, and IV-11, paragraphs 1i(2)(a) 3, (b) 1c, and (b) 3b. (2) (a) Maximum Daily Rates. The maximum daily rate for subsis- tence expenses shall not exceed the amount prescribed by the Departments of Defense and State, respectively, for nonforeign and foreign areas as set forth in paragraph 2g(2)(a) 1 or 2, below, whichever is greater; 1 150 percent of the applicable maximum per diem rate (rounded to the next higher dollar) prescribed on page IV-4, paragraph 1f(1)(b) or (c). 2 $50 plus the applicable maximum per diem rate prescribed on page IV-4, paragraph 1f(1)(b) or (c). (b) Reimbursement Limitation. When the actual subsistence expenses incurred during any one day are less than the maximum daily rate authorized, the employee shall be reimbursed only for the lesser amount. Expenses incurred and claimed (including those for fractional days) shall be reviewed and allowed only to the extent determined to be necessary and reasonable by the approving official and the authorized certifying official. Reimbursement for meals Travel Outside CONUS. DOE 1500.2A 6-7-89 IV-33 and incidental expenses generally should not exceed 50 percent of the maximum daily rate authorized under para- graph 2g(2)(a), above. (3) When Lodging is Procured Through Use of a Depa rtment Purchase Order. When actual subsistence expense reimbursement is author- ized or approved and lodging is furnished to the employee at no cost through use of a Department purchase order, the authorizing official shall not authorize or approve reimbursement or other subsistence expenses that will, when combined with the cost of lodging furnished, exceed the maximum daily rate authorized under paragraph 2g(1) or (2), above. h. Aut horization or Approval. (1) (2) (3)

Requests for Authorization or Approva l of Actua l Expense Reimbursement. It is the employee’s responsibility to request authorization or approval for actual subsistence expense reim- bursement when conditions appear to warrant such reimbursement and to furnish appropriate justification to support the request. Prior Authorization of Actua l Expense Travel. Normally, travel on an actual expense basis should be authorized in advance and the daily maximum rate authorized shall be stated in the travel authorization. Approva l After Travel is Completed. If travel is performed without prior written authorization or is authorized on a per diem basis and otherwise conforms to the provisions of paragraph 2, reimbursement for actual and necessary subsistence expenses may be approved after completion of the travel. i. Requ irements for Documentation, Review, and Administrative Co ntrol s. (1) Docu mentat ion of Actua l Expenses on the Vouc her. (a) (b) Itemization. The employee shall itemize on the travel voucher each expense for which reimbursement is claimed on a daily basis. Meals must be itemized separately; i.e., breakfast, lunch, and dinner. Those expenses that do not usually accrue on a daily basis, such as laundry and clean- ing and pressing of clothing may be averaged over the number of days that actual expense reimbursement is author- ized or approved. Receipts. Receipts are required for lodging, laundry, and cleaning of clothing (other than coin-operated) regardless of amount, and any individual meal when the cost is over $25. The provisions shown on page IV-11, paragraph 1i(3)(a), covering double occupancy and missing receipts also apply. IV-34 DOE 1500.2A 6-7-89 (c) When reimbursement for meals and incidental expenses is limited to the applicable M&IE rate (as provided on page IV-32, paragraph 2g(1)(b) 2 ), receipts and/or itemization of the M&IE expenses is not required. Exception to Receipts and/or Itemization Requirement. (2) Review and Administrative Cont rols. An appropriate review of the justification for travel on an actual subsistence expense basis shall be made by the approving and authorizing officials. Expenses claimed by an employee shall be reviewed by the approving official to determine that the expenses were neces- sarily incurred in connection with the travel assignment and by the authorized certifying official to determine that the expenses were reasonable and allowable. The provisions on page IV-27, paragraph 1o, applicable to interruptions of per diem entitle- ments (leave and nonworkdays, return to official station for nonwork- days, indirect route or interrupted travel, and illness or injury or a personal emergency situation) also apply to travel on an actual subsistence basis. j. Interruption of Subsistence Entitlements. 3. MIXED TRAVEL (PER DIEM AND ACTUAL SUBSISTENCE EXPENSE) REIMBURSEMENT. a. When actual expense reimbursement is authorized or approved for a particular temporary duty location, and is the only reimbursement system involved, the partial day of travel to and from that location also will be on an actual expense basis including en route travel days.

b. If actual expense reimbursement authorized for particular locations is intermingled with per diem at other locations in a single trip, either within or outside CONUS, the applicable rate and/or reimburse- ment method for each calendar day (beginning at 12:01 a.m.) will be determined by the employee’s status and location at 12:00 midnight of that calendar day. Only one rate and reimbursement method will be authorized for each day except when reimbursement is authorized for occasional meals or lodging as provided on page IV-31, paragraph 2f(2). The reimbursement method and maximum rate for the day of departure from the official station will be the same as that autho- rized for the first location where lodging is required. On the day of return to the official station, the same method and maximum rate of reimbursement applicable to the previous calendar day shall apply. 4. BAGGAGE. a. Definitions. (1) Baggage. Government property and personal property of the traveler necessary for the purposes of the official travel. DOE 1500.2A IV-356-7-89 b. c. d. e. f. Allowable Costs. (1) Transfer of Baggage. (3) Checking and Handling of Baggage. (2) Excess Baggage. Baggage in excess of the weight, number of pieces, or size, that is carried free by transportation companies (41 CFR 301-5.1). Necessary charges for the transfer of baggage shall be allowed. (2) Storage of Baggage. Storage charges shall be allowed when it is shown that storage was solely on account of official business. Charges for checking baggage shall be allowed. Charges or tips at transportation terminals shall be allowed for handling Government property carried by the traveler (41 CFR 301-5.3). Authoriz tion for Excess Baggage. Excess baggage shall be allowed only when authorized or approved except where air-coach or air- tourist accommodations are used. Transportation of baggage up to the weight carried free on first-class service shall be allowed at Gov- ernment expense (41 CFR 301-5.2). Transportat ion Charges for Excess Baggage. As a general rule, trav- elers shall pay cash for domestic airline excess baggage charges that do not exceed $15. Where excess baggage services are specifically authorized, the travel authorization shall clearly state whether such charges are to be paid in cash by the traveler or to be authorized on the Government Transportation Request (GTR). If the authorization for excess baggage is not included on the GTR, the traveler’s claim for reimbursement shall be included in the travel voucher (41 CFR 301-5.3(a)). Care should be taken to stop baggage that has been checked on a ticket beyond the point where the traveler leaves the carrier. If baggage cannot be intercepted or transferred and is carried through to original destination on the unused portion of the ticket, a full explanation shall be shown on the voucher or made at the time the unused ticket is forwarded for redemption. Failure to observe this rule shall result in any excess cost to the Department being charged to the employee (41 CFR 301-5.4). Stoppage in Transit. Shipment of Gove rnment Property and Personal Effects. (1) Select ion of Transportation Service. When the total weight of Government property and personal effects or other property needed by the traveler exceeds the baggage allowance, quantities in excess of the allowance shall be shipped by parcel post, where practical, or, if not suitable for mailing, by freight or express if any of those less costly means of shipment will suffice. Shipments must not be made as accompanied baggage or

IV-36 DOE 1500.2A (2) (3) 6-7-89 express when ordinary freight service will meet the official needs. Due consideration must be given to the probable cost of collecting and delivering the shipment and the time required for transmission. Use of Government Bills of Lading. Express and freight ship- ments shall be made on Government bills of lading unless such handling will interfere with the official purposes of the trip or unless it is not practical. Charges on shipments made on Government bills of lading must not be paid by the traveler. Government Bills of Lading not Accepted. When acceptance of shipments on Government bills of lading is refused, payment of the amount demanded shall be made. A report of the circum- stances shall be attached to the travel voucher. When Govern- ment bills of lading are refused or not used and cash payment is demanded, the carrier’s receipt showing the original point of shipment, destination, number of packages, contents and separate weight of each package, and rate and amount of charges paid shall be accepted in support of the charge (41 CFR 301-5.5). 5. COMMUNICATIONS SERVICES. a. Telephone, teletype, telegraph, cable, and radio service may be used on official business when necessary (41 CFR 301- 6.1(a)). b. Type of Service. As a general rule, official long distance tele- phone calls and other communications services shall be through the use of Government-owned or -leased equipment. If Government services are not available, the least expensive practicable type and class of commercial service shall be used. The time required to transmit and deliver telegrams, cablegrams, and radiograms, the difference in time between points, and the probable closing time of offices shall be considered in determining the method of communication (41 CFR 301-6.2). c. (1) Reservation of Accommodat ions. Charges for telegrams reserving common carrier accommodations are transportation expenses and may be allowed when supported by a satisfactory explanation showing the necessity therefor. (2) Personal Business. Telephone calls, telegrams, cablegrams, and radiograms relating to leave of absence or extension thereof, or to payment of salary or expense vouchers and answers thereto, or those containing other matter of a purely personal nature, must not be made or sent at Government expense, and charges therefor shall not be allowed (41 CFR 301-6.4). However, costs of official telegrams which include the mention of hotel accommodations and is merely incident to the official business may be allowed (24 Comp. Gen. 583). Necessary Use. Official Purpose and Personal Business. DOE 1500.2A 6-7-89 IV-37 d. Authorized Use of Telephone. (1) Telephone service may be used on official business when neces- sary. (a) Charges for local telephone calls on official business shall be allowed as a transportation expense. Travelers may enter on their travel vouchers the total amount spent for local calls during the period covered by the voucher (41 CFR 301-6.1 and 301-11.5(a)(1)). Local Calls. (b) Long-Distance Calls. Claims for long distance calls must contain a statement furnishing points between which service was rendered, the date and the amount of each call and that the calls were required on official business. When the public interest so requires, the points of service may be stated in confidence to the official who administratively approved the travel (41 CFR 301-6.5). The following or a similar certification signed by the authorized certifying officer, showing that the long distance calls were neces- sary in the interest of the Government, shall appear on the pertinent SF-1166 OCR, “Voucher and Schedule of Payments”: “Pursuant to section 4 of the Act approved May 10, 1939 (53 Stat. 738), I certify that the use of the telephone for the official long distance calls included in this payment was necessary in the interest of the Government.”

(2) DOE travelers are authorized to make the following long distance telephone calls: (a) Calls to notify family, doctor, or others when the employee is injured on the job. (b) Calls to notify family of transportation delays or changes in business schedule. (c) Brief calls to family or residence within the United States when an employee is in a travel status in the United States for at least 2 nights. The maximum number of calls that may be authorized is an average of one per day, with the maximum amount that may be approved for reimbursement to be $12.00 per trip, or each consecutive 7-day period of a single trip, not to exceed a cost of $4.00 a call. (d) Brief calls to family or residence within the United States when an employee is in travel status for at least 2 nights outside the United States; or outside the United States when an employee, whose official duty station is not the United States, is in travel status in the United States for at least 2 nights. The maximum amount that may be approved is $16.00 per trip or $16.00 for each consecutive 7-day IV-38 DOE 1500.2A 6-7-89 period of a single trip, not to exceed a cost of $8.00 per call. (e) Claims for long distance calls made from hotels/motels or coin box telephones must be supported by traveler’s state- ment or receipt that indicates the costs of claimed charges and the points between which the call was made and the date. The maximum reimbursement amounts specified above will also include costs such as surcharges or taxes incurred when making long distance calls. (f) As a general rule, long distance calls made while on TDY travel should be placed through the Federal Telecommunica- tions System (FTS) intercity network or other Government- provided long distance telephone service. If Government- provided telephone services are not available, the least expensive and practicable type of commercial service shall be used, paid for by the employee, and claimed on his or her SF-1012, “Travel must be approved by ee’s SF-1012 before e. Written Messages. (1) (2) (3) La guage andn Form. Care Voucher.” All long distance calls the approving official on the employ- reimbursement may be made. in preparing messages shall be exer- Coded Messages. cised to omit words, figures, and punctuation unnecessary to the meaning of the message. Initials and titles in the text and signature shall be used only when needed for identification. Numbers and dates in the text of telegrams, cablegrams, and radiograms shall be expressed in figures, except where impracti- cable in code messages. Every message shall show the place and date of transmission. When practicable, cablegrams and radiograms shall be coded in conformity with a DOE or standard code (41 CFR 301-6.3). Payment of Charges. (a) Official messages sent to Government offices having autho- rized charge accounts shall be sent “Official Business - Collect,” unless directed otherwise. All others shall be sent prepaid. (b) If “collect” service is refused, payment shall be made and the circumstances with a receipted copy of the message shall be reported immediately to the official who admini- stratively approved the travel. (c) All messages shall be subject in all respects to the pre- vailing commercial count of chargeable words. In cases where the charge for a Government message includes a frac- DOE 1500.2A IV-39 6-7-89 tion of a cent, that fraction, if less than one-half, is to be disregarded; in one-half or more, it is to be counted as 1 cent (41 CFR 301-6.6).

(4) Charges for official telegrams, cable- grams, or radiograms on official business shall be allowed provided a statement is furnished showing the points between which service was rendered, the date, the amount paid for each telegram, cablegram, or radiogram, and that they were required on official business (41 CFR 301-6.5). Supporting Statement. (5) Priority of O fficial Messages. All Government communications by telegraph, cable, or radio shall have priority over all other business, except radio communications or signals which are given absolute priority under the Communications Act of 1934, as amended, and shall be subject to the prevailing classifications, practices, and regulations applicable to the corresponding com- mercial communications. Employees sending such telegrams shall endorse thereon the words “official business” and shall report to the Federal Communications Commission through their admini- strative offices any failure to transmit them in such priority and any charge made in excess of the rate prescribed (41 CFR 301-6.7). 6. MISCELLANEOUS EXPENSES. Miscellaneous expenses below and others properly explained and approved shall be allowed when necessarily incurred in the transaction of official business (41 CFR 301-9.1(e)). a. b. c. General. Necessary stenographic or typewriting services, or rental of typewriting machines in connection with the preparation of reports or correspondence, clerical assistance, services of guides, inter- preters, packers, drivers of vehicles, and storage of property used on official business shall be allowed when administratively approved (FTR 1-9.1a). (Neither payment nor reimbursement will be allowed under any agreement made by the traveler with an officer or employee of the Government for personal services (41 CFR 301-9.2).) Hire of Room. When necessary to engage a room at a hotel or other place to transact official business, such expense shall be allowed when administratively approved. Receipts for use of rooms are required (41 CFR 301-9.1(b) and 301-11.3(c)(8)). Registration Fees. The following provisions cover the reimbursement of fees charged in connection with attendance at official conferences or meetings. (1) Employees, while at their official stations or in a travel status away from their official stations, shall not be reim- bursed fees covering attendance or admittance at official DOE or DOE contractor conferences and meetings except as provided below. Appropriate expenses incurred for arranging and conduct- ing these types of meetings should be budgeted and accounted IV-40 DOE 1500.2A 6-7-89 for as normal operating expenses and as such are not to be charged to individual DOE attendees. Coordinators of internal DOE meetings who request advance payments from DOE personnel to cover costs of group meals taken during the course of a meeting shall provide an itemized receipt to each DOE attendee identify- ing the specific subsistence item collected. Any excess funds collected by the coordinators for such purposes are to be turned in to the DOE finance offices for return to the U.S. Treasury. Any subsistence expenses incurred by DOE employees attending DOE internal meetings are reimbursable only in connection with official travel away from their official duty stations and within the subsistence limitations of the Federal Travel Regulations as implemented within this Order.

(2) Employees, while at their official stations or in a travel status away from their official stations, may be reimbursed fees covering attendance or admittance at outside (non-DOE) official conferences or meetings. See subparagraph (6) below when regis- tration fees cover meal costs. (3) Employees, while at their official stations or in a travel status away from their official stations, may be reimbursed for the allowable portion of registration fees which are charged for attendance at conferences which are administratively controlled or sponsored by DOE or DOE contractors when the majority of attendees are non-DOE participants. Such registration fees reimbursed to DOE employees will include only allowable expenses such as the costs of necessary supplies and materials, printing, rental of facilities and equipment, and other items required for arranging and conducting the conference or meeting. Registra- tion fees for attendance at such DOE sponsored meetings or conferences should identify separately that portion of the reg- istration fee which covers unallowable items such as charges included for coffee breaks, cocktail parties, meals in which no formal business of the conference is conducted, and other similar items of a primarily social nature. (4) Registration fees are charged to funds available for travel expenses, except when approved by the appropriate DOE official as a training expense. (See DOE 341O.1B, TRAINING. ) (5) An appropriate deduction shall be made from per diem when an employee is in travel status and reimbursement is made for registration fees which include meals at a conference or meeting. (See page IV-5, paragraph 1b(5).) (6) When DOE employees attend outside (non-DOE) official conferences or meetings which require the payment of a charge or registra- tion fee covering only meals, reimbursement may be made when a determination is made in writing by the appropriate approving official that: (a) the meal is incident to the meeting; (b) the employee’s attendance at the meal is necessary in order to DOE 1500.2A IV-41 6-7-89 participate fully in the scheduled meeting and or conference; and (c) the employee is not free to partake of meals elsewhere without being absent from formal discussions, lectures, or speeches concerning the purpose of the meeting or conference. This determination shall be included with the employee’s voucher. Receipts regardless of amount are required for reim- bursement. (See paragraph (5), above, if the DOE employee is in a travel status.) (Comp. Gen. decisions B-166560, of 2-3-70, and B-160579, of 4-26-78. ) (7) The cost of meals, coffee, or other incidental subsistence expenses shall not be reimbursed to DOE employees attending internal DOE staff or DOE contractor conferences or meetings. In addition, payment for such subsistence or related expenses shall not be arranged by use of purchase orders or other con- tractual arrangements unless specifically authorized by law (34 Comp. Gen. 321, Comp. Gen. decisions, B-95413, of 6-7-50, B-66978, of 8-25-47). Reimbursement for the cost of such purchases may be allowed in connection with official travel. The amount of the checks or money orders may not exceed the amount of funds necessary to cover the estimated reimburs- able expenses (41 CFR 301-9.1(c)). The following items are allowed in accordance with 41 CFR 301-9.1(d): d. Traveler's Checks, Money Orders, or Certified Checks. e. Fees Relating to Travel Outside the United States.

(1) (2) (3) Commissions for conversion of currency in foreign countries (41 CFR 301-11.5(e)). Charges covering exchange fees for cashing United States Gov- ernment checks or drafts issued in reimbursement of expenses incurred for travel in foreign countries. However, fees charged for cashing checks or drafts issued in payment of salary are not reimbursable (41 CFR 301-11.5(e)(1)). Cost of trip insurance purchased in connection with the use of a Government-furnished or privately owned vehicle during offi- cial business for specific or individual trips into a foreign country. Trip insurance covers potential liability for property damage or personal injury or death to third parties. Reim- bursement is limited to instances in which the purchase of such insurance is required by foreign statute or is a practical necessity due to the legal procedures of a foreign country which, in the event of an accident, could result in detainment of the driver and impoundment of the vehicle. The amount of reimbursement is limited to the cost of the minimum amount of insurance required for the use of a foreign country’s roads or the minimum amount required to be purchased by industrial custom. IV-42 DOE 1500.2A 6-7-89 (4) Fees in connection with the issuance of passports, visa fees, costs of photographs for passport and visas, costs of certifi- cates of birth, health, and identity, and of affidavits and charges for inoculations which cannot be obtained through a Federal dispensary. f. Exchange Losses. Losses incurred on a currency exchange are not reimbursable (63 Comp. Gen. 554). 7. RECEIPT FOR CASH PAYMENTS. a. Receipts are required for all cash expenditures in excess of $25 plus any applicable tax. Receipts may be obtained on SF-1165, “Receipt for Cash - Subvoucher,” (4 TFM 4020). Receipted bills or other forms of commercial receipts shall be accepted provided they are properly made out to show the period involved, services rendered, or articles purchased and the unit prices (41 CFR 301-11.3(a)). Receipts in foreign languages shall bear the English translation. The failure to obtain a required receipt because of impracticability shall be fully explained on the travel voucher. Mere inconvenience in the matter of taking receipts shall not be considered. When the duties of the traveler are of a confidential nature and the public interest so requires, the official who administratively approves the travel may waive the receipt requirements (41 CFR 301-11.3(d)). Erasures and alterations in the totals on receipts must be initialed by the person who signed the receipt (41 CFR 301-11.5(f)). b. Receipts are required for the following expenditures regardless of the amount (41 CFR 301-11.3(c)): (1) Excess baggage. The receipt shall indicate the weight of the baggage and the points between which the baggage was moved. (2) Baggage, transfer, checking, and storage charges. (3) Clerical assistance. (4) Fees relating to travel outside the conterminous United States. (5) Hire of special conveyance such as livery, boat, automobile (not taxicabs locally), and aircraft. Receipts must describe the service hired, the service rendered, and the rate of compensa- tion by the day, hour, or other unit, as may have been agreed. If subsistence of driver or team is included in the cost, that fact must be stated. A receipted bill or other form of receipt will be accepted, provided it is made out to show the period and service rendered or articles purchased and the unit price.

(6) Miscellaneous expenses allowable on page IV-39, paragraph 6. DOE 1500.2A 6-7-89 IV-43 (and IV-44) (7) Operating expenses of privately owned conveyance, such as gasoline, oil, garage and hangar rental, and feeding and stabling of horses. (8) Shipments, freight, or express. (9) Steamer chairs, steamer cushions, and steamer rugs. (10) Telegrams, cablegrams, radiograms. (11) Long distance telephone calls (except where a coin box telephone is used and it is so stated in the travel voucher). (12) Copies of records furnished by State officials (e.g. clerks of courts). (13) Cash payments for passenger transportation services. DOE 1500.2A Chg 11 4-16-93 Attachment IV-1 Page 45 PER DIEM RATES FOR TRAVEL WITHIN THE CONTINENTAL UNITED STATES Effective 3-12-93 The maximum rates listed below are prescribed for reimbursement of per diem expenses incurred during official travel within CONUS (the continental United States). The amount shown in column (a) is the maximum that will be reimbursed for lodging expenses including applicable taxes. The M&IE rate shown in column (b) is a fixed amount allowed for meals and incidental expenses covered by per diem. The per diem payment for lodging expenses plus the M&IE rate may not exceed the maximum per diem rate shown in column (c). CONUS, Standard rate $40 $26 $66 (Applies to all locations within CONUS not specifically listed below or encompassed by the boundary definition of a listed point. However, the standard CONUS rate applies to all locations within CONUS, including those defined below, for certain ALABAMA Anniston Birmingham Dothan Florence Gulf Shores Huntsville Mobile Montgomery Sheffield ARIZONA Casa Grande Chinle Grand Canyon Nat’1 Park/ relocation subsistence allowances, see chapter VI.) Calhoun Jefferson Houston Lauderdale Baldwin Madison Mobile Montgomery Colbert 41 52 43 41 76 55 55 51 56 26 30 26 26 26 30 30 26 26 67 82 69 67 102 85 85 77 82 26 26 30 76 94 104 Pinal Apache Coconino 50 68 74 Flagstaff Kayenta Phoenix/Scottsdale Prescott Sierra Vista Tucson Yuma 26 34 30 26 30 26 88 106 78 74 90 84 Navajo Maricopa Yavapai Cochise Pima County; Davis-Monthan AFB Yuma 62 72 48 48 60 58 ARKANSAS Fayetteville Fort Smith Helena Hot Springs Jonesboro Little Rock CALIFORNIA Bridgeport Chico Death Valley El Centro Eureka Fresno Gualala/Point Arena Herlong Los Angeles Washington Sebastian Phillips Garland Craighead Pulaski 45 42 44 50 41 52 26 26 26 30 26 30 71 68 70 80 67 82 46 54 89 49 65 62 85 45 102 34 30 38 30 30 30 34 26 38 80 84 127 79 95 119 71 140 Mono Butte Inyo Imperial Humboldt Fresno Mendocino Lassen Los Angeles, Kern, Orange and Ventura Counties; Edwards AFB; Naval Weapons Center and Ordinance Test Station, China Lake Merced Stanislaus 92 46 54 30 34 76 88 Merced Modesto Vertical line denotes change. Attachment IV-1 DOE 1500.2A Chg 11 Page 46 4-16-93 Monterey Napa Oakland Ontario/Victorville/Bar- stow Palm Springs Redding Sacramento San Diego San Francisco San Jose San Luis Obispo San Mateo Santa Barbara Santa Cruz Santa Rosa South Lake Tahoe Stockton Tahoe City Vallejo Visalia West Sacramento Yosemite Nat’1 Park Yuba City Monterey Napa Alameda, Contra Costa and Marin San Bernardino 77 67 71 60 34 34 38 34 111 101 109 94 111 90 101 115 134 103 88 105 111 111 89 100 86 90 73 91 71 Riverside Shasta Sacramento San Diego San Francisco Santa Clara San Luis Obispo San Mateo Santa Barbara Santa Cruz Sonoma El Dorado San Joaquin Placer Solano Tulare Yolo Mariposa Sutter

73 60 67 77 96 65 54 67 77 77 55 66 56 52 43 61 45 68 46 38 30 34 38 38 38 34 38 34 34 34 34 30 38 30 30 26 38 30 106 Boulder 76 153 98 77 115 99 83 67 74 145 69 74 74 105 174 101 107 101 93 89 101 77 84 112 148 COLORADO Aspen Boulder Colorado Springs Denver Durango Glenwood Springs Grand Junction Gunnison Keystone/Silverthorne Montrose Pagosa Springs Pueblo Steamboat Springs Vail Pitkin El Paso Denver, Adams, Arapahoe and Jefferson La Plata Garfield Mesa Gunnison Summit Montrose Archuleta Pueblo Routt Eagle 115 64 51 77 65 53 41 48 107 43 48 48 75 136 38 34 26 38 34 30 26 26 38 26 26 26 30 38 CONNECTICUT Bridgeport/Danbury Hartford New Haven New London/Groton Putnam/Danielson Salisbury Fairfield Hartford and Middlesex New Haven New London Windham Litchfield 30 38 34 30 26 38 71 69 67 63 63 63 DELAWARE Dover Lewes Wilmington 26 30 34 Kent Sussex New Castle 51 54 78 DISTRICT OF COLUMBIA Washington, DC (also the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington, Loudoun, and Fairfax in 110 38 Virginia; Maryland) FLORIDA Altamonte and the counties of Montgomery and Prince Georges in (See also Maryland and Virginia.) Springs Seminole 8862 26 Vertical line denotes change. 4-16-93 30 92 D0E 15OO.2A Chg 11 Attachment IV-1 Page 47 Bradenton Clewiston Cocoa Beach Daytona Beach Fort Lauderdale Fort Myers Fort Pierce Fort Walton Beach Gainesville Jacksonville Key West Kissimmee Lakeland Miami Naples Orlando Panama City Pensacola Punta Gorda Saint Augustine Sarasota Stuart Tallahassee Tampa/St. Petersburg Vero Beach West Palm Beach GEORGIA Albany Athens Atlanta Augusta Brunswick Columbus Macon Norcross/Lawrenceville Savannah Warner Robins IDAHO Boise Coeur d’Alene Idaho Falls Ketchum/Sun Valley Lewiston McCall Pocatello Stanley ILLINOIS Alton Champaign/Urbana Chicago Danville Decatur Dixon East St. Louis Joliet Peoria Rock Island/Moline Rockford Springfield Manatee Hendry Brevard Volusia Broward Lee Saint Lucie Okaloosa Alachua Duval County; Naval Station Mayport Monroe Osceola Polk Dade Collier Orange Bay Escambia Charlotte Saint Johns Sarasota Martin Leon Hillsborough and Pinellas Indian River Palm Beach Dougherty Clarke Clayton, De Kalb, Fulton and Cobb Richmond; Savannah River Plant Glynn Muscogee Bibb Gwinnett Chatham Houston Ada Kootenai Bonneville Blaine Nez Perce Valley Bannock Custer Madison Champaign Du Page, Cook and Lake Vermilion Macon Lee St. Clair Will Peoria Rock Island Winnebago Sangamon 60 54 63 65 72 77 57 62 52 50 133 68 53 63 76 68 52 54 62 60 62 63 53 57 64 69 51 44 81 47 41 48 44 56 49 44 49 58 43 67 44 52 47 45 48 49 104 46 48 45 46 54 62 64 56 53 26 26 30 26 34 30 30 30 30 38 30 26 34 34 26 26 26 30 30 26 30 26 30 26 34 26 26 38 26 26 26 26 30 30 30 30 26 26 38 26 30 26 26 26 30 38 26 26 26 26 26 30 26 30 30 86 80 93 91 106 107 87 82 80 171 98 79 97 110 94 78 80 92 90 88 93 79 87 90 103 77 70 119 73 67 74 70 86 79 74 79 84 69 105 70 82 73 71 74 79 142 72 74 71 72 80 92 90 86 83 Vertical line denotes change. Attachment IV-1 DOE 1500.2A Chg 11 Page 48 4-16-93 INDIANA Anderson Madison Bloomington Monroe Burlington Beach/Val- Porter paraiso Charlestown/Jeffersonville Clark County; Indiana Army Ammunition Columbus Dale Elkhart Evansville Fort Wayne 52 26 55 Gary Indianapolis Jasper Lafayette Logansport Madison Marion Muncie Nashville New Albany Richmond South Bend Terre Haute I0WA Bettendorf/Davenport Cedar Rapids Des Moines Dubuque Iowa City Sioux City Water 100

KANSAS Hays Kansas City Manhattan Topeka Wichita KENTUCKY Ashland Bowling Green Covington Florence Lexington Louisville Owensboro Paducah Pikeville Prestonsburg LOUISIANA Alexandria Baton Rouge Bossier City Lafayette Lake Charles Monroe Plant Bartholomew Spencer Elkhart Vanderburgh Allen Lake Marion County; Fort Benjamin Harrison Dubois Tippecanoe Cass Jefferson Grant Delaware Brown Floyd Wayne St. Joseph Vigo Scott Linn Polk Dubuque Johnson Woodbury Black Hawk Ellis Johnson and Wyandotte (See also Kansas City, MO.) Riley Shawnee Sedgwick Boyd Warren Kenton Boone Fayette Jefferson Daviess McCracken Pike Floyal Rapides Parish East Baton Rouge Bossier Parish Lafayette Parish Calcasieu Parish Ouachita Parish Parish 54 52 52 42 44 45 50 53 57 71 45 52 47 50 44 55 57 43 43 61 51 56 48 43 48 47 47 42 67 53 48 62 41 44 48 49 51 60 47 43 42 44 45 53 57 52 43 47 26 30 26 26 30 26 26 30 26 30 30 26 30 26 26 26 26 30 26 26 26 26 26 26 26 26 26 26 26 34 26 26 30 26 26 30 26 30 34 26 26 26 26 30 30 30 30 30 26 80 82 78 68 74 71 76 83 83 82 101 71 82 73 76 70 81 87 69 69 87 77 82 74 81 69 74 73 73 68 101 79 74 92 67 70 78 75 81 94 73 69 68 70 75 83 87 82 73 73 Vertical line denotes change. 53 30 DOE 1500.2A Chg 11 Attachment IV-1 4-16-93 Page 49 New Orleans Parishes of Jefferson, Orleans, Plaquemines and St. Bernard Shreveport Caddo Parish Slidell St. Tammany Parish MAINE Auburn Augusta Bangor Bar Harbor Bath Kennebunk/Sanford Kittery Portland Presque Isle Rockport Wiscasset Androscoggin Kennebec Penobscot Hancock Sagadahoc York Portsmouth Naval Shipyard (See also Portsmouth, NH.) Cumberland Aroostook Knox Lincoln MARYLAND (For the counties of Montgomery and Prince Georges, see District of Columbia.) Annapolis Anne Arundel Baltimore Baltimore and Harford Columbia Howard Cumberland Allegany Easton Talbot Frederick Frederick Hagerstown Washington Lexington Park/St. Inigoes/ St. Marys Leonardtown Lusby Calvert Ocean City Worcester Salisbury Wicomico Waldorf Charles MASSACHUSETTS Andover Boston Cambridge/Lowell Hyannis Martha’s Vineyard/Nan- tucket Northampton Pittsfield Plymouth Quincy South Deerfield/Greenfield Springfield Taunton/New Bedford Worcester Essex Suffolk Middlesex Barnstable Dukes and Nantucket Hampshire Berkshire Plymouth Norfolk Franklin Hampden Bristol Worcester MICHIGAN Adrian Alpena Ann Arbor Battle Creek Bay City Bellaire Benton Harbor/St. Niles Cadillac Lenawee Alpena Washtenaw Calhoun Bay Antrim Joseph/ Berrien Wexford 66 54 43 54 60 61 64 54 66 67 44 68 51 76 78 87 49 52 55 55 44 58 92 53 44 80 101 95 80 119 62 52 92 81 61 64 58 61 46 42 65 43 50 51 49 49 34 30 30 30 26 30 34 26 30 30 26 30 26 34 34 34 26 26 34 30 26 34 34 26 26 30 38 38 26 38 26 30 26 30 38 30 26 30 26 26 30 26 26 26 30 26 100 84 73 84 79 90 95 90 84 96 97 70 98 77 110 112 121 75 78 89 85 70 92 126 79 70 110 139 133 106 157 88 82 118 111 99 94 84 91 72 68 95 69 76 77 79 75 Vertical line denotes change. Attachment IV-1 DOE 1500.2A Chg 11 Page 50 4-16-93 Detroit Drummond Island Escanaba Flint Frankfort Gaylord Grand Rapids Grayling Hancock Holland Houghton Lake Jackson Kalamazoo Lansing/East Lansing Leland Ludington Mackinac Island 75 55 Manistee Marquette Midland Monroe Mount Pleasant Muskegon Ontonagon Pontiac Port Huron Saginaw South Haven 26 88 2 6 26 52 86 56 Tawas City Traverse City Warren MINNESOTA Albert Lea Austin Bemidji Brainerd Duluth Fergus Falls Grand Rapids Mendota Heights Minneapolis/St. Paul

Rochester St. Cloud Winona MISSISSIPPI Gulfport/Pascagoula/Bay St. Louis Jackson Natchez Oxford Vicksburg MISSOURI Branson Cape Girardeau Columbia Hannibal Wayne Chippewa Delta Genesee Benzie Otsego Kent Crawford Houghton Ottawa Roscommon Jackson Kalamazoo Ingham Leelanau Mason Mackinac Manistee Marquette Midland Monroe Isabella Muskegon Ontonagon Oak land St. Clair Saginaw Van Buren Iosco Grand Traverse Macomb Freeborn Mower Beltrami Crow Wing St. Louis Otter Tail Itasca Dakota 80 52 44 45 41 54 60 50 49 51 50 49 60 55 57 76 51 42 54 41 43 49 49 58 47 51 52 44 85 47 44 42 42 46 57 47 58 Anoka, Hennepin, and Ramsey Counties; 64 Fort Snelling Military Reservation and Navy Astronautics Group (Detachment BRAVO), Rosemount Olmsted Stearns 44 Winona 41 Harrison, Jackson, and Hancock 45 Hinds 52 Adams 47 Lafayette 44 Warren 45 Taney 57 Cape Girardeau 45 Boone 50 Marion 46 38 26 26 30 26 26 30 26 26 26 26 26 30 26 26 26 34 26 26 26 26 26 26 30 30 30 26 26 26 26 26 26 34 26 26 30 34 26 30 26 26 30 26 26 30 26 26 26 26 118 78 70 75 67 80 90 76 77 76 75 90 81 83 83 110 77 68 80 67 69 75 75 77 81 78 70 111 73 70 68 68 72 83 73 88 98 82 74 67 71 82 73 70 75 83 71 76 72 Vertical line denotes change. DOE 1500.2A Chg 11 4-16-93 Attachment IV-1 Page 51 Jefferson City Kansas City Lake Ozark Osage Beach Springfield St. Louis MONTANA Billings Great Falls Helena NEBRASKA Kearney Lincoln North Platte Omaha NEVADA Elko Las Vegas Lovelock Reno Winnemucca NEW HAMPSHIRE Concord Conway Durham Laconia Manchester Plymouth Portsmouth/Newington NEW JERSEY Atlantic City Belle Mead Camden Dover Edison Freehold/Eatontown Millville Moorestown Newark Ocean City/Cape May Princeton/Trenton Salem Tom’s River NEW MEXICO Albuquerque Artesia Cloudcroft Farmington Gallup Cole Clay, Jackson and Platte (See also Kansas City, KS.) Miller Camden Greene St. Charles and St. Louis Yellowstone Cascade Lewis and Clark Buffalo Lancaster Lincoln Douglas Elko Clark County; Nellis AFB Pershing Washoe Humboldt Merrimack Carroll Strafford Belknap Hillsborough Grafton Rockingham County; Pease AFB (See also Kittery, ME.) Atlantic Somerset Camden Morris County; Picatinny Arsenal Middlesex Monmouth County; Fort Monmouth Cumberland Burlington Bergen, Essex, Hudson, Passaic and Union Cape May Mercer Salem Ocean Bernalillo Eddy Otero San Juan McKinley Las Cruces/White Sands Dona Ana Los Alamos Los ALamos Raton Colfax Roswell Chaves Vertical line denotes change. 49 67 57 64 56 74 48 51 45 43 47 42 57 51 69 45 52 46 56 78 52 66 68 41 66 107 57 63 61 65 68 53 71 87 96 75 61 79 60 44 67 54 49 44 58 54 41 26 34 34 30 26 34 26 26 26 26 26 26 30 30 38 26 30 26 26 30 26 30 30 26 30 38 34 34 38 34 30 34 38 38 34 26 30 34 26 26 30 26 30 26 26 26 75 101 91 94 82 108 74 77 71 69 73 68 87 81 107 71 82 72 82 108 78 96 98 67 96 145 91 97 87 103 102 83 105 125 134 109 87 109 94 70 93 84 75 74 84 80 67 26 Attachment IV-1 DOE 150O.2A Chg 11 Page 52 4-16-93 Santa Fe Silver City Taos NEW YORK Albany Auburn Batavia Binghamton Buffalo Catskill Corning Elmira Glens Falls Ithaca Jamestown Kingston Lake Placid Monticello New York City 30 83 Niagara Falls Owego Palisades Poughkeepsie Rochester Romulus Saratoga Springs Schenectady Syracuse Troy Utica Watertown Watkins Glen West Point White Plains 92 55 NORTH CAROLINA Asheville Boone Charlotte Duck Elizabeth City Fayetteville Greensboro/High Point Greenville HaveLock Jacksonville Kinston Morehead City Raleigh/Durham/

Chapel Hill Wilmington Winston-Salem 48 NORTH DAKOTA Bismarck/Mandan Fargo Grand Forks Minot Santa Fe Grant Taos Albany Cayuga Genesee Broom Erie Greene Steuben Chemumg Warren Tompkins Chautauqua Ulster Essex Sullivan The boroughs of the Bronx, Brooklyn, Manhattan, Queens and Staten Is- land; Nassau and Suffolk Counties Niagara Tioga Rockland Dutchess Monroe Seneca Saratoga Schenectady Onondaga Rensselaer Oneida Jefferson Schuyler Orange Westchester Buncombe Watauga Mecklenburg Dare Pasquotank Cumberland Guilford Pitt Craven Onslow Lenoir Carteret Wake, Durham and Orange New Hanover Forsyth Burleigh and Morton Cass Grand Forks Ward 80 42 66 64 43 60 58 72 48 62 56 56 61 43 53 78 55 140 83 44 58 66 67 67 64 62 64 49 60 64 50 104 53 44 63 78 42 54 54 42 42 48 59 66 49 55 45 46 46 45 34 26 30 30 26 26 30 34 26 26 30 30 26 30 30 30 38 34 26 34 26 34 26 38 30 30 30 30 30 30 30 38 30 26 34 26 26 26 30 26 26 26 26 26 30 26 26 30 26 26 30 114 68 96 94 69 86 88 106 74 92 82 86 91 69 108 85 178 117 70 92 101 93 102 92 94 79 90 85 94 80 142 83 70 97 104 74 68 84 80 68 68 74 85 96 75 81 75 72 72 75 Vertical line denotes change. 92 45 38 DOE 1500.2A Chg 11 Attachment IV-1 4-16-93 Page 53 OHIO Akron Summit 62 Bellevue/Norwalk Huron 55 Chillicothe Ross Cincinnati/Evendale Hamilton and Warren 62 Cleveland Cuyahoga 78 Columbus Franklin 69 Dayton/Fairborn Montgomery and Greene; Wright-Patterson 63 Defiance East Liverpool Elyria Fairfield/Hamilton Find lay Geneva Jackson Lancaster Martin’s Ferry/Bellaire Port Clinton/Oakharbor Portsmouth Sandusky Springfield Tinney/Fremont Toledo Wapakoneta OKLAHOMA Ada Lawton Muskogee Norman Oklahoma City Stillwater Tulsa/Bartlesville OREGON Beaverton Bend Clackamas Coos Bay Eugene Gold Beach Lincoln City/Newport PortLand Salem Seaside PENNSYLVANIA Allentown Altoona Bloomsburg Chester/Radnor Du Bois Easton Erie Gettysburg Harrisburg Johnstown AFB Defiance Columbiana Lorain Butler Hancock Ashtabula Jackson and Pike Fairfield Belmont Ottawa Scioto Erie Clark Sandusky Lucas Auglaize Pontotoc Comanche Muskogee Cleveland Oklahoma Payne Osage, Tulsa and Washington Washington Deschutes Clackamas Coos Lane Curry Lincoln Multnomah Marion Clatsop Lehigh Blair Columbia Delaware Clearfield Northampton Erie Adams Dauphin Cambria King of Prussia/Ft. Wash- Montgomery County, except Bala ington Cynwyd (See also Philadelphia, Lancaster Lancaster 46 48 51 59 45 57 45 47 42 64 48 76 48 47 56 42 46 45 41 47 51 44 53 61 53 55 56 49 52 57 67 49 75 59 47 48 83 49 50 56 60 76 48 83 PA.) 64 30 26 26 34 38 34 30 26 26 26 26 26 26 26 26 26 30 26 30 30 26 30 26 26 26 26 26 26 26 26 26 30 26 26 30 26 30 30 26 26 34 26 30 26 30 26 30 34 26 34 30 81 71 96 116 103 93 72 74 77 85 71 83 71 73 68 94 74 106 78 73 86 68 72 71 67 73 77 70 79 87 83 81 82 79 78 87 97 75 101 93 73 78 121 75 80 82 90 110 74 117 94 Vertical Line denotes change. Attachment IV-1 DOE 1500.2A Chg 11 Page 54 4-16-93 Lebanon Mechanicsburg Mercer Philadelphia Pittsburgh Reading Scranton Shippingport Somerset State College Stroudsburg Uniontown Valley Forge Warminster Wilkes-Barre Williamsport York RHODE ISLAND East Greenwich Newport Providence Quonset Point SOUTH CAROLINA Aiken Charleston Columbia Florence Greenville Hilton Head Myrtle Beach Rock Hill Spartanburg SOUTH DAKOTA Custer Hot Springs Rapid City Sioux Falls Spearfish TENNESSEE Chattanooga Clarksville Columbia Gatlinburg Johnson City Kingsport/Bristol Knoxville Memphis Murfreesboro Nashville Shelbyville

TEXAS Abilene Amarillo Lebanon County; Indian Town Gap Military Reservation Cumberland Mercer Philadelphia County; city of Bala Cynwyd in Montgomery County Allegheny Berks Lackawanna Beaver Somerset Centre Monroe Fayette Chester Bucks County; Naval Air Development Center Luzerne Lycoming York Kent County; Naval Construction Bat- talion Center, Davisville Newport Providence Washington Aiken Charleston and Berkeley Richland Florence Greenville Beaufort Horry County; Myrtle Beach AFB York Spartanburg Custer Fall River Pennington Minnehaha Lawrence Hamilton Montgomery Maury Sevier Washington Sullivan Knox County; city of Oak Ridge Shelby Rutherford Davidson Bedford Taylor Potter 51 55 51 89 75 51 58 47 58 53 43 67 83 59 52 45 60 80 102 78 47 41 59 53 41 43 78 74 46 49 51 62 64 54 54 45 43 49 64 54 45 54 57 42 52 49 47 51 26 30 26 34 34 26 30 30 26 30 30 26 34 30 30 26 30 34 38 34 26 26 34 30 26 26 30 30 26 26 26 26 26 26 26 26 26 26 30 26 30 26 30 26 30 26 26 30 77 85 77 123 109 77 88 77 84 83 73 93 117 89 82 71 90 114 140 112 73 67 93 83 67 69 108 104 72 75 77 88 90 80 80 71 69 75 94 80 75 80 87 68 82 75 73 81 Vertical line denotes change. 5 6 55 3 0 50 7 3 DOE 1500.2A Chg 11 Attachment IV-1 4-16-93 Page 55 Per Diem Local i ty M a x i m u m Maximum lodging M&IE per diem K e y c i t y County and/or other def ined locat ion amount ( a ) + rate (b) = r a t e ( c ) Aust in Beaumont B r o w n s v i l l e Brownwood C o l l e g e S t a t i o n / B r y a n Corpus Chr ist i D a l l a s / F o r t W o r t h Denton El Paso Fort Davis Galveston Granbury Houston K i n g s v i l l e L a j i t a s Laredo Longview Lubbock Lufk in McAllen Midland/Odessa Nacogdoches P l a i n v i e w Plano San Angelo San Antonio Temple T y l e r V i c t o r i a Waco W i c h i t a F a l l s UTAH B u l l f r o g Cedar City Moab Provo Salt Lake City/Ogden St. George Verna l VERMONT B u r l i n g t o n I l iddlebury M o n t p e l i e r Rut land White River Junct ion VIRGINIA T r a v i s Je f fe rson Cameron Brown Brazos Nueces Dal las and Tarrant Denton El Paso J e f f D a v i s Galveston Harris County; L. B. Johnson Space Center and El l ington AFB Kleberg Brewster Webb Gregg Lubbock Angel ina H i d a l g o Ector and Midland Nacogdoches H a l e C o l l i n Tom Green Bexar B e l l Smith V i c t o r i a McLennan W i c h i t a G a r f i e l d I r o n Grand Utah Sal t Lake, Weber , and Davis Count ies; Dugway Proving Ground and Tooele Army Depot Washington Uin tah Chit tenden Addison Washington Rutland Windsor ( F o r t h e c i t i e s o f A l e x a n d r i a , F a i r f a x , a n d F a l l s C h u r c h , a n d t h e c o u n t i e s o f A r l i n g t o n , Fair fax, and Loudoun, see Distr ic t of Columbia. ) A m i s s v i l l e Rappahannock Blacksburg Montgomery B r i s t o l * C h a r l o t t e s v i l l e * Covington* Freder icksburg* Lexington* 65 4 4 55 42 4 8 6 4 72 4 7 59 52 6 4 54 7 8 41 5 5 4 8 6 0 4 2 57 4 8 42 7 2 45 6 4 4 8 45 52 4 6 4 4 41 63 57 45 5 7 56 51 57 4 6 53 42 4 4 45 3 0 2 6 3 0 2 6 2 6 3 0 3 4 2 6 3 0 2 6 3 4 2 6 3 4 2 6 2 6 3 0 2 6 2 6 2 6 2 6 2 6 2 6 2 6 2 6 3 0 2 6 2 6 2 6 2 6 2 6 2 6 2 6 2 6 3 0 3 0 3 0 2 6 3 0 3 0 2 6 3 4 26 2 6 26 95 7 0 85 6 8 7 4 9 4 106 73 8 9 7 8 9 8 8 0 112 67 82 85 7 4 8 6 6 8 83 81 7 4 6 8 102 71 9 4 7 6 7 4 71 7 8 72 109 7 6 8 8 9 8 7 4 6 7 8 9 8 7 71 83 8 6 81 8 7 72 8 7 6 8 70 71

V e r t i c a l l i n e d e n o t e s c h a n g e . Attachment IV-1 DOE 1500.2A Chg 11 Page 56 4-16-93 Per Diem Local i ty Maximum Maximum l o d g i n g M&IE per diem K e y c i t y County and/or other def ined locat ion amount ( a ) + rate (b) = r a t e ( c ) Lynchburg* 52 Manassas/Manassas Park* P r i n c e W i l l i a m N o r f o l k * ( a l s o V i r g i n i a York County; Naval Weapons Station, 6 8 Beach, Portsmouth Yorktown Hampton, Newport News, and Chesapeake)* Petersburg* Fort Lee 44 5 1 82 77 Richmond* Roanoke* Staunton* Wal lops Is land Warrenton Wil l iamsburg* Wintergreen *Denotes independent c i t ies WASHINGTON Anacortes Bel l ingham Bremerton Kelso/Longview Lynnwood/Everett Ocean Shores Port Angeles Port Townsend Richland Chesterf ie ld and Henr ico Count ies; a lso 59 Defense Supply Center Roanoke 55 43 Accomack 59 Fauquier 51 6 8 Nelson 68 S k a g i t Whatcom Ki tsap Cowl i t z Snohomish Grays Harbor C l a l l a m Jef fe rson Benton 56 56 43 46 6 0 6 0 6 0 4 7 86 5 1 S e a t t l e King 7 9 Spokane Tacoma Tumwater/Olympia Vancouver Whidbey Island Yakima WEST VIRGINIA Beckley Berkeley Springs Charleston Harpers Ferry Hunt ington Mart insburg Morgantown Parkersburg Wheeling WISCONSIN B r o o k f i e l d Cable Eau Claire Green Bay Kewaunee La Crosse Lake Geneva Madison M a r i n e t t e Milwaukee M i s h i c o t Oshkosh Rhinelander /Minocqua Sheboygan Sturgeon Bay Spokane P i e r c e Thurston C l a r k Is land Yakima Raleigh Morgan Kanawha Je f fe rson Cabe l l B e r k e l e y Monongalia Wood Ohio Waukesha Bay f ie ld Eau Claire Brown Kewaunee La Crosse Walworth Dane M a r i n e t t e Milwaukee Manitowoc Winnebago Oneida Sheboygan Door 55 56 61 56 4 8 44 4 7 54 55 54 53 4 9 4 9 45 4 4 6 4 41 48 54 49 55 71 5 9 4 4 67 52 55 52 43 54 3 0 26 3 4 2 6 3 0 3 0 2 6 3 0 3 4 3 4 3 0 3 0 3 0 3 0 3 0 26 3 0 2 6 3 0 3 4 3 0 3 0 3 4 3 4 3 0 34 2 6 2 6 3 0 26 2 6 26 3 0 3 0 26 3 4 2 6 3 0 2 6 2 6 3 0 3 0 30 26 3 0 3 0 3 0 2 6 26 26 102 7 0 8 9 85 6 9 85 81 102 102 8 6 7 3 7 6 9 0 7 7 9 0 86 7 7 113 85 8 6 95 9 0 7 8 7 8 73 8 0 85 8 0 7 9 75 79 75 7 0 9 8 7 8 8 0 75 85 101 8 9 7 0 97 82 85 78 69 8 0 67 V e r t i c a l l i n e d e n o t e s c h a n g e . DOE 1500.2A Chg 11 Attachment IV-1 4-16-93 Page 57 (and 58) Per Diem Local i ty Maximum Maximum lodging M&IE per diem K e y c i t y County and/or other def ined locat ion amiount (a) + rate (b) = r a t e ( c ) Wausau Marathon 4 9 2 6 75 Wautoma Waushara 43 2 6 6 9 Wisconsin D e l l s Columbia 67 3 0 97 WYOMING Casper Natrona 41 3 0 71 Cheyenne Laramie 48 3 0 7 8 Cody Park 52 2 6 7 8 G i l l e t t e Campbell 42 2 6 68 Jackson Teton 6 0 3 0 9 0 Rock Springs Sweetwater 41 2 6 6 7 Thermopolis Hot Springs 47 2 6 73 1 . U n l e s s o t h e r w i s e s p e c i f i e d , t h e p e r d i e m l o c a l i t y i s d e f i n e d a s “ a l l l o c a t i o n s w i t h i n , o r e n t i r e l y s u r r o u n d e d b y , t h e c o r p o r a t e l i m i t s o f t h e k e y c i t y , i n c l u d i n g i n d e p e n d e n t e n t i t i e s l o c a t e d w i t h i n t h o s e b o u n d a r i e s . ” 2 . P e r d i e m l o c a l i t i e s w i t h c o u n t y d e f i n i t i o n s s h a l l i n c l u d e “ a l l l o c a t i o n s w i t h i n , or ent i re ly surrounded by, the corporate l imi ts of the key c i ty as wel l as the boundar ies of the l is ted count ies, including independent ent i t ies located wi th in the boundar ies of the key c i ty and the l is ted count ies.”

3 . M i l i t a r y i n s t a l l a t i o n s o r G o v e r n m e n t - r e l a t e d f a c i l i t i e s ( w h e t h e r o r n o t s p e c i f i c a l l y n a m e d ) t h a t a r e l o c a t e d p a r t i a l l y w i t h i n t h e c i t y o r c o u n t y b o u n d a r y s h a l l i n c l u d e “ a l l l o c a t i o n s t h a t a r e g e o g r a p h i c a l l y p a r t o f t h e m i l i t a r y i n s t a l l a t i o n o r G o v e r n m e n t - r e l a t e d f a c i l i t y , e v e n t h o u g h p a r t ( s ) o f s u c h a c t i v i t i e s m a y b e l o c a t e d o u t s i d e t h e d e f i n e d p e r d i e m l o c a l i t y . ” 4 . Departmental E lements may submit a request through the Chief F inancia l Of f icer (ATTN: Off ice of F inancia l Policy) to GSA for review of the costs covered by per diem in a particular city or area w h e r e t h e S t a n d a r d C O N U S rate appl ies when t ravel to that locat ion is repet i t ive or on a cont inuing basis and t ravelers ’ expenses indicate that the prescr ibed rates are inadequate. Other per d iem local i t ies l is ted in th is At tachment are surveyed on an annual basis by GSA to determine whether rates are adequate. Departmental E lements should designate an indiv idual r e s p o n s i b l e f o r r e v i e w i n g , c o o r d i n a t i n g , a n d s u b m i t t i n g r e q u e s t s f r o m i n d i v i d u a l o f f i c e s . R e q u e s t s for rate adjustments shal l inc lude a c i ty designat ion, a descr ipt ion of the surrounding locat ion involved (county or other def ined area) , and a recommended rate supported by a statement expla ining the c i rcumstances that cause the exist ing rate to be inadequate. The request a lso must contain an est imate of the annual number of t r ips to the locat ion, the average durat ion of such t r ips, and the pr imary purpose of t ravel to the locat ions. V e r t i c a l l i n e d e n o t e s c h a n g e . DOE 1500.2A Chg 9 4-1-92 Per Diem Locality County and/or other Key City defined location (a) NORTH CAROLINA Asheville Boone Charlotte Duck Elizabeth City Fayetteville Greensboro/High Point Greenville Havelock Jacksonville Kinston Morehead City Raleigh/Durham/ Chapel Hill Wilmington Winston-Salem NORTH DAKOTA Bismarck Fargo Grand Forks Minot OHIO Akron Bellevue/Norwalk Chillicothe Cincinnati/Evendale Cleveland Columbus Dayton Defiance East Liverpool Elyria Fairfield/Hamilton Findlay Buncombe Watauga Mecklenburg Dare Pasquotank Cumberland Guilford Pitt Craven Onslow Lenoir Carteret Wake, Durham and Orange New Hanover Forsyth Burleigh Cass Grand Forks Ward Summit Huron Ross Hamilton and Warren Cuyahoga Franklin Maximum Lodging Amount 52 42 63 71 53 42 54 59 43 42 47 58 66 48 53 44 55 46 48 59 55 45 60 76 68 Montgomery County; 63 Wright-Patterson AFB Defiance 46 Columbiana 47 Lorain 51 Butler 53 Hancock 44 M&IE Rate + (b) 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 34 26 26 26 26 26 26 26 Attachment IV-1 Page 59 Maximum Per Diem Rate = (c) 78 68 89 97 79 68 80 85 69 68 73 84 92 74 79 70 81 72 74 85 81 71 86 110 94 89 72 73 77 79 70 Vertical line denotes change. Attachment IV-1 Page 60 Per Diem Locality County and/or other Key City defined location Geneva Ashtabula Lancaster Fairfield Lima Allen Port Clinton/Oakharbor Ottawa Portsmouth Scioto Sandusky Springfield Tinney/Fremont Toledo Wapakoneta

Erie Clark Sandusky Lucas Auglaize OKLAHOMA Ada Lawton Norman Oklahoma City Stillwater Tulsa/Bartlesville OREGON Beaverton Bend Clackamas Coos Bay Eugene Gold Beach Lincoln City/Newport Portland Salem Seaside Pontotoc Comanche Cleveland Oklahoma Payne Osage, Tulsa and Washington Washington Deschutes Clackamas coos Lane Curry Lincoln Multnomah Marion Clatsop PENNSYLVANIA Allentown Lehigh Altoona Blair Bloomsburg Columbia Du Bois Clearfield Easton Northampton Maxi mum Lodging Amount (a) 57 44 43 61 48 76 48 47 53 46 45 45 45 49 44 52 55 49 54 45 52 52 57 65 47 75 58 47 47 51 64 DOE 1500.2A Chg 9 4-1-92 M&IE Rate + (b) 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 Maxi mum Per Diem Rate = (c) 83 70 69 87 74 102 74 73 79 72 71 71 71 75 70 78 81 75 80 71 78 78 83 91 73 101 84 73 73 77 90 Vertical line denotes change. Pittsburgh Radnor/Chester Reading Scranton Shippingport Somerset State College Stroudsburg Uniontown Valley Forge Warminster Wilkes-Barre Williamsport York DOE 1500.2A Chg 9 4-1-92 Per Diem Locality Maximum Lodging County and/or other Amount Key City defined location (a) Erie Erie 53 Gettysburg Adams 58 Harrisburg Dauphin 69 Johnstown Cambria 55 King of Prussia/ Montgomery County, 83 Ft. Washington except Bala Cynwyd (See also Phila- delphia, PA). Lancaster Lancaster 64 Lebanon Lebanon County; 51 Indian Town Gap Military Reserva- tion. Mansfield Tioga 49 Mechanicsburg Cumberland 52 Mercer Mercer 54 Philadelphia Philadelphia 89 County; city of Bala Cynwyd in Montgomery County. Allegheny 73 Delaware 83 Berks 51 Lackawanna 57 Beaver 45 Somerset 58 Centre 52 Monroe 51 Fayette 73 Chester 83 Bucks County; 56 Naval Air Develop- ment Center. Luzerne 54 Lycoming 45 York 60 M&IE Rate + (b) 26 26 26 26 34 26 26 26 26 26 34 26 34 26 26 26 26 26 26 26 34 26 26 26 26 Attachment IV-1 Page 61 Max i mum Per Diem Rate = (c) 79 84 95 81 117 90 77 75 78 80 123 99 117 77 83 71 84 78 77 99 117 82 80 71 86 Vertical line denotes change. Attachment IV-1 DOE 1500.2A Chg 9 4-1-92Page 62 Per Diem Locality Maximum Max i mum M&IE Rate (b) Per Diem Rate = (c) Key City Lodging County and/or other Amount defined location (a) + RHODE ISLAND East Greenwich Kent County; 77 Naval Construction Battalion Center, 26 103 D a v isville Newport Providence Washington Newport Providence Quonset Point 34 26 26 132 104 74 98 78 48 41 59 53 41 43 86 74 46 49 50 64 63 51 52 45 43 49 63 54 45 53 56 44 52 52 SOUTH CAROLINA Aiken Charleston 67 85 Aiken Charleston and Berkeley Richland Florence Greenville Beaufort Horry County; Myrtle Beach AFB York Spartanburg 26 26 79 67 69 120 100 Columbia Florence Greenville Hilton Head Myrtle Beach 26 26 26 34 26 26 26 72 75 Rock Hill Spartanburg SOUTH DAKOTA Custer Hot Springs Rapid City Sioux Falls Spearfish 76 90 89 77 78 Custer Fall River Pennington Minnehaha Lawrence Hamilton Montgomery Maury Sevier Washington Sullivan Knox County; city of Oak Ridge Shelby Rutherford Davidson Bedford 26 26 26 26 26 TENNESSEE Chattanooga Clarksville 71 69 75 89 80 71 79 26 26 26 26 26 26 26 Columbia Gatlinburg Johnson City Kingsport/Bristol Knoxville Memphis Murfreesboro Nashville Shelbyville 26 26 26 26 82 70 78 78 Vertical line denotes change. DOE 1500.2A Chg 9 4-1-92 Per Diem Locality County and/or other Key City defined location

TEXAS Abilene Amarillo Austin Bay City Beaumont Brownsville Brownwood College Station/Bryan Corpus Christi Dallas/Fort Worth Denton El Paso Galveston Granbury Houston Kingsville Lajitas Laredo Longview Lubbock Lufkin McAllen Midland/Odessa Nacogdoches Plainview Plano San Angelo San Antonio Temple Victoria Waco Wichita Falls Taylor Potter Travis Matagorda Jefferson Cameron Brown Brazes Nueces Maximum Lodging Amount (a) 45 51 64 41 44 55 42 47 62 Dallas and Tarrant 74 Denton 47 El Paso 58 Galveston 64 Hood 59 Harris County; 73 L.B. Johnson Space Center and Elling- ton AFB. Kleberg 41 Brewster 56 Webb 53 Gregg 47 Lubbock 58 Angelina 41 Hidalgo 55 Ector and Midland 52 Nacogdoches 46 Hal e 45 Collin 74 Tom Green 45 Bexar 61 Bell 50 Victoria 44 McLennen 48 Wichita 46 M&IE Rate + (b ) 26 26 26 26 26 26 26 26 26 34 26 26 26 26 34 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 Attachment IV-1 Page 63 Maximum Per Diem Rate (c) 71 77 90 67 70 81 68 73 88 108 73 84 90 85 107 67 82 79 73 84 67 81 78 72 71 100 71 87 76 70 74 72 Vertical line denotes change. Attachment IV-1 Page 64 Per Diem Locality County and/or other Key City defined location UTAH Bullfrog Garfield Cedar City Iron Maximum Lodging Amount (a) 85 50 Salt Lake City/Ogden Salt Lake, Weber, 70 and Davis Counties; Dugway Proving Ground and Tooele Army Depot. St. George Washington VERMONT Burlington Chittenden Middlebury Addison Montpelier Washington Rutland Rutland White River Junction Windsor VIRGINIA (For the cities of Alexandria, Fairfax, and Falls Church, and the counties of Arlington, Fairfax, and Loudoun, see District of Columbia.) Amissville Rappahannock Blacksburg Montgomery Bristol* Charlottesville* Covington* Fredericksburg* Lexington* Lynchburg* Manassas/Manassas Prince William Park* 44 63 57 45 57 56 51 57 46 53 42 44 48 51 55 DOE 1500.2A Chg 9 4-1-92 Maximum M&IE Per Diem Rate Rate + (b) = (c) 26 111 26 76 26 96 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 70 89 83 71 83 82 77 83 72 79 68 70 74 77 81 Vertical line denotes change. DOE 1500.2A Chg 9 4-1-92 Per Diem Locality Maximum Lodging County and/or other Amount Key City defined location (a) + Norfolk (also York County; Naval 68 Virginia Beach, Weapons Station, Portsmouth, Yorktown Hampton, Newport News & Chesapeake)* Petersburg* Fort Lee 44 Richmond* Chesterfield and 58 Henrico Counties; also Defense Supply Center. Roanoke* Roanoke Staunton* Wallops Island Accomack Warrenton Fauquier Williamsburg* Wintergreen Nelson *Denotes independent cities. WASHINGTON Anacortes Bellingham Bremerton Kelso/Longview Lynnwood/Everett Ocean Shores Port Angeles Richland Seattle Spokane Tacoma Tumwater/Olympia Vancouver Whidbey Island Yakima Skagit Whatcom Kitsap Cowlitz Snohomish Grays Harbor Clallam Benton King Spokane Pierce Thurston Clark Island Yakima WEST VIRGINIA Beckley Raleigh Berkeley Springs Morgan Charleston Kanawha Harpers Ferry Jefferson Huntington Cabell Martinsburg Berkeley 54 43 57 51 68 68 56 56 43 46 60 48 60 44 79 50 52 59 56 47 44 45 52 52 53 51 49 M&IE Rate (b) 26 26 26 26 26 26 26 34 26 26 26 26 26 26 26 26 26 34 26 26 26 26 26 26 26 26 26 26 26 26 Attachment IV-1 Page 64a Maximum Per Diem Rate = (c) 94 70 84 80 69 83 77 102 94 82 82 69 72 86 74 86 70 113 76 78 85 82 73 70 71 78 78 79 77 75 Vertical line denotes change. Attachment IV-1 Page 64b Per Diem Locality County and/or other Key City defined location

Morgantown Monongalia Wheeling Ohio WISCONSIN Brookfield Waukesha Eau Claire Eau Claire Green Bay Brown Kewaunee Kewaunee La Crosse La Crosse Lake Geneva Walworth Madison Dane Marinette Marinette Milwaukee Milwaukee Minocqua/Rhinelander Oneida Mishicot Manitowoc Oshkosh Winnebago Sheboygan Sheboygan Sturgeon Bay Door Wausau Marathon Wautoma Waushara Wisconsin Dells Columbia WYOMING Cheyenne Laramie Cody Park Gillette Campbell Jackson Teton Thermopolis Hot Springs Maximum Lodging Amount (a) 49 44 62 48 53 58 52 81 58 44 63 48 55 55 43 54 48 49 67 45 50 42 60 42 M&IE Rate (b) 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 26 DOE 1500.2A Chg 9 4-1-92 Max i mum Per Diem Rate = (c) 75 70 88 74 79 84 78 107 84 70 89 74 81 81 69 80 74 75 93 71 76 68 86 68 Vertical line denotes change. ‘abueyd saqouap aut) LedLyuag Official travel from Washington, DC, to Phoenix, AZ ($72/34), Los Angeles, CA ($102/38), and return to Washington ($38 M&IE) { INSTRUCTIONS TO TRAVELER (Unissted stems are self explanatory) Complete this pans SCHEDULE Cot fc} it the voucher inctudes Com Col (if). ) Show amount incurred for each meal including tax and tps, and darty totat “a hase — OF per chem allowances for plete thew (gl J meat cou ST members af employee's onty fA} Show expenses, such as daundey, leamog and pressing of clathes, ups te betlboys, sheer. PALES EXP ' . te porters, etc lother than for meats) x ENSES evnrnieh ate fanny, how or / ol Complete ton pee them anit acteeal eapense teaved TRAVEL AUTHORIZATION NO AND members names, ages, actua' (J Show totat subsistence expense incutrerd tor actual eapense travel and relationship to em ehpense fm) Show per hen amount, linited to maxinam rate, orf travel on actual expense, show AMOUNTS HMoyee and marital status travel the lesser at the amount trom col (jy) of manu rate CLAIMED ot children (unless infor (nd Shaw expenses, such as ta/lmousine fares, au fare Gf purchased with cash], toc at or TRAVELER'S LAST NAME h Jong distance telephone calls or Gaverament business, car rental, fefocatian other than vaneta aeons on ha subsistence, ete uthorzate DATE TIME DESCRIPTION ITEMIZED SUBSISTENCE EXPENSES mite ae AMOUNT CLAIMED 1993 (Hour (Departure /arrival City, per diem MEALS MISCEL fOtAar £ ore al computation. or other explananons BREAK angie LODGING [S¥UESISTENCE! NO.OF MILEAGE [SUBSISTENCE OTHER - of expent vast liuncy fownea] rotac | tence FxbENSE | MILES fa) fo) tc) (a) fe} wy tg) ta} a i ta) “ (mi) (a) ; ; 7h T T v T v tT T 4/5 7;:00a | LV. Residence via taxi Liffo j 1 | (MgIE} | | | t I 2: AR. Dulles AP “s t t + + | + +— { 21,00 8:30a |LV. Dulles (BN 511) | | | | | | I 12:00p] AR. Phoenix (BN 581) _ \ + 4 + fo 4 + ' a ) . ¥ 1 Taxi to Hotel 3/4 @ \ \ | t | 25150 571 84 50 | 82'50 6100 34 MSIE t—{~+-+++ ' 4 t } +— woe . 1 ' \ | I | | | | 4/6 Official Business r . ' ' 34 00 57) 9400 f 91,00 pf 4/7 |9:30a |LV. Phoenix (WN 665) | \ | | \ I I I I | 10:45a/AR. Los Angeles _,. ' + 38,00. BG 124, 00} 4 124,00 + - t . 1 . . Taxi to Hotel rf! 1 | V | | 8150 7s . + t ¥ T ee ¥ + t + 4/8 Official Business i i i » | 38,00 86| 00} —124)00 1 124100 4 1 4 — 4 1 1 i | ~ 7 tT t ¥ T oT t ° . * 4/9 Official Business \ \ \ | I 1 \ I | I 11:45p inv LA (wo 14) ; ; ; ' 38,00 \ 38.100 J 38, , T t r + f t aan + 4/10 17:30a JAR BWI AP 1 { | | ] | | ' + + + ape nf en pee t } + +- t— 8:30a |AR. Residence via taxiflimo | |! i i ' 21 '00 + t tor ott t + + + i ( 4 @ 38 M&IE ! || 19!00 | 19100 |! | ado ; —* t t + + —+ om + +1— ' ! ’ ' J ! ' 1 \ 1 1 I L L f ] Ll ; i _ tT + SUBTOTALS > 1. : If additional space is required, continue on another SF 1012-4 BACK leaving the tront biank TOTALS & | 478 Be SO

In compl: intarmetion «ore veded Sot onvedhy SUS C Chap $/ os implementeu tiv teguletions (FPMH FOL 71, £ O 11609 of July 22. 1971, 2 of March 27, 1962, & O 9997 of November 22, 1943, and 26 USC 60!1In) an pase of the requested informeton +s to deter lo elgebie indviduels fur ellowetle travel end’ ou e" LAME! eHETOPriate adriNetretwe author costs used vertormance of there officiel duties appropriate Federal State tocet ur forage ogres whan rrtevent to tov of such remmbursements to the Gove: Ihe snturmneton will he by officers end employees who have a raed tor the inlornenon ov ite The onformaion mey be dis tose to NOR Renmenernt Brintinn Oca 1t ~ DAD TROIADIED your SSN howeva, Sesgeoet thre chaue sray result in tetey ar ioss Of countursement vestigations of th Yvaut Socal § Enter grand total of cotumas ti) (mm) and {a}, below and in stem 13 on the tront of this torm Oyee Henihs ehon Humber tet lotuece @ travel anion setoc anon atlaw. Or nay be tanable oncame Ueclas ary ie all Other instances nation (other than SSN) request ta TOTAL AMOUNT CLAIMEO® $535.00 STANDARD FORM 1012 RACK (10 77) JINVMOTIV WIIG Y3d JO NOTIVINdWOD SANOD NIHLIM T3AVUL HOS - © ioe em OY 1 —_ wou woe = > om) => eo — — e-AT Juawysez zy 6S abe ‘abueyd sajzouap aul, peotquan Official travel form Atlanta, GA to Juneau, AK ($75/73), and return to Atlanta ($38 M&IE) Complete this INSTRUCTIONS TO TRAVELER (Uniisted stems are self exaplanatary) touner PAGt a ri 4 SCHEDULE Cot. fc} tt the voucher inctudes Com Col id) | Show amo cured tae cach reat oacludiag tie aad tips ane darly total “ the . re - —— eh OF per chem allowances tur plete hry (9) J meal con contaveton OF EXPENSES members of employee's only fh) Show capenses, such as laundey. leaning and pressed Of clothes, 1s to betlboys, theet PAGES’ \ fate famuty, st tor Porters ete (other than for eealy) = vecutaeay nomen ees neve! fe) Comatose fore gaee cher andl actieal eapense travel TRAVEL AUTHORIZATION NO AND benign hart expense (7) Shaw total vt e eapense mo cured for actual expense travel aad celahonstup to en a prens: fm} Sthrow pees CHANT fo ramen cate, onl travet on actual expense, show AMOUNTS ployer ancl miantat status travel the tessee iol the amounr leon cot ty) of maannuen rate CLAIMED of chilitcen (unless infor. fa) Show expenses, such as taac/mausine fares, an lace ff purchased with cashl, Incatoe FTRAVELER’S LAST NAME imation 1s shown on the long chstence telephone calls lor Government business, cat rental, relocation other than * subsistence, ete travel authorzanon } * OATE TIME DESCRIPTION ITEMIZED SUBSISTENCE EXPENSES mut ace AMOUNT CLAIMED 19.93. {Hour (Oeparture/arrival city, pet diem MEALS MISCEL 25 ¢ " . re LANE QOUS| HOTAL ; . ne nt rene oF other explanations Por cusis Lopuing [suesisreace, NO. OF MILEAGE [SUBSISTENCE OIHEH Fas! [LUNCH JOINNERT TOTAL TENCE tXPENSE MILES fa} (ob) fc} fai fe} i] fg) fa) fd UD (kh) “ (mI {a} “3/12 17: 3a [LV Residence via POV T v } ' (MIE) | ; 60RT 15,00 \ 1 5 2a AR Autantic RE , i ' | pee be | } 4 4 ' :10a |LV Atlanta 65 >: tlanta (AA 165) | ; \ \ | | | 1 \ \ :00p_|AR Seattle \ + : + + yf + + } } 2:50p |LV Seattle (AS 71) j I | | ' i \ i ! I 4:05p_ JAR Juneau - Taxi {to Hotel t ft ¢ J }— } } } 12,00 ($75 lodging/$73M5IE) | | ' ! ' 54!75 721 00 | | 126!'75 | t a Apt + t t ‘ ' 3/13 qo 3/16 i | | |292100} 288! 00 | \ 580!00 I 4 4. + f. 4 i ___4 4 v v v T ¥ T ¥ ¥ ¥ T 3/17 |6:00p |LV Hotel taxi to AP ! ' ' 1 | | | ! 12 'o0 t t +-— t --+ + t + +

7:10p |LV Juneau (AS 66) \ | ; | \ | \ I ' | 10:30p JAR Seattle + { + + 48 ,00 rl + 4 384 {__ 3/18 |11:32p/LV Seattle (AA 534) \ ' \ l i \ I ' ' | 9::39a Atlanta (S38M41E) { } t } _19, } —. } 19,00. } 10:45a AR Residence via POV ! | | | | | ' 60 150 l ; me ee ee 4 4 - — od SS ee ae T + + t + + t + tt \ ' | ' \ I I t ' | t + + “t + t + + + +— 1 ! I ' | L + + -4-—--L-- -- 4 + ' + + —t ' t ' 1 | { ' | t I i i I 1 l L __| 4 _4 +—— T SUBTOTALS > 30,00| 763475 24,00 W additional speca 1s required, continue on another SF 1012-A BACK leaving the front biank TOTALS & 1. i 4 omphan we Privec ne ts Ag oe o ser . on regu fy tw: “ ONS u . a Pty Greet Geew@ey vitor Sonn Nate ot the iMtovnanon o ‘hue tees n Soeoeee u 5 ct eon ne . tee Necmen et one e ne ne Paetig ae none ‘it en Enter grand total of culumas f(t), Im) and Chap $7 es implemented by the Feuer! Travel Neguletions (FEMR 101 7). ae, the issuance of e secs mvesngatons at the ner | (A) defow and in item 12 on the trant of 1 0 19609 of July 22, 19719, — O 11012 of Monch 27, 1962, € © 939) of foarenence of attire uty while sa Gow service | Yas Sotset Security Mus focn November 22,194), end 26 USC FO1TID) ent 6109 The primary puriose Accaunt Neamt (55 N) os soladeod the euthaorncty Of the featertnal of the reauesie formatiun is to ete: Hevenue Code (76 U6 HOt 6109) and tO D197) Nuvernter 22, for 194}. for ute as 0 ten wey s losere eam . Casts ot auch terme panne. seeery TOTAL used fy officers and -| AMOUNT elormen: t th sopranreve Fadseret Strate tocet, of torerg CLAIMED $817.75 “US Government Ponting Office 1901 — 781. 782/404? STANDARD FORM 1012 BACK (10-77) SANOD 3GTSLNO THAVUL YOST JINVMOTIV W310 Yad JO NOLLVINdNOD uP @ ct a ct Oo mw a ar O86 s ct - < i Pe > ' _ - wo Ww It 6y9 y2°00ST 300 DOE 1500.2A Chg 11 Attachment IV-3 4-16-93 Page 61 (and 62) PRORATING THE M&IE RATE FOR PARTIAL DAYS OF TRAVEL The applicable meal and incidental expense (M&IE) rate for a partial day of travel shall be prorated using the above clock or the following table. In computing the per diem for a partial day, the calendar day (midnight to midnight) shall be the unit. For each 6-hour period (or fraction thereof at the beginning or end of a partial travel day) that the employee is in a travel status on that day, one-fourth of the applicable M&IE rate shall be allowed. A quarter day, although reflected here as beginning one minute after the hour, technically begins one second after the stated hour. FIRST QUARTER . . . . 12:01 A.M. - 06:00 A.M. SECOND QUARTER . . . 06:01 A.M. - 12:00 NOON THIRD QUARTER . . . . 12:01 P.M. - 06:00 P.M. FOURTH QUARTER . . . 06:01 P.M. - 12:00 MIDNIGHT Vertical line denotes change. DOE 1500.2A 6-7-89 CHAPTER V V-1 LEAVE WHILE IN TRAVEL STATUS 1. GENERAL. The taking of annual leave is an absolute right subject to the approval of the proper official as to the time the leave is taken (39 Comp. Gen. 611). Annual leave should be requested in advance. Generally, when an employee departs from his or her official station for annual leave, he or she assumes the duty of returning to his or her official station at his or her own expense (16 Comp. Gen. 481). When annual leave is approved in connection with official travel, it shall be shown on DOE F 151O.1A, “Request and Authorization for Official Travel.”

2. EFFECT OF LEAVE ON PIER DIEM SUBSISTENCE. See page IV-27, paragraph 10, for computation of per diem when leave iS taken. See page IV-34, paragraph 2j for computation of actual expenses when leave is taken (41 CFR 301-7.11 and 301-8.7). When leave of absence of any kind is taken while in travel status, the exact hour of departure from, and return to, duty status must be shown on the travel voucher (41 CFR 301-11.5(a)(2)). 3. ILLNESS OR INJURY. See Attachment VIII-1, page VIII-5, paragraph 1-12.5, for effect on per diem subsistence when employee takes leave because of illness or injury (41 CFR 301-7.ll(d) and 301-8.7). 4. COMMUNICATION EXPFNSE REGARDING LEAVE. Telephone calls, telegrams, cablegrams, and radiograms applying for leave or extension thereof shall not be sent at Government expense, and charges therefore shall not be allowed (41 CFR 301-6.4(b)). The mere fact that the senders of the communications use their official titles does not transform messages on strictly private business to official ones. 5. INDIRECT ROUTE FOR INTERRUPTED TRAVEL. a. All travel shall be by a usually traveled route. Travel by other routes may be allowed when the official necessity for them is satisfactorily established (41 CFR 301-2.5(a)). b. When a traveler for his or her own convenience travels by an indirect route or interrupts travel by direct route, he or she shall bear the extra expense. Reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route (41 CFR 301-2.5(b)). See page V-3, paragraph 10b, regarding excess travel time. c. Where for traveler’s personal convenience or through the taking of leave there is interruption of travel or deviation from the direct route, “the per diem allowed shall not exceed that which would have been incurred on uninterrupted travel by a usually traveled route (41 CFR 301-7.11(c)). V-2 DOE 1500.2A 6-7-89 6. PERFORMANCE OF TEMPORARY DUTY WHILE ON LEAVE. a. b. c. Leave Terminated After Temporary Duty. his or her official station after completion of tempo- rary duty which has interrupted his Or her leave, he or she shall be allowed only the difference between the cost of return from the leave point to his or her official station via the temporary duty point and the cost of direct return from the leave point to the official station (Comp. Gen. Decisions B-182499, 1-19-76, and B-185070, 4-13-76). Authorization Prior to Departure. When an employee is authorized prior to departure on annual leave to travel to a temporary duty station and return to the official station, he or she may be reim- bursed travel expenses not to exceed the cost of direct round trip travel from the official station to the temporary duty station (24 Comp. Gen. 443). Leave Resumed After Temporary Duty. Official Station. (1) Other than Official Station. An employee who is directed to perform temporary duty while on leave and is permitted to return to the leave point, is entitled under proper travel authori- zation to reimbursement of the official travel expenses incurred (39 Comp. Gen. 611; B-157527, 9-16-65: B-170413, 9-15-70). (2) An employee who is directed while on leave to perform temporary duty at his or her official station and is permitted to resume the leave status at the place where the leave was interrupted, is entitled to reimbursement of the round trip expenses to and from his or her official station (Comp. Gen. Decisions B-158681, 3-31-66; B-168415, 12-9-69). Such expenses may be reimbursed when it is known prior to the granting of leave that it will be necessary and advantageous to the Government to interrupt the employee’s leave for the official business (Comp. Gen. Decision B-177106, 12-26-72).

7. If an employee’s official station is changed while he or she is in a leave status, and instead of returning to his or her old station he or she elects to report directly to the new station, he or she will bear the expense thereof equivalent to the cost of returning to his or her old station, even though the employee travels no greater distance from the place of leave to his or her new station that would be required had he or she traveled from the old to the new station (21 Comp. Gen. 224). 8. ABANDONMENT OF TRAVEL. An employee who, while en route on official business from his or her official station to a place of temporary duty, abandons official travel prior to completion thereof for reasons other than because of incapacitating illness, injury, or personal emergency situations covered in Chapter VIII is entitled to per diem and transpor- CHANGE OF STATION WHILE IN LEAVE STATUS. DOE 1500.2A V-3 (and V-4) 6-7-89 tation at Government expense only to the point at which he or she abandoned the official travel (23 Comp. Gen. 237: 41 Comp. Gen. 573, and 47 Comp. Gen. 59). 9. AUDIT OF LEAVE RECORDS. Leave reported on a travel voucher should agree with the traveler’s official time and attendance record for the period involved. Employees charged with the responsibility of auditing travel vouchers are expected to notify payroll personnel if such vouchers indicate that leave should have been taken and reported because of deviation from the normally traveled route or for personal reasons. The appropriate approving official shall be notified if the time and attend- ance report does not show that leave has been taken. 10. LEAVE FOR EXCESS TRAVEL TIME. a. When for personal reasons an employee desires to perform an official trip in a privately-owned vehicle rather than use common carrier, the approving. official shall charge as leave any workdays lost by such use (FPM Supplement 990-2, Book 630, S3-4, and 56 Comp. Gen. 865). Unreasonably slow travel time in a private automobile on a mileage basis under any circumstances will affect per diem and leave unless satisfactorily explained. b. The approving official is expected to charge leave to travelers king any travel facility when excess travel time is involved because of a deviation from the normal route because of personal reasons, e.g., early departure from and or late return to official station, and interruption of the trip. c. Official justification for approving deviation from the normal route shall be in writing on the travel voucher involved. 11. HOME LEAVE. a. Leave. Public Law 86-707 amends the Annual and Sick Leave Act of 1951, as amended, to allow, under certain circumstances, home leave, without regard to any other leave provided for employees whose posts of duty are outside the United States. When an employee whose post of duty is outside the United States returns on annual leave to the United States or to his or her place of residence in the Commonwealth of Puerto Rico or the possessions of the United States which is outside the area of his or her employment, the charge to leave shall be exclusive of the time actually and necessarily occupied in traveling between such points and such time as may be necessarily occupied in awaiting transportation. This provision for travel leave applies only with respect to one period of leave in any one prescribed tour of duty. (See 5 U.S.C. 6303(d) and 6305.)

b. Travel and Transportation. See Attachment VI-1, page 86, Paragraph 2-1.5h, for provisions regarding travel and transportation when returning home between tours of duty overseas. (See 62 Comp. Gen. 545.) DOE 1500.2A 6-7-89 VI-1 CHAPTER VI RELOCATION ALLOWANCES 1. GENERAL. Authority. a. Authority for payment by the Government of travel and transportation expenses incurred by a civilian officer or employee of the Government, who, in the interest of the Government, is trans- ferred from one official station to another within or between exec- utive departments is contained in 5 U.S.C. 5721, et. seq., as amended. Regulations implementing this authority are issued by the General Services Administration in the Federal Property Management Regulations as part 101-7 and published in handbook format as the Federal Travel Regulations (FTR), Chapter 2. Changes to the FTR are made by revisions distributed under GSA Bulletin A-40, “General.” Except as specifically provided in the FTR, Chapter 2, travel expenses, including transportation of the immediate family, shall be subject to the provisions of the FTR, chapter 1, as implemented by this Order. See Attachment VI-1 for provisions of FTR chapter 2. b. Change of Official Station. (1) (2) (3) Travel Authorization. Authorizations directing travel and relocation allowance; for permanent change of official station shall be issued at least 30 days in advance of the travel unless the employee and both the losing and gaining offices agree on a lesser period: other statutory authority or regula- tions stipulate a lesser period: or emergency circumstances prevail. The change of station order shall document the reasons for a reporting date less than 30 days. Such travel authorizations should not have to be amended to include author- ity for the travel, transportation, or allowances for an employee’s dependents at any time after the employee has departed from the old station. Under authority of 5 U.S.C. 5721, et. seq., as amended, it is possible to approve, after the fact, travel and transportation expenses for change of station. Authorization and approval of roundtrip to seek housing, however, must be made before such a trip is taken. (See Attachment VI-1, page 107, paragraph 2-4.3c.) Use of Relocation Service Contracts. See page VI-21, paragraph 6, for procedures and requirements on use of relocation service contractors. Requests for issuance of change of station orders shall include copies of the required l-year agreement (see Figures VI-1 through VI-5 for suggested formats for required agreement) and appropriate personnel documentation for the relocation: e.g., personnel shortage determinations for new Documentation. VI-2 DOE 1500.2A 6-7-89 hires and copies of approved training requests for relocations under 5 U.S.C. 4109. Two copies of the agreement are required for new hires and four copies of the agreement for transferring employees. Authorizing officials shall retain one copy of the signed agreement and forward the second copy with a copy of the approved authorization for change of station to the appropriate finance office. They will then forward two additional copies of the signed agreement and approved change of station authori- zation to the site relocation coordinator. (a) General.

1 Whether an assignment is temporary or permanent is a question of fact to be determined from the orders directing the assignment, the duration of the assign- ment, and the nature of the duties performed. Gener- ally, temporary duty assignments are of short duration. Examples of duties normally associated with a temporary duty assignment include: an assignment to a replacement pool for further assignment: an assignment to a school as a student for the purpose of pursuing a course of instruction of definite duration: or an assignment to a particular location under conditions contemplating a further assignment to a new duty station or a return to the old station. (64 Comp. Gen. 205.) 2 An employee shall not be placed in a travel status and receive per diem at a place to which it is intended to transfer him or her at the conclusion of the travel status period. When an employee is in a travel status in or about a city or a place other than his or her official station for a period of 60 days, and it is anticipated that he or she will continue in a travel status at the same location, the head of his or her organizational unit shall submit to the appropriate authorized certifying official a statement showing why it is advantageous for the employee to continue in a travel status rather than have his or her official station changed to the place where he or she is working. 1 If it is deemed advisable to transfer an employee to a place where he or she is already located in travel status, per diem allowance shall cease on the day he or she is notified of his or her change of official station. The Comptroller General has ruled that the “official notice” in such case may be written or oral but shall be communicated by proper authority and shall (4) Temporary Duty or Change of Official Station. (b) Temporary Duty Location Designated New Official Station. DOE 1500.2A 6-7-89 VI-3 be definite as to the action being taken (30 Comp. Gen. 94). Pertinent vouchers shall be supported by a satisfactory explanation from the official responsible for approving the change of official station as to why a change of station was not made at time of reporting to the new location for temporary duty. 2 An employee, who has been notified while at a temporary duty station that the temporary duty station has been changed to his or her permanent duty station, may be reimbursed round trip travel expenses from the new station to the old station for the purpose of arranging and effecting the move of family and household effects (Comp. Gen. Decisions B-167022, 7-12-76: B-169392, 10-28-76). (5) Effective Date of Transfer or Appointment. The effective date of transfer or appointment is the date on which the employee reports for duty at his or her new or first official station (except as stated above). A delay in issuing formal documen- tation of such a change of station until after the employee has begun to work at the new station does not prevent the change from becoming effective on the day the employee reports for duty at the new station if the change was ordered by competent authority and if the employee was properly notified of such change (46 Comp. Gen. 595, 30 Comp. Gen. 94).

c. Use of Excess and Near -Excess Foreign Cu rrency. When obligations are to be incurred in the countries identified as excess or near-excess foreign currency countries, action shall be taken to assure that Federally owned excess and near-excess currencies are used where possible in making payments for the services or materials received, even though additional costs may be incurred. These currencies are to be used in making payments for travel, transportation of persons and property, per diem, and related expenses incident to change of official station of DOE employees, contractor employees, grantees, and others (including their dependents, where authorized) in the interest of the Government or connected with activities financed by the United States Government. See DOE 1500.3, Attachment 6, for list of Excess and Near-Excess Foreign Currency Countries. 2. APPROVAL AND AUTHORIZATION. a. General. Travel orders involving change of official station may include authority for travel, transportation, and applicable allowances as provided for in the Federal Travel Regulations, Attachment VI-1. The authority for approval and authorization will be in accordance with this Order, page 7, paragraphs 6e(2)(b) and 6e(3) (for field elements) and page 5, paragraph 6d(2)(b) and page 9, paragraph 6h (for Headquarters). VI-4 DOE 1500.2A 6-7-89 b. Agreement Required. See page VI-5, paragraph 3. c. Authorization for Change of Station. (1) DOE F-1510.7, “Authorization for Change of Official Station,” (for field elements) or DOE F-151O.9, “Request and Authorization for Official Travel (Change of Station)” (for Headquarters elements) shall be used in authorizing a change of official station including any tour renewal or educational travel entitlements for a DOE employee. (2) Administrative approval of the change of station shall be made by the following officials: (a) Heads of Headquarters Elements or designees. (b) Heads of Field Elements or designees. (3) Authorization of official change of station shall be made by the following designated officials: (a) The Director of Administrative Services or designees. (b) Heads of Field Elements or designees. d. Advance of Funds may be made to an employee not to exceed 80 percent of the estimated amount of the allowable moving expenses, except that an employee may not receive an advance for expenses in connection with real estate transactions (Attachment VI-1, page 124, paragraph 2-6.5) or for miscellaneous expenses (Attachment VI-1, page 103, paragraph 2-3.4). Advances will be in accordance with the require- ments contained on page II-7, paragraph 2, and in addition, the procedures for obtaining the advance will be as follows: (1) The employee shall fill out and sign SF-1038, “Advance of Funds Application and Account.m (2) The completed SF-1038 will be attached to an approved DOE change of station authorization form (see paragraph 2c, above) and forwarded to the appropriate official (see paragraph 2c(3), above) for approval of advance of funds. Approved advance forms shall be sent to the appropriate finance office at least 10 days, if possible, before the advance is needed. e. Government Transportation Request preparation is the same as for temporary duty (page II-11, paragraph 3). f. Travel Voucher preparation is the same as for temporary duty travel (see page 11-21, paragraph 4). DOE 1500.2A VI-5 6-7-89 3. REGULATIONS GOVERNING PAYMENT OF TRAVEL AND TRANSPORTATION EXPENSES.

g. Use of More Than One Method of Transporation (including privately owned vehicle) may be authorized when it is in the interest of the Government or for acceptable personal reasons such as those contained on Attachment VI-1, page 98, paragraph 2-2.3e. When more than one method of transportation is used and its use was not authorized, reimbursement will be based on the method of transportation autho- rized. The regulations contained in Attachment VI-1 are applicable to DOE. Additional Departmental provisions are provided below and the specific paragraph contained in the attachment is referenced. Except where noted in the subparagraphs below, the responsible authorized agency official referred to shall mean the approving and authorizing officials. a. Service Agreementsr . (1) Service agreements shall be required for each change of station and for any overseas tour renewal travel. Individuals who are appointed or transferred to posts of duty outside the conter- minous United States are entitled to certain allowances for return travel, transportation, moving, and/or storage of household goods upon completion of the initial agreement or unless separated for reasons beyond their control and acceptable to DOE. The agreement, signed by an employee transferring to the United States or between foreign posts. shall provide that in determining the employee’s indebtedness for violation of such agreement, credit shall be given to the extent of any entitle- ments he or she may have earned for return travel and transpor- tation to his or her place of actual United States residence for separation. See Figures VI-1 through VI-5 for suggested agreement formats. (2) When an employee separates before the completion of his or her agreement for reasons which he or she considers beyond his or her control, such reasons should be put in writing by the employee and submitted through the employee’s supervisor to the officials who approved and authorized the travel and transporta- tion at Government expense. The determination that the reasons given by the employee are (are not) beyond his or her control and, therefore, are (are not) acceptable to the Department shall be made in writing by the approving and authorizing officials. Approving and authorizing officials at Headquarters shall secure concurrences in the determination from the Head of their respec- tive Departmental element. Heads of Field Elements, or their designees, shall concur in such determinations at field ele- ments. (See Attachment VI-1, page 73, paragraph 2-1.5a(l).) VI-6 DOE 1500.2A 6-7-89 b. Short Distance Moves. (1) Employees shall furnish in writing the following information to the approving official in their organization when as transferred employees they propose to or actually relocate their residences in connection with a change of official station within the same general local or metropolitan area as their old official station: (a) Commuting time and distance between the old residence (residence at time of notification of transfer) and old duty station. (b) Commuting time and distance between the old residence (residence at time of notification of transfer) and new duty station. (c) Commuting time and distance between the new residence or proposed new residence and new duty station.

(2) The approving official will review and approve or disapprove the request. A determination by the approving official that the relocation of residence is incident to the change of official station must be stated specifically and included as part of an approved request. The approved request for authorization for change of official station, (DOE F-151O.7 for field, DOE F-151O.9 for Headquarters), is then forwarded to the authorizing official for final Departmental determination. (See Attachment VI-1, page 76, paragraph 2-1.5b.) New appointees. c. Approving officials and personnel officers shall give special attention to advising new appointees of the limitations on available benefits and prevent any misinformation being given to appointees who are not eligible for payment of travel and transporta- tion costs. (See Attachment VI-1, page 78, paragraph 2-1.5e(2).) d. Overseas Assignment and Return. (1) (2) (3) Actual Place of Residence Designation. The official responsible for approving the change of official station orders to a post of duty outside the continental United States shall be the official responsible for making the determination of actual residence. Overseas Tour Renewal Agreement Travel. See Attachment VI-1, page 86, paragraph 2-1.5h, regarding tour renewal travel and the restrictions of such travel for employees stationed in Alaska and Hawaii. Return or Separation. In order to reimburse for return travel to the United States, the employee’s travel must be clearly DOE 1500.2A VI-7 6-7-89 incidental to the termination of the assignment. Such travel shall be accomplished within a reasonable time not exceeding 6 months following termination of the assignment (52 Comp. Gen. 407). (See Attachment VI-1, pages 83 and 85, paragraphs 2-1.5g(3)(b) and (4).) e. Funding of Transfers. The DOE office to which an employee is being transferred shall fund the change of station and handle the issuance of the authorization and other documents necessary to effect the relocation. Exceptions to this provision must be approved by the Controller (MA-3). (See Attachment VI-1, page 91, paragraph 2-1.6b.) f. Travel To Seek Residence Quarters. The authorization for a round trip to seek permanent quarters shall include the mode of transporta- tion, period of time allowed for the trip, reporting date at the new duty station, and indication that the employee has signed the required agreement. Such a trip can only be performed by the employee prior to the date that he or she reports for duty at his or her new station. A round trip by the spouse after the employee has reported for duty may be approved. In such cases, if necessary, an amendment to the original authorization may be made for such a trip for the spouse. However, the trip must be authorized before the trip is taken. The DOE approving official shall state in writing the justification for requesting authorization for a round trip to seek housing. The authorizing official shall determine if the reasons given justify authorization of such a trip. See subparagraph g, below, for general DOE policy with regard to the authorization of temporary quarters when a round trip to seek housing has been made. (See Attachment VI -1, page 105, paragraph 2-4.1.) g. Subsistence While Occupying Temporary Quarters.

(1) General Policy. It is the general policy of DOE that the period of temporary quarters should be reduced or avoided if a round trip to seek permanent residence quarters has been made. However, it is recognized that there may be some instances where a round trip to seek housing and the full period allowed for temporary quarters are needed by a transferred employee. Approving and authorizing officials should exercise proper administrative judgment in authorizing only what is necessary and adequate under the particular situation. Circumstances which would warrant the authorization of both the round trip to seek housing and the initial period of 60 days temporary quarters would be unusual and will require full justification. (See Attachment VI-1, page 109, paragraph 2-5.1.) (2) Requests for Additional Temporary Quarters. Employee requests for additional temporary quarters not tore;ceed an additional 60 days must be made in writing to the approving and authorizing VI-8 DOE 1500.2A 6-7-89 AN AGREEMENT BETWEEN THE U.S. DEPARTMENT OF ENERGY AND Jane T. Trave (Name of Employee) In consideration of the payment by the Government of the United States of travel, transportation, moving and/or storage of household goods and personal effects, and allowances as provided in connection with my reporting at Washington , DC for change of official station, I hereby agree to remain (location) in the Government service for a period of 12 months from effective date of transfer unless separated for reasons beyond my control and acceptable to the Department of Energy. In the event I violate my agreement, I will repay to the United States all moneys expended in my behalf on account of the above mentioned travel, transportation, moving and/or storage of household goods and personal effects, and other allowances. 10-1-88 (Date) (Signature) Figure VI-1 Sample of Agreement Required of Transferred Employee for Eligibility of Relocation Allowances Within the United States DOE 1500.2A 6-7-89 VI-9 AN AGREEMENT BETWEEN THE U.S. DEPARTMENT OF ENERGY AND (Name of Employee) John A. Locam In consideration of the payment by the Government of the United States of travel, transportation, moving and/or storage of household goods and personal effects, and allowable expenses as provided in connection with my reporting to my first official station at Golden. CO , I hereby agree to (location) remain in the Government service for a period of 12 months from effective date of appointment unless separated for reasons beyond my control and acceptable to the Department of Energy. In the event I violate my agreement, I will repay to the United States all moneys expended in my behalf on account of the above-mentioned travel, transportation, moving and/or storage of household goods and personal effects, and other allowances. 10-1-88 (Date) (Signature) Figure VI-2 Sample of Agreement Required of New Appointee for Eligibility of Relocation Allowances Within the United States VI-10 DOE 1500.2A 6-7-89 AN AGREEMENT BETWEEN THE U.S. DEPARTMENT OF ENERGY AND Stephen M. Center (Name of Employee) In consideration of the Department of Energy granting me and my immediate family travel and transportation at Government expense in connection with my Tokoyo, Japan ,assignment to I hereby agree to remain in the Government service at said post for a period of twelve (12) months, beginning

on the date of my arrival there, unless separated or transferred for reasons beyond my control and acceptable to the Department of Energy; in case of violation of this agreement by me, any moneys expended or obligations incurred by the United States on account of or in connection with such travel and transportation shall be considered and be recoverable from me as a debt owed by me to the United States. I understand that, unless I am transferred or separated from Government service for reasons beyond my control and acceptable to the Department of Energy, I am required to remain at my post of duty at Tokyo. Japa n for at least 12 months, beginning on the date of arrival, in order to be authorized return travel and transportation at Government expense. Date 10-2-88 (Signature) Actual Place of Residence Arlingto n, VA Title Chief of Int'l, Energy Plans Figure VI-3 Sample Agreement Required for Eligibility of Allowances (Initial Tour of Duty for 12 to 36 Months - Foreign and Territorial Posts) DOE 1500.2A 6-7-89 VI-11 AN AGREEMENT BETWEEN T H E U.S. DEPARTMENT OF ENERGY AND Daniel A. Torman (Name of Employee) In consideration of the Department of Energy family round trip travel expenses between my ( Paris, France ) and the United States I agree to serve a twelve (12) month tour of arrival at said post upon return from leave. granting me and my immediate present point of duty for the purpose of taking leave, duty beginning on the date of my I hereby agree that if I terminate my Government service prior to the expiration of a period of 12 months from the date of my arrival at said post upon return from leave, unless separated for reasons beyond my control and acceptable to the Department of Energy, I will repay to the United States all moneys expended in my behalf on account of the above-mentioned travel. 8-5-88 (Date) Figure VI-4 (Signature) Sample Agreement Required for Eligibility of Allowances (Overseas Tour Renewal Travel) VI-12 DOE 1500.2A 6-7-89 A N A G R E E M E N T B E T W E E N THE U.S. DEPARTMENT OF ENERGY AND Patrick D. Carling (Name of Employee) In consideration of the payment by the Government of the United States of travel, transportation, moving and/or storage of household goods and personal effects, and allowances as provided in connection with my reporting at Oakland, CA for change of official station, I hereby agree to (location) remain in the Government service for a period of 12 months from effective date of transfer unless separated for reasons beyond my control and accept- able to the Department of Energy. In the event I violate my agreement, I will repay to the United States all moneys expended in my behalf on account of the above-mentioned travel, transportation, moving and/or storage of household goods and personal effects, and other allowances which exceed the entitlements I have earned for return travel and transportation to my place of actual residence in the United States at the time I was appointed to my initial tour of duty overseas. I understand that earned entitlements do not include per diem for my family, temporary quarters subsistence, and miscel- laneous expenses allowance subject to the provisions of DOE 1500.2A, Attach- ment VI-1, paragraph 2-1.5.a.(l)(b). 8 3 8 8. -- ( D a t e ) Figure VI-5 (Signature) Sample Agreement Required for Eligibility of Allowances (Return to the United States)

DOE 1500.2A 6-7-89 VI-13 (3) Conditions and Limitations for Eligibility. (4) officials. The request shall state the compelling reasons which are beyond the employee’s control which necessitate the contin- ued need for temporary quarters. Reimbursement of temporary quarters expenses also may be made for claims between the period ending 30 days after the employee reports to the new duty station and the 30-day period beginning when the employee’s family vacates the residence at the old duty station (54 Comp. Gen. 13). (See Attachment VI-1, page 111 paragraph 2-5.2e.) Allowable Amount. Employees shall list their daily breakfast, tions. (1) Time Limitations. lunch, and dinner expenses as a part of their daily itemization of temporary quarters expenses. Receipts shall be attached for groceries and meals purchased in excess of $25. Grocery pur- chases are to be prorated over the period in which consumed. (See Attachment VI-l, page 113, paragraph 2-5.4.) h. Allowance for Expenses Incurred in Connection with Residence Transac- Requests for extensions of time shall be made in writing by the employee to the official who administra- tively approved the official change of station. This request shall be forwarded to the authorizing official who shall determine in writing if the particular residence transaction is reasonably related to the transfer of official station. (See Attachment VI-1, page 117, paragraph 2-6.1e.) (2) Reimbursable and Nonreimbursable Expenses. (a) Legal and Related Expenses. Necessary and reasonable legal fees and costs (except for the fees and costs of litiga- tion), within the meaning of this subparagraph may be reim- bursed, provided they are within the customary range of charges for such services in the locality of the residence transaction. A single overall fee may be reimbursed without itemization if it is within the customary range of charges in the locality. This provision will apply if the settlement of the transaction occurred after 4-27-77. (See 56 Comp. Gen. 561.) (b) Miscellaneous Expenses. Unless specifically authorized in paragraph 2-6.2d(l), no charge or expense is reimbursable if it is determined to be part of a finance charge under the Truth in Lending Act or Regulation Z issued thereunder. Therefore, a Veterans Administration funding fee, which is charged in addition to a loan organization fee, is not reimbursable. (62 Comp. Gen. 456 and 63 Comp. Gen. 355, see page 357.) (See Attachment VI-1, page 119, paragraph 2-6.2c and d(l).) VI-14 DOE 1500.2A 6-7-89 (c) Procedural and Control Requirements. DOE has adopted the "Employee Application for Reimbursement of Expenses Incurred Upon Sale or Purchase (or both) of Residence Upon Change of Official Station,” DOE F 1520.1. Heads of Field Elements, and the Controller, for Headquarters, will designate officials to review and approve employee applica- tion forms. (The Controller has designated the Director of Administrative Services as the Headquarters official who will review and approve DOE F 1520.1 for all Headquarters employees.) (See Attachment VI-1, page 122, paragraph 2-6.3a.) i. Transportation of Mobile Homes. (2) Optional Use Of Government Bill of Lading. j. Transportation and Temporary Storage of Household Goods. (1) Maximum Weight Allowance. (2) Professional Books, Papers, and Equipment.

(1) Eligibility and Limitations. The official responsible for approving the transportation; of a mobile home shall obtain a written certification from the employee that the mobile home is for use as a residence for the employee and/or his or her immediate family at the destination. (See Attachment VI-1, page 127, paragraph 2-7.1a.) Government bills of lading may be used to transport mobile homes whenever such use is advantageous to the Government. (See Attachment VI-1, page 128, paragraph 2-7.3d.) The weight allowance for shipment of household goods and personal effects includes accompanied and unaccompanied baggage. The employee should furnish evidence that transporting the itemized materials as part of the employee’s household goods will result in exceeding the employee’s maximum weight allowance. Such evidence may include weight certificates for the material, estimates from movers of such material, bills of lading from previous shipments of such material, or any other evidence which the authorizing official considers appropriate. (See Attachment VI-l, pages 131 & 132, paragraphs 2-8.2a-1(1) and (3).) (3) Loss and Damage Liability. Claims made by employees who sustain damage to or loss of personal property incident to an authorized change of station are submitted on DOE F 2040.3, “Employee Claims for Loss or Damage to Personal Property.” Such claims are submitted to the Office of the Assistant General Counsel for General Law (GC-43) by Headquarters employ- ees and to the appropriate office of chief counsel by field element employees. The Interstate Commerce Commission requires that moving van lines provide coverage for l0SS or damage on DOE 1500.2A 6-7-89 VI-15 the contents of their vans based on a value per pound per article. because the actual cash value of household items is frequently unrelated to their weight, employees may wish to obtain additional coverage either from the carrier or their own private insurance agent for their household goods. Carrier coverage is not the equivalent of private insurance. The charges for any such additional insurance protection are not reimbursable. (See Attachment VI-l, page 135, paragraph 2-8.2e.) Note: The possibility of recovery on a claim against the Government should not be regarded as insurance or a substitute for personal insurance. Carrier responsibil- ity usually may be expected to exclude losses due to "Acts of God." (4) Transportation Within the Conterminous United States. (a) Use of Commuted Rate or Actual Expense Method. The General Services Administration (GSA) has instituted a centralized household goods traffic management program which requires agencies to obtain from GSA, cost comparisons for shipping household goods by either the commuted rate system or the actual expense method. The GSA will make the cost compari- son between the two methods and will furnish the necessary carrier information to the agencies. The DOE authorizing official will make the final determination as to the method of shipment to be used based on the results of the GSA cost comparison. (See 62 Comp. Gen. 375.) For the prescribed regulations, see 41 CFR subpart 101-40.2, “Centralized Household Goods Traffic Management.” For direct online access to GSA’s household goods cost compari- son computer, authorizing officials should contact their GSA zone office or customer service officer listed in the Federal Travel Directory. (b) The Commuted Rate System.

1 Documentation. Employees who have been authorized to ship their household goods under the commuted rate system are cautioned to obtain proper weight certifi- cates showing gross weight (weight of vehicle and goods) and tare weight (weight of vehicle alone) in order to be reimbursed under the commuted rate system. Employees who do not obtain proper weight certificates may be reimbursed under the commuted rate system only if able to show the amount of space occupied by their goods and that goods were properly loaded in the space avail- able, showing points or origin and destination, and providing a list of the items transported along with the actual measurements and volume of each item. Reimburse- ment then will be based on the constructive weight of 7 VI-16 DOE 1500.2A 6-7-89 pounds per cubic Employees unable reimbursement on foot of properly loaded van space. to establish their entitlement to a commuted rate basis may be reimbursed Owned Vehicles. the actual expenses incurred (such as for gas, oil, and tolls) in transporting their goods to the extent the cost does not exceed the amount which would have been payable for the estimated weight at the applicable commuted rates (38 Comp. Gen. 554: 48 Comp. Gen. 115). (See Attachment VI-l, page 137, paragraphs 2-8.3a(2) and (3).) 2 Reimbursement. Employees should note that extra rate or weight charges for expedited or special services are not reimbursable. k. Allowances for Transportation and Emergency Storage of Privately The approving official shall determine that the use of a privately-owned vehicle by an employee at his or her post outside the continental United States is in the interest of the Government. Such a determination in writing will be given to the authorizing official who will decide if the reasons given are sufficient for him or her to authorize the shipment of the vehicle. The mere statement that such use is in the interest of the Govern- ment will not be considered sufficient. The six conditions stated in the regulations (see Attachment VI-1, page 150, paragraph 2-10.2c) are to be included in the determination with the pertinent facts concerning the individual case on each point. 4. INTERGOVERNMENTAL PERSONNEL ACT (IPA) ASSIGNMENTS. a. When requesting authorization for change of station allowances for individuals assigned under the provisions of the Intergovernmental Personnel Act (5 USC 3371-3375), approving officials shall provide the following documentation to the appropriate authorizing official: (1) Two copies of the required l-year agreement. (First copy is retained by authorizing official; second copy is forwarded to appropriate finance office with copy of approved Authorization for Change of Station. ) (2) One copy of the approved “Assignment Agreement” (Optional Form 69). b. The following expenses may be allowed when a change of station is authorized for an individual assigned under the IPA: (1) Travel, including per diem, of the individual and members of the immediate family to and from the assignment location. VI-17DOE 15UU.2A 6-7-89 (2) (3) (4) (5) (6) c. The and Transportation of household goods. including temporary storage of household goods, and personal effects to and from the assignment location. Temporary quarters at the assignment location and on return to the former post of duty. Miscellaneous expenses.

Contemporary storage of household goods and personal effects when assignment is to an isolated location within the contermi- nous United States. Relocation Income Tax (RIT) allowance as provided in paragraph 5 below. (See 65 Comp. Gen. 891.) shipment of a privately owned automobile at Government expense reimbursement of real estate expenses are not allowable for IPA assignments. . d. Expenses specified above may not be allowed in connection with the assignment of an individual under the Intergovernmental Personnel Act unless and until the individual agrees in writing to complete the entire period of his or her assignment or 1 year; whichever is shorter, unless separated or reassigned for reasons beyond his or her control that are acceptable to DOE. e. If the individual violates the agreement, the payments made by DOE for these expenses are recoverable from the individual as a debt due the United States. The Secretary may waive in whole or in part a right of recovery with respect to a university or State or local government employee on assignment with DOE. f. An IPA assignee who is receiving per diem at his or her IPA duty station may receive an additional per diem allowance for temporary duty at another location. A reduction shall be made for any meal or incidental subsistence expense amount included in the assignee’s IPA per diem allowance. (See 57 Comp. Gen. 778.) g. Only DOE employees may receive advances of funds in accordance with the provisions of this paragraph. 5. INSTRUCTIONS FOR PAYMENT OF RELOCATION INCOME TAX ALLOWANCE AND WITH- HOLDING TAX ALLOWANCE. a. General. (1) The calculation and payment of the Relocation Income Tax (RIT) allowance and Withholding Tax Allowance (WTA) shall be made in accordance with Federal Property Management Regulations 101-7, VI-18 DOE 1500.2A 6-7-89 Federal Travel Regulations, Part 11, which is set forth in Attachment VI-1, page 157, and these instructions. (2) Payment of the RIT allowance is authorized for employees trans- ferred on or after 11-14-83, in the interest of the Government, from one official station to another for permanent duty. See page VI-16, paragraph 4b, for RIT payments to employees assigned under the Intergovernmental Personnel Act. New appointees, employees assigned under the Government Employees Training Act, and employees returning from overseas assignments for separation are not-entitled to a RIT allowance payment. (3) The payment of the RIT allowance is authorized to reimburse eligible employees for substantially all of the Federal, State, and local income tax consequences of relocation reimbursements. The regulations also require the payment of a Withholding Tax Allowance (WTA), which is an estimated partial payment of the RIT allowance covering only the employee’s Federal tax withhold- ing liability. The WTA is calculated and included in the payment made to the employee for any voucher covering a taxable reimbursement item. b. Definitions and Discusssions of Terms. (1) See Attachment VI-1, page 160, paragraph 2-11.5. for definitions and terms applicable to the payment of the RIT allowance and WTA.

(2) It is important to understand the use of the terms, “Year 1“ and “Year 2“ as they are used in the regulations and these instructions. “Year 1“ refers to the calendar year in which an employee receives reimbursement for a moving expense or a payment for moving expenses is made to or for the employee. “Year 2“ is the calendar year following “Year 1“ and is the year in which the employee files his or her income tax return reflecting the tax liability for relocation reimbursements/pay- ments received in “Year 1.” When a transferred employee submits several relocation vouchers over several years, each year in which he or she received reimbursement becomes a “Year 1." Therefore, an employee can have more than one “Year 1“ and as a result, the same number of subsequent “Year 2s.” (The year for which an employee receives a statement showing the detailed breakdown of reimbursements or payments of moving expenses (IRS Form 4782 or equivalent) becomes a “Year 1“ for that employee.” ) The calculation and payment of the RIT is made in "Year 2" based upon the covered taxable moving expenses paid or reimbursed in "Year 1" and the employee’s certified statement of earned income. filing status, and applicable State and local tax rates. DOE 1500.2A 6-7-89 VI-19 (3) See Figure VI-6 for calculation of covered taxable reimburse- ments. c. Procedures and Requirements. (1) Finance Office. (a) Withholding Tax Allowance. 1 Reimbursement vouchers for relocation expenses will be filed and processed in the usual manner. As each relocation voucher is processed, a Withholding Tax Allowance (WTA) will be calculated on covered taxable reimbursements and shown on the employee’s travel voucher as an estimated allowance paid to cover the Federal tax withholding amount and its subsequent tax impact. See Figure VI-6 for calculation of covered taxable reimbursements and Figure VI-7 for calculation of the WA. No WTA is calculated for State or local tax withholding. 2 A subsidiary record must be established for each employee receiving a WTA. The record should include the date and amount of each WTA and subsequent liquidating RIT allowance paid to the employee. Following the close of the year in which the WTA payments are made, the WTA record will be reviewed and a notice for RIT claim due sent to the employee, within 30 days following the 4-15 income tax filing date, or within 30 days of the receipt of the applicable tax tables issued by GSA, whichever is later. 3 WTA payments made to an employee are reported as income and reflected in the employee’s W-2 for year 1 (the year in which reimbursement is made). WTA payments are charged to Object Class 120 and the appropriate Budget and Reporting Classification for moving expenses, XX XX 12 02 0. The total amount of WTA payments made to an employee is included in the itemized listing of employee moving expenses provided to the employee at the end of the calendar year in which allowable relocation reimbursements/payments were made. (IRS Form 4782 or equivalent.) (b) Relocation Income Tax. 1 DOE finance offices will notify eligible transferred employees of their entitlement to the RIT allowance payment and request that the employee submit the required certification and documentation with an DOE 1500.2A 6-7-89 VI-20 2 3 appropriate Budget and Reporting Classification for moving expenses XX XX 12 02 0.

4 RIT allowance payments will be adjusted by the total WTA’S paid during the reimbursement year (year 1). The RIT allowance payment made to the employee is reported as income and reflected in the employee’s W-2 for year 2 and is subject to the same tax withholding requirements as other moving expense reimbursements. (2) Employee Instructions. (a) Employees are required to file, in the calen- dar year following the "Year 1" (reimbursement year), the tax information specified in the RIT allowance certifica- tion form. RIT claims shall be submitted through the usual approval process on an SF-1012, "Travel Voucher," together with the completed RIT Allowance Certification form (see Figure VI-9). Employees may calculate their RIT allowance claims based on these instructions and the applicable regulations. See Attachment VI-1, page 157. Employees wishing to have the RIT allowance calculated by the DOE finance office should complete their travel vouchers in the usual manner, except for the amount claimed, and include the following statement on page 2 of the travel voucher: “To claim RIT allowance for the year 19xx, RIT allowance certification and required supporting income documenta- tion attached. The RIT amount to be calculated by the DOE payment office and adjusted to reflect all WTA payments made.” SF-1012, “Travel Voucher.” Such notification should be within 30 days of either the 4-15 income tax filing date or, if later, the date of receipt of the Federal and State marginal tax rate tables needed for calculation of the RIT allowance for covered taxable reimbursements received during the appropriate calendar year. See Figures VI-8 and VI-9 for the suggested notification memorandum and certification form. DOE finance offices will calculate the RIT allowance based on the information provided in the employee’s certification and provide a copy of the calculation to the employee. If an employee chooses to calculate his or her own RIT and claim that amount, the finance office will provide a copy of the calculation approved for payment. See Figure VI-10 for calculation of the RIT allowance. RIT payments are charged to Object Class 120 and the RIT Claims. DOE 1500.2A 6-7-89 (b) WTA Payments. VI-21 1 Refer to subparagraph c(l)(a), above. 2 Employees are to file their relocation vouchers in the usual manner. The WTA will be paid to the employee to offset only the 20 percent Federal tax withholding and will be calculated and processed by the DOE finance” office. 3 If the WTA’s paid to the employee in year 1 (reimburse- ment year) exceed the RIT allowance claim filed in year 2 (year in which tax return is filed for year 1 reim- bursement), the employee shall promptly remit the excess amount to the DOE finance office. d. Change of Station Authorization. An estimate for the RIT shall be included on the change of station authorization for eligible employ- ees. For estimating purposes, use the amount derived when multiply- ing the estimated total covered taxable reimbursements items by 50 percent (house-hunting trip plus temporary quarters plUS temporary storage in excess of 30 days plus miscellaneous expenses plus real estate less $3,000). (Note: If the change of station involves a short distance move and the employee’s relocation does not meet the Internal Revenue Service (IRS) 35 mile rule (see Figure VI-6, footnote 2), then the amount of covered taxable reimbursements is the same as the amount of covered moving expense reimbursement (see Attachment VI-1, pages 157 and 168, paragraphs 2-11.3 and 2.11.8c).

6. USE OF RELOCATION SERVICE CONTRACTOR. a. General. (1) The Department has contracted for certain relocation services that are available to eligible transferred employees. A detailed description of the program is available to transferring employees from the site relocation coordinator. (a) The following services are provided at no cost to the employee: 1 Guaranteed Home Purchase Service Including Amended Value Transactn ions. Provides for the purchase of an employ- ee’s home at fair market value based on two independent market appraisals of the property. If the appraisals differ by more than 5 percent, a third appraisal is arranged. The employee has 45 days to accept or reject the contractor’s offer. Within the 45 day period the employee may elect to independently market the home. If the employee finds a buyer whose bona fide offer is higher than that of the contractor, and the contractor VI-22 DOE 1500.2A 6-7-89 (year) CALCULATION OF COVERED TAXABLE REIMBURSEMENTS MADE IN YEAR 1 1987 Employee’s Name: Marc C. Conner Reporting Date: 8-31-87 Change of Station Authorization Number: PCS 7-49670 DOE Organization: Office of the Controller, MA-31.5 Reimbursement Items 1. Travel and transpor- tation expenses between duty sta- tions. (Includes GTR/ticket.) 2. Transportation and 30 days temporary stor- age of household goods (HHG’s). a. GBL/Actual Expense b. Commuted Rate (Enter in Col(b) any excess reim- bursement Less Reim- Maxi - Amount of Amount burse- mum Covered Paid/ ment not Moving Taxable Reim- covered Exp. Reimburse- bursed by RIT Deduction ments (a) 1/ (b) (c) 2/ (d) 3/ $ 476.O0 4/ $ 476.O0 4/ $ - 0- 4/ $8,812.O0 4/ $8,812.00 4/ $ -0- 4/ received in Col(a) over actual expenses incurred and enter the bal- $ -O- $ $ -0- $ -0- ance in Col (c).) 3. Temporary storage of HHG’s not included on lines 2a or 2b. $ 313.O0 $ -0- $ 313.00 Figure VI-6 Sample of Calculation of Covered Taxable Reimbursements Provided to Employee DOE 1500.2A VI-23 6-7-89 Reimbursement Items 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Contemporary Storage- All transfers on or after 10-12-84. Enter Col(a) amount in CoI(b). If for- eign transfer, enter amount in Col(c). Mobile home movement instead of HHG’s. Shipment of POV (Enter Col (a) amount in both columns (b) and (c)). Miscellaneous expense allowance. Househunting trip. (include GTR/ticket) Temporary quarters, 30 days @ new station. Total lines 8 and 9. Enter lesser of line 10 or $1,500 as de- ductible amount in Col. (c): 5/ Enter balance of line $ -0- $ -0- $ -0- $ -0- 4/ $ -0- 4/ $1,500 10 minus 11. Temporary quarters excess of line 9. in Less Reim - Maxi - Amount of Amount burse- mum Covered Paid/ ment not Moving Taxable Reim- covered Exp. Reimburse- bursed by RIT Deduction ments ( a ) 1 / ( b ) (c) 2 / (d) 3/ $ -0- $ -0- $ 700.OQ $ -0- $ -0- $ -0- $ -0- $ -0- $ 700.OQ $1,715.29 $4.119.75 $5,835.04 $4.335.04 $3,881.5Q Figure VI-6 $ -0- (continued) $3.881.5Q VI-24 DOE 1500.2A 6-7-89 Reimbursement Items 1/ (c) 2/ (d) 3/ 14. 15. 16. 17. 18. 19. 20. 21. Real estate transac- tions resulting from: (a) (b) (c) (d) Sale expenses. Less Reim- Maxi - Amount of Amount burse- mum Covered Paid/ ment not Moving Taxable Reim- covered Exp. Reimburse- bursed by RIT Deduction ments

(a) $9,920.00 Purchase expenses. $ 3,750.OQ Unexpired lease. Relocation services. 6/ Total of items (a) through (d), line 14. Enter lesser of line 15 or $3,000 less deductible amount used on line 11. 5/ Balance of line 15 minus line 16. Relocation services not included on line 14(d). 6/ $ XXX 6/ $ XXX 6/ $ XXX 6/ Total column (a), (c), and (d). Enter total amount of WTA’S paid in Year 1. Total lines 19 and 20. column (a). $ -0- $ XXX $L3,670.00 (b) $ 1,5QQ.0Q $12.170.00 $33,687.54 $12,288.00 $2l,399.5 4 7/ $ 5,49.89 8/ $39,037. 43 9/ Figure VI-6 (continued) VI-25DOE 1500.2A 6-7-89 1/ Enter in column (a) the amounts of allowable reimbursed expenses. 2/ Enter in column (c) the maximum amounts of the reimbursed expenses in column (a) which are deductible moving expenses. (See FTR 2-11.8c(2); also see footnote 4/.) If employee is not eligible for deductions because of IRS 35 mile rule (i.e., employee’s new duty station is at least 35 miles farther from old residence than the distance from old residence to old duty station) show no deductions in column (c) and replace zeros in column (d) with correct amount. 3/ Enter in column (d) the amount of covered taxable reimbursements as indicated. (See FTR 2-11.8c.) 4/ The amount entered in column (c) for lines 10 2a, or 5 should be the same as that entered in column (a). (See FTR 2-11.8c(2)(a).) Column (d) will be zero. 5/ Limits may vary according to filing status, etc. See IRS Publication 521, Moving Expenses. 6/ Based on the provisions of the Department’s contract with the relocation services contractor, additional income to 7/ The amount on reimbursements to be the amounts paid to the contractor do not constitute the employee. line 19, column (d), is the amount of covered taxable used in the gross-up formula for the RIT allowance. 8/ Enter total amount of all WTA’s paid in Year 1 on line 20, column (a) only. This amount is an estimated partial payment of the RIT allowance. It is not included in the amount of covered taxable reimbursements determined for calculation of the RIT allowance. (See FTR 2-11.8c(4).) 9/ This amount equates to the total moving expense payments amount shown the Employee’s Moving Expense Information provided at end of the calendar year in which reimbursements/payments were made. (Line 7 of IRS Form 4782 similar form.) on or Figure VI-6 (continued) VI-26 DOE 1500.2A 6-7-89 YEAR 1 CALCULATION OF WITHHOLDING TAX ALLOWANCE (WTA) Employer's Name: Marc C. Connner DOE Organization : Office of the Controller, MA-31.5 Change of Station Authorization No. : ACS7-49670 Reporting Date: 8-31-87 Year 1 : 1987 1. Total Amount Claimed And Proper For Payment (From SF-1012) $ 33,687.54 2. Enter Initial Amount of Reimbursements Subject $ 21.399.54 To Federal Tax Withholding 3. Multiply Initial Amount Subject to Federal Tax Withholding (Item 2) By .25 To Determine The $ 5,349.89 WTA 4. 5. 6. 7. NOTE : Total Amount to Withhold For Federal Tax Is $ 5,349.89 Same Amount as WTA (Item 3) Name of State Where State Withholding Is $ MD Required Amount Subject To State Withholding $ 26,749. 34 (Item 2 plus Item 3) Amount Withheld For State Tax s 1,337. 47 The WTA is subject to adjustment for applicable FICA or Medicare deductions. Also, the requirement to withhold for State and local taxes in certain jurisdictions has not changed. There is no Withholding Tax Allowance to offset State or local taxes.

Figure VI-7 Sample of Calculation of Withholding Tax Allowance Which May Be Provided to Employee 6-7-89 DOE 1500.2A MA-302.1 VI-27 Relocation Income Tax (RIT) Allowance Marc C. Conner (Employee’s Name) Change of Station Authorization Number: PCS7-49670 Effective Date of Transfer: 8-31-88 As a transferred employee whose effective date of transfer was on or after 11-14-83, and who has received reimbursement for certain taxable moving expenses during 1987 , you are eligible to be paid a relocation income tax (RIT) allowance. The RIT allowance was authorized by Public Law 98-151, 11-14-83, and imple- mented by the General Services Administration (GSA) in the Federal Travel Regulations, Chapter 2, Part 11. This statutory authority for the RIT allowance did not make changes to the Internal Revenue Code or State or local tax codes. Therefore, the authority for reimbursement of additional income tax incurred as a result of moving expense reimbursements shall not be construed as changing or limiting your income tax obligations in any way or authorizing a refund of these taxes when filing a return with the Internal Revenue Service or other recognized tax authority. The RIT allowance is a moving expense allowance and must be claimed and paid on an SF-1012, Travel Voucher. As required under the GSA regulations, to receive the allowance, you must furnish and certify to certain tax information shown on your actually pre- pared tax returns. This office will calculate the RIT allowance to which you are entitled, and will provide you with a copy of the calculation. To claim the RIT allowance, please complete the attached Relocation Income Tax Allowance Certification form and attach it to an SF-1012, Travel Voucher, and submit for approval through the usual channels. Include the following statement on page 2 of the travel voucher: “To claim RIT allowance for the year 1987. RIT allowance certification and required supporting income documentation attached. The RIT amount to be calculated by DOE payment office and adjusted to reflect all WTA payments made. If you calculate your RIT allowance and claim the amount you have calculated, include on your voucher only the first sentence of the above statement. You will then receive a copy of the RIT calculation approved for payment. If you have any questions concerning this submission or the subsequent RIT calculation, you may call A.B. Collins, 3-0000 . Signed by appropriate DOE Finance Official Attachments Figure VI-8 Sample of RIT Notification Letter to be Sent to Employee VI-28 DOE 1500.2A 6-7-89 RELOCATION INCOME TAX (RIT) ALLOWANCE CERTIFICATION Name: Marc C. Conner Reporting Date: Change of Station Authorization Number: PCS7-49670. DOE Organization & Phone Number: Office of the Controller, 586-4860 8-31-87 I certify that the following information, which is to be used in calculating the RIT Allowance to which I am entitled, has been (or will be) shown on the income tax returns filed (or to be filed) by me (or by my spouse and me) with the applicable Federal, State, and local tax authorities as specified below, for tax year 1987 . - Gross compensation as shown on attached Form(s) W-2 (including W-2 for relocations) and, if appropriate, net earnings (or loss) from self-employ- ment income shown on Schedule SE (Form 1040) Forms W-2 Schedule SE Employee $55,624.0Q $ Spouse (if filing joint return) $35,825.00 $ TOTAL $91,449.00 - Filing Status: Check One Single Married Filing Separate Return

X Married Filing Qualified Widower Joint Return with Dependent Child Head of Household - State MD (Name of State if any, in which you incurred State income tax liability because of relocation reimbursements. If you were subject to tax liabil- ity in 2 states, name both states.) Figure VI-9 RIT Certification Form DOE 1500.2A VI-29 6-7-89 - If total compensation shown above is less than $20,000, indicate State income tax rate %. - State tax rate above is expressed as a percentage of which of the following: Check One: X Income Federal Tax - Locality: Montgomery County (Name of locality, if any, in which you incurred local income tax liability on relocation reimbursements at the new job location in tax year shown above. If subject to tax liability in 2 localities, name both.) - Type of Locality: City or Municipality X County - Indicate local income tax rate for locality 50 %. - Local tax rate above as expressed as a percentage of which of the following: Check One: Income X State Tax Federal Tax - Is your new principal place of work location at least 35 miles farther from your former home than was your former home from your former principal place of work? - Yes No The above information is true and accurate to the I. (we) agree to notify the DOE finance office of any (i.e., from amended tax returns, tax audit, etc.) so best of my knowledge but changes to the above that appropriate adjust- ments to the RIT allowance can be made. The required supporting documents are attached. Additional documentation will be furnished if requested. Figure VI-9 (continued) VI-30 DOE 1500.2A 6-7-89 I (we) further agree that if the 12-month service agreement required by the Federal Travel Regulations (FTR 2-1.5a(l)) is violated, the total amount of the RIT allowance will become a debt due the United States Government and w1ll be repaid to DOE in accordance with DOE instructions. Spouse's Signature (if joint return) 7-15-88. Date 7-15-88 Date Figure VI-9 (continued) DOE 1500.2A VI-31 6-7-89 YEAR 2 CALCULATION OF RELOCATION INCOME TAX (RIT) ALLOWANCE Employee’s Name : DOE Organization : Change of Station Authorization No. : Reporting Date : Year 1 : Marc C. Conner Office of Controller, MA-31.5 PCS7-49670 1987 8-31-87 (Calendar Year Reimbursed) 1. 2. 3. 4. Earned Income and Filing Status (as shown on $91,449.00 .35 b. Federal tax rate for Year 28 Employee’s RIT Certification Form) a. Federal Tax Rate for Year 1 (rate from Federal Tax Table for RIT Allowance (FTR, Appendix 2-11.A) using information in 1 above). Show the rate as a decimal (i.e., show 38% as .38) State Marginal Tax Rate (rate as shown in State Tax Table for RIT Allowance (FTR, Appendix 2-11.B) using information in 1 above). If State Marginal Tax Rate Table shows rate as percent of Federal Tax Liability, then enter result of multiplying Federal Tax Rate (item 2a) by percent shown for State. (See special rule in FPMR 101-7, Part 2-11.8e(2), if earned income is less than $20,000). Show rate as decimal. Local Tax Rate (rate as shown on claimant’s certification form). Show rate as decimal. (If reporting date is prior to 10-12-84, and if locality involved is a county, show local tax rate as zero.) See RIT Certification Form for type of locality. If employee reports rate as percent of Federal Tax Liability, then enter result of multiplying Federal Tax Rate (item 2a) by Local Tax Rate (indicated on employee’s certification form). If employee reports rate as percent of State tax liability, then enter result of multiplying State Tax Rate (item 3) by Local Tax Rate indicated on certification form.

.33 .05 .025 Figure VI-10 Sample of Calculation of RIT Allowance Which May Be Provided to Employee VI-32 DOE 1500.2A 6-7-89 5. Combined Marginal Tax Rates. (CMTRs) (a) Combined Marginal Tax Rate (CMTR) for Year 1 is follows: (1) Subtract Federal Tax Rate for Year 1 (item 2a from 1.00. computed as (2) Multiply item 5(a)(1) by State Tax Rate (item 3). . (3) Multiply item 5(a)(1) by Local Tax Rate (item 4). (4) CMTR for Year 1 = Federal Tax Rate for Year 1 (Item 2a) + item 5(a)(2) + item 5(a)(3). (b) Combined Marginal Tax Rate (CMTR) for Year 2 is computed as follows: (1) Subtract Federal Tax Rate for Year 2 (item 2b) from 1.00. (2) Multiply item 5(b)(1) by State Tax Rate (item 3). (3) Multiply item 5(b)(1) by Local Tax Rate (item 4). (4) CMTR for Year 2 = Federal Tax Rate (item 2b) + item 5(b)(2) 6. Total RIT Allowance is (a) Subtract Combined for Year 2 (item + item 5(b)(3). computed as follows: Marginal Tax Rate 5(b)(4)) from 1.00. (b) Divide Combined Marginal Tax Rate for Year 1 (item 5(a)(4)) by item 6(a). (c) Enter amount of Covered Taxable Reimbursements made in Year 1. (d) Total RIT Allowance = item 6(b) multiplied by item 6(c) Figure VI-10 (continued) DOE 1500.2A VI-33 6-7-89 YEAR 2 CALCULATION OF RELOCATION INCOME TAX (RIT) ALLOWANCE 7. Final RIT ALLOWANCE adjusted for WTA’s paid is computed as follows: (a) Enter total Withholding Tax Allowance(s) (WTA) Paid In Year 1. (b) Subtract CMTR for Year 1 (item 5(a)(4)) from 1 (c) Divide item 7(b) by item 6(a) (d) Multiply item 7(a) by item 7(c) (e) Final RIT Allowance equals Total RIT Allowance (item 6(d) minus item 7(d). 8 Net Payment Amount is computed as follows: (a) Calculate Federal withholding on Final RIT Allowance by multiplying Final RIT Allowance (item 7(e) by .20. (b) Calculate State tax withholding (if required). (c) Calculate local tax withholding (if required). (d) Net Payment Amount equals Final RIT Allowance (item 7(e)) minus Federal Withholding (item 8(a)) minus State Withholding (item 8(b)) minus Local Withholding (item 8(c)). 1/ This amount is reported as income on Form W-2 for Year 2. If negative amount, the employee is obligated to repay excess amount. 2/ This amount is subject to adjustment due to applicable FICA or Medicare deductions. Figure VI-10 (continued) VI-34 DOE 1500.2A 6-7-89 2 3 agrees to amend the sale. the employee will amend the contractor’s offer and then accept the amended offer as an Amended Value Transaction under the Guaranteed Home Purchase Service. Home Findings Service and Mortgage Finding Assistance. Provides for individual counseling services to familiar- ize the employee with the local area by presenting information related to the employee’s needs concerning the real estate market (including rental properties), schools, taxes, commuting, and community life. When requested by the employee, it includes referral by the contractor of one or more reputable local brokers and arrangement for necessary mortgage financing for which the employee is qualified. Home Selling Assistance Program. If the employee elects not to use the Guaranteed Home Purchase Service, he or she may elect to receive assistance in developing mar- keting strategies to independently market the residence. (b) The following services are available through the contractor but are at the employee’s option and expense: 1 2

Spouse Employment Counseling. Includes providing or arranging for career counseling for the employee's spouse. Rental Assistance Service. Includes providing or arranging for assistance to employees-wishing to rent rather than to purchase a home at the new duty station. (2) Authorization for the use of relocation services shall be made on an official change of station authorization form for the eligible employees as defined in paragraph 6b. (3) The services of the relocation service company shall be obtained and obligated through the issuance of a “Delivery Order= (DOE F-4250.3, “Order for Supplies or Services," replaces OF-347), citing the Master Contract Number DE-AM01-86MA37021. The Departmental organization responsible for funding the employee’s travel expense shall issue a “Procurement Request” (DOE F 4200.33), to the head of the contracting activity (HCA) requesting issuance of a delivery order to obtain relocation services. Delivery orders shall be prepared as described in the Federal Acquisition Regulations, section 8.405, and shall include the name of the employee, phone number, and change of station authorization number. The delivery order shall contain appropriate accounting and appropriation data to charge the relocation services to the employee’s receiving organization, DOE 1500.2A VI-35 6-7-89 using object class 250 - Contractual services and Supplies - Other Services. b. General Conditions and Eligibility Limitations. (1) Relocation services are available to employees only if the following conditions or requirements are met: (a) (b) (c) (d) (e) (f) (g) (2) The The transfer is in the interest of the Government and is not primarily for the convenience or benefit of the employee or at the employee’s request. The effective date of the employee’s transfer (as defined on page VI-3, paragraph 1b(5)) is on or after 11-14-83. The title to the residence or dwelling at the old or new official station or the interest in a cooperatively owned dwelling is in the name of the employee alone or in the joint names of the employee and one or more members of the employee’s immediate family, as defined in Attachment VI-1, page 71, paragraph 2-1.4.d. The dwelling at the old official station was the employee’s residence at the time he or she was first definitely informed by competent authority of the transfer to the new official station. The employee arranges with the contractor to be billed directly for prorata share of costs when the property involves the sale or purchase of land in excess of that which reasonably relates to the residence, or the residence is a duplex or other type of multiple occupancy dwelling which is occupied only partially by the employee. The dwelling is not currently occupied by tenants. The dwelling is in conformance with all Federal, State, and local laws, regulations, ordinances, and standards regard- ing habitability. following individuals are not eligible to use relocation services: (a) New appointees, including those covered under FTR 2-1.5f, such aS new hires to shortage category and Service positions, Presidential appointees, appointees who are eligible for travel and to their first official station. (b) Employees transferred under the Government Training Act (5 U.S.C. 4109). Senior Executive and other new transportation Employees VI-36 Responsibilities. (1) (2) (3) (4) (5) (6) DOE 1500.2A 6-7-89 (c) Employees transferred to or from a duty station in a foreign country.

(3) Eligible employees, upon deciding to use the relocation ser- vices, may not receive direct reimbursement for relocation allowances similar to those costs that the Department will pay to the relocation service contractor; and upon violation of l-year service agreement are subject to liability for all payments made to the relocation company on their behalf. c. Heads of Field Elements, for Field Authorized Transfers, and the Deputy Assistant Secretary for Administration, for Headquarters Authorized Transfers, shall designate an individual to serve as Head of a Contracting Activity (HCA) issues the delivery order the Site Relocation coordinator (SRC) for changes of station involving their respective organizations. The Controller shall designate an individual to serve as the DOE Relocation Coordinator (DRC). The Director of Procurement Operations (MA-45) will be responsi- ble for any changes, modifications, or interpretations of the master contract and is the designated head of a contracting activity for Headquarters. to the contractor and forwards copies to the Office of Procure- ment Operations (MA-45) for inclusion in the master contract and to the DOE Relocation Coordinator. Receives billings for the delivery orders directly from the contractor and authorizes payment for those costs that are allowed under the terms of the contract. DOE Program Office Location to which the employee is to be transferred initiates the “Official Change of Station Authoriza- tion” and sends the “Procurement Request” (DOE F 4200.33) to the HCA responsible for the local program. DOE Relocation Coordinator. (a) Is the Technical Project Officer (TPO) for the master contract. (b) Receives a copy of the delivery order from the Head of Contracting Activity (HCA) and copies of the signed service agreements, employee’s change of station authorization, and “Employee Application Request for Relocation Services” (see Figure VI-11, page VI-40) from site relocation coordinator when employee desires to be contacted by relocation company. DOE 15OO.2A VI-37 (c) Authorizes extensions of the decision period when circum- stances justify such action. (d) Reviews contractor status and cost reports on transferring employees properties being handled by the contractor. (e) In coordination with the Office of Procurement Operations (MA-45), HCA’s, and the site relocation coordinators, conducts performance evaluations of the contractor. (7) Site Relocation Coordinator. (a) Provides transferring employees with the basic information regarding the services offered by the relocation company and is the primary point of contact at the site. (b) Reviews employee application requests, concurs in the prep- aration of the procurement request (PR) and, if a PR is not forthcoming, requests that the organization responsible for the employee’s change of station initiate the PR. Forwards copies of the change of station authorization, the l-year service agreement, and “Employee Application Request for Relocation Services” to the DOE Relocation Coordinator. (c) Provides liaison services between the relocation company and transferring employees. (8) Employee. Accepts or rejects in writing the offer of the use of relocation services any time within the 2-year time limita- tion for completing relocation specified in Attachment VI-1, page 117, paragraph 2-6.le(l). When receiving relocation services, notifies the official initiating the PR that reloca- tion services authorized by DOE have been received and are completed.

d. Procedures. (1) Upon notifying an employee that a change of station has been authorized, the Departmental officials approving and authorizing the change of station shall determine whether the employee meets the conditions established in paragraph 6b(l) above regarding eligibility for relocation services. When a transferred employee meets the conditions and eligibility requirements, the Departmental organization responsible for approving the employee’s transfer shall initiate a procurement request for relocation services and process it to the HCA through the Site Relocation Coordinator (SRC). (2) When relocation services have been authorized for the employee, the SRC at the receiving office shall provide basic information describing the services available from the relocation company. VI-38 DOE 1500.2A 6-7-89 (3) If the employee desires to use the relocation service contract, he or she shall submit a completed “Employee Application Request for Relocation Services” (see Figure VI-11) to the SRC. The SRC shall request that the organization responsible for the employee’s change of station initiate a procurement request (PR) for a delivery order to the contract. Upon completion of the PR the SRC will concur in the PR prior to submission to the HCA. The SRC will then forward a copy of the employee applica- tion request, along with one copy of the PCS authorization and signed l-year service agreement, to the DRC. (4) The employee may reject the use of relocation services at any time. Such rejection shall be made in writing to the SRC. Once an employee rejects the services of a relocation company. he or she cannot subsequently reapply for use of a relocation company under the current PCS orders. Rejection by the trans- ferring employee of the relocation company services must be communicated in writing to the receiving activity’s SRC, who will inform the DRC of the employee’s decision. (5) The following actions may result in a cancellation of the con- tractual relocation services: (a) Cancellation of the PCS move by the authorizing activity. (b) Rejection of the offer by the employee. (c) Expiration of the 45-day decision period without the employee accepting or rejecting the contractor’s offer. (d) Failure of the employee to provide the contractor with the required payment in a deficit equity situation. Payment is required within 10 days of acceptance of the offer. (e) Employee signs a contract of sale with a buyer other than the contractor and is unable to have the action nullified. (6) The Department will reimburse the contractor for all direct expenses incurred whenever the offer is rejected or services cancelled by the employee or the Department. e. Eligible Employees Transferred Prior to Implementation of Relocation Services. Departmental approving and authorizing offices shall amend existing change of station orders for eligible transferred employees who have been issued change of station orders and have reported to duty prior to the implementation of this relocation service program. Notification of the availability of the service shall follow the pro- cedures set forth in paragraph 6d. f. Relocation Income Tax (RIT) Allowance. Based on past private letter rulings of the Internal Revenue with respect to the tax aspects of a DOE 1500.2A 6-7-89 VI-39 home purchase plan, the payment made to a relocation service company has not been considered taxable income to the employee. Therefore. such payments will not be included in the calculation of the RIT allowance.

7. SUMMARY OF MAXIMUM RELOCATION ALLOWANCES. (See Figure VI-12, page VI-41.) VI-40 DOE 1500.2A 6-7-89 EMPLOYEE APPLICATION REQUEST FOR RELOCATION SERVICES Employee Name(s): Lane T. Smith Old Duty Station: Albuquerque Operations Office, Albuquerque, NM New Station: Forrestal, Washington DC Change of Station Authorization #: PCS 6-1054 Reporting Date: 12-1-88 Provide following information if requesting Home Purchase Service: a. b. 7201 Oak Dr., Albuquerque, NM 87115 of Titled Homeowner(s): Lane T. and Geraldine E. Smith c. d. time e. f. g. l Please (x) (x) (x) ( ) ( ) Office Address Name(s) Are all members of Residence to be Sold: individuals listed as titled homeowners(s) of your immediate Is the residence shown in you were first definitely transfer? Yes X Type of dwelling: single apt farm X family? the address informed by No family home other Yes X No above your residence at the competent authority of your X duplex Estimated acreage of residence property: One -half Estimated Selling Price $97,000.00 Mileage distance of residence from old duty station: 13 miles check services interested in obtaining: Guaranteed Home Purchase Service Home Finding Service & Mortgage Finding Assistance Home Selling Assistance Service Spouse Employment Counseling Service (at employee’s Rental Assistance Service (at employee’s expense) Phone Number 844-1000 Home Phone Number I prefer to be contacted by relocation service company at expense) 846-2100 (505) 846-2100 (phone # & area code) After 5:00 p.m. (time of day) Employee Signature Date Figure VI-11 Employee Application Request for Relocation Services Form DOE 1500.2A 6-7-89 VI-41 TABLE 1. Relocation Allowances for Certain New Appointees to their First Official Station within the Conterminous U.S. 1/ 2/ Type of Allowance Maximum Allowance 1. EN ROUTE TRAVEL EXPENSES Transportation Expenses:a. Transportation expenses for (FTR 2-1.5f(3), 2-2.1, 2-2.2a, appointee and family from and 2-2.3b) appointee’s residence to the first official station by common carrier; or A mileage allowance when a privately owned automobile (POA) is used for allowable en route travel as follows: Number of Occupants in POA: Mileage Rate Employee (or one family member) 15 cents Employee + 1 (or 2 family members) 17 cents Employee + 2 (or 3 family members) 19 cents Employee + 3 (or 4 or more family members) 20 cents b. En Route Per Diem: A per diem allowance for allowable (FTR 2-1.5f(3), 2-2.1, en route travel time not to exceed and 2-2.3d)(NTE) the following maximum rates: Employee only $66.00 Family members (FTR 2-1.5f(4)) None 2. HOUSESHOLD GOODS ( GHH ) (FTR 2-1.5f(3) and 2-8) Transportation Expenses:a. Expenses of shipping HHG from Maximum Net Weight Allowances: appointee’s residence to the first official station NTE the following net weight allowances: Employee with family 18,000 lbs. Employee without family 18,000 lbs. b. Temporary storage incident to 90 days. An additional 90-day transportation: (FTR 2-8.2) period may be authorized under certain conditions. Figure VI-12 Summary of Maximum Relocation Allowances VI-42 DOE 1500.2A 6-7-89 TABLE 1. Relocation Allowances for Certain New Appointees to their First Official Station within the Conterminous U.S. 1/ 2/ (continued) Type of Allowance Maximum Allowance c. Nontemporary storage: HHG may be placed in contemporary storage (FTR 2-9) for up to three years when assigned to an

isolated duty station within the conter- minous U.S. Weight of HHG stored combined with weight shipped may not exceed the maximum weight allowances shown above. 3. Mobile Home (FTR 2-1.5f(3), and 2-7) If used as a residence, mobile home may be moved in lieu of HHG shipment. See FTR 2-7 for eligibility requirements and cost limitations. 1/ Specifically included are individuals appointed to designated shortage- category positions (including student trainees upon completion of college work) and to Senior Executive Service positions; also included are Presidential appointees appointed by the President to a position the rate of pay for which is equal to or higher than the minimum rate of pay prescribed for GS-16 and whose effective date of appointment is on or after 1O-12-84, is eligible for the allowances listed (Public Law 98-473, 10-12-84). New appointees must agree in writing to remain in Government service for 12 months after the effective date of appointment. (See FTR 2-1.2, 2-1.3, and 2- 1.5f) 2/ The allowances shown in Table 1 are the maximum allowances in effect on the date shown and are to be used ONLY for reference or cost estimating purposes. Actual payment of these allowances must be in accordance with the governing provisions of Chapter 2 of the Federal Travel Regulations (FTR) (see Attachment VI-1) which were in effect on the new appointee’s effective date of appointment (date of reporting to first official station). Pertinent FTR paragraph references are shown in parentheses. Figure VI-12 (continued) DOE 1500.2A VI-43 6-7-89 TABLE 2. Relocation Allowances for Employees Transferred within Conterminous U.S. 1/ 2/ (cont’d) Type of Allowance Maximum Allowance 1. EN ROUTE TRAVEL EXPENSES a. Transportation E xpenses Transportation expenses for employee and (FTR 2-2.1, 2-2.2a, and: family from the old to the new official 2-2.3b) station by common carrier: or a mileage allowance when a privately owned automobile (POA) is used for enroute travel as follows: Number of Occupants in POA: Employee (or Employee + 1 Employee + 2 Employee + 3 one family member) 15 cents (or 2 family members) 17 cents (or 3 family members) 19 cents (or 4 or more family members) 20 cents b. En Route Per Diem: A per diem allowance for allowable en (FTR 2-2.1, 2-2.2b, 2-2.3d) route travel time between the employee’s old and new official stations not to exceed (NTE) the following maximum rates: Employee, or spouse unaccompanied $66.00 by employee Spouse accompanied by employee $49.50 Each other family member 12 years or older $49.50 Each family member under 12 years $33.00 Figure VI-12 (continued) VI-44 DOE 1500.2A 6-7-89 TABLE 2. Relocation Allowances for Employees Transferred within Conterminous U.S. 1/ 2/ (cont’d) Type of Allowance Maximum Allowance 2. MISCELLANEOUS EXPENSE ALLOWANCE (FTR 2-3) a. Employee with family: b. Employee without family: A flat allowance (without documentation) of $700.00 or two weeks' basic pay, whichever is the lesser amount; or up to two weeks’ basic pay for itemized actual expenses if supported by receipts or other documentation. A flat allowance (without documentation) of $350.00 or one week’s basic pay. whichever is the lesser amount: or up to one week’s basic pay for expenses if supported by other documentation. NOTE : Basic pay rate is limited to the maximum rate of Grade time employee reports for duty at the new station. itemized receipts GS-13 at actual or the 3. HOUSE HUNTING TRIP (FTR 2-4)

a. Maximum time allowable: b. Transportation Expenses: 10 days (including travel time) Round trip transportation expenses for employee and spouse between old and new official station by common carrier; or a mileage allowance as shown below when POA is authorized: Number of occupants in POA: Employee 15 cents Employee and spouse 17 cents c. Per Diem: A per diem allowance not to-exceed the following maximum rates: Employee, or spouse unaccompanied by employee $66.00 Spouse accompanied by employee $49.50 Figure VI-12 (continued) DOE 1500.2A 6-7-89 TABLE 2. Relocation Allowances U.S. 1/ 2/ (cont’d) VI-45 for Employees Transferred within Conterminous Type of Allowance Maximum Allowance 4. TEMPORARY QUARTERS New official station must be located in (FTR 2-5) the conterminous U.S. or non-foreign a. Subsistence Expenses Covered: b. Reimbursement Limitations: 1st 30-day period: 2nd 30-day period and additional 60 days, if authorized: c. areas. Actual lodging, meals, and laundry and dry cleaning expenses, not to exceed the limitations shown in paragraph 4b. Employee, or spouse unaccompanied by employee $66.00 Accompanying Spouse (2/3 of employee’s daily rate) $44.00 Each other family member 12 years or older $44.00 (2/3 of employee/unaccompanied spouse rate) Each family member under 12 years S33.00 (1/2 of employee/unaccompanied spouse rate) Reduced to 75% of first 30-day rate Employee, or spouse unaccompanied by employee $49.50 Accompanying spouse $33.00 Each other family member 12 years or older $33.00 Each family member under 12 years $24.75 Ma ximum Time Allowable: 60 days. An additional period NTE 60 days may be authorized for compelling reasons. Figure VI-12 (continued) VI-46 TABLE 2. Relocation Allowances U.S. l/ 2/ (cont’d) DOE 1500.2A 6-7-89 for Employees Transferred within Conterminous Type of Allowance Maximum Allowance 5. REAL ESTATE EXPENSES Both the old and new official station (FTR 2-6) must be located within the U.S. (See Attachment VI-l, page 117, paragraph 2- 6.1a.) Settlement date for sale or purchase of residence must be within the following time limitation beginning from effective date of transfer: Time limitation: Sales Expenses: Purchase Expenses: 2 years. An additional period NTE l-year may be authorized upon employee’s written request. 10% of sale price or $17,813, whichever is less. (Limitation in effect. 10-1-88.) 5% of purchase price or $8,907 whichever is less. (Limitation in effect, l0-l-88. ) 6. MOBILE HOME If used as a residence, mobile home may (FTR 2-7) be moved in lieu of HHG shipment. See Attachment VI-1, page 127, paragraph 2-7, for eligibility requirements and cost limitations. 7. HOUSEHOLD GOODS (HHG) (FTR 2-8) a. Transportation Expenses: Expenses of shipping HHG from employee’s old official station NTE the following net weight allowances: Maximum Net Weight Allowances: Employee with family 18,000 lbs. Employee without family 18,000 lbs. b. Temporary Storage: (FTR 2-8.2) 90 days. An additional 90-day period may be authorized under certain conditions. Figure VI-12 (continued) DOE 1500.2A 6-7-89 VI-47 (and VI-48) TABLE 2. Relocation Allowances for Employees Transferred within Conterminous U.S. 1/ 2/ (cont’d) Type of Allowance Maximum Allowance c. Nontemporary storage: HHG may be placed in contemporary storage (FTR 2-9) for up to 3 years when assigned to isolated duty station within the conter- minous U.S. Weight of HHG stored combined with weight shipped may not exceed the maximum weight allowances shown above.

8. RELOCATION INCOME TAX See page VI-17, paragraph (RIT) ALLOWANCE 5, for computation of the RIT allowance. (FTR 2-11) COMPANIES 9. USE OF RELOCATION SERVICE (FTR 2-12) See page VI-21, paragraph 6. 1/ Specifically included are those employees whose transfers have been deter- mined by the gaining agency to be in the interest of the Government and not primarily for the employee’s convenience or benefit, or at his/her request. Employee must agree in writing to remain in Government service for 12 months after the effective date of the transfer. 2/ The allowances shown in Table 2 are the maximum allowances in effect on the date shown and are to be used ONLY for reference or cost-estimating purposes. Actual payment of these allowances must be in accordance with the governing provisions of Chapter 2 of the Federal Travel VI-1) which were in effect on the employee’s of reporting to new official station). Perti shown in parentheses. Regulations (FTR) (see Attachment effective date of transfer (date nent FTR paragraph references are Figure VI-12 (continued) DOE 1500.2A 6-7-89 Attachment VI-1 Page 49 (and 50) EMPLOYEE RELOCATION ALLOWANCE REGULATIONS GSA BULLETIN A-40 GENERAL FEDERAL TRAVEL REGULATIONS CHAPTER 2 RELOCATION ALLOWANCES (FPMR 101-7) DOE 1500.2A 6-7-89 Attachment VI-1 Page 51 TA8LE OF CONTENTS CHAPTER 20 RELOCATION ALLOWANCES PART 1. APPLICABILITY AND 6ENERAL RULES Paragraph Authority . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applicability . . . . . . . . . . . . . . . . . . . . . . . . . . . . Persons covered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Persons excluded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6eneral Provision. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Travel covered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reasonable advance notice of reassignment or transfer . . . . . . . . . . . . . . . . . . . . Travel Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . Applicable provisions for Reimbursement purposes . . . . . . . . . . . . . . . . . . . . . Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Conterminous United States . . . . . . . . . . . . . . . . . . . . . . . . United States . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . Agency . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . Immediate Family . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tempory storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . Nontemporary storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mobile Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Household goods . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . Official station or post of duty . . . . . . . . . . . . . . . . . . . . Effective date of transfer or appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Eligibility and conditions . . . . . . . . . . . . . . . . . . . . . 6eneral requirements . . . . . . . . . . . . . . . . . . . . . . . . . Service agreements . . . . . . . . . . . . . . . . . . . . . . . . . . Transfers within the conterminous United States and appointments and assign- ments of new appointees and student trainees to certain positions within the 50 States and the Distrlct of Columbia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Transfers, appointments, and separations involvlng posts of duty outside the conterminous United States . . . . . . . . . . . . . . . . . . . liability for each agreement . . . . . . . . . . . . . . Time limits for beginning travel and transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . Short distance involved. . . . . . . . . . . . . . . . . . . . . . 2-1.1 2-1.2 2-1.2a 2-l.2b 2-1.3 2-1.3a 2-1.3b 2-1.3c 2-1.3d 2-1.4 2-1.4a 2-1.4a-l 2-l.4b 2-1.4c 2-1.4d 2-1.4e 2-1.4f 2-1.4g 2-1.4h 2-1.4i 2-1.4j 2-1.5 2-1.5a 2-1.5a(1) 2-1.5a(1)(a) 2-1.5a(1)(b) 2-1.5a(1)(c) Employee 2-1.5a(2) 2-1.5b Page 67 67 67 67 68 68 68 69 69 69 69 69 69 69 71 71 72 72 72 73 73 73 73 73 73 75 75 76 76 Attachment VI-1 Page 52 D0E 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED . . . . .. . . . . . . .. Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Two family members employed Reduction in force involved . . . . . . . . . . . . . . . . . . . . . . . Impending separation . . . . . . . . . . . . . . . . . . . . . . . . . . Reemployment after separation .. . . . . . . . . . . . . . . . . . . . New appointees . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Persons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Situations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Agency responsibility . . . . . . . . . . . . . . . . . . . Shortage-category appointees, student trainees, Senior Executive Service appointees, and certain Presidential appointees . . . . . . . . . . . . . Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Shortage-category appointees . . . . . . . . . . . . . . . . . Student trainees . . . . . . . . . . . . . . . . . . . . . . . . . . Special statutory provisions .. . . . . . . . . . . . . . . . Senior Executive Service (SES) appointees . . . . . . . . . Presidential appointees . . . . . . . . . . . . . . . . . . . . Procedural requirements . . . . . . . . . . . . . . . . . . . . . . . Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . Travel before appointment . . . . . . . . . . . . . . . . . . . . Prior payment . . . . . . . . .. . . . . . . . . . . . . . . . . . Allowable expenses . . . . . . . . . . . . . . . . . . . . . . . Expenses not allowable . . . . . . . . . . . . . . . . . . . . Alternate origin and destination. . . . . . . . . . . . .. . . . Advance of funds . . . . . . . . . . . . . . . . . . . . . . . . Overseas assignment and return . . . . . . . . .. . . . . . . . . . . Transferees . . . . . . . . . . . . . .. . . . . . . . . . . . . . New appointees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Residence at time of appointment . . . . . . . . . . . . . . . . Allowable expenses . . . . . . . . . . . . . . . .. . . . . . . . . Expenses not allowable . . . . . . . . . . .. . . . . . . . . . . Alternate origin or destination . . . .. . . . . . . . . . . . Advance of funds . . . . . . . . . . . . . . . . . . . . . . . . . . . Actual place of residence designation . . . . . . . . . . . . . . . . Designation by employee . . . . . . . . . . . . . . . . Determination by agency official. . . . . . . . . . . . . . . . . . Guidance indetermination of residence . . . . . . . . . . . . . . .

Return for separation . . . . . . . . . . . . . . . . . . . . . . . . . Prior return of immmediate family . . . . . . . . . . . . When employee is eligible for return transportation . . . . . . . . . . . . . . . . . . . . . . . . . . Paragraph 2- 2- 2- 2- 2- 2- 1 1 1 1 1 1 1 1 1 1 1 2- 2- 2- 2- 2- .5b(l) .5b(2) .5d .5d(1) .5d(2) .5e .5e(l) ).5e(l (a) ( .5e(l)(b) .5e 2) 2-1.5f 2-1.5f(1) 2-1.5f(l)(a) 2-1.5f(l)(b) 2-1.5f(l)(c) 2-1.5f(l)(d) 2-1.5f(l)(e) 2-1.5f(2) 2-1.5f(2)(a) 2-1.5f(2)(b) 2-1.5f(2)(c) 2-1.5f(3) 2-1.5f(4) 2-1.5f(5) 2-1.5f(6) 2-1.5g 2-1.5g(l) 2-1.5g(2) 2-1.5g(2)(a) 2-1.5g(2)(b) 2-1.5g(2)(c) ( 2-1.5g(2)(d) 2-1.5g(2)e) 2-1.5g(3) 2-1.5g(3)(a) 2-1.5g(3)(b) 2-1.5g(3)(c) 2-1.5g(4) 2-1.5g(5) 2-1.5g(5)(d) Page 76 77 77 77 77 77 77 77 77 78 78 78 78 78 78 78 78 78 79 79 79 79 79 80 80 80 80 80 80 80 80 83 83 83 83 83 83 83 85 85 85 ii DOE 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED Attachment VI-1 Page 53 Paragraph 2-1.5g(5)(b) 2-1.5g(5)(c) 2-1.5g(5)(d) 2-1.5g(5)(e) 2-1.5g(5)(f) 2-1.5g(5-a) 2-1.5g(6) 2-1.5h 2-1.5h(l) 2-1.5h(l)(a) 2-1.5h(l)(b) 2-1.5h(l)(c) 2-1.5h(l)(d) 2-1.5h(2) 2-1.5h(2)(a) 2-1.5h(2)(b) 2-1.5h(2)(c) 2-1.5h(3) 2-1.5h(3)(a) 2-1.5h(3)(b) 2-1.5h(3)(b)(i) 2-1.5h(3)(b)(ii) 2-1.5h(3)(b)(iii) 2-1.5h(4) 2-1.5h(4)(a) 2-1.5h(4)(b) 2-1.6 2-1.6a 2-1.6a(l) 2-1.6a(2) 2-1.6a(3) 2-1.6b Page 85 85 85 85 86 86 86 86 86 87 87 . 88 88 88 88 89 89 89 89 89 89 90 90 90 90 91 92 92 92 92 92 92 iii Attachment VI-1 Page 54 DOE 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED PART 2. ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION For the employee . . . . . . . . . . . . . . . . . . . . . . . . . For members of an employee’s immediate family ......... . . . . . . . . . . . . . . . Transportation . . . . . .. . . . . . . . . . . . . . . . . . . . . Per diem allowance when en route between employee’s old and new official stations . . . . . . . . . . . . . . . . . . . . . . . . . . . . For the spouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When accompanying the employee . . . . . . . . . When not accompanying the employee . . . . . . . . . . . . For each other member of the employee’s immediate family . . . . . . . . . . . . . . . . . . . . . . . . . Exclusions . . . . . . . . . . . . . . . . . . . . . . . . . . . For use of a privately owned automobile in connection with permanent change of station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Determination of advantage to the Govern- ment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mileage rates prescribed . . . . . . . . . . . . . . . . . . Mileage rates in special circumstances . . . . . . . . . . . . . . . . Maximum per diem allowances when privately owned automobile is used . . . . . . . . . . . . . . . . Rates as prescribed by agency. . . . . . . . . . . . . Maximum allowance based on total distance . . . . . . . . . . . . . . . . . . . . . . . . . . Method of computation . . . . . . . . . . . . . . . . . . . . . . . Use of more than one privately owned.vehicle . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . When authorized as advantageous to the Government . . . . . . . . . . . . . . . . . . . . . . . . . . Allowances applicable . . . . . . . . . . . . . . . . . . . Allowances when not justified as advan- tageous to the Government . . . . . . . . . . . . . . . Advance of funds . . . . . . . . . . . . . . . . . . . . . . . 2-2.1 2-2.2 2-2.2a 2-2.2b 2-2.2b(l) 2-2.2b(l)(a) 2-2.2b(l)(b)

2-2.2b(2) 2-2.2C 2-2.3 2-2.3a 2-2.3b 2-2.3c 2-2.3d 2-2.3d(1) 2-2.3d(2) 2-2.3d(3) 2-2.3e 2-2.3e(1) 2-2.3e(2) 2-2.3e(3) 2-2.4 PART 3. ALLOWANCE FOR MISCELLANEOUS EXPENSES Applicability . . . . . . . . . . . . . . . . . . . . . . . . 2-3.1 Purpose for allowance . . . . . . . . .. . . . . . . . . . . . 2-3.1a Types of costs covered . . . . . . . . . . . . . . . 2-3.1b Types of costs not covered . . . . . . . . . . . . . . . . . . . 2-3.1c Eligibility . . . . . . . . . . . . . . . . . . . . . . . 2-3.2 Coverage . . . . . . . . . . . . . . . . . . . . . . . . . 2-302a Exclusions . . . . . . . . . . . . . . . . . . 2-3.2b Allowable amount . . . . . . . . . . . . . . . . . 2-3.3 Advance of funds . . . . . . . . . . . . . . . . . . . 2-3.4 iv Page 95 95 95 95 95 95 96 96 96 96 97 97 97 98 98 98 98 99 99 99 101 101 101 101 103 103 103 103 103 DOE 1500.2A 6-7-89 Attachment VI-1 Page 55 TABLE OF CONTENTS CONTINUED PART 4. TRAVEL TO SEEK RESIDENCE QUARTERS Paragraph Page v Attachment VI-1 Page 56 DOE 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED Paragraph Page 113 113 114 114 115 115 115 117 117 117 117 117 117 117 118 118 118 118 118 119 119 119 119 120 121 121 121 121 vi DOE 1500.2A Attachment VI-1 6-7-89 Page 57 (and 58) TABLE OF CONTENTS CONTINUED Paragraph Page 2-6.3 122 2-6.3a 122 2-6.3b 123 2-6.3c 123 2-6.3d 124 2-6.4 124 2-6.5 124 Figure 2-6.3 Illustration of sample form, Employee 125 Application for Reimbursement of Expenses Incurred Upon Sale or Purchase (or both) of Residence Upon Change of Official Station vi.1 and vi.2 DOE 1500.2A Attachment VI-1 6-7-89 Page 59 TABLE OF CONTENTS CONTINUED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PART 7. TRANSPORTATION OF MOILE HOMES Paragraph Eligibility and Limitations . . . . . . . . . . . . . . . . . . . 2-7.1 Eligibility 2-7.la 6eographic Limitations . . . . . . . . . . . . . . . . . . . 2-7.lb Relationship to other allowances . . . . . . . .. . . . . . 2-7.lc Computation of distances . . . . . . . . . . . . . . . . . . . . . 2-7.2 Standard highway mileage . . . . . . . . . . . . . . . . . . . . 2-7.2a Islands involved 2-7.2b Unauthorized transportation Involved . . . . . . . . . . . . . . . . . 2-7.2c Computation of allowances . . . . . . . . . . . . . . . . . 2-7.3 Transportation by a commercial carrier . . . . . . . . . . . . 2-7.3a Tariff rates . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . 2-7.3a(1) Fees, tolls, and charges . . . . . . . . . . . . . . . . . . . . . . . 2-7.3a(2) Charges excluded . . . . . . . . . . . . .. . . . . . . .. . 2-7.3a(3) Transportation by private means . . . . . . .. . . . . 2-7.3b Mixed method of transportation . . . . . . . . . . . . . 2-7.3c Optional use of Government bill of lading .. . . . . . .. . .. . . . . . . . . . . . . . . 2-7.3d Limitation on allowances . . . . . . . . . . . . . . . . . 2-7.4 Advance of funds . . . . . . . . . . .. . . . . . . . . . . . . . 2-7.5 PART 8. TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD G00DS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT .. . . . . . . . . . .. . . . . . . . . . . . . . .. . .Applicability General limitations . . . . . . . . . . . . . . . . . . . . . . . . Maximum weight allowance . . . . . . . . . . . . . . . . . . . Professional books, papers, and

equipment . . .. . . . . . . . . . . . . . . . . . . . . . Determining the net weight . . . . . . . . . . . . . . . . . Uncrated shipments . . . . . . . . . . . . . . . . . . . . . . . . Crated shipments ......... . . . . . . . . . . .. Containerized shipments . . . . . . . . . . . . . . . . . . . . . Constructive weight . . . . . . . . . . . . . . . . . . Temporary storage time limit .. . . . . . . . . . . .. Origin and destination .... . . . . . . . . . . . . Loss and damage liablity .. . . . . .... . . . . . . . . . Transportation within the conterminous United States ... . . . . . . . . . . . . . . . . . . . . 2-8.1 2-8.2 2-8.2a 2-8.2a-1 2-8.2b 2-8e2b(l) 2-8.2b(2) 2-8.2b(3) 2-8.2b(4) 2-8.2c 2-8.2d 2-8.2e 2-8.3 Page 127 127 127 127 127 127 127 128 128 128 128 128 128 128 128 128 129 129 131 131 131 131 132 132 133 133 133 133 135 135 135 vii Attachment VI-1 Page 60 DOE 1500.2A 6 - 7 - 8 9 TABLE OF CONTENTS CONTINUED . . . . . .. . . . . . . . . . . . . The commuted rate system . . . . . . . . . . . . . . . . . Description. . . . . . . . . . . . . .... . . . .. Reimbursement . . . . . . . . . . . . . . . . . . . Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . Actual expense method . . . . . . . . . . . . . . . . . . . . . . Description . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . Agency responsibility ... . ... . . . . . . ... Allowable charges. . . . . . . . . . . . . . . . . . . . . . Multiple shipment procedures . . . . . . . . . . . . . Excess weight procedures . . . . . . . . . . . . . . . . . . . Use of commuted rate or actual expense method Considerations . . . . . . .. . . . . . . . . . . . . . . . . . . . Estimating costs . . . . . . . . . . . . . . . . . . . . . . . . . . Policy .. . . . . . . . . . . . . . . . . . .. . . . . . . Criteria for use of the actual expense method . . . . . . . . . . . . . . . . . . . . . . . . Individual transfers . . . . . . .. . . . . . . . . . . . . . Multiple transfers . .. . . . . . . . . . . . . . . . . . . Mass moves . . . . . . . . .. . . . . . . . . . . . . Unusual circumstances . . . . . . . . . . . . . . . . . . Transportation outside the conterminous United States . . . . . . . . . . . . .. . . . . . . . . . . . . Coverage . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . Weight limitation Allowable costs .... . . . . . . . . . . . . . . . . . . . Actual expense basis . . . .. . . . . . . . . . . . . . . Drayage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Lift vans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Valuation . . . . .. . . . . . . . . . . .. . . . . . . . . . . . . . Procedures applicable . . . . . . . . . . . . .. . . . . . Transportation and related services . . . . . . . . Use of Government bill of lading .. . . . . . . . . . . . Itemization of charges .. . . . . . . . . . . . . . . . Services in excess of those authorized . . . . . . . . . . . . . . . Means other than selected . . . . . . . . . . . . . . . Excess weight Excess valuation or insurance .. . . . . . . . . . Temporary storage . . . . . . . . . . . . . . . . . . . . . . . . Applicability . . . . . . . . . . . . . . Allowable expenses . . . . . . . . . . . . . . . . . . . . . . Paragraph 2-8.3a 2-8.3a(1) 2-8.3a(2} 2-8.3a(3) 2-8.3b 2-8.3b(1) 2-8.3b(2) 2-8.3b(3) 2-8.3b(4) 2-8.3b(5) 2-8.3c 2-8.3c(1) 2-8.3c(2) 2-8.3c(3) 2-8.3c(4) 2-8.3c(4)(a) 2-8.3c(4)(b) 2-8.3c(4)(c) 2-8.3c(4)(d)

. . . . . . . . . . . . . . . .. . . . 2-8.4 2-8.4a 2-8.4b 2-8.4c 2-8.4c(1) 2-8.4c(2) 2-8.4c(3) 2-8.4c(4) 2-8.4d 2-a.4d(1) 2-8.4d(2) 2-8.4d(3) 2-8.4e 2-8.4e(1) 2-8.4e(2) 2-8.4e(3) 2-8.5 2-8.5a 2-8.5b Page 135 135 137 137 137 137 137 137 137 138 138 138 138 138 138 138 139 139 139 140 140 140 140 140 140 140 140 140 140 140 141 141 141 141 141 141 141 141 . . . . . . . . . . . . . . . . . . . . . . . . viii DOE 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED Attachment VI-1 Page 61 Commuted rate system . . . . . . . . . . . . . . . . . . . Actual expense method . . . . . . . . . . . . . . . . . . . . . . Advance of funds . . . . . . . . . . . . . . . . . . . . . . . . . . Commuted rate system . . . . . . . . . . . . . . . . . . . . Overseas shipment. . . . . .. . . . . . . . . . . . . . . . . . Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . PART 9. ALLOWANCES FOR NONTEMPORARY STORA6E OF HOUSEHOLD GOODS Nontemporary storage during assignment to isolated locations in the conterminous United States . . . . . . . . . . . . . . . . . . Policy..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . Isolated official stations - criteria . . . . . . . . . . . Isolated official stations - designation . . . . . . . . Eligibility . . . . . . . . . . . . . Authorization . . . . . . . . . . . . . . . . . . . Allowable storage . . . . . . . . . . . . . . . . . . . . . . . . Place of storage . . . . . . . . . . . . . . . . . . . . Allowable costs . . . . . . . . . . . . . . . . . . . . . . Partial storage . . . . . . . . . . . . . . . . . . . . . . . . Changes in type of storage . . . . . . . . . . . . . . . Time limitations . . . . . . . . . . . . . . . . . . . . Nontemporary storage during assignment outside the conterminous United States . . . . . . . . . . . . . .. . . . . . . Eligibility .. . . . . . . . . . . . . .. . . . Authorization . . . . . . . . . . . . . . . . . . . . Allowable storage. . . . . . . . . . . . . . . . . . . . Place of storage . . . . . . . . . . . . . . . . . . . . . Allowable costs . . . . . . . . . . . . . . . . . . . . . . Partial storage . . . . . . . . . . . . . . . . . . . . . . . . . . Change in type of storage . . . . . . . . . . . . . . . . . . . . Time limitations . . . . . . . . . . . . . . . . . . . . . . . . . . Storage during school recess for Department of Defense overseas teachers . . . . . . . . . . . . Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Authorization and conditions . . . . . . . . . . . . . . . . . . . Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . Agreemen t . . . . . . . . . . . . . . . . . . . . . . Paragraph 2-8.5b( 1) 2-8.5b(2) 2-8.6 2-8.6a 2-8.6b 2-8.6c 2-9.1 2-9.1a 2-9.1b 2-9.1c 2-9.1d 2-9. 1e 2-9.1f 2-9.1f(1) 2-9.1f(2) 2-9.1f(3) 2-9.1f(4) 2-9.1g 2-9.2 2-9.2a 2-9.2b 2-9.2c 2-9.2c(1) 2-9.2c(2) 2-9.2c(3) 2-9.2c(4) 2-9.2d 2-9.3 2-9.3a 2-9.3b 2-9.3c 2-9.3c(1) 2-9.3c(2) Page 141 141 142 142 142 142 143 143 143 143 143 144 144 144 144 144 144 144 144 144 145 145 145 145 145 145 145 146 146 146 146 146 146 ix DOE 1500.2A 6-7-89 Attachment VI-1 Page 62 TABLE OF CONTENTS CONTINUED Forfeited entitlements .. . . . . . . . . .. . .... 2-9.3c(3) Allowable storage . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.3d Place of storage . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.3d(1) Allowable costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.3d(2) Weight limitations . . . . . . . . . . . . . . . . . . . . . . 2-9.3d(3)

Time limitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.3e Breach of agreement . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.3f Advance of funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9.4 PART 10. ALLOWANCES FOR TRANSPORTATION AND EMERGENCY STORA6E Of PRIVATELY OWNED VEHICLES . . . . . . . . . . . . Applicability . . . . . . .. . .. . . . . . . .. . . Privately owned motor vehicles . . . . . . . . . . . . . Definitions .. . . . . . . . . . . . ... Restriction on vehicles types . . . . . . . . . . . . . . . . . . . Transportation under this part . . . . . . . . . . . . . . . . Eligibility .. . . . . . . . . . .. . . . . . . . . . . . Official station outside the conterminous United States . . . . . . . . . . . . . . . . . . . . Compliance with general conditions Agency determination required Allowable transportation . . . . . . . . . . . . . . . . . . . . . . To official station upon assignment . . . . . . . . . . . . . . Return from official station after assignment . . . . . . . . . . . . . . . . . . . . . . . . Delayed return . . . . . . . . . . . . . . . . . . . . . . Interim transportation at personal expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Failure to canplete tour . . . . . . . . . . . . . . . . . . . . . . . Change in conditions while at official station . . . . . . . . . . . . . . . . . . . . . . . When privately owned vehicle becomes necessary . . . . . . . . . . . . . . . . . . . . . . . .. When privately owned vehicle becomes unnecessary . . . . . . . . . . . . . . . . . . . . . . . . Replacement vehicle . . . . . . . . . . . . . . . . . . . . . . . . . . . Emergency replacements . . . . . . . . . . . . . . . . . . . . . . . .. . Other replacements . . . . . . . . . . . . . . . . . . . . . . . . Allowable expenses . . . . . . . . . . . . . . . . . . . . . . . . . Authorized destination outside conterminous United States . . . . . . . . . . . . . Alternate origins and destinations . . . . . . . . . . .. . . . . When it is feasible to drive a vehicle . . . . . . . . . . . 2-1O.1 2-10.1a 2-10.1a(1) 2-10.1a(2) 2-10.1b 2-10.2 2-10.2a 2-10.2b 2-10.2c 2-10.3 2-10.3a 2-10.3b 2-10.3c 2-10.3c(1) 2-10.3c(2) 2-10.3d 2-10.3d(l) 2-10.3d(2) 2-10.3e 2-10.3e(l) 2-l0.3e(2) 2-10.4 2-10.4a 2-10.4b 2-10.4c Page 146 146 146 146 146 146 147 147 149 149 149 149 149 149 149 149 150 150 150 151 151 151 151 152 152 152 152 152 152 153 153 153 153 x DOE 1500.2A 6-7-89 TABLE OF CONTENTS CONTINUED Attachment VI-1 Page 63 Commercial transportation and incidental charges. ... . . . . . . . . . . . . . . . . . . . . . . . Size limit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Limitations in special circumstances . . . . . . . . . Shipment of assembled new vehicle. . . . . . . . Shipment of unassembled new vehicle . . . . . . . . . When shipment from factory is authorized . . . . Government and commercial means . . . . . . . . Emergency storage . . . . . . . . . ....... Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Place of storage . . . . . . . . . . . . . . . . . . .. . Allowable expenses . . . . . . . . . . . . . . . . . . . Advance of fends . . . . . . . . . . . . . . . . . . . . . PART 11. RELOCATION INCOME Authority . . . . . . . . . . . . . . . . . . . . Coverage . . . . . . .. . . . . . . . . . . ... Eligible employees . . . . . . . . . . . . . . . Individuals not covered . . . . . . . . . . . . .

. . . . . . . Paragraph 2-10.4d 2-10.4e 2-10.4f 2-10.4f(1) 2-10.4f(2) 2-10.4f(3) 2-10.4g 2-10.5 2-10.5a 2-10.5b 2-10.5c 2-10.6 TAX (RIT) ALLOWANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . Types of moving expenses or allowances covered and general limitations.. . . . . . . . . . . En route travel .. . . . . . . . . . . . . . Household goods shipment . . . . . . . . . . . . . . . . . . . . . Contemporary storage expenses . . . . . . . . . . . . . . . . Mobile home movement. . . . . . . . . . . . . . . . . . . . . . . . . Househunting. . . . .. . . . . . . . . . . . Temporary quarters . . . . . . . . . . . . . ... Real estate expenses . . . . . . . . . . . . . . Miscellaneous expense allowance . . . . . . . . . . . . . . Relocation Services For employees transferred on or after November 14, 1983, through October 11, 1984 For employees transferred on or after October 12, 1984 . . . . . . . . . . . . . . . . . Exclusions from coverage . . . . . . . . . . . . . . . . . . . . . . Definitions and discussion of terms . . . . . . . . . . . State income tax . . . . . . . . . . . . . . . . . . . . . . . . Local income tax . . . . . . . . . . . . . . . . . . . . . . . . . Covered moving expense reimbursements . . . . . . . . . . . . . . . . . . . . or covered reimbursements . . . . . . . . Covered taxable reimbursements. . . . . Year 1 or reimbursement year . . . . . . . Year 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Federal withholding tax rate (FWTR) xi . . . . . . . . . . . . . . . . ......... ......... ......... 2-11.1 2-11.2 2-11.2a 2-11.2b 2-11.3 2-11.3a 2-11.3b 2-11.3c 2-11.3d 2-11.3e 2-11.3f 2-11.3g 2-11.3h 2-11.3i 2-11.3i(l) 2-11.3i(2) 2-11.4 2-11.5 2-11.5a 2-11.5b 2-11.5c 2-11.5d 2-11.5e 2-11.5f 2-11.5g Page 153 153 154 154 154 154 154 154 154 155 155 155 157 157 157 157 157 158 158 158 158 158 153 158 158 158 159 159 159 160 160 160 161 161 161 161 162 Attachment VI-1 Page 64 TABLE OF CONTENTS CONTINUED DOE 1500.2A 6-7-89 Paragraph Page . . . .. . . . . . . . . .. . . . ... . . . . . . . . . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . Earned income . . . . . . . . . . . . . . . . . . . . . . . . 2-11.5h 162 Marginal tax rate (MTR) . . . . . . . . . . . 2-11.5i 162 Combined marginal tax rate (CMTR) 2-11.5j 162 Gross-up . . . . . . . . . . . . . . . . . . . . . . 2-11.5k 162 Gross-up formulas 2-11.5l 162 RIT allowance . . . . . . . . . . . . . . . . . . . . . . 2-ll.5m 162 Withholding tax allowance (WTA) 2-11.5n 163 Procedures in general 2-11.6 163 Procedures for determining WTA in Year 1 . . . . . . 2-11.7 164 General rules . . . . . . . . . . . . . . . . . . . . . . 2-11.7a 164 Determination of amount of reimbursement subject to withholding . . . . . . . . . . . . . . . . . . . . . 2-11.7b 164 Determination of Federal withholding tax rate (FWTR) 2-11.7c 165 Calculation of the WTA 2-11.7d 165 WTA payment and employee agreement for repayment . . . . . . . . . . . . . . . . . . . 2-11.7e 165 Determination of employee’s withholding tax on WTA . . . . . . . . . . . . . . . . . 2-11.7f 166 End of year reporting . . . . . . . . . . . . . . . . 2-11.7g 166 Rules and procedures for determining the RIT allowance in Year 2 . . . . . . . . 2-11.8 166

Summary/overview of procedures . . . . . . . . . . . . . . . 2-11.8a 166 General rules and assumptions . . . . . . . . . . . . . . . . 2-11.8b 166 Determination of covered taxable.reimbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.8c 168 Determination of income level and filing status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.8d 170 Determination of the CMTR’s . . . . . . . . . . . . . . . . . . 2-11.8e 170 Federal marginal tax rates . . . . . . . . . . . . . . . . . . 2-11.8e(l) 170 State marginal tax rate. . . . . . . . . . .. 2-11.8e(2) 171 Local marginal tax rate . . . . . . . . . . . . . . . . . . . . . 2-11.8e(3) 173 Calculation of the CMTR’s . . . . . . . . . . . . . . . . . . . 2-11.8e(4) 173 Calculation of the CMTR for Year 1 . . . . . . . . . 2-11.8e(4)(a) 174 Federal, State and local taxes incurred. . . 2-11.8e(4)(a)(i) 174 Federal and State income tax only . . . . . . . . . 2-11.8e(4)(a)(ii) 174 Federal and local income tax only . . . . . . . . . . . 2-11.8e(4)(a)(iii) 174 Calculation of the CMTR for Year 2 . . . . . . . . . 2-11.8e(4)(b) 175 Determination of the RIT allowance . . . . . . . . . . . 2-11.8f 175 Determination of the net payment due employee in Year 2 . . . . . . . . . . . . 2-11.8g 176 Summary example . . . . . . . . . . . . . . 2-11.8h 176 Responsibilities . . . . . . . .. . . . . .. . 2-11.9 177 Agency. . 2-11.9a 177. . . . . . . . . . . . . . . . . . . . Employee . . . . . . . . . . . . .... . . . . . . . . . . . 2-11.9b 177 xii DOE 1500.2A 6-7-89 Attachment VI-1 Page 65 . . . . . . . . . . . . TABLE OF CONTENTS CONTINUED Paragraph Claims for payment and supporting documentation and verification . . . . . . . . . . . . . 2-11.10 Claims forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.10a Supporting documentation/verification. . . . . . . . 2-ll.lOb Fraudulent claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.1Oc Violation of service agreement 2-11.11 Advance of funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.12 Source references . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11.13 . Figure 2-11.8a. Illustration of Example for Calculation of Covered taxable Reimbursements in Year 2 Figure 2-11.8b. Summary Example of RIT Allowance Procedures Appendix Appendix Appendix 2-11.A. 2-11.B. 2-11.C. Federal Tax Table for RIT Allowance State Tax Table for RIT Allowance Federal Tax Table for RIT Allowance- Year 2 PART 12. USE OF RELOCATION SERVICE COMPANIES Authority . . . . . . . . . . . . . . . . . . Policy . . . . . . . . . . . . . . . . . . . Agency responsibilities . . . . . . . . . . . . General conditions and limitations for eligibility . . . . . . . . . . . . . . . Employees covered . . . . . . . . . . . . . Persons excluded from coverage . . . . . . . . . . . . . . . Procedural requirements and controls . . . . . . . . Employee option . . . . . . . . . . . . . . . . . . . Dual benefit prohibited . . . . . . . . . . . . . . Service agreements . . . . . . . . . . . . . . . . Ineligible individuals . . . . . . . . . . . . . . 2-12.1 2-12.2 2-12.3 2-12.4 2-12.4a 2-12.4b 2-12.5 2-12.5a 2-12.5b 2-12.5c 2-12.5d Page 177 177 179 179 180 180 180 181 183 185 193 209 211 211 211 211 211 211 212 212 212 212 212 xiii Attachment VI-1 Page 66 TABLE OF CONTENTS CONTINUED Paragraph DOE l5OO.2A 6-7-89

Form and scope of relocation service contracts. . . . . . . . . . . . . . . . . . . . . . . . . . 2-12.6 General considerations . . . . . . . . . . . . . . . . . . . . . . . 2-12.6a Requirements that contracts not violate regulatory or statutory provisions. . . . . . . . 2-12.6b Advantages of flat-fee contacts . . . . . . . . . . . . . 2-12.6c Income tax consequences of using relocation companies . . . . . . . . . . . . . . . . . . . . . . . 2-12.7 Appendix 2-A. * * * Page 212 212 213 214 214 xiv DOE 1500.2A Attachment VI-1 6-7-89 Page 67 May 9, 1986 FPMR 101-7 (Effective: May 30, 1986) GSA Bulletin FPMR A-40, Supp. 20 CHAPTER 2. RELOCATION ALLOWANCES PART 1. APPLICABILITY AND GENERAL RULES 2-1.1. Authority. These regulations are Issued pursuant and 20 U.S.C. 905 (a). to 5 U.S.C. 5721-5734 2-1.2. Applicability. a. Persons covered. Except as otherwise provided in these regulations, the following persons are covered: (1) Civilian officers and employees upon transfer from one official station or agency to another for permanent duty. (1-a) Civilian officers and employees of the United States Postal Service transferred under 39 U.S.C. 1006 from the Postal Service to an agency as defined In 5 U.S.C. 5721 for permanent duty. (2) Civilian officers and employees assigned to posts of duty outside the conterminous United States in connection with overseas tour renewal agreement travel and upon return to places of residence for the purpose of separation. (3) New appointees to any positions outside the conterminous United States; and new appointees to positions within the United States for which the Office of Personnel Management has determined that a personnel shortage exists. (4) Student trainees assigned upon completion of collqe work to positions within the United States for which the Office of Personnel Management has determined that a personnel shortage exists. (5) Department of Defense overseas dependents school system teachers. (6) New appointees to the Senior Executive Service; and certain Presidential appointees. b. Persons excluded. These regulations shall not apply to: (1) Officers and employees transferred in accordance with the provisions of the Foreign Service Act of 1980, as amended. (2) Officers and employees transferred in accordance with the provisions of the Central Intelligence Agency Act of 1949, as amended. (3) Persons whose pay and allowances are prescribed under 37 U.S.C., "Pay and Allowances of the Uniformed Services." (4) Personnel of the Veterans Administration to whom the provisions of 38 U.S.C. 235 apply. 2-1 CH 2-1.1 Attachment VI-1 Page 68 DOE 1500.2A 6-7-89 FPMR 101-7 March 13, 1984 6SA Bulletin FPMR A-40, Supp. 10 (Effective: November 14, 1983) 2-1.3. General provisions. Travel covered. When change of official station or other action described below is authorized or approved by such official or officials as the head of the agency may designate, travel and transportation expenses and applicable allowances as provided herein (see applicability and exclusions in pertinent sections) are payable in the case of: (1) An employee transferring from one official station to another for permanent duty, Provided that: the transfer is in the interestof the Government and is not primarily for the convenience or benefit of the employee or at his/her request; the transfer is to a new official station which is at least 10 miles distant from the old official station; and, in the case of a relatively short distance relocation, a determination of eligibility is made under the provisions of 2-1.5b(1);

(2) New appointees relocating from their places of actual residence at the time of appointment for permanent duty to official stations outside the conterminous United States; (3) New appointees, as provided in 2-1.5f, relocating from their places of actual residence at the time of appointment for permanent duty to official stations within the United States; (4) Eligible employees outside the conterminous United States itraveling in connect on with overseas tour renewal agreement travel; and (5) Eligible employees returning from posts of duty outside the conterminous United States to places of actual residence for separation as provided in 2-1.5g. in 5 U.S.C. 5724(j) (Pub. L. 98-151, November 14, 1983, "...the reassignment b. Reasonable advance notice of reassignment or transfer. As provided or transfer of any employee, for permanent duty, from one official station or agency to another which is outside the employee’s commuting area shall take effect only after the employee has been given advance notice for a reasonable period. Emergency circumstances shall be taken into account in determining whether the period of advance notice is reasonable.” Agencies shall give as much advance notice as possible to enable the employee to begin the arrangements necessary when relocating family and residence. However, see 2-1.5b governing payment of travel and transportation expenses and applicable allowances when short distances are involved. A reasonable period of advance notice should not be less than 30 days except when (1) the employee and both the losing and gaining agencies agree on a lesser period; (2) other statutory authority and implementing regulations stipulate a lesser period (see Office of Personnel Management regulations for specified timeframes); or (3) emergency circumstances prevail. CH 2-1.3 2-2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 69 January 28, 1985 FPMR 101-7 (Effective: October 12, 1984) GSA Bulletin FPMR A-40, Supp. 13 c. Travel authorization. When it is determined that a relocation will be authorized at Government expense, a written travel authorization shall be issued to the new appointee or employee prior to reporting to the first or new official station. The agency should advise the employee, or individual selected for appointment, not to incur relocation expenses in anticipation of a relocation until he/she has received written notification. The travel authorization shall indicate the specific allowances which are authorized as provided in these regulations and provide instructions on the Federal procedures for procurement of travel and transportation services. The guidelines in 1-1.5 on issuance of travel authorizations shall be followed. See also 2-1.5f(2) for procedural requirements applicable to new appointees. d. Applicable provisions for reimbursement purposes. Because of successive changes to the provisions of these regulations governing relocation allowances and the extended period of time that employees retain eligibility for certain allowances (see 2-1.5a(2) and 2-6.1e), the reimbursement maximums or limitations applicable to certain allowances will not be the same for all employees even though claims may be filed within the same timeframe. The provisions of these regulations in effect on the employee’s or new appointee’s effective date of transfer or appointment (see 2-1.4j) shall be used for payment or reimbursement purposes. A summary of the allowance levels in effect on specific dates is provided in appendix 2-A for reference purposes.

2-1.4. Definitions. As used in these regulations, and unless otherwise specifically provided in these regulations, the following definitions apply: a. Conterminous United States. The 48 contiguous States and the District of Columbia. a-1. United States. The 50 States and the District of Columbia. The terms "United States” and “the 50 States and the District of Columbia’ are used interchangeably throughout chapter 2 of the Federal Travel Regulations (FTR). A civilian officer or employee of an agency as defined herein. The term also includes new appointees to permanent positions outside the conterminous United States and to positions described in 2-1.5f(1). b. Employee. c. Agency. For purposes of this chapter 2, “agency” means: (1) An ‘Executive agency” as defined in 5 U.S.C. 105 (an executive department, an independent establishment, the General Accounting Office, or a wholly owned Government corporation as defined in section 101 of the Government Corporation Control Act, as amended, but excluding a Government controlled corporation); 2-2.1 CH 2-1.3c Attachment VI-1 Page 70 DOE 1500.2A 6-7-89 Jan 28,1985 (Effective: October 12, 1984) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 13 (2) A military department; (3) A court of the United States; (4) The Administrative Office of the United States Courts; (5) The Federal Judicial Center; (6) The Library of Congress; CH 2-1.4c(2) 2-2.2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 71 August 23, 1982 (Effective: October 1, 1982)- - FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 (7) The United States Botanic Garden; (8) The Government Printing Office; and (9) The District of Columbia. d. Immediate family. (1) Any of the following named members of the employee’s household at the time he/she reports for duty at the new permanent duty station or performs authorized or approved overseas tour renewal agreement travel or separation travel: (a) Spouse; (b) Children of the employee or employee’s spouse who are unmarried and under 21 years of age or who$ regardless of age, are physically or mentally incapable of self-support. (The term “children” shall include natural offspring; stepchildren; adopted children; grandchildren, legal minor wards, or other dependent children who are under legal guardianship of the employee or employee’s spouse; and a child born after the employee’s effective date of transfer when the travel of the employee’s expectant spouse to the new official station is prevented at the time of the transfer because of advanced stage of pregnancy, or other reasons acceptable to the agency concerned, e.g., awaiting completion of the school year by other children.) (c) Dependent parents ( including step- and legally adoptive parents) of the employee or employee’s spouse (See (2), below, for dependent status criteria.); and (d) Dependent brothers and sisters (including step- and legally adoptive brothers and sisters) of the employee or employee’s spouse who are unmarried and under 21 years of age or who, regardless of age, are physically or mentally incapable of self-support. (See (2), below. for dependent status criteria.) (2) Generally, the individuals named in 2-1.4d(l)(c) and (d) shall be considered dependents of the employee if they receive at least 51 percent of their support from the employee or employee’s spouse; however, this percentage of support criteria shall not be the decisive factor in all cases. These individuals may also be considered dependents for the purposes of this chapter if they are members of the employee’s household and, in addition to their own income, receive support (less than 51 percent) from the employee or employee’s spouse without which they would be unable to maintain a reasonable standard of living.

e. Temporary storage. Storage of household goods for a limited period of time at origin, destination, or en route in connection with transportation to, from, or between official stations or posts of duty or authorized alternate points. 2-3 CH 2-1.4c(7) Attachment VI-1 Page 72 DOE 1500.2A 6-7-89 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 August 23, 1982 (Effective: October 1, 1982) f. Nontemporary storage. Storage of household goods while an employee is assigned to or IS at an off icial station or post of duty to which he/she will not or cannot transport such household goods. 9. Mobile home. All types of house trailers and mobile dwellings constructed for use as residences and designed to be moved overland, either by being self-propelled or towed. h. Household goods. All personal property associated with the home and all personal effects belonging to an employee and the immediate family when shipment or storage begins, which can be legally accepted and transported as household goods by an authorized commercial carrier (see advisory note below) in accordance with the rules and regulations established or approved by an appropriate Federal or State regulatory authority, except the items listed in (1) through (4), below. Snowmobiles and vehicles with ‘two or three wheels, e.g., motorcycles, mopeds, and golf carts, may be shipped as household goods. (1) Automobiles, trucks, vans and similar motor vehicles; boats; airplanes; mobile homes; camper trailers; and farming vehicles; (2) Live animals, birds, fowls, and reptiles; (3) Cordwood and building materials; and (4) Property for resale, disposal, or commercial use rather than for use by the employee or the immediate family. Note. --Generally carriers’ tariffs prohibit household goods carriers from accepting the articles listed below for shipment. Agencies are advised to consult applicable tariffs or to contact the carrier involved if problems arise concerning shipment of the following prohibited articles: a. Property liable to impregnate or otherwise damage equipment or other property (e.g., hazardous articles including explosives, flammable and corrosive materials, poisons, etc.); b. Articles which cannot be taken from the premises without damage to the article or the premises; c. Perishable articles including frozen foods, articles requiring refrigeration, or perishable plants unless: (1) Shipment is to be transported not more than 150 miles and/or delivery accomplished within 24 hours from the time of loading; (2) No storage of shipment is required; and (3) No preliminary or enroute servicing or watering or other preservative method is required of the carrier. CH 2-1.4f 2-4 DOE 1500.2A 6-7-89 Attachment VI-1 Page 73 (and 74) August 23, 1982 FPMR 101-7 (Effective: October 1, 1982) GSA Bulletin FPMR A-40, Supp. 4 Items which are irreplaceable or are of extreme value or sentiment are not provided special security even though extra-value insurance may be purchased. Employees and their immediate families are advised to personally transport these types of items.

i. Official station or post of duty. The building or other place where the officer or employee regularly reports for duty. (For eligibility for change of station allowances, see 2-1.3 and 2-1.5b.) With respect to entitlement under these regulations relating to the residence and the household goods and personal effects of an employee, official station or post of duty also means the residence or other quarters from which the employee regularly commutes to and from work. However, where the official station or post of duty is in a remote area where adequate family housing is not available within reasonable daily commuting distance, residence includes the dwelling where the family of the employee resides or will reside, but only if such residence reasonably relates to the official station as determined by an appropriate administrative official. j. Effective date of transfer or appointment. The date on which an employee or new appointee reports for duty at his/her new or first official station. 2-1.5. Eligibility and conditions. a. General requirements. (1) Service agreements. (a) Transfers within the conterminous United States and appointments and assignments of new appointees and student trainees to certain positions within the 50 s tates and the District of Columbia. In connection with the transfer of employees between official stations within the conterminous United States, expenses for travel, transportation, moving and/or storage of household goods, and allowances as provided in these regulations shall not be allowed unless and until the employee selected for such transfer agrees in writing to remain in the service of the Government for 12 months following the 2-4.1 and 2-4.2 CH 2-1.4i DOE 1500.2A 6-7-89 Attachment VI-1 Page 75 September 28, 1981 (Effective: November 1, 1981) effective date of transfer, unless separated for FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 reasons beyond his/her control and unless acceptable to the agency concerned. In case of a violation of such an agreement, including failure to effect the transfer, any funds expended by the United States for such travel, transportation, and allowances shall be recoverable from the individual concerned as a debt due the United States. Such an agreement also is required from certain new appointees and student trainees appointed or assigned to positions in the 50 States and the District of Columbia (2-1.5f). A signed agreement for 12 months’ service shall be required in connection with each permanent change of station.

(b) Transfers, appointments, and separatisms involving posts of duty outside the conterminous United States. The expenses of travel, transportation, moving and/or storage of household goods, and applicable allowances as provided in these regulations in connection with the transfer or appointment of employees to posts of duty outside the counterminous United States, or between posts located in (i) separate countries, (ii) separate areas of the United States located outside the counterminous United States (e.g., Alaska, Hawaii, the Commonwealth of Puerto Rico), or (iii) any combination of the above, shall not be allowed unless and until the employee selected for such transfer or appointment agrees in writing to remain in the service of the Government for 12 months following the effective date of the transfer or appointment (or for 1 school year for Department of Defense overseas dependents school system teachers as determined under Chapter 25 of title 20 of the United States Code (U. S. C.) ), unless separated for reasons beyond his/her control and acceptable to the agency concerned. In case of a violation of such an agreement, including failure to effect the transfer, any funds expended by the United States for such travel, transportation, and allowances shall be recoverable from the individual concerned as a debt due the United States. Except as precluded by these regulations upon separation f ran service the expenses for return travel, transportation, roving, and/or storage of household goods shall be allowed whether the separation is for the purposes of the Government or for personal convenience. However, such expenses shall not be allowed unless the employee transferred or appointed to posts of duty outside the counterminous United States shall have served for a minimum period of not less than 1 nor more than 3 years prescribed in advance by the head of the agency (or for 1 SChool year for Department of Defense overseas dependents school system teachers as determined under Chapter 25 of 20 U. S. C.) or unless separation is for reasons beyond the control of the individual and acceptable to the agency concerned. In addition, the head of the agency shall consider requiring a service agreement in connection with the transfer of employees not otherwise covered by this part; the agreement shall provide that in determining any employee indebtedness for violation of such agreement, credit shall be given to the extent of any unused entitlements he/she may have earned for return travel and transportation to his/her place of actual residence for separation. (c) Employee liabili ty for each agreement. The agreement to remain in the service of the Government for 12 months following date of transfer is not voided by a subsequent ‘transfer whether transfer is at the employee's request or in the interest of the the effective s u b s e q u e n t Government, nor 2-5 CH 2-1.5a(1) (a) Attachment VI-1 page 76 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 DOE 1500.2A 6-7-89 August 23, 1982 (Effective: October 1, 1982) is such agreement voided by another service agreement made in connection with a second transfer. The liability of the employee for any funds expended by the United States for his/her travel, transportation, and relocation allowances is a separate liability for each service agreement. The liability in each instance is effective for the full 12-month period in connection with the transfer for which the service agreement was made.

(2) Time limits for beginninq travel and transportation. All travel, including that for the immediate family, and transportation, including that for household goods allowed under these regulations, shall be accomplished as soon as possible. The maximum time for beginning allowable travel and transportation shall not exceed 2 years from the effective date of the employee’s transfer or appointment, except that: (a) The 2-year period is exclusive of the time spent on furlough for an employee who begins active military service before the expiration of such period and who is furloughed for the duration of his/her assignment to the post of duty for which transportation and travel expenses are allowed; (b) The 2-year period does not include any time during which travel and transportation is not feasible due to shipping restrictions for an employee who is transferred or appointed to or from a post of duty outside the conterminous United States; and (c) The 2-year period shall be extended for an additional period of time not to exceed 1 year when the 2-year time limitation for completion of residence transactions is extended under 2-6.1e. NOTE .--Time limitations pertaining to residence transactions are in 2-6.1e and those pertaining to beginning occupancy of temporary quarters are in 2-5.2e. b. Short distance involved. (1) Transfers. When the change of official station involves a short distance within the same general local or metropolitan area, the travel and transportation expenses and applicable allowances in connection with the employee’s relocation of his/her residence shall be authorized only when the agency determines that the relocation was incident to the change of official station. Such determination shall take into consideration such factors as commuting time and distance between the employee’s residence at the time of notification of transfer and his/her old and new posts of duty as well as the commuting time and distance between a proposed new residence and the new post of duty. Ordinarily, a relocation of residence shall not be considered as incident to a change of official station unless the one-way commuting distance from the old residence to the new official station is at least 10 miles greater than from the old residence to the old official station. Even then, circumstances surrounding a particular case (e.g., relative commuting time) may suggest that the move of residence was not incident to the change of official station. CH 2-1.5a(1)(c) 2-6 DOE 1500.2A 6-7-89 Attachment VI-1 Page 77 September 28, 1981 (2) A p p o i n t m e n t s . and (Effective: November 1, 1981) FPMR 101-7 GA Bulletin FPMR A-40, r e s i d e n c e Regarding new appointees, as provided in wholse place of actual at the time of selection for appointment first duty station are located in the same general local or metropolitan and who relocate their places of residence as a result of the appointment, the travel and transportation expenses as provided in 2-1.5f shall be authorized only when the agency determines that the relocation of residence was incident to the appointment. To the extent appicable the principles prescribed for transferred employees shall be considered in making this determination. Supp. 1 2-1.5f, area

c. Two family members employed. Except as provided in 2-1.5h(3)(a), if two or more members of an immediate family are entitled to allowances under these regulations as Government employees incident to movements between official stations, their old and new stations, respectively, being located close together , the allowances authorized in the regulations will apply only to one member; the other is eligible as a family member only. The same limitations apply to new appointees, overseas employees returning to places of actual residence for separation, and combinations of employees otherwise eligible. d. Reduction in force involved. (1) Impending separation. When an employee is assigned to a new official station after having been notified of involuntary separation not for cause but incident to the reduction, cessation, or transfer of the work at the station where he/she was employed, the transfer of the employee is deemed to be in the interest of the Government unless there is an affirmative administrative determination that the transfer is primarily for the employee's convenience or benefit. (2) Reemployment after separation. A former employee separated by reason of reduction in force or transfer of function who within 1 year of the date of separation is reemployed by an agency for a nontemporary appointment effective on or after July 21, 1966, at a different permanent duty station from that where the separation occurred, may be allowed and paid the expenses and other allowances (excluding nontemporary storage when assigned to an isolated permanent duty station within the conterminous United States) in the same manner as though he/she had been transferred in the interest of the Government to the permanent duty station where reemployed, f ran the rmanent duty station where separated, without a break in service, and subjectpe to the eligibility limitations as prescribed in these regulations. e. New appointees. (1) Coverage. individuals appointed after (a) Persons. New appointee includes not only when first appointed to Government service but also individuals a break in service except that employees separated as a result of reduction in force or transfer of function may be treated as transferees instead of new appointees under the conditions set out in 2-1.5d. 2-7 CH 2-1.5b(2) Attachment VI-1 Page 78 DOE 1500.2A 6-7-89 FPMR 101-7 January 28, 1985 GSA Bulletin FPMR A-40, Supp. 13 (Effective: October 12, 1984) (b) Situations. Normally the cost which a new appointee incurs for travel and moving his/her residence to the first official station may not be paid by the Government. The provisions of 2-1.5f and 2-1.5g cover situations in which authority has been provided for the Government to pay certain costs incident to such moves. (2) Agency responsibility. Because new appointees usually lack experience in Government procedures, each agency shall adopt special measures to provide full Information to new appointees concerning the benefits which may be available to them for travel and transportation Involved in reporting to their official stations. Special care shall be taken to Inform appointees of the limitations on available benefits and to prevent any misinformation from being given to appointees who are not eligible for payment of travel and transportation costs. f. Shortage-cateqory appointees, student trainees, Senior Executive Service appointees, and certain Presidential appointees.

(1) Coverage. New appointees listed below are eligible for only those travel and transportation expenses as specified in (3) and (4), below. (a) Shortaqe-category appointees. The Office of Personnel Management is responsible for the designation of positions that are in the personnel shortage category. Persons appointed to these positions are eligible for travel and transportation to their first official stations at Government expense. (b) Student trainees. When student trainees, after a period of leave without pay during which they completed college work, are assigned as professional employees to positions in a personnel shortage category (as designated by the Office of Personnel Management), they are eligible for travel and transportation to their places of assignment at Government expense unless they have received a prior payment as indicated in 2-1.5f(2)(c). (c) Special statutory provisions. Appointments under any law in effecton August 25, 1960 (effective date of Pub. L. 86-587 pertaining to manpower shortage-category appointees), which authorized payment of travel and transportation expenses of appointees by the Government, are not affected by the provisions herein. The limitations of the act involved and the regulations issued thereunder, but not these regulations, are applicable to such cases. (d) Senior Executive Service (SES) appointees. New appointees to positions in the Senior Executive Service are eligible for travel and transportation to their first official stations at Government expense. (e) Presidential appointees. Any person appointed by the President to a position for which the rate of pay iS equal to or higher than the minimum rate of pay prescribed for GS-16 iS eligible for travel and CH 2-1.5e(1)(b) 2-8 DOE 1500.2A Attachment VI-1 6-7-89 Page 79 January 28, 1985 FPMR 101-7 (Effect ive: October 12, 1984 ) GSA 8ulletin FPMR A-40, Supp. 13 transportation to his/her first official station at Government expense provided that the effective date of appointment (see 2-1.4j) is on or after October 12, 1984. A Presidential appointee to a similar position whose effective date of appointment was on or after November 14, 1983 through October 11, 1984, is also eligible for travel and transportation to his/her first-official station provided that the appointment is by and with the advice and consent of the Senate. (2) Procedural requirements. (a) Agreement. No payment for otherwise allowable expenses or for an advance of funds shall be made unless the appointee or student trainee has signed the agreement appropriate in his/her case as provided in 2-1.5a(1). (b) Travel before appointment. Authorized expenses may be paid even though the individual concerned has not been appointed at the time travel to the first official station is performed. such expenses does not vest by virtue of selection authorization for travel as provided in 2-1.3c but appointment of the individual concerned (see Comp. June 28, 1982). However, entitlement to for the position or vests only upon actual Gen. decision 6-206048, (c) Prior payment. A student trainee may not receive payments authorized in 2-1.5f(1)(b) at the time of his/she assignment if the expenses of travel and transportation were paid at the time he/she was appointed as a student trainee. (3) Allowable expenses. Items of reimbursement listed below are payable under the conditions prescribed in the part of this regulation governing the allowance in question. Note particularly that not all of the listed items will be applicable in each situation covered by this part.

(a) Travel expenses including per diem for the appointee or student trainee as set forth in 2-2.1; (b) Transportation for immediate family of appointee or student trainee as set forth in 2-2.2a; (c) Mileage if privately owned vehicle is used in travel as set forth in 2-2.3; (d) Transportation and temporary storage of household goods as set forth in 2-8; (e) Contemporary storage of household goods if appointed to an isolated location as set forth in 2-9.1; and (f) Transportation of mobile homes as set forth in 2-7. 2-9 CH 2-1.5f(1)(e) Attachment VI-1 DOE 1500.2A Page 80 6-7-89 FPMR 101-7 January 28, 1985 GSA Bulletin FPMR A-40, Supp. 13 (Effective: November 14, 1983) (4) Expenses not allowable. Items of expense not listed in (3), above, which are authorized for reimbursement In case of transfers under these regulations; for example, per diem for family, cost of house-hunting trip, subsistence while occupying temporary quarters, miscellaneous expense allowance, residence sale and purchase expenses, lease-breaking expenses, and relocation services are NOT allowable to appointees and student trainees eligible under 2-1.5f. (5) Alternate origin and destination. The limit on travel and transportation expenses in the individual case is the cost of direct travel or transportation as allowable between the Individual’s place of residence at the time of selection or assignment and the official station to which he/she Is appointed or assigned; however, travel and transportation may be from and/or to other locations if the new appointee or student trainee pays any excess cost involved in such alternate travel or transportation. (6) Advance of funds.’ An advance of funds for expenses allowable under 2-1.5f maybe made to appointees and student trainees under the procedures prescribed in 2-1.6a and the part governing the allowance being considered. g. Overseas assignment and return. (1) Transferees. Employees transferred to, from, and between official stations outside the conterminous United States are eligible for many of the benefits provided by these regulations, and employees transferred to such stations are eligible for return transportation under the conditions and limitations continued in 2-1.5g(3) through (6). Specific eligibility provisions and applicable limitations are contained in the parts of these regulations relating to the benefits provided. (2) New appointees. (a) Residence at time of appointment. A new appointee to a position outside the conterminous United States is eligible for certain travel and transportation benefits under these regulations if-his/her residence at the time of appointment is in an area other than the area in which his/her official station is located. Under this rule “area” means a foreign country, the conterminous United States, Alaska, Hawaii, the Commonwealth of Puerto Rico, or a territory or possession of the United States. (b) Allowable expenses. Allowances and the parts of this regulation which apply are as follows: (i) Travel and per diem for appointees as set forth in 2-2.1; (ii ) Travel for the appointee’s immediate family but not per diem as set forth in 2-2.2; CH 2-1.5f(4) 2-10 D0E 15OO.2A Attachment VI-1 Page 81 (and 82)6-7-89 January 28, 1985 FPMR 101-7 (Effective: October 12, 1984) GSA Bulletin FPMR A-40, Supp. 13 (iii) Mileage to the extent travel is performed by privately owed automobile as set forth in 2-2.3; (iv) Transportation and temporary storage of household goods as set forth in 2-8;

(v) Contemporary storage of household forth in 2-9.2; (vi) Transportation of mobile homes in circumstances as set forth in 2-7; and goods as set limited 2-10.1 and 2-10.2 CH 2-1.5g(2)(b)(iii) DOE 1500.2A 6-7-89 Attachment VI-1 Page 83 September 28, 1981 (Effective: November 1, 1981) (vii) Transportation set forth in 2-10. FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 of employee’s personal automobile as (c) Expenses not allowable. Item of expense not listed above which are authorized for reimursement under these regulations in the case of transfers; for example, per dies for family, cost of house-hunting trip, subsistence while occupying temporary quarters, miscellaneous expense allowance, residence sale and purchases expenses and lease-breaking expenses,maynotbe authorized for appointees eligible underh 2-1.5g. (d) Alternate origin or destination. Travel and transportation benefits authorized are from the employeet S residence at time of appointment to his/her official station. If alternate origins or destinations are involved, the cost which will be paid by the Government may not exceed the cost that would have been incurred for the travel or transportation in question between the residence and the official station. (e) Advance of funds. An advance of funds for expenses allowable under 2-1.5g(2)(b) may be made to appointees under the procedures prescribed in 2-1.6a and the part governing the allowances being considered. (3) Actual place of residencee designation. (a) Designation by employee. When an employee is selected for transfer or appointment to a post of duty outside the conterminous United States, the place of actual residence shall be determined at the time of selection and designated in the written agreement prescribed in 2-1.5a(1)(b) to remain in the Government service for a minimum period of time prescribed by the agency head pursuant to law. An employee hired locally at a location outside the conterminous United States who claims residence at another location in the United States or its possessions or in the Commonwealth of Puerto Rico at tiem of appointment, shall designate in writing the claimed place of actual residence for the consideration of agency officials. (b) Determination by agency official. Determination. of the place of actual residence shall be made by an authorized agency official on the basis of all the facts in the record. When there is doubt as to the place of actual residence, the employee is responsible for supplying any further information necessary to support designation of the claimed place of actual residence. (c) Guidance in determination of residence. While it is not feasible to establish rigid standards for what institutes a place of residence, the conept of residence represented in an existing statutory provision (8 U.S.C. 1101(33)) may be used as general guidance. This concept views residence as the place of general abode, meaning the principal, actual dwelling place in fact, without regard to intent. Determination of the place of actual residence 2-11 CH 2-1.5g(2) (b)(vii) Attachment VI-1 DOE 1500.2A Page 84 6-7-89 September 28, 1981FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) is primarily an administrative responsibility and the place constituting the actual residence must be determined upon the factual circumstances in each case. Examples of factors which shall reconsidered, wherever applicable, by agency officials charged with this responsibility are:

(i) The place of residence of a dependent student generally is presumed to be the same as that of the parents and, except in rare instances, this situation would not be changed by the student attending college in another place. (ii) The place at which the employee physically resided at time of selection for appointment or transfer frequently constitutes the place of actual residence and shall be so regarded in the absence of circumstances reasonably indicating that another location may be designated as the place of actual residence. (iii) Designation of a place of actual residence in an official document signed by the employee earlier in Government employment shall be regarded as originally intended to be a continuing designation, and the burden is upon the employee to establish clearly that the earlier designation was in error or that later circumstances entitle a different designation to be made. After an employee has been transferred or appointed to a post of duty outside the counterminous United States, the location of the place of actual residence incorporated in the official records of such employment shall be changed only to correct an error in the designation of residence. (iv) Presence in the individual’s work history of a representative amount of full-time equipment at or in the immediate geographic area of the factor, but location as association analysis of Frequent a location designated as place of actual residence is a significant lack of such history does not preclude the designation of the plain of actual residence. (v) The chronological record of individual or family with a locality is usually significant only in injunction with an other circmstances explaining the nature of such association. extended visits to a locality must be evaluated in relation to the purpose of the visits and sometimes in relation to the nature of the area itself. For example, vacation visits to a vacation resort area, without the added support of other factors, should not be regarded as adequate to establish a place of actual residence. (vi) Recognition and exercise by the employee of the privileges and duties of citizenship in a particular jurisdiction, such as voting and payment of taxes on income and personal property are factors for consideration, but agency application of standards about place of residence should not be such as to discourage employees from property ownership or participation in commmunity affairs at a nonforeign location outside the conterminous United States. CH 2-1.5g(3)(d) 2-12 DOE 1500.2A 6-7-89 Attachment VI-1 page 85 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 (4) Return for separation. When an employee is eligible for return travel and transportation to his/her place of actual residence upon separation after completion of the period of service specified in an agreement executed under 2-1.5a(l)(b) or is separated for reasons beyond his/her control and acceptable to the agency concerned, he/she may receive travel and transportation to an alternate location, provided the cost to the Government shall not exceed the cost of travel and transportation to his/her residence at the time he/she was assigned to an overseas station. However, under decisions of the Comptroller General, ordinarily an employee is entitled to travel and transportation expenses upon separation only to the country of actual residence at the time of assignment to such duty.

(5) Prior return of immediate family. (a) When employee is eligible for return transportation. When an employee has become eligible for return transportation by satisfactorily completing an agreed period of service at a post of duty outside the counterminous United States, the Government shall pay one-way transportation expenses for returning the employee’s immediate family and household goods prior to the employee's return to his/her place of actual residence in the 50 States, the District of Columbia, the Commonwealth of Puerto Rico, or the United States territories or possessions. (b) Return for compassionate reasons. One-way transportation expenses for the return of the employee's immediate family and his/her household goods all may be paid without regard to the employee's completion of an agreed period of service provided it has been determined under requlations prescribed by the head of the agency concerned that the public interest requires the return of the immediate family for compelling personal reasons of a humanitarian or compassionate nature, which may involve physical or rental health, death of a member of the immediate family, or obligations imposed by authority or circumstances over which the individual has no control. and (c) Limited to one return trip. Expenses allowed as provided in 2-1.59(5) (a) per (b) shall be paid by Government not more than one time during each agreed iod of service and are subject to Chapter 1. (d) Part of household goods retained overseas. In connection with the prior return of his/her family the employee may elect to retain a portion of the household goods with him/her at the post of duty and ship the remainder to his/her place of actual. residence. In such an instance, the Government will pay for shipment of both parts of the household goods, provided the aggregate weight of both shipments does not exceed the applicable weight limits. (e) Alternate destination. If the employee’s immediate family and household goods are returned to a location in the 50 States, the District of Columbia, the Commmwealth of Puerto Rico, or to a United States territory or possession other than the place of actual residence therein, the allowable expenses shall not exceed those allowable for return over a usually traveled route between the post of duty and the place of actual residence. CH 2-1.5g(4) 2-13 Attachment VI-1 Page 86 D0E 1500.2A 6-7-89 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 7 July 15, 1983 (Effective: September 8, 1982) (f) Prior return at employee’s expense - reimbursement. There may be circumstances in which an employee elects to return his/her immediate family and the household goods or any part thereof at his/her own expense to any of the SO States, the District of Columbia, the Commonwealth of Puerto Rico, or a United States territory or possession when he/she is not eligible for such transportation under 2-1.5g(5). In such an instance after the employee becomes eligible for transportation at Government expense, he/she may be reimbursed for the proper expenses which he/she had previously paid. He/She will be reimbursed in accordance with the applicable provisions of 2-1.5g(5) only for expenses which are supported by receipts or other appropriate documentation furnished to the Government in accordance with regulations prescribed by the head of the agency concerned.

(5-a) Return of former spouse and dependents. The provisions of (5), above, are also applicable to the spouse and dependents of an employee who have traveled to the employee’s overseas post of duty as dependents (as provided in 2-1.4d) at Government expense, even if, because of divorce or annulment, such individuals will have ceased to be dependents as of the date the employee becomes eligible for return travel. Travel of such former dependents is authorized by the employee’s next entitlement to return travel but not beyond the end of the employee’s current agreed tour of duty. (6) Return of family member over 21. With respect to overseas travel, if a member of the immediate family, as defined in 2-1.4d, reaches his/her twenty-first birthday while the employee is assigned to duty overseas, that person may be returned to the United States (or foreign location at which the actual residence is located) at Government expense, provided his/her last travel overseas was at Government expense as a member of the employee’s immediate family. Return of that person is authorized by the employee’s next entitlement to travel to the United States (or foreign location at which the actual residence is located) but not beyond the end of the employee’s current agreed tour of duty. h. Overseas tour renewal agreement travel. Employees may be eligible to receive allowances travel an transportation expenses for the purpose of returning home to take leave between tours of duty overseas as provided herein. The provisions of 2-1.5h are applicable to employees serving tours of duty at posts of duty outside the United States. These provisions are also applicable to employees serving tours of duty in Alaska or Hawaii but only under the conditions specified in 2-1.5h(1)(b) and (c), below. (Reference: Pub. L. 97-253 approved September 8, 1982, and Pub. L. 97-346 approved October 15, 1982.) (1) Eligibility. Employees may be eligible to receive allowances for travel and transportation expenses for returning home between tours of duty overseas under criteria set forth below: CH 2-1.5g(5)(f) 2-14 DOE 1500.2 6-7-89 Attachment VI-1 Page 87 July 15, 1983 (Effective: September 8, 1982) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 7 (a) Eligibility requirements for all areas outside the conterminous United States. In order to be eligib le for allowances under an employee prior to departure from his/her post of duty outside 2-1.5h, the conterminous United States must have: (i) Satisfactorily completed an agreed period of service or the prescribed tour of duty as provided in 2-1.5a(1)(b) for return travel entitlement; (ii) Entered into a new written agreement as provided in 2-1.5a(1)(b) for another period of service at the same or another post of duty outside the conterminous United States. The agreement shall cover costs inci- dent to the travel to the employee’s place of actual residence or alternate location and return and any additional cost paid by the Government as a result of a transfer of the employee to another official station overseas at the time of the tour renewal agreement travel; but as provided in 2-1.5a(1)(b), the agreement will be for 12 months with respect to the transfer costs; and (iii) Qualified for eligibility status under the provisions of (b) and/or (c), below, if the post of duty involved is located in Alaska or Hawaii.

(b) Employees stationed in Alaska or Hawaii on September 8, 1982. An employee whose status on September 8, 1982, was any one of the situations listed in (i), (ii), or (iii), below, involving a post of duty in Alaska or in Hawaii will continue to be eligible to receive allowances for travel and transportation expenses for tour renewal agreement travel provided that the employee continues to serve consecutive tours of duty at posts of duty within Alaska or at posts of duty within Hawaii. Transfers between a post of duty in Alaska and a post of duty in Hawaii will not constitute consecutive tours of duty for purposes of continuing eligibility under the provisions of this subparagraph 2-1.5h(1)(b). On September 8, 1982, the employee must have been: (i) Serving a current tour of duty in Alaska or Hawaii on that date; (ii) En route to a post of duty in Alaska or Hawaii under a written agreement to serve a tour of duty; or (iii) Engaged in tour renewal agreement travel and have entered into a new written agreement to serve another tour of duty in Alaska or in Hawaii. 2-15 CH 2-1.5h(l)(a) Attachment VI-1 Page 88 DOE 1500.2,4 6-7-89 FPMR 101-7 July 15, 1983 GSA Bulletin FPMR A-40, Supp. 7 (Effective: September 8, 1982) (c) Employees assigned, appointed, or transferred to a post of duty in Alaska or Hawaii after September 8, 1982. (i) Except for situations described in (b), above, the travel and transportation expenses allowable for tour renewal agreement travel under the provisions of 2-1.5h may not otherwise be authorized for employees assigned, appointed, or transferred to a post of duty in Alaska or Hawaii after September 8, 1982, unless it is determined under regulations prescribed by the agency head that payment of these expenses is necessary for the purpose of recruiting or retaining an employee for service of a tour of duty at a post of duty in Alaska or Hawaii. This authority must be used sparingly and only when required to fulfill agency staffing needs to accomplish the agency’s mission. These provisions are intended to ensure the availability of well qualified employees or those employees with special skills and knowledge who are not available in the local area, and to fill positions in remote areas. Agency regulations shall prescribe criteria and guidelines to determine the need for payment of tour renewal agreement travel expenses. The agency determination that it is necessary to pay the expenses of tour renewal agreement travel as a recruiting or retention incentive in order to fill a particular position in Alaska or Hawaii shall be reviewed periodically but not less than every five years. (ii) The payment of travel and transportation expenses for tour renewal agreement travel for recruiting or retention purposes is limited to two round trips beginning within 5 years after the date the employee first begins any period of consecutive tours of duty in Alaska or Hawaii. Employees shall be advised in writing of this limitation. (d) Affect on other allowances. The provisions of (b) and (c), above, do not affect the provisions of 2-1.5g governing overseas assign- ments and return for employees transferred or new appointees to posts of duty in Alaska and Hawaii. (2) Allowable travel and transportation.

(a) Destination. An eligible employee and his/her immediate family shall be allowed expenses for travel from the post of duty outside the conterminous United States to his/her place of actual residence at the time of assignment to a post of duty outside the conterminous United States (referred to as “actual residence” in 2-1.5h). Those expenses shall also be allowed from the place of actual residence upon return to the same or another post of duty outside the conterminous United States; except with respect to Alaska and Hawaii, the return must be to a post of duty located within the same State (Alaska or Hawaii) as the post of duty at which the employee served immediately prior to tour renewal agreement travel (see 2-1.5h(1)(b)). CH 2-1.5h(1)(c) 2-16 DOE 1500.2A 6-7-89 Attachment VI-1 Page 89 July 15, 1983 (Effective: September 8, 1982) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 7 (b) Allowances. These allowances are payable in accordance with the provisions of Chapter and are limited to per diem instead of subsistence and transportation costs for the employee and transportation costs (but not per diem instead of subsistence) for his/her immediate family. (See 2-2.1.) If a transfer is also involved, family per diem may be paid as authorized by 2-2.2b to the extent such per diem is payable incident to direct travel between posts of duty. (c) Alternate destination. An employee and his/her family may travel to a location in the United States, its territories or possessions. Puerto Rico, or another country in which the place of actual residence is located other than the location of the place of actual residence; however, an employee whose actual residence is in the United States must spend a substantial amount of time in the United States, its territories or possessions, or Puerto Rico incident to travel under 2-1.5h to be entitled to the allowance authorized. The amount allowed for travel and transportation expenses when travel is to an alternate location shall not exceed the amount which would have been allowed for travel over a usually traveled route from the post of duty to the place of actual residence and for return to the same or a different post of duty outside the conterminous United States as the case may be. (3) Limitations. (a) Husband and wife both employed. If husband and wife are both employed in the immediate geographic area by the same or different agencies as employees under the terms of these regulations, the allowances authorized in 2-1.5h shall apply to each of them separately in which instance neither of them is eligible for any allowances as the spouse, or to either of them in which instance one is considered the head of the household and the other is eligible for allowances as the spouse. In applying these alternatives, other members of the immediately family shall not receive duplicate allowances because of the fact that both husband and wife are employees. A determination as to which Of the two alternatives is selected shall be made in writing and shall be signed by both husband and wife. A copy of this determination shall be filed with the agency in which each is employed. (b) Local hires not eligible. (i) Married persons in area with spouse. An employee hired locally is not eligible for allowances under 2-1.5h if he/she is married and is in the immediate geographic area because his/her spouse is in the area as a member of the Foreign Service, a member of the uniformed services (as defined in title 37 U.S.C.), a private individual, or an employee of a private individual or a non-Federal organization.

2-16.1 CH 2-1.5h(2)(b) Attachment VI-1 DOE 1500.2A Page 90 6-7-89 FPMR 101-7 July 15, 1983 GSA Bulletin FPMR A-40, Supp. 7 (Effective: September 8, 1982) (ii) Minors in area with parents. An employee hired locally who is unmarried and under 21 years of age is not eligible for allowances under 2-1.5h if a parent of the employee is in the immediate geographic area as a member of the Foreign Service, a member of the uniformed services (as defined in title 37 U.S.C.), a civilian employee under the terms of these regulations, a private individual, or an employee of a private individual or a non-Federal organization. (iii) Denial of allowance to eligible local hires. Under regulations prescribed by the head of the agency concerned, the agency may in its discretion refuse eligibility for allowances under this part to an employee who was hired locally and who did not sign a written agreement as provided under 2-1.5a(1)(b), provided that the agency notifies the employee of its intention before the employee has completed a period of service equal to the period generally applicable to the employees of the agency and serving at the post of duty concerned or in the same geographic area. (4) Liability of employee- noncompliance with new agreement. An employee’ who for reasons not beyond his/her control and not acceptable to the agency concerned fails to complete the period of service specified in a new service agreement is obligated for expenses and for allowances paid to him/her. (a) Failure to complete initial year of service. If the employee fails to complete 1 year of service under a new agreement, he/she is indebted to the Government for any amounts spent by the Government for (i) his/her transportation and per diem and transportation for his/her immediate family from the post of duty to his/her place of actual residence and from the place of actual residence to the last post of duty where he/she failed to complete a year of service, (ii) transportation for any member of the immediate family who traveled from the former to the last post of duty without going to the actual place of residence, (iii) transportation of his/her household goods from the former post of duty to the last post of duty (including amounts spent for packing, crating, drayage, unpacking, and temporary storage), and (iv) any other allowances paid under these regulations when a transfer of official station is involved. In addition, the employee must bear the expense of transportation for himself/herself, and the family and household goods from the last post of duty to the place of actual residence, and he/she is indebted to the Government for any amounts spent by the Government for these purposes. In these circumstances, however, the employee is entitled to an allowance because of the fact that, prior to his/her current agreement which he/she did not CH 2-1.5h(3)(b)(ii) 2-16.2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 91 residence. September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin FPMR A-40, Supp. 1 complete, he/she completed an agreed period of service for which he/she did not receive all allowances to which he/she was entitled. For this reason, the employee In such an instance is entitled to allowances for the return of himself/herself, and the faintly and household goods (including costs of packing, crating, drayage, unpacking, and temporary storage) from the post of duty at which the former period of service was completed to the actual place of

Since he/she did not avail himself/herself of this entitlement, the costs that would have been incurred for that purpose may be applied as a setoff against the Indebtedness described herein. If the amount of this setoff is less than the indebtedness, the difference is a debt due the United States. If the setoff is larger than the indebtedness, the difference will be applied to the costs, for which the employee is responsible, of moving the employee, and the family and household goods from the post of duty where he/she failed to complete a year of service to the place of actual residence. If the amount available to be applied to these COStS equals or exceeds the costs, the Government will procure and pay for such transportation in full. If the amount available is less than the costs, the Government may procure and pay for the transportation and obtain reimbursement from the employee for the difference between the total costs and the amount to be applied against the costs or allow the employee to pay the total costs and reimburse him/her for the applicable amounts upon submission of an appropriate voucher. (b) Failure to complete agreed period after initial year. If the employee completes 1 year or more of service under a new agreementbut does not complete the entire period of service specified in the agreement, he/she is not indebted to the Government for amounts spent by the Government for transportation and per diem for the employee and for transportation of his/her immediate family from the post of duty at which he/she completed the previous tour of duty to his/her place of actual residence and from the place of actual residence to the post of duty at which he/she failed to complete the agreed upon tour of duty. Furthemore, if the post of duty where the employee failed to complete his/her agreement is not the same as the place where he/she did complete his/her previous assignment, he/she is not indebted for the costs of transporting any members of the immediate family who traveled from the former to the latter post of duty without going to the actual place of residence, nor for the costs of transporting his/her household goods between these two posts of duty, including any related costs of packing, crating, drayage, unpacking, and temporary storage or for other allowances paid under these regulations incident to the transfer of official station. However, under these circumstances, the employee must bear the costs of transportation for himself/herself and the immediate family and household goods from the post of duty at which he/she did not complete the agreed upon tour of duty under the new agreement to the place of actual residence. However, the employee shall be allowed credit for an amount equal to the costs of transporting from the post of duty at which the former period of service was completed to the place of actual residence the household goods and any members of the immediate family who did not accompany him/her when he/she returned to the place of actual residence Incident to renewal agreement toward the costs of return to the actual residence. The amount allowable and the costs involved shall be computed in the same manner as provided in 2-1.5h(4)(a). 2-17 CH 2-1.5h(4)(a) Attachment VI-1 Page 92 DOE 1500.2A 6-7-89 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 20 2-1.6. Use of Funds. May 9, 1986 (Effective: July 1, 1986) a. Advance of Funds.

(1) Basis. An employee may be advanced funds for use while traveling and for certain expenses which he/she may incur incident to a transfer based on his/her prospective entitlement to reimbursement for those expenses after they are Incurred. (2) Rules. Advances and collection of advances by deduction from the employee’s VOcher are subject to Chapter 1. (3) Anticipated entitlements which may justify an advance. The expected entitlement of an employee to reinbursement for the expenses listed below will form the basis for payment of a travel advance. Specific authority with regard to each type of expense is contained in the parts of these regulations as indicated below: (a) per diem, mileage, and common carrier costs incident to his/her change of official station travel as set forth in 2-2.4; (b) Authorized house-hunting trips as set forth in 2-4.4; (c) Subsistence while occupying temporary quarters as set forth in 2-5.5; (d) Transporation and temporary storage of household goods as set forth in 2-8.6; (e) Transportation of mobile homes as set forth in 2-7.5; and (f) Transporatation and storage of employee's automobile as set forth in 2-10.6. b. Fundinq of transfers between agencies. In the case of transfer from one agency to another, allowable expenses shall be paid from the funds of the agency to which the employee is transferred. However, in transfers between agencies for reasons of reduction-in-force or transfer of functions, expenses allowable under these regulations (see exclusions below) may be paid in whole or in part by the agency from which the employee is transferred or by the agency to which he/she is transferred as may be agreed upon by the heads of the agencies concerned except as excluded in (1) and (2), below: (1) Nontemporary storage when assigned to an isolated permanent duty station within the conterminous United States; and CH 2-1.6 2-18 DOE 1500.2A Attachment VI-1 6-7-89 Page 93 (and 94) September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin FPMR-40, Supp. 1 (2) Transfers to, from, or between foreign countries (except the areas and installations in the Republic of Panama made available to the United States under the Panama Canal Treaty of 1977 and related agreements (as described in Section 3(a) of the Panama Canal Act of 1979)). Note.—Par. 2-1.6b amended, FPMR Temp. Reg. A-11, Supp. 4, Apr. 29, 1977. 2-19 thru 2-30 CH 2-1.6b(2) DOE 1500.2A 6-7-89 Attachment VI-1 Page 95 May 9, 1986 FPMR 101-7 [Effective: July 1, 1986) GSA Bulletin FPMR A-40, Supp. 20 PART 2. ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION 2-2.1. For the employee. Except as specifically provided in these regulations, per diem instead of subsistence expenses, transportation costs, and other travel 1-7.5a). expenses of the employee shall be allowed in accordance with the provisions of 5 U.S.C. 5701-5709 and Chapter 1; the maximum per diem rate allowable for travel within CONUS shall be the standard CONUS rate prescribed under 1-7.2 (see also Within CONUS, the prohibition on paying per diem for travel of less than 10 hours will apply to change of official station travel; outside CONUS, the 10-hour exclusion does not apply (see 1-7.4b). This part applies to travel of transferred employees, new appointees (includfng those covered in 2-1.5f), and employees assigned to posts of duty outside the conterminous United States in connection with either overseas tour renewal agreement travel or return travel to places of residence for the purpose of separation.

2-2.2. For members of an employee’s immediate family. a. Transportation. Except as specifically provided in these regulations, allowable travel expenses for the employee’s immediate family, including transportation, are governed by Chapter 1. Travel of the immediate family may begin at the employee’s old official station or Some other point, or partially at both, or may end at the new official station or some other place selected by the employee, or partially at both. However, the cost to the Government for transportation of the immediate family shall not exceed the allowable cost by the usually traveled route between the employee’s old and new official stations. b. Per diem allowance when en route between employee’s old and new official stations. When an employee is transferred. an allowance shall be paid for per diem instead of subsistence expenses incurred by the employee’s immediate family while traveling between the old and new official stations regardless of where the old and new stations are located. If the actual travel involves departure and/or destination points other than the old or new official station, the per diem allowance shall not exceed the amount to which members of the immediate family would have been entitled if they had traveled by usually traveled route between the old and new official stations. In computing the per diem allowance under provisions of Chapter 1, within CONUS, the prohibition on paying per diem for travel of less than 10 hours will apply to permanent change of station travel; outside CONUS, the 10-hour exclusion does not apply (see 1-7.4b). The maximum allowable per diem rates are as follows: (1) For the spouse. (a) When accompanying the employee. When the spouse accompanies the employee who is traveling under 2-2.1, the spouse is authorized three-fourths of the per diem rate to which the employee is entitled. However, under this provision the minimum per diem rate shall be $6 unless the employee receives a per diem rate of less than $6 and, in that instance, the spouse will receive the same rate as the employee. 2-31 CH 2-2.1 Attachment VI-1l Page 96 DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) (b) When not accompanying the employee. When the spouse is not accompanying the employee whil e he/she is traveling under 2-2.1, the spouse is authorized the per diem rate to which the employee is entitled under 2-2.1. In such instance the travel time of the employee and the amount of per diem allowance paid him/her are not factors in computing the amount of per dies allowance for travel of the spouse. When more than one privately owned automobile is used, the spouse shall be considered to have been accompanied by the employee if travel is performed on the same days along the same general route.) (2) For each other member of the employee’s immediate family. Three-fourths of the per diem rate to which the employee is entitled is authorized for each other member age 12 or older, and one-half of the per diem rate to which the employee is entitled is authorized for each child under 12 years of age. However, under this provision the minimum per diem rate shall be $6 unless the employee received a per dies rate of less than $6 and, in that instance, the member shall receive the same rate as the employee. c. Exclusions. The provisions of 2-2.2b do not authorize payment of per diem allowances for members of the immediate families of:

(1) New appointees, including those covered in 2-1.5f; (2) Employees assigned to posts of duty outside the conterminous United States in connection with overseas tour renewal agreement travel; (3) Employees assigned to posts of duty outside the conterminous United States returning to places of actual residence for separation; or (4) Employees assigned under the Government Employees Training Act (5 U.S.C. 4109). 2-2.3. For use of a privately owned automobile in connection with permanent change of station. with or without an immediate family, who is eligible for travel allowances under a. Determination of advantage to the Government. When an employee, 2-1.2 and 2-1.5, uses a partially owned automobile for permanent change of station travel, that use is deemed to be advantageous to the Government. The provisions in 2-2.3 also apply to new appointees, including those covered in 2-1.5f and employees returning from posts of duty outside the conterminous United States to places of actual residence for separation. The provisions do not apply to employees assigned to posts of duty outside the conterminous United States in connection with overseas tour renewal agreement travel. CH 2-2.2b(1)(b) 2-32 DOE 1500.2A 6-7-89 Attachment VI-1 Page 97 May 9, 1986 FPMR 101-7 (Effective: July 1, 1986) GSA Bulletin FPMR A-40, Supp. 20 b. Mileage rates prescribed. Payment of mileage allowances, when authorized or approved in connection with the transfer, shall be allowed as follows: Occupants of automobile Mileage rate (cents) Employee only; or one member 15 of immediate family Employee and one member; or two members of immediate family 17 Employee and two members; or 19 three members of immediate family Employee and three or more members; 20 or four or more members of immediate family Mileage rates in special circumstances. Heads of agencies may prescribe that travel orders or other admi nistrative determinations specify higher mileage rates at a rate not more than the maximum rate prescribed in 1-4.2a(2) for individual transfers of employees or transfers of groups of employees when: (1) Employees are expected to use theprfvately owned automobiles on official business while assigned to the new duty stations; (2) The common carrier rates for the facilities provided between the old and new stations, the related constructive taxicab fares to and from terminals, and the per diem allowances prescribed under 2-2 justify a higher mileage rate as advantageous to the Government; or (3) The costs of driving the privately owned automobile to, from, or between official stations located outside the conterminous United States justify a higher mileage rate as advantageous to the Government. d. Maximum per diem allowances when privately owned automobile is used. (1) Rates as prescribed by agency. The per diem allowance for the employee while en route between and new duty stations shall be at appropriate rates, as prescrbed by the agency concerned, within the applicable maximums and in accordance with provisions of 2-2.1 and Chapter 1. The per diem allowances prescribed in 2-2.2b apply for members of an employee’s immediate family, except as excluded in 2-2.2c. the old 2-33 CH 2-2.3b Attachment VI-1 Page 98 DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981)

(2) Maximum allowance based on total distance. Per diem allowances should be paid on the basis of actual time used to complete the trip, but the allowances may not exceed an amount computed on the basis of a minimum driving distance per day which is prescribed as reasonable by the authorizing official and Is not less than an average of 300 miles per calendar day. An exception to the daily minimum driving distance may be made by the agency concerned when travel between the old and new official stations is delayed for reasons clearly beyond the control of the travelers such as acts of 60d, restrictions by Governmental authorities, or other reasons acceptable to the agency; e.g., a physically handicapped employee. In such cases, per diem may be allowed for the period of the delay or for a shorter period as determined by the agency. The traveler must provide a statement on his/her reimbursement voucher fully explaining the circumstances which necessitated the en route travel delay. The exception to the daily minimum driving distance requires the approval of the agency’s authorizing official. (3) Method of computation. In computing the per diem amount for a prescribed minimum driving di stance per day, one-fourth of the prescribed per diem rate shall be allowed for each one-fourth of the prescribedmintwm distance. For example, if the authorizing official prescribes a per diem rate of $12 for the employee and a reasonable minimum driving distance of 400 miles a day, the per diemamountufll be $3 for each 100 miles or fraction of 100 miles traveled between the old and new official stations. Note .--Par. 2-2.3d(2) amended, FPMR Temp. Reg. A-11, Supp. 4, Apr. 29, 1977. e. Use of more than one privately owned vehicle. (1) When authorized as advantageous to the Government. Use of no more than one privatel y owned automobi le is authorized under this part as being advantageous to the Government in connection with permanent change of station travel except under the following special circumstances, when use of more than one privately owned automobile may be authorized: (a) If there are more members of the immediate family than reasonably can be transported with luggage in one vehicle; (b) If because of age or physical condition special accommodations are necessary in transporting a member of the immediate family in one vehicle, and a second automobile iS required for travel of other members of the immediate family; (c) If an employee must report to a new official station in advance of travel by members of the immediate family who delay travel for acceptable reasons such as completion of school term, sale of property, settlement of personal business affairs, disposal or shipment of household goods, and temporary unavailability of adequate housing at the new official station; CH 2-2.3d(2) 2-34 DOE 1500.2A 6-7-89 Attachment VI-1 Page 99 and (100) September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin FPMR A-40, Supp. 1 (d) If a member of the immediate family performs unaccompanied travel between authorized points other than those for the employee’s travel; or (e) If, in advance of the employee’s reporting date, immediate family members must travel to the new official station for acceptable reasons such as to enroll children in school at the beginning of the term. (2) Allowances applicable. In those instances where more than one automobile is authorized under 2-2.3e(1), the allowances apply for each automobile and the

under 2-2.3b, c, and d occupants thereof. (3) Allowances when not justified as advantageous to the Government. If the use of more than me privately owned automobile is not justified under the circumstances described in 2-2.3e(1), only the allowances prescribed in 2-2.3b, c, and d shall be paid, as if all persons involved traveled in one automobile. 2-2.4. Advance of funds. Advance of funds may be made for per diem and mileage allowances as provided in 2-2.1, 2-2.2b, and 2-2.3 except in connection with employees assigned to posts of duty outside the conterminous United States performing authorized or approved overseas tour renewal agreement travel. Such may also be made return to the place of residence for the purpose of separation under the policies and procedures prescribed in 2-1.6a. 2-35 thrU 2-40 CH 2-2.3e(1)(d) DOE 1500.2A Attachment VI-1 6-7-89 Page 101 August 23, 1982 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 2-3.1. PART 3. ALLOWANCE FOR MISCELLANEOUS EXPENSES Applicability. a. Purpose for allowance. The miscellaneous expenses allowance authorized by 2-3.2 and 2-3.3 is for the purpose of defraying various contingent costs associated with discontinuing residence at one location and establishing residence at a new location in connection with an authorized or approved permanent change of station. . b. Types of costs covered. The allowance is related to expenses that are common to living quarters, furnishings, household appliances, and to other general types of costs inherent in relocation of a place of residence. The types of costs intended to be reimbursed under the allowance include but are not limited to the following: (1) Fees for disconnecting and connecting appliances, equipment, and utilities involved in relocation and costs of converting appliances for operation on available utilities; (2) Fees for unblocking and blocking and related expenses in connection with relocating a mobile home, but not the transportation expenses allowed under 2-7.3; (3) Fees for cutting and fitting rugs, draperies, and curtains moved from one residence quarters to another; (4) Utility fees or deposits that are not offset by eventual refunds; (5) Forfeiture losses on medical, dental, and food locker contracts that are not transferable; and contracts for private institutional care, such as that provided for handicapped or invalid dependents only, which are not transferable or refundable; and (6) Costs of automobile registration, driver’s license, and use taxes imposed when bringing automobiles into certain jurisdictions. c. Types of costs not covered. This allowance shall not be used to reimburse the employee for costs or expenses incurred which exceed maximums provided by statute or in these regulations; costs or expenses that the employee incurred but which are disallowed elsewhere in these regulations; costs reimbursed under other provisions of law or regulations; costs or expenses incurred for reasons of personal taste or preference and not required because of the move; losses covered by insurance; fines or other penalties imposed upon the employee or members of his/her immediate family; judgments, court costs, and similar expenses growing out of civil actions; or any other expenses brought about by circumstances, factors, or actions in which the move to a new duty station was not the proximate cause. Examples of these types of costs which are not reimbursable from this allowance are as follows: 2-41 CH 2-3.1 Attachment VI-1 Page 102

DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-4O, Supp. 1 (Effective: November 1, 1981) (1) Losses in selling or buying real cost item related to such transactions; (2) Costs which are reimbursed under and personal property and other provisions of these regulations or under any other regulations or under provisions of any statute; (3) Cost of additional insurance on household goods while in transit to the new official station or cost of loss or damage to such property; (4) Additional costs of moving household goods caused by acceding the maximum weight limitation for which the employee has provided by law or in these regulations; (5) Costs of newly acquired items, such as installation at of new rugs or draperies; eligibility as the purchase or . (6) Higher income, real estate, sales, or other taxes as the result of establishing residence in the new locality; (7) Fines imposed for traffic infractions while en route to the new official station locality; (8) Accident insurance premiums or liability costs incurred in connection with travel to the new official station locality, or any other liability imposed upon the employee for uninsured damages caused by accidents for which he/she or a member of his/her immediate family is held responsible; (9) Losses as the result of the sale or disposal of items of personal property not considered convenient or practicable to move; (10) Damage or loss of clothing, luggage, or other personal effects while traveling to the new official station locality; (11) Subsistence, transportation, or mileage expenses in excess of the amounts reimbursed as per diem (12) Medical expenses or members of the immediate family while living in temporary quarters of 2-5; or a other allowances tier- these regulations; due to illness or injuries of the employee while en route to the new official station or at Government expense under the provisions (13) Costs incurred in connection with structural alterations; remolding or modernizing of living quarters, garages or other buildings to accommodate privately owned autombiles, appliances or equipment; or the cost of replacing cc repairing worn-out or defective appliances, or equipment shipped to the new location. CH 2-3.1c(1) 2-42 DOE 1500.2A Attachment VI-I 6-7-89 Page 103 (and 104) August 23, 1982 FPMR 101-7 (Effective: October 1, 1982) GSA 8ulletin FPMR A-40, Supp. 4 2-3.2. Eligibility. a. Coverage. A miscellaneous expense allowance will be payable to an employee for whom a permanent change of station is authorized or approved and who has discontinued and established a residence in connection with such change regardless of where the old or new official station is located; provided that the applicable eligibility conditions in 2-1.5 are met and the agreement (required in 2-1.5a 1) is signed. b. Exclusions. The provisions of 2-3 do not apply for new appointees, including those covered under 2-1.5f, employees assigned under the Government Employees Training Act (see 5 U.S.C. 4109), or employees returning from overseas assignments for the purpose of separation. 2-3.3. Allowable amount. Employees eligible for a miscellaneous expense allowance shall be paid an amount under 2-3.3a or reimbursed an amount under 2-3.3b, but not both as follows: a. Allowances in the following amounts will be paid without support or other documentation of expenses: (1) $350 or the equivalent of 1 week’s basic pay, whichever is the lesser amount, for an employee without immediate family; and

(2) $700 or the equivalent of 2 weeks’ basic pay, whichever is the lesser amount, for an employee with immediate family. b. Allowances in excess of those provided in 2-3.3a may be authorized or approved, if supported by acceptable statements of fact and either paid bills or other acceptable evidence justifying the amounts claimed; provided that the aggregate amount does not exceed the employee’s basic pay at the time the employee reported for duty, for 1 week if the employee is without an immediate family or for 2 weeks if the employee has an immediate family. In no instance will the amount exceed the maximum rate of grade GS-13 provided in 5 U.S.C. 5332 at the time the employee reported for duty. The entire amount claimed under 2-3.3b (including the amount otherwise payable without such documentation under 2-3.3a) must be supported as required above. 2-3.4. Advance of funds. No advance of funds is authorized in connection with the allowance provided in this part. 2-43 thru 2-50 CH 2-3.2 DOE 1500.2A Attachment VI-1 6-7-89 Page 105 August 23, 1982 FPMR 101-7 (Effective: October 1, 1982) GSA Bulletin FPMR A-40, Supp. 4 PART 4. TRAVEL TO SEEK RESIDENCE QUARTERS 2-4.1. Applicability of and general policy for authorizing travel to seek residence quarters. a. Payment of travel and transportation expenses of the employee and spouse traveling together, or the employee or spouse traveling individually instead of travel by the other or together, for one round trip between the localities of the old and new duty stations for the purpose of seeking residence quarters, may be authorized when circumstances warrant. Separate round trips by the employee and spouse may be allowed provided the overall cost to the Government is limited to the cost of one round trip for the employee and spouse traveling together. A round trip performed by the employee for this purpose, when authorized, must be accomplished before reporting to the new official sta- tion. A round trip by the spouse, when authorized, may be accomplished at any time before relocation of the family to the new official station but not after the expiration of the maximum time for beginning allowable travel and transpor- tation. (See 2-1.5a(2).) An appropriate official of the agency that will be responsible for payment of the travel and transportation allowances for the employee shall decide whether this trip should be authorized. b. A trip to seek residence quarters shall be authorized only when the circumstances indicate that it is actually needed. This part shall be administered to minimize or avoid the expense involved whenever other satisfactory and more economical arrangements can be made. For example, if the employee must promptly vacate the residence at his/her old post of duty, it may be less costly to the Government and more convenient to the employee to complete arrangements for new residence quarters before the move actually takes place. A trip for the purpose of finding and arranging new residence quarters may be justified in such circumstances.

c. In other situations, it may be less costly to allow the employee and his/her family to remain in temporary quarters at the new official station for a longer period than might otherwise be required, subject to the limitations of 2-5, until permanent quarters are found. If temporary quarters are to be authorized, a trip for seeking permanent residence quarters may be avoided. Similarly, it may be less costly to the Government and more satisfactory to the employee for the employee’s immediate family to remain at the residence in the old official station locality after the employee has reported at his/her new official station and has time to select permanent quarters after he/she has had an opportunity to become more familiar with neighborhoods, local transportation facilities, schools, and the housing market. In some instances the employee may be on temporary duty at the new station for a period before the actual transfer becomes effective. Under these circumstances a special trip by the employee to the new official station for the purpose of finding quarters should not be necessary. It may also be possible for the agency to avoid or shorten the duration of a trip by providing assistance and information to the employee concerning local housing conditions and markets. These guidelines shall be observed in order to eliminate wasteful or unnecessary trips. In addition to 2-51 CH 2-4.1 Attachment VI-1 Page 106 FPMR 1O1-7 GSA Bulletin FPMR A-40, Supp. 4 DOE 1500.2A 6-7-89 August 23, 1982 (Effective: October 1, 1982) the guidelines set out above, reimbursement for travel and expenses for trips to seek permanent quarters shall not be following circumstances; (1) When an employee will be assigned to prearranged residence quarters at the new official station transportation authorized under the Government or other location; (2) When the employee has not yet formally agreed to transfer to the new station (see 2-1.5a(1)(a)); (3) When either the old or new duty station or both the old and new duty stations are located outside the conterminous United States; and (4) When the map distance between the old and new stations is less than 75 miles via a usually traveled surface route. 2-4.2. Duration of trip. The round trip should be allowed for a reasonable period of time considering distance between the old and new official stations, mode of transportation to be used, and the housing situation at the new official station location. In no instance shall the period of the round trip at Government expense be allowed in excess of 10 calendar days, including travel time. In authorizing or allowing a particular mode of transportation, consid- eration shall be given to providing minimum time en route and maximum time at the new official station locality. Accordingly, if the use of a privately owned automobile is permitted, this use is considered advantageous to the Government and the mileage allowance shall be as provided in 2-2.3b and c. Reasonable expenses for local transportation at the location of the new official station shall be allowed. Agencies may authorize local transportation by common carrier, local transit systems, GSA contract rental or other commercially rented automobiles, or privately owned automobiles; however, the mode of local trans- portation must be consistent with the mode of transportation authorized for travel to and from the new official station. Expenses for the use of taxis shall be limited to transportation between depots, airports, or other carrier terminals, and place of lodging.

2-4.3. Procedural requirements. a. After employee’s agreement to transfer. A trip for finding residence quarters shall not be permitted at Government expense until after an employee has agreed to the transfer and the date of the transfer has been established, and shall not be authorized under circumstances where the purpose of the trip is to permit the employee to decide whether he/she will accept the transfer. If an employee accepts a transfer and, after making a trip to the new station for the purpose of finding permanent quarters or after the spouse has made such a trip, declines the transfer, he/she is subject to the provisions of 2-1.5a(1) concerning recovery of amounts reimbursed for travel. CH 2-4.1c 2-52 DOE 1500.2A 6-7-89 Attachment VI-1 Page 107 (and 108) September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 b. Eligibility. The provisions in 2-4 apply only in connection with a permanent change of station. Per diem allowances for the employee and/or spouse during the round trip shall be as prescribed in 2-2.1, 2-2.2b, and 2-2.3d. New appointees covered under 2-1.5f and enployees assigned under the Government Employees Training Act (see 5 U.S.C. 4109) or their spouses shall not be allowed such round-trip travel. c. Authorizatim prior to trip. The trip for finding residence quarters shall not be made at Government expense unless a permanent change of station travel order has been issued which includes authorization for the round trip and mode of transportation and period of time allowed for the trip, specifies the date for reporting at the new official station, and indicates that the employee has signed the required agreement. An employee shall be in a duty status during the authorized round-trip period of absence. 2-4.4. Advance of funds. Advance of funds may be made in connection with the allowance authorized in 2-4 under the policies and procedures prescribed in 2-1.6a. 2-53 thru 2-58 CH 2-4.3b DOE 1500.2A 6-7-89 Attachment VI-1 Page 109 March 13, 1983 (Effective: November 14, 1983) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 10 PART 5. SUBSISTENCE WHILE OCCUPYING TEMPORARY QUARTERS 2-5.1. Policy. Heads of agencies shall prescribe procedures for administering these provisions reasonably and equitably so that the necessity for allowing subsistence expenses and the amount of time an employee and members of his/her immediate family use temporary quarters is justified in connection with the employee’s transfer to a-new official station. As a general policy, the period for temporary quarters shall be reduced or avoided if a round trip to seek permanent residence quarters has been made or if, as a result of extended temporary duty at the new official station or other circumstances (for example, if the family does not move until some time after the employee’s transfer), the employee has had adequate opportunity to complete arrangements for permanent quarters. The administrative determination as to whether the occupancy of temporary quarters is necessary and the length of time for occupancy shall be made on an individual-case basis. 2-5.2. Conditions and limitations for eligibility. a. Length of time allowed and location of new official station.

(1) Initial period of temporary quarters. An employee for whom a permanent change of station is authorized or approved shall-be allowed subsistence expenses for himself/herself and for each member of his/her imme- diate family (defined in 2-1.4d) for a period of not more than 60 consecutive days when occupancy of temporary quarters is determined to be necessary and the new official station is located within the United States, its territories and possessions, the Cormnonwealth of Puerto Rico, and the areas and installations in the Republic of Panama made available to the United States under the Panama Canal Treaty of 1977 and related agreements (as described in section 3(a) of the Panama Canal Act of 1979), provided a written agreement as required in 2-1.5a(1) is signed in connection with the transfer. The period of consecutive days may be interrupted for the time that is allowed for travel between the old and new official stations, or for circumstances attributable to official necessity as, for example, an intervening temporary duty assignment. (2) Additional time in certain cases. Subsistence expenses as provided in (1), above, may be allowed for an additional period of time not to exceed 60 consecutive days provided the head of the agency, or his/her designee, determines that there are compelling reasons for the continued occupancy of tem- porary quarters. The total period of time in temporary quarters shall not exceed 120 days under any circumstances. The same considerations as expressed in 2-5.1 are applicable in allowing any part of the additional 60 days. Authorizations to extend the temporary quarters period and the number of days authorized shall be held to a minimum. Extensions of the temporary quarters may be authorized only in situations where there is a demonstrated need for addi- tional time in temporary quarters due to circumstances which have occurred during the initial 60-day period of temporary quarters occupancy and which are determined to be beyond the employee’s control and acceptable to the agency. 2-59 CH 2-5.1 Attachment VI-1 Page 110 DOE 1500.2A 6-7-89 FPMR 101-7 March 13, 1984 GSA Bulletin FPMR A-40, Supp. 10 (Effective: November 14, 1983) Examples of compelling reasons which could be considered as beyond the employee’s control for purposes of granting this extension may include but are not limited to the following situations: (a) Shipment and/or delivery of household goods to new residence is delayed due to extended transit the incident to ocean transportation, strikes, customs’ clearance, hazardous weather, fires, or floods or other acts of God; etc. (b) New permanent residence cannot be occupied because of unanticipated problems (i.e., delays In settlement on new residence, short term delay in construction of a new residence, etc.). (c) Inability to locate permanent residence which is adequate for family needs because of housing conditions at the new official station. (d) Sudden illness, injury, or death of employee or immediate family member. (3) Authorizing less than maximum time. The specified time limits are maximum periods, and the normal length of necessary occupancy of temporary quarters is expected to average much less. Temporary quarters should be regarded as an expedient to be used only if, or for as long as, necessary until the employee concerned can move into permanent residence quarters.

b. Transfer to foreign area. When the new official station is located in a foreign area, the employee is not eligible for temporary quarters allowances under these regulations. When temporary lodgings are obtained in a foreign area, or in the United States prior to transferring to a foreign area, the employee may be eligible for an allowance under the Standardized Regulations (Government Civilians, Foreign Areas) prescribed by the Department of State. c. What constitutes temporary quarters. Generally, the term “temporary quarters” refers to lodging obtained from private or commercial sources for the purpose of temporary occupancy after vacating the residence occupied when the transfer was authorized. However, occupancy of temporary quarters that eventually become the employee’s permanent residence shall not prevent payment of the temporary quarters allowance if, in the agency’s judgment, the employee shows satisfactorily that the quarters occupied were intended initially to be only temporary. In making this determination the agency should consider factors such as: the duration of the lease, movement of household effects into the quarters, type of quarters, expressions of intent, attempts to secure a permanent dwelling, and the length of time the employee occupies the quarters. d. Temporary quarters located at other than official station. As a general rule the location of the temporary quarters must be withi n reasonable proximity of the old and/or new official station. Payment of subsistence CH 2-5.2a(2) 2-60 DOE 1500.2A Attachment VI-1 6-7-89 Page 111 July 6, 1987 FPMR 101-7 (Effective: August 1, 1987) GSA Bulletin FPMR A-40, Supp. 24 expenses for occupancy of temporary quarters in other locations shall not be allowed unless justified by circumstances unique to the individual employee or the employee’s family that are reasonably related and incident to the transfer. Payment for such expenses must be authorized or approved by the head of the employing agency, or his/her designee provided the designee is at a level high enough to ensure adequate review of the circumstances involved and to determine that payment of the temporary quarters allowance is justified. Occupancy of temporary quarters shall not be approved for vacation purposes or other reasons unrelated to the transfer. e. Beginning of eligibility period. The use of temporary quarters for subsistence expense purposes under these provisions may begin as soon as the employee’s transfer has been authorized, and the written agreement required in 2-1.5a(1) has been signed. In order to be eligible for the temporary quarters allowance, the period of use of such quarters for which a claim for reimbursement is made must begin not later than 30 days from the date the employee reported for duty at his/her new official station, or if not begun during this period, not later than 30 days from the date the family vacates the residence at the old official station, but not beyond the maximum time for beginning allowable travel and transportation. (see 2-1.5a(2).) f. Computation of eligibility period and termination. When computing the length of time allowed for temporary quarters at Government expense, the time period will begin for the employee and all members of the immediate family when either the employee or any member of the immediate family begins the period of use of such quarters for which a claim for reimbursement is made. The time period shall run concurrently for the employee and all members of the immediate family. The employee may occupy temporary quarters at one location while members of the immediate family occupy quarters at another location. (However, see limitations in d, above.) The period of eligibility shall terminate when the employee or any member of the immediate family occupies permanent residence quarters or when the authorized period of time expires, whichever occurs first.

g. Effect of partial days on eligibility period. Occupancy of temporary-quarters for less than a whole day constitutes one full calendar day of the eligibility period. (1) Claim for temporary quarters when occupancy begins the same day en route travel ends. The guidelines in (a) and (b), below, shall be used for determining the eligibility 2-61 CH 2-5.2d period for temporary quarters subsistence expense reimbursement and in computing maximum reimbursement when occupancy of Attachment VI-1 Page 112 DOE 1500.2A 6-7-89 FPMR 101-7 July 6, 1987 GSA Bulletin FPMR A-40, Supp. 24 (Effective: August 1, 1987) temporary quarters for reimbursement purposes occurs the same day that en route travel per diem ends. (a) En route travel of more than 24 hours. When en route travel is more than 24 hours, the eligibility period for reimbursement for temporary quarters subsistence expenses shall start at the beginning of the calendar day quarter immediately following the calendar day quarter in which en route travel per diem ends. (b) En route travel of 24 hours or less. When en route travel is 24 hours or less, the eligibility period for reimbursement for temporary quarters subsistence expenses shall start at the beginning of the same calendar day quarter in which en route travel per diem ends. (2) Claims for temporary quarters occupancy in all other cases. In all cases other than those covered in (1), above, (e.g., when occupancy of temporary quarters occurs at the old official station or when reimbursement for occupancy of temporary quarters is not claimed on the same day that en route travel per diem begins or ends), the temporary quarters period shall start as provided in (a) or (b), below. (a) Old and new official stations within the conterminous United States. When both the old and new official stations are within the conterminous United States, the temporary quarters period shall start at 12:01 a.m. of the calendar day (see 1-7.lb(1)) in which temporary quarters subsistence expense reimbursement is claimed, provided that temporary quarters are occupied during that calendar day. (b) Old and/or new official station outside the conterminous United States. When the old and/or new of ficial station is outside the conterminous United States, the temporary quarters shall start with the first quarter of the calendar day in which temporary quarters subsistence expense reimbursement is claimed, provided that temporary quarters are occupied during that calendar day. (3) Termination of eligibility period. The temporary quarters period shall terminate at midnight of the last day of eligibility. h. Allowance when short distance transfer is involved. An employee or members of his/her immediate family shall not be eligible for temporary quarters expenses when the distance between the new official station and old residence is not more than 40 miles greater than the distance between the old residence CH 2-5.2g(1) 2-62 DOE 1500.28 6-7-89 Attachment VI-1 Page 113 July 6, 1987 FPMR 101-7 (Effective: August 1, 1987) GSA Bulletin FPMR A-40, Supp. 24 and the old official station, except that the expenses of temporary quarters are allowable for the period during which the employee is awaiting the arrival of his/her household goods shipped from the old to the new residence, provided that use of such quarters is begun not later than the maximum time for beginning allowable travel and transportation. All measurements shall be made according to map distance along a usually traveled route.

i. Duplication of other allowances. In no cases shall subsistence expenses under these provisions be allowed which duplicate, in whole or in part, payments received under other laws or regulations covering similar costs. (A cost-of-living allowance payable under 5 U.S.C. 5941 is not a duplication of subsistence expenses.) 2-5.3. Exclusions. The provisions of 2-5 do not apply to new appointees, including those appointees covered in 2-1.5f, employees assigned under the Government Employees Training Act (see 5 U.S.C. 4109), or employees returning from overseas assignments for the purpose of separation. 2-5.4. Allowable amount. a. Actual expenses allowed. Reimbursement shall be only for actual subsistence expenses incurred provided these are incident to occupancy of temporary quarters and are reasonable as to amount. Allowable subsistence expenses include only charges for meals (including groceries consumed during occupancy of temporary quarters), lodging, fees and tips incident to meals and lodging, laundry, and cleaning and pressing of clothing. Expenses of local transportation incurred for any purpose during occupancy of temporary quarters shall not be allowed. b. Itemization and receipts. The actual expenses shall be itemized in a manner prescribed by the head of the agency which will permit at least a review of the amounts spent daily for (1) lodging, (2) meals, and (3) other allowable items of subsistence expenses (see a, above). Receipts shall be required at least for lodging and laundry and cleaning expenses (except when coin-operated facilities are used). c. Maximum reimbursement. The amount which may be reimbursed for temporary quarters subsistence expenses shall be the actual amount of allowable expenses incurred for each 30-day period not to exceed a maximum amount based on the applicable daily rate prescribed under (2) through (4), below, multiplied by 2-63 CH 2-5.2h 30. - The daily actual subsistence expenses required to be itemized under a and b, above, will be totaled for each 30-day Attachment VI~1 Page 114 DOE 1500.2A 6-7-89 FPMR 101-7 August 2, 1988 GSA Bulletin FPMR A-40, Supp. 29 (Effective: October 9, 1988) period to permit a comparison with the maximum allowable amount for the particular period. If less than a 30-day period is authorized, or used, the maximum allowable amount will be based on the number of days authorized, or used, multiplied by the applicable daily rate. (1) Applicable maximum per diem rates. The maximum per diem rate to be used for computations under (2) through (4), below, shall be as follows: (a) For temporary quarters located in the conterminous United States, the applicable maximum per diem rate is the standard CONUS rate ($66) prescribed under 1-7.5a. (b) For temporary quarters in applicable locations outside the conterminous United States, the maximum per diem rate is the rate prescribed by the Secretary of Defense or by the Secretary of State under l-7.2b or c for the locality of the temporary quarters. (2) For the first 30 days. Reimbursement for the first 30 days will be limited as follows: (a) For the employee, or for the unaccompanied spouse (i.e., the spouse necessarily occupies temporary quarters in a location separate from employee), the daily rate shall not exceed the maximum per diem rate prescribed in (l), above. * (b) For the spouse when accompanied by the employee, the daily rate shall not exceed two-thirds of the employee’s daily rate established in (a), above. *

(c) For each other member of the employee’s immediate family who is 12 years of age or older, the daily rate shall not exceed two-thirds of the daily rate established in (a), above, for the employee or the unaccompanied spouse, as appropriate. * (d) For each member of the employee’s immediate family who is under 12 years of age, the daily rate shall not exceed one-half of the daily rate established in (a), above, for the employee or the unaccompanied spouse, as appropriate. * l NOTE. If the temporary quarters occupied are in the conterminous United States, the maximum daily rates prescribed under (a), (b), (c), and (d), above, are $66, $44, $44, and $33, respectively. CH 2-5.4c 2-64 Attachment VI-1 DOE 1500,2A Page 115 (and 116) 6-7-89 August 2, 1988 FPMR 101-7 (Effective: October 9, 1988) GSA Bulletin FPMR A-40, Supp. 29 (3) For the second 30 days. The daily rates for the second 30-day period for the employee and each member of the immediate family shall be three-fourths of the daily rates prescribed under (2), above. For example, if the temporary quarters occupied are located in the conterminous United States the following limitations will apply: (a) For an employee, or unaccompanied spouse, the daily rate shall not exceed $49.50; (b) For an accompanying spouse, the daily rate shall not exceed $33; (c) For each other family member 12 years of age or older, the daily rate shall not exceed $33; and (d) For each family member under 12 years of age, the daily rate shall not exceed $24.75. (4) Additional 60 days. When the agency authorizes an extension of time for occupancy of temporary quarters beyond the first 60 days (not to exceed an additional-60 days) due to compelling reasons as provided in 2-5.2a(2), the additional days shall be computed at the same rates allowed for the second 30-day period in (3), above, for the employee and each member of the immediate family. 2-5.5. Advance of funds. Advance of funds may be made in 30-day increments in connection with subsistence expenses covered by 2-5 under policies and procedures prescribed in 2-1.6a. The initial advance of funds for temporary quarters subsistence expenses shall not exceed the maximum amount allowable under 2-5.4c(2) for the first 30-day period (or other authorized period if less than 30 days). Thereafter, funds may be advanced for subsequent 30-day periods as authorized by the agency. Agencies should advise employees that when an advance of funds is needed for the second and subsequently authorized 30-day periods, the request for advance should be submitted in sufficient time to allow for processing, approval, and issuance of the advance of funds. CH 2-5.4c(3) 2-65 thru 2-70 DOE 1500.2A 6-7-89 Attachment VI-1 Page 117 August 23, 1982 FPMR 101-7 (Effective: October 1, 1982) GSA Bulletin FPMR A-40, Supp. 4 PART 6. ALLOWANCE FOR EXPENSES INCURRED IN CONNECTION WITH RESIDENCE TRANSACTIONS 2-6.1. Conditions and requirements under which allowances are payable. To the extent allowable under this provislon. the Government shall reimburse an employee for expenses required to be paid-by him/her in connection with the sale of one residence at his/her old official station, for purchase (including construction) of one dwelling at his/her new official station, or for the settlement of an unexpired lease involving his/her residence or a lot on which a mobile home used as his/her residence was located at the old official station; Provided, That:

a. Transfers covered - agreement required. A permanent change of station is authorized or approved and the old and new official stations are located within the 50 States, the District of Columbia, the territories and possessions of the United States, the Commonwealth of Puerto Rico, or the areas and installations in the Republic of Panama made available to the United States under the Panama Canal Treaty of 1977 and related agreements (as described in section 3(a) of the Panama Canal Act of 1979), and the employee has signed an agreement as required in 2-1.5a(1). (See exclusions in 2-6.4.) b. Location and type of residence. The residence or dwelling is the residence as described in 2-1.4i, which may be a mobile home and/or the lot on which such mobile home is located or will be located. c. Title requirements. The title to the residence or dwelling at the old or new official station, or the interest in a cooperatively owned dwelling or in an unexpired lease, is in the name of the employee alone, or in the joint names of the employee and one or more members of his/her immediate family, or solely in t-he name of one or more members of his/her immediate family. For an employee to be eligible for reimbursement of the costs of selling a dwelling or terminating a lease at the old official station, the employee’s interest in the property must have been acquired prior to the date the employee was first definitely informed of his/her transfer to the new official station. d. Occupancy requirements. The dwelling for which reimbursement of selling expenses is claimed was the employee’s residence at the time he/she was first definitely informed by competent authority of his/her transfer to the new official station. e. Time limitation. (1) Initial period. The settlement dates for the sale and purchase or lease termination transactions for which reimbursement is requested are not later than 2 years after the date that the employee reported for duty at the new official station. 2-71 CH 2-6.1 Attachment VI-1 Page 118 DOE 1500.2A 6-7-89 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 August 23, 1982 (Effective: October 1, 1982) (2) Extension of time limitation. (a) Upon an employee’s written request, the 2-year time limitation for completion of the sale and purchase or lease termination transac- tions may be extended by the head of the agency or his/her designee for an addi- tional period of time not to exceed 1 year. (b) The employee’s written request should be submitted to the appropriate agency official(s) as soon as the employee becomes aware of the need for an extension but before expiration of the 2-year limitation; however, in no case shall the request be submitted later than 30 calendar days after the expiration date unless this 30-day period is specifically extended by the agency. (c) Approval of this additional period of time shall be based on a determination that extenuating circumstances, acceptable to the agency con- cerned, have prevented the employee from completing the sale and purchase or lease termination transactions in the initial time frame and that the residence transactions are reasonably related to the transfer of official station.

(3) Applicability. In addition to being applicable to those employees transferred on or after the effective date of this supplement, the provisions for extension of the time limitation contained in (2), above, shall also be applicable to employees whose time limitation will not have expired prior to the issuance date (signature date) of this supplement 4 to these regulations; provided that when such an extension is approved by an agency, relocation entitlements and allowances shall be determined by using the entitle- ments and allowances prescribed by regulations in effect on the employee’s effective date of transfer and not the entitlements and allowances in effect at the time the extension of the time limitation is approved. f. Payment of expenses by employee - pro rata entitlement. The expenses for which reimbursement is claimed were paid by the employee. If any expenses were shared by persons other than the employee, reimbursement is limited to the portion actually paid by the employee. If the residence is a duplex or another type of multiple occupancy dwelling which is occupied only partially by the employee, or whenever the employee shares responsibility for a leased property (such as a shared apartment arrangement), expenses shall be reimbursed on a pro rata basis. The employee shall also be limited to pro rata reimbursement when he/she sells or purchases land in excess of that which reasonably relates to the residence site. 2-6.2. Reimbursable and nonreimbursable expenses. a. Broker’s fees and real estate commissions. A broker’s fee or real estate commission paid by the employee for services in selling his residence is reimbursable but not in excess of rates generally charged for such services by the broker or by brokers in the locality of the old official station. No such fee or commission is reimbursable in connection with the purchase of a home at the new official station. CH 2-6.1e(2) 2-72 DOE 1500.2A Attachment VI-1 6-7-89 Page 119 November 25, 1987 FPMR 101-7 (Effective: October 1, 1987) GSA Bulletin FPMR A-40, Supp. 26 b. Other advertising, selling, and app raisal expenses. Costs of newspaper, bulletin board, multiple-listing services, and other advertising for sale of the residence at the old official station are reimbursable if the employee has not paid for such services in the form of a broker’s fee or real estate agent’s commission. The customary cost of an appraisal also may be reimbursed. c. Legal and related expenses. To the extent such costs have not been included in brokers’ or similar services for which reimbursement is claimed under other categories the following expenses are reimbursable with respect to the sale and purchase of residences if they are customarily paid by the seller of a residence at the old official station or if customarily paid by the purchaser of a residence at the new official station, to the extent they do not exceed amounts customarily charged in the locality of the residence: costs of (1) searching title, preparing abstract, and legal fees for a title opinion; or (2) where customarily furnished by the seller, the cost of a title insurance policy; costs of preparing conveyances, other instruments, and contracts and related notary fees and recording fees; costs of making surveys, preparing drawings or plats when required for legal or financing purposes; and similar expenses. Costs of litigation are not reimbursable. d. Miscellaneous expenses.

(1) Reimbursable items. The expenses listed below are reimbursable in connection with the sale and/or purchase of a residence, provided they are customarily paid by the seller of a residence in the locality of the old official station or by the purchaser of a residence at the new official station, to the extent they do not exceed specifically stated limitations, or in the absence thereof, amounts customarily paid in the locality of the residence. (a) FHA or VA fee for the loan application. (b) Loan origination fees and similar charges such as loan assumption fees and loan transfer fees. A loan origination fee is a fee paid by the borrower to compensate the lender for administrative-type expenses incurred in originating and processing a loan. Reimbursement for a loan assumption fee or a loan transfer fee or a similar charge also may be allowed, if it is assessed in lieu of a loan origination fee and reflects charges for services similar to those covered by a loan origination fee. An employee may be reimbursed for these fees in an amount not in excess of 1 percent of the loan amount without itemization of the lender’s administrative charges. 2-73 CH 2-6.2b Attachment VI-1 DOE 1500.2A Page 120 6-7-89 FPMR 101-7 November 25, 1987 GSA Bulletin FPMR A-40, Supp. 26 (Effective: October 1, 1987) Reimbursement may exceed 1 percent only if the employee shows by clear and convincing evidence that: (1) the higher rate does not include prepaid interest points, or a mortgage discount; and (2) the higher rate is customarily charged in the locality where the residence is located. (c) Cost of preparing credit reports. (d) Mortgage and transfer taxes. (e) State revenue stamps. (f) Other fees and charges similar in nature to those listed above, unless specifically prohibited in (2), below. (g) Charge for prepayment of a mortgage or other security instrument in connection with the sale of a residence at the old official station to the extent the terms in the mortgage or other security instrument provide for this charge. This prepayment penalty is also reimbursable when the mortgage or other security instrument does not specifically provide for prepayment, provided this penalty is customarily charged by the lender, but in that case the reimbursement may not exceed 3 months.’ interest on the loan balance. (h) Mortgage title insurance policy, paid for by the employee, on a residence purchased by the employee for the protection of, and required by, the lender. (i) Owner’s title insurance policy, provided it is a prerequisite to financing or the transfer of property or the cost of the owner’s title insurance policy is inseparable from the cost of other insurance, which is a prerequisite to financing or the transfer of property. (j) Expenses in connection with construction of a residence, which are comparable to expenses that are reimbursable in connection with the purchase of an existing residence. (2) Nonreimbursable items. Except as otherwise provided in (1), above, the following items of expense are not reimbursable: (a) owner’s title insurance policy, “record title” insurance policy, mortgage insurance or insurance against loss or damage of property, and optional insurance paid for by the employee in connection with the purchase of a residence for the protection of the employee; CH 2-6d(1)(b) 2-74 DOE 1500.2A Attachment VI-1 6-7-89 Page 121 November 25, 1987 FPMR 101-7 (Effective: October 1, 1987) GSA Bulletin FPMR A-40, Supp. 26

(b) Interest on loans; points; and mortgage discounts; (c) Property taxes; (d) Operating Or maintenance costs; (e) No fee, cost, charge, or expense determined to be part of the finance charge under the Truth in Lending Act, Title I, Public Law 90-321, and Regulation Z issued in accordance with Public Law 90-321 by the Board of Governors of the Federal Reserve System, unless specifically authorized in (1), above; and (f) Expenses that result from construction of a residence. e. Losses due to prices or market conditions at the old and new posts of duty. Losses due to failure to sell a residence at the old official station at the price asked, or at its current appraised value, or at its original cost, or due to failure to buy a dwelling at the new official station at a price comparable to the selling price of the residence at the old official station, and any similar losses, are not reimbursable. f. Other expenses of sale and purchase of residences. Incidental charges made for required services in selling and purchasing residences may be reimbursable if they are customarily paid by the seller of a residence at the old official station or if customarily paid by the purchaser of a residence at the new official station, to the extent they do not exceed amounts customarily charged in the locality of the residence. 9. Overall limitations. The total amount of expenses that may be reimbursed is as follows: (1) In connection with the sale of the residence at the old official station, reimbursement shall not exceed 10 percent of the actual sale price or $17,177, whichever is the ** lesser amount; and ** effective 10-1-B8 increased to $17,813 1/ (2) In connection with the purchase of a residence at the new official station, reimbursement shall not exceed 5 percent of the purchase price or $8,589, whichever is the *** lesser amount. *** effective 10-1-88 increased to $8,907 1/ h. Settlement of an unexpired lease. Expenses incurred for settling an unexpired lease (including month-to-month rental) for residence quarters occupied by the employee at the old official station may include broker’s fees for obtaining a 2-74.1 CH 2-6.2d(2)(b) 1/ See 53 FR 46941, 11-21-88 GSA Bulletin FPMR A-40, Supp. 30 Attachment VI-1 DOE 1500.2A Page 122 6-7-89 FPMR 101-7 November ,25, 1987 GSA Bulletin FPMR A-40, Supp. 26 (Effective> October 1, 1987) sublease or charges for advertising an unexpired lease. Such expenses are reimbursable when (1) applicable laws or the terms of the lease provide for payment of settlement expenses, (2) such expenses cannot be avoided by sublease or other arrangement, (3) the employee has not contributed to the expense by failing to give appropriate lease termination notice promptly after he/she has definite knowledge of the transfer, and (4) the broker’s fees or advertising charges are not in excess of those customarily charged for comparable services in that locality. Itemization of these expenses is required and the total amount shall be entered on an appropriate travel voucher. This voucher may be submitted separately or with a claim that is to be made for expenses incident to the purchase of a dwelling. Each item must be supported by documentation showing that the expense was in fact incurred and paid by the employee. 2-6.3 Procedural and control requirements.

a. Application for reimbursement and documentation of expenses. Employees shall be furnished appropriate forms for claiming reimbursement for expenses of real estate transactions. A sample form, Employee Application for Reimbursement of Expenses Incurred Upon Sale or Purchase (or both) of Residence Upon Change of Official Station (figure 2-6.3), is illustrated at the end of this part. Agencies shall prescribe a similar form to meet internal administrative requirements. The sample form includes the most commonly incurred items of expense for which reimbursement may be claimed. Amounts claimed must be supported by documentation showing that the expense was in fact incurred and paid by the employee. Included in the required supporting documents (as appropriate) are copies of (1) the sales agreement, (2) the purchase agreement, (3) property settlement documents, (4) loan closing statements, and (5) invoices or receipts for other bills paid. An appropriate voucher shall be prepared by the employee and used in transmitting the claim application with supporting attachments. Reimbursement may be in two parts; i.e., a payment for expenses incurred in the sale of the former residence and a payment for expenses incurred in the purchase of a new dwelling. CH 2-6.2h 2-74.2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 123 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin, A-40, Supp. 1 b. Review and administrative approval of sale and purchase expenses Applications shall be reviewed by a responsible official of the agency. The application for reimbursement of expenses for the sale of a residence shall be sent to the claimant's old official station for review and approval of the claim unless agency review and approval functions are performed elsewhere. In case of transfer between agencies, review and approval Of the application shall be nude, if appropriate, at an installation of the hiring in the locality of the employee's old official station, but if the hiring agency has no appropriate installation, it shall be sent to the losing agency at the old official station for review and approval. This review and approval are intended to be limited to determining whether the expenses claimed are reasonable in amount and customarily paid by the seller in the locality where the property is located. If items of cost appear to have been inflated or are higher than normally imposed for similar services in the locality, any portion of such costs determined to be excessive shall be disallowed. When approved, the application shall be returned with such memorandum of explanation as may be appropriate. A similar review and approval are required in connection with an application for reimbursement of the expenses of the purchase of a new dwelling. Final administrative approval of payment of the claim must be executed by an appropriate approving official. Such official may accept as conclusive the required price approvals covering reasonbleness and custom; he/she shall, however, in accordance with the provisions of this part, independently determine whether (1) the aggregate amount of expenses claimed in connection with a sale or purchase of a residence is within the prescribed limitation for either, (2) all conditions and requirements under which allowances maybe paid have been met, and (3) the expenses themselves are three which are reimbursable. The employee’s claim accompanied by the application and supporting documents shall be completed and submitted in accordance with the usual procedures of the agency conerned.

c. Assistance provided by local offices of the Department of Housinq and Urban Development. Technical assistance in determining the reasonableness of an expense may be obtained from the local or area office of the Department of Housing and Urban Development (HUD)) serving the area in which the expense occurred. The local office maintains and can furnish upon request a current FHA Form 2496, Schedule of Closing Costs, applicable to the area. This is a schedule of closing costs typically encountered in connection with the purchase and sale of single family properties in the locality. For the purpose of determining whether the expenses claimed are reasonable and may be approval for reimbursement, these closing costs should be used as guidelines and not as rigid limitations. The local office will also furnish upon request information concerning local custom and practices with respect to charging of closing costs related to either a sale or purchase, including information as to whether such costs are customarily paid by the seller or purchaser and the local terminology used to describe them. Area or insuring offices of HUD are located in all major cities. The mailing addresses for these offices are included in the U.S. Government Organization Manual, published annually by the Office of the Federal Register, National Archives and Records Service, General Services Administration. A directory maintaining the addresses of all such offices (HUD Form 788) is available at any HUD office. CH 2-6.3b 2-75 Attachment VI-1 DOE 1500.2A Page 124 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (effective: November 1, 1981) d. Violation of employment agreement. In the event the employee violates the terms of the agreement required under 2-1.5a(1), no expenses will be paid, and any amounts paid prior to such violatipn shall be a debt due the united States until they are paid by the employee. 2-6.4. Exclusions. The provisions of 2-6 do not apply to new appointees, including those covered under 2-1.5f, or employees assigned under the Government Employees Training Act (5 U.S.C. 4109). 2-6.5. Advance of funds. No advance of funds is authorized in connection with the allowances provided in this part. CH 2-6.3d 2-76 thru 2-82 DOE 1500.2A 6-7-89 Attachment VI-1 Page 125 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 2-83 Attachment VI-1 Page 126 DOE 1500.2A 6-7-89 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 September 28, 1981 (Effective: November 1, 1981) 2-84 DOE 1500.2A 6-7-89 Attachment VI-1 Page 127 September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin A-40, Supp. 1 PART 7. TRANSPORTATION OF MOBILE HOMES 2-7.1. Eligibility and limitations. a. Eligibility. An employee who is entitled to transportation of his/her household goods under these regulations shall, instead of such transportation, be entitled to an allowance as provided in this part, for the transportation of a mobile home for use as a residence. In order to be eligible for the allowance, the employee shall certify in a manner prescribed by the head of the agency that the mobile is for us as a residence for the employee and/or his/her immediate family at the destination. If an employee is not eligible able to receive an allowance for movement of his/her mobile home, he/she may be eligible to receive an allowance based on the transportation of his/her household goods under the provisions of 2-8.

b. aphic limitations. Allowances for transportation of mobile homes may be made only for transportation of homes within the conterminous United States, within Alaska, and through Canada en route between Alaska and the conterminous United States. Allowances for transportation within the limits prescribed may be paid even though the transportation involved originates, terminates, or passes through locations not revered, provided that the amount of the allowance shall be computed on the basis of that part of the transportation which is within the conterminous United States, within Alaska, or through Canada en route between Alaska and the conterminous United States. c. Relationship to other allowances. Allowances for transportation mobile homes (including mileage when towed by employee) are in addition to payment of per diem, mileage, and transportation expenses for employees and their immediate families. However,the fact that a mobile home may be moved at Government expense only if the employee certifies that it is to be used as a residence at the destination should be considered in determining allowances to be paid under 2-4, 2-5, and 2-6. 2-7.2. Computation of distances. a. Standard highway mileage. Where points of origin and destination are within the conterminous United States and Alaska, the allowable distance between these points shall be that shown in the standard highway mileage guides or actual miles driven as determined from odometer readings. (Actual odometer readings need not be shown on the travel voucher.) Any substantial deviation from distances shown in the standard highway mileage guides shall be explained. b. Islands involved. In addition to mileage, if the point of origin or destination is an island within the boundaries of one of the counterminous United States or Alaska and a ferry is used in transportation of a mobile home, the statute mileage between the island and the usual place of arrival or departure on the mainland shall be allowed, except that when such mileage is included in the standard highway mileage guides the mileage shown therein shall be used. 2-85 CH 2-7.1 Attachment VI-1 DOE 1500.2A Page 128 6-7-89 September 28, 1981FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) c. Unauthorized transportation involved. Where point of origin or destination, or both, are not in the conterminous United States or Alaska, the allowable distance shall be limited to the distance which the mobile home is transported within or between any of the conterminous United States and Alaska, and through Canada en route Alaska and the conterminous United States. In such instances, the mileage shall be computed as provided in a, above. 2-7.3. Computation of allowances. a. Transportation by a commercial carrier. (1) Tariff rates. The allowance shall include the carrier’s charges for actual transportation of the mobile home in an amount not exceeding the applicable tariff as approved by the Interstate Commerce Commission (or appropriate State regulatory body for intrastate movements) for transportation of a mobile home of the size and shape involved for the distance involved, provied any substantial deviation from mileage shown in the standard highway mileage guides shall be explained. (2) Fees, tolls, and, charges. The allowance also shall include ferry fares and bridge, road, and tunnel tolls; taxes, charges or fees fixed by

(3) Charges excluded. Allowances shall not include costs of preparing mobile homes for movement, maintenance, for valuation of homes above carriers’ repairs, storage, insurance maximum liabilities nor charges designated in the tariffs as "Special Service." (See 2-3 which relates to the miscellaneous expense allowance.) b. Transportation by private means. When a mobile home is transported by means other than a commercial carrier, such as when it is towed by privately owned conveyance, reimbursement for and tunnel tolls, transportation of allowance for use 2-2.3 in addition an allowance of cents per mile shall be made as all transportation costs including ferry fares, bridge, road and similar charges. No other allowance shall be made for the mobile home under this part, but payment of the mileage of a privately owned conveyance may be made as provided in to the allowance. c. Mixed method of transportation. When a mobile home is transported partly by commercial carrier and partly by private means, the allowances described in 2-7.3a and b apply to the respective portions of the transportation. d. Optional use of Government bill of lading. Instead of the allowances to the employee provided in 2-7.3ai and b, the agency may, when it determines such action to be in the Government’s interest, assume direct responsibility for transportation of an employee’s mobile home, issuing CH 2-7.2c 2-86 DOE 1500.2A Attachment VI-1 6-7-89 Page 129 (and 130) May 20, 1983 FPRM 101-7 GSA Bulletin FPMR A-40, Supp. 5 (Effective: June 19, 1983) necessary bills of lading and paying the costs involved. In such instances, the employee shall not receive any other allowance for the transportation involved and shall be charged any cost the Government must pay under the bill of lading which would not be allowed under 2-7.3 or which is in excess of that allowable under 2-7.4. 2-7.4. Limitation on allowances. The total amount allowable under 2-7.3 shall not exceed the maximum amount which would be allowable for transportation and 90 days' temporary storage of the employee’s household goods if, instead of moving a mobile home, the maximum quantity of household goods allowable for the employee involved under 2-8.2 had been moved. 2-7.5. Advance of funds. An advance of funds may be allowed an employee for the transportation of a mobile home under the requirements provided in 2-1.6a. The amount of advance shall not exceed either (a) the estimated amount allowable under 2-7.3a or (b) the constructive cost determined under 2-7.4. 2-87 thru 2-96 CH 2-7.3d DOE 1500.2A 6-7-89 Attachment VI-1 Page 131 March 13, 1984 FPMR 101-7 (Effective: November 14, 1983) GSA Bulletin FPMR A-40, Supp. 10 PART 8. TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT 2-8.1. Applicability. Employees covered by these regulations who have complied with the general requirements as contained in 2-1.2 and 2-1.5 are eligible for transportation and temporary storage of their household goods subject to the provisions of this part when they are transferred, regardless of whether the official stations involved are within or outside the conterminous United States, are appointed to positions in which Government transportation to the first official station is allowable, or are separated after completion of a period of service overseas. 2-8.2. General Iimitations. a. Maximum weight allowance. The maximum weight of that may be transported or stored in connection therewith at

household goods Government expense is limited to 18,000 pounds net weight for all employees. The total weight of household goods stored under 2-9.2 plus the weight of household goods transported under this Part 8 shall not exceed the above maximum weight allowance. a-1. Professional books, papers, and equipment. (1) For purposes of this Part 8, the term “professional books, papers, and equipment” includes those professional or specialized items and other materials which are personally owned by the employee for use in the performance of official duties. The term does not include sports equipment or office, household, or shop fixtures and furniture; e.g., bookcases, file cabinets, desks, and racks of any kind even though used in connection with the professional books, papers, and equipment. (2) There is no statutory authority to transport personally owned professional books, papers, and equipment in addition to the maximum weight allowance (2-8.2a) established by law for transportation of an employee’s household goods and personal effects. However, there may be instances in which the weight of the professional books, papers, and equipment would cause an employee’s household goods shipment to be in excess of the maximum weight allowance. In such instances, the personally owned professional books, papers, 2-97 CH 2-8.1 DOE 1500.2A 6-7-89 Attachment VI-1 Page 132 FPMR 101-7 September28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) and equipment may be transported to the new permanent duty station as an administrative expense of an agency (not chargeable to travel and transportation appropriations). Shipment of these items as an administrative expense would be instead of shipment as an allowance of the employee. (Comp. Gen. Decision B-171677, May 13, 1971.) (3) Authority to transport professional books, papers, and equipment as an administrative expeense shall be subject to agency policy and discretion within the following guidelines: (a) The employee shall furnish an itemized inventory of professional books, papers, and equipment for review by an appropriate authorizing official at the new permanent duty station. In addition, the employee shall furnish appropriate evidence (as determined by the agency concerned) that transporting the itemized material as part of the employee's household goods would result in an excess of the employee's maximum weight allowance. (b) The authorizing official at the new permanent duty station shall review and certify that the professional books, papers, and equipment as itemized are necessary in the proper performance of the employee's duties at the new duty station and that if these items were transported to the new duty station, the same or similar items would have to be obtained at Government expense for the employee's use at the new duty station. (c) When professional books, papers, and equipment are certified as provided in (b), above, and shipped for the employee as an administrative expense of an agency, shipment shall be by the actual expense method; the commuted rate method shall not be used. When shipped in the same lot with the employee' s household goods and other personal effects under the actual expense method, the professional books, papers, and equipment shall be packed and weighed separately; the weight thereof and the administrative appropriation chargeable shall be stated as separate item on the Government bill of lading. In unusual to obtain separate weights, be used.

Note.—Par. 2-8.2a-1 added, b. Determining the instances in which it a constructive weight FPMR Temp. Reg. A-11, net weight. is impractical or impossible of 7 pounds per cubic foot may Supp. 4, Apr. 29, 1977. (1) Uncrated shipments. when household goods are shipped uncrated as in a household mover’s van or similar conveyance, the net weight shall be that shown on the bill of lading or on the weight certificate attached thereto, which, under Interstate Commerce Commission (IOC) regulations, includes the weight of barrels, boxes, cartons, and similar materials used in packing, but does not include pads, chains, dollies, and other equipment needed to load and CH 2-8.2a-1(2) 2-98 DOE 1500.2A Attachment VI-1 6-7-89 Page 133 August 23, 1982 (Effective: October 1, 1982) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 secure the shipment. When a noncommercial means of shipment is involved (see 2-8.3a(3)), the above provisions of the ICC regulations shall apply for the purpose of determining-the net weight. When an employee's claim is based on constructive weight as authorized in 2-8.2b(4), the net weight shall be the weight as determined under that provision. (2) Crated shipments. When property is transported crated, the net weight shall not include the weight of the crating material; therefore, the net weight shall be computed as being 60 percent of the gross weight. However, if the net weight computed in this manner exceeds the applicable weight limitation and if it is determined that, for reasons beyond the employee’s control, unusually heavy crating and packing materials were necessarily used, the net weight may be computed at less than 60 percent of the gross weight. (3) Containerized shipments. When special containers designed normally for repeated use. such as lift vans. CONEX transporters. and household-goods shipping boxes are used and the known tare weight does not include the weight of interior bracing and padding materials but only the weight of the container, the net weight of the household goods shall be 85 percent of the gross weight less the weight of the container. If the known tare weight includes interior bracing and padding materials so that the net weight is the same as it would be for uncrated shipments in interstate commerce, the net weight shall not be subject to the above reduction. If the gross weight of the container cannot be obtained, the net weight of the household goods shall be determined from the cubic measurement on the basis of 7 pounds per cubic foot of properly loaded container space. (4) Constructive weight. If no adequate scale is available at point of origin, at any point en route, or at destination, a constructive weight, based on 7 pounds per cubic foot of properly loaded van space, may be used. Such constructive weight also may be used for a part-load when its weight could not be obtained at origin, en route, or at destination, without first unloading it or other part-loads being carried in the same vehicle, or when the household goods are not weighed because the carrier’s charges for a local or metropolitan area move are properly computed on a basis other than the weight or volume of the shipment (as when payment is based on an hourly rate and the distance involved). However, in such instances the employee should obtain a statement from the carrier showing the amount of properly loaded van space required for the shipment. (See also 2-8.3a(3) with respect to proof of entitlement to a commuted rate payment when net weight cannot be shown.)

c. Temporary storage time limit. The time allowable for temporary storage in connection with an authorized shipment of household goods shall not exceed a period of 90 days. This time period also applies when an employee returns to his/her place of actual residence for leave before serving a new tour of duty outside the conterminous United States either at a different post of duty or at the same post of duty if the storage is provided instead of furnished quarters or a quarters allowance. However, upon an employee’s written request, the initial 90-day period may be extended an additional period not to exceed 90 days under certain conditions if approved by the agency head or his/her 2-99 CH 2-8.2b(1) Attachment VI-1 DOE 1500.2A Page 134 6-7-89 August 23, 1982FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 4 (Effective: October 1, 1982) designee. Justification for an additional storage period may include but is not limited to the following reasons: (1) An intervening temporary duty or long-term training assignment; (2) Nonavailability of suitable housing; (3) Completion of residence under construction; (4) Serious illness of employee or illness or death of a dependent; or (5) Strikes, acts of God, or other circumstances beyond the control of the employee. CH 2-8.2c 2-100 DOE 1500.2A 6-7-89 Attachment VI-1 Page 135 (and 136) FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) d. Origin and destination. Cost of transportation of household goods may be paid by the Government whether the shipment originates at the enployee's last official station or place of residence or at some other point, or if part of the shipment originates at the last official station and the remainder at one or more other points. Similarly, these expenses are allowable whether the point of destination is the new official station or some other point selected by the employee, or if the destination for part of the property is the new official station and the remainder is shipped to one or more other points. However, the total amount which may be paid or reimbursed by the Government shall not exceed the cost of transporting the property in one lot by the most economical route from the last official station of the transferring employee (or the place of actual residence of the new appointee at time of appointment) to the new official station. In connection with return from overseas for separation, see 2-1.5g(4). No property acquired by the employee en route between old and new official stations shall be eligible far transportation under this part. e. Loss and damage liability. Limitations on the Goverment's liability for loss or damage of an employee’s household goods are contained in the Military Personnel and Civilian Employees' Claims Act of 1964 (31 U.S.C. 240-242) and in agency rules and regulations issued under the authority thereof. Since agency practices and regulations under that Act differ, and in view of the different circumstances under which household goods are transported and temporarily stored under the authority of this part, each agency should advise transferred employees of the applicability and restrictions on claims against the Government for loss and damage as related to the transportation circumstances involved. Agencies should also be prepared to give advice to employees as to the liability of the carrier for loss and damage of transported household goods in the transportation circumstances involved so that they will be able to evaluate the need for insurance and the advisability of incurring a valuation charge. (For interstate shipments by motor carrier on commercial bills of lading, see 49 CFR 1056 and 1307.201.)

2-8.3. Transportation within the conterminous United States. a. The commuted rate system. (1) Description. Under the commuted rate system an employee makes his/her own arrangments for transporting household goods between points within the conterminous United States. He/She selects and pays the carrier or transports his/her goods by noncommercial means and is reimbursed by the Government in accordance with schedules of commuted rates which are contained in GSA Bulletin FPMR A-2, Commuted rate schedule for transportation of household goods. The schedules of commuted rates which are developed from tariffs that carriers have filed with the interstate Commerce Commission consist of tables to be applied to the particular transportation involved. The commuted rate includes costs of line-haul, transportation, packing, crating, unpacking, drayage incident to transportation, and other accessorial charges. Costs of temporary storage which are subject to reimbursement under 2-8.5 are stated separately in the schedule of commuted rates. 2-100.1 and 2-100.2 CH 2-8.2d DOE 1500.2A Attachment VI-1 6-7-89 Page 137 September 28, 1981 (effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 (2) Reimbursement. When the commuted rate system is used, the amount to be paid to the employee for transportation and related services is computed by multiplying the number of hundreds of pounds shipped (within the maximum weight allowances) by the applicable rate per hundred pounds for the distance shipped as shown in the commuted rate schedule. The distance shall be determined in accordance with household goods mileage guides filed with the Interstate Commerce Commission. If the rate is not shown in the commuted rate schedule for the exact mileage, the rate shown for the next greater distance applies. If an employee is charged a minimum weight above the actual weight of his/her household goods under the applicable tariff (other than one based on expedited or special services) the reimbursement shall be based on the minimum weight as charged instead of the actual weight of the goods. (3) Documentation. Claims for reimbursement under the commuted rate system shall be supported by a receipted copy of the bill of lading (a reproduced copy may be accepted) including any attached weight certificate copies if such a bill was issued. If no bill of lading was involved, other evidence showing points of origin and destination and the weight of the goods must be submitted. Employees who transport their own household goods are cautioned to establish the weight of such goods by obtaining proper weight certificates showing gross weight (weight of vehicle and goods) and tare weight (weight of vehicle alone) because compliance with the requirements for payment at commuted rates on the basis of constructive weight (2-8.2b(4) ) usually is not possible. b. Actual expense method. (1) Description. Under the actual expense method, the Government assures r responsibility for awarding contracts and for other negotiations with carriers. The property is shipped on a Government bill of lading, and the Government therefore audits and pays transportation vouchers directly to carriers. Under the actual expense methods the household goods are shipped by the Government, not by the employee. carrier services and for responsibility. Selection of the carrier, arranging for pecking and crating, preparing the Government bill of lading, paying charges incurred, and processing any loss and damage claims are the direct responsibility of the agency.

(2) Agency (3) Allowable charges. The actual rests of transportation of household goods within the authorized weight limits will be allowed at Government expense. Also within that weight limit the actual costs for packing, crating unpacking, drayage incident to transportation and necessary accessorial services shall be allowed. (4) Multiple shipment procedures. When the actual expense method is used in shipping household goods belonging to two or more employees between the same two points, the weight of the household goods of each employee is to be identified for the purpose of applying the maximum weight limitations. 2-101 CH 2-8.3a(2) Attachment VI-1 Page 138 DOE 1500.2A 6-7-89 September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin FPMR A-40, Supp. 1 (5) Excess weight procedures. When the weight of an employee’s household goods exceeds the maxium weight limitation, the total quantity may be shipped on a Goverment bill of lading, but the employee shall reimburse the Government for the cost of transportation and other charges applicable to the excess weight, computed from the total charges according to the ratio of excess weight to the total weight of the shipment. c. Use of commuted rate or actual expense method. (1) Considerations. When the commuted rate system is used, the Government is releived of the responsibility and administrative expense of selecting and dealing with carriers and making other arrangements for transporting employees' household goods; however, the Government cannot take advantage of special discounts which may be offered. On the other hand, when the actual expense method is used, the Government incurs the additional expenses of selecting and dealing with carriers, preparing bills of lading, auditing and paying transportation vouchers, supervising the packing of household goods, handling employee loss and damage claims, and other incidents. (2) Estimating Costs. Under the commuted rate system an accurate estimate of cost depends upon the accuracy of the estimate of weight. However under the actual expense method the cost to the Government will usually depend not only on the weight involved but also on the accessorial services required, the quality of packing and the quantity of individual cartons, boxes, barrels, and wardrobes used by the carrier in packing. When the commuted rate system is used, the packing and accessorial charges are authorized and paid for by the employee from the amounts allowed for those charges under that system. Under the actual expense method the accessorial and packing charges are paid by the Government, and if those charges are high, they may more than offset any discount in the line-haul rate which may be available for shipments by Government bill of lading. A proper comparison of costs must take into account the line-haul transportation charge, the administrative costs as indicated in 2-8.3c(1), and the expected accessorial and packing charges. (3) Policy. The general policy is that commuted rates shall be used for transportation of employees' household goods when individual transfers are involved, and that appropriate action, depending on the amount of goods to be transported, shall be taken to estimate and compare actual expense method costs with commuted rate rests when groups of employees are transferred between the same official stations at approximately the same time so that the method resulting in less cost to the Government may be used. Specific procedures to be followed are contained in 2-8.3c(4).

(4) Criteria for use of the actual expense method. (a) Individual transfers. Agency experience with the actual expense method has shown that shipment by Government bill of lading does not result in savings simply because a line-haul discount is available. Theforefore, the commuted rate system shall be used for individual transfers without CH 2-8.3b(5) 2-102 DOE 1500.2A 6-7-89 Attachment VI-1 Page 139 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 consideration being given the actual expense method, except that the actual expense method may be used if the actual costs to be incurred by the Government for packing and other accessorial services are predetermined (at least as to price per 100 pounds)and if that method is expected to result in a real savings to the Government of $100 or more. (For intrastate transfers, see 2-8.3c(4) (d).) (b) Multiple transfers. Under general rate tenders arranged by GSA and the Department of defense (DOD), participating carriers agree to transport the household goods of Government employees at rates below commercial rates for specific period of time. These tenders are arranged under section 22 of the Interstate Commerce Act, and no further agency negotiation is necessary to take advantage of them. Agencies shall evaluate the use of such rates when, because of the transfer of several employees, they have a large volume of household goods to be moved between the same places at the same time even though no mass move is involved; however, the added costs for use of the actual expense method, as discussed in 2-8.3c(1), and the uncertainty as to total cost for packing and accessorial services, as discussed in 2-8.3c(2), shall be taken into consideration, and the actual expense method shall be selected only if it is considered likely that a real savings to the Government will result from the use of that method. (c) Mass moves. Whenever an entire facility is being relocated or whenever it is anticipated that 10 or more shipments of household goods are to be transported between the same two points at approximately the same time, the agency involved shall notify the appropriate regional office of the General Services Administration (for civilian agencies without specialized transportation personnel) or the appropriate transportation office of DOD (for components of that Department) of the forthcoming move so that an analysis can be made of existing available rates for use under the actual expense method. The notification shall be accompanied by all pertinent information concerning points of origin and destination, estimated weights of property, the number of persons or different families involved, and dates or periods of time when each person or family is expected to move. When appropriate, the GSA or DOD transportation organization shall attempt to arrange with carriers for worthwhile reduced rates and shall advise the agency concerned of the results of such efforts. If these efforts show that a saving will result considering all direct and indirect costs involved, the actual expense method shall be used. Otherwise, the commuted rate system shall be used.

(d) Unusual circumstances. The commuted rates do not take into account intrastate rates that in some instances may be substantially higher than the interstate rates that form the basis for the commuted rates. In order to avoid the necessity of prescribing commuted rates for such circumstances, the actual expense method (Government bill of lading) may be used when it is administratively determined that the commuted rate system would cause an unusual hardship for an employee transfering between official stations within a State. This authority shall not be used indiscriminately, and all instances of its use shall be carefully documented and justified. 2-103 CH 2-8.3c(4)(a) Attachment VI-1 Page 140 DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) 2-8.4. Transportation outside the counterminous United States. a. Coverage. This paragraph contains the special rules which are applicable to the transportation of household goods at Government expense to, from, and between points outside the conterminous United States. Individual eligibility is covered in 2-1.2 and 2-1.5. b. Weight limitation. The maximum weights specified in 2-8.2 are applicable; however, where furnished a partly furnished quarters are to be provided outside the conterminous United States (in the case of a transfer to such a station) or have been provided (in the case of a return to the conterminous United States), agencies shall make an appropriate reduction in the weight of household goods which may be authorized for shipment at Government expense. c. Allowable costs. (1) Actual expense basis. Transportation authorized under 2-8.4 shall be on an actual expense basis. Actual expense includes costs of transportation of household goods, packing and crating (including packing and crating materials and temporary containers), unpacking, and other necessary accessorial charges within applicable limits. (2) Drayage. If door-to-door common carrier rates are not applicable, allowabe rests include the actual costs of drayage to and from the common carrier for goods not in excess of the authorized weight. (3) Lift vans. Charges allowable for packing and crating and for transportation include expenses incurred in hiring, transporting, and packing lift vans when shipments are made in whole or in part by water, but do not include charges in connection with any shipment or storage of empty lift vans or import duties on lift vans. (4) Valuation. The valuation of property as declared for shipping will not exceed that to which the lowest freight rates will apply except as provided in 2-8.4e(3). d. Procedures applicable. (1) Transportation and related services. The allowable transportation and related service may be obtained by the agency concerned from any available commercial carrier, except that all shipments of property by water shall be made on ships registered under the laws of the United States whenever such ships are available. (2) Use of Government bill of lading. Commercial shipments will be made on Government bills of lading or purchase orders whenever possible; otherwise reimbursement shall be made to the employee for transportation expenses actually and necessarily incurred within the limitations prescribed by these regulations. CH 2-8.4 2-104 DOE 1500.2A Attachment VI-1 6-7-89 Page 141 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1

(3) Itemization of charges. If the services rendered cover, in addition to transportation, other services such as packing, crating, drayage, unpacking, and temporary storage, the total charge for the services shall be itemized to show the charge for each service. e. Services in excess of those authorized. (1) Means other than selected. An employee may elect to have his/her household goods moved by some means other than the means selected by the Government, except as noted in 2-8.4d(1) relating to transportation by foreign flag vessels, on the condition that he/she will pay the amount, if any, by which the charges for the means of transportation selected by him/her exceed the charges for the means of transportation selected by the Government. (2) Excess weight. If household goods in excess of the weight allowable under these regulations are shipped on a Government bill of lading or purchase order, the employee shall promptly upon completion of the shipment pay the proper agency official for the excess cost. computed from the total charges according to the ratio of excess weight to the total weight of the shipment. The excess cost shall be (3) Excess valuation or insurance. An employee may declare a validation above the minium permitted if he/she assumes all additional expenses resulting therefrom, including the cost of insurace needed to protect the higher valuation. (See 2-8. 2e.) 2-8.5. Temporary storage. a. Applicability. Temporary storage of household goods at Government expense may be allowed only when such storage is incident to transportation of the household goods at Government expense. b. Allowable expenses. (1) Commuted rate system. In connection with transportation within the conterminous United States under the commuted rate system, costs of temporary storage within the applicable weight limit will be reimbursed to the employee in the amount of his/her costs for storage including in and out charges and necessary drayage, but not to exceed the commuted rates for storage in GSA Bulletin FPMR A-2. A receipted copy of the warehouse or other bill for storage costs is required to support reimbursement. (2) Actual expenses method. In connection with transportation within or outside the United States when the actual expense method is used, the Government will normally arrange for necessary temporary storage and pay the cost thereof direct. If an employee must arrange for temporary storage in connection with transportation by the actual expense method, he/she may be 2-105 CH 2-8.4d(3) Attachment VI-1 Page 142 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 5 DOE 1500.2A 6-7-89 May 20, 1983 (Effective: June 19, 1983) reimbursed for reasonable costs Incurred for storage including in and out charges and necessary drayage within the applicable limitations. Charges for excess weight, valuation above the minimum amount, and services obtained by employee at higher costs shall be the responsibility of the employee in the same manner as he/she is responsible for excess costs incident to transportation. (See 2-8.4e.) 2-8.6. Advance of funds. a. Commuted rate system. Advances of funds may be made to employees up to the estimated amount of the commuted payment for the cost of authorized transportation and temporary storage of their household goods-under the procedures and policies prescribed in 2-1.6a.

b. Overseas shipments. For overseas shipment, advance of funds may be made for the estimated cost of transportation and temporary storage only if the cost of authorized transportation and temporary storage will not be paid direct by the Government as is the case when a Government bill of lading or purchase order is used. c. Procedures. In requesting an advance of funds, the employee shall submit a written statement designating (1) the points of origin and destination, (2) the estimated weight of household goods to be shipped, and (3) any anticipated temporary storage not to exceed 90 days at Government expense. The estimate of weight required in support of an advance of funds shall consist of a statement of the estimated weight signed by the carrier selected to handle the shipment if it is available. If it is not available, evidence of actual weight or a reasonable estimate thereof acceptable to the agency shall be furnished. CH 2-8.5b(2) 2-106 thru 2-112 DOE 1500.2A 6-7-89 Attachment VI-1 Page 143 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 PART 9. ALLOWANCES FOR NONTEMPORARY STORAGE OF HOUSEHOLD GOODS 2-9.1. Nontemporary storage during assignment to isolated locations in the conterminous United States. a. Policy. Nontemporary storage of household goods belonging to an employee transferred or a new appointee assigned to unofficial station at an isolated location in the conterminous United States shall be allowed only when it is clearly justified under the conditions in this part and is not primarily for the convenience or at the request of the employee or the new appointee. b. Isolated official stations -criteria. An official station at an isolated location under 2-9.1 is a place of permanent duty assignment in the conterminous United States at which an employee has no alternative except to live where he/she is unable to use his/her household goods because: (1) The type of quarters he/she is required to occupy at the isolated permanent duty station will not accommodate his/her household goods, or (2) Residence quarters which would accommodate higher household goods are not available within reasonable daily commuting distance of the official station. However , the designation of an official station as isolated in accordance with 2-9.1c shall not preclude a determination in individual instances that adequate housing is available for some employees stationed there based on housing which may be available within daily commuting distance and the size and other characteristics of each employee’s immediate family. In such instances the station shall not be considered isolated with regard to those employees for whom adequate family housing is determined to be available. c. Isolation official stations - designation. Heads of agencies concerned are responsible for designating the isolated official stations at which conditions exist for allowing nontemporary storage of household goods at Government expense for some or all employees. d. Eligibility. Eligibility for nontemporary storage of household goods and personal effects applies to the following: (1) An employee stationed at an isolated official station which meets the criteria in 2-9.1b, who performed permanent change of station travel, or travel as a new appointee under 2-1.5f of these regulations, to such duty station under travel orders issued on or after May 22, 1966; or

(2) An employee or new appointee under 2-1.5f whose effective date of transfer or appointment to an isolated official station in the conterminous United States was on or after July 21, 1966. 2 -113 CH 2-9.1 Attachment VI-1 Page 144 DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) e. Authorization. The authorization for nontemporary storage should be contained in the travel order or other document authorizing transfer or appintment at an isolated official station. However, storage may be approved subsequently if the employee or new appointee is otherwise eligible. f. Allowable storage. (1) Place of storage. Under regulations prescribed by the head of the agency concerned, the property may be stored either in available Government-owned storage space or in suitable commercial or privately owned space obtained by the Government if Government-owned space is not available or commercial or privately owned space is more economical or suitable because of location, cliff difference of transportation costs, or for other reasons. if (2) Allowable costs. Allowable costs for storing the property include the cost of necessary packing, crating, unpacking, uncrating, transportation to and from place of storage, charges while in storage, and other necessary charges directly relating to the storage. (3) Partial storage. An eligible employee or new appointee may be authorized to have a portion of his/her household goods transported to the isolated official station and to have the remainder stored at Government expense. However, the weight of the goods stored plus the weight of the goods transported shall not exceed the maximum applicable weight allowance for which the employee is eligible. conversion of household goods f . Authority may be granted for the rom temporary to nontemporary storage and from storage at personal expense to nontemporary storage at Government expense. (4) Changes in type of storage g. Time limitations. Nontemporary storage shall be authorized for periods of time not exceeding 1 year and extended as necessary in accordance with the length of an employee's assignment at an isolated official station. Appropriate periodic review shall be made to determine whether current conditions at the isolated locality with regard to availability of housing warrant continuation of the authority for nontemporary storage. Eligibility for nontemporary storage at Government expense shall terminate on the employee’s last day of active duty at the isolated official station. When an employee ceases to be eligible, nontemporary storage at Government expense may continue until the beginning of the second month after the month in which his eligibility terminates. However, the period of nontemporary storage shall not exceed 3 years. 2-9.2. Nontemporary storage during assignment outside the conterminous United States. a. Eligibility. Under regulations that may be prescribed by the head of the agency concerned, an employee stationed at an official station other than one located in the conterminous United States or an employee or new appointee transferred or appointed to such a station may be allowed nontemporary storage of his/her household goods while so assigned if: CH 2-9. 1e 2 -114 Attachment VI-1 Page 145 DOE 1500.2A 6-7-89 September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) to take or round-trip to the new GSA Bulletin FPMR A-40, Supp. 1

(1) The official station is one to which he/she is not authorized at which he/she is unable to use the household goods, or (2) The storage is authorized in the public interest, or (3) The estimated cost of storage would be less than the cost of transportation (including temporary storage) of the household goods official station. b. Authorization. Normally the authorization for nontemporary storage shall be contained in the travel order or other document authorizing the employee’s change of station or authorizing a new appointee to report to his/her official station. However, storage may be approved subsequently if the employee or new appointee would otherwise be eligible. c. Allowable storage. (1) Place of storage. The property may be stored either in available Government-owned storage space or in suitable commercial or privately owned space if Government-owned space is not available or if commercial or privately owned space obtained by the Government is more economical or suitable because of location, difference of transportation costs, or other reasons. (2) Allowable costs. Allowable costs for storing the property include the cost of necessary packing, crating, unpacking, uncrating, transportation to and from place of storage, charges while in storage, and other necessary charges directly relating to the storage. (3) Partial storage The employee or new appointee may be authorized to have a portion of his/her goods transported to the official station unless it is a station to which he/she is not authorized to take or at which he/she is unable to use any of the goods. However,the weight of the goods stored plus the weight of the goods transported shall not exceed the maximum applicable weight allowance for which the employee is eligible. (4) Change in type of storage. Authority may also be granted for the conversion of household goods from temporary to nontemporary storage at Government expense, and from storage at personal expense to nontemporary storage at Government expense, if the employee or new appointee is otherwise eligible. d. Time limitations. Nontemporary storage at Government expense may be auhorized for a period not to exceed the length of the employee’s tour of duty at the overseas station plus 1 month prior to the time the tour begins. The storage period may be extended for subsequent service or tours of duty at the same or other overseas stations if the provisions of 2-9.2a continue to be met. when an employee ceases to be eligible for the allowance, storage at Government expence may continue until the beginning of the second month after the month in which his/her eligibility terminates, unless to avoid inequity the agency extends the period. Eligibility shall be deemed to terminate on the last day of active duty at the overseas station. 2 -115 CH 2-9.2a(1) Attachment VI-1 Page 146 DOE 1500.2A 6-7-89 EPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 September 28, 1981 (Effective: November 1, 1981) 2-9.3. Storage durig school recess for Department of Defense overseas teachers. a. Description. The Department of Defense Overseas Teachers Pay and Personnel Practices Act (20 U.S.C. 905) provides authority for the storage of the household goods of Department of Defense overseas teachers during the recess period between 2 consecutive school years. b. Requirements. Storage of household goods of Department of Defense overseas teachers may be allowed at Government expense under regulations prescribed by the Secretary of Defense in accordance with this part.

c. Authorization and conditions. (1) Authorization. Storage during the school recess should be authorized prior to the close of the school year. However, storage may be approved at a later date if all the required terms and conditions have been fulfilled. (2) Agreement. To be eligible for recess storage a teacher serving at the close of a school year must agree in writing to serve as a teacher for the next school year. (3) Forfeited entitlements. The storage shall be instead of quarters or quarters allowance authorized by 20 U.S.C. 905 and any other storage of household goods to which the teacher might be entitled through employment in another position during any recess period between 2 school years. d. Allowable storage. (1) Place of storage. The property may be stored either in available Government-owned space or in suitable commercial or privately owned space if Government-owned space is not available or if commercial or privately owned space obtained by the Government is more economical or suitable because of location, difference of transportation costs, or other reasons. (2) Allowable costs. Allowable costs for storing the property include the cost of necessary packing, crating, unpacking, uncrating, transportation to and from place of storage, charges while in storage, and other necessary charges directly relating to the storage. (3) Weight limitations. The weight of the household goods stored during the recess period shall not exceed the weight authorized for the employee less the weight of household goods stored under 2-9.2. e. Time limitation. The period of storage shall not exceed the period of the recess between the 2 school years. CH 2-9.3 2-116 DOE 1500.2A 6-7-89 September 28, 1981 (Effective: November 1, 1981) Attachment VI-1 Page 147 (and 148) FPMR 101-7 GAS Bulletin FPMR A-40, Supp. 1 f. Breach of agreement. If the teacher does not report for service at the beginning of the next school year except for reasons beyond his/her control and acceptable to the Department of Defense, he/she shall be obligated to reimburse the Department in the amount paid by the Department for the commnercial storage, including related services. If, however, the property was stored in a Government facility, the teacher shall pay the agency an amount equal to the reasonable value of the storage furnished including related services. 2-9.4. Advance of funds. Advances of funds are not authorized in connection with the storage allowances coverered by this part. 2-117 thru 2-124 CH 2-9.3f DOE 1500.2A Attachment VI-1 6-7-89 Page 149 September 28, 1981 FPMR 101-7 (Effective: November 1, 1981) GSA Bulletin FPMR A-40, Supp. 1 PART 10. ALLOWANCES FOR TRANSPORTATION AND EMERGENCY STORAGE OF PRIVATELY OWNED VEHICLES 2-10.1. Applicability. a. Privately owned motor vehicles. (1) Definitions. As used in this part, the motor vehicle” and “privately owned vehicle” mean a rotor the Government and not of a type excluded below, which is terms “privately owned vehicle not owned by in the possession of and used by the employee or his/her imediate for the primary purposes of providing personal transportation.

(2) Restriction on vehicle types. Vehicles that may be transported under this part include passenger automobiles, station wagons and certain small trucks or other similar vehicles which may be used primarily for personal transportation. Transportation is not authorized for trailers, airplanes, or any vehicle intended for commercial use. In addition, an employee must pay all costs which result from shipment of a vehicle which exceeds the size limits prescribed in 2-10.4e. Each vehicle must be approved by the agency concerned as appropriate for use in the area of the overseas station and the vehicle must be primarily for use as personal transportation contributing to the employee’s effectiveness on the job. b. Transportation under this part. Any references to a vehicle “transported under this part” shall include a vehicle which was driven to the employee's official station by the employee or a member of his/her immediate family but could have been transported at Government expense under the authority of this part had circumstances not permitted driving. 2-10.2. Eligibility. a. Official station outside the conterminous United States. Transportation of privately owned vehicles may be authorized in connection with a transfer or assignment to an official station outside of the conterminous United States, including a transfer between such stations. A privately owned vehicle transported to such a station under this part may be transported to the United States when its use is no longer required at a station outside the contereminous United States under the provisions of 2-10.3b and c. b. Compliance with general conditions. The provisions of 2-1.2 and 2-1.5 with regard to service agreements and transfers for the benefit of the Government, not the employee, are applicable. However, if transportation of a privately owned vehicle is authorized after assignment or transfer on the basis of changed conditions under 2-10.3d, those requirements are satisfied if they were met when the employee was transferred or assigned to the official station to which the privately owned vehicle will be transported. CH 2-10.1 2-125 Attachment VI-1 Page 150 DOE 1500.2A 6-7-89 FPMR 101-7 September 28, 1981 GSA Bulletin FPMR A-40, Supp. 1 (Effective: November 1, 1981) c. Agency determination required. The cost of transporting a privately owned vehicle shall not be authorized unless it has been determined by the head of the agency concerned or his/her designee that it is in the interest of the Government for the employee to have the use of his/her privately owned vehicle at his/her post outside the conterminous United States. Such a determination may be made only if all of the following conditions are present: (1) Use of the privately owned vehicle will not be primarily for the convenience of the employee and his/her immediate family; (2) Local conditions at the official station where the privately owend vehicle is to be used make it desirable from the Government’s viewpoint for the employee to have the use of a privately owned vehicle; (3) Use of a privately owned vehicle by the employee will contribute to his/her effectiveness in his/her job; (4) Use of a privately owned vehicle of the type involved will be suitable in the local conditions of the official station; (5) The cost of transporting the privately owned vehicle to and from the official station involved will not be excessive considering the time the employee has agreed to serve at that official station; and

(6) The privately owned vehicle is of United States manufacture unless (i) the head of the agency or his/her designee determines that only vehicles of foreign manufacture may be used effectively at the official station concerned, (ii) the privately owned vehicle to be transported was purchased by the employee before he/she was aware that he/she would be assigned to duty at an official station to which the transportation of a privately owned vehicle would be authorized or, (iii) for other reasons and taking into consideration the current United States balance of payments situation it is determined that the employee should be allowed to ship a vehicle of foreign manufacture. 2-10.3. Allowable transportation. a. To official station upon assignment. When the new official station outside the conterminous United States is one to which an employee is authorized to transport a privately owned vehicle under the conditions prescribed in 2-10.2, one privately owned vehicle may be transported for the employee incident to his/her transfer from the old official station or place of actual residence at the time of appointment to the new official station. However, if an employee is transferred from an official station outside the conterminous United States at which he/she has no privately owned vehicle, he/she may be authorized to transport a privately owned vehicle from an appropriate point within the United States to his/her new official station. CH 2-10. 2c 2 -126 DOE 1500.2A 6-7-89 Attachment VI-1 Page 151 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 1 b. Return from official station after assignment. An employee whose privately owned vehicle was transported to his/her official station under the authority of this part may have that vehicle returned to the United States at Government expense not to exceed the most for transportation to his/her actual residence at the time of appointment or assignment to duty outside the conterminous United States incident to: (1) A transfer to the conterminous United States or to an official station outside the conterminous United States to which he/she is not authorized to transport a privately owned vehicle, or (2) Separation after completion of an agreed period of service at an official station outside the conterminous United States to which the vehicle was transported under this part or separation prior to completion of such period if the separation is for reasons beyond his/her control and acceptable to the agency. c. Delayed return. (1) Interim transportation at personal expense when an employee is transferred from an official station to which a privately owned vehicle was transported under this part to another official station outside the conterminous United States to which transportation of a privately owned vehicle is not authorized and he/she chooses to transport his/her privately owned vehicle to his/her new official station at his/her own expense, that vehicle may later be returned to the conterminous United States in connection with his/her subsequent transfer or separation provided the cost to the Government shall not exceed the cost of transportation from the former official station to which the privately owned vehicle was shipped at Government expense to the employee’s actual residence in the United States at the time of appointment or assignment.

(2) Failure to complete tour. An employee who has transported his/her privately owned vehicle to an official station under the authority of this part but fails to complete an agreed tour of duty at that official station for a reason other than one which is beyond his/her control and acceptable to the agency concerned may have the vehicle transported at Government expense only on the basis that he/she had previously completed a tour at that or a previous official station outside the conterminous United States after a privately owned vehicle had been transported there under the authority of this part and had not returned that vehicle to the United States at Government expense under the authority of this part. In such instances the Government shall not pay more than the cost of transporting the privately owned vehicle f ran the official station where the employee did complete an agreed period of service to the employee’s actual residence at time of appointment or assignment. 2-127 CH 2-10.3b Attachment VI-1 Page 152 DOE 15OO.2A 6-7-89 FPMR-101-7 GSA Bulletin d. September 28, 1981 (Effective: November 1, 1981) FPMR A-40, Supp. 1 Change in conditions while at official station. employee is assigned to an official station outside the conterminous United (1) When provately owned vehicle becomes necessary. If, after an States without an authorization to transport a privately owned vehicle under this part, it becomes desirable that he/she have a privately owned vehicle at that official station and if the conditions of 2-10.2 are met, a vehicle may be transported from an appropriate point in the conterminous United States to the official station. In authorizing transportation under 2-10.3d(1), agencies shall place particular emphasis upon the determination required in 2-10.2c(5). determined that the conditions which supported the authorizatin for (2) When privately owned vehicle becomes unnecessary. If it is transportation of a privately owned vehicle to an official station no longer exist, the agency concerned may authorize the return of a vehicle which has been transported to that official station under the authority of this part even though the employee concerned would not otherwise be eligible for such transportation at that time. An employee who retains his/her privately owned vehicle at the official station after such a change in conditions may be eligible for return or further transportation of the privately owned vehicle at a later date as provided in this part. e. Replacement vehicle. (1) Emergency replacements. An emergency replacement vehicle may be transported at Government expense to an employee’s post of duty if (a) the employee had a privately owned vehicle at an official station outside the conterminous United States and it was determined to be in the Government’s interest for him/her to have the vehicle; (b) the vehicle is stolen, or seriously damaged or destroyed, or has deteriorated due to severe conditions at the post of duty, or requires emergency replacement for other reasons beyond the employee’s control; and (c) the head of the agency or his/her designee determines in advance of authorization that a replacement vehicle is necessary and in the interest of the Government. Not more than one such emergency replacement may be authorized for an employee during any 4-year period during which the employee was stationed permanently and continuously at one or more posts of duty outside the conterminous United States where use of a privately owned vehicle by the employee was determined to be in the interest of the Government.

(2) Other replacements. A privately owned vehicle may be shipped to an employee at Government expense at a post of duty outside the conterminous United States to replace another privately owned vehicle if (a) it was determined that it was in the Government’s interest for the employee to have the vehicle being replaced and that it will continue to be in the Government’s interest for the employee to have such a vehicle, (b) more than 4 years have elapsed since the date when the vehicle being replaced was transported, and (c) the employee has been stationed continously during the 4-year period at posts of duty located outside the conterminous United States. CH 2-10.3d 2-128 DOE 1500.2A Attachment VI-1 Page 153 6-7-89 September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMA A-40, Supp.1 2-10.4. Allowable expenses . a. Authorized destination outside conterminous United States. When an employee is authorized to transport a privately owned vehicle at Government expense to an official station outside the conterminous United States, the destination of the vehicle must be the employee’s official station. b. Alternate origins and destinations. Transportation at Government expence may be for all or part of the distance between origin and the official station not to exceed the cost of transportation between the authorized place of origin (the former official station, residence at time of appointment, or a point in the United States as the case may be) and the official station to the extent that the employee is not expected to give as prescribed under 2-10.4c. When an employee is authorized to return his/her privately owned vehicle from an official station to which it was transported under this part, that vehicle may be transported from the official station or some other point where it was given or otherwise transported by the employee to the destination specified by the employee provided the cost does not exceed the cost of transportation from the official Station to the authorized destination (new official station, actual residence, or United States port) to the extent the employee is not expected to drive the privately owned vehicle as prescribed in 2-10.4c. c. When it is feasible to drive a vehicle. When a privately owned vehicle may be driven on hard-surfaced all weather highways, using ferries as necessary, for all or part of the distance between the allowable origin and destination, the agency head concerned or his/her designee may determine that it is reasonable to expect the employee or a member of his/her family to drive the privately owned vehicle for that distance. In case of such a determination, the Government will pay transportation charges to the extent driving the privately owned vehicle was not required. For the distance the privately owned vehicle is driven, the allowance provided in 2-2.3 applies; however, if the employee makes a separate trip to a port to deliver or pick up his/her privately owned vehicle, per diem is not allowable but one-way travel costs and the one-way mileage cost for operating the privately owned vehicle (both under the provisions of Chapter 1) may be allowed provided the total does not exceed the cost of shipping the privately owned vehicle to a from the port involved. d. Commercial transportation and incidental charges. All necessary and customary expenses directly related to the transportation of a privately owned vehicle may be allowed, including crating and packing expenses, shipping charges, and port charges for readying the vehicle for shipment at port of ambarkation and for use at port of debarkation.

e. Size limit. Transportation at Government expense is limited to vehicles having a gross size for shipping purposes of not more than 20 measurement tons (800 cubic feet). An employee who ships a larger vehicle which otherwise all costs qualifies for shipment at Government expense under this part must pay which result from the excess size of the vehicle. CH 2-10.4 2-129 Attachment VI-1 Page 154 FPMR 101-7 GSA Bulletin f. contained in DOE 1500.2A 6-7-89 September 28, 1981 (Effective: November 1, 1981)FPMR A-40, Supp. 1 Limitations in special circumstances. (1) Shipment of assembled mew vehicle. Subject to the limitation 2-10.4f(3) if an assembled motor vehicle is purchased new from the manufacturer or manufacturer's agent, the costs set forth in 2-10.4d are allowable if shipment is made f.o.b. shipping point consigned to the employee, a member of his/her immediate family, or his/her agent, but are not allowable if ownership of the vehicle is vested in the manufacturer’s agent during the shipment. (2) Shipment of unassembled new vehicle. Subject to the limitation contained in 2-10.4f(3), if a new motor vehicle is purchased from a manufacturer or manufacturer's agent, freight on shipment of unassembled parts from factory to assembly point and costs of onward transportation of the assembled vehicle consigned to the employee, a member of his/her immediate family, or his/her agent may be allowed if this method is more economical than shipment of the assembled vehicle from the manufacturer. A comparative statement of costs is required before shipment at Government expense may be approved in these instances, except when shipment of the unassembled parts is made from factory to an assembly plant both of which are located in the conterminous United States. (3) When shipment from factory is authorized. If a new motor vehicle is purchased and shipped in connection with an employee’s transfer or a new appointee’s assignment to a post of duty outside the conterminous United States, the allowable transportation expenses shall not exceed the lesser of (a) the cost of transportation from the employee's old post of duty or new appintee's place of actual residence to the new post of duty, or (b) the expenses authorized in 2-10.4f (1). However, if an employee is stationed at a post of duty outside the conterminous United States and subsequently is authorized to transport a privately owned vehicle, the allowable transportation expenses in connection with the purchase of a new motor vehicle shall not exceed three authorized in 2-10.4f (1) or (2), whichever is applicable. g. Government and commercial means. The heads of agencies concerned or their designees may authorize the transportation of the employee’s privately owned motor vehicle by commercial means if available at reasonable rates and under reasonable conditions, or by Goverment means on a space-available basis. 2-10.5. Emergency storage. a. Coditions. Under regulations prescribed by the head of the agency concerned, emergency storage of a privately owned vehicle may be allowed at Government expense under the following conditions: (1) The vehicle was transported or authorized to be transported at Government expense as provided in this part. CH 2-10.4f 2-130 DOE 1500.2A 6-7-89 Attachment VI-1 Page 155 (and 156) September 28, 1981 (Effective: November 1, 1981) FPMR 101-7 GSA Bulletin FPMR A-40, Supp.1

(2) The employee is stationed at a post of duty at which the use of the vehicle has been determined to be in the interest of the Government, and while the employee is stationed there, the head of the agency concerned designates the past of duty as being within a zone from which the employee's immediate family and household goods should be evacuated for any of the reasons specified in 5 U.S.C. 5725. b. Place of storage. Storage may be allowed at the place to which emplopyee's immediate family and household goods are evacuated or at another suitable place not more distant from the evacuation area. If the vehicle is being shipped to the employee at time evacuation is ordered, the vehicle may diverted to storage at a suitable place en route. c. Allowable expenses. Allowable expenses for storage include necessary expences for (1) readying a vehicle for storage, (2) local the be transportation to point of storage, (3) storage, (4) readying a vehicle for use after storage, (5) local tansportation from point of storage, and (6) other necessary expences relating to the storage and transportation. However, insurance on the vehicle other than that which may be included in the allowable expenses described above is at the expense of the employee. 2-10.6. Advance of funds. An advance of funds may be allowed the employee,not to exceed the estimated amount of the expenses authorized under this part which he may incur for transportation and/or storage of a privately owned vehicle. Such advances shall be subject to the general conditions provided in 2-1.6a. 2-131 and 2-132 CH 2-10.5a(2) DOE 1500.2A 6-7-89 Attachment VI-1 Page 157 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 PART 11. RELOCATION INCOME TAX (RIT) ALLOWANCE 2-11.1. Authority. Payment of a relocation income tax (RIT) allowance is authorized to reimburse eligible transferred employees for substantially all of the additional Federal, State, and local income taxes incurred by the employee, or by the employee and spouse if a joint tax return is filed, as a result of certain travel and transportation expenses and relocation allowances which are furnished in kind, or for which reimbursement or an allowance is provided by the Government (5 U.S.C. 5724b, as amended). The RIT allowance shall be calculated and paid as provided in this Part 11. 2-11.2. Coverage. a. Eligible employees. Payment of a RIT allowance is authorized for employees transferred on or after November 14, 1983, in the interest of the Government from one official station to another for permanent duty. The effective date of an employee’s transfer is the date the employee reports for duty at the new official station as provided in paragraph 2-1.4j. b. Individuals not covered. The provisions- of this Part 11 are not applicable to the following individuals or employees: (1) New appointees as defined in 2-1.5e, including those covered under 2-1.5f (i.e., new appointees to shortage category or Senior Executive Service positions, and new Presidential appointees) and 2-1.5g(2) (i.e., new appointees to overseas posts of duty); (2) Employees assigned under the Government Employees Traininig Act (see 5 U.S.C. 4109); or (3) Employees returning from overseas assignments for the purpose of separation.

2-11.3. Types of moving expenses or allowances covered and general limitations. The RIT allowance is by law limited as to the types of moving expenses that can be covered. The law authorizes reimbursement of additional income taxes resulting from certain moving expenses furnished in kind or for which reimbursement or an allowance is provided to the transferred employee by the Government. However, such moving expenses are covered by the RIT allowance only to the extent that they are (1) actually paid or incurred, and (2) are not allowable as” a moving expense deduction for tax purposes. The types of expenses or allowances listed in a through i, below, are covered by the RIT allowance within the limitations discussed. 2-133 CH 2-11.1 Attachment VI-1 Page 158 DOE 1500.2A 6-7-89 April 26, 1988FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) a. En route travel. Travel (including per diem) and transportation expenses of the transferred employee and immediate family for en route travel from the old official station to the new official station. (See FTR Part 2-2.) b. Household goods shipment. Transportation (including temporary storage) expenses for movement of household goods from the old official station to the new official station. ( S e e F T R Part 2-8.) c. Contemporary storage expenses. Allowable expenses for contemporary storage of household goods belonging to an employee transferred on or after November 14, 1983, through October 11, 1984, to an isolated location in the conterminous United States. (See FTR 2-9.1.) Contemporary storage expenses are not covered by the RIT allowance for transfers on or after October 12, 1984. (See 2-11.4c.) d. Mobile home movement. Expenses for the movement of a mobile home for use as a residence when movement is authorized instead of shipment and temporary storage of household goods. (See FTR Part 2-7.) e. Househunting trip. Travel (including per diem) and transportation expenses of the employee and spouse for one round trip to the new official station to seek permanent residence quarters. (See FTR Part 2-4.) f. Temporary quarters. Subsistence expenses of the employee and immediate family during occupancy of temporary quarters. (See FTR Part 2-5.) g. Real estate expenses. Allowable expenses for the sale of the residence (or expenses of settlement of an unexpired lease) at the old official station and for purchase of a home at the new official station for which reimbursement is received by the employee. (See FTR Part 2-6.) h. Miscellaneous expense allowance. A miscellaneous expense allowance for the purpose of defraying certain expenses associated with discontinuing a residence at one location and establishing a residence at the new location in connection with an authorized or approved permanent change of station. (See FTR 2-3.) i. Relocation services. Payments, or portions thereof, made to a relocation service company for services provided to a transferred employee (see FTR Part 2-12), subject to the conditions stated below and within the general limitations of this paragraph applicable to other covered expenses. CH 2-11.3a 2-134 DOE 1500.2A Attachment VI-1 6-7-89 Page 159 April 26, 1988 (Effective: January 1, 1988) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 27

(1) For employees transferred on or after November 14, 1983, through October 11, 1984. The amount of a broker’s fee or real estate commission, or other real estate sales transaction expenses which normally are reimbursable to the employee under FTR 2-6.2 but have been paid by a relocation service company incident to an assigned sale from the employee, provided that such payments constitute income to the employee. For the purposes of this regulation, an assigned sale occurs when an employee obtains a binding agreement for the sale of his/her residence and assigns the inherent rights and obligations of that agreement to a relocation company that is providing services under contract with the employing agency. For example, if the employee incurs an obligation to pay a specified broker’s fee or real estate commission under the terms of the sales agreement, this obligation along with the sales agreement is assigned to the relocation company and may, upon payment of the obligation by the relocation company, constitute income to the employee. (See FTR 2-12.7 entitled “Income tax consequences of using relocation companies.”) (2) For employees transferred on or after October 12, 1984. Expenses paid by a relocation company providing relocation services to the transferred employee pursuant to a contract with the employing agency to the extent such payments constitute income to the employee. (See FTR 2-12.7.) Note. --See FTR reference shown in parentheses for reimbursement provisions for each allowance listed in a through i, above. See Section 217 of the Internal Revenue Code (IRC) and Internal Revenue Service (IRS) Publication 521 entitled “Moving Expenses” and appropriate State and local tax authority publications for additional information on the taxability of moving expense reimbursements and the allowable tax deductions for moving expenses. 2-11.4. Exclusions from coverage. The provisions of this Part 11 are not applicable to the following: Any tax liability that may result from payments by the Government to relocation companies on behalf of employees transferred on or after November 14, 1983, through October 11, 1984, other than the payments for those expenses specified in 2-11.3i (1). b. Any tax liability incurred for local income taxes other than city income tax as a result of moving expense reimbursements for employees transferred on or after November 14, 1983, through October 11, 1984. (See definition in 2-11.5b.) 2-135 CH 2-11.3i(1) Attachment VI-1 Page 160 DOE 1500.2A 6-7-89 April 26, 1988FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) c. Any tax liability resulting from reimbursed expenses for any contemporary storage of household goods except as specifically provided for in 2-11.3c. d. Any tax liability resulting from paid or reimbursed expenses for shipment of a privately owned automobile. e. Any tax liability resulting from an excess of reimbursed amounts over the actual expense paid or incurred. For instance, if an employee’s reimbursement for the movement of household goods is based on the commuted rate schedule and his/her actual moving expenses are less than the reimbursement, the tax liability resulting from the difference is not covered by the RIT allowance. (See 2-11.8c(2) (a).) f. Any tax liability resulting from an employee’s decision not to deduct moving expenses for which a tax deduction is allowable under the Internal Revenue Code or appropriate State and local tax codes. (See 2-11.8b(1) and 2-11.8c(2).)

2-11.5. Definitions and discussion of terms. For purposes of this part, the following definitions will apply: a. State income tax. A tax, imposed by a State tax authority, that is deductible for Federal income tax purposes as a State income tax under section 164(a) (3) of the IRC. “State” means any one of the several States of the United States and the District of Columbia. b. Local income tax. A tax, imposed by a recognized city or county tax authority, that is deductible for Federal income tax purposes as a local (city or county) income tax under section 164(a) (3) of the IRC; except, that for employees transferred on or after November 14, 1983, through October 11, 1984, local income tax shall be construed to mean only city income tax. For purposes of this regulation: (1) “City” means any unit of general local government which is classified as a municipality by the Bureau of the Census, or which is a town or township that in the determination of the Secretary of the Treasury possesses powers and performs functions comparable to those associated with municipalities, is closely settled, and contains within its boundaries no incorporated places as defined by the Bureau of the Census (31 CFR 215.2(b) (1)). (2) “County” means any unit of local general government which is classified as a county by the Bureau of the Census (31 CFR 215.2(e)). CH 2-11.4c 2-136 DOE 1500.2A 6-7-89 Attachment VI-1 Page 161 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 c. Covered moving expense reimbursements or covered reimbursements. As used herein, these terms include those moving expenses listed in 2-11.3 as being covered by the RIT allowance and which may be furnished in kind, or for which reimbursement or an allowance is provided by the Government. d. Covered taxable reimbursements. Covered moving expense reimbursements minus the tax deductions allowable under the IRC and IRS regulations for moving expenses. (See determination in 2-11.8c.) e. Year 1 or reimbursement year. The calendar year in which reimbursement or payment for moving expenses is made to, or for, the employee under the provisions of the FTR, Chapter 2. All or part of these reimbursements (see 2-11.6) are reported to the IRS as income (wages, salary, or other compensation) to the employee for that tax year under the provisions of the IRC and IRS regulations, and are subject to Federal tax withholding. The withholding tax allowance (WTA) (see 1, below) is calculated in Year 1, to cover the employee’s Federal tax withholding obligations each time covered moving expense reimbursements are made that result in a Federal tax withholding obligation. For purposes of this regulation, an advance of funds for any of the covered moving expenses is not considered to be a reimbursement or a payment until the travel voucher settlement for such expenses takes place. If an employee’s reimbursement for moving expenses is spread over more than one year, he/she will have more than one Year 1. f. Year 2. The calendar year in which a claim for the RIT allowance is paid. (1) Generally, Year 2 will be the calendar year immediately following Year 1 and in which the employee files a tax return reflecting his/her tax liability for income received in Year 1. However, there may be instances where the employee’s claims submission and/or payment of the RIT allowance is delayed beyond the calendar year immediately following Year 1. (Year 1 will always be the calendar year that reimbursements are received; see e, above.) Year 2 will be the calendar year in which the RIT allowance is actually paid.

(2) The RIT allowance is calculated in Year 2 and paid to cover the additional tax liability (resulting from moving expense reimbursements received in Year 1) not covered by the WTA paid in Year 1. If an employee’s covered taxable reimbursements are spread over more than one year, he/she will have more than one Year 2. 2-137 CH 2-11.5c Attachment VI-1 Page 162 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) g. Federal withholding tax rate (FWTR). The tax rate applied to incremental income to determine the amount to be withheld for Federal income tax from salary or other compensation such as moving expense reimbursements. Because moving expense reimbursements constitute supplemental wages for Federal income tax purposes, the 20 percent flat rate of withholding is generally applicable to such reimbursements. (See 2-11.7c.) Agencies should refer to the Treasury Fiscal Requirements Manual, ITFRM 3-5000, and applicable IRS regulations for complete and up- to-date information on this subject. h. Earned income. For purposes of the RIT allowance, “earned income” shall include only the gross compensation (salary, wages, or other compensation such as reimbursement for moving expenses and the related WTA (see n, below) and any RIT allowance (see m, below) paid for moving expense reimbursement in a prior year) that is reported as income on IRS Form W-2 for the employee (employee and spouse, if filing jointly), and if applicable, the net earnings (or loss) for self-employment income shown on Schedule SE of the IRS Form 1040. Earned income may be from more than one source. (See 2-11.8d.) i. Marginal tax rate (MTR). The tax rate (for example 35 percent) applicable to a specific increment of income. The Federal and State marginal tax rates to be used in calculating the RIT allowance are provided in appendices 2-11.A, B, and C. See 2-11.8e(3) for instructions on local marginal tax rate determinations. j. Combined marginal tax rate (CMTR). A single rate determined by combining the applicable marginal tax rates for Federal, State, and local income taxes, using the formulas provided in 2-11.8e(4). Payment for the estimated additional income tax liability incurred by an employee as a result of reimbursements or payments by the Government for the covered moving expense reimbursements listed in 2-11.3. k. Gross-up. l. Gross-up formulas. The formulas used to determine the amount of the gross-up for the WTA and the RIT allowance. The formulas used herein (see 2-11.7d and 2-11.8f) compensate the employee for the initial tax, the tax on tax, etc. Note that the WTA gross-up formula in 2-11.7d is different than the RIT gross- up formula prescribed in 2-11.8f. RIT allowance. The amount of payment computed and paid in Year 2 to cover substantially all of the estimated additional tax liability incurred as a result of the covered moving expense reimbursements received in Year 1. m. CH 2-11.5g 2-138 DOE 1500.2A 6-7-89 Attachment VI-1 Page 163 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 n. Withholding tax allowance (WTA). The withholding tax allowance (WTA), paid in Year 1, covers the employee’s Federal income tax withholding liability on covered taxable reimbursements received in Year 1. The amount is computed by applying the withholding gross-up formula prescribed in 2-11.7d (using the Federal withholding tax rate) each time that a Federal withholding obligation is incurred on covered moving expense reimbursements received in Year 1. Grossing-up the Federal withholding amount protects the employee from having to use part of his/her moving expense reimbursement to pay Federal withholding taxes. (See 2-11.7.)

2-11.6. Procedures in general. a. This regulation sets forth procedures for the computation and payment of the RIT allowance and defines agency and employee responsibilities. This regulation does not require changes to those internal fiscal procedures established by the individual agencies pursuant to IRS regulations, or the Treasury Fiscal Requirements Manual, provided that the intents of the statute authorizing the RIT allowance and this regulation are not disturbed. b. The total amount reimbursed or paid to the employee, or on his/her behalf, for travel, transportation, and other relocation expenses and allowances is includable in the employee’s gross income pursuant to the IRC and certain State or local government tax codes. Some moving expenses for which reimbursements are received may be deducted from income by the employee as moving expense deductions, subject to certain limitations prescribed by the IRS or pertinent State or local tax authorities. Reimbursements for nondeductible moving expenses are subject to income tax. (See IRS Publication 521 entitled “Moving Expenses” and the appropriate State and local tax codes for detailed information.) c. Usually, if the employee is reimbursed for nondeductible moving expenses, the amount of these reimbursements is subject to withholding of Federal income tax in accordance with IRS regulations at the time of reimbursement. Under existing fiscal procedures, the amount of the employee’s withholding obligation is usually deducted either from reimbursements for the moving expenses at the time of reimbursement or from the employee’s salary. (See Treasury Fiscal Requirements Manual for Federal Agencies.) d. Payment of a WTA established herein will offset deductions for the Federal income tax withholding on moving expense reimbursements and on the WTA itself, from the employee’s moving expense reimbursements or from salary. 2-139 CH 2-11.5n Attachment VI-1 Page 164 DOE 1500.2A 6-7-89 April 26, 1988FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) e. The total amount of the RIT allowance can be computed after the end of Year 1 as soon as the earned income level, income tax filing status, total covered taxable reimbursements and the applicable marginal tax rates can be determined. Employee claims for the RIT allowance should be submitted in accordance with this regulation and the employing agency’s procedures. f. Procedures are prescribed in 2-11.7 and 2-11.8 for computation and payment of the WTA and the RIT allowance. These procedures are built on existing fiscal procedures and IRS regulations regarding reporting of employee income from reimbursements and withholding of taxes on supplemental wages. 2-11.7. Procedures for determining the WTA in Year 1. a. General rules. The WTA is designed to cover only the employee’s withholding tax obligation for Federal income taxes on income resulting from covered moving expense reimbursements. (See definition in 2-11.5c.) Other withholding tax obligations, if any, such as for social security taxes or for State and/or local income taxes on income resulting from moving expense reimbursements shall not be included in the calculation of the WTA payment. The amount of the WTA is equal to the Federal income tax withholding obligation incurred by the employee on covered moving expense reimbursements (which are not offset by deductible moving expenses) and on the WTA itself. Each time covered moving expense reimbursements are paid to or on behalf of the employee, the WTA shall be calculated, accounted for, and reported as provided in b through g, below.

b. Determination of amount of reimbursement subject to withholding. Under IRS regulations, income resulting from reimbursements for nondeductible moving expenses is subject to withholding of Federal income taxes. (See IRS Publication 521, “Moving Expenses”) There are some moving expenses which may be reimbursed but are not covered taxable reimbursements (see definition in 2-11.5d) for purposes of the WTA and RIT allowance. calculations, such as contemporary storage of household goods. (See exclusions in 2-11.4.) Therefore, the actual amount of the covered taxable reimbursements may be different than the amount of nondeductible moving expenses subject to Federal income tax withholding. Because the difference in these amounts should not be substantial, the amount of nondeductible moving expenses subject to Federal income tax withholding, as determined by the agency pursuant to IRS regulations, may be used in calculating the WTA. (Note that the RIT calculation procedure in 2-11.8 requires determination of covered taxable reimbursements.) CH 2-11.6e 2-140 DOE 1500.2A 6-7-89 Attachment VI-1 Page 165 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 c. Determination of Federal withholding tax rate (FWTR). Because moving expense reimbursements constitute supplemental wages for Federal income tax purposes, the 20 percent flat rate of withholding is generally applicable to income generated by such reimbursements. The 20 percent rate should be used in calculating the WTA unless under an agency’s internal fiscal (withholding) procedures a different withholding rate is used pursuant to IRS tax regulations. In such cases, the applicable withholding rate shall be substituted for the 20 percent rate in the calculation shown in d, below. d. Calculation of the WTA. The WTA is calculated by substituting the amounts determined in 2-11.7b and c, above, into the WTA gross-up formula shown below: Formula: Y = where: Y = X = N = Example: If X = N = Then Y = Y = Y = X 1-X (N) WTA FWTR (generally, 20 percent) nondeductible moving expenses/ covered taxable reimbursments 20 percent $21,800 .20 ($21,800) 1.00-.20 .25 ($21,800) $5,450 e. WTA payment and employee agreement for repayment. (1) The WTA may be calculated several times within Year 1 if reimbursements for moving expenses are made on more than one travel moving expenses accordance with and paid unless requirements in (2) voucher. Each time an-employee is reimbursed for which are subject to Federal tax withholding in the IRS regulations, the WTA will be calculated the employee fails to comply with the (2), below. The employee shall be required to agree in writing to, (a) repay any excess amount paid to him/hex in Year 1 (see 2-11.8f(4) and 2-11.9b(3)), and (b) submit the required certified tax information and claim for his/her RIT allowance within a reasonable length of time (as determined by the agency) after the close of Year 1. Failure of the employee to comply with this requirement will preclude the agency’s payment of the WTA. The entire WTA will be considered an excess payment if the RIT allowance claim is not submitted in a timely manner to settle the RIT allowance account. 2-141 CH 2-ll.7c Attachment VI-1 Page 166 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988)

f. Determination of employee’s withholding tax on WTA. Since the amount of the WTA is considered income to the employee, it is subject to the same tax withholding requirements as all other moving expense reimbursements. See Treasury Fiscal Requirements Manual for Federal Agencies, Section 4080, Moving Expense Reimbursements, for withholding requirements. g. End of year reporting. At the end of the year, agencies generally are required to issue IRS Form(s) W-2 for each employee showing total gross compensation (including moving expense reimbursements) and the applicable amount of Federal taxes withheld. For tax reporting purposes, the WTA is to be treated as a moving expense reimbursement. The total amount of the employee’s WTA’s paid during the year as well as the amount of moving expense reimbursements should be included as income on the employee’s Form W-2. The Federal tax withholding amount applicable to the moving expense reimbursements and the WTA should also be included on the employee’s Form W-2. The amount of the WTA’s also will be furnished to the employee along with the amount of moving expense reimbursements on IRS Form 4782 or another itemized listing provided for the employee’s use in preparing his/her tax return (see IRS regulations for further guidance) and in claiming the RIT allowance as provided in 2-11.8. 2-11.8. Rules and procedures for determining the RIT allowance in Year 2. a. Summary/overview of procedures. The RIT allowance will be calculated and claimed in Year 2. (See definition in 2-11.5f.) This can be accomplished, as soon as the employee can determine earned income (as defined herein), income tax filing status, covered taxable reimbursements for Year 1 (see definition in 2-11.5e) and the applicable marginal tax rates. The RIT allowance is then calculated using the gross-up formula under procedures prescribed herein. Since the RIT allowance is considered income, appropriate withholding taxes on the RIT allowance are deducted and the balance constitutes the net payment to the employee. Rules, procedures, examples, and prescribed tax tables for these calculations are provided in b through h, below, and in the figures and appendices to this Part 11. b. General rules and assumptions. (1) The procedures prescribed herein for calculations and payment of the RIT allowance are based on certain assumptions jointly developed by GSA and IRS, and tax tables developed by IRS. This approach avoids a potentially controversial and administratively burdensome procedure requiring CH 2-11.7f 2-142 DOE 1500.2A 6-7-89 Attachment VI-1 Page 167 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 the employee to furnish extensive documentation, such as certified copies of actual tax returns and reconstructed returns, in support of a claim for a RIT allowance payment. Specifically the following assumptions have been made: (a) The employee will claim allowable moving expense deductions for the same tax year in which the corresponding moving expense reimbursements are included in income; (b) Changes to the IRC, applicable to the 1987 and subsequent tax years, require that allowable moving expense deductions must be taken as an itemized deduction from gross income rather than as an adjustment to gross income as in previous tax years. It is assumed that employees will receive the benefit of allowable moving expense deductions to offset income either by itemizing their moving expense deductions or through the increased standard deductions.

(c) Prior to the Tax Reform Act of 1986, it was assumed that the employee’s (and spouse’s, if a joint return is filed) earned income, filing status, and CMTR determined for Year 1 (and used in determining the RIT allowance in Year 2) would remain the same or would not be substantially different in the second and subsequent tax years. However, the Tax Reform Act of 1986 substantially changed the Federal tax rates. Until the transition to the new tax rates is completed, it is necessary to compute a separate CMTR for Year 1 and for Year 2. (See e, below.) The formula for calculating any RIT allowances to be paid in 1988, which is unchanged from 1987, is shown in f, below. It is assumed that within the accuracy of the calculation, the State and local tax rates for Year 1 and Year 2 will remain the same or will not be substantially different. Therefore, the State and local tax rates for Year 1 shall be used in calculating the CMTR for Year 2. (2) The prescribed procedures which yield an estimate of an employee’s additional tax liability due to moving expense reimbursements are to be used uniformly. They are not to be adjusted to accommodate an employee’s unique circumstance which may differ from the assumed circumstances stated in (1), above. (3) An adjustment of the RIT allowance paid. in Year 2 for the covered taxable reimbursements received in Year 1 is required if the tax information certified to on the RIT allowance claim is different than that shown on the actual Federal tax return filed with IRS for Year 1 or changed for any reason after filing of the tax return, so as to affect the CMTR’s used in the RIT allowance calculation. (See 2-11.10 for claims procedures.) 2-143 CH 2-11.8b(1) Attachment VI-1 Page 168 FPMR 101-7 GSA Bulletin c. DOE 1500.2A 6-7-89 April 26, 1988 FPMR A-40, Supp. 27 (Effective: January 1, 1988) Determination of covered taxable reimbursements. (1) Generally, the amount of the covered taxable reimbursements is the difference between (a) the amount of covered moving expense reimbursements for the allowances listed in 2-11.3 that was included in the employee’s income in Year 1, and (b) the maximum amount of allowable moving expenses that may be claimed as a moving expense deduction by the employee on his/her Federal tax return under IRS tax regulations to offset the income resulting from moving expense reimbursements for Year 1. The covered taxable reimbursements will be determined as if the employee had itemized and deducted all allowable moving expense deductions. (See assumption made in 2-11.8b(1) (b).) If the employee is precluded from claiming moving expense deductions because he/she does not meet IRS requirements for the distance test, then the amount of covered taxable reimbursements is the same as the amount of covered moving expense reimbursements. (See 2-11.5d.) (2) For purposes of calculating the RIT allowance, the following special rules apply to the determination of moving expense deductions to offset moving expense reimbursements reported as income: (a) The total amount of reimbursement (which was reported as income) for the expenses of en route travel for the employee and family (see 2-11.3a) and transportation (including up to 30 days temporary storage) of household goods (see 2-11.3b) to the new official station shall be used as a moving expense deduction. (See also 2-11.4e and f.)

(b) The total amount of reimbursement for a househunting trip, temporary quarters (up to 30 days at new station) and real estate transaction expenses (see 2-11.3e, f, g, and i), up to the maximum allowable deduction under IRS tax regulations, shall be used as a moving expense deduction. For example, an employee and spouse filing a joint return and residing in the same household at the end of the tax year may deduct up to $3,000 for these expenses. (No more than $1,500 of the $3,000 may be claimed for a househunting trip and temporary quarters expenses combined.) If the employee was reimbursed $1,350 for a househunting trip and temporary quarters expenses and $9,000 for real estate expenses, the moving expense deductions would be $1,350 for the househunting trip and temporary quarters expenses and $1,650 for real estate expenses. If the employee’s reimbursement was $1,850 for the househunting trip and temporary quarters expenses and $9,000 for real estate expenses, the moving expense deductions would be $1,500 for the househunting trip and temporary quarters expenses and $1,500 for real estate expenses. If the employee had no reimbursement for a CH 2-11.8c.(1) 2-144 DOE 1500.2A 6-7-89 Attachment VI-1 Page 169 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 househunting trip and temporary quarters, the full $3,000 would be applied to the $9,000 reimbursement for real estate expenses. (See IRS Publication 521, “Moving Expenses,” for these and other maximums which vary by situation and filing status.) (3) Procedures and examples are provided herein as if all moving expense reimbursements are received in one year with all moving expense deductions applied in that same year to arrive at the covered taxable reimbursements. However, when reimbursements span more than one year, the amount of covered taxable reimbursements must be determined separately for each reimbursement year (Year 1). The maximum moving expense deductions apply to the entire move. Under IRS tax regulations the employee has some discretion as to when he/she claims these deductions (e.g., in the year of the move when the expense was paid or in the year of reimbursement, if these actions do not occur in the same year). However, for purposes of the RIT allowance procedures, the moving expense deductions will be applied in the year that the corresponding reimbursement is made. For example, if an employee incurred and was reimbursed $1,000 for a househunting trip and temporary quarters in 1986 and an additional $1,000 for temporary quarters in 1987, this employee, according to his/her particular situation and tax filing status, may deduct $1,500 of these expenses in moving expense deductions. In calculating the RIT allowance for 1986, $1,000 of the $1,500 deduction is used to offset the $1,000 reimbursement in 1986 resulting in zero covered taxable reimbursements for the househunting trip and temporary quarters for 1986. The remaining $500 (balance of the $1,500 not used in determining covered taxable reimbursements for 1986) will be used to offset the $1,000 temporary quarters reimbursement in 1987 (second Year 1), leaving $500 of the temporary quarters reimbursement as a covered taxable reimbursement for 1987. (4) Although the WTA amount is included in income (see 2-11.7), it shall not be included in the amount of covered taxable reimbursements. Under the procedures and formulas established herein, the proper amount of the RIT allowance is calculated using the RIT gross-up formula with the WTA and any prior RIT allowance payments excluded from covered taxable reimbursements.

(5) Agencies are cautioned that there may be moving expenses reimbursed to the employee that are not covered by the RIT allowance. (See exclusions in 2-11.4; also see discussion in 2-11.7 regarding covered taxable reimbursements versus nondeductible expenses.) (6) An example showing how to calculate covered taxable reimbursements is illustrated in Figure 2-11.8a. 2-145 CH 2-11.8c(2)(b) Attachment VI-1 DOE 1500.2A Page 170 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) d. Determination of income level and filing status. In order to determine the CMTR’s needed to calculate the RIT allowance, the employee must determine the appropriate amount of earned income (as prescribed herein) that was or will be reported on his/her Federal tax return for the tax year in which the covered taxable reimbursements were received (Year 1). Such amount will also include the spouse’s earned income if a joint filing status is claimed. For purposes of this regulation, appropriate earned income shall include only the amount of gross compensation reported on IRS Form(s) W-2, and, if applicable, the net earnings (or loss) from self-employment income as shown on Schedule SE of IRS Form 1040. (See 2-11.5h.) (Note that moving expense reimbursements including the WTA amounts and any RIT allowance paid for a prior Year 1 are to be included in earned income and should be shown as income on the Form W-2; if they are not, other appropriate documentation shall be furnished by the agency.) (See 2-11.7g.) The amount of earned income as determined under this paragraph and the tax filing status (for example, from lines 1 through 5 on the 1987 IRS Form 1040) shall be contained in a certified statement on, or attached to, the voucher claiming the RIT allowance. (See 2-11.10.) If a joint filing status is claimed and the spouse's earned income is included, the spouse must sign the certified statement. If the spouse does not sign the statement, earned income will include only the employee’s earned income and the RIT allowance will be calculated on that basis. This condition will not apply if an employee is allowed, under IRS rules, to file a joint return as a surviving spouse. e. Determination of the CMTR’s. The gross-up formula used to calculate the RIT allowance in f, below, requires the use of two CMTR’s--one for Year 1 in which reimbursements were received and the other for Year 2 in which the RIT allowance is paid. CMTR’s are single tax rates calculated to represent the Federal, State, add/or local income tax rates applicable to the earned income determined in d, above, for Year 1. The CMTR’s will be determined as provided in (1) through (4), below. (1) Federal marginal tax rates. The Federal marginal tax rates for Year 1 and Year 2 are determined by using the income level and filing status determined under 2-11.8d and contained in the certified statement by the employee (or employee and spouse) on the RIT allowance claim, and applying the prescribed Federal tax tables contained in appendices 2-11.A and c. For example, if the income level for the 1987 tax year (Year 1) was $65,000 for a married employee filing a Federal joint return, the Federal marginal tax rate would be 35 percent for Year 1 (1987) (see appendix 2-11.A) and 28 percent for Year 2 (1988) (see appendix 2-11.C). These rates would be used regardless of how much of the $65,000 was attributable to CH 2-11.8d 2-146 DOE 1500.2A 6-7-89 Attachment VI-1 Page 171

April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 reimbursement for the employee’s relocation expenses. (Note that these marginal rates are different from the withholding tax rate used for the WTA.) If the employee incurs only Federal income tax (i.e., there are no State or local taxes), the Federal marginal tax rates determined from appendices 2-11.A and C are the CMTR’s to be used in the RIT gross-up formula provided in 2-11.8f. In such cases, the provisions of (2) and (3), below, do not apply. (2) State marginal tax rate. (a) If the employee incurs an additional State income tax (see definition in 2-11.5a) liability as a result of moving expense reimbursements, the appropriate State tax table in appendix 2-11.B is to be used to determine the applicable State marginal tax rate that will be substituted into the formula for determining the CMTR for both Year 1 and Year 2. The appropriate State tax table will be the one that corresponds to the tax year in which the reimbursements are paid to the employee (Year 1). The income level determined in 2-11.8d for Federal taxes shall be used to identify the appropriate income bracket in the State tax table. The applicable State marginal tax rate is obtained from the selected income bracket column for the State where the employee is required to pay State income tax on moving expense reimbursements. The tax rates shown in the table apply to all employees regardless of their filing status, except where a separate rate is shown for a single filing status. (b) The lowest income bracket shown in the State tax tables in appendix 2-11.B is $20,000 - $24,999. In cases where the employee’s (employee’s and spouse’s, if filing jointly) earned income as determined under 2-11.8d is less than this income bracket, an appropriate State marginal tax rate shall be established by the employing agency from the applicable State tax code or regulations issued pursuant thereto. Such State marginal tax rate shall be representative of the earned income level in question but in no case more than the marginal tax rate established in appendix 2-11.B for the $20,000 - $24,999 income bracket for the particular State in which an additional tax obligation has been incurred. (c) The prescribed State marginal tax rates generally are expressed as a percent of taxable income. However, if the applicable State marginal tax rate is stated as a percentage of the Federal income tax liability, the State tax rate must be converted to a percent of taxable income to be used in the CMTR formulas in 2-11.8e(4). This is accomplished by 2-147 CH 2-11.8e(1) Attachment VI-1 Page 172 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) multiplying the applicable Federal tax rate for Year 1 by the applicable State tax rate. For example, if the Federal tax rate is 35 percent for Year 1 and the State tax rate is 25 percent of the Federal income tax liability, the State tax rate stated as a percent of taxable income would be 8.75 percent. The State tax rate thus determined for Year 1 will be used in determining the CMTR for both Year 1 and Year 2. (d) An employee may incur a State income tax liability on moving expense reimbursements in more than one State at the same or different marginal tax rates. Nevertheless, a single State marginal tax rate must be determined for use in the CMTR formulas in 2-11.8e(4). The following general rules shall apply in determining the applicable single rate.

(i) In the tax year during which the transfer actually takes place, the employee may incur a State income tax obligation at both the old and new location. However, most moving expense reimbursements will be taxed at the new location. Although the employee may receive some reimbursements (e.g., for a househunting trip) prior to the actual transfer which would be credited as income at the old location, these types of expenses generally are tax deductible and would not generate an additional State tax liability for the employee. In addition, procedures inherent in the travel voucher reimbursement system tend to cause most reimbursements which may be taxable to occur after the actual transfer. Therefore, the State marginal tax rate determined under 2-11.8e(2)(a) through (c) for the new location will be used in the CMTR formulas. (ii) There may be other situations where the employee is subject to taxes on moving expense reimbursements in two States, for instance, in one State because of State residency and in another because a particular State taxes income earned within its jurisdiction irrespective of whether the employee is a resident. If the two States involved recognize such situations by allowing an adjustment or credit for taxes paid to the other State, the employee’s State marginal tax rate for the State where income tax on moving expense reimbursements is actually paid will be determined and used in the CMTR formulas. However, in those situations where there is in fact double taxation on income from moving expense reimbursements and the taxes imposed by both States qualify as a State income tax (as defined in 2-11.5a), the sum of the State marginal tax rates for the two States as determined under 2-11.8e(2)(a) through (c) shall be used in the CMTR formulas. CH 2-11.8e(2)(C) 2-148 DOE 1500.2A 6-7-89 Attachment VI-1 Page 173 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 (3) Local marginal tax rate. Because of the impracticality of establishing a single marginal tax rate table for local income taxes that could be applied uniformly on a nationwide basis, appropriate local marginal tax rates shall be determined as provided in (a) through (c), below. (a) If the employee incurs an additional local income tax (see definition 2-11.5b) liability as a result of moving expense reimbursements, he/she shall certify to such fact when claiming the RIT allowance (see certification statement in 2-11.10) by specifying the name of the locality imposing the income tax and the applicable marginal tax rate determined from the actual marginal tax rate table or schedule prescribed by the taxing locality. The marginal tax rate shall be the one applicable to the taxable income portion of the amount of earned income determined under 2-11.8d for the employee (and spouse, if filing jointly). The same tax rate shall be used in calculating the CMTR for both Year 1 and Year 2. The employing agency shall establish procedures to determine whether the employee certified local marginal tax rate is appropriate for the employee's income level and filing status and approve its use in the CMTR formulas. (See also 2-11.10b(2).)

(b) If the local marginal tax rate is stated as a percentage of Federal or State income tax liability, such rate must be converted to a percent of taxable income for use in the CMTR formulas. This is accomplished by multiplying the applicable Federal or State tax rate for Year 1 as determined in 2-11.8e(1) or (2) by the applicable local tax rate. For example, if the State tax rate for Year 1 is 6 percent and the local tax rate is 50 percent of State income tax liability, the local tax rate stated as a percentage of taxable income would be 3 percent. The local tax rate thus determined for Year 1 will be used in determining the CMTR for both Year 1 and Year 2. (c) The situations described in 2-11.8e(2) (d) with respect to State income taxes may also be encountered with local income taxes. If such situations do occur, the rules prescribed for determining the single State marginal tax rate shall also be applied to determine the single local marginal tax rate for use in the CMTR formulas. (4) Calculation of the CMTR’s. As stated above, the gross-up formula for calculating the RIT allowance requires the use of two CMTR’s. However, the required CMTR’s cannot be calculated by merely adding the Federal, State, and local marginal tax rates together because of the deductibility of State and local income taxes from income for Federal income tax purposes. The State tax tables prescribed in appendix 2-11.B are designed to use the same income amount as that determined for the 2-149 CH 2-11.8e(3) Attachment VI-1 DOE 1500.2A Page 174 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) Federal taxes, which reflects, among other things, State and local tax deductions. The formulas prescribed below for calculating the CMTR’s are designed to adjust the State and local tax rates to compensate for their deductibility from income for Federal tax purposes. (a) Calculation of the CMTR for Year 1. The following formula shall be used to calculate the CMTR for Year 1. CMTR Formula: X = where X = F = S = L = F + (1-F)S+ (1-F)L CMTR for Year 1 Federal tax rate for Year 1 State tax rate for Year 1 local tax rate for Year 1 (i) Federal, State, and local taxes incurred. If the employee incurs Federal, State, and local income taxes on moving expense reimbursements, the CMTR formula may be solved as follows: Example: If F = 35 percent of income S = 6 percent of income L = 2 percent of income Then X = .35 + (1.00-. 35).06 + (1.00-.35).02 X = .4020 (ii) Federal and State income taxes only. If the employee incurs tax liability on moving expense reimbursements for Federal and State income taxes but none for local income tax, the value of “L” is zero and the CMTR formula may be solved as follows: Example: If F = 35-percent of income S = 6 percent of income L = Zero Then X = .35 + (1.00-.35).06 X = .3890 o n l y . (iii) Federal and local income taxes If the employee incurs a tax liability on moving expense reimbursements for Federal and local income taxes but none for State income tax, the value of “S” is zero and the CMTR formula may be solved as follows: CH 2-11.8e(4) 2-150 DOE 1500.2A 6-7-89 Attachment VI-1 Page 175 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 Example: If F = 35 percent of income S = Zero L = 2 percent of income Then X = .35 + (1.00-.35).02 X = .3630

(b) Calculation of the CMTR for Year 2. The calculation of the CMTR for Year 2 is the same as described in (a), above, for Year 1 except that the Federal tax rate for Year 2 is used in place of the Federal tax rate for Year 1. State and local tax rates remain the same as for Year 1. The following formula shall be used to determine the CMTR for Year 2: CMTR Formula: W = F + (1-F)S + (1-F)L where W = CMTR for Year 2 F = Federal tax rate for Year 2 S = State tax rate for Year 1 L = local tax rate for Year 1 f. Determination of the RIT allowance. The RIT allowance to cover the tax liability on additional income resulting from the covered taxable reimbursements received in Year 1 is calculated in Year 2 as provided below: (1) The RIT allowance is calculated by substituting the amount of covered taxable reimbursements for Year 1 (see 2-11.8c), the CMTR’s for Year 1 and Year 2, and the total amount of the WTA’s paid in Year 1 into the gross-up formula as follows: Formula: Z = X (R) - 1-X (Y) 1-W 1-W where Z = RIT allowance payable in Year 2 X = CMTR for Year 1 W = CMTR for Year 2 R = covered taxable reimbursements Y = total WTA’s paid in Year 1 Example: If X = .4020 W = .3376 R = $21,800 Y = $5,450 Then Z = .4020 ($21,800) - 1.00-.4020 ($5,450) 1.00-.3376 1.00-.3376 Z = .6069($21,800) -.9028($5,450) Z = $13,230.42 - $4,920.26 Z = $8,310.16 2-151 CH 2-11.8e(4)(a)(iii) Attachment VI-1 DOE 1500.2A Page 176 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) (2) There may be instances when a WTA was not paid in year 1 at the time moving expense reimbursements were made. In cases where there is no WTA to be deducted, the value of “Y” is zero and the formula stated in (1), above, for calculating the amount of the RIT allowance (Z) due the employee in Year 2 may be solved as shown in the following example: Example: If X = .4020 W = .3376 R = $21,800 Y = Zero Then Z = .4020 ($21,800) 1.00-.3376 Z =.6069 ($21,800) Z = $13,230.42 (3) If the amount of the RIT allowance is greater than zero, it is payable to the employee on the travel voucher as a relocation or moving expense allowance. The RIT allowance amount is included in the employee’s gross income for Year 2 and, therefore, subject to appropriate withholding taxes. (See net payment to employee in 2-11.8g.) The RIT allowance amount will be reported on IRS Form W-2 for Year 2 (including applicable income tax withholding amounts) and on IRS Form 4782 for the employee’s information. (4) If the calculation of the RIT allowance results in a negative amount, the employee is obligated to repay this amount as a debt due the Government. (See 2-11.7e(2) and 2-11.9b.) (5) Any changes to the employee’s income level or filing status for Year 1 that would affect the marginal tax rates (Federal, State, or local) used in calculating the RIT allowance must be reported to the agency by the employee as provided in 2-11.9b(2). (See also 2-11.10 for certified statement regarding these changes.) g. Determination of the net payment due employee in Year 2. Since the amount of the RIT allowance is income to the employee in Year 2, it is subject to the same tax withholding requirements as all other moving expense reimbursements. Agencies should determine the appropriate amounts for withholding taxes under their internal tax withholding procedures. The amount of withholding taxes is deducted from the RIT allowance to arrive at the net payment to the employee.

h. Summary example. The procedures provided in a through f, above, for calculating the RIT allowance and in 2-11.7 for calculating the WTA are summarized and illustrated for a hypothetical situation in Figure 2-11.8b. CH 2-11.8f(2) 2-152 DOE 1500.2A 6-7-89 Attachment VI-1 Page 177 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 2-11.9. Responsibilities. Finance offices will calculate the amount of the gross-up for the WTA in Year 1 in accordance with procedures outlined herein and credit this amount to the employee at the time of reimbursement as provided in 2-11.7e. The WTA will be reflected on the employee’s Form W-2 for Year 1. The RIT allowance may be calculated in Year 2 either by the employee or by the agency finance office based on information provided by the employee on the voucher, as directed by the agency’s implementing policies and procedures. In addition, agencies shall prescribe appropriate and necessary implementing procedures as provided elsewhere in this Part 11. a. Agency. b. Employee. (1) The employee is required to submit a claim for the RIT allowance and to file the tax information for Year 1 specified in 2-11.10 with his/her agency in Year 2, regardless of whether any additional reimbursement for the RIT allowance is owed the employee. (See 2-11.7e for employee agreement.) (2) If any action occurs (i.e., amended tax return, tax audit, etc.) that would change the information provided in Year 2 by the employee to his/her agency for use in calculating the RIT allowance due the employee for Year 1 taxes, this information must be provided by the employee to his/her agency under procedures prescribed by the agency. (See 2-11.10.) (3) If the calculation of the RIT allowance results in a negative amount, the employee is obligated to repay this amount as a debt due the Government. (See 2-11.7e(2) and 2-11.8f(4).) 2-11.10. Claims for payment and supporting documentation and verification. Claims forms. Claims for payment of the RIT allowance shall be submitted by the employee in Year 2 on SF 1012 (Travel Voucher) or other authorized travel voucher form. When claiming payment for the RIT allowance the employee shall furnish and certify to certain tax information that has been or will be shown on his/her actually prepared tax returns. The spouse must also sign statement if joint filing status is claimed and spouse’s income is included on statement. This information shall be contained in a certified statement on, or attached to, the SF 1012 reading essentially as follows: 2-152.1 CH 2-11.9 Attachment VI-1 DOE 1500.2A Page 178 6-7-89 CH FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) I certify that the following information, which is to be used in calculating the RIT allowance to which I am entitled, has been (or will be) shown on the income tax returns filed (or to be filed) by me (or by my spouse and me) with the applicable Federal, State, and local (specify which) tax authorities for the 198_ tax year. Gross compensation as shown on attached IRS Form(s) W-2 and, if applicable, net earnings (or loss) from self-employment income shown on attached Schedule SE (Form 1040): Form(s) W-2 Schedule SE Employee $ $ Spouse (if filing jointly) $ $ TOTAL (Both columns) $ Filing status: (Specify one of the filing status items that was (or will be) claimed on IRS Form 1040.)

Marginal tax rates from FTR appendices 2-11.A, B, C and local tax tables derived under procedures prescribed in FTR Part 2-11: Federal for Year 1 Federal for Year 2 State (specify which): Local (specify which): The above information is true and accurate to the best of my knowledge. I (we) agree to notify the appropriate agency official of any changes to the above (i.e., from amended tax returns, tax audit, etc.) so that appropriate adjustments to the RIT allowance can be made. The required supporting documents are attached. Additional documentation will be furnished if requested. I (we) further agree that if the 12-month service agreement required by 2-1.5a(1) is violated, the total amount of the RIT allowance will become a debt due the United States Government and will be repaid according to agency procedures pursuant to ETR 2-11.11. Employee’s signature Date Spouse’s signature Date (if filing jointly) 2-11.10a 2-152.2 DOE 1500.2A Attachment VI-1 6-7-89 Page 179 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 NOTE: If a joint filing status is claimed and spouse’s income is included, the spouse must sign the statement. If the spouse does not sign the document, earned income will include only the employee’s earned income. This condition will not apply if an employee is allowed, under IRS rules, to file a joint return as a surviving spouse. (See FTR 2-11.8d.) b. Supporting documentation/verification. The claim for the RIT allowance shall be supported by documentation attached to the voucher and by verification of State and local tax obligations as provided below: (1) Copies of the appropriate IRS Forms W-2 and, if applicable, the completed IRS Schedule SE (Form 1040) shall be attached to the voucher to substantiate the income amounts shown in the certified statement. Employee (and spouse, if filing jointly) must agree to provide additional documentation to verify income amounts, filing status, and State and local income tax obligations if requested by the agency. (2) In order to determine or verify whether a particular State or local tax authority imposes a tax on moving expense reimbursements, it is incumbent upon the appropriate agency officials to become familiar with the State and local tax laws that affect their transferring employees. In cases where the taxability of moving expense reimbursements is not clear, an agency may pay a RIT allowance which reflects only those State and local tax obligations that are clearly imposed under State and local tax law. Once the questionable State or local tax obligations are resolved, agencies may recompute the RIT allowance and make appropriate payment adjustments. c. Fraudulent claims. A claim against the United States is forfeited if the claimant defrauds or attempts to defraud the Government in connection therewith (28 U.S.C. 2514). In addition, there are two criminal provisions under which severe penalties may be imposed on an employee who knowingly presents a false, fictitious, or fraudulent claim against the United States (18 U.S.C. 287 and 1001). The employee’s claim for payment of the RIT allowance shall accurately reflect the facts involved in every instance so that any violation of these provisions will be avoided. 2-152.3 CH 2-11.10a Attachment VI-1 Page 180 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective January 1, 1988)

2-11.11. Violation of service agreement. In the event the employee violates the terms of the service agreement required under 2-1.5a(1), no part of the RIT allowance or the WTA will be paid, and any amounts paid prior to such violation shall be a debt due the United States until they are repaid by the employee. 2-11.12. Advance of funds. No advance of funds is authorized in connection with the allowance provided in this part. 2-11.13. Source references. The following references or publications have been used as source material for this Part 11. a. b. c. d. e. Internal Revenue Code (IRC), section 164(a)(3) (26 U.S.C. 164(a)(3)) pertaining to the deductibility of State and local income taxes, and section 217 (26 U.S.C. 217), pertaining to moving expenses. Internal Revenue Service Publication 5,21, “Moving Expenses.” Internal Revenue Service, Circular E, “Employer’s Tax Guide.” Department of the Treasury Fiscal Requirements Manual for Federal Agencies, ITFRM 3-5000. 31 CFR 215.2 (5 U.S.C. 5516, 5517, and 5520). CH 2-11.11 2-152.4 DOE 1500.2A 6-7-89 Attachment VI-1 Page 181 April 1, 1985 FPMR 101-7 (Effective: November 14, 1983) GSA Bulletin FPMR A-40, Supp.14 EXAMPLE 1. CALCULATION OF COVERED TAXABLE REIMBURSEMENTS The following example shows how to calculate covered taxable reimbursements as provided in FTR 2-11.8. Column (a) shows hypothetical moving expense reimbursements. Column (b) shows Federal moving expense deductions for employee and spouse filing a joint return and residing together at the end of the tax year (see footnote 5/. below). Column (c) shows the balance of the covered reimbursements in column (a) which have not been offset by moving expense deductions in column (b). Amounts shown are for illustration purposes only and should not be construed in any way to represent actual, average, or typical moving costs. Amount of Amount Maximum Covered Paid/ Moving Exp. Taxable Covered Allowances (FTR 2-11.3) Reimbursed Deduction (a) 1/ (b) 2/ Reimbursements (c)-(a)-(b)3/ 1. Travel and transportation expenses between duty stations. $1,150 4/ $ 1,150 4/ $-o- 4/ 2. Transportation and 30 days temporary storage of household goods (HHG’s). $ 5,100 4/ $5,100 4/ $ -o- 4/ 3. Temporary storage of HHG’s not included on line 2, and/or contemporary storage (see (2-11.3c). $1,100 $ -o- $ 1,100 4. Mobile home movement instead of HHG’s. $ -0- $ -o- $ - o - 5. Miscellaneous expense allowance. $ 700 $ -0- $ 700 6. Househunting trip. $1 .550 7. Temporary quarters, 30 days, new station. $2,550 8. Total lines 6 and 7. $4,100 9. Enter lesser of line 8 or $1,500 as deductible amount in COl. b; 5/ $1,500 10. Enter balance of line 8 minus line 9. 11. Temporary quarters in excess of line 7. $ 1,900 $ -o- $ 2,600 $1,900 12. Real estate transactions resulting from: (a) Sale expenses. $13,500 (b) Purchase expenses. $3,500 (c) Unexpired lease. $ -0- (d) Relocation services. 6/ $ -o- 13. Total of items (a) through (d), line 12. $17,000 14. Enter lesser of line 13 or $3,000 less deductible amount used on line 9. 5/ $ 1,500 15. Balance of line 13 minus line 14. $15,500 16. Relocation services not included on line 12(d). 6/ $ -0- 6/ $ -0- 6/ $ -0- 6/ 17. Total column (a), (b), and (c). $31,050 $ 9,250 7/ 18. Total amount of WTA’s paid in Year 1. $5,450 9/ 19. Total lines 17 and 18, column (a). $36,500 10/ $21,800 8/ Figure 2-11.8a. Illustration of Example for Calculation of (Part 1 of 2) Covered Taxable Reimbursements in Year 2.

2-153 Attachment VI-1 Page 182 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) 1/ Enter in column (a) the amounts of reimbursed expenses for the allowances listed in FTR 2-11.3. 2/ Enter in column (b) the maximum amounts of the reimbursed expenses in column (a) which are deductible moving expenses. (See FTR 2-11.8c(2); also see footnote 4/.) 3/ Enter in column (c) the balance of column (a) minus column (b). (See FTR 2-11.8c.) 4/ The amount entered in column (b) for lines 1 and 2 should be the same as that entered in column (a). (See FTR 2-11.8c(2)(a).) Column (c) will be zero. 5/ Limits may vary according to filing status, etc. See page 5 of IRS Publication 521, Moving Expenses. 6/ In this example, relocation services were not used-employee declined (see FTR 2-12 and employing agency policy). However, if relocation services were used, any amounts paid to the relocation service company that are determined to be income to the employee (see FTR 2-11.3i, 2-11.4a, and 2-12.7) and covered by the RIT allowance would be entered on lines 12(d) and 16, column (a), as appropriate. In such cases, the amount shown in column (c) as a covered taxable reimbursement would depend on whether any part of the amount in column (a) is a moving expense deduction in column (b). All amounts included in column (a) may not be deductible and there are limitations as to what can be included as a covered reimbursement under 2-11.3i. 7/ In an actual situation, the total moving expense deductions calculated for purposes of the RIT allowance may differ from the total moving expense deductions shown on the employee's IRS Form 3903 because of relocation expenses incurred which are not paid for or reimbursed by the Government but which may be claimed as a moving expense deduction for Federal tax purposes (e.g., extra valuatlon insurance for household goods shipments). 8/ The amount on line 17, column (c), is the amount of covered taxable reimbursements to be used in the gross-up formula for the RIT allowance. 9/ Enter total amount of all WTA’s paid in Year 1 on line 18, column (a) only. This amount is an estimated partial payment of the RIT allowance. It is not included in the amount of covered taxable reimbursements determined for calculation of the RIT allowance. (See FTR 2-11 .8c(4).) 10/ The total amount of moving expenses paid or reimbursed determined for the RIT allowance procedures may differ from the amount shown on the IRS Form 4782 because of moving expenses paid or reimbursed which are not covered by the RIT allowance (see exclusions in FTR 2-11.4). Figure 2-11.8a. Illustration of Example for Calculation of Covered (Part 2 of 2) Taxable Reimbursements in Year 2. (Footnotes) 2-154 DOE 1500.2A 6-7-89 Attachment VI-1 Page 183 April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 EXAMPLE 2. Summary of RIT Allowance Procedures Year 1: In 1987, the employee received $31,050 in covered moving expense reimbursements. After subtracting $9,250 of deductible moving expenses, $21,800 of the reimbursements (nondeductible moving expenses) were subject to Federal tax withholding. This example assumes that all reimbursements were paid on one voucher. Apply WTA formula: Y = X (N) 1-X where Y = WTA X = Federal withholding tax rate (.20) N = nondeductible moving expenses/covered taxable reimbursements ($21,800) Then Y = .20 ($21,800) 1.00-.20 Y = $5,450

Compute net payment to employee in Year 1: Total covered moving expense reimbursement in Year 1 $31,050 Less deductible moving expenses - 9,250 Nondeductible covered moving expenses subject to withholding $21,800 Plus WTA on $21,800 + 5,450 Amount subject to withholding 627,250 1/ Year 2: In 1988, the amount of the RIT allowance is determined on the basis of covered reimbursements in Year 1. Assume that $21,800 of nondeductible moving expenses is the same as the covered taxable reimbursements. Also, assume that employee and spouse (married, filing jointly) have combined earned income of $65,000. Thus, Federal marginal tax rates would be 35% for Year 1 (from app. 2-11.A) and 28% for Year 2 (from app. 2-11.C). Also assume the applicable State and local marginal tax rates are 6% and 2%, respectively, of taxable income. Apply CMTR formula for Year 1: X = F + (1-F)S + (1-F)L where X = CMTR for year 1 F = Federal tax rate for Year 1 (.35) S = State tax-rate for year 1 (.06) L = local tax rate for Year 1 (.02) 1/ The WTA allowance is treated as a moving expense reimbursement for tax withholding purposes. After subtracting the applicable withholding amounts the balance is the net payment due the employee. Figure 2-11.8b. Summary Example of RIT (Part 1 of 2) Allowance Procedures 2-154.1 DOE 1500.2A Attachment VI-1 6-7-89 Page 184 April 26, 1988 FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) EXAMPLE 2. Summary of RIT Allowance procedures (Cont’d.) Apply CMTR formula for Year 2: -.35).02Then X = .35 + (1.00-.35).06 + (1.00 X = .35 + .0390 + .0130 X = .4020 W = F + (1-F)S + (1-F)L where W = CMTR for Year 2 F = Federal tax rate for Year 2 (.28) S = State tax rate for Year 1 (.06) L = local tax rate for Year 1 (.02) Then W = .28 + (1.00-.28).06+ (1.00-.28).02 W = .28 + .0432 + .0144 W = .3376 X - 1 x ( Y ) Apply RIT gross-up formula: Z = (R) 1-W where Z = RIT allowance payable in Year 2 X = CMTR for Year 1 (.4020) W = CMTR for Year 2 (.3376) covered taxable reimbursements for Year 1 ($21,800) WTA paid in Year 1 ($5,450) .4020 ($21,800) - 1.00-.4020 ($5,450) 1.00-.3376 1.00-.3376 .6069 ($21,800)-.9028 ($5,450) $13,230.42 - $4,920.26 $8,310.16 1/ 2/ 1/ See PTR 2-11.8f(2) if no WTA is involved. 2/ The RIT allowance is treated as a moving expense reimbursement for tax withholding purposes. subtracting the applicable withholding amounts the balance is the net payment due the employee. A f t e r Figure 2-11.8b. Summary Example of RIT (Part 2of 2) Allowance Procedures 2-154.2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 185 (and 186) April 1, 1985 (Effective: November 14, 1983) FPMR 101-7 GSA Bulleti FPMR A-40, Supp. 14 FEDERAL MARGINAL TAX RATES BY EARNED INCOME LEVEL AND FILING STATUS TAX YEARS 1983/1984 The following table is to be used to determine the Federal marginal tax rate for computation of the RIT allowance as prescribed in HR 2-11.8e(i). Marginal Tax-Rate Single Taxpayer But not Over $3,519 4,692 5,812 8,010 10,102 N/A 12,586 14,953 N/A 17,340 N/A N/A 21,186 N/A 27,362 N/A N/A 34,022 N/A 41 ,150 49,875 N/A 64,832 N/A 92,257 over $4,692 5,812 8,010 10,102 12,586 N/A 14,953 17,340 N/A 21,186 N/A N/A 27,362 N/A 34,022 N/A N/A 41,3150 N/A 49,875 64,832 N/A 92,257 N/A --- Heads of Household 8ut not Over $5,742 7,845 9,830 N/A N/A 11,979 15,480 19.216 N/A N/A 23,330 N/A N/A 29,738 N/A 35,682 N/A N/A 43,397 N/A 59,143

78,622 101,019 N/A 128,517 over $7,845 9,830 11,979 N/A N/A 15,480 19,216 23,330 N/A N/A 29,738 N/A N/A 35,682 N/A 43,397 N/A N/A 59,143 N/A 78,622 101,019 128,517 N/A --- Married Filing Jointly/Qualifying Widows & Widowers But not Over $8,265 10,356 12,587 N/A 17,415 N/A 22,090 N/A 26,915 N/A N/A 32,198 N/A 38,335 N/A N/A 45,082 N/A N/A 58,888 78,203 107,463 N/A 132.836 186,961 over $10,356 12,587 17.415 N/A 22,090 N/A 26,915 N/A 32,198 N/A N/A 38,335 N/A 45,082 N/A N/A 58,888 N/A N/A 78,203 107,463 132,836 N/A 186,961 --- Married Filing Separately Over over $4,017 5,220 6,514 N/A 8,215 N/A 10,524 N/A 13,105 N/A N/A 15,068 N/A 18,748 N/A N/A 21,934 N/A N/A 27,415 35,991 49,858 N/A 62,195 89,006 $5,220 6,514 8,215 N/A 10,524 N/A 13,105 N/A 15,068 N/A N/A 18,748 N/A 21,934 N/A N/A 27,415 N/A N/A 35,991 49,858 62,195 N/A 89,006 --- Appendix 2-11.A. Federal Tax Table for RIT Allowance 1 and 2 DOE 1500.2A 6-7-89 Attachment VI-1 Page 187 (and 188) February 28, 1986 FPMR 101-7 (Effective: November 14, 1983) GSA Bulletin FPMR A-40, Supp. 17 FEDERAL MARGINAL TAX RATES BY EARNED INCOME LEVEL AND FILING STATUS - TAX YEAR 1985 The following table is to be used to determine the Federal marginal tax rata for computation of the RIT allowance as prescribed in FTR 2-11.8e(l). This table is to be used for employees who received covered taxable reimbursements during calendar year 1985. Married Filing Marginal Jointly/Qualifying Tax Rate Sinle Taxpayer Tax Rate Single Taxpayer Heads of Household Windows & Windowers But not But notOver $3,455 4,668 5,865 6,209 10,420 N/A 12,957 15,242 N/A 17,601 N/A N/A 21,513 N/A 28,102 N/A N/A 35,112 N/A 42,507 53,394 N/A 72,157 N/A 101,995 over $4,568 5,865 8,209 10,420 12,957 N/A 15,242 17,601 N/A 21,513 N/A N/A 28,102 N/A 35,112 N/A N/A 42,507 N/A 53,394 72,157 N/A 101,995 N/A --- Over $4,834 7,245 9,726 N/A N/A 12,174 15,623 19.303 N/A N/A 23,250 N/A N/A 29,995 N/A 37,075 N/A N/A 44,145 N/A 59,644 83,982 113,%6 N/A 145,359 over $7,245 9,726 12,174 N/A N/A 15,623 19,303 23,250 N/A N/A 29,995 N/A N/A 37,075 N/A 44,145 N/A N/A 59,644 N/A 83,982 113,966 145,359 N/A --- Over $7,770 9,566 12,134 N/A 17,001 N/A 21,757 N/A 26,795 N/A N/A 32,275 N/A 39,016 N/A N/A 46,428 N/A N/A 60,694 80,537 114,119 N/A 147,522 207,441 over $9,566 12,134 17,001 N/A 21,757 N/A 26,795 N/A 32,275 N/A N/A 39,016 N/A 46,428 N/A N/A 60,694 N/A N/A 80,537 114,119 147,522 N/A 207,441 --- Over $3,329 4,460 5,767 N/A 8,384 N/A 10,689 N/A 13,161 N/A N/A 15,569 N/A 18,966 N/A N/A 22.953 N/A N/A 25,565 39,359 54,702 N/A 75,409 110,906 ‘over $4,460 5,767 8,384 N/A 10,689 N/A 13,161 N/A 15,569 N/A N/A 18,966 N/A 22,953 N/A N/A 29,565 N/A N/A 39,359 54,702 75,409 N/A 110,906 --- Appendix 2-11.A Federal Tax Table for RIT Allowance 3 and 4 DOE 1500.2A Attachment VI-1 6-7-89 Page 189 (and 190) May 11, 1987 FPMR 101-7(Effective: January 1, 1987) GSA Bulletin FPMR A-40, Supp. 25 FEDERAL MARGINAL TAX RATES BY EARNED INCOME LEVEL AND FILING STATUS - TAX YEAR 1986 The following table is to be used to determine the Federal marginal tax rate for year 1 for computation of the RIT allowance as prescribed in FTR 2-ll.8e(1). used for employees who received covered taxable Marginal Tax Rate Single Taxpayer But not 11% 12% 14% 15% 16% 17% 18% 2o% 22% 23% 24% 25% 26% 28% 30% 32% 33% 34% 35% 38% 42% 45% 48% 49% 50%

Over $6,180 7,370 8,450 10,710 11,775 N/A 13,197 15,648 N/A 18,108 N/A N/A 22,040 N/A 28,198 N/A N/A 33,918 N/A 40,741 47,419 N/A 64,468 N/A 96,172 N/A means tax rate over $7,370 8,450 10,710 11,775 13,197 N/A 15,648 18,108 N/A 22,040 N/A N/A 28,198 N/A 33,918 N/A N/A 40,741 N/A 47,419 64,468 N/A 96,172 N/A --- reimbursements during Married Filing Jointly/Qualifying Heads of Household Widows & Widowers But not But not Over $6,782 9,533 10,523 N/A N/A 12,705 16,050 19,764 N/A N/A 23,841 N/A N/A 29,849 N/A 35,320 N/A N/A 41,715 N/A 54,643 74,430 112,442 N/A 129,934 over $9,533 10,523 12,705 N/A N/A 16,050 19,764 23,841 N/A N/A 29,849 N/A N/A 35,320 N/A 41,715 N/A N/A 54,643 N/A 74,430 112,442 129,934 N/A --- Over $9,670 11,795 13,739 N/A 18,356 N/A 23,068 N/A 27,963 N/A N/A 33,533 N/A 40,202 N/A N/A 46,870 N/A N/A 59,477 76,132 104,120 N/A 128,224 183,988 not applicable for filing status. over $11,795 13,739 18,356 N/A 23,068 N/A 27,963 N/A 33,533 N/A N/A 40,202 N/A 46,870 N/A N/A 59,477 N/A N/A 76,132 104,120 128,224 N/A 183,988 --- This table is to be calendar year 1986. Married Filing Separately - But not Over $5,840 7,879 9,665 N/A 11,000 N/A 11,600 N/A 13,947 N/A N/A 16,843 N/A 20,297 N/A N/A 22,659 N/A N/A 30,364 44,795 55,653 N/A 69,383 106,160 over $7,879 9,665 11,000 N/A 11,600 N/A 13,947 N/A 16,843 N/A N/A 20,297 N/A 22,659 N/A N/A 30,364 N/A N/A 44,795 55,653 69,383 N/A 106,160 --- Appendix 2-11.A. Federal Tax Table for RIT Allowance 5 and 6 DOE 1500.2A 6-7-89 April 26, 1988 (Effective: January 1, 1988) GSA Bulletin FPMR FEDERAL MARGINAL TAX RATES BY EARNED INCOME LEVEL AND FILING STATUS- The following table is to be used to determine the Federal marginal tax Attachment VI-1 Page 191 (and 192) FPMR 101-7 A-40, Supp. 27 TAX YEAR 1987 rate for Year 1 for computation of the RIT allowance as prescribed in FTR 2-ll.8e(l). This table is to be used for employees whose Year 1 occurred during calendar year 1987. Marginal Tax Rate Single Taxpayer Heads of Household But Not But Not Over 11% $4,650 15% 6,481 28% 21,979 35% 33,433 38.5% 58,810 over Over over $6,481 $7,763 $1O,3O9 21,979 10,309 31,379 33,433 31,379 47,903 58,81O 47,903 88,015 --- 88,015 --- Married Filing Jointly/Qualifying Widows & Widowers But Not Over over $1O,4OO $13,719 13,719 40,020 40,020 58,705 58,705 101,432 101,432 --- Married Filing Separately - But Not Over over $5,811 $7,081 7,081 19,602 19,602 31,572 31,572 54,120 54,120 --- Appendix 2-11.A Federal Tax Table for RIT Allowance 7 and 8 DOE 1500.2A 6-7-89 Attachment VI-1 Page 193 April 1, 1985 (Effective: November 14, 1983) FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 14 STATE MARGINAL TAX RATES BY EARNED INCONE LEVEL - TAX YEARS 1983/1984 The following table (pages 1 thru 3) is to be used to determine State marginal tax rates for calculation of the RIT allowance as prescribed in FTR 2-11.8e(2). Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25.000-49,999 350,000-74,999 $7S.000 & OVER 1. Alabama 2. Alaska 3. Arizona 5 5 5 5 0 0 00 8 8 8 8 4. 5. Arkansas 7 11 8 7 7 California If single status 3/ 11 11 11 11 86. 7. Colorado 8 8 Connecticut o 0 0 0 8. Delaware if single status 3/ District of Columbia Florida Georgia Hawaii If single status 3/ 8.4 8.8 11 12.2 13.5 13.5 13.5 13.5 9.

10. 11. 12. 10 11 11 0 0 0 0 6 6 6 6 7.5 10 11 7.5 2.5 10.5 11 11 11 13. 14. 15. 16. 17. 18. 19. 20. Idaho Illinois 7.5 2.5 7.5 2.52.5 Indiana 3 3 3 3 Iowa Kansas 8 11 12 13 7.5 9 9 9 6Kentucky 6 6 6 6 Louisiana 4 4 6 Maine if single status 3/ 8 9.2 9.2 10 10 10 10 10 21. 22. Maryland 5 5 5 Massachusetts 5.375 5.375 5.375 5.375 Appendix 2-11.8. State Tax Table for RIT Allowance 1 Attachment VI-1 DOE 1500.2A Page 194 6-7-89 FPMR 101-7 6SA Bulletin FPMR A-40, Supp. 14 (Effective: November 14, 1983) April 1, 1985 STATE MARGINAL State (or district) 23. Michigan 24. Minnesota 25, Mississippi 26. Missouri 27. Montana 28. Nebraska 29. Nevada 30. New Hampshire 31. New Jersey 32. New Mexico TAX RATES BY EARNED INCOME LEVEL - TAX YEARS 1983/1984 (cont’d.) Marginal tax rates (stated In percents) for the earned Income mounts specified in each column. 1/ 2/ $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER if single status 3/ 33. New York If single status 3/ 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont 5.35 5.35 5.35 5.35 14 16 16 16 5 5 5 5 6 6 6 6 9 10 11 11 * 19 percent of Federal income tax liability. 4/ o 0 0 0 0 0 0 0 2 2.5 3.5 3.5 3.9. 5.6 7.8 6.1 6.9 7.8 11 14 1 4 14 13 14 14 14 7 7 7 7 6 8 9 9 4.75 5.7 6.65 9.5 6 6 6 6 10.8 10.8 10.8 10.8 2.35 2.35 2.35 2.35 * 25.5 percent of Federal Income tax liability. 4/ 7 7 7 7 0 0 Q o 0 0 0 0 0 0 0 0 7.75 7.75 7.75 7.75 * 26 percent of Federal income tax liability. 4/ Appendix 2-11.B DOE 1500.2A 6-7-89 April 1, 1985 (Effective: November 14, STATE MARGINAL TAX RATES Attachment VI-1 Page 195 (and 196) FPMR 101-7 1983) GSA 8ulletin FPMR A-40, Supp. 14 BY EARNED INCOME LEVEL - TAX YEARS 1983/1984 (cont’d.) Marginal tax rates (stated In percents) for the earned Income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 47. Virginia 5.75 5.75 5.75 5.75 48. Washington o 0 0 0 49. West Virginia 10.5 13 if single status 3/ 13 13 50. Wisconsin 8.7 9.5 10 10 51. Wyoming o 0 0 0 1/ Earned income amounts that fall between the income brackets shown in this table (e.g., $24,999.45, $49,999.75, etc. ) should be rounded to the nearest dollar to determine the marginal tax rate to be used In calculating the RIT allowance. 2/ If the earned income amount is less than the lowest income bracket shown in this table, the employing agency shall establish an appropriate marginal tax rate as provided in FTR 2-11.8e(2)(b). 3/ This rate applies only to those individuals certifying that they will file under a single status within the States where they wil pay Income taxes. All other taxpayers, regardless of filing status, will use the other rate shown. 4/ Rates shown as a percent of Federal income tax liability must be converted to a percent of Income as provided in FTR 2-11.8e(2). Appendix 2-11.8 3 and 4 DOE 1500.2A 6-7-89 Attachment VI-1 Page 197 February 28, 1986 FPMR 1O1-7 (Effective: November 14, 1983) GSA Bulletin FPMR A-40, Supp. 17 STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1985 The following table (pages 5 thru 8) is to be used to determine State marginal tax rates for calculation of the RIT allowance as prescribed in FTR 2-11.8e(2). This table is to be used for employees who received covered taxable reimbursements during calendar year 1985.

Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. Alabama Alaska Arizona Arkansas California if single status 3/ Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii if single status 3/ Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine if single status 3/ Maryland Massachusetts 5 0 5 5 5 00 8 7 0 8 7 8 7 11 11 8 8 6 7 11 11 11 8 0 10.7 8 8 0 0 0 10.77.6 9.9 10 11 0 11 0 11 00 66 6 6 8.5 10.5 10 11 10.5 11 7.5 2.5 7.5 7.5 7.5 2.52.5 3 2.5 3 3 12 3 13 9 8 7.5 11 9 6 9 6 6 6 6 6 4 4 7 9.2 9.2 10 10 10 10 10 55 5 5.375 5 5.375 5.3755.375 Appendix 2-11.B State Tax Table for RIT Allowance 5 Attachment VI-1 Page 198 FPMR 101-7 GSA Bulletin FPMR A-40, STATE MAR6INAL State (or district) 23. Michigan 24. Minnesota 25. Mississippi 26. Missouri 27. Montana 28. Nebsaska 29. Nevada 30. New Hampshire 31. Mew Jersey 32. Mew-Mexico DOE 1500.2A 6-7-89 February 28, 1986 Supp. 17 (Effective: November 14, 1983) TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1985 (cont’d.) Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/2/ 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. if single status 3/ Mew York if single status 3/ North Carolina North Dakota Ohio Oklahama Oregon Pennsylvania Rhode Island South Carolina South Dakota 43. Tennessee 44. Texas 45. Utah 46. Veermont $20.000-24.999 $25,000-49,999 $50,000-74.999 $75,000 & OVER 5. 35 5.35 5.35 5.35 14 5 6 9 0 0 2 3.5 6.1 11 13 7 6 16 16 16 s s s 6 6 6 10 11 11 * 19 percent of Federal income tax Iiability. 4/ o 0 0 0 0 0 2.5 3.5 3.5 6.5 7.4 14 14 14 14 14 14 7 7 7 8 9 9 4.75 5.7 6.65 9.5 6 6 6 6 10.8 10.8 10.8 10.8 2.35 2.35 2.35 2 .35 * 23.15 percent of Federal income tax liability. 4/ 7 7 7 7 0 0 0 0 0 0 0 0 0 0 0 0 7.75 7.75 7.75 7.75 * 26.5 percent of Federal income tax liability. 4/ Appendix 2-11.B 6 DOE 1500 .2A 6-7-89 February 28, 1986 FPMR 101-7 (Effective: November 14, 1983) GSA Bulletin FPMR A-40, Supp. 17 STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1985 (cont’d.) Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 47. Virginia 5.75 5.75 5.75 5.75 48. Washington 0 0 0 0 49. West Virginia 3.5 7.4 10.5 13 if single status 3/ 0.2 12.6 13 13 50. Wisconsin 8.7 9.5 10 10 51. Wyoming 0 0 0 0 1/ Earned income amounts that fall between the income brackets shown in this table (e.g., $24,999.45, $49,999.75, etc. ) should be rounded to the nearest dollar to determine the marginal tax rate to be used in calculating the RIT allowance. If the earned income amount is less than the lowest income bracket shown in this table, the employlng agency shall establish an appropriate marginal tax rate as provided in FTR 2-11.8e(2)(b). This rate applies only to those individuals certifying that they will file under a single status within the States where they will pay income taxes. All other taxpayers, regardless of filing status, will use the other rate shown. Rates shown as a percent of Federal income tax liability must be converted to a percent of income as provided in FTR 2-11.8e(2). Attachment VI-1 Page 199 (and 200) Appendix 2-11.9

7 and 8 DOE 1500.2A 6-7-89 Attachment VI-1 Page 201 May 11, 1987 FPMR 101-7 (Effective: January 1, 1987) GSA Bulletin FPMR A-40, Supp. 25 STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1986 The following table (pages 9 thru 12) is to be used to determine State marginal tax rates for calculation of the RIT allowance as prescribed IN FTR 2-11.88(2). This table is to be used for employees who received covered taxable reimbursements during calendar year 1986. Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. Alabama Alaska Arizona Arkansas California if single status 3/ Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii if single status 3/ Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine if single status 3/ Maryland Massachusetts Michigan Minnesota if single status 3/ 5% 0 8 6 3 8 8 0 6.9 10 0 6 8.5 10.5 7.5 2.5 3 8 7.5 6 4 7 9.2 5% 5.19 4.725 11 14 2-11.B. 5% o 8 7 7 11 8 0 9.0 11 0 6 10.0 11 7.5 2.5 3 11 9 6 4 9.2 10 5% 5.19 4.725 14 14 5% 5% 00 8 8 7 11 11 8 8 00 9.7 9.7 11 11 0 0 6 6 10.5 11 11 11 7.5 7.5 2.52.5 3 12 3 1 3 99 6 6 66 10 10 10 10 5% 5.19 4.725 5.19 4.725 14 14 14 14 Appendix State Tax Table for RIT Allowance 9 Attachment VI-1 Page 202 DOE 1500.2A 6-7-89 May 11, 1987FPMR 101-7 GSA Bulletin FPMR A-40, Supp. 25 (Effective: January 1, 1987) STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1986 (cont’d.) Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 46. 41. 42. 43. 44. 45. 46. 47. Mississippi Missouri Montana Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia 48. Washington $20,000-$24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 5 6 9 0 0 2 4.8 11 7 6 4.513 6 9.75 2.167 7 0 0 0 7.75 5.75 0 5 5 6 6 10 11 *tax 19% of Federal income tax liability 4/ o 0 0 0 2.5 3.5 6.9 7.7 13.5 13.5 7 7 8 9 5.415 6.318 6 6 9.75 9.75 2.167 2.167 * tax 22.21% of Federal income tax liability 5 6 11 0 0 3.5 8.5 13.5 7 9 9.025 6 9.75 2.167 7 7 7 0 0 0 0 0 0 0 0 0 7.75 7.75 7.75 * tax 26.5% of Federal income tax liability 4/ 5.75 5.75 5.75 0 0 0 Appendix 2-11.B. 10 DOE 1500.2A 6-7-89 Attachment VI-1 Page 203 (and 204) May 11, 1987 FPMR 101-7 (Effective: January 1, 1987) GSA Bulletin FPMR A-40, Supp. 25 STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1986 (cont’d) Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 49. West Virginia 3.5 1 0 . 5 if single status 3/ 8.2 12.9 50. Wisconsin 9.1 9.5 10 10 51. Wyoming o 0 0 0 1/ Earned income amounts that fall between the income brackets shown in this table (e.g., $24,999.45, $49,999.75, etc.) should be rounded to the nearest dollar to determine the marginal tax rate to be used in calculating the RIT allowance. 2/ If the earned income amount is less than the lowest income bracket shown in this table, the employing agency shall establish an appropriate marginal tax rate as provided in FTR 2-11.8e(2) (b).

3/ This rate applies only to those individuals certifying that they will file under a single status within the States where they will pay income taxes. All other taxpayers, regardless of filing status, will use the other rate shown. 4/ Rates shown as a percent of Federal income tax liability must be converted to a percent of income as provided in FTR 2-11.8e(2). Appendix 2-11.9. 11 and 12 DOE 1500.2A Attachment VI-1 6-7-89 Page 205 April 26, 1988 FPMR 101-7 (Effective January 1, 1988) Bulletin FPMR A-40, Supp. 27 STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1987 The following table (pages 13 thru 16) is to be used to determine State marginal tax rates for calculation of the RIT allowance as prescribed IN FTR 2-11.8e(2). This table is to be used for employees who received covered taxable reimbursements during calendar year 1987. Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. Alabama Alaska Arizona Arkansas If single status 3/ California If single status 3/ Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii If single status 3/ Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine If single status 3/ Maryland Massachusetts Michigan Minnesota 5% 0 7 4.5 6 2 8 5 0 6.1 8 0 6 8.25 9.75 7.8 2.5 3.2 7 7.5 6 4 3 9.2 5 5 4.6 8 Appendix 2-11.B. 5% 5% 0 0 8 8 7 7 7 7 9.3 9.3 9.3 9.3 5 5 0 0 8.2 8.8 10 10 0 0 6 6 9.75 10 10 10 8.2 8.2 2.5 2.5 3.2 3.2 11 12 9 9 6 6 4 6 9.2 10 10 10 5 5 5 5 4.6 4.6 9 9 State Tax Table for RIT Allowance 0 8 7 7 9.3 9.3 s o 8.8 10 0 6 10 10 8.2 2.5 3.2 13 9 6 6 10 10 5 5 4.6 9 13 Attachment VI-1 Page 206 DOE 1500.2A 6-7-89 FPMR 101-7 April 26, 1988 GSA Bulletin FPMR A-40, Supp. 27 (Effective: January 1, 1988) STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL TAX YEAR 1987 (cont’d.) Marginal tax rates (stated in percents) for the ecarned income amounts specified in each column. 1/ 2/ State (or district) 25• 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. Mississippi Missouri Montana If single status Nebraska If single status Nevada New Hampshire New Jersey New Mexico If single status New York If single status North Carolina North Dakota If single status Ohio Oklahoma If single status Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington $20,000-$24,999 3/ 3/ 3/ 3/ 3/ 3/ 5 6 7 9 3.2 5 0 0 2 3.8 5.8 7 8.75 7 6.67 8 3.004 4 6 $25,000-49,999 5 6 0 0 2.5 5.9 7.7 8.75 8.75 7 9.33 10.67 4.506 6 6 9 2.1 9 2.1 * tax 23.46% of Federal 7 0 0 0 7.75 * tax 25.8% of 5 0 Appendix 2-11.B. State 7 0 0 0 7.75 $50,000-74,999 5 6 5.9 5.9 0 0 3.5 7.7 8.5 8.75 8.75 7 5.257 6 6 9 2.1 $75,000 & OVER 5 6 5.9 5.9 0 0 3.5 8.5 8.5 8.75 8.75 7 12 12 6.008 6 6 income tax liability 4/ 7 0 0 0 7.75 Federal income tax liability 4/ 5.75 5.75 0 0 Tax Table for RIT Allowance 9 2.1 7 0 0 0 7.75 5.75 0 14 DOE 1500.2A 6-7-89 Attachment VI-1 Page 207 (and 208) April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27

STATE MARGINAL TAX RATES BY EARNED INCOME LEVEL - TAX YEAR 1987 (cont’d) Marginal tax rates (stated in percents) for the earned income amounts spaecified in each column. 1/ 2/ State (or district) $20,000-24,999 $25,000-49,999 $50,000-74,999 $75,000 & OVER 49. West Virginia 4 4.5 6 6.5 If single status 3/ 4 6 6.5 6.5 50. Wisconsin 6.55 6.93 6.93 6.93 51. Wyoming o 0 0 0 1/ Earned income amounts that fall between the income brackets shown in this table (e.g., $24,999.45, $49,999.75, etc.) should be rounded to the nearest dollar to determine the marginal tax rate to be used in calculating the RIT allowance. 2/ If the earned income amount is less than the lowest income bracket shown in this table, the employing agency shall establish an appropriate marginal tax rate as provided in FTR 2-11.8e(2) (b). 3/ This rate applies only to those individuals certifying that they will file under a single status within the States where they will pay income taxes. All other taxpayers, regardless of filing status, will use the other rate shown. 4/ Rates shown as a percent of Federal income tax liability must be converted to a percent of income as provided in FTR 2-11.8e(2). Appendix 2-11.B State Tax Table for RIT Allowance 15 and 16 DOE 1500.2A 6-7-89 Attachment VI-1 Page 209 (and 21O) April 26, 1988 FPMR 101-7 (Effective: January 1, 1988) GSA Bulletin FPMR A-40, Supp. 27 FEDERAL MARGINAL TAX RATES BY EARNED INCOME LEVEL AND FILING STATUS - TAX YEAR 1988 The following table is to be used to determine the Federal marginal tax rate for Year 2 for computation of the RIT allowance as prescribed in FTR 2-11.8e(1). This table is to be used for employees whose Year 1 occurred during calendar years 1983, 1984, 1985, 1986, and 1987. Marginal Tax Rate Single Over 15% $5,260 28% 23,920 33% 52,310 28% 113,370 Taxpayer But Not over $23,920 52,310 113,370 --- Heads of Household Widows & Widowers Separately BUT NOT But Not But Not Married Filing Jointly/Qualifying Harried Filing Over over $9,440 $34,215 34,215 77,300 77,300 166,910 166,910 --- Over over Over over $12,500 $43,410 $6,200 $21,880 43,410 88,740 21,880 47,475 88,740 197,820 47,475 133,415 197,820 --- 133,415 --- Appendix 2-11.C. Federal Tax Table for RIT Allowance - Year 2 DOE 1500.2A Attachment VI-1 6 - 7 - 8 9 Page 211 July 25, 1984 FPMR 101-7 (Effective November 14, 1983) GSA Bulletin FPMR A-40, Supp. 11 PART 12. USE OF RELOCATION SERVICE COMPANIES 2-12.1. Authority. The law (5 U.S.C. 5724c) specifically provides each agency (as defined in 5 U.S.C. 5721 and FTR 2-1.4c) with the discretionary authority to enter into contracts with private firms to provide relocation services to agencies and employees. Such services include, but need not be limited to, arranging for the purchase of a transferred employee’s residence. Agencies exercising this discretionary authority shall carry out their responsibilities under 5 U.S.C. 5724c within the guidelines of this directive. These guidelines are issued under the authority delegated to the Administrator of General Services by Executive Order No. 12466 dated February 27,1984.

2-12.2. Policy. The Government recognizes every dollar spent on the relocation of civilian employees as a cost of doing business that should specifically be directed towards meeting the highest priority needs of the agency’s mission and its programs. Use of the newly authorized relocation services may provide agencies with a vehicle to improve the treatment of employees who are directed to relocate and thereby facilitate retention of well-qualified emloyees. To the extent that these new services and the increased relocation entitlements and allowance maximums increase the overall cost of relocations, agencies may find it necessary to reassess their relocation policies and practices because increased costs may further limit the number of employees that can be relocated. 2-12.3. Agency responsibilities. It is the responsibility of each agency head, or his/her designee, to determine whether, to what extent, and under what conditions relocation services will be made available to employees transferring within the agency and those transferred between agencies. This determination will be made based on an analysis of the agency’s relocation needs, availability of funds, and in accordance with these guidelines. 2-12.4. General conditions and limitations for eligibility. a. Employees covered. Relocation services may be made available to employees only when both of the following conditions are met: (1) The employee’s transfer from one official station to another is determined to be in the interest of the Government and is not primarily for the convenience or benefit of the employee or at his/her request; and (2) The effective date of the employee’s transfer is on or after November 14, 1983 (the effective date of transfer is the date the employee reports for duty at the new official station as provided in 2-1.4j). b. Persons excluded from coverage. The provisions of this part are not applicable to the following individuals/employees: 2-155 CH 2-12.1 Attachment VI-1 Page 212 DOE 1500.2A 6-7-89 FPMR 101-7 July 25, 1984 GSA new and Act Bulletin FPMR A-40, Supp. 11 (Effective November 14, 1983) (1) New appointees, including those covered under 2-1.5f (i.e., appointees to shortage category and Senior Executive Service positions Presidential appointees); (2) Employees assigned (5 U.S.C. 4109); or (3) Employees assigned a foreign area. 2-12.5. by their under the Government or transferred to. or Employees Training from a post of duty in Procedural requirements and controls. a. Employee option. Employees offered use of relocation services agencies should be given the option to accept or reject the offer. b. Dual benefit prohibited. Once an employee is offered, and decides to use, the services of a relocation company, reimbursement to the employee shall not be allowed for expenses authorized under Chapter 2, Parts 1 through 10, that are analogous or similar to expenses or the cost for services that the agency will pay for under the relocation service contract. c. Service agreements. The employee must have signed a service agreement as required in 2-1.5a(l)(a). In the event the employee violates the terms of the agreement, the Government reserves the right to recover from the employee any and all payments made to the relocation company on the employee’s behalf.

d. Ineligible individuals. Agencies should not make payments to relocation companies that will benefit ineligible individuals. For example, where joint ownership of a residence exists between an eligible transferring employee and a non-government employee, the benefits derived from relocation services could accrue equally to the ineligible party. This type of situation is addressed for direct reimbursements of real estate expenses under 2-6.1f; similar provisions should be made for relocation service contracts. 2-12.6. Form and scope of relocation service contracts. Once a decision has been made by the agency to enter into contracts to provide relocation services to its employees (see 2-12.3 and 2-12.4), the agency shall recognize the following: - a. General considerations (1) Contracts for relocation a competitive process to ensure compliance best possible service to meet a particular least cost to the agency. Agencies should geographic coverage exists. CH 2-12.4b(1) 2-156 services shall be awarded through with procurement law and attain the agency’s relocation needs at the attempt to assure that adequate DOE 1500.2A 6 - 7 - 8 9 Attachment VI-1 Page 213 November 25, 1987 FPMR 101-7 (Effective: October 1, 1987) GSA Bulletin FPMR A-40, Supp.26 (2) Relocation companies offer a wide variety of services to assist the relocating employee. Subject to these regulatory guidelines each agency will determine through its contracts with the relocation companies the exact nature of the services to be offered its employees. Since the use of relocation companies could entail costs substantially in excess of those authorized in Chapter 2, Parts 1 through 10 of this regulation agencies should exercise prudent management discretion when deciding which relocation services should be included in the contracts. b. Requirement that contracts not violate other, regulatory or statutory provisions. (1) GSA has established certain travel and transportation programs that agencies are required to use. Examples are the centralized household goods traffic management program, the airline services contracts, and travel management center contracts. While similar services may be offered by relocation companies agencies cannot use them. However, this restriction does not prohibit agencies from incorporating the GSA centralized household goods traffic management program, as a mandatory services source, into contracts with relocation service companies. Thus, relocation companies may act as third-party service firms to administer GSA’s centralized household goods traffic management program on behalf of the contracting agency. (2) Federal agencies should ensure that contracts with relocation companies that are on a cost reimbursable basis include only those services that are analogous to the allowable expenses authorized in FTR Chapter 2, and that the payments for such services are limited to the maximum amounts specified in the FTR. Agencies must recognize that the statute and FTR provisions contain certain limitations and restrictions which are not overridden by the new authority for relocation services. For example, the law: (a) Prohibits payment for market losses. The provisions of 5 U.S.C. 5724a(a) (4), which authorize reimbursement for the expenses of the sale and purchase of employee’s residence, also provide that “reimbursement may not be made for losses on the sale of the residence.” As implemented in 2-6.2e, losses due to failure to sell a residence at the old official station at the price asked, at its current appraised value, or at its original cost, or due to failure to buy a dwelling at the new official station at a price comparable to the selling price at the old official station, and any similar losses, are not reimbursable;

2-157 CH 2-12.6a(2) Attachment VI- 1 Page 214 DOE 1500.2A 6-7-89 FPMR 101-7 November 25, 1987 GSA Bulletin FPMR A-40, Supp. 26 (Effective: October 1, 1987) (b) Does not provide for payment of mortgage interest differentials. A mortgage interest differential is the difference between the interest rate of the mortgage on the residence at the old official station and the interest rate of the mortgage on the residence being purchased at the new official station; and (c) Does not authorize purchase of an employee’s home. The law (5 U.S.C. 5724c) authorizes agencies to enter into contracts for relocation services and provides that such services may include “arranging for the purchase of a transferred employee’s residence.” However, it does not authorize the Government to become a homeowner either by direct purchase of the home from the employee or by taking title to the employee’s home through the relocation company. c. Advantages of flat-fee contracts. If a relocation company agrees to accept the responsibilities of ownership for the transferred employee’s residence after payment of a one-time flat fee by an agency, it would be offering a service clearly distinguishable from those discussed in b(2), above. Once the flat fee is established, it is paid instead of the actual expenses that normally would be paid by an agency under a cost reimbursable contract. This type of arrangement is advantageous in that it limits the Government’s financial obligation and simplifies administrative procedures in accounting for costs. 2-12.7 Income tax consequences of using relocation companies. In entering into contracts with relocation companies, agencies should consider the income tax consequences for the employee. Certain payments on behalf of the employee to a relocation company may constitute taxable income to the employee, depending on the specific terms of the contract. Under the provisions of 5 U.S.C. 5724b, additional taxes resulting from such income would be covered by the relocation income tax allowance as provided in 2-11. For further information relating to the income tax consequences of payments to relocation companies, agencies should contact the Internal Revenue Service, 1111 Constitution Avenue, NW., (CC:IND:I) Room 5019, Washington, DC 20224. CH 2-12.6b(2)(b) 2-158 thru 2-162 DOE 1500.2A 6-7-89 VII-1 CHAPTER VII SPECIAL TRAVEL AND TRANSPORTATION 1. CONSULTANTS, EXPERTS AND ADVISO RY COMMITTEE MEMBERS. a. Reference. (1) DOE 1130.6, ADVISORY COMMITTEE MANAGEMENT; of 9-23-82, which sets forth the policies and procedures for establishing or utilizing advisory committees by the Department of Energy. (2) DOE 3304.1, EMPLOYMENT OF EXPERTS AND CONSULTANTS, of 10-17-80, which provides guidance and instruction on the employment of experts and consultants in the Department of Energy. (3) Paragraph 7(d)1(B), of the Federal Energy Advisory Committee Act, Public Law 92-463, of 10-6-72, 86 Stat. 770, as amended by Public Law 94-409, of 9-13-76, 90 Stat. 1247, which provides authority for payment of travel expenses for advisory committee members. (4) Title 5, United States Code, section 5703, which provides author- ity for the payment of travel expenses for employees serving intermittently in the Government as experts or consultants or individuals serving without pay. b. Advisory Committes. (1) Official travel and approved by regulations and travel paid for

of advisory committee members must be authorized Department officials pursuant to Departmental processed in the same manner as other official by the Department. Consistent with this policy, Departmental officials responsible for directing the performance of official travel may not contract out the authorization and payment of such travel. (2) The travel authorization for advisory committee members shall include under the “Remarks” section, the name of the advisory committee and the statement that the traveler is a member of that committee. c. Travel of Experts and Consultants Employed Inte rmittently. (1) Outside Departmental Loca l Travel Area. An expert or consultant employed intermittently will be allowed travel and other expenses while away from his or her home or regular place of business, including per diem in lieu of subsistence while en route and at the place of Departmental employment in accordance with the Federal Travel Regulations and DOE 1500.2, except as provided in subparagraph (2), below. VII-2 DOE 1500.2A 6-7-89 (2) Within Dep artmental Local Travel Area. When the individual’s residence or regular place of business is in the same local travel area as the Departmental workplace, no travel (including per diem/subsistence) or transportation expenses for commuting to the official workplace will be paid. However, when official travel is performed at a place within the local travel area but away from the Departmental official station area, the individual may be allowed reimbursement for: (a) The additional transportation costs incurred which are in excess of normal commuting costs when the official travel is performed solely within the day; and (b) Travel (including per diem or subsistence) and transportation expenses under properly issued travel authorizations when the official travel performed necessitates overnight lodging. d. Forms to be Used. Travel shall be “Travel Authorization” (for use by “Travel Authorization” (for use at travel expenses shall be submitted authorized using DOE F 151O.1A, field elements), or HQ F 151O.1B, Headquarters only). Allowable on SF 1012, “Travel Voucher.” 2. DEATH OF EMPLOYEES OR DEPENDENTS. a. General. In the event of the death of an employee during travel status within the United States, during travel status or while sta- tioned outside the United States, or the death of a member of the employee’s immediate family residing with the employee stationed outside the conterminous United States, the supervisory official should immediately inform the Head of the Headquarters or Field Element concerned, the local personnel representative, and the local finance officer. Full instructions will be furnished from the latter two officers. The provisions of this paragraph apply when an employee dies while temporarily away from his or her temporary duty station or official station outside the United States. If the temporary absence is for the purpose of taking leave or occurs during nonworkdays, the allowable cost for the transportation of remains shall not exceed the amount which would have been allowed if death had occurred at the temporary duty station or at the official station outside the United States (41 CFR 303-1.5).

b. Authority. Section 5742 of title 5 U.S.C. contains the basic author- ity for payment of travel and other expenses of employees who die in travel status or while stationed outside the United States. Also, it contains the basic authority for payment of transportation of remains of a member of an employee’s immediate family who dies while residing with the employee stationed outside the conterminous United States. Chapter 3 of the Federal Travel Regulations contains the regulations under the law and furnishes certain details in addition to those given below (41 CFR 303-2.3, 303-2.4). The instructions which follow implement the FTR. DOE 1500.2A VII-3 6-7-89 c. Allowance of Costs for Employees Dying in Travel Status Within the Conterminous United States. Preparation of Remains.(1) (2) The total amount allowed for preparation of remains, which includes embalming, necessary clothing, the casket, or cremation, shall not exceed $250. Therefore, a purchase order issued to cover such costs cannot exceed $250. Transportation of Remains. The allowance for costs of transport- ing the remains includes removal from the place where death occurred to an undertaking establishment, procurement of burial and shipping permits, outside case for shipment (including, when necessary, the sealing of such shipping case), removal to a common carrier, transporting remains by common carrier, and one removal from the common carrier (41 CFR 303-2.5(a)). Instead of conveyance by common carrier, removal of the remains overland by hearse (including ferry fares, bridge, road, and tunnel tolls) may be allowed provided that the total charges for transportation do not exceed the total costs of transportation had conveyance been made by common carrier. If conveyance is by hearse. no allowance is made for an outside shipping case (41 CFR 303-2.5(b)). d. Allowance of Costs for Employees Dying at Official Stations Outside the United States or in Travel States Outside Counterminous United States. (1) Preparation of Remains. The allowance for costs includes embalm- ing or cremation, necessary clothing, a casket or suitable con- tainer for shipment to the place of interment, and necessary expenses incurred in compliance with the local laws and laws at the port of entry in the United States relative to the prepara- tion of remains for transportation and burial. The Head of the Departmental Element concerned shall allow the actual costs for preparation of the remains of an employee (41 CFR 303-2.2). (2) Transportation of Remains. The allowance for costs of transport- ing the remains includes the charges for removal from place where death occurs to a mortuary, removal to a common carrier, thence by common carrier to the place of interment, and one removal at the place of interment from the common carrier. The remains may be transported by other means provided that when common carrier service is available there may be allowed toward the expenses of other transportation an amount not in excess of the cost by common carrier. (3) Transport ation of Household Goods from an official station out- side the conterminous United States shall be allowed including packing, crating, and drayage, within the weight limitations in accordance with Attachment VI-1, pages 131 and 140, paragraphs 2-8.2 and 2-8.4. VII-4 e. f. g. h. DOE 1500.2A 6-7-89 (4) Transportaton of Dependents. The actual costs of transporting the employee’s dependents and their personal effects from an official station outside the conterminous United States shall be

allowed in accordance with Attachment VI-1. page 95, Paragraph 2-2.2. (5) Time Limitation. Travel of the immediate family and shipment of household goods must be undertaken within 1 year from the date of the death of the employee, except that an extension of the time for shipment of household goods may be granted by the Head of the Departmental Element, as appropriate, if requested prior to the expiration of the 1-year limit (41 CFR 303-2.6(a)(2)). When an employee stationed in Alaska or Hawaii dies, his or her immediate family and household goods may be returned to his or her actual place of resi- dence in the conterminous United States (40 Comp. Gen. 196). There is no authority for paying the costs of preparing and transporting the remains of a deceased employee who dies while stationed in Alaska or Hawaii (who was not in travel status at time of death) to his or her place of actual residence or place of interment in the conterminous United States (41 CFR 303-2.6(b)). Death of Employee Stationed in Alaska or Hawaii. When an employee’s death results from injuries sustained while actually in the perform- ance of official duties, the expenses for preparation and transpor- tation of the remains are for payment under the provisions of 5 U.S.C. 8134. See Federal Employees Compensation Act. as amended (5 U.S.C. 8101 et seq.), and FPM Chapter 810, “Injury Compensation,” (41 CFR 303-1.3). Death Related to Performance of Official Duty. Transportation of Remains of a Member of an Employee's Immediate Family. The Head of the Departmental Element may authorize payment for transportation of remains of a member of an employee’s immediate family who dies while residing with an employee stationed outside the conterminous United States. Escort for Remains.Travel expenses of an escort for the decedent are not allowable 3. INTERVIEW TRAVEL. a. General. DOE is: (41 CFR 303-1.6). may pay interview travel when the position to be filled (1) One for which the Department has exclusive duties of recruitment and selection: (2) One for which a determination has been made that there is a per- sonnel shortage under 5 U.S.C. 5723, or DOE 1500.2A Chg 5 1-11-91 VII-5 Personnel Approval Required. (3) One in the competitive service and of such high grade level (pro- fessional, administrative, or technical positions GS-14 and above) or so unique that an Interview is necessary for a determination of the applicant’s qualifications. For additional details regarding interview travel, see the Federal Personnel Manual, Chapter 571 (FPM Letter 571-68). b. Specific concurrence by the appropriate personnel official must be shown on travel authorizations issued for interview purposes. c. Invitations. See paragraph 4b(2). below, which includes 10 CFR 1060 provisions covering invitations for interviews to private individuals. a. See 10 CFR 1060 for the Department’s policy on payment of travel expenses pursuant to invitations. Policy. b. Categories of Invitation Travel. (1) Confer. (a) See 10 CFR 1060.101(a)(1)(i), (b), (c). and (d) for provi- sions covering invitations to be issued to individuals con- ferring at the post of duty of the conferring DOE employee. (b) See 10 CFR 1060.101(a)(1) (ii), (b), (c), and (d) for Provi- sions covering invitations to be issued to individuals con- ferring at a place other than the post of duty of the conferring DOE employee. (2) Preemployment Interviews. (a) See 10 CFR 1060.101(a)(2) for provisions covering invitations for interview issued to prospective employees.

(b) Title 5 U.S.C. 5752 provides that employing agencies may pay candidates for Senior Executive Service positions travel expenses incurred incident to preemployment interviews requested by the employing agency. (c) Specific concurrence by the appropriate personnel official required on travel authorizations issued for preemployment interviews. is (3) See 10 CFR 1060.101Attendant for a Handicapped Individual. (a)(4) for provisions covering travel expenses for a person who serves as a travel attendant for a handicapped individual who is authorized to travel at DOE expense and who cannot travel alone because of the handicap. Vertical line denotes change. DOE l500.2A 6-7-89 (4) Other. See 10 CFR 1060.101(a)(5), (b), and (d) when it is deter- mined that it is in the interest of the Government to provide payment of travel expenses pursuant to an Invitation. Limitations. (1) Travel expenses shall not be allowed for the purposes of inter- esting or persuading prospective employees to accept Government positions. (2) Under no circumstances will an Invitation to travel at Government expense be issued to an individual for the purpose of defraying the cost of travel to a designated place to enter on duty as a Government employee (3 Comp. Gen. 373). (3) Advances of funds are not authorized. Travel Instructions. (1) Forms. DOE F 151O.1A, “Travel Authorization” (for use by field elements), or HQ F 151O.1B, “Travel Authorization” (for use at Headquarters), shall be used for invitational travel, with the notation “Invitational followed by the specific purpose statement provided in the “Purpose” block of the form. (2) No payments shall be made for certain types of invitational travel unless the written approvals and statement of reasons required by 10 CFR 1060 are provided either on the face of the travel authorization or as an attachment to the authorization with appropriate reference made in the “Remarks” section of the travel authorization before the travel to be authorized takes place. Special Documentation. (3) Authorization and reimbursement for transpor- tation, subsistence, and other allowable travel expenses shall be made in the same manner as for DOE employees on official travel. Travel Expenses. PERSONNEL OF WITNESSES UNDER SUBPOENA. General. This paragraph outlines the procedures for the payment of fees, mileage, transportation, subsistence, and other allowable expenses of persons who are subpoenaed by DOE to appear and testify or to appear and produce documents, or both, at any designated place. A designed copy of each subpoena shall be forwarded to the appropriate DOE finance office at the time it is issued. Statutory Authority. Section 161(c) of the Atomic Energy Act of 1954, is amended, specificially provides authority to DOE for subpoenaing witnesses and for paying such witnesses the same fees and mileage, transportation, and subsistence expenses as paid to witnesses in any court of the United States (see also 48 Comp. Gen. 110). Fees and mileage and subsistence expenses to be paid witnesses who are not DOE 1500.2A VII-7 6-7-89 employees of the Government are set forth in 28 U.S.C. 1821. Title 5 U.S.C. 5751 sets forth the provisions regarding travel expenses and subsistence to be paid witnesses who are employees of the Government. Title 5 U.S.C. 5515 sets forth provisions regarding crediting amounts received by Government employees for jury or witness services.

c. Travel Orders. The appropriate DOE authorizing officials, or their designated representatives, may issue travel authorizations to persons subpoenaed as witnesses. Such travel shall be approved and authorized on DOE F 151O.1A (for field elements) or HQ F 151O.1B (for Head- quarters elements). (See also Federal Personnel Manual (FPM) 630-10, “Court Leave:” and 5 U.S.C. 6322.) d. Transportation, Subsistence, and Fees. (1) Government Employees. (a) (b) (c) Transportation and Subsistence. Any employee of another Federal agency subpoenaed by DOE will be allowed the same transportation, per diem, and necessary incidental travel expenses by his or her employing agency in accordance with the Federal Travel Regulations as if he or she were on offi- cial business at a temporary duty station. Other agencies shall be reimbursed for travel expenses and per diem paid to their employees who are summoned by DOE. Fees. Government employees are not entitled to attendance fees, but the period involved in serving as witnesses shall be without loss of salary or compensation and shall not be charged as leave of absence. In the event the employee is in a leave status, he or she shall be restored to active duty for the period required to serve as a witness. Certain special types of Government personnel, such as persons employed without compensation, temporary or substitute employees, employees Special Types of Government Employees. (2) Other-than-Government Employees. compensated wholly by fees, and when-actually-employed persons, may be entitled to the same fees and mileage and subsistence expenses as other-than-Government employees when serving as witnesses on days when they are not in a duty status and not receiving compensation from their Federal employment. Questions concerning these special situations shall be referred to the appropriate DOE counsel for advice. 1 A witness who travels by common carrier shall be paid for the actual expenses of travel on the basis of the means of transportation reasonably utilized and the distance necessarily traveled to and from each witness’s residence ( a) T r a n s p o r t a t i o n . VII-8 (b) (c) DOE 1500.2A 6-7-89 by the shortest practical route in going to and returning from the place of attendance. Such a witness shall utilize a common carrier at the must economical rate reasonably available. A receipt or other evidence of actual cost shall be furnished. 2 Each witness who travels by privately owned vehicle shall be paid a travel allowance equal to the mileage allowance prescribed for Government travelers. Toll charges for toll roads, bridges, tunnels, and ferries: taxicab fares between places of lodging and carrier terminals: and parking fees (upon presentation of valid parking receipts) also shall be paid. A subsistence allowance shall be paid to a witness (other than a witness who is incarcerated) when an overnight stay is required at the place of attendance because such place is so far removed from the residence of such witness as to prohibit return thereto from day to day. The subsistence allowance shall be paid in an amount not to exceed the prescribed maximum per diem rates set forth in the Federal Travel Regulations. Fees. Each person subpoenaed shall be paid $30 for each Subsistence. day’s attendance and for the time necessarily occupied in going to and returning from the place of attendance at the beginning and end of such attendance or at any time during such attendance.

e. Voucher Forms. Standard Form 1156, “Public Voucher for Fees and Mileage of Witnesses,” will be used by DOE to pay witnesses’ fees and mileage, and witnesses’ claims for reimbursement will be made on SF 1157, “Claim for Fees and Mileage of Witness.” Copies of the forms can be obtained from the Office of Administrative Operations, Office of General Counsel (GC-50), Headquarters. (See Treasury Financial Manual, 1 TFM 4-2030.20e) f. Advances. No cash advances are to be made under any circumstances to subpoenaed persons who are not employees of the Government (19 Comp. Gen. 976). g. Cost -Type Contractor Personnel. Whenever feasible and possible under the contract, employees of DOE cost-type contractors who are subpoe- naed by DOE shall appear and travel as a part of their contract employment without direct reimbursement or payment by DOE. In the event this is not possible under the contract or is otherwise not feasible, such individual shall be entitled to fees, travel expenses, and subsistence the same as other-than-Government personnel (see page VII-7, subparagraph d(2)). DOE 1500.2A 6-7-89 VII-9 (and VII-10) 6. TRAVEL PAID FOR BY SOURCES OUTSIDE THE FEDERAL GOVERNMENT. a. Acceptance by DOE employees of payment of official travel expenses by sources outside the Government is permitted only within the provisions of the DOE Conduct of Employees regulations as set forth in 10 CFR 1010.205(b)(11) and (d). Approval of such acceptance must be obtained from the Office of the Assistant General Counsel for General Law, (the Counselor). b. When the offer of payment of travel expenses by the outside source has been approved by the Counselor, the organization has two options: (1) It may make arrangements for the outside source to send the prepaid transportation ticket directly to the organization. When lodging and meals have been offered by the outside source, the payment for such expenses must be made directly by the outside source to the hotel or restaurant. No payment for travel expenses is to be made directly to the employee by the outside source except as provided on page II-3 (and II-4), paragraph 4, DOE 341O.1B, “TRAINING,” of 2-29-88. (See 36 Comp. Gen. 268.) (2) It may choose to pay for the travel expenses and have the outside source reimburse DOE. However, when travel expenses are paid initially by DOE and later reimbursed by an outside source, the funds are retained by DOE for general use as an appropriation reimbursement. c. When travel expenses are to be paid or reimbursed by an outside source, the organization shall: (1) Issue the travel authorization and include under remarks (a) the name of the outside source, (b) the amount of travel costs being paid by the outside source, and (c) a brief explanation of the arrangements under which the travel costs are being paid (e.g., transportation tickets being furnished by outside source; lodging and meal costs being reimbursed by the outside source). Per diem should be reduced appropriately or not approved depending on the amount of subsistence taken care of by the outside source (see page IV-3, paragraph 1e). (2) Inform the traveler that any honorariums received are to be turned over to DOE. The outside source also should be informed of the DOE policy regarding honorariums. DOE 1500.2A 6-7-89 VIII-1 CHAPTER VIII EMERGENCY TAVEL OF EMPLOYEES AND OTHER TRAVEL EXPENSES FOR C E R T A I N T H R E A T N E D E M P L O Y E E S

1. EMERGENCY TRAVEL OF AN EMPLOYEE DUE TO ILLNESS OR INJURY OR A PERSONAL EMERGENCY, WITHIN OR OUTSIDE CONUS. a. Approving and authorizing officials may authorize or approve reimbursement for allowable transportation and per diem expenses when an employee discontinues or interrupts a temporary duty travel assignment prior to its completion because of incapacitating illness or injury in accordance with the provisions of Attachment VIII-1, page VIII-3, and this paragraph. When the interruption is caused by a personal emergency, as defined in paragraph 1d, below, approval by the traveler’s second level of supervision is required before reimbursement of allowable transporta- tion and per diem expenses may be made. The approving official shall evaluate the extent of the emergency and the employee’s relationship to, and degree of responsibility for, the individual(s) involved in the emergency situation prior to approving the employee’s request for reimbursement. Authorization and Approval. b. Allowable Travel Expenses. (1) When the travel expenses are for the purpose of returning to the official station or home prior to the completion of the temporary duty assignment due to illness, injury, or personal emergency, necessary transportation and per diem expenses when approved may be paid. (2) When the travel expenses involve travel to an alternate loca- tion to obtain medical services or to attend to a personal emergency and a subsequent return to the temporary duty assign- ment, reimbursement may be approved or authorized for certain excess travel costs, if any, as follows. Payment may be allowed when approved for the actual costs of travel (transpor- tation and en route per diem) from the point of interruption of the official travel to the alternate location and return to the temporary duty assignment over the constructive costs of round- trip travel between the official station and the alternate location. (No per diem at the alternate location may be paid.) (3) If, when as the case may be, the employee’s health has been restored or the personal emergency situation has been resolved, the approving and authorizing official determine that it is in the Government’s interest to return the traveler to the tempo- rary duty location from the official duty station, such return shall be considered a new travel assignment at Government expense. VIII-2 DOE 1500.2A 6-7-89 c. d. e. Employee Responsiblity and Documentation. As soon as an employee is incapacitated by illness and injury or informed of an emergency situation which necessitates discontinuance or interruption of the temporary duty travel assignment. he or she should attempt to contact the approving official for instructions. In the event that such contact cannot be made on a timely basis, payments may be approved after travel has been performed. Personal Emergency Situation. Personal emergency situation means the death, or serious illness or injury of a member of the employee’s family or a catastrophic occurrence or impending disaster such as fire, flood, or act of God which directly affects the employee’s home at the-official station or the family and occurs while the employee is at, or en route to or from, a temporary duty location. Purpose Category. The purpose of travel approved under this para- graph shall be identified as emergency travel, purpose code I.

2. EMPLOYEES. The Secretary, or his designee, may authorize or approve payment of subsistence and certain transportation expenses for threatened individuals whose lives are placed in jeopardy as a result of the employee’s assigned duties and who, as a protective measure, are moved to temporary living accommodations at or away from the official station within or outside CONUS in accordance with the provisions and require- ments specified by the General Services Administration in Part 301-14 of the Federal Travel Regulation (FTR) (41 CFR 301-14). See Attachment VIII-3, page VIII-11, for the provisions of FTR, Part 301-14. PAYMENT OF SUBSISTENCE AND TRANSPORTATION EXPENSES FOR CERTAIN THREATENED DOE 1500.2A 6-7-89 Attachment VIII-I Page VIII-3 PART 12. EMERGENCY TRAVEL OF EMPLOYEE DUE TO ILLNESS OR INJURY OR A PERSONAL EMERGENCY SITUATION, WITHIN OR-OUTSIDE CONUS 1-12.1. General. Transportation and subsistence expenses may be allowed to the extent provided herein when an employee discontinues or interrupts a temporary duty travel assignment prior to its completion because of incapacitating illness or injury or a personal emergency situation. 1-12.2. Agency responsibility/delegation of authority. Agencies may authorize or approve rembursement for transportation and per diem expenses under Part 1-12 based on the exigencies of the employee’s personal situation and the agency mission. Each agency shall prescribe written administrative policies and procedures to govern its authorizations and approvals under these provisions. Agency heads may delegate their authority under this Part 1-12. Such delegation shall be held to as high an administrative level as practical to ensure adequate consideration and review of the circumstances surrounding the need for emergency travel. 1-12.3. Employee responsibility and documentation. As soon as an employee is incapacitated by illness or injury or informed of an emergency situation which necessitates discontinuance or interruption of the temporary duty travel assignment, he\she should attempt to contact the designated travel-approving official for instructions. In the event that such contact cannot be made on a timely basis, agencies may approve payments after the travel has been performed. 1-12.4. Definitions. As used in this part, the following definitions apply: a. Official station. The term “official station” also refers to the home or regular place of business as it pertains to experts and consultants described in 5 U.S.C. 5703 (see 1-1.3c(6)). b. Alternate location. An alternate location is a destination, other than the employeess official station or the point of interruption, where necessary medical services or a personal emergency situation exists. In the case of illness or 1-135 CH 1-12.1 Attachment VIII-1 Page VIII-4 DOE 1500.2A 6-7-89 injury of the employee, the nearest hospital or medical facility capable of treating the illness or injury is not considered to be an alternate location. Incapacitating illness or injury of employee. For that occurs suddenly fOr reasons other than the employee’s own misconduct and renders the employee incapable of continuing either temporarily or permanently, the travel assignment. A sudden illness or injury may include a recurrence of a previous medical condition thought to have been cured or under control. The illness or injury may occur while the employee is at, or en route to or from, a temporary duty location. c. purpose of Part 1-12, an incapacitating illness or injury is one

d. Family means those individuals defined in 2-1.4d who are members of the employee's household at the time the emergency situation arises. For compassionate reasons, when warranted by the circumstances of a particular emergency situation, an agency may on an individual case basis expand this definition to encompass other members of the extended family of an employee and employee’s spouse, such as the individuals named in 2-1.4d who are not dependents of the employee or members of the employee’s immediate household. In using this authority and deciding each case, agencies shall evaluate the extent of the emergency and the employee’s relationship to, and degree of responsibility for, the individual(s) involved in the emergency situation. Family. e. Personal emergency situation. Personal emergency situation means the death or serious illness or injury of a member of the employee’s family or a catastrophic occurrence or impending disaster such as a fire, flood, or act of God which directly affects the employee’s home at the official station or the family and occurs while the employee is at, or en route to or from, a temporary duty location. illness or injury of a family member means a grave, critical, or potentially life-threatening illness or injury; a sudden injury such as an automobile or other accident where the exact extent of f. Serious illness or injury of family member. injury may be undetermined but is thought to be critical or potentially life threatening based on the best assessment available; or other situations involving less serious illness or injury of a family member in which the absence of the employee would result in great personal hardship for the immediate family. CH 1-12.4b 1-136 DOE 1500.2A 6-7-89 Attachment VIII-1 Page VIII-5 g. Fire, flood, or Act of God. Fires or floods may be due to natural causes or human actions (e.g., arson) or other identifiable causes. Act of God means an extraordinary happening by a natural cause (as fire, flood, tornado, hurricane, earthquake, or other natural catastrophe) for which no one is liable because experience, foresight, or care could not prevent it. 1-12.5. Incapacitating illness or injury of employee. When an employee interrupts or discontinues a travel assignment because of an incapacitating illness or injury (as defined in 1-12.4c), transportation expenses and per diem may be allowed to the extent provided below. a. Continuation of per diem at point of interruption. An employee who interrupts the temporary duty assignment because of an incapacitating illness or injury and takes leave of any kind shall be allowed a per diem allowance under the provisions of 1-7.5 or 1-7.6, as appropriate, not to exceed the maximum rates prescribed under 1-7.2 for the location where the interruption occurs. Such per diem may be continued for a reasonable period, normally not to exceed 14 calendar days (including fractional days) for any one period of absence. However, a longer period may be approved by the employee’s agency if justified by the circumstances of a particular case. The point of interruption may include the nearest hospital or medical facility capable of treating the employee's illness or injury. Per diem shall not be allowed while an employee is confined to a hospital or medical facility that is within proximity of the official station or that is the same one the employee would have been admitted to if the illness or injury had occurred while at the official station.

(1) Receipt of payments from other Federal sources. If, while in travel status under circumstances described in 1-12.5a, the employee receives hospitalization (or is reimbursed for hospital expenses) under any Federal statute (including hospitalization in a Veterans Administration or military hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health Benefits Program), the per diem allowance for the period involved shall not be paid or, if paid, shall be collected from the employee. 1-137 CH 1-12.4g Attachment VIII-1 Page VIII-6 DOE 1500.2A 6-7-89 (2) Documentation and evidence of illness. The type of leave and its duration must be stated on the travel voucher. No additional evidence of the illness or injury need be submitted with the travel voucher. The evidence filed with the agency concerned, as required by that agency under the annual and sick leave regulations of the Office of Personnel Management, shall suffice. b. Return to official station or home. When an completion because of an incapacitating illness or injury, expenses of appropriate transportation and per diem while en route shall be allowed for return travel to the official station. Such return travel may be from the point of interruption or other point where the per diem allowance was continued as provided in employee discontinues a temporary duty assignment before its at above. If, when the employee’s health has been restored, the agency decides that it is in the Government’s interest to return the employee to the temporary duty location, such return is considered to be a new travel assignment at Government expense. c. Travel to an alternate location and return to the temporary duty assignment. (1) Conditions and allowable expenses. When an employee, with the approval of an appropriate agency official, interrupts a temporary duty assignment because of an incapacitating illness or injury and takes leave of absence for travel to an alternate location to obtain medical services and returns to the temporary duty assignment, reimbursement for certain excess travel costs may be allowed as provided in (2), below. The nearest hospital or medical facility capable of treating the employee’s illness or injury will not be considered an alternate location (see 1-12.4b). (2) Calculation of excess costs. The reimbursement that may be authorized or approved under (1), above, shall be the excess (if any) of actual costs of travel from the point of interruption to the alternate location and return to the temporary duty assignment, over the constructive costs of round- trip travel between the official station and the alternate location. The actual cost of travel will be the transportation expenses incurred and en route per diem for the travel as actually performed from the point of interruption to the alternate location and from the alternate location to the temporary duty assignment. (No per diem is allowed for the time CH 1-12.5a(2) 1-138 DOE 1500.2A 6-7-89 Attachment VIII-1 Page VIII-7 spent at the alternate location.) The constructive cost of travel is the sum of transportation expenses the employee would reasonably have incurred for round-trip travel between the official station and the alternate location (had the travel begun at the official station) plus per diem calculated under Part 1-7 for the appropriate en route travel time. The excess cost that may be reimbursed is the difference between the two calculations. 1-12.6. Personal emergency situation.

employee discontinues a temporary a. Return to official station or home. When an duty assignment before its completion because of a personal emergency situation as defined in 1-12.4e, expenses of appropriate transportation and per diem while en route may be allowed, with the approval of an appropriate agency official, for return travel from the point of interruption to the official station. If, when the personal emergency situation has been resolved, the agency decides that is in the Government’s interest to return the employee to the temporary duty location, such return is considered to be a new travel assignment at Government expense. b. Travel to an alternate location and return to the it temporary duty assignment. When an employee, with the approval of an appropriate agency official, interrupts a temporary duty assignment because of a personal emergency situation as defined in 1-12.4e, and takes leave of absence for travel to an alternate location where the personal emergency exists, and returns to the temporary duty assignment, reimbursement may be allowed for certain excess travel costs (transportation and en route per diem) to the same extent as provided in 1-12.5c for incapacitating illness or injury of the employee. 1-12.7. Procurement of transportation. Use of discount fares. The discount fares offered by contract; air carriers in certain city pairs, as well as other reduced fares available to Federal travelers on official business, should be used to the extent possible for travel authorized or approved under this Part 1-12. b. Return to official station. When the employee is authorized emergency return travel, from the point of interruption or discontinuance of the travel assignment to the official station, appropriate transportation services may be a. 1-139 CH 1-12.5c(2) Attachment VIII-1 Page VIII-8 DOE 1500.2A 6-7-89 purchased by the agency or the employee. The unused return portion of round-trip transportation tickets procured by the agency for the travel assignment shall be used if appropriate for the mode of transportation required for the emergency travel. If not used, the agency and the employee shall ensure that all unused tickets are properly accounted for (see 1-3.5). c. Travel to alternate location. An agency may require employees to use personal funds for emergency travel to an alternate location and return to the temporary duty assignment. A Government contractor-issued charge card also may be used for this purpose. However, if the employee does not have sufficient personal funds available and is not a Government charge card holder, the agency may procure (or provide an advance of funds for the employee to procure) appropriate transportation. The employee, upon completion of the emergency travel, shall reimburse the Government for any cost of such transportation or travel advance that is above the amount of allowable reimbursement that may be authorized or approved under this Part 1-12. CH 1-12.7b 1-140 thru 1-150 DOE 1500.2A 6-7-89 PART 13. RESERVED Attachment VIII-2 Page VIII-9 (and VIII-10) 1-151 thru 1-154 Attachment VIII-3 DOE 1500.2A Page VIII-11 6-7-89 PART 14. PAYMENT OF SUBSISTENCE AND TRANSPORTATION EXPENSES FOR THREATENED LAW ENFORCEMENT/ INVESTIGATIVE EMPLOYEES 1-14.1. A u t h o r i t y . described in 1-14.2

The head of an employing agency, as (hereafter referred to as “agency”), may authorize or approve payment of subsistence and certain transportation expenses for threatened individuals (see 1-14.4) whose lives are placed in jeopardy as a result of the employee’s assigned duties and who, as a protective measure, are moved to temporary living accommodations at or away from the official station within or outside CONUS. 1-14.2. Agency responsibility/delegation of authority. Heads of agencies are responsible for issuing regulations or guidelines to implement the provisions of this part and for ensuring that the agency’s policy is adhered to. The agency head may delegate the authority to authorize or approve payment of allowable subsistence and transportation expenses for the use of temporary living accommodations by eligible individuals as provided herein. The delegation of authority shall be held to as high an administrative level as practical to ensure proper review of the circumstances surrounding the need to take protective action by moving eligible individuals from their homes. 1-14.3 P o l i c y . The authority under 1-14.1 is to be given priority consideration when the life-threatening situation iS expected to be of temporary duration (normally no more than 60 days) and the only feasible alternative is to transfer the employee to a new duty station. The head of an agency or his/her designee must make the final decision as to how long such payments should continue based on the specific nature and potential duration of the life-threatening situation and the alternative costs of a change of official station for protective purposes. 1-14.4. Eligible individuals. Employees (as defined in 1-1.3c(6)) who specifically serve in a law enforcement, investigative, or similar capacity, or other Federal employees detailed into these capacities for specific law enforcement/ investigational purposes, are eligible for the allowances covered by this part. The employing agency shall be deemed to be the one to whom the employee was assigned at the time of the threat. 1-155 CH 1-14.1 Attachment VIII-3 Page VIII-12 DOE 1500.2A 6-7-89 Members of such employees’ immediate families (as defined in 2-1.4d) also are eligible. 1-14.5. Procedures for evaluating risk to threatened individuals. When a situation occurs that appears to be life- threatening, the agency’s first responsibility is to take any appropriate action necessary to protect the eligible individual(s), including removal from the home. The agency may ask the Criminal Division of the Department of Justice (DOJ) for assistance in determining the degree and seriousness of the threat. The agency, however, ultimately is responsible for deciding in each individual case, based on its own assessment of the situation (and the advice of the DOJ, if requested and furnished), whether protective action should be initiated, or continued if already undertaken, and the amount of subsistence and transportation expenses that will be approved. At 30-day intervals the agency will reevaluate the situation and decide whether any further extension of the time period is appropriate. 1-14.6. Eligibility conditions and limitations.

a. Limits on duration of temporary living accommodations. Subsistence payments may begin as soon as the agency determines that the provisions of this part should be invoked in a particular situation. Normally subsistence payments may be allowed for a period of no more than 60 days; the agency may, however, approve extensions of the time period as provided in 1-14.5. If the threatened individuals are directed to move immediately into temporary accommodations while the agency assesses the degree and seriousness of the threat, subsistence payments for this period may be allowed, even when the agency ultimately determines that the threat is not serious or no longer exists and decides to return the individuals to their home. When necessary occupancy of temporary living accommodations is expected to exceed 120 days, the agency should consider whether permanently relocating the employee would be advantageous given the specific nature of the threat, the continued disruption of the family, and the alternative costs of a change of official station. b. Location of temporary living accommodations. The temporary living accommodations may be located in the vicinity of the employee’s official station or at an alternate location away from the official station as circumstances warrant. When justified, the employee and immediate family members may occupy CH 1-14.4 1-156 DOE 1500.2A 6-7-89 Attachment VIII-3 Page VIII-13 temporary living accommodations at different locations. The agency will designate the appropriate locations. 1-14.7. Allowable subsistence payments. a. Expenses covered. Payments under this authority are intended to cover only reasonable and necessary subsistence expenses actually incurred incident to the occupancy of temporary living accommodations. Subsistence payments under this part generally will be limited to the cost of lodgings. However, certain expenses for meals, laundry, and cleaning of clothing may be allowed as provided in c, below. b. Determining allowable lodging costs. (1) Allowable costs for daily rentals. The same costs allowed in 1-7.5c(2) for lodging facil ities obtained in connection with temporary duty travel may be allowed for temporary living accommodations under this part. (2) Allowable types of costs for other-than-daily rentals. When an eligible individual rents lodgings on an other- than-daily basis for temporary occupancy under this part, the allowable costs shall be converted to a daily basis using the general guidelines under 1-7.9 which apply to lodgings obtained in connection with temporary duty travel. Determining other allowable expenses. Costs of food, laundry, and cleaning of clothing are expenses incurred in day-to-day living. Such expenses should be considered the responsibility of the employee and normally will not be reimbursed. However, if temporary living accommodations do not contain cooking and/or laundry facilities, or other extenuating circumstances are present, certain of these expenses may be allowed to the extent determined appropriate by the agency. d. Maximum allowable amount. (1) Method of computation. An agency may approve the actual amount of allowable expenses incurred in each 30-day period (or fraction thereof) up to a maximum amount based on the daily limitations calculated under (2), below, multiplied by 30 (or the actual number of days used if fewer than 30). The daily actual subsistence expenses required to be itemized under e, below, will be totaled for each 30-day period (or fraction

1-157 CH 1-14.6b Attachment VIII-3 Page VIII-14 DOE 1500.2A 6-7-89 thereof) and compared with the maximum allowable for the particular period as prescribed under (2), below. (2) Daily limitations. The maximum amount of subsistence payments for each 30-day period (or fraction thereof) will be based on daily limitations calculated as provided in (a) through (e), below. If subsistence payments are authorized only for lodging costs, the daily limitations shall be reduced appropriately. (a) For the employee, or for the unaccompanied spouse (one who necessarily occupies temporary accommodations without the employee or in a location separate from the employee), the daily limitation shall be an amount prescribed by the agency that shall not exceed the applicable maximum per diem rate prescribed under 1-7.2 for the location of the temporary living accommodations. (b) For the spouse accompanied by the employee, the daily limitation shall not exceed three-fourths of the employee’s daily limitation established in (a), above. (c) For each other member of the employee’s immediate family who is 12 years of age or older, the daily limitation shall not exceed three-fourths of the daily limitation established in (a), above, for the employee or the unaccompanied spouse, as appropriate. (d) For each member of the employee’s immediate family who is under 12 years of age, the daily limitation shall not exceed one-half of the daily limitation established in (a), above, for the employee or the unaccompanied spouse, as appropriate. (e) For each member of the immediate family who necessarily occupies temporary living accommodations without, or at a location separate from, either the employee or the spouse, the agency may, when the limitations stated in (c) and (d), above, are inadequate, establish an appropriate higher daily limitation, that is within the limitation prescribed in (a), above. Itemization and receipts. The actual expenses shall be itemized in a manner prescribed by the agency which will permit at a minimum a review of the amounts spent daily for e. CH 1-14.7d(1) Vertical line denotes change. 1-158 DOE 1500.2A Attachment VIII-3 6-7-89 Page VIII-15 (and VIII-16) (1) lodging, (2) meals, and (3) other allowable items of subsistence expenses (see a, above). Receipts shall be required at least for lodging and for any other allowable expenses as required by the agency. 1-14.8. Transportation to and from a location away from the employee’s designated post of duty. The agency may approve the payment of transportation expenses when a situation described in 1-14.1 requires the employee and/or members of the immediate family to be temporarily relocated to a place away from the employee’s designated post of duty. Transportation to and from such location shall be in accordance with the governing provisions of Parts 2 through 4 of this Chapter 1 unless the agency specifically approves a deviation from the rules for security reasons (see 1-10.2 regarding use of cash to procure transportation services in emergency circumstances). The documentation provisions of 1-14.9 govern in such instances. 1-14.9. Authorizations and payment of claims. Due to the unique nature of the situations covered under this part, agency heads shall establish specific administrative procedures for issuing authorizations and for payment of claims. In instances when documentation might compromise the security of the individuals involved, the head of the agency may waive all but absolutely essential documentation requirements. 1-14.10. Advance of funds. Funds may be advanced for subsistence and transportation expenses covered under this part in accordance with 1-10.3. The advance of funds will be at intervals prescribed by the agency but for no more than a 30-day period at a time. The amount of the advance shall not exceed an amount based on the daily limitations established by the agency under 1-14.7d(2). 1-159 and 1-160 CH 1-14.7e