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e-CFR data is current as of February 24, 2021

Title 41Subtitle FChapter 301Subchapter D → Appendix

Title 41: Public Contracts and Property Management

Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]

Group nameData elementsDescription
Travel AuthorizationAuthorization NumberAssigned by the appropriate office.
Employee NameFirst Name, Middle Initial, Last NameAgency guidelines may specify the order, e.g., last name first.
Employee IdentificationEmployee NumberMust use a number, e.g., SSN, vendor number, or other number that identifies the employee.
Travel Purpose IdentifierEmployee EmergencyTravel related to an unexpected occurrence/event or injury/illness that affects the employee personally and/or directly that requires immediate action/attention. Examples: Traveler is incapacitated by illness or injury, death or serious illness of a family member (as defined in §300-3.1 or §301-30.2), or catastrophic occurrence or impending disaster that directly affects the employee's home. Emergency travel also includes travel for medical care while employee is TDY away from the official station (part 301-30), death of an employee/immediate family member when performing official duties away from the official station or home of record (part 303-70), medical attendant transportation (part 301-30), assistance travel for an employee with special needs (part 301-13), as well as travel for threatened law enforcement/investigative employees (part 301-31).
   Mission (Operational)Travel to a particular site in order to perform operational or managerial activities. Travel to a conference to serve as a speaker, panelist, or provide information in one's official capacity. Travel to attend a meeting to discuss general agency operations, review status reports, or discuss topics of general interest.
Examples: Employee's day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations.
   Special Agency MissionTravel to carry out a special agency mission and/or perform a task outside the agency's normal course of day-to-day business activities that is unique or distinctive. These special missions are defined by the head of agency and are normally not programmed in the agency annual funding authorization. Examples: These agency-defined special missions may include details, security missions, and agency emergency response/recovery such as civil, natural disasters, evacuation, catastrophic events, technical assistance, evaluations or assessments.
   Conference—Other Than TrainingTravel performed in connection with a prearranged meeting, retreat, convention, seminar, or symposium for consultation or exchange of information or discussion. Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Training below).
Examples: To engage in a planned program as a host, planner, or others designated to oversee the conference or attendance with no formal role, or as an exhibitor.
   TrainingTravel in conjunction with educational activities to become proficient or qualified in one or more areas of responsibility. 5 USC 4101(4) states that “‘training’ means the process of providing for and making available to an employee, and placing or enrolling the employee in a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education, in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other fields which will improve individual and organizational performance and assist in achieving the agency's mission and performance goals.” The term “conference” may also apply to training activities that are considered to be conferences under 5 CFR 410.404, which states that “agencies may sponsor an employee's attendance at a conference as a developmental assignment under section 4110 of title 5, United States Code, when: (a) The announced purpose of the conference is educational or instructional; (b) More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in section 4101 of title 5, United States Code; (c) The content of the conference is germane to improving individual and/or organizational performance, and (d) Development benefits will be derived through the employee's attendance.” Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Conference—Other Than Training above). Examples: Job required training, Internships, Intergovernmental Personnel Act, and forums.
   RelocationTravel performed in connection with a transfer from one official station to another for employees/immediate family members, as applicable. Examples: Permanent change of station (PCS) moves for domestic and international transferees/new appointees, tour renewal, temporary change of station (TCS), and last move home.
Travel PeriodStart Date, End DateMonth, Day, Year according to agency guidelines.
Travel TypeCONUS/DomesticTravel within continental United States.
   OCONUS/DomesticTravel outside the continental United States.
   ForeignTravel to other countries.
Leave IndicatorAnnual, Sick, OtherIdentifies leave type as the reason for an interruption of per diem entitlement.
Official StationCity, State, ZipThe location where the employee regularly performs his or her duties or an invitational traveler's home or regular place of business. If the employee's work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee's position of record are based is considered the employee's official station.
ResidenceState, Zip, CityThe geographical location where employee resides, if different from official station.
Payment MethodEFTDirect deposit via electronic funds transfer.
   Treasury CheckPayment made by Treasury check.
   Imprest FundPayment made by Imprest Fund.
Mailing AddressStreet Address, City, State, ZipThe location designated by the traveler based on agency guidelines.

Commercial Transportation Information

Group nameData elementsDescription
Transportation PaymentMethod employee used to purchase transportation tickets
Method IndicatorGTRU.S. Government Transportation Request
Central Billing AccountA contractor centrally billed account
Government Charge CardIn accordance with and as provided by agency guidelines
Transportation Payment Identification NumberPayment ID NumberA number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number
Transportation Method IndicatorAir (other than coach-class)Common carrier used as transportation to TDY location
Air (coach-class)
Non-contract Air, Train, Other
Transportation in Performance of TDY or While at the TDY LocationPOV, Car rental, Taxi, TNC, Innovative mobility technology company, OtherIdentifies transportation used while in the performance of TDY or while at the TDY location

Travel Expense Information

Group nameData elementsDescription
Per DiemTotal Number of DaysThe number of days traveler claims to be on per diem status, for each official travel location
Total Amount ClaimedThe amount of money traveler claims as per diem expense
Lodging, Meals & Incidentals
Travel AdvanceAdvance OutstandingThe amount of travel advance outstanding, when the employee files the travel claim
Remaining BalanceThe amount of the travel advance that remains outstanding
SubsistenceActual DaysTotal number of days the employee charged actual subsistence expenses
The number of days must be expressed as a whole number
Total Actual AmountTotal amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation
Transportation Method CostAir (other than coach-class)The amount of money the transportation actually cost the traveler, entered according to method of transportation
Air (coach-class)
Non-contract Air, Train
OtherBus or other form of transportation
Transportation in Performance of TDY or While at the TDY LocationPOV mileageTotal number of miles driven in POV
POV mileage expenseTotal amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV
Car rental, Taxi, TNC, Innovative mobility technology company, Other
Constructive costConstructive costThe difference between the amount authorized to spend versus the amount claimed
ReclaimReclaim amountAn amount of money previously denied as reimbursement for which additional justification is now provided
Total ClaimTotal claimThe sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses

Standard Data Elements for Federal Travel

[Accounting & Certification]

Group nameData elementsDescription
Accounting ClassificationAccounting CodeAgency accounting code.
Non-Federal Source IndicatorPer Diem, Subsistence, TransportationIndicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.
Non-Federal Source Payment MethodCheck, EFT, Payment “in-kind”Total payment provided by non-Federal source according to method of payment.
Signature/Date FieldsClaimant SignatureTraveler's signature, or digital representation. The signature signifies the traveler read the “fraudulent claim/responsibility” statement.
   DateDate traveler signed “fraudulent claim/responsibility” statement.
   Claimant SignatureTraveler's signature, or digital representation. The signature signifies the traveler read the “Privacy Act” statement.
   DateDate traveler signed “Privacy Act” statement.
   Approving Officer SignatureApproving Officer's signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel.
   DateDate Approving Officer approved and signed the travel claim.
   Certifying Officer SignatureCertifying Officer's signature, or digital representation. The signature signifies the travel claim is certified correct and proper for payment.
   DateDate Certifying Officer signed the travel claim.

Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations.

(5 U.S.C. 5707)

[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009-05, 74 FR 35808, July 21, 2009; FTR Amdt. 2009-06, 74 FR 55150, Oct. 27, 2009; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010; FTR Amdt. 2017-01, 83 FR 604, Jan. 5, 2018; 84 FR 55247, Oct. 16, 2019]

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