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Electronic Code of Federal Regulations

e-CFR data is current as of December 12, 2019

Title 41Subtitle FChapter 301Subchapter C → Part 301-51


Title 41: Public Contracts and Property Management


PART 301-51—PAYING TRAVEL EXPENSES


Contents

Subpart A—General

§301-51.1   How must I use the Government contractor-issued travel charge card?
§301-51.2   Are there any official travel expenses that are exempt from the mandatory use of the Government contractor-issued travel charge card?
§301-51.3   What classes of employees are exempt from mandatory use of the Government contractor-issued travel charge card?
§301-51.4   Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card?
§301-51.5   If my agency grants an exemption, does that prevent me from using the card on a voluntary basis?
§301-51.6   How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card?
§301-51.7   For what purposes may I use the Government contractor-issued travel charge card while on official travel?
§301-51.8   May I use the Government contractor-issued travel charge card for personal reasons while on official travel?
§301-51.9   What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?

Subpart B—Paying for Common Carrier Transportation

§301-51.100   What method of payment must I use to procure common carrier transportation?
§301-51.101   Which payment methods are considered the equivalent of cash?
§301-51.102   How is my transportation reimbursement affected if I make an unauthorized cash purchase of common carrier transportation?
§301-51.103   What is my liability if I lose a GTR?

Subpart C—Receiving Travel Advances

§301-51.200   For what expenses may I receive a travel advance?
§301-51.201   What is the maximum amount that my agency may advance?
§301-51.202   When must I account for my advance?
§301-51.203   What must I do about my advance if my trip is canceled or postponed indefinitely?

Authority: 5 U.S.C. 5707. Subpart A is issued under the authority of Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 121(c).

Source: FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998, unless otherwise noted.

Subpart A—General

Source: FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, unless otherwise noted.

§301-51.1   How must I use the Government contractor-issued travel charge card?

You are required to activate the Government contractor-issued travel charge card once you receive it, and then use it as the method of payment for all official travel expenses unless exempted under §301-51.2.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.2   Are there any official travel expenses that are exempt from the mandatory use of the Government contractor-issued travel charge card?

Expenses for which payment through the Government contractor-issued travel charge card is impractical (e.g., vendor does not accept credit cards) or imposes unreasonable burdens or costs (e.g., fees are charged for using the card) are exempt from use of the travel charge card. Your agency may also exempt an official travel expense when it is necessary in the interest of the agency (see §301-51.4).

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.3   What classes of employees are exempt from mandatory use of the Government contractor-issued travel charge card?

The Administrator of General Services exempts the following classes of employees from mandatory use of the Government contractor-issued travel charge card:

(a) Any employee who has an application pending for the Government contractor-issued travel charge card;

(b) Any employee, when issuance of the Government contractor-issued travel charge card would adversely affect the mission or put the employee at risk; and

(c) Any employee who is not eligible to receive a Government contractor-issued travel charge card.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.4   Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card?

The head of your agency or his/her designee(s) has (have) the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016] FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998

§301-51.5   If my agency grants an exemption, does that prevent me from using the card on a voluntary basis?

No, an exemption from use would not prevent you from using the Government contractor-issued travel charge card on a voluntary basis in accordance with your agency's policy.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.6   How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card?

If you receive an exemption from use of the Government contractor-issued travel charge card, your agency may authorize one or a combination of the following methods of payment:

(a) Personal funds, including cash or personal charge card;

(b) Travel advances; or

(c) Government Transportation Request (GTR).

Note to §301-51.6: City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated and amended by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.7   For what purposes may I use the Government contractor-issued travel charge card while on official travel?

You are required to use the Government contractor-issued travel charge card for expenses directly related to your official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.8   May I use the Government contractor-issued travel charge card for personal reasons while on official travel?

No, you may not use the Government contractor-issued travel charge card for personal reasons while on official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

§301-51.9   What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?

Your agency may take appropriate disciplinary action if you misuse the Government contractor-issued travel charge card according to internal agency policies and procedures.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]

Subpart B—Paying for Common Carrier Transportation

§301-51.100   What method of payment must I use to procure common carrier transportation?

You must use a Government contractor-issued individually billed travel card, centrally billed account, or GTR to procure contract passenger transportation services. For all other common carrier transportation, you must use one of the methods specified in the following table:

For passenger transportation services costingYou must useUnless
(a) $10 or less, and air excess baggage charges of $15 or less for each leg of a tripA Government contractor-issued individually billed travel card or centrally billed accountUse of the Government contractor-issued individually billed travel card is not accepted, its use is impracticable or special circumstances justify the use of a GTR.
(b) More than $10, but not more than $100A Government contractor-issued individually billed travel card, centrally billed account, or GTRNone of the other methods are practicable, you may use cash.
(c) More than $100Only a Government contractor-issued individually billed travel card, centrally billed account, or GTRYour agency authorizes you to use a reduced fare for group, charter, or excursion arrangements or under emergency circumstances where the use of other methods is not possible.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]

§301-51.101   Which payment methods are considered the equivalent of cash?

Use of one of the following payment methods of this section to procure common carrier transportation is considered the equivalent of cash and you must comply with the rules in 41 CFR 102-118.50 that limit the use of cash for such purposes.

(a) Personal credit cards;

(b) Cash withdrawals obtained from an ATM using a Government contractor-issued individually billed travel card; and

(c) Checks, both personal and travelers (including those obtained through a travel payment system services program).

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 108, 67 FR 57966, Sept. 13, 2002]

§301-51.102   How is my transportation reimbursement affected if I make an unauthorized cash purchase of common carrier transportation?

If you are a new employee or an invitational or infrequent traveler who is unaware of proper procedures for purchasing common carrier transportation, your agency may allow reimbursement for the full cost of the transportation. In all other instances, your reimbursement will be limited to the cost of such transportation using the authorized method of payment.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-51.103   What is my liability if I lose a GTR?

You are liable for any Government expenditure that is caused by your negligence in safeguarding the GTR or tickets received in exchange for the GTR. To avoid liability, immediately report a lost or stolen GTR to your administrative office. If the lost or stolen GTR shows the carrier service desired, and point of origin, promptly notify in writing the named carrier and other local initial carriers. Do not use a GTR that is recovered after having been reported as lost or stolen. Instead, report the recovered GTR to your administrative office.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

Subpart C—Receiving Travel Advances

§301-51.200   For what expenses may I receive a travel advance?

ForYou may receive an advance
(a) Cash transaction expenses (i.e., expenses that as a general rule cannot be charged and must be paid using cash, a personal check, or travelers check)Any time you are on official travel.
(1) M&IE covered by the per diem allowance or actual expenses allowance;
(2) Miscellaneous transportation expenses such as transit systems and taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft parking, landing, and tie-down fees;
(3) Gasoline and other variable expenses covered by the mileage allowance for advantageous use of a privately owned automobile for official business; and
(4) Other authorized miscellaneous expenses that cannot be charged using a Government contractor-issued charge card and for which a cost can be estimated.
(b) Non-cash transaction expenses (e.g., lodging, common carrier, advance payment of discounted conference registration fee)Only in the following situations:
   (1) Government contractor-issued charge card not expected to be accepted.
   (2) Government contractor-issued charge card issuance denied. Your agency has decided not to provide you a contractor-issued individually billed travel card.
   (3) Official change of station. Your agency determines that use of a contractor-issued individually billed travel card would not be feasible incident to a transfer, particularly a transfer to another agency.
   (4) Financial hardship would be incurred.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 108, 67 FR 57966, Sept. 13, 2002; FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]

§301-51.201   What is the maximum amount that my agency may advance?

The amount your agency advances you may not exceed the following amounts:

ForThe maximum amount your agency may advance is
Cash transaction expensesThe estimated amount of your cash transaction expenses. (For M&IE, your advance is limited to the M&IE rate under the lodgings-plus per diem method.)
Non-cash transaction expenses (See §301-51.200(b))Generally zero. However, your agency may advance up to the full amount of your expected non-cash transaction expenses for an individual trip (or not to exceed a 45-day period for an open authorization) in accordance with §301-51.200(b).

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

§301-51.202   When must I account for my advance?

You must file a travel claim which accounts for your advance after completion of your assignment, in accordance with your agency's policy. If you are in a continuous travel status (e.g., an auditor or inspector) or if you submit periodic reimbursement vouchers on an individual trip authorization, your agency may reimburse you the full amount of your travel expenses without any deduction of your advance until such time as you file a final voucher. If the amount advanced is less than the amount of the voucher on which it is deducted, you will be reimbursed the net amount. If the advance exceeds the reimbursable amount, you must immediately refund the excess.

§301-51.203   What must I do about my advance if my trip is canceled or postponed indefinitely?

Promptly notify the appropriate agency officials and refund any monies advanced in connection with the authorized travel.

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