e-CFR data is current as of March 2, 2021 |
Title 41 → Subtitle F → Chapter 301 → Subchapter C → Part 301-51 |
Title 41: Public Contracts and Property Management
Subpart B—Paying for Common Carrier Transportation
§301-51.100 What method of payment must I use to procure common carrier transportation?Subpart C—Receiving Travel Advances
§301-51.200 For what expenses may I receive a travel advance?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.
Source: FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, unless otherwise noted.
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]
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]
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]
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
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]
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]
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]
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]
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]
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 costing | You must use | Unless |
---|---|---|
(a) $10 or less, and air excess baggage charges of $15 or less for each leg of a trip | A Government contractor-issued individually billed travel card or centrally billed account | Use 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 $100 | A Government contractor-issued individually billed travel card, centrally billed account, or GTR | None of the other methods are practicable, you may use cash. |
(c) More than $100 | Only a Government contractor-issued individually billed travel card, centrally billed account, or GTR | Your 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]
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]
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]
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]
For | You 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]
The amount your agency advances you may not exceed the following amounts:
For | The maximum amount your agency may advance is |
---|---|
Cash transaction expenses | The 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]
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.
Promptly notify the appropriate agency officials and refund any monies advanced in connection with the authorized travel.