THE JOINT TRAVEL REGULATIONS - Office of the General Counsel

APP A: Definitions & Acronyms (JTR) 

Part 1: Definitions 

APPENDIX A 

PART I: DEFINITIONS 

Appendix A1 

As used in these regulations, and unless otherwise specifically provided in these 

regulations, the following definitions apply. 

ACCOMMODATIONS. Seat space, berths, roomettes, bedrooms, and staterooms on transportation facilities. 

Types include: 

1. Air Economy or Coach or Air Tourist. A type available on commercial aircraft at rates lower than first class 

or other premium class. 

2. Coach or Chair Car (Rail). A type not affording sleeping facilities, at a lesser rate than first class (parlor car 

seat). 

3. Security (Enclosed) . Any private room that can be locked for security purposes. 

ACCOMMODATIONS, APPROVED. Any place of public lodging that is listed on the national master list of 

approved accommodations. The national master list of all approved accommodations is compiled, periodically 

updated, and published in the Federal Register by FEMA. Additionally, the approved accommodation list is 

available on the U.S. Fire Administration’s Internet site at http://www.usfa.fema.gov/hotel/indes.htm. 

ACCOMMODATIONS, COMMON CARRIER. 

1. First-/Premium-Class. Generally, the highest accommodations class offered by commercial airlines in terms of 

both cost and amenities and termed “first class” by the airlines and in reservations systems. Includes suites, offered 

by commercial ships, and the highest service class, including bedrooms, roomettes, club service, parlor car, or other 

premium accommodations offered by passenger rail carriers. 

2. Business-Class. A premium accommodations class offered by commercial airlines that is higher than economy/ 

coach and lower than first-class in both cost and amenities (e.g., business-class). This class of accommodation is 

generally referred to as “business, business elite, business first, world business, connoisseur, or envoy” depending 

on the airline. For business-class definition for trains see par. U3135-B3. 

3. Economy-/Coach-class. The basic accommodations class offered by commercial airlines and passenger rail 

carriers, that includes a service level available to all passengers regardless of the fare paid. The term applies when 

an airline offers only one accommodations class and that class is sold as economy-class (i.e., some airlines only 

offer true business-class or true first-class and are not to be mistaken for this one accommodations class). The term 

also includes tourist-class and economy-class on commercial airlines and reserved coach and/or slumber coach 

accommodations on overnight rail travel. 

4. Slumber Coach. The least expensive sleeping accommodations available on a train. 

5. Extra-Fare Train. A train that operates at an increased fare due to the extra performance of the train (i.e., faster 

speed or fewer stops). 

ACCOMMODATIONS, PUBLIC. Any inn, hotel, or other establishment within a State (and the District of 

Columbia) that provides lodging to transient guests, excluding an establishment: 

1. Owned by the GOV’T; 

2. Treated as an apartment building by State or local law or regulation; or 

3. Containing not more than 5 rooms for rent or hire that also is occupied as a residence by the proprietor. 

Change 525 A1-1 

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Appendix A1 

ACTUAL EXPENSE. Payment of authorized actual expenses incurred, up to the limit prescribed by the 

Administrator of GSA or agency, as appropriate. Reimbursement is contingent on eligibility for per diem, and is 

subject to the same definitions and rules governing per diem. 

ACTUAL RESIDENCE. The fixed or permanent domicile of a person that can be reasonably justified as a bona 

fide residence. Also referred to as the “home of record.” For a separating employee concluding an OCONUS 

assignment, the “actual residence” is the residence occupied at the time the employee received the OCONUS 

assignment. This is the residence listed in the service or transportation agreement signed by the employee prior to 

departure to an OCONUS post, pursuant to which the employee is assured that the expenses of return travel and 

transportation will be paid by the GOV’T (GSBCA 16265-RELO, 19 December 2003). 

AGENCY 

A. Includes: 

1. An Executive agency, as defined in 5 USC §101; 

2. A military department; 

3. An office, agency or other establishment in the legislative branch; 

4. An office, agency or other establishment in the judicial branch; and 

5. The Government of the District of Columbia. 

B. Does NOT include a/an: 

1. GOV’T-controlled corporation; 

2. Member of Congress; or 

3. Office or committee of either House of Congress or of the two Houses. 

AGREEMENT. A written statement required by any of several statutes, signed by a person selected for 

appointment or by an employee, prescribing a required period of service and other conditions related to 

transportation allowances ICW permanent duty travel. 

APPROVE(D). The ratification or confirmation of an act already done. 

APPROVING OFFICIAL. See TRAVEL-APPROVING/DIRECTING OFFICIAL. 

ARMED FORCES. The Army, Navy, Air Force, Marine Corps, and Coast Guard (see 37 USC §101(4)). 

ATTENDANT. An attendant: 

1. Is a Uniformed Service member, employee, or other person who, IAW a travel order/authorization/ITA, 

accompanies an employee authorized to travel to/from a medical facility for required medical attention that is 

not available locally, 

2. Takes care of and waits upon the employee patient in response to the patient’s needs, 

3. May travel with the patient and attend to the patient’s needs at the destination medical facility, and 

4. Is appointed by competent medical authority. 


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AUTHENTICATING OFFICIAL. See AUTHORIZING/ORDER-ISSUING OFFICIAL (AO). 

AUTHORIZED. 

1. Permission given before an act. 

Appendix A1 

2. The giving, through these regulations, of an allowance to an eligible individual requiring no other action. 

(Example: When the regulation states that an allowance is authorized, – the regulation means that an eligible 

individual has that allowance without further action by any other activity.) 

AUTHORIZING/ORDER-ISSUING OFFICIAL (AO). The official who directs travel and has responsibility for 

the funding. 

AUTOMATED TELLER MACHINE (ATM) SERVICES. Contractor-provided services that allow cash 

withdrawals from participating ATMs to be charged to a contractor-issued charge card. 

BAGGAGE. Personal effects of a traveler that are needed ICW official travel and immediately upon arrival at the 

assignment point. GOV’T material may be included. NOTE: Baggage may accompany a traveler (accompanied 

baggage) or be transported separately from the traveler (UB). 

BAGGAGE, ACCOMPANIED. Baggage that is not part of the HHG weight allowance and consists of coats, brief 

cases, suitcases, and similar luggage that accompanies a traveler on a transportation ticket. 

BAGGAGE, UNACCOMPANIED. The part of a member’s/employee’s prescribed weight allowance of HHG 

that: 

1. Is not carried free on a ticket used for personal travel, 

2. Ordinarily is transported separately from the major bulk of HHG, and 

3. Usually is transported by an expedited mode because it is needed immediately or soon after arrival at 

destination for interim housekeeping pending arrival of the major portion of HHG. 

NOTE 1: UB ICW permanent duty and RAT consists of personal clothing and equipment, essential pots, pans, 

and light housekeeping items; collapsible items such as cribs, playpens, and baby carriages; and other articles 

required for the care of dependents. Items such as refrigerators, washing machines, and other major appliances 

or furniture must not be included in UB. 

NOTE 2: ICW an extended TDY assignment, UB is limited to the necessary personal clothing and effects for the 

individual and equipment directly related to the assignment. 

BLANKET TRAVEL AUTHORIZATION/ORDER. (Also called Unlimited Open, Limited Open, or Repeat 

Travel Authorization/Order.) An authorization/order issued to a traveler who regularly and frequently makes trips 

away from the PDS within specific geographical limits for a specific time period within a fiscal year in performance 

of regularly assigned duties. See TRAVEL AUTHORIZATION. 

NOTE 1: The blanket/repeat travel authorization is not used in DTS. 

NOTE 2: A blanket travel TDY authorization/order must never authorize premium-class travel. If travel in 

premium-class accommodations becomes necessary for one or more specific trips, an authorization/order 

amendment, containing the necessary separate required statements for each such trip, must be issued. 


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Appendix A1 

NOTE 3: AEA is prescribed only on an individual trip basis, and only after consideration of the facts existing in 

each case. AEA must not be authorized as part of a blanket/repeat travel authorization/order or used as blanket 

authority to authorize/approve automatic AEA for all travel to an area. See par. C4606. 

BREAK IN SERVICE. A break in service is defined as a period of four or more calendar days during which an 

individual is no longer on the rolls of an executive agency (5 CFR §300.703 (2004)). 

BUSINESS-CLASS. Travel and accommodations/service that fall between first-class and economy-/coach-class 

accommodations. Business-class accommodations usually, but do not have to, have their own cabin/facilities 

between first-class and economy-/coach-class accommodations. See par. U3125-B2b for business-class 

transportation authority (restricted to the two-star flag level and civilian equivalents. 

CALENDAR DAY. The 24-hour period from one midnight to the next midnight. NOTE: 

The calendar day 

technically begins one second after midnight (reflects as 0001) and ends at midnight (2400). 

CAPACITY CONTROLLED CITY-PAIR AIRFARE. See the CITY-PAIR AIRFARE CONTRACT at 

www.gsa.gov/citypair. . These fares are not used in cost-construction. 

CERTIFICATED AIR CARRIER. See U.S. CERTIFICATED CARRIER. 

CIRCUITOUS TRAVEL. Travel by a route other than the one that ordinarily would be prescribed by a 

transportation officer between the places involved. Also referred to as Indirect Travel. 

CITY-PAIR AIRFARE. See the CITY-PAIR AIRFARE CONTRACT at www.gsa.gov/citypair. 

COMMAND, COMBATANT. An organization with a broad continuing mission under a single commander, 

established and so designated by the President, through the SECDEF with the advice and assistance of the 

Chairman, Joint Chiefs of Staff. Combatant commands typically have geographic or functional responsibilities. 

COMMERCIAL TRANSPORTER. A transporter operating under the Interstate Commerce Commission 

Termination Act of 1995 (Public Law 104-88) in interstate commerce or under appropriate State statutes in intrastate 

commerce. 

COMMON CARRIER. Private-sector supplier of air, rail, bus, or ship transportation. 

COMMUTED RATE. A price rate used for HHG transportation and storage in transit. It includes costs of linehaul 

transportation, packing, crating, unpacking, drayage incident to transportation and other accessorial charges, 

and costs of storage in transit within the applicable weight limit for storage including in-and-out charges and 

necessary drayage. To get the commuted rates tables for transportation, storage, packing, unpacking, crating, 

drayage and other accessorial charges incident to transportation you must subscribe to the Professional Movers 

Commercial Relocation Tariff, STB HGB 400-(Series). See par. C5160-D4. 

CONFERENCE. A meeting, retreat, seminar, symposium or event that involves attendee travel. Also applies to 

training activities that are conferences under 5 CFR §410.404. NOTE: This does not include regularly scheduled 

courses of instruction conducted at a Government or commercial training facility. 

CONTINENTAL UNITED STATES (CONUS). The 48 contiguous States and the District of Columbia. 

CONTINGENCY OPERATION. A military operation that: 

1. Is designated by the SECDEF as an operation in which armed forces members are or may become involved 

in military actions, operations, or hostilities against an enemy of the U.S. or against an opposing military force; 

or 


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Appendix A1 

2. Results in the call or order to, or retention on, active duty of Uniformed Services member under 10 USC 

§688, §12301(a), §12302, §12304, §12305, or §12406; Ch 15 of title 10, or any other provision of law during a 

war or during a national emergency declared by the President or Congress. 

CONTRACT CARRIERS. U.S. certificated air carriers that are under contract with the GOV’T to furnish Federal 

employees and other persons authorized to travel at GOV’T expense with passenger transportation service. This 

also includes GSA’s scheduled airline passenger service between selected U.S. cities/airports and between selected 

U.S. and international cities/airports at reduced fares. 

(CONTRACTED) COMMERCIAL TRAVEL OFFICE/TRAVEL MANAGEMENT CENTER (CTO/TMC). 

A commercial activity providing a full range of commercial travel and ticketing services for official travel under a 

contract and/or memorandum of understanding with the GOV’T. 

DEFENSE TABLE OF OFFICIAL DISTANCES (DTOD). The DOD standard source for worldwide distance 

information based on city-to-city distance (not zip code to zip code) replacing all other sources used for computing 

distance (except airplanes). For more information refer to the DTOD website at dtod.sddc.army.mil. 

DEPARTMENT OF DEFENSE (DOD) COMPONENTS. (Also ref: http://www.defenselink.mil/pubs/almanac/ 

and/or http://www.gov.com/agency/dod/agency.html) 

The Office of the Secretary of Defense (including the organization of the Joint Chiefs of Staff) 

Department of the Army 

Department of the Air Force 

Department of the Navy (including the Marine Corps) 

DOD Inspector General 

United States Court of Appeals for the Armed Forces 

DOD FIELD ACTIVITIES: 

American Forces Information Service 

Defense Prisoner of War/Missing Personnel Office 

Defense Technology Security Administration 

DOD Counterintelligence Field Activity 

DOD Education Activity 

DOD Human Resources Activity 

Office of Economic Adjustments 

TRICARE Management Activity 

Washington Headquarters Services 

DEFENSE AGENCIES: 

Defense Advanced Research Projects Agency 

Defense Commissary Agency 

Defense Contract Audit Agency 

Defense Contract Management Agency 

Defense Finance and Accounting Service 

Defense Information Systems Agency 

Defense Intelligence Agency 

Defense Legal Services Agency 

Defense Logistics Agency 

Defense Security Cooperation Agency 

Defense Security Service 

Defense Threat Reduction Agency 

Missile Defense Agency 

National Geospatial Intelligence Agency 

National Geospatial Intelligence College 

National Security Agency/Central Security Service 

Pentagon Force Protection Agency 


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JOINT SERVICE SCHOOLS: 

Joint Military Intelligence College 

Defense Acquisition University 

National Defense University 

Joint Professional Military Education Colleges 

Uniformed Services University of the Health Sciences 

Appendix A1 

DEPENDENT/IMMEDIATE FAMILY. Any of the following named members of an employee's household at the 

time the employee reports for duty at a new PDS or performs authorized/approved OCONUS tour RAT or 

separation travel: 

1. Employee’s spouse; 

2. Children of the employee or employee’s spouse who are unmarried and under age 21 years or who, 

regardless of age, are physically or mentally incapable of self-support. NOTE: “Children” includes 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; also, a child born and moved after 

the employee’s effective date of transfer because of advance stage of pregnancy, or other reasons acceptable 

to the DOD component concerned, e.g., awaiting completion of the school year by other children. See 50 

Comp. Gen. 220 (1970); 66 id. 497 (1987)).; 

NOTE 1: An employee and spouse at an OCONUS PDS assumed temporary custody of two grandchildren. The 

parent of the grandchildren was a uniformed member on active duty with a DOD Service in Iraq. The uniformed 

member (the parent) executed a special military power of attorney granting guardianship of the children to the 

children’s grandparent. GSBCA held that the power of attorney did not create a “legal guardianship” as that 

term is used in par. B above to define dependent/immediate family members for the purpose of determining 

eligibility for relocation allowances. Since the term “legal guardianship” is not defined in the JTR, GSBCA 

turned to Arizona state law (the state in which the power of attorney was executed and in which the uniformed 

member resided) for guidance. Under Arizona law legal guardianship can be established only by judicial 

determination and the powers of attorney provided by the uniformed member were not sufficient to create 

guardianship. Since legal guardianship did not exist, the grandchildren could not be members of the employee’s 

immediate family and the employee was not authorized travel and transportation costs and overseas allowances 

(TQSA) on their behalf (GSBCA 16337-RELO, 19 April 2004). 

3. Dependent parents (including step- and legally adoptive parents) of the employee or employee's spouse; and 

4. 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. 

NOTE 2: Generally, the individuals named in items 3 and 4 are 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 criterion 

must not be the decisive factor in all cases. These individuals also may be dependents for the purpose of this 

definition 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. 

NOTE 3: ICW the Missing Persons Act, "dependent" is defined in par. C7090-A for purposes of transportation 

eligibility under that Act. 

NOTE 4: With respect to emergency leave travel, see par. C7365-D. 

NOTE 5: Whether an individual is considered to be an employee’s spouse for the purpose of allowances 

authorized in these regulations when a “common law marriage” is involved is addressed in several GSBCA and 

Comptroller General decisions. Some quotes from those decisions are as follows: 


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Appendix A1 

GSBCA quotes "Issues of marital status are determined by state law and the relationship of spouse exists if 

common law marriage is recognized by the law of the state where the parties entered into such a marriage"; 

and, 

"Issues of marital status are determined by state law, James H. Perdue, GSBCA 14122-RELO, 16 March 

1998. Some states recognize common law marriage -- "[a] marriage that takes legal effect, without license 

or ceremony, when a couple live together as husband and wife, intend to be married, and hold themselves out 

to others as a married couple." Black's Law Dictionary 986 (7th ed. 1999)"; and, 

As we recognized in James H. Perdue, GSBCA 14122-RELO, 16 March 1998 the burden of proof is on the 

claimant to establish the common law marriage. State law determines issues of marital status, and the 

relationship of spouse exists if common law marriage is recognized under the law of the state in which the 

parties entered into such a marriage. The following Comptroller General decisions address specific 

circumstances: B-260688, 23 October 1995; B-247541, 19 June 1992; B-212900, 15 November 1983; B- 

191316, 27 September 1978; B-191316, 6 April 1978; B-186179, 30 June 1976. 

The validity of a common law marriage is determined by the law of the place in which it was contracted, and 

if valid there, it will be valid elsewhere, in the absence of contravention of positive law, or consideration of 

policy to the contrary. B-186179, 30 June 1976; B-191316, 27 September 1978. 

The burden of proof is on the claimant to establish the common law marriage. See GSBCA 15207-RELO, 19 

May 2000; GSBCA 14122 RELO, 16 March 1998. 

Once the employee has submitted evidence in support of the common-law marriage, it should be submitted to 

the appropriate agency legal counsel for assistance in determining whether the putative spouse qualifies as a 

spouse under the specific state and/or Federal law (1 USC §7). PDTATAC does not adjudicate these cases. 

Pertinent GSBCA decisions 

GSBCA 15947-RELO, 31 March 2003 available at: http://www.gsbca.gsa.gov/relo/r1594703.txt 

GSBCA 15382-RELO, 20 December 2000 available at: http://www.gsbca.gsa.gov/relo/r1538220.txt 

GSBCA 15207-RELO, 19 May 2000 available at: http://www.gsbca.gsa.gov/relo/r1520719.txt 

GSBCA 14673-RELO, 9 December 1998 available at: http://www.gsbca.gsa.gov/relo/r1467309.txt 

GSBCA 14122-RELO, 16 March 1998 available at: http://www.gsbca.gsa.gov/relo/r141220.txt 

DESIGNATED PLACE. A place the commander concerned, or the commander’s designated representative, or the 

employee designates for the movement of dependents or HHG when not accompanying the employee. 

DESTINATION RATE. The per diem rate applicable to the next location at which an employee is to perform 

TDY or at which an employee makes an en route stopover to obtain overnight lodging. 

DIFFERENT (OR SEPARATE) DEPARTMENTS AND AGENCIES 

1. The several departments and agencies of the Executive branch of the GOV’T. 

2. Within the Department of Defense, the terms "Different Departments" or "Different Military Departments" 

means the DOD components separately. NOTE: This distinction is necessary with regard to funding for 

travel and transportation from one department to another. 

DISCOUNT GOVERNMENT MEAL RATE. The daily rate charged for meals in a GOV’T dining facility/mess 

minus the operating cost. See GOVERNMENT MEAL RATE for current rates. 

DISTANCE. As applicable for the Defense Table of Official Distance: 

1. Shortest. Routes a driver takes to minimize total distance traveled while still following a truck-navigable 

route. Used in most cases to calculate HHG distances. 


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Appendix A1 

2. Practical. Route a driver ordinarily would take to minimize time and cost. Practical routes model the tradeoff 

between taking the most direct path versus staying on major, high-quality highways. Interstate highways are 

given a higher priority than secondary highways. Practical routings consider distance, road quality, terrain, 

urban/rural classifications, and designated principal and secondary through routes. Used to calculate travel 

distances. 

DUTY STATIONS. For the purpose of HHG and mobile home transportation and storage -- the place at which an 

employee actually is assigned for duty, including a place from which the employee commutes daily to an assigned 

station. 

EFFECTIVE DATE OF PCS TRAVEL AUTHORIZATION. The date an employee is required to commence 

travel to comply with a PCS travel authorization. NOTE: In determining the effective date, authorized leave or 

TDY en route required by the travel authorization is excluded. 

EFFECTIVE DATE OF TRANSFER OR APPOINTMENT. The date an employee or new appointee reports for 

duty at a new or first PDS. 

EFFECTIVE DATE OF SEPARATION. The date an employee is separated from Federal service. 

EMERGENCY TRAVEL. See TRAVEL, EMERGENCY. 

EMPLOYEE. A civilian individual: 

1. Employed by an agency (as defined in APP A), regardless of status or grade; 

2. Employed intermittently as an expert or consultant and paid on a daily WAE basis; or 

3. Serving without pay or at $1 a year (5 USC §5701(2)) (also referred to as "invitational traveler" for TDY 

travel purposes only). 

ESCORT. An escort: 

1. Is a Uniformed Service member, employee, or other person who, IAW a travel order/authorization/ITA, 

accompanies an employee between authorized locations, when: 

a. Employee travel is authorized by competent authority, and 

b. The employee is incapable of traveling alone, and 

2. May be appointed by the employee’s AO. 

EXPEDITED TRANSPORTATION MODE. A common carrier-operated transportation service for the 

accelerated or protected movement of HHG between specified points. 

EXTENDED STORAGE. See NON-TEMPORARY STORAGE. 

FAMILY. See DEPENDENT. 

FEDERAL TRAVEL REGULATION. Regulation contained in 41 Code of Federal Regulations (CFR), Chs 300 

through 304, that implements statutory requirements and Executive branch policies for travel by Federal civilian 

employees and others authorized to travel in the manner of civilian employees at GOV’T expense. 

FIELD DUTY. All duty serving with troops participating in maneuvers, war games, field exercises, or similar 

types of operations during which: 


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Appendix A1 

1. The individual is subsisted in a GOV’T dining facility/mess or with an organization drawing field rations, 

and is provided GOV’T QTRS or is quartered in accommodations normally associated with field exercises, or 

NOTE: Everything ordinarily covered by per diem is furnished without charge, except that members are 

required to pay for rations at the discounted meal rate (basic meal rate.). 

2. Students are participating in survival training, forage for subsistence, and improvise shelter. 

NOTE: Individuals furnished QTRS and subsistence obtained by contract are performing field duty when so 

declared by a competent official. 

FIRST-CLASS. The highest travel and accommodations available -- See JFTR, par. U3125-B2a and/or JTR, par. 

C2204-B2a for first-class transportation authority. 

FOREIGN AIR CARRIER. An air carrier that does not hold a certificate issued by the U.S. under 49 USC 

§41102. 

FOREIGN AREA AND FOREIGN COUNTRY. Any area or country outside the 50 States, District of Columbia, 

the Commonwealths of Puerto Rico and the Northern Mariana Islands, Guam, and U.S. territories and possessions. 

FOREIGN SERVICE OF THE UNITED STATES. The Foreign Service as constituted under the Foreign 

Service Act of 1980. 

FORMER CANAL ZONE AREA. Areas and INSTALLATIONS in the Republic of Panama made available to 

the U.S. under the Panama Canal Treaty of 1977 and related agreements as described in section 3(a) of the Panama 

Canal Act of 1979. 

FUND-APPROVING OFFICIAL. One who provides the accounting data for authorized/approved travel 

authorizations or amendments. 

GEOGRAPHICAL LOCALITY. The contiguous political area of a single country or a related island group in the 

same region. 

NOTE 1: Widely dispersed noncontiguous subdivisions of the same country are separate geographical localities. 

For example: the United Kingdom (including England, Wales, Scotland, and Northern Ireland) is a geographical 

locality and Ireland (Republic of) is a separate geographical locality; France and Germany are separate 

geographical localities; Portugal and the Azores are separate geographical localities; the Philippine Islands are 

the same geographical locality. Japan, including its separate island components, with the exception of the 

Ryukyu Island, is a single geographical locality. The Ryukyu Islands (including Okinawa) are a separate 

geographical locality. With regard to the U.S., CONUS is a single geographical locality, but the states of Hawai’i 

and Alaska, and each U.S. territory or possession, are separate geographical localities. 

NOTE 2: When the term "overseas area" or “OCONUS area” is used, it relates to more than one geographical 

locality and may include a continent, or the area comprising command jurisdiction, or the entire OCONUS area. 

GOVERNMENT. The GOV’T of the U.S. and the Government of the District of Columbia. 

GOVERNMENT ADMINISTRATIVE RATE SUPPLEMENT (GARS). A miscellaneous reimbursable expense 

charged by rental car companies for costs incurred unique to doing business with the GOV’T. 

GOVERNMENT AIRCRAFT. Any aircraft owned, leased, chartered or rented and operated by an executive 

agency. 

GOVERNMENT-CONTRACT RENTAL AUTOMOBILE. An automobile obtained for short-term use from a 

commercial firm under the provisions of an appropriate GSA Federal Supply Schedule contract. 


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Appendix A1 

GOVERNMENT-CONTROLLED QUARTERS. QTRS (other than GOV’T or privatized QTRS) under the 

jurisdiction of a uniformed service (e.g., Ministry of Defense (MOD) leased QTRS for which the GOV’T controls 

occupancy). 

GOVERNMENT CONVEYANCE. Equipment owned, leased, or chartered, for transportation on land, water, or 

in the air, expressly for GOV’T use. This includes aircraft on loan to or owned by an Aero Club and AMC 

categories B and M air travel. 

GOVERNMENT DINING FACILITY/GOVERNMENT MESS. A generic term used in lieu of GOV’T dining 

facility/mess, general mess, dining hall dining activity, mess hall, galley, field kitchen, flight kitchen, or similar 

terms used to describe dining facilities funded by appropriated funds. (Excludes activities operated by nonappropriated 

fund instrumentalities such as an officer’s mess, club, organized mess and all similar terms.) If used 

(See APP O, par. T4040-A2b for information on “GOV’T dining facility/mess available.”) by an employee includes: 

1. A general or Service organizational mess, including messing facilities of a state-owned National Guard 

Camp; NOTE: A mess established and operated primarily for enlisted member subsistence is not included for 

employees unless the mess is used by them. 

2. Marine Corps officers' field ration dining facility, an officers' wardroom mess, or warrant officers' and chief 

petty officers' mess afloat; or 

3. Box lunches, in flight meals, or rations furnished by the GOV’T on military aircraft. 

NOTE: 

In-flight snack meals purchased at the member’s/employee’s option before boarding a military aircraft 

and meals furnished by commercial air carriers (including AMC charter flights) are not meals furnished by a 

Government dining facility/mess. 

GOVERNMENT-FURNISHED AUTOMOBILE. An automobile (or “light truck,” as defined in 41 CFR 101-38 

including vans and pickup trucks) that is: 

1. Owned by an agency; 

2. Assigned or dispatched to an agency on a rental basis from a GSA interagency motor pool; or 

3. Leased by the GOV’T for 60 or more days from a commercial firm. 

GOVERNMENT-FURNISHED VEHICLE. A GOV’T-furnished automobile or a GOV’T aircraft. 

GOVERNMENT MEAL RATE 

The daily rate (discount or standard) provided for meals in a GOV’T dining facility. 

Effective 1 January 2009. 

1. Discount GOV’T Meal Rate: $9.25 per day 

2. Standard GOV’T Meal Rate: $10.80 per day 

NOTE: Also see DISCOUNT GOVERNMENT MEAL RATE. 

GOVERNMENT MESS. See GOVERNMENT DINING FACILITY/GOVERNMENT MESS. 

GOVERNMENT-PROCURED TRANSPORTATION. Transportation obtained directly from a commercial 

carrier with a document issued by an appropriate GOV’T official. 


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GOVERNMENT QUARTERS. 

NOTE: Privatized housing, of any style or type and in any location, is not GOV’T QTRS. 

A. GOV’T QTRS. 

The following are GOV’T QTRS: 

1. Sleeping accommodations (including aboard a ship) owned, operated, or leased by the GOV’T; 

2. Lodgings or other QTRS obtained by GOV’T contract; 

3. QTRS in a state-owned National Guard camp; 

Appendix A1 

4. Sleeping facilities in a National Guard armory when these facilities actually are used or competent authority 

directs their use for annual or year-round annual training even though not used; 

5. Temporary lodging facilities as defined in APP A; 

6. Lodging facilities on a U.S. INSTALLATION owned and operated by a private corporation, if the use of 

these facilities is directed by Service regulations; 

7. Family-type housing owned or leased by the GOV’T whether occupied as a guest or as a principal; and 

8. Guesthouses, officers clubs, bachelor QTRS, visiting officers’ QTRS, or similar QTRS facilities located at a 

military activity, QTRS aboard a Corps of Engineers floating plant or a Navy Mine Defense Laboratory 

offshore platform. 

B. Adequacy Standards. Adequacy standards for DOD Services are prescribed by the Office, SECDEF in DOD 

4165.63-M, DOD Housing Management (see http://www.dtic.mil/whs/directives/corres/pdf/416563m.pdf), and 

implemented by appropriate DOD component regulations. 

GOVERNMENT-SPONSORED CONTRACTOR-ISSUED TRAVEL CHARGE CARD. See 

GOVERNMENT TRAVEL CHARGE CARD. 

GOVERNMENT TRANSPORTATION. Transportation facilities owned, leased, or chartered, and operated by 

the GOV’T for transportation on land, water, or in the air. See GOVERNMENT CONVEYANCE. 

GOVERNMENT TRANSPORTATION REQUEST (GTR) (Standard Form 1169). An accountable GOV’T 

document used to procure common carrier transportation services. The document obligates the GOV’T to pay for 

transportation services provided. See TRANSPORTATION REQUEST. 

NOTE: A GTR may be issued and used only for official travel. A GTR must not be issued or used for personal 

travel regardless of the reason, even on a reimbursable basis. 

GOVERNMENT TRAVEL CHARGE CARD (GTCC). A charge card used by authorized individuals to pay for 

official travel and transportation related expenses for which the card contractor bills the individual. 

GROUP MOVEMENT. A movement of 2 or more official travelers traveling as a group, under the same travel 

authorization (either PCS or TDY) for which transportation will be furnished by GOV’T-owned/procured from the 

same origin to the same destination. Movement could include locations en route as specified on the travel 

authorization. 

HIGHEST CONUS M&IE RATE 

$51 Effective for travel by car ferry on or after 1 January 2005 

$64 Effective for travel by car ferry on or after 1 October 2005 


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Appendix A1 

HOUSEHOLD GOODS (HHG) (FTR, §300-3.1). Items (except those listed in B and C) associated with the home 

and all personal effects belonging to an employee and dependents on the employee's effective date (See APP A)of 

transfer or appointment that legally may be accepted and transported by a commercial HHG carrier. 

NOTE: 

See par. C5154-E for an article involving a weight additive. 

A. HHG also include: 

1. PBP&E needed and not needed for the performance of official duties at the next or a later destination. 

PBP&E that are needed but may cause the HHG total weight to exceed 18,000 pounds optionally may be 

shipped administratively (see par. C5154-C1) and therefore must be weighed separately and identified on the 

origin inventory as PBP&E.; 

2. Spare parts for a POV (see APP A) and a pickup tailgate when removed; 

3. Integral or attached vehicle parts that must be removed due to high vulnerability to pilferage or damage (e.g., 

seats, tops, winch, spare tires, portable auxiliary gasoline can(s), CD players, GPS systems, and miscellaneous 

associated hardware); 

4. Consumable goods for employees with PCS travel authorization to locations listed in APP F; 

5. A vehicle other than POVs (such as a motorcycle, moped, hang glider, golf cart, jet ski and snowmobile 

(and/or the associated trailer) of reasonable size, that can fit into a moving van); 

6. A boat (and/or their associated trailer) of reasonable size that can fit into a moving van (e.g., canoe, skiff, 

dinghy, scull, kayak, rowboat, sailboat, outboard/inboard motorboat); and 

7. Ultralight vehicles (defined in 14 C.F.R. Sec 103 as being single occupant; for recreation or sport purposes; 

weighing less than 155 pounds if unpowered or less than 254 pounds if powered; having a fuel capacity NTE 5 

gallons; airspeed NTE 55 knots; and power-off stall speed NTE 24 knots). 

8. A utility trailer, with or without a tilt bed, with a single axle, and an overall length of no more than 12 feet 

(from rear to trailer hitch), and no wider than 8 feet (outside tire to outside tire). Side rails/body no higher than 

28 inches (unless detachable) and ramp/gate for the utility trailer no higher than 4 feet (unless detachable). 

9. GOV’T or military owned accountable Organizational Clothing and Individual Clothing (OC&IE) property 

issued to the employee or member by the Agency/Service for official use. 

B. HHG do not include: 

1. Personal baggage when carried free on commercial transportation; 

2. Automobiles, trucks, vans and similar motor vehicles; airplanes; mobile homes; camper trailers; horse 

trailers; and farming vehicles (see Ch 5, Part E for POV shipment); 

3. Live animals including birds, fish and reptiles; 

4. Cordwood and building materials ( B-133751, 1 November 1957 and B-180439, 13 September 1974); 

5. HHG for resale, disposal or commercial use; 

6. Privately owned live ammunition (B-130583, 8 May 1957); and 

7. Boats (other than those in A6 above); and 


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Appendix A1 

8. Hazardous articles including explosives, flammable and corrosive materials, poisons, propane gas tanks. See 

DOD 4500.9-R, DTR, Part IV, for examples of hazardous materials. 

C. Law or carrier regulations may prohibit commercial shipment of certain articles not included in B. These articles 

frequently include articles: 

1. Liable to impregnate or otherwise damage equipment or other property (e.g., home canned items; liquid 

articles that are highly susceptible to breakage or leakage); 

2. That cannot be taken from the premises without damage to the article or the premises (e.g., bookcases built 

into walls); 

3. That are perishable (including frozen foods), or that require refrigeration, or that are perishable plants unless; 

a. Transportation is not more than 150 miles and/or delivery is accomplished within 24 hours from the time 

of loading, 

b. No storage is required, and 

c. No preliminary or en route services (e.g., watering or other preservative method) is required of the 

carrier. 

HOUSEHOLD GOODS TRANSPORTATION. See TRANSPORTATION, HHG. 

HOUSEHOLD GOODS-WEIGHT ADDITIVE. A weight added to the HHG shipment net weight to compensate 

for the excessive van space used by the item. NOTE: The item must be stated in the HHG tariff as qualifying for 

a weight additive before a charge can be assessed. Weight additives do not apply if an article is capable of being 

conveniently hand-carried by one person and/or transported in a standard moving carton. 

HOUSE-HUNTING TRIP (HHT). Round trip travel between the old and new PDSs to seek a permanent 

residence. 

IMMEDIATE FAMILY. See DEPENDENT/IMMEDIATE FAMILY. 

INDIVIDUALLY BILLED ACCOUNT (IBA). GOV’T-sponsored contractor-issued Individually Billed travel 

charge card Account” (GTCC). NOTE: Does not apply to any other form of personal credit card. 

INTERVIEWEE. An individual who is being considered for employment by an agency. The individual may 

currently be a GOV’T employee. 

INVITATIONAL TRAVEL. See TRAVEL, INVITATIONAL. 

ITINERARY, VARIATION IN. A change in routing of travel or points of TDY ICW official business, justified 

by the mission nature and requirements. 

LOCALITY RATES. Maximum per diem rates prescribed for specific localities. 

LODGINGS-PLUS PER DIEM SYSTEM. The method of computing per diem allowances for official travel in 

which the per diem allowance for each travel day is established on the basis of the actual amount the traveler pays 

for lodging, plus an allowance for meals and incidental expenses (M&IE), the total of which does not exceed the 

applicable maximum per diem rate for the location concerned. 

MEMBER (UNIFORMED SERVICES). A commissioned officer, commissioned warrant officer, warrant officer, 

and enlisted person, including a retired person, of the Uniformed Services. NOTE: “Retired person” includes 

members of the Fleet Reserve and Fleet Marine Corps Reserve who are in receipt of retainer pay. 


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Appendix A1 

MILEAGE (ALLOWANCE) - PERMANENT CHANGE OF STATION (PCS) TRAVEL, FIRST DUTY 

STATION TRAVEL, HOUSE HUNTING TRIP (HHT) AND SEPARATION TRAVEL. A rate per mile for 

authorized POC use during official PCS travel. The total amount depends on the official distance for which the rate 

per mile may be paid under the circumstances (as determined IAW the applicable JTR provisions. See JFTR, par. 

U2605 and JTR, par. C2505 for the current rate. 

MILEAGE (ALLOWANCE) - FOR LOCAL AND TDY TRAVEL. A rate per mile in lieu of reimbursement of 

actual POC operating expenses. See par. C2500 for current rates. 

MISSING STATUS. The absence status of an employee who officially is carried or determined to be: 

1. Missing; 

2. Missing in action; 

3. Interned in a foreign country; 

4. Captured, beleaguered, or besieged by a hostile force; or 

5. Involuntarily detained in a foreign country. 

MIXED MODES. Travel using a POC (including on a PCS, a rental vehicle procured at personal expense) and one 

or more of the following modes: 

1. Personally-procured commercial transportation (see par. C2203), 

2. GOV’T-procured commercial transportation, 

3. GOV’T transportation. 

MOBILE HOME. A mobile dwelling constructed or converted and intended for use as a permanent residence and 

designed to be moved, either self-propelled or by towing. It includes a house trailer, a privately owned railcar 

converted for use as a residence (51 Comp. Gen. 806 (1972)), and a boat a member uses as the place of principal 

residence (62 Comp. Gen. 292 (1983)), as well as all HHG and PBP&E contained in the mobile home and owned or 

intended for use by the employee or dependents. 

MONETARY ALLOWANCE IN LIEU OF TRANSPORTATION (MALT). A rate per mile for authorized 

POC use during official PCS travel. The total amount depends on the official distance for which the rate per mile 

may be paid under the circumstances (as determined IAW the applicable JTR provisions. See JFTR, par. U2605 and 

JTR, par. C2505 for the current rate. 

MULTIPLE OCCUPANCY DWELLING. A duplex, triplex or other type of dwelling that is designed to provide 

separate living QTRS for more than one household. The units within the dwellings ordinarily have separate 

addresses and separate entrances. 

NON-FOREIGN OCONUS AREA. The States of Alaska and Hawai’i, the Commonwealths of Puerto Rico and 

the Northern Mariana Islands, Guam, and U.S. territories and possessions. 

NON-TEMPORARY STORAGE (NTS). Long-term HHG storage in lieu of transportation. NTS includes 

necessary packing, crating, unpacking, uncrating, transportation to and from the storage location(s), storage, and 

other directly related necessary services. Also referred to as Extended Storage. 


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OCONUS 

A. Outside CONUS. 

Appendix A1 

B. For permanent duty travel purposes with respect to Alaska, Hawai’i, Commonwealths of Puerto Rico and the 

Northern Mariana Islands, Guam, the U.S. territories and possessions, or foreign countries and similar geographical 

localities, an OCONUS place of employment outside the geographical locality in which the residence is located. 

OFFICIAL STATION. See PDS. 

OPEN MESS. A non-appropriated fund activity providing essential messing, billeting, and recreation for military 

personnel and their dependents. 

ORDER-ISSUING/AUTHENTICATING OFFICIAL. See AO. 

ORGANIZATIONAL CLOTHING AND INDIVIDUAL EQUIPMENT (OC&IE). OC&IE is accountable or 

issue-in-kind property owned or purchased by the GOV’T/uniformed service which must be returned IAW Service/ 

Agency regulations to the Service/Agency upon mission completion or (in the case of a member) release from active 

duty (discharge, separation, or retirement). OC&IE per Agency/Service regulations is PBP&E when shipped as 

HHG. 

OVERSEAS. See OCONUS. 

PER DIEM ALLOWANCE. The per diem allowance (also referred to as subsistence allowance) is a daily 

payment instead of actual expense reimbursement for the actual expenses for lodging, meals and related incidental 

expenses. The per diem allowance is separate from transportation expenses and other Miscellaneous Reimbursable 

Expenses. The per diem allowance covers all charges, including tax (except lodging tax in the 50 states, District of 

Columbia, and non-foreign OCONUS locations - see NOTE 1 below) and applicable service charges, for: 

1. Lodging. Expenses for overnight sleeping facilities; (including GOV’T QTRS); baths; personal use of the 

room during daytime; telephone access fees; and service charges for fans, air conditioners, heaters, and 

fireplaces furnished in rooms when such charges are not included in the room rate, and in foreign OCONUS 

areas only lodging taxes (see NOTE 2 below). NOTE: The term "lodging" does not include expenses for 

accommodations on airplanes, trains, buses, or ships. An accommodation furnished aboard a common 

carrier is a transportation cost and is not covered by per diem. 

NOTE 1: Per diem does not include transportation and other miscellaneous travel expenses. 

NOTE 2: The maximum amount allowed for lodging (http://www.defensetravel.dod.mil/perdiem/pdrates.html) in 

CONUS and in a non-foreign OCONUS area does not include a lodging tax amount. Lodging tax in CONUS 

and in a non-foreign OCONUS area is a separate miscellaneous reimbursable expense. The maximum amount 

allowed for lodging in a foreign OCONUS area includes a lodging tax amount. Lodging tax in a foreign 

OCONUS area is not a separate miscellaneous reimbursable expense. 

2. Meals. Expenses for breakfast, lunch, dinner, and related taxes and tips. NOTE: Specifically excluded are 

alcoholic beverage and entertainment expenses, and any expenses incurred for other persons. 

3. Incidental Expenses. 

Incidental expenses include: 

a. Fees and tips to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on 

ships, and hotel servants in foreign countries. See par. C7460-item 4, regarding baggage-handling costs 

incurred as a direct result of an employee’s disability.; 

b. Transportation (i.e., bus, subway) between places of lodging or duty/business and places at which meals 

are taken, if suitable meals cannot be obtained at the TDY site NOTE: If, in the opinion of the AO, 

suitable meals cannot be obtained at the TDY site and reimbursement in the IE for travel to obtain 


7/1/09



suitable meals is inadequate, reimbursement may be authorized/approved under par. C2402.; 

Appendix A1 

c. Clothing laundry, dry-cleaning, and/or pressing (except when travel is within CONUS and requires at 

least 4 consecutive nights TDY/PCS lodging in CONUS – see NOTE 3 below); 

d. Telegrams and telephone calls necessary to reserve lodging accommodations; 

e. Mailing costs associated with filing travel vouchers and payment of GTCC billings; 

f. Potable water and ice ( 28 Comp. Gen. 627 (1949)); and 

g. Tax and service charges on any of the expenses in items 2 through 3f. 

NOTE 3: 

The cost for clothing laundry, dry cleaning and pressing is a separate miscellaneous reimbursable 

expense in addition to per diem/AEA when travel is within CONUS and requires at least 4 consecutive nights 

TDY/PCS lodging in CONUS. The cost for clothing laundry, dry cleaning and pressing is not a separate 

miscellaneous reimbursable travel expense for travel OCONUS and is included as an IE within the per diem/ 

AEA authorized/ approved for travel OCONUS. 

PER DIEM, REDUCED. See REDUCED PER DIEM. 

PER DIEM TRAVEL AND TRANSPORTATION ALLOWANCE COMMITTEE. The Per Diem, Travel and 

Transportation Allowance Committee (PDTATAC) publishes these regulations. The Committee is chartered by the 

Uniformed Services and operates under the policy guidance of the Department of Defense (DOD). Its members are 

a Deputy Assistant Secretary from each of the military departments, the Director of the National Oceanic and 

Atmospheric Administration Corps (NOAA Corps), the Director of Personnel Management of the Coast Guard 

(USCG), and the Assistant Secretary for Health of the Public Health Service (USPHS). The Committee Chairman is 

the Deputy Under Secretary of Defense (Military Personnel Policy (MPP)). 

The Committee’s purpose is to ensure that uniform travel and transportation regulations are issued pursuant to 

Title 37, USC, other applicable laws, Executive orders, and decisions of the Comptroller General of the U.S. and 

the Department of Defense Office of Hearings and Appeals (DOHA), for members of the seven Uniformed 

Services. ICW Defense Department civilian employees, the Committee’s primary purpose is to issue uniform 

regulations implementing the Federal Travel Regulation (FTR), statutory requirements, Executive orders, and 

decisions of the Comptroller General of the U.S. and of the General Services Administration Board of Contract 

Appeals (GSBCA) or Civilian Board of Contract Appeals (CBCA). (PDC Charter 20 April 1988; LAW 37 USC 

411 and 1001; DOD Directive 5154.29, 9 March 1993). 

PERMANENT CHANGE OF STATION (PCS). In general, the assignment, detail, or transfer of an employee to 

a different PDS under a competent travel authorization that does not specify the duty as temporary, provide for 

further assignment to a new PDS, or direct return to the old PDS. 

PERMANENT DUTY STATION (PDS). Also called OFFICIAL STATION. The employee's or invitational 

traveler's permanent work assignment location. For the purpose of determining PCS travel allowances, a PDS is the 

building or other place (base, post, or activity) where an employee regularly reports for duty. With respect to 

authorization under these regulations relating to the residence and the HHG and an employee’s personal effects, 

PDS also means the residence or other QTRS from (to) which the employee regularly commutes to (and from) work, 

except where the PDS is in a remote area where adequate family housing is not available within reasonable daily 

commuting distance. In the latter situation, residence includes the dwelling where the employee’s dependents reside 

or are to reside, but only if such residence reasonably relates to the PDS as determined by the appropriate travelapproving/directing 

official. For purposes other than PCS travel allowances, a PDS is defined as: 

A. For an employee: 

1. The corporate limits of the city or town in which stationed, or; 


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Appendix A1 

2. If not stationed in an incorporated city or town, the official station limits are the reservation, station, or other 

established area (including established large reservation subdivisions (e.g., McGuire AFB and Ft Dix)) having 

definite boundaries in which the employee is stationed. When a reservation, station, other established area or 

established large reservation subdivision (e.g., McGuire AFB and Ft. Dix) falls within two or more corporate 

city limits (e.g., the districts of Honolulu and any other such as Ewa, Hawai’i) or crosses recognized borders 

(e.g., Ft. Campbell is in Tennessee and Kentucky), it is not in either one. The PDS limits are then solely the 

limits of the reservation, station, other established area or established large reservation subdivision. 

B. For an invitational traveler: 

1. The corporate limits of the city or town in which the home or principal place of business is located, or 

2. If not in an incorporated city or town, the official station limits are the reservation, station, or other 

established area (including established large reservation subdivisions (e.g., McGuire AFB and Ft. Dix)) having 

definite boundaries in which the home or principal place of business is located. When a reservation, station, 

other established area or established large reservation subdivision (e.g., McGuire AFB and Ft. Dix) falls 

within two or more corporate city limits (e.g., the districts of Honolulu and any other such as Ewa, Hawai’i) 

or crosses recognized borders (e.g., Ft Campbell is in Tennessee and Kentucky), it is not in either one. The 

limits of the PDS are then solely the limits of the reservation, station, other established area or established 

large reservation subdivision. 

NOTE: Arlington County, VA, is a PDS. The Pentagon and other Government activities are located in 

Arlington, VA – even though they have Washington, D.C. mailing addresses (52 Comp. Gen. 751 (1973)). There 

are seven Districts on the Island of Oahu, Hawai’i. Each of those seven Districts is a separate and unique PDS. 

(19 Comp. Gen. 602 (1939) and 42 Comp. Gen. 460 (1963)). 

PERMANENT DUTY TRAVEL (PDT). First duty station travel for a newly recruited employee or appointee, 

RAT, PCS travel, and separation travel. See Ch 5, Part A. 

PLACE FROM WHICH CALLED (OR ORDERED) TO ACTIVE DUTY (PLEAD) 

1. The place of acceptance in current enlistment, commission, or appointment of an active Service member, or 

of an RC member when enlisted, commissioned, or appointed for immediate active duty. For an inductee, it is 

the location of the local Selective Service Board to which the individual first reported for delivery to the 

induction station. 

2. In the case of an RC member who is not enlisted, commissioned, or appointed for immediate active duty, the 

place to which an order to active duty is addressed. 

3. Effective 1 January 1983: In the case of a non-prior service midshipman or cadet at a Service academy or a 

civilian college or university, the place at which the member attains a military status or at which the member 

enters the Service. NOTE: Generally this is the academic institution and not the member's HOR (60 Comp. 

Gen. 142 (1980)). 

NOTE: 

The PLEAD changes only if there is a break in service exceeding one full day, in which case it is the 

place of entry into the new period of service. 

PLACE OF PUBLIC ACCOMMODATION. See ACCOMMODATIONS, PUBLIC. 

PLACE OF STORAGE. Residence or authorized storage location. 

POLICY-CONSTRUCTED AIRFARE. The least expensive, unrestricted economy/coach airfare. If the policyconstructed 

airfare turns out to be or include a city-pair airfare and if there are both a ‘YCA’ and a ‘-CA’ airfare, the 

‘YCA’ airfare is used. A capacity-controlled city-pair airfare (-CA airfare) is not included when creating a policyconstructed 

airfare for comparison purposes. 


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Appendix A1 

PORT CALL. Official notification or instructions that require a traveler to report for transoceanic transportation. 

It designates the port of embarkation, identifies the carrier with flight number or sailing assignment, specifies the 

reporting time and date, and provides instructions relevant to the transportation arrangements. 

PORT OF DEBARKATION (POD) 

1. Air Travel: the destination airport at which the traveler leaves an international/transoceanic flight. 

2. Ship Travel: the place at which the traveler leaves a ship after the journey of 24 or more hours. 

PORT OF EMBARKATION (POE) 

1. Air Travel: the airport at which the traveler boards an international/transoceanic flight. 

2. Ship Travel: the place at which the traveler boards a ship for a journey of 24 or more hours. 

POSSESSIONS OF THE UNITED STATES. See TERRITORIES AND POSSESSIONS OF THE UNITED 

STATES. 

POST OF DUTY. (Also see PDS.) An OCONUS PDS. 

PREMIUM-CLASS. Travel and accommodations that are: 

1. First-class. Highest class available. See definition of FIRST-CLASS, or 

2. Business-class. See definition of BUSINESS-CLASS. 

PRIVATELY OWNED AIRCRAFT. An aircraft that is owned or leased for personal use. It is not owned, leased, 

chartered, or rented by a GOV’T agency, nor is it rented or leased for use in carrying out official GOV’T business. 

PRIVATELY OWNED AUTOMOBILE (POA). A car or light truck (including vans and pickup trucks) that is 

owned or leased for personal use by an individual. 

PRIVATELY OWNED CONVEYANCE (POC). (See TRANSPORTATION.) Any transportation mode used 

for the movement of persons from place to place, other than a GOV’T conveyance or common carrier, including a 

conveyance loaned for a charge to, or rented at personal expense by, an employee for transportation on PCS or TDY 

when such rental conveyance has not been authorized/approved as a Special Conveyance as provided for in JTR, 

par. C2102-B. NOTE: A common carrier, or a conveyance owned by the GOV’T, is not a POC. 

PRIVATELY OWNED (MOTOR) VEHICLE (POV). Any motor vehicle owned by, or on a long-term lease (12 

or more months) to, an employee or that employee’s dependent for the primary purpose of providing personal 

transportation that: 

1. Is self-propelled; 

2. Is licensed to travel on the public highways; 

3. Is designed to carry passengers or HHG; and 

4. Has four or more wheels (see NOTE 3 below). 

NOTE 1: In the case of a leased vehicle, the employee must provide written authority from the leasing company 

to have the vehicle transported. All requirements stated in the lease, as well as requirements for POV entry into 

any location, are the employee's responsibility. 

NOTE 2: A trailer, airplane, or any vehicle intended for commercial use is not a POV. 


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NOTE 3: 

Appendix A1 

a. CONUS. A motorcycle or moped may be designated as a POV (rather than as HHG) by the employee if the 

employer determines it is more advantageous and cost effective to the GOV’T to transport POV(s) than to drive 

to the new PDS. 

b. OCONUS. 

A motorcycle or moped may be shipped as the POV (rather than as HHG) on the same travel 

authorization/order. 

PRIVATIZED HOUSING. Housing units on or near a military INSTALLATION in the U.S. and/or its territories 

and possessions that are acquired or constructed by private persons, under the authority of 10 USC §§2871-2885. 

Privatized housing is not GOV’T QTRS, nor is it GOV’T-controlled QTRS, nor is it private sector housing. 

PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E) FOR MEMBER/EMPLEE. (Also called 

PRO or PRO-Gear.) HHG in a member's/employee’s possession needed for the performance of official duties at 

the next or a later destination ( B-171877.03, 15 December 1976, B-196994, 9 May 1980, and B-251563, 14 June 

1993). The following items are PBP&E: 

1. Reference material; 

2. Instruments, tools, and equipment peculiar to technicians, mechanics, and members of the professions; 

3. Specialized clothing such as diving suits, astronauts' suits, flying suits and helmets, band uniforms, 

chaplains' vestments, and other specialized apparel not normal or usual uniform or clothing; 

4. Communication equipment used by a member in association with the MARS (see DODD 4650.2); 

5. Individually owned or specially issued field clothing and equipment; 

6. An official award given to a member by a Service (or a component thereof) for service performed by the 

member in the member's capacity or by a professional society/organization/U.S. or foreign Government for 

significant contributions ICW official duties; and 

7. Personal computers and accompanying equipment used for official GOV’T business (i.e., CPU, monitor, 

keyboard, mouse, 1 printer, 1 set of small computer speakers). 

8. GOV’T- or uniformed service-owned accountable Organizational Clothing and Individual Clothing 

(OC&IE) property issued to the employee or member by the Agency/Service for official use. 

NOTE: Excluded from PBP&E are commercial products for sale/resale used in conducting business, sports 

equipment; and office, household, or shop fixtures or furniture (such as bookcases, study/computer desks, file 

cabinets, and racks) of any kind even though used ICW the PBP&E. 

PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E) FOR A MEMBER’S DEPENDENT 

SPOUSE. (Also called PRO or PRO-Gear). (NOT APPLICABLE TO AN EMPLOYEE’S DEPENDENT 

SPOUSE). HHG in a spouse's possession needed for the member’s spouse employment or community support 

activities at the next or a later destination. The following items are PBP&E: 

1. Reference material, 

2 Instruments, tools, and equipment peculiar to technicians, mechanics, and members of the professions; 

3. Specialized clothing such as diving suit, flying suits and helmets, band uniforms, nurse uniforms, chaplains' 

vestments, and other specialized apparel not normal or usual uniform or clothing; and 


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Appendix A1 

4. Personal computers and accompanying equipment used for business or community support activities (i.e., 

CPU, monitor, keyboard, mouse, 1 printer, 1 set of small computer speakers). 

NOTE: 

Excluded from PBP&E are commercial products for sale/resale used in conducting business, sports 

equipment, and office, household, or shop fixtures or furniture (such as bookcases, study/computer desks, file 

cabinets, and racks) of any kind even though used ICW the PBP&E. 

PROPORTIONAL MEAL RATE. The average of the standard GOV’T meal rate 

(http://www.defensetravel.dod.mil/perdiem/faqgovmeals.html) and the meals portion of the applicable M&IE rate 

(http://www.defensetravel.dod.mil/perdiem/pdrates.html) , rounded up to nearest dollar. 

REDUCED PER DIEM. A per diem rate, lower than locality per diem, that is authorized by an agency when there 

are known reductions in lodging and meal costs that can be determined in advance. 

RENEWAL AGREEMENT TRAVEL (RAT). See PERMANENT DUTY TRAVEL. Travel and transportation 

allowance for the purpose of the employee/dependents to return home on leave, between overseas tours of duty. See 

Ch 5, Part K, for eligibility and limitations. 

RESERVE COMPONENT. The: 

A. Army National Guard of the U.S.; 

B. Army Reserve; 

C. Naval Reserve; 

D. Marine Corps Reserve; 

E. Air National Guard of the U.S.; 

F. Air Force Reserve; 

G. Coast Guard Reserve; and 

H. Reserve Corps of the Public Health Service. 

RESIDENCE-TYPE QUARTERS. QTRS that are not hotel or hotel-like accommodations. 

SECRETARIAL PROCESS. Action by the Per Diem Committee Principal member, the Principal member’s 

designated representative, or: 

A. Secretary of a Military Department, 

B. Director of a Defense Component, 

C. Director, Administration & Management for: 

1. Office of the Secretary of Defense, 

2. Washington Headquarters Services, 

3. Organization of the Joint Chiefs of Staff, 

4. Uniformed Services University of the Health Sciences, 

5. U.S. Court of Military Appeals, and 


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D. Designated representative for any of the above. 

Appendix A1 

The Secretarial Process is (or the Processes are) in administrative and/or procedural directives issued under par. 

C1002. 

SECRETARY CONCERNED. As defined in 37 USC. §101(5), the Secretary of: 

A. The Army, with respect to matters concerning the Army; 

B. The Navy, with respect to matters concerning the Navy, the Marine Corps, and the Coast Guard when it is 

operating as a Service in the Navy; 

C. The Air Force, with respect to matters concerning the Air Force; 

D. Homeland Security, with respect to matters concerning the Coast Guard when it is not operating as a Service in 

the Navy; 

E. Commerce, with respect to matters concerning the National Oceanic and Atmospheric Administration; and 

F. Health and Human Services, with respect to matters concerning the Public Health Service. 

When this term is used in the JTR, the Secretary concerned may authorize action by the PDTATAC Principal, 

without further delegation. 

SEPARATE DEPARTMENT. See DIFFERENT (OR SEPARATE) DEPARTMENTS AND AGENCIES. 

SEPARATION TRAVEL. See PERMANENT DUTY TRAVEL. 

SERVICES. See UNIFORMED SERVICES. 

SHORT DISTANCE MOVE. A PCS between PDSs within the same city/area when the old and new PDS are at 

least 50 miles apart. See par. C5080-F for authorization/approval and exceptions to the 50-mile rule. 

SPARE PARTS FOR A POV. Extra tires, wheels, tire chains, tools, battery chargers, accessories, and those small 

and usually possessed parts or replacements used for repair and replacement of identical parts subject to normal use 

and wear (such as extra spark plugs, radiator hoses, fan belts, filters, gaskets, tune-up and repair kits), and items that 

serve a seasonal, an emergency, or a convenience purpose, such as special seats and beds for children, bottle 

warmers and similar conveniences, snow and ice removal equipment, auxiliary heaters, and storage boxes. 

SPECIAL CONVEYANCE. Commercially rented or hired vehicles other than a POC and other than those owned 

or under contract to an agency. 

STANDARD CONUS PER DIEM RATE 

A. The per diem rate for any CONUS location not included in a defined locality (county/area) in the CONUS per 

diem rates (http://www.defensetravel.dod.mil/perdiem/pdrates.html) . See also par. C4550-E3. 

B. The per diem rate for all CONUS locations when PDT is involved. 

STANDARD GOVERNMENT MEAL RATE. The daily rate paid for meals in a GOV’T dining facility/mess 

including the operating cost. See GOVERNMENT MEAL RATE for current rates. 

STORAGE IN TRANSIT (SIT). Short-term storage that is part of HHG transportation. May be at any 

combination of the origin, in transit, or destination. Usually for 90 or fewer days, but may be extended. See par. 

C5190. Also referred to as temporary storage. 


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SUBSISTENCE EXPENSES. See PER DIEM ALLOWANCE. 

Appendix A1 

TEACHER. A civilian who is a citizen of the U.S. and whose services are required on a school year basis in a 

teaching position subject to 20 USC §901-907 in the DOD Education Activity System. 

TEMPORARY CHANGE OF STATION (TCS). The relocation of an employee to a new PDS for a temporary 

period to perform a long-term temporary assignment, and subsequent return of the employee to the previous PDS 

after assignment completion. 

*TEMPORARY DUTY (TDY). Duty at one or more locations, away from the PDS, under a travel authorization/ 

order providing for further assignment or, pending further assignment, to return to the old PDS or to proceed to a 

new PDS. There are four types of TDY travel with different allowances: 

1. Business Travel. Conducting business at a location other than the PDS. It incorporates any type of travel 

not included in schoolhouse training, deployment and unit training or special circumstances travel. It also 

includes certain local travel, but not leave or evacuation. 

2. Schoolhouse Training Travel. Travel ICW TDY attendance at formal course(s) of instruction by a civilian 

employee. 

3. Deployment, Personnel Traveling Together Under an Authorization/Order Directing No/Limited 

Reimbursement, and Unit Travel. Includes a unit traveling in support of a combat mission, peacekeeping, and 

disaster relief. It also includes field or maneuver training and sea duty when troops involved are not 

permanently assigned to a ship. The GOV’T provides all transportation, lodging, and eating facilities when 

personnel traveling together are under an authorization/order directing no/limited reimbursement. 

4. Special Circumstances Travel. Those categories of travel found in JTR, Ch 7. 

TEMPORARY DUTY (TDY) LOCATION. See TEMPORARY DUTY STATION. 

TEMPORARY DUTY (TDY) STATION. A place, away from the PDS, to which the traveler is authorized to 

travel. 

TEMPORARY DUTY (TDY) TRAVEL. Travel to one or more places away from a PDS to perform duties for a 

period of time and, upon completion of assignment, return or proceed to a PDS. 

TEMPORARY LODGING FACILITIES. Specifically identified Service-operated interim housing facilities that 

provide short-term housing accommodations for which a charge is levied, without direct charge against the 

occupant’s QTRS allowance. They include guesthouses, except transient visiting officer QTRS occupied by official 

visitors to the INSTALLATION. NOTE: 

They do not include facilities used primarily for rest and recuperation 

purposes, or unaccompanied officer and enlisted QTRS. 

TEMPORARY STORAGE. See STORAGE IN TRANSIT. 

TERRITORIES AND POSSESSIONS OF THE UNITED STATES. (As released by the Office of the 

Geographer and Global Issues, 1 July 1997.) 

A. Commonwealth of the Northern Mariana Islands, i.e., Saipan, Saipan Lagoon, Tinian, Aquijan, Rota, Farallon 

De Pajaros (Uracas), Maug, Asuncion, Agrihan, Pagan, Alamagan, Zealandia Banks, Guguan, Sarigan, Anatathan, 

Farallon De Medinilla, Esmeralda Banks, and Northern Islands Sanctuary. (Island names from website: 

www.saipan.com). 

B. Commonwealth of Puerto Rico 

C. American Samoa 


7/1/09



D. Baker Island 

E. Guam 

F. Howland Island 

G. Jarvis Island 

H. Johnston Atoll 

I. Kingman Reef 

J. Midway Islands 

K. Navassa Island 

L. Palmyra Atoll 

M. Virgin Islands 

N. Wake Island 

Appendix A1 

TERRITORY OF THE UNITED STATES. (See TERRITORIES AND POSSESSIONS OF THE UNITED 

STATES.) An incorporated or unincorporated territory over which the U.S. exercises sovereignty, an area at times 

referred to as a dependent area or possession, and other areas subject to U.S. jurisdiction. NOTE: "Incorporated” 

territories refer to any areas that Congress has "incorporated" into the U.S. by making the Constitution 

applicable thereto. "Unincorporated” territories refer to any territories to which the Constitution has not been 

expressly and fully extended. 

TRANSOCEANIC TRAVEL. Travel, that if performed by surface means of commercial transportation over a 

usually traveled route, requires oceangoing ships. 

TRANSPORTATION. The means of moving people or things (particularly HHG) from one place to another. 

TRANSPORTATION EXPENSES. The costs related to transportation. See Ch 2 and APP G. 

TRANSPORTATION, HHG. The shipping, packing, crating, drayage, storage in transit, uncrating, and unpacking 

of HHG at GOV’T expense. See Ch 5, Part D for specific regulations governing PCS HHG transportation. 

TRANSPORTATION-IN-KIND. Transportation provided by the GOV’T without cost to the traveler. It includes 

transportation by GOV’T aircraft, ship, or vehicle, and GOV’T-procured transportation via commercial carriers. 

TRANSPORTATION, POV. Transportation by ship, including port-handling charges, to, from, and between 

OCONUS ports. 

NOTE 1: The term does not include land transportation to or from such ports, except when transportation of a 

POV is authorized by 5 USC §5564 and is IAW Service regulations. 

NOTE 2: Customs and other fees and charges required to effect entry of a POV into a country are not part of 

transportation. They are the employee’s financial responsibility. 

TRANSPORTATION REQUEST. A written GOV’T request (including a GTR – see definition) to procure 

transportation, accommodations, or other services chargeable to the GOV’T from a commercial provider ICW 

official travel. 


7/1/09



Appendix A1 

TRANSPORTATION TERMINAL. A transportation terminal is a common carrier or GOV’T transportation (air, 

rail, bus, or ship) terminal, station, airport, or wharf. It includes a rental car pick-up or drop-off point if rental car is 

the transportation mode to and from the TDY location. 

TRANSPORTATION, USUAL MODE OF. A transportation mode that is authorized, required, or furnished for 

usual travel by direct route, including common carrier facilities within CONUS or commercial and GOV’T 

transportation facilities overseas that would be used for travel by the most direct usually traveled route between 

points of official travel. 

TRAVEL. The term “travel” relates to movement of persons from place to place and includes authority to the use 

of QTRS facilities, allowances, and certain transportation and miscellaneous reimbursable expenses incidental to 

travel, subject to conditions and limitations in this Volume. 

TRAVEL-APPROVING/DIRECTING OFFICIAL. Individuals who direct and approve/disapprove travel 

requests and vouchers prior to claim settlement. They ensure the necessity and justification for travel authorizations. 

TRAVEL AUTHORIZATION. (Also referred to as a travel order.) A written instrument issued or approved by 

person(s) to whom authority has been delegated authorizing a traveler or group of travelers to travel. There are four 

basic types travel authorizations: 

A. Unlimited Open. This is a form of blanket travel authorization allowing an employee to travel anywhere on 

official business without further authorization for a specified period of time within a fiscal year. See NOTE below 

for restrictions. 

B. Limited Open. This is a form of blanket travel authorization allowing an employee to travel on official business 

without further authorization under certain specific conditions, i.e., travel to specific geographic area(s) for specific 

purpose(s), subject to trip cost ceilings, or for specific periods of time within a fiscal year. See NOTE below for 

restrictions. 

C. Repeat. This is a form of blanket travel authorization allowing an employee to travel on official business 

without further authorization to a specific destination for a specified period of time within a fiscal year. See NOTE 

below for restrictions. 

D. Trip-by-trip. A travel authorization allowing an individual or group of individuals to take one or more specific 

official business trips, which must include specific purpose, itinerary, and estimated costs. 

NOTE: 

Unlimited Open, Limited Open, and Repeat Travel Authorizations (also called Blanket Travel 

Authorizations) are not used in DTS. The blanket travel authorization type is restricted to economy-class travel 

authorization. If premium-class transportation becomes necessary for a specific trip, an amendment to the travel 

for each such trip must be issued. 

TRAVEL CLAIM (VOUCHER). A written request, supported by applicable documentation and receipts , for 

reimbursement of expenses incurred in the performance of any official travel. 

TRAVEL, EMERGENCY. Travel that results from: 

A. The traveler becoming incapacitated by illness or injury not due to personal misconduct; 

B. The death or serious illness of a member of the traveler’s family; or 

C. A catastrophic occurrence or impending disaster, such as fire, flood, or act of God, that directly affects the 

traveler’s home. 

TRAVEL, INVITATIONAL. Authorized travel by individuals either not employed by the GOV’T or employed 

(under 5 USC §5703) intermittently in the GOV’T's service as consultants or experts and paid on a daily whenactually-employed 

basis. It is also used for individuals serving without pay or at $1 a year when they are acting in a 


7/1/09



Appendix A1 

capacity directly related to, or ICW, official GOV’T activities. Travel and transportation allowances authorized for 

these persons are the same as those ordinarily authorized for civilian employees ICW TDY, except as provided by 

item A2m in APP E, Part I for spouse invitational travel. See APP E. 

TRAVEL MANAGEMENT CENTER (TMC). See (CONTRACTED) COMMERCIAL TRAVEL OFFICE/ 

TRAVEL MANAGEMENT CENTER (CTO/TMC) and TRAVEL MANAGEMENT SYSTEM (TMS). 

TRAVEL MANAGEMENT SYSTEM (TMS). (FTR §301-73.100-103) A system to arrange travel services for 

Federal travelers on official travel, including reservation of accommodations and ticketing. A TMS includes a CTO/ 

TMC, and an electronic system or other commercial method of arranging travel. 

TRAVEL, OFFICIAL. Authorized travel solely ICW business of the DOD or the GOV’T. 

NOTE 1: Official travel may be performed within or in the vicinity of a PDS; to or from the actual residence to, 

from, or between PDSs; and to, from, at, and between TDY assignment locations. 

NOTE 2: Travel and delays for personal reasons or convenience, by circuitous route, by transportation modes 

other than authorized/approved, for additional distances, or to places ICW personal business is not official travel. 

Nonofficial travel status affects allowances, reimbursements, and pay status. 

TRAVEL REQUEST. A written statement for travel authorization that includes information regarding personnel, 

mission, pertinent dates or assignment period, transportation modes, allowances, limitations, special approval or 

instructions, justifications if necessary, and fund and accounting citation. 

TRAVEL-REQUESTING OFFICIAL. The individual who initiates the request for a travel authorization and who 

has full knowledge of the purpose of, and requirements for, the travel mission. DOD components may permit 

travelers to be travel-requesting officials for their own travel authorizations. However when travelers are permitted 

to be travel-requesting officials for their own travel authorizations, under no circumstances may the travelrequesting 

official also be the travel-approving/directing and/or AO for the travel. NOTE: A travel request is 

subject to approval/disapproval by a travel-approving/directing official. 

TRAVEL STATUS. The employee’s status for the elapsed period of time from the beginning to the end of official 

travel in compliance with the authority in a travel authorization, including time en route awaiting transportation 

connections and delays en route beyond the traveler’s control. 

*TRIP RECORD. Under DTS, this document, in either electronic or paper form, provides the vehicle on which is 

recorded each official travel authorization/order, initial options, modifications, and payment decisions. Prepared by 

the traveler, it is the single trip document that includes the travel authorization/order and fund cite, the should-cost 

estimate, the itinerary, updates to the itinerary made during the trip, and serves as the expense report when the 

traveler returns. 

UNACCOMPANIED BAGGAGE. See BAGGAGE, UNACCOMPANIED. 

UNIFORMED SERVICES. The Army, Navy, Air Force, Marine Corps, Coast Guard, National Oceanic and 

Atmospheric Administration Corps, and Public Health Service. 

UNIT. A military element whose structure is prescribed by competent authority, such as in a table of organization 

and equipment. 

UNITED STATES (U.S.). The 50 states and the District of Columbia. 

UPON SEPARATION FROM FEDERAL SERVICE. All dates following the date an employee is separated 

from Federal Service. 


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Appendix A1 

U.S.-CERTIFICATED AIR CARRIER. A U.S.-certificated air carrier that holds a certificate under 49 USC 

§41102 and that is authorized either by the carrier's certificate or by exemption or regulation. U.S.-certificated air 

carrier service also includes service provided under a code share agreement with a foreign (non-.U.S.-certificated) 

air carrier IAW Title 14, Code of Federal Regulations (CFR) when the ticket, or documentation for an electronic 

ticket, identifies the U.S.-certificated air carrier's designator code and flight number. 

U.S. FLAG AIR CARRIER. See U.S.-CERTIFICATED AIR CARRIER. 

U.S. INSTALLATION. A base, post, yard, camp or station: 

A. Under the local command of a uniformed service, 

B. With permanent or semi-permanent-type troop shelters and a GOV’T dining facility/mess, and 

C. At which there are U.S. GOV’T operations. 

NOTE: 

This term includes only that area actually occupied by those operations (plus the minimum surrounding 

area necessary for close-in security) and excludes contracted hotels not contained on and operated by the 

INSTALLATION. 

WARD. A person, especially an infant, placed by authority of law under the care of a guardian. 

WEIGHT ADDITIVE. See HOUSEHOLD GOODS-WEIGHT ADDITIVE. 


7/1/09

APP A: Definitions & Acronyms (JFTR/JTR) 

Part 2: Acronyms 

Acronym 

APPENDIX A 

PART II: ACRONYMS 

(C) means applicable only to JTR (U) means applicable only to JFTR 

Meaning 

AEA Actual Expense Allowance 

AMC Air Mobility Command 

AO Authorizing/Order-Issuing Official or Approving Official 

AOR Area of Responsibility 

AT Annual Training (U) 

ATM Automated Teller Machine 

AWOL Absent Without Leave (U) 

BAH Basic Allowance for Housing (U) 

BAH-DIFF Basic Allowance for Housing – Differential (U) 

BAH-RC Basic Allowance for Housing - Reserve Component (U) 

BAH-T Basic Allowance for Housing – Transit (U) 

BAS Basic Allowance for Subsistence (U) 

BRAC Base Realignment and Closure 

Appendix A2 

_CA 

Unrestricted capacity-controlled airfare (fare basis code). The unrestricted capacity 

controlled airfare, or “-CA”, differs from the unrestricted airfare (YCA) only in that the 

airline can limit the number of seats offered at the unrestricted capacity controlled airfare. 

See APP P, Part 1, par. A2. 

CAP Civilian Advisory Panel 

CBA Centrally Billed Government Travel Charge Card Account 

CBCA Civilian Board of Contract Appeals 

CFR Code of Federal Regulations 

COLA Cost-of-Living Allowance 

CONUS Continental United States 

CONUS COLA Continental United States Cost of Living Allowance (U) 

COSTEP Commissioned Officer Student and Extern Program 

COT Consecutive Overseas Tour (U) 

CSRS Civil Service Retirement System (C) 

CTD Civilian Travel Determination (C) 

CTO (Contracted) Commercial Travel Office 

CWT Hundred weight 

*DAS *Defense Attaché System 

DDESS Domestic Dependent Elementary and Secondary School 

*DIA *Defense Intelligence Agency 

DLA Dislocation Allowance (U) 

DOD Department of Defense 

DODD Department of Defense Directive 

DODDS Department of Defense Dependents Schools (C) 

DODEA Department of Defense Education Activity 

DODI Department of Defense Instruction 

DOHA Department of Defense Office of Hearings and Appeals (U) 

DOJ Department of Justice (U) 

DON Department of the Navy (includes USN and USMC) 

*DPM *Direct Procurement Method 

DSSR Department of State Standardized Regulations 

DTOD Defense Table of Official Distances 

DTR Defense Transportation Regulation 

DTS Defense Travel System 

Change 271/525 A2-1 

7/1/09



Acronym 

Meaning 

Appendix A2 

EFT Electronic Funds Transfer 

EUM Essential Unit Messing 

EVT Emergency Visitation Travel (C) 

FAM Foreign Affairs Manual (C) 

FAST Federal Automated System for Travel 

FEMA Federal Emergency Management Agency 

FEML Funded Environmental and Morale Leave 

FERS Federal Employees Retirement System (C) 

FHA Federal Housing Administration (C) 

FSH Family Separation Housing (U) 

FSH-B Family Separation Housing – BAH Based Location (U) 

FSH-O Family Separation Housing – OHA Based Location (U) 

FTA Foreign Transfer Allowance (C) 

FTR Federal Travel Regulation 

FUTA Federal Unemployment Tax Allowance (C) 

FVT Family Visitation Travel (C) 

FWS U.S. Fish and Wildlife Service (C) 

GAO Government Accountability Office (formerly General Accounting Office) 

GARS Government Administrative Rate Supplement 

GMR Government Meal Rate 

GOV Government-owned vehicle 

GOV’T (U.S.) Government 

GSA General Services Administration 

GSBCA General Services Administration Board of Contract Appeals 

GTCC Government Travel Charge Card 

GTR Government Transportation Request (SF 1169) 

HHG Household Goods 

HHS Health and Human Services (U) 

HHT House Hunting Trip (C) 

HOR Home of Record 

HOS Home of Selection (U) 

HP Home Port (U) 

HSTA Home Service Transfer Allowance (C) 

IADT Initial Active Duty for Training (U) 

IAW In Accordance With 

ICW In Connection With 

IE 

Incidental Expenses 

IBA 

Individually Billed Government Travel Charge Card Account. NOTE: 

Does not apply to 

any other form of personal credit card. 

IPCOT 

In-Place Consecutive Overseas Tour (U) 

IRC Internal Revenue Code (C) 

IRS Internal Revenue Service (C) 

ITA Invitational Travel Authorization 

ITDY Indeterminate TDY (U) 

ITO Installation Transportation Officer 

ITRA Income Tax Reimbursement Allowance (C) 

JFTR Joint Federal Travel Regulations 

JTF Joint Task Force 

JTR Joint Travel Regulations 

LPDCI Living Pattern Data Collection Instrument (U) 

LPQ Living Pattern Questionnaire (U) 

LPS Living Pattern Survey (U) 

LWOP Leave Without Pay (C) 

M&IE Meals and Incidental Expenses 

Change 271/525 A2-2 

7/1/09



Acronym 

Meaning 

MALT Monetary Allowance in Lieu of Transportation 

MALT PLUS Monetary Allowance in Lieu of Transportation Plus Flat Per Diem 

MAP Military Advisory Panel 

MARS Military Affiliate Radio System 

MEA Miscellaneous Expense Allowance (C) 

MHA Military Housing Area (U) 

MIA Missing in Action 

MIHA Move-in Housing Allowance (U) 

MILAIR Military Aircraft 

MSC Military Sealift Command (C) 

NIST National Institute of Standards and Technology (C) 

NOAA National Oceanic and Atmospheric Administration (Same as USNOAA) 

NTE Not to exceed 

NTS Non-temporary Storage (also referred to as Extended Storage) 

OC&IE Organizational Clothing & Individual Equipment 

OCONUS Outside the Continental United States 

OHA Overseas Housing Allowance (U) 

OMB Office of Management and Budget 

OPM Office of Personnel Management 

OSD Office of the Secretary of Defense 

PBP&E Professional Books, Papers and Equipment (also referred to as PRO-Gear) 

PCS Permanent Change of Station 

PDS Permanent Duty Station (U) 

PDT Permanent Duty Travel (C) 

PDTATAC Per Diem, Travel and Transportation Allowance Committee 

PDUSD (P&R) Principal Deputy Under Secretary of Defense (Personnel & Readiness) 

PEB Physical Evaluation Board (U) 

PHS Public Health Service (Same as USPHS) 

PLEAD Place from Which Entered (or Called) to Active Duty (U) 

PMR Proportional Meal Rate 

POA Privately Owned Automobile 

POC Privately Owned Conveyance 

PoC Point of Contact 

POD Port of Debarkation 

POE Port of Embarkation 

POV Privately Owned Vehicle 

POW Prisoner of War 

PRO-Gear Professional Gear (also referred to as PBP&E) 

QTRS Quarters 

RAT Renewal Agreement Travel (C) 

RC Reserve Component 

RDD Required Delivery Date (U) 

RIT Relocation Income Tax (C) 

RPDCI Retail Price Data Collection Instrument (U) 

SDDC (Military) Surface Deployment and Distribution Command 

SEA Subsistence Expense Allowance (C) 

SECDEF Secretary of Defense 

SES Senior Executive Service (C) 

SIT Storage in Transit 

SMA Separate Maintenance Allowance (C) 

SR&R Special Rest and Recuperative Absence (U) 

SROTC Senior Reserve Officers’ Training Corps 

SSN Social Security Number 

STB Surface Transportation Board (C) 

Appendix A2 

Change 271/525 A2-3 

7/1/09



Acronym 

Meaning 

Appendix A2 

TCS Temporary Change of Station (C) 

TDRL Temporary Disability Retired List (U) 

TDY Temporary Duty 

TLA Temporary Lodging Allowance (U) 

TLE Temporary Lodging Expense (U) 

TMC Travel Management Center 

TMS Travel Management System 

TQSA Temporary Quarters Subsistence Allowance (C) 

TQSE Temporary Quarters Subsistence Expenses (C) 

TQSE(AE) Actual Expense Reimbursement for Temporary Quarters Subsistence Expenses (C) 

TQSE(F) Fixed Amount Reimbursement for Temporary Quarters Subsistence Expenses (C) 

UB Unaccompanied Baggage 

UN United Nations 

U.S. United States 

USC United States Code 

USNOAA United States National Oceanic and Atmospheric Administration (same as NOAA) 

USPHS United States Public Health Service (same as PHS) 

USSM Under Secretary of State for Management (C) 

UTD Uniformed Travel Determination (U) 

VA Department of Veterans Affairs (C) 

VAMC Veterans Affairs Medical Center (U) 

VPC Vehicle Processing Center 

WAE When Actually Employed (C) 

YCA Unrestricted airfare (fare basis code). The unrestricted airfare, or “YCA”, has a last 

economy/coach seat on the aircraft availability to the traveler. See APP P, Part 1, par. A2. 

Change 271/525 A2-4 

7/1/09

APP B: OCONUS Maximum Per Diem Rates (JFTR/JTR) Appendix B 

APPENDIX B 

OCONUS MAXIMUM PER DIEM RATES 

*For current per diem rates, please see the Per Diem, Travel and Transportation Allowance Committee website. 

Change 269/523 B-1 

5/1/09

APP B: OCONUS Maximum Per Diem Rates (JFTR/JTR) Appendix B 

PAGE LEFT BLANK INTENTIONALLY 

Change 269/523 B-2 

5/1/09

APP C: Statutory and Other Authorities 

Part 1: Executive Order 

PART I: EXECUTIVE ORDER 

For Executive Order 11609, 22 July 1971 see: 

http://www.archives.gov/federal-register/codification/executive-order/11609.html. 

Appendix C1 

Change 520 C1-1 

2/1/09


Part 1: Executive Order 


Appendix C1 


2/1/09


Part 2: DOD Instruction 

PART 2: DEPARMENT OF DEFENSE INSTRUCTION 

Appendix C2 

For Department of Defense Instruction (DODI) 1000.1, Identity Cards Required by the Geneva Conventions: 

1. See http://www.dtic.mil/whs/directives/corres/ins1.html, 

2. Select ‘1000.1’, and 

3. Select a format for viewing and/or printing the Instruction. 

For an edited extract of DODI 1000.1 - Table of Military and Civilian Equivalent Grades for Prisoner of War 

Identification, see the table in APP C3. 


2/1/09


Part 2: DOD Instruction 


Appendix C2 


2/1/09


Part 3: Table of Mil & Civ Equivalent Grades for POW Identification 

Appendix C3 

PART 3: TABLE OF MILITARY AND CIVILIAN EQUIVALENT GRADES FOR 

PRISONER OF WAR IDENTIFICATION 

DoDI 1000.1, January 30, 1974 

Required by Articles 43 and 60 of the Geneva Convention relative to the Treatment of Prisoners of War of August 

12, 1949 

Geneva Convention Category 

V 

General Officers. 

Prisoners of War 

of Equivalent Rank 

Military 

Grade 

Group 

Army 

Navy 

Coast Guard 

National Oceanographic And 

Atmospheric Administration 

Air Force 

Marine Corps 

1 2 3A 3B 3C 3D 

IV 

Majors, Lt. Colonels, Colonels, 

Prisoners of War of Equivalent Rank 

III 

Warrant Officers Commissioned 

Officers Below Major, and Prisoners 

of War of Equivalent Rank 

II 

Sergeants and Other Noncommissioned 

Officers. Prisoners of 

War of Equivalent Rank 

I 

Prisoners Ranking Below Sergeant 

O-10 

O-9 

O-8 

O-7 

O-6 

O-5 

O-4 

O-3 

O-2 

O-1 

W-5 

W-4 

W-3 

W-2 

W-1 

E-9 

E-8 

E-7 

E-6 

E-5 

E-4 

E-3 

E-2 

E-1 

General 

Lieutenant General 

Major General 

Brigadier General 

Colonel 

Lt. Colonel 

Major 

Captain 

1 st Lieutenant 

2 nd Lieutenant 

Chief Warrant 

Chief Warrant 

Chief Warrant 

Chief Warrant 

Warrant Officer 

Command Sgt. Maj. 

Sergeant Major 

First Sergeant M/Sgt 

Sergeant 1/c 

Specialist 7 

Staff Sergeant 

Specialist 6 

Sergeant 

Specialist 5 

Corporal 

Specialist 4 

Private 1/c 

Private 

Private 

Admiral 

Vice Admiral 

Rear Admiral (upper half) 

Rear Admiral (lower half) 

Commodore 

Captain 

Commander 

Lt. Commander 

Lieutenant 

Lieutenant (J.G.) 

Ensign 

Chief Warrant 

Chief Warrant 

Chief Warrant 

Chief Warrant 


Master Chief Petty Officer 

Senior Chief Petty Officer 

Chief Petty Officer 

Petty Officer 1/C 



Seaman 

Seaman Apprentice 

Seaman Recruit 





Colonel 

Lt. Colonel 

Major 

Captain 



Chief Warrant 

Chief Warrant 

Chief Warrant 

Chief Warrant 


Chief Master Sgt. 

Senior Master Sgt. 

Master Sergeant 

Tech Sergeant 


Sergeant 

Airman 1/c 

Airman 

Airman Recruit 





Colonel 

Lt. Colonel 

Major 

Captain 



Chief Warrant 

Chief Warrant 

Chief Warrant 

Chief Warrant 



Master Gunnery Sgt. 

First Sergeant 


Gunnery Sergeant 


Sergeant 

Corporal 

Lance Corporal 

Private First Class 

Private 


2/1/09

Geneva 

Convention 

Category 


Officers, 

Prisoners of 

War of 

Equivalent 

Rank 

IV 


Part 3: Table of Mil & Civ Equivalent Grades for POW Identification 

Appendix C3 

Table of Military and Civilian Equivalent Grades for Prisoner of War Identification 

(Continued) 

Required by Articles 43 and 60 of the Geneva Convention relative to the Treatment of Prisoners of War of 12 August 1949 

Military 

Grade 

Group 

Army 

Others on Reverse 

Public Health Service 

Assistant Surgeon 



Schedule 

Civilian Grade Groups 

Federal 

Wage 

System 

American 

Red Cross 


2/1/09 

Teacher 

USO 

Civilian 

ID Cards 

1 2 3 4 5 6 7 8 9 10 

V O-10, O-9 General, Lt. General . . . . . . . . . . . . . . . 

V 

Surgeon General, 

O-8 Major General Deputy Surgeon 


SES, SL, 

ST 

. . . . . . . . . 

. . . 

Executive Director 


Officer 

O-7 Brigadier General 

. . . . . . 31 

Majors, Lt. 

Colonels, 

Colonels, 



Equivalent 

Rank 

III 

Warrant 

Officers, 

Commissioned 

Officers Below 

Major, and 



Equivalent 

Rank 

II 

Sergeants and 

Other Noncommissioned 

Officers. 



Equivalent 

Rank 

I 

Prisoners 

Ranking 

Below 

Sergeant 

O-6 

O-5 

O-4 

O-3 

Colonel 

Lt. Colonel 

Major 

Captain 

Medical Director 

Senior Surgeon 

Surgeon 

Senior Asst. Surgeon 

O-2 First Lieutenant Assistant Surgeon 

W-5 Chief Warrant 

. . . 

W-4 Officers, W5, W4, 

W-3 W3 

O-1 Second Lieutenant Jr. Asst. Surgeon 

W-2 Chief Warrant officer 

. . . 

W-1 W2, Warrant Officer 

E-9, E-8 

E-7 

E-6 

E-5 

E-4 

E-1, E-3 



Sergeant 

First Class 


Sergeant 

Corporal 

Other Enlisted Ranks 

. . . 

. . . 

. . . 

. . . 

. . . 

. . . 

GS-15 

GS-14 GS-13 

GS-12 

GS-11 GS-10 

GS-9 

GS-8 

GS-7 

GS-6 

GS-5 

GS-4 

GS-3 thru 

GS-1 

Ships Pilots 

WS-14 thru 

WS-19, 

WL-15, and 

Production 

Support 

Equivalents 

WS-8 thru 

WS-13, 

WL-6 thru 

WL-14, 

WG-12 thru 

WG-15, 

WP-17, 18 

and 

Production 

Support 

Equivalents 

WS-1 thru 

WS-7, 

WL-1 thru 

WL–5, 

WG-9 thru 

WG-11, 

WP-11 thru 

WP-16 

WG-1 thru 

WG-8, 

WP-4 thru 

WP-10 

. . . 

. . . 

Class IV, V 

Class I. 

steps 5-15 

II, III 

Class 1, 

steps 3, 4 

Class I, 

steps 1, 2 

. . . 

. . . 

. . . 

. . . 

28-29 

25-27 

24 

21-23 

20-19 

18 

17 - 15 

. . . 

. . . 

USO Staff 

Executives: 

Appropriate 

Equivalent 

Rate 

. . . 

. . . 

. . . 

USO Staff 

Entertainers: 

Appropriate 

Equivalent 

Rate 

IV 

Field 

Grade 


III 

Company 

Grade 


II 

Non-Com 

I 

Enlisted

APP D: CONUS Maximum Per Diem Rates (JFTR/JTR) Appendix D 

APPENDIX D 

CONUS MAXIMUM PER DIEM RATES 

*For current per diem rates, please see the Per Diem, Travel and Transportation Allowance Committee website. 

Change 269/523 D-1 

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APP D: CONUS Maximum Per Diem Rates (JFTR/JTR) Appendix D 


Change 269/523 D-2 

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APP E: Invitational Travel Authorizations (JFTR/JTR) Table of Contents 

NOTES: 

APPENDIX E 

INVITATIONAL TRAVEL AUTHORIZATIONS 

1. Travel and transportation allowances under Invitational Travel Authorizations are prescribed in JTR, APP 

E, for the DOD Services and in agency regulations for non-DOD Services. 

2. The Invitational Travel Authorization provisions in JTR, Appendix E, are reproduced in JFTR, Appendix 

E, for convenience. 

3. See Part III, Invitation to Travel, for information concerning travel by a contractor and a contractor's 

employees. 

PART I: INVITATION TO TRAVEL 

Par. Contents 

A. To Whom and When Invitational Travel is Applicable 

B. Restrictions 

C. Allowance Expenses 

PART II: SAMPLE FORMAT INVITATIONAL TRAVEL AUTHORIZATION 

PART III: GOVERNMENT CONTRACTOR’S/CONTRACTOR EMPLOYEES’ 

TRAVEL 

A. GOV’T Contractor’s/Contractor Employee Travels 

B. GOV’T Travel and Transportation Program Restrictions 

C. GOV’T Contractor Letter of Authorization/Identification 

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APP E: Invitational Travel Authorizations (JFTR/JTR) Table of Contents 


Change 266/520 E-ii 

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APP E: Invitational Travel (JFTR/JTR) 

Part 1: Invitational Travel Authorization (ITA) 

A. 

To Whom and when Invitational Travel is Applicable 

PART 1: INVITATION TO TRAVEL 

1. Invitational travel is the term applied to authorize travel by an individual when the person is acting in a 

capacity that is related directly to, or ICW, official DOD activities. The person must: 

a. Not be employed by the GOV’T, 

APP E1 

b. Be only Intermittently employed by the GOV’T as a consultant or expert (NOTE: 

This does not include 

a contractor’s employee traveling in the performance of the contract.) and paid on a daily when-actuallyemployed 

basis under 5 USC §5703, 

c. Be serving without pay or at $1 a year, or 

d. Be a volunteer covered by 10 USC §1588. See par. A2r. 

Travel and transportation allowances authorized for these individuals are the same as those ordinarily 

authorized for a DOD employee on TDY, except as provided by par. A2m below for spouse/dependent 

invitational travel. 

2. Invitational travel may be authorized by use of an ITA when: 

a. It is in the DOD Component’s interest to invite a college or university official or a representative of 

industry to observe the work performed by, or the operations of, an activity; 

b. An individual is requested to lecture, instruct, or give a demonstration at an activity ICW a DOD 

operation or program; 

c. An individual or as part of a group, who confers on an official DOD matter with DOD officials and who 

performs a direct service such as providing advice or guidance to DOD. An ITA is not authorized for an 

individual merely to attend a meeting or conference, even if hosted by a DOD Component on a matter 

related to the Component's official business. See 55 Comp. Gen. 750 (1976); 

d. An individual’s attendance at an incentive award ceremony is related to an award presentation (32 

Comp. Gen. 134 (1952)). Travel and transportation allowances to an award presentation for a 

dependent or relative of an award recipient is prohibited except as authorized under par. C5; 

e. An individual is an attendant for an employee with special needs or Uniformed Service member who is 

to be given an OPM award, a major department or agency award, or a non-Federally sponsored honor 

award and who would be unable to attend the award ceremony unattended (55 Comp. Gen. 800 (1976)); 

f. An individual is a sponsor, or is in a similar official capacity, and/or participates in a ceremony that is 

related directly to a DOD Component’s interest (NOTE: 

Simple ‘attendance’ at a ceremony does not 

allow travel under an ITA.); 

g. An individual is authorized pre-employment interview travel under JTR, par. C7150; 

h. The individual is serving without compensation on a Board of Visitors as provided for in DOD 

governing regulations consistent with statutory authority; 

i. A witness is called to testify in administrative proceedings directed against a GOV’T civilian employee 

or Uniformed Service member in an adverse action case. The testimony can be on behalf of the GOV’T, 

the civilian employee, or the Uniformed Service member. The presiding hearing officer must determine 

that the witness’s testimony is substantial, material, and necessary for proper case disposition and that an 

affidavit from the desired witness cannot adequately accomplish the same objective; 

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j. An individual is called to testify as a witness at a pretrial investigation conducted under Article 32, 

Uniform Code of Military Justice, 10 USC §832; 

k. Attendance as a complainant at an administrative hearing when the complaint is related to the 

complainant’s Federal employment, the hearing is provided for by applicable Federal employment 

regulations, and it would be unreasonable to require the complainant to appear at personal expense (B- 

180469, 28 February 1974); 

APP E1 

l. An individual is an attendant for an employee: under (1) or (2), or is an escort for a Uniformed Service 

member’s dependent(s) under (3) noted in JTR, Ch 7, Part K or par. C7100; or JFTR, par. U7551. 

(1) An employee with a disability or a special need on official travel (56 Comp. Gen. 661 (1977) ; (59 

Comp. Gen. 461 (1980)). 

(2) An employee who interrupts TDY because of an incapacitating illness or injury and is incapable of 

traveling alone. See JTR, par. C7370-A. Transportation expenses, but not per diem, are allowed for 

an attendant or escort for an employee on TDY who becomes ill or is injured (JTR, par. C7370-B2).; 

or 

(3) A Uniformed Service member’s dependent(s) when competent authority determined dependent’s 

travel is necessary because the dependent(s) is/are incapable of traveling alone due to age, mental or 

physical incapacity, or other extraordinary circumstances under JFTR, par. U5240-C, U5241-D, 

U5242, U5243-C, U6004, or U6053. Round-trip travel (per diem) and transportation allowances may 

be authorized/approved including travel advances IAW 10 USC §1036 which may be paid per the 

Service’s policy. 

m. Dependents’ Invitational Travel is for a family member. All applicable conditions in items (1) through 

(5) below must be met before allowances are authorized/approved. 

(1) The AO determines that a dependent may travel with the sponsor, at GOV’T expense, when the: 

(a) Dependent participates, in an official capacity, at an unquestionably official function , or 

(b) The travel is in the national interest because of a diplomatic/public relations benefit to the U.S. 

which requires the spouse’s presence in a non-participatory role. Participation ordinarily is limited 

to spouses and is representational in nature. 

(2) Travel is allowed on a mission noninterference basis only, and must be supported with an ITA that 

ordinarily authorizes reimbursement of only transportation costs. 

(3) The AO may authorize/approve transportation, per diem and/or other actual expense allowances if 

the individual's travel is unquestionably mission essential and there is a benefit for DOD beyond 

fulfilling a representational role. 

(4) On a case-by-case basis, Code 2 civilians, 4-star general/flag officers, and certain 3-star general/ 

flag officers serving as OCONUS or combatant commanders (as specified in DOD 4515.13-R, "Air 

Transportation Eligibility"), may authorize/approve transportation, per diem, and/or other expense 

allowances for their spouses. Spousal travel when authorized/approved must adhere to the criteria in 

DODD 4500.56, DOD Policy on the Use of GOV’T Aircraft and Air Travel. This authority does not 

constitute blanket approval authority. 

(5) The AO for all other travel under this item is the: 

(a) Office of the Secretary of Defense Executive Secretary for SAM and OSA support for requests 

from OSD, the Defense Agencies, and outside the DOD; 

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(b) Chairman of the Joint Chiefs of Staff, or designee, for requests from the Joint Staff; 

APP E1 

(c) Combatant Command Commander or designees for a request from a member and a civilian 

employee within the command. Joint or dual-hatted personnel traveling on behalf of the joint 

command must obtain approval through the joint command approval authority and not through the 

individual’s Service channels. This authority may be further delegated in writing, but may not be 

delegated below the Major Command Chief of Staff or equivalent level for travel requests from 

DOD senior officials. NOTE: 

Major Commands are those ordinarily commanded by 4-star flag 

officers.; 

(d) Secretary of a Military Department, or designees, for requests from a staff member; and 

(e) Service Chief or designees for a request from a member and a civilian employee within the 

Service. This authority may be further delegated in writing, but may not be delegated below the 

Major Command Chief of Staff or equivalent level for travel requests from DOD senior officials. 

Except when par. A2m(3) applies, an ITA issued under the authority of par. A2m authorizes GOV’Tfunded 

transportation only (i.e., no per diem or actual expense allowances) for the dependent, must include 

the following statement: “This travel authorization authorizes the dependent to accompany the sponsor to 

attend an official function. It does not authorize per diem or other expense allowances for the 

dependent. If the dependent does not desire to bear the expenses ordinarily reimbursed through per 

diem or other expense allowances, this travel authorization is canceled”; 

n. A determination is made using the Secretarial Process for personnel within that department, or by the 

Chairman of the Joint Chiefs of Staff or the Chairman’s designated representative for personnel assigned to 

the Joint Staff and/or to Combatant commands that the spouse of a civilian employee or uniformed member 

may travel at GOV’T expense to attend a Service-endorsed training course or briefing and subsequent 

voluntary service incident to such training or briefing (71 Comp. Gen. 6 (1991)); 

o. Travel is by an individual who serves as an organ donor for a Uniformed Services member, when the 

donation is authorized under Service regulations; 

p. An individual performing a direct service for the GOV’T, consistent with 10 USC §1588. (See 5 USC 

§§ 5701(2), 5703; JTR, APP A; 55 Comp. Gen. 750 (1976)); or 

q. A Service may authorize/approve per diem and one round-trip transportation between the residence to 

the medical facility for a limited number of family members of an ill or injured member (not of a civilian 

employee) per par. U5246. 

r. An auxiliary chaplain who is intermittently employed by the GOV’T to provide religious services or 

emergency ministrations. An ITA is not used to document attendance at, or payments related to, 

attendance by individual participating in an unofficial capacity for Chaplain-led programs. See par, 

U1008. 

s. An attendant (JFTR, par. U7961) for a patient authorized travel for specialty care over 100 miles IAW 

JFTR, par. U7960. 

B. Restrictions. 

Invitational travel must not be authorized for: 

1. A non-appropriated fund official or employee traveling on non-appropriated fund business; 

2. Transportation of dependents and/or HHG (including freight and parcel post mail) or other property of an 

individuals to whom an ITA is issued; 

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C. 

APP E1 

3. A Federal GOV’T employee or Uniformed Service member (A Federal employee and a Uniformed member 

on active duty are given regular TDY travel authorizations/orders) unless the individual is: 

a. A retired Federal GOV’T employee or Uniformed Services member (may include retired military 

personnel from foreign countries), or 

b. Authorized pre-employment interview travel under JTR, par. C7150 and the employee/member is in a 

leave status during such travel (B-219046, 29 September 1986)); or 

c. An employee/member, traveling as a non-medical attendant, included on an ITA issued to a patient; or 

4. Contractors (See APP E, Part III). 

Allowance Expenses 

1. General. 

An ITA provides for travel and transportation of an individual from the business place or home to 

the place at which that individual’s services are required, and return to the origin. 

2. Transportation Mode. 

Authorization of a transportation mode, routing, and accommodations should be 

consistent with the provisions in JTR, Ch 2 and JFTR, Ch 3 (see pars. A2p and q above) as appropriate to 

mission requirements. 

3. Witness at a Military Court Martial. 

A person not in the GOV’T’s employ, when called as a witness before a 

military court martial, is authorized travel and transportation allowances under Service administrative 

regulations, except to testify as a witness at a pretrial investigation conducted under Article 32, Uniform Code 

of Military Justice, 10 USC §832 (see par. A2j). 

4. Participants in Annual National Matches Sponsored under 10 USC §4312. 

Title 10, USC §4312 authorizes 

TDY mileage allowance payment to a civilian competitor while traveling to and from the National Matches. 

The TDY mileage allowance for the return trip may be paid in advance. Provisions for transportation allowance 

payment are in Army Regulation (AR) 920-30. The ITA also may authorize a subsistence allowance for the 

competition duration. The allowance rate is set by the Director for Civilian Marksmanship and must be stated 

in the ITA issued to each competitor. 

5. 

Attendance at an Award Ceremony 

a. Reimbursement for travel and transportation expenses ordinarily may be allowed for one individual to 

attend a major award ceremony provided the (B-233607, 26 October 1989): 

(1) Travel and transportation is authorized by the head of the DOD component concerned or designee; 

and, 

(2) Individual is a person of the award recipient’s choosing who is related by blood, marriage or 

whose close association with the award winner, as viewed by the DOD component, is the equivalent of 

a family relationship. 

Examples of award ceremonies are: a Presidential award ceremony, an agency or major organizational 

component annual award ceremony, or a prestigious honorary award ceremony sponsored by a non-Federal 

organization. 

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b. Reimbursement for travel and transportation expenses is authorized in par. C when the award winner 

and guest are geographically distant from the ceremony site, rather than in instances in which the award 

winner’s residence is in the same area as the ceremony. 

Example: The award winner and spouse live in Denver, CO, and the ceremony is in Washington, DC. 

Travel and transportation allowances may be authorized for both the winner and spouse. 

APP E1 

c. The DOD component concerned may allow attendance at GOV’T expense of more than one individual 

when the award winner requires assistance because of a disability condition. 

Reimbursement for transportation is limited to direct travel to and from the ceremony location (including 

travel between common carrier terminals and hotel where applicable and the ceremony site). Per diem is 

allowed for direct travel to and from the award ceremony location and for the ceremony day. 

6. Travel of a DOD Education Agency (DODEA) Student for Academic Competitions and Co-curricular 

Activities. 

See JTR, par. C5120 and JFTR, par. U5243-D. 

*7. Travel and Transportation for Funeral Honors Detail. A person not employed by the GOV’T, who 

participates in funeral honors detail for a veteran (see 10 USC §1491), may be authorized transportation or 

transportation reimbursement and miscellaneous reimbursable expenses. The transportation mode used should 

be the least costly mode available that adequately meets the needs of the detail. Actual transportation 

expenses, (not a TDY mileage allowance), are payable when a POC is the authorized transportation mode. 

POC actual expense reimbursement is limited to: fuel; oil; parking; ferry fares; road, bridge and tunnel tolls. 

The actual cost of lodging and meals may be reimbursed up to the per diem rate prescribed for the area 

concerned. Reimbursement for miscellaneous reimbursable expenses in JFTR/JTR, APP G for employees or 

members under pars. A2p and A2q may be authorized/approved. 

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APP E1 

Change 269/523 E1-6 

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Part 2: Sample Format Invitational Travel Authorization 

Appendix E2 

PART 2: SAMPLE FORMAT INVITATIONAL TRAVEL AUTHORIZATION 

The sample format below may be used as a guide (for all DOD Services) to prepare an ITA. Use of the sample 

format is not mandatory. 

INVITATIONAL TRAVEL AUTHORIZATION 

Name_________________________________ TRAVEL AUTHORIZATION NUMBER_____________________ 

Address_____________________________________________________________________________ 

DATE APPROVED____________________________ 

You are invited to depart from __________________________________________________________ 

in sufficient time to arrive at___________________________________ by _______________________ 

for the purpose of_____________________________________________________________________ 

for approximately _________ days. Upon completion, you are funded to return to the origin point. 

You are authorized to travel by: Rail Commercial Air Military Aircraft Bus 

See below for travel by Privately-Owned Conveyance 

The authorizing/order-issuing official has arranged Transportation. 

Transportation tickets are included with this authorization. 

Transportation tickets shall be provided at a later date 

NOTE: 

PLEASE GUARD TRANSPORTATION TICKETS CAREFULLY. However, if a transportation ticket in 

your possession is lost or stolen, you must make an immediate report to the command sponsoring the travel. You 

are required to pay for a replacement ticket and will be reimbursed for the second ticket, not to exceed the cost of 

the first ticket, ONLY AFTER the GOV’T is refunded for the lost/stolen tickets. Unused transportation tickets 

must be returned with the travel claims. 

To arrange transportation call: (___)______________________ 

You may arrange your transportation. The following rules apply: 

You must arrange your transportation with a (Contracted) Commercial Travel Office (CTO) when the contract 

with the CTO permits the CTO to arrange transportation for a traveler who is not a GOV’T employee. If you 

are in a foreign country, except for Canada and Mexico, you may use a travel office not under contract to the 

GOV’T if ticketing cannot be secured from a branch office or general agent of an American-flag carrier. If you 

purchase transportation from a travel office (travel agency) not under contract to the GOV’T, reimbursement is 

limited to the GOV’T’s cost on a constructed basis, for transportation that would have been arranged by a CTO 

if available. If the contract between the GOV’T and the CTO does not permit the CTO to arrange transportation 

for a traveler who is not a GOV’T employee, reimbursement for transportation may not exceed the least 

expensive coach/economy class air accommodations unless otherwise permitted in Joint Travel Regulations, 

Volume 2 (JTR), par. C2204-A. 

It is DOD policy that in using regularly scheduled air transportation: 

(a) Accommodations selected must be the least costly unrestricted coach/.economy service that permits 

satisfactory accomplishment of your mission, and 

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Appendix E2 

(b) U.S. carriers must be used for all commercial foreign air transportation if service provided by a U.S. 

carrier is available; otherwise reimbursement for the cost of transportation is not allowed. 

You are authorized to travel by privately owned conveyance (POC) since it’s to the Government’s advantage. 

Reimbursement is at the rate of $0.55/mile, plus the cost of necessary parking fees and bridge, ferry, and tolls 

incurred, plus per diem while in travel status under this travel authorization/order. 

You are authorized to travel by privately owned conveyance (POC) on a constructed basis. You would 

ordinarily be authorized to travel by common carrier. Reimbursement is limited to the transportation cost by the 

usual common carrier mode, including per diem. 

Receipts: Ticket stubs/itinerary copies are required to substantiate your transportation cost. Receipts are required 

for all items of expense in an amount of $75 or more plus any applicable tax. 

* You are paid a per diem allowance to cover your expenses for lodging, meals, and incidental expenses. Room 

tax at locations in the 50 states, District of Columbia, U.S. territories and possessions and the Commonwealths of 

Puerto Rico and the Northern Mariana Islands is a separate reimbursable expense. Foreign area room tax is included 

in the total lodging cost and is not a separate miscellaneous reimbursable expense. While traveling ICW this 

Invitational Travel Authorization, you are authorized a per diem equal to the daily amount you pay for lodging 

limited to a ceiling amount, plus a fixed amount for meals and incidental expenses. That amount is limited to the 

applicable maximum per diem rateamount prescribed on the Per Diem, Travel and Transportation Allowance 

Committee homepage: http://perdiem.hqda.pentagon.mil/perdiem/ for the locality concerned. If your costs, 

particularly for lodging, are more than the applicable maximum per diem rate prescribed, only the maximum per 

diem rate is payable. See JTR, Ch 4, Part L, for applicable rules. 

Applicable Per Diem Rates: 

Locality 

Maximum 

Lodging Rate 

Meal & Incidental 

Expense Rate 

Total Per Diem 

You are to be paid an actual subsistence expense allowance (AEA) for lodging and a per diem for meals and 

incidentals (M&IE). You are required to itemize your lodging expenses only. 

You are to be paid an actual subsistence expense allowance (AEA) for lodging and meals and incidental 

expenses (M&IE). You must itemize all your subsistence expenses. Subsistence expenses include lodgings; meals; 

fees and tips to waiters, bellboys, maids, porters; personal laundry, pressing, and dry cleaning (see NOTE below); 

local transportation (including usual tips) between places of lodging, duty, and places at which meals are taken; and 

other necessary expenses. You are to be reimbursed for the actual expenses incurred, but not to exceed the 

maximum amount authorized for the locality concerned as indicated below. See JTR, Ch 4, Part M, for applicable 

rules. 

Actual Subsistence Expense Allowance (AEA) Authorized: 

Locality 

Maximum AEA 

Allowance 

Amount allowed for Meals & Incidental 

Expenses if M&IE authorized on a per diem basis. 

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Appendix E2 

NOTE: 

The cost you incur during travel (not before leaving or after returning) for laundry/dry cleaning and 

pressing of clothing is a separately reimbursable expense in addition to per diem/AEA when travel is within the 

contiguous 48 states and the District of Columbia and requires at least 4 consecutive nights lodging while on 

GOV’T-funded travel. There no separate reimbursement for laundry/dry cleaning and pressing of clothing when 

travel is in any other place. Those laundry/dry-cleaning and pressing costs (in the other places) are part of the 

per diem/AEA allowance when travel is outside the 48 contiguous states and the District of Columbia. 

*The JTR is available on the Per Diem Committee website at 

http://perdiem.hqda.pentagon.mil/perdiem/trvlregs.html. 

Address any inquiries regarding this travel to:________________________________________________________ 

The travel authorized in this travel authorization is in the public interest, and is chargeable to: 

___________________________________________________________________________________ 

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Appendix E2 

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Part 3: Gov’t Contractor’s/Contractor Employee’s Tvl 

PART III: GOV’T CONTRACTOR’S/CONTRACTOR 

EMPLOYEE’S TRAVEL 

Appendix E3 

A. Travel of Gov’t Contractor’s/Contractor Employee. This Part directs Gov’t contractors and contractor’s 

employees to other resources for travel and transportation information. Neither the JFTR nor the JTR may be used 

as official contractor travel regulations as they apply to uniformed personnel and Defense Department civilian 

employees and contain provisions, the use of which is illegal by contractors. Travel costs of Gov’t contractors and 

contractor employees are governed by the rules in the Federal Acquisition Regulations (FAR) §31.205-46, 

available at http://www.arnet.gov/far/pdfframe.html. For these reasons, contractors are not eligible for 

Invitational Travel Authorizations (ITAs) in the execution of their contracts. See DODI 3020.41 for information 

regarding contractors at http://www.dtic.mil/whs/directives/corres/html/302041.htm. 

*B. Gov’t’s Travel and Transportation Program Restrictions. Commercial vendors are under no obligation to 

extend Gov’t rates for the Gov’t’s travel and transportation programs listed below to contractors working on the 

Federal Gov’t’s behalf. A contractor’s employee must contact the contracting agency or the Gov’t Contracting 

Office Representative (COR) regarding the use of the Gov’t’s travel and transportation programs for official travel. 

A Gov’t Contractor Official Travel Letter of Identification signed by the authorizing Gov’t’s contracting officer (see 

par. C) may induce a vendor opts to extend rates, reserved for Gov’t employees, to the contractor and its employees. 

1. Contract City-Pair Air Passenger Transportation Program and Other Gov’t Fares. Use of GSA contract citypair 

air passenger fares is governed by GSA’s contracts with the airlines and by the Defense Transportation 

Regulation (DOD 4500.9-R), Part I, Chapter 103. Use of other airfares reserved for Gov’t employees on 

official business is governed by the airlines fare structure and rules. Gov’t contractors are not eligible to 

participate in the GSA city-pairs program for air passenger transportation services as of 1 October 1998. 

2. Rail Service. Commercial passenger rail vendors may voluntarily offer discount rates to contractors who are 

on official Gov’t business at the vendor’s discretion. 

3. Lodging Programs. GSA (i.e., Fedrooms) and Services’ lodging programs may voluntarily offer discount 

rates to contractors who are on official Gov’t business at the vendor’s discretion. 

*4. Car Rental Program. The Defense Travel Management Office (DTMO) negotiates special rate agreements 

with car rental companies. These rates are available to all Gov’t employees and uniformed personnel while 

traveling on official Gov’t business. Some commercial car rental companies may voluntarily offer similar 

discount rates to Gov’t contractors at the vendor's discretion. 

C. Gov’t Contractor Letter of Authorization/Identification. See DODI 3020.41 for information regarding 

contractors at http://www.dtic.mil/whs/directives/corres/html/302041.htm. 

Change 263/517 E3-1 

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Part 3: Gov’t Contractor’s/Contractor Employee’s Tvl 


Appendix E3 

Change 263/517 E3-2 

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APP F: Consumable Goods Allowances (JFTR/JTR) Table of Contents 

APPENDIX F 

CONSUMABLE GOODS ALLOWANCES 

PART I: LOCATIONS HAVING CONSUMABLE GOODS ALLOWANCES 

PART II: CRITERIA FOR ESTABLISHING A CONSUMABLE GOODS ALLOWANCE 

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APP F: Consumable Goods Allowances (JFTR/JTR) Table of Contents 


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APP F: Consumable Goods Allowances (JFTR/JTR) 

Part 1: Locations Having Consumable Goods Allowances 

PART 1: LOCATIONS HAVING CONSUMABLE GOODS ALLOWANCES 

A. Uniformed Service Member 

Appendix F1 

1. A member, assigned to a PDS in an area listed below, is authorized to ship up to 1,250 pounds of suitable 

consumable goods per tour-year (i.e., 12-month tour–1,250 lbs; 18-month tour – 1,875 lbs, etc.). 

2. Two consumable goods shipments (totaling 1,250 pounds) per year are allowed if the consumable allowance 

is authorized. 

B. Civilian Employee 

1. A civilian employee, assigned to a PDS in an area listed below, is authorized to ship up to 1,250 pounds of 

suitable consumable goods per tour-year (i.e., 12-month tour– 1,250 lbs; 18-month tour– 1,875 lbs, etc.). 

2. Two consumable goods shipments (totaling 1,250 pounds) per year are allowed if the consumable allowance 

is authorized. 

3. This allowance is in addition to the 4,500 pounds weight allowance authorized in JTR, par. C5156-A. 

4. In no event may the total weight of HHG transported and/or stored at GOV’T expense exceed 18,000 

pounds. 

5. The 18,000 pounds includes the weight of HHG transported at GOV’T expense, consumable goods 

shipments, and the weight of HHG stored. 

C. Increased Consumable Goods Weight Allowance Request. Requests for increased weight allowances for 

consumable goods shipments must be justified in writing and sent through the appropriate organizational channels 

to the PDTATAC for action. In no event may the maximum weight allowance for consumable goods shipment 

exceed 2,000 pounds per year. 

Afghanistan, Kabul 

Albania, Tirana 

Algeria, Algiers 

Angola, Luanda 

Armenia, Yerevan 

Azerbaijan, Baku 

Bangladesh, Dhaka 

Belarus, Minsk 

Benin, Cotonou 

Bolivia, La Paz 

Bosnia & Herzegovina, Federation of 

Botswana 

Bulgaria, Sofia 

Burkina Faso, Ouagadougou 

Burma, Rangoon 

Burundi, Bujumbura 

Cambodia, Phnom Penh 

Cameroon, Yaounde 

Cape Verde, Praia 

Central African Republic, Bangui 

AUTHORIZED LOCATIONS 

Change 266/520 F1-1 

2/1/09




Chad, N'Djamena 

China, 

Beijing 

Chengdu 

Guangzhou 

Shanghai 

Shenyang 

Congo, Democratic Republic of the 

Brazzaville 

Kinshasa 

Cote d'Ivoire, Abidjan 

Cuba, Havana 

Cyprus, Nicosia 

Djibouti 

East Timor 

Ecuador, Quito 

Equatorial Guinea, Malabo 

Eritrea, Asmara 

Estonia 

Ethiopia, Addis Ababa 

Gabon, Libreville 

Georgia, Tbilisi 

Ghana, Accra 

Grenada, St. George’s 

Guinea, Conakry 

Guyana, Georgetown 

Haiti 

India 

Calcutta 

Chennai 

Mumbai 

New Delhi 

Indonesia 

Ivory Coast (See Cote d’Ivoire) 

Kazakhstan 

Almaty (Alma-Ata) 

Astana (Aqmola) 

Kenya 

Kyrgyzstan, Bishkek 

Kosovo, Pristina 

Laos 

Latvia, Riga 

Liberia, Monrovia 

Libya, Tripoli (eff 10 Jan 2006) 

Lithuania, Vilnius 

Macedonia, The Former Yugoslav Republic of, Skopje 

Madagascar, Antananarivo 

Malawi, Lilongwe 

Mali, Bamako 

Appendix F1 

Change 266/520 F1-2 

2/1/09



Mauritania, Nouakchott 

Micronesia, Kolonia 

Mongolia, Ulaanbaatar 

Moldova 

Montenegro, Podgorica 

Mozambique, Maputo 

Nepal, Kathmandu 

Nicaragua, Managua 

Niger, Niamey 

Nigeria 

Abuja 

Lagos 

Norway, Bodo 

Oman, Muscat 

Pakistan 

Islamabad 

Quetta 

Philippines, Manila 

Poland, Warsaw 

Romania, Bucharest 

Russia 

Moscow 

St. Petersburg 

Vladivostok 

Yekaterinburg 

Rwanda, Kigali 

Senegal 

Serbia, Belgrade 

Sierra Leone, Freetown 

Somalia, Mogadishu 

Sri Lanka, Colombo 

Sudan, Khartoum 

Suriname, Paramaribo 

Syria, Damascus 

Tajikistan, Dushanbe 

Tanzania, Dar es Salaam 

Togo, Lome 

Turkmenistan, Ashkhabat 

Uganda, Kampala 

Ukraine, Kiev 

Uzbekistan, Tashkent 

Vietnam 

Yemen, Sanaa 

Zambia, Lusaka 

Zaire (See Congo) 

Zimbabwe 


Appendix F1 

Change 266/520 F1-3 

2/1/09




Appendix F1 

Change 266/520 F1-4 

2/1/09


Part 2: Criteria for Establishing a Consumable Goods Allowance 

Appendix F2 

PART 2: CRITERIA FOR ESTABLISHING A CONSUMABLE GOODS ALLOWANCE 

A. The senior officer, in the area concerned, may submit a justified request for the area to be designated as an 

OCONUS location to which consumable goods may be shipped. The justified request is sent through the appropriate 

organizational channels to the following for approval: 

*Per Diem, Travel and Transportation Allowance Committee 

Attn: T&T Branch 

4601 North Fairfax Drive, Suite 800 

Arlington, VA 22203-1546 

B. The request must address the following questions: 

1. How many members and DOD employees serve in the area? 

2. Are State Department employees authorized a consumable goods shipment to the area? 

3. What types of consumable goods are unavailable locally? Please include foodstuffs, household and personal 

items. 

4. Is the quality of consumable goods available locally equivalent to the American counterpart? If not, explain. 

5. What factors contribute to the lack of a reliable local source of adequate, necessary consumable goods? Are 

those factors likely to improve in the foreseeable future? 

6. Do locally available fresh foods require preparation far different from the American counterpart of those 

foods? If so, explain. 

7. Why do members/employees prefer/need to eat canned/dried/processed vegetables and produce versus 

locally available items? 

8. Do food shortages require members/employees to wait in line for items for long periods? 

9. Does State Department have a commissary or food locker/co-op at the station? If so: 

a. What is the space and storage capacity of the facility? 

b. What variety of items are available? 

c. How often is it restocked? 

d. Can members/employees place bulk orders for consumable goods through the facility? 

e. How often are bulk orders placed? 

f. Are the bulk orders received on time? 

10. Who is the POC for this request? Please include commercial phone and fax numbers, and email address, if 

available. 

NOTE: The high price of consumable goods in an area is not a factor in deciding whether or not to establish 

a consumable goods allowance. COLA is designed to offset a high cost of living at an OCONUS PDS. 

Change 269/523 F2-1 

5/1/09


Part 2: Criteria for Establishing a Consumable Goods Allowance 


Appendix F2 

Change 269/523 F2-2 

5/1/09

APP G: Misc Expenses Table (JFTR/JTR) Appendix G 

APPENDIX G: MISCELLANEOUS REIMBURSABLE EXPENSES ON OFFICIAL TRAVEL 

A. General. This Appendix addresses the more commonly incurred miscellaneous reimbursable expenses. Incidental Expenses 

(defined as part of per diem in APP A) are different than these expenses. Finance regulations should be consulted regarding any 

required expense description/documentation on the travel voucher. 

B. Transportation Expenses Incurred in or around a PDS or TDY Location. 

Reimbursement of these expenses is covered in JFTR, Ch 

3, Part F, and JTR, Ch 2, Part H. 

C. Voucher Submission. DODFMR, Vol. 9, Travel Policy and Procedures at http://www.dtic.mil/comptroller/fmr/ prescribes the 

voucher submission requirements, with supporting authority. Funds must be obligated IAW finance policy (ordinarily prior to/at the 

time the expense is incurred). 

D. Miscellaneous Reimbursable Expenses Table. 

Travelers are authorized certain necessary travel and transportation-related 

miscellaneous reimbursable expenses incurred on official business. Some miscellaneous reimbursable expenses are authorized for 

reimbursement by this Appendix; other miscellaneous reimbursable expenses require AO authorization/approval. Miscellaneous 

reimbursable expenses include the following (listed in alphabetical order): 

MISCELLANEOUS REIMBURSABLE EXPENSES ON OFFICIAL TRAVEL 

ATM Use (Civilian Employee). 

1. Reimbursable. Administrative fees for ATM use to obtain money with the GTCC up to the amount 

authorized/approved by the AO for an ATM travel advance. 

2. Not Reimbursable. 

Administrative fees for an ATM use of a personal charge card. 

3. See OSD Comptroller memo dated 19 July 2002, and the DOD Financial Management Regulations 

(DODFMR), Volume 9, Chapter 3available at: http://www.dtic.mil/comptroller/fmr/09/09_03.pdf, for 

information on personnel exempt from the requirement to use the GTCC. 

ATM Use (Uniformed Member) 

1. Reimbursement is authorized for administrative fees for ATM use to obtain money with: 

a. The GTCC, or 

b. An ATM or personal charge card used by personnel exempt (and the traveler must provide the exemption 

authority) from GTCC use for official travel, 

up to the amount authorized/approved by the AO for an ATM travel advance. 

2. Reimbursement for ATM administrative fees related to use of an ATM or personal charge card is at the rate 

applicable to that card if an advance is not otherwise provided by cash or check. 

3. See OSD Comptroller memo of 19 July 2002 and the " DOD Financial Management Regulations”, Volume 

9, Chapter 3available at: http://www.dtic.mil/comptroller/fmr/09/09_03.pdf, for information on personnel 

exempt from the requirement to use the GTCC. 

JFTR JTR APP O 

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PCS 

TDY 

Mil 

Civ 

X X X 

X X X 

Baggage, Excess Accompanied (Transportation Cost) . Excess accompanied baggage transportation costs may: 

1. Be authorized in advance/approved after the fact by the Secretarial Process (ordinarily a major personnel 

command (e.g., Bureau of Naval Personnel (BUPERS) (Navy), Human Resources Command (HRC) (Army)) 

after any PCS or civilian employee TCS travel. 

X X 

2. Be authorized in advance of any PCS or civilian employee TCS travel for DOD travelers IAW the 

Service/Agency regulations. 

3. Be authorized/approved for the non-DOD travelers. 

4. Not be paid for with a Miscellaneous Charge Order (MCO), a coupon used as a general-purpose voucher for 

services (such as excess accompanied baggage) ICW PCS travel unless authorized by the Secretarial Process in 

advance of travel.



See JFTR, par. U3015 and JTR, par. C2302 

Baggage Expenses. Reimbursement is authorized for necessary travel and transportation-related miscellaneous 

reimbursable expenses incurred on official business. These expenses include: 

1. Excess Baggage. See Baggage, Excess Accompanied. 

2. Baggage Transfer. NTE the customary local rates, and necessity for the transfer must be explained. 

3. Baggage Storage (with explanation). 

4. Baggage Checking. NTE the customary local rates. 

5. Curbside Baggage Check-in Fee 

a. Uniformed Member. Reimbursement of a fee charged for the use of optional curbside baggage 

check-in service is not authorized. A tip, separate from the fee itself, is reimbursable. 

b. Civilian Employee. 

Reimbursable only when authorized under JTR, par. C7460-4, for a traveler with a 

disability/special need. 

Baggage Handling Tips 

1. Uniformed Member 

a. Transportation Terminal. Reimbursement is authorized for customary tips for handling any baggage 

(personal and/or GOV’T) at a transportation terminal. 

b. Lodging Establishment. Reimbursement is authorized only for transportation-related tips for handling 

GOV’T property at lodging establishments. 

2. Civilian Employee. Baggage handling tips at transportation terminals or lodging establishments are 

covered by the IE portion of per diem and are not items for separate reimbursement except for the following: 

a. A traveler with a disability/special need (see JTR, par. C7460-4), 

b. Handling of GOV’T property, 

c. Handling of a dependent’s personal baggage when the dependent is not authorized per diem while 

traveling at GOV’T expense when unaccompanied by the sponsor, and 

d. Handling of a dependent’s personal baggage that the sponsor cannot handle when the dependent is 

traveling with the sponsor. 

Birth Certificates. The cost of birth certificates or other acceptable evidence of birth for OCONUS travel. 

X 

Carrier Terminal Fees. Airport transit, service charge/tax, landing, port tax, embarkation/debarkation or similar X 

mandatory charge assessed against a traveler on arrival/departure from a carrier terminal is authorized when not 

included in the ticket cost (52 Comp. Gen. 73 (1972)). 

Cell Phone Use . When a cell phone is used for official communication, each call must be documented showing 

the additional cost incurred outside of the normal usage covered in the cell phone contract. Prepaid 

communication services (i.e., prepaid phone cards, cell phones) are not reimbursable unless the AO can 

determine they were used for official business. 

Check Cashing. 

1. Reimbursable. Fees for cashing U.S. GOV’T checks/drafts issued for travel expense reimbursement in a 

foreign country. 

2. Not Reimbursable. 

Fees for cashing salary checks/drafts are not authorized. 


Change 270/524 G-2 

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PCS 

X 

X 

X 

TDY 

PCS 

TDY 

Mil 

Civ 

X X X X X 

X X X X X 

X X X X X 

X X X X X 

X X X X 

X X X X X



Check Costs. The cost of traveler's checks, money orders, or certified checks for up to the amount of estimated X 

per diem, and/or AEA, and/or travel expenses for the authorized travel. 

Clerical Assistance. Reimbursable when authorized/approved by the AO. 

Communication Services. GOV’T-owned/leased services should be used for official communications, but when 

GOV’T services are not available commercial communications services may be used. Prepaid communication 

services (i.e., prepaid phone cards, cell phones) are not reimbursable unless the AO can determine they were 

used for official business. 

Computer Connections. Connections (e.g., Internet connection) used for computers to perform official GOV’T 

business are reimbursable when authorized/approved by the AO. 

Conveyance Costs. Public or special conveyance costs to and from the transportation terminal. See JFTR, Ch 3, 

Part E and JTR, Ch 2, Part C. 

Currency Conversion Fees 

1. Reimbursable. The 1% “international transaction fee” for official qualifying transactions charged by the 

GTCC vendor. This charge is listed as a separate line item on the credit card billing statement. 

2. Not Reimbursable. Losses resulting from currency conversions (63 Comp. Gen. 554 (1984)). NOTE: A 

traveler is not liable for gains resulting from currency conversion. 

3. Travel Claim Submission. A traveler who pays with a credit card for OCONUS expenses should check with 

the credit card vendor to determine the final bill in U.S. currency prior to travel claim submission. The currency 

exchange rate at which the credit card bill was settled may be used to determine OCONUS expenses charged to 

the card. 

4. Supplemental Vouchers. A traveler may have to submit a travel voucher prior to having access to the actual 

amount billed on the credit card. When the actual amount in U.S. currency is not known until after the required 

travel claim submission date, a traveler should be personally aware of any financial regulations that require 

submission of a supplemental voucher if the amount(s) submitted as expenses differ(s) from the actual amount 

billed on the initial travel claim. 

Driver (Vehicle) Services. Reimbursable when authorized/approved by the AO. 

Energy Surcharge Fees 

Global Positioning System (GPS) for a Rental Car. The optional Global Positioning System (GPS) for a 

rental car is not reimbursable. 

Green Card. See Passport, Visa, Green Card, Photographs, Physical Examinations, and Legal Services. 

GTCC 

1. Late Payment Delinquent Fees. Reimbursable when authorized/approved by the AO only for a traveler in a 

mission critical travel category or who, through no personal fault, is unable to file a travel voucher and pay the 

GTCC bill because of circumstances specific to the travel. See DODFMR, Volume 9, Ch 3, found in USD(C) 

memorandum dated 7 May 2002 for definition of mission critical personnel and processing requirements. 

2. Expedited Delivery. Reimbursable when authorized/approved by the AO. 

Guide Services. Reimbursable when authorized/approved by the AO. 

Inoculations. Charges for inoculations that are not available through a Federal dispensary for OCONUS travel 

(this does not include travel expenses incurred for obtaining the required inoculations) when authorized/or 

approved. 

Insurance, Driving-Related. Driving-related insurance is reimbursable when a Service-designated official 

determines that legal requirements/procedures of the foreign country involved make it necessary to carry driving- 


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PCS 

TDY 

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Civ 

X X X X X 

X X X X 

X X X X 

X X X X 

X X X X X X 

X X X X X X 

X X X X 

X X X X X X 

X 

X X X X 

X X X X 

X 

X 

X 

X X X X 

X 

X



related insurance (55 Comp. Gen. 1343 (1976)) to cover potential liability for damage, personal injury, or death to 

third parties when travel is authorized by GOV’T conveyance/POC/rental car. 

Interpreter Services. Reimbursable when authorized/approved by the AO. 

Laundry/Dry-Cleaning Expenses (Civilian Employee Only) 

1. Reimbursable for CONUS Travel. Costs for personal laundry, dry-cleaning and/or pressing of clothing 

incurred during TDY or PCS travel (not after returning to/arriving at PDS) are a separately reimbursable travel 

expense when travel within CONUS requires at least 4 consecutive nights lodging. 

2. Not Reimbursable for OCONUS Travel. Laundry/dry-cleaning and/or pressing of clothing is not a 

separately reimbursable travel expense for OCONUS travel. It is part of the IE allowance included within the 

per diem rates/AEA authorized/ approved for OCONUS travel. 

Laundry/Dry-Cleaning Expenses (Uniformed Member Only) 

1. Reimbursable for CONUS Travel. Costs for personal laundry, dry-cleaning and/or pressing of clothing 

incurred during TDY travel (not after returning to/arriving at PDS) are a separately reimbursable travel expense 

up to an average of $2 per day, in addition to per diem/AEA, when travel within CONUS requires at least 7 

consecutive nights of TDY lodging in CONUS (e.g., 6 nights, no laundry, 7 nights, NTE $14, 8 nights, NTE 

$16). 

2. Not Reimbursable for OCONUS Travel. Laundry/dry-cleaning and/or pressing of clothing is not a 

separately reimbursable travel expense for OCONUS travel. It is part of the IE allowance included within the 

per diem rates/AEA authorized/ approved for OCONUS travel. 

Legal Service Fees. See Passport, Visa, Green Card, Photographs, Physical Examinations, and Legal Services. 

License/Permit, International Driver’s 

1. Reimbursable when traveling TDY to a country that requires an international driver’s license/permit. 

2. The cost of license/permit photos is reimbursable. 

3. See http://travel.state.gov/travel/tips/safety/safety_1179.html for information on driving abroad. 

4. This reimbursement applies only to members/employees but not their dependents. 

Lodging, Dual. Reimbursable when authorized/approved by the AO. Reimbursement must not exceed the 

amount of per diem/AEA plus appropriate lodging tax (when separately reimbursable) that would have been paid 

had the traveler remained overnight. See JFTR, par. U4135 and JTR, par. C4555-F. 

Lodging Fees/Daytime Lodging Charges. Reimbursable when authorized/approved by the AO. These include 

room occupancy lodging charges for late departure, early arrival, or airport daytime lodging facilities due to travel 

arrangements that are not for the traveler’s convenience. 

Lodging Reimbursement while on Leave (Uniformed Member Only). Reimbursement is authorized for the 

actual cost of lodging retained at the TDY location during leave, NTE the per diem rate lodging portion for the 

TDY location, for each day during contingency operations (JFTR, par. U7225), or authorized/ordered evacuations 

(JFTR, par. U7226-C). 

Lodging Tax (except when ‘MALT-Plus’ for POC travel is paid) in the CONUS and non-foreign OCONUS areas 

(see APP A). 

1. Reimbursable. Lodging tax reimbursement (CONUS and non-foreign OCONUS only) is limited to the tax 

on reimbursable lodging costs. Example: if the authorized maximum lodging rate is $60/night, and lodging 

that costs $110/night is chosen, tax on $60 may be reimbursed, which is the maximum authorized lodging 

amount. 

2. Not Reimbursable. Lodging tax in foreign OCONUS areas is part of per diem/AEA and is not separately 

reimbursable. 


Change 270/524 G-4 

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Civ 

X X X X 

X X X 

X X 

X X X X X X 

X X X X 

X X X X 

X X 

X X X X X X



Medical Fees. See Passport, Visa, Green Card, Photographs, Physical Examinations, and Legal Services. 

*Mission-Related Expenses. Mission-related expenses are not reimbursable as travel expenses. These include 

(but are not limited to) ) equipment and materials (e.g., batteries, tools, film, paper, books, medical supplies), gifts 

for child care, pet care, hotel concierge, workout room/gym fees, and similar items. 

Nonrefundable Room Deposits, Forfeited Rental Deposits or Prepaid Rent, and Early Checkout Penalties 

when TDY is Curtailed/Canceled/Interrupted. 

1. When advance lodging arrangements (including deposits for rental units) are made and TDY is 

curtailed/canceled/interrupted, lodging cost reimbursement may be authorized/ approved by the AO. 

2. Reimbursement must not exceed the remaining amount of per diem/AEA plus appropriate lodging tax that 

would have been paid had the TDY not been curtailed/ canceled/interrupted. 

3. See 59 Comp. Gen. 609 (1980), 59 id. 612 (1980), 60 id. 630 (1981), and cases cited therein. 

4. The AO should consider if the: 

a. Traveler acted reasonably and prudently in incurring lodging expenses; 

b. Traveler had a reasonable expectation of completing the TDY as authorized; 

c. Assignment was changed for official purposes or for an acceptable reason beyond the traveler’s control; 

and 

d. Traveler took reasonable steps to obtain a refund once the TDY was officially canceled/curtailed. 

Packer Services. Reimbursable when authorized/approved by the AO. 

Paper Tickets. Any additional paper tickets cost is authorized when authorized/approved by the AO as necessary 

to meet GOV’T requirements (e.g., potential work stoppage by the airline or special circumstances involving 

international travel to foreign countries). Paper tickets bought for personal convenience are the traveler’s 

financial responsibility. 

Parking Fees at a Terminal. Transportation terminal parking fees (while TDY), NTE the cost of taxi fares 

(including associated tips) for one round-trip to the terminal are authorized. See JFTR, par. U3320 and JTR, par. 

C2192. 

Passport, Visa, Green Card, Photographs, Physical Exams, and Legal Services. 

1. Reimbursement Eligibility 

a. Uniformed Member. Reimbursement authority is for a member who is: 

(1) Assigned to a foreign OCONUS area, 

(2) Required to obtain/renew a passport, mandatory biometric visa requirements, and/or visas (member’s 

and/or dependents') as a result of a continued assignment in a foreign OCONUS area, or 

(3) Emergency Technical Support Personnel. See item 5 below. 

b. Civilian Employee. Reimbursement authority is for a traveler who is a U.S. citizen: 

(1) Hired locally or transported to a foreign OCONUS area at GOV’T expense, 

(2) Serving under a service or renewal agreement, and 

(3) Required to obtain/renew a passport, mandatory biometric visa requirements, and/or visas 

(employee's and/or dependents') as a result of continued employment in a foreign OCONUS area, or 

(4) Emergency Technical Support Personnel. See item 5 below. 


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X X X X 

X X X X X X 

X X X X 

X X X X X X



2. Acquired Dependent (Uniformed Member Only). A member serving an unaccompanied OCONUS tour 

who acquires a dependent OCONUS is not authorized reimbursement of passport and visa expenses for the 

acquired dependent except when JFTR, par. U9000-A2 or U9000-A3 applies, and/or the dependent qualifies 

for travel and transportation from the OCONUS PDS IAW JFTR, par. U5222-G. 

3. Biometric Fees. Biometric fees which are mandatory for passport and/or visa issuance to the traveler is 

reimbursable. Biometric data collects measurable physical or behavioral characteristic of the traveler, which 

can be used to verify the identity of that individual or compare against other entries when stored in a database. 

Examples of biometric data are face recognition, fingerprints, and iris scans. 

4. Dependent Fee. Dependent fee is reimbursable except ICW personal travel. Example: The United 

Kingdom Entry Clearance Fee is a reimbursable fee. 

5. Emergency Technical Support Personnel. A command/activity may be required to have emergency 

technical support personnel available for official travel on short notice. These personnel, if directed in writing 

by the AO to maintain current passports, mandatory biometric visa requirements and/or visas and/or green 

cards, may be reimbursed for the preparation expenses/fees paid for a passport, mandatory biometric visa 

requirements, visa, green card, photographs for OCONUS travel and physical examinations required to obtain a 

visa if examinations could not be obtained at a GOV’T medical facility (as of 11/1/01 obtainable only in 

Yokosuka, Japan)). 

6. Fee for Visa, Green card, and Photographs for OCONUS Travel. These fees are reimbursable ICW official 

travel. 

7. Legal Service Fees. Expenses for legal services that include lawyer fees/charges (except retainer fees) for 

obtaining and/or processing applications for a passport, mandatory biometric visa requirements, visa, green 

card, or changes in status are reimbursable if local laws and/or customs require the use of lawyers in processing 

such applications. 

8. Medical Expenses. Medical expenses associated with obtaining passports, mandatory biometric visa 

requirements, and/or visa and/or green card, are not reimbursable, except for inoculations as permitted in this 

APP. 

9. Passport Fees. An official traveler ordinarily travels on a no-fee passport. The three types of U.S. passports 

are: book, card, and e-passport. A passport book is a regular passport; an e-passport is a regular passport book 

with electronic biometric data; both passports can be use for any international travel. A passport card is limited 

to departure/entry to/from the U.S. through land and seaport entry between the U.S. and Mexico, Canada, the 

Caribbean, and Bermuda, and is not authorized otherwise for international travel. Passport fees are 

reimbursable when travel on an official travel authorization/order is to and/or from a high threat area or high 

risk airport by commercial air and the traveler is authorized to obtain and use a regular fee passport. See 

http://www.state.gov/travelandbusiness/. Those traveling solely by MILAIR or AMC charter flight are not 

reimbursed for regular fee passports unless GOV’T transportation became available on short notice (that is, 

after commercial travel arrangements had been made and a passport purchased) or the travel priority is 

sufficiently high to require backup travel arrangements (which cannot include city-pair reservations). 

10. Physical Examination Fees. These fees are reimbursable when required to obtain a visa and the 

examination could not be obtained at a GOV’T medical facility (as of 11/1/01 obtainable only in Yokosuka, 

Japan) (adapted from GSBCA 15435-RELO, 9 April 2001). A dependent’s fee is reimbursable except ICW 

personal travel. Example: The United Kingdom Entry Clearance Fee is a reimbursable fee. 

11. Travel Authorization/Order for Visas and Physical Examinations. A travel authorization/order should be 

issued to authorize/approve (see JFTR, par. U2115 and JTR, APP I2) travel and transportation at GOV’T 

expense to: 

a. A visa-issuing office located outside the traveler’s PDS local area if the traveler’s presence at that office 

is/was mandatory. 

b. Undergo a physical examination required to obtain a visa if travel is/was required to a location outside 

the traveler’s PDS local area. 

12. Travel Not Required. Actual travel to obtain required documents is not required for reimbursement (e.g., 

the expenses may be related to mail). 


Personal Expenses. Personal expenses are not reimbursable. These include batteries, 

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tools, film, gifts, pet care, hotel concierge, rental car GPS, workout room/gym fees, and similar items. 

Pet Quarantine. See JFTR and JTR, Ch 5, Part I for rules regarding pet quarantine ICW PDT. 

Phone Calls (Official) 

1. The AO: 

a. May determine certain communications to a traveler’s home/family are official (i.e., to advise of the 

traveler’s safe arrival, inform/inquire about medical conditions, and advise regarding changes in itinerary), 

b. Should limit communications to a dollar amount in advance of the TDY, and 

c. May approve charges after the TDY completion, when appropriate (adopted from GSBCA 14554-TRAV, 

18 August 1998). 

2. Prepaid communication services (i.e., prepaid phone cards, cell phones) are not reimbursable unless the AO 

can determine they were used for official business. 

Physical Examination Fees. See Passport, Visa, Green Card, Photographs, Physical Examinations, and Legal 

Services. 

Prepaid Phone Cards/Cell Phones. See Communication Services. 

Preparatory Travel Expense Reimbursement when the Travel Authorization/Order is Amended, Modified, 

Canceled or Revoked. Preparatory travel expenses, such as fees for traveler’s checks, passport, mandatory 

biometric visa requirements, visa, green card, and communications services, incurred prior to the 

authorization/order being changed are reimbursable provided the action taken is beyond the traveler’s control, in 

the GOV’T’s interest, and a refund is unobtainable. 

Registered Traveler Membership Fee. Individual traveler membership in a registered and/or trusted traveler 

program is not a reimbursable expense per JFTR, par. U1060 and JTR, par. C1010. Use of GOV’T funds to 

obtain membership in such a program is statutorily prohibited by 5 USC §5946 per GSA Bulletin FTR 08-05 of 25 

June 2008. 

Registration Fee. Registration fee reimbursement is authorized/approved when the fee is a condition for 

attendance. When the registration fee includes the cost of meals, per diem is computed under JFTR, par. U4165- 

2b or JTR, par. C4554-B2b. 

Rental Car Administrative Fees. Any per-day administrative fee called for in the DTMO rental car agreements 

(including GARS) is authorized. 

*Reports/Correspondence Preparation Services (incl. associated necessary equipment). Services of typists, 

typists, data processors, or stenographers and use of computers, printers, faxing machines and scanners are 

reimbursable when authorized/approved by the AO (B-145883, 1 September 1970 and 15 Comp. Gen. 257 

(1935)). This does not cover any materials. See mission-related expenses. 

Resort Fees. Resort fees, that are mandatory, are authorized. 

Room Rental. Reimbursable when authorized/approved by the AO only when used for official business at a 

lodging/other place. 

Service and Processing Fees. 

1. Service and processing fees (transaction fees) for arranging official transportation, rental car and lodging 

accommodations are authorized: 

a. Through a CTO, and 

b. When a CTO/TMC is not available. 

2. Reimbursement is authorized only when every reasonable attempt has been made by the traveler to engage 


Change 270/524 G-7 

6/1/09 

PCS 

TDY 

PCS 

X X 

TDY 

Mil 

Civ 

X X X X 

X X X X X X 

X X X X 

X X X X 

X X X X 

X X X X X X 

X X X X 

X X X X X X



CTO/TMC in the process and the CTO/TMC is not available, prior to official travel commencement. 

Storage of Property Used on Official Business. Reimbursable when authorized/approved by the AO. 

Technology Equipment. Use of computers, printers, faxing machines, scanners, telegrams, cablegrams, or 

radiograms is authorized. 

Tips Aboard Commercial Ships (Uniformed Member Only). Tips to stewards and other attendants paid by or 

on behalf of the dependents aboard commercial ships are authorized. 

Tips for Handling GOV’T Property. Transportation-related tips for handling GOV’T property at terminals and 

lodgings are authorized. 

Tips, Transportation-Related. Transportation-related tips for taxis, limousines, and courtesy transportation are 

authorized. 

Transportation to/from Terminal. POC transportation costs (ICW TDY travel) to and from the transportation 

terminal are authorized. See JFTR, par. U3320 and JTR, par. C2192. 

Travel and Transportation Related Expenses. Travel and transportation related expenses similar to any in this 

table may be authorized. 

Value Added Tax (VAT) Certificate. The cost of a Value Added Tax (VAT) certificate used to avoid paying 

TDY lodging taxes is reimbursable. 

VISA and Photograph Fees for OCONUS Travel. See Passport, Visa, Green Card, Photographs, Physical 

Examinations, and Legal Services. 


Change 270/524 G-8 

6/1/09 

PCS 

X 

TDY 

PCS 

TDY 

Mil 

Civ 

X X X X 

X X X X 

X X X X 

X X X X X X 

X X X X 

X X X X X X 

X X X X

APP H: Travel Purpose Identifiers and Premium Class Transportation (JFTR/JTR) Table of Contents 

APPENDIX H 

TRAVEL PURPOSE IDENTIFIERS & PREMIUM CLASS TRANSPORTATION 

Part Contents 

1 Travel Purpose Identifiers 

2A Reporting Data Elements and Procedures Format 

2B First-Class Air Accommodations Codes 

2C *First-Class Decision Support Tool 

3A Business-Class Air Accommodations Codes 

3B *Business-Class Decision Support Tool 

4A Premium-Class Accommodations for Disability or Other Special Medical Needs Reasons 

4B Reserved 

4C Reserved 

4D Reserved 

4E Reserved 

4F Premium-Class Accommodations Determination Format 

Change 269/523 H-i 

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APP H: Travel Purpose Identifiers and Premium Class Transportation (JFTR/JTR) Table of Contents 


Change 269/523 H-ii 

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APP H: Travel Purpose Identifiers & Premium Class Transportation (JFTR/JTR) 

Part 1: Travel Purpose Identifiers and Premium Class Transportation 

0. Site Visit 

Travel Purpose 

Identifier Codes 

1. Information Meeting 

2. Training Attendance 

3. Speech or Presentation 

4. Conference Attendance 

5. Relocation 

6. Between Tours Travel 

7. Special Mission Travel 

8. Emergency Travel 

9. Other Travel 

PART 1: TRAVEL PURPOSE IDENTIFIERS 

Purpose 

Appendix H1 

Personally perform operational/managerial activities (e.g., to oversee program 

activities, grant operations, or manage activities for internal control purposes; 

carry out an audit, inspection, or repair activity; conduct negotiations; provide 

technical assistance) at a particular location. 

To attend meeting(s) to discuss general agency operations, review status reports, 

or discuss topics of general interest. If a site visit was conducted as part of the 

same trip, the entire trip is for a site visit (See 0 above.). 

To receive training. 

To make a speech or a presentation, deliver a paper, or 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. 

Transfer from one PDS to another (same as a PCS move.) This includes new 

appointees/persons ordered to active duty when authorized relocation allowances 

for reporting to the first duty station. 

Travel and transportation authorizations for which an employee/uniformed 

member and/or dependent(s) may be eligible while serving at an OCONUS duty 

station; e.g., RAT or COT/IPCOT travel for the purpose of taking leave between 

OCONUS tours of duty; educational travel, etc. This travel is ordinarily 

performed in conjunction with travel resulting from a permanent change of station 

assignment or renewal of a tour of duty at OCONUS duty stations. 

To carry out a special agency mission (e.g., non-combat military units); provide 

security to a person or shipment (such as diplomatic pouch); move witnesses 

between locations; travel by Federal beneficiaries and other non-employees. 

To return a traveler from a temporary duty assignment location at Government 

expense to the designated post of duty or home, or other alternate location, where 

the travel would ordinarily be present to take care of the emergency situation if the 

Government had not directed or assigned the traveler to another location to 

perform official business. In the case of a uniformed member, the provisions of 

JFTR, par. U7205 or U7206, and for civilian employees Ch 7, Part M, which are 

far more extensive, would apply. 

All travel performed for reasons (purposes) not shown in one of the other nine 

categories listed above. Even though stated as “other travel,” the travel 

authorization/order must also detail the specific purpose. 

Change 266/520 H1-2 

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Part 1: Travel Purpose Identifiers and Premium Class Transportation 


Appendix H1 

Change 266/520 H1-2 

2/1/09


Part 2A: Reporting Data Elements and Procedures Format 

Appendix H2A 

SECTION 2A: REPORTING DATA ELEMENTS AND PROCEDURES FORMAT 

Premium-Class Travel Reporting Data Elements and Procedures 

1. Traveler’s Name (Last/First/MI; e.g., Smith, John. Q.):_____________________________________________ 

and Sponsor’s Name (if applicable)____________________________________________________________ 

2. Traveler’s Rank/Grade (e.g., O-7, E-6, GS-14, Civ):_______________________________________________ 

and Sponsor’s Rank/Grade (if applicable)______________________________________________________ 

3. Last 4 SSN (Last 4 digits of traveler’s Social Security Number) ______________________________________ 

and Sponsor’s Last 4 SSN (if applicable)_______________________________________________________ 

4. Service/Agency of traveler (e.g., U.S. Army, DIA):_________________________________________________ 

5. Organization of traveler (e.g., 434 ARW/FMF):___________________________________________________ 

6. Work Phone (Comm and DSN (both with area codes):______________________________________________ 

7. Email Address:_____________________________________________________________________________ 

8. Mode (Airplane, Ship or Train) 

0 = Air 

1 = Ship 

2 =Train 

9. Travel Purpose (See APP H, Part I.) NOTE: 

These codes are a means to categorize a particular trip; they do 

not in any way convey authorization to use premium-class accommodations 

0 = Site Visit 

1 = Information Meeting 

2 = Training 

3 = Speech/Presentation 

4 = Conference 

5 = Relocation 

6 = Between Tours Travel 

7 = Special Mission Travel 

8 = Emergency Travel 

9 = Other 

10. Origin Location at which premium-class accommodations segment starts (e.g., Washington, 

D.C.)_________________________________________________________________________________________ 

(Other) Origin:_________________________________________________________________________________ 

11. Destination (Location at which premium-class accommodations ends (e.g., London, U.K.))________________ 

(Other) Origin:_________________________________________________________________________________ 

NOTE: 

For multiple stops on a single trip: 

a) If the entire roundtrip is by premium-class, list the origin and each destination on one line (e.g., 

Washington to Tokyo to Honolulu to Washington all performed premium-class. List Washington under 

Origin and list “Tokyo/Honolulu/Washington” under Destination column. Only the date travel is to begin 

from Washington is listed.) 

Change 266/520 H2A-1 

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Part 2A: Reporting Data Elements and Procedures Format 

Appendix H2A 

b) If some legs are premium-class and others are not, then report each leg involving premium-class on a 

separate line with the appropriate origin/destination for that leg and the date travel is to begin for that leg 

(e.g., Washington to Paris to Guam to Tokyo to Honolulu to Washington. Only Washington to Paris and 

Tokyo to Honolulu are premium-class; the other legs are coach-class. List the Washington to Paris 

information on one line and the Tokyo to Honolulu information on another line with departure dates and 

cost for each premium-class trip leg listed separately. 

12. Date Travel to Begin (YYYYMMDD; e.g., 20080313 for 13 Mar 08):________________________________ 

13. Fare Paid for premium-class accommodations (nearest dollar): $_____________________________________ 

14. Coach Fare amount leg would cost if coach class used (nearest dollar): $_______________________________ 

15. Ticket Issuing Location (Name and Location of (Contracted) Commercial Travel Office CTO): 

_____________________________________________________________________________________________ 

16. Approval reason code and JTR/JFTR par. justification reference: 

Approval Code: (e.g., B2)_________Par. Reference: (e.g., JTR, par. C2204-B3b)________________________ 

(First-class see Part II, Section B; Business-class see Part III, Section A of APP H) 

17. Approval Authority of Premium-class Accommodations (i.e., title)___________________________________ 

Change 266/520 H2A-2 

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Part 2B: First-Class Air Accommodations Codes 

APPROVAL 

CODE 

F1 

F2 

F3 

F4 

F5 

F6 

FC 

SECTION 2B: FIRST-CLASS AIR ACCOMMODATIONS CODES 

(See JTR, par. C2204-B3; JFTR, par. U3125-B3) 

APPROVAL CODE/REFERENCE/REASON 

JTR & JFTR PARAGRAPH REFERENCE 

JTR, par. C2204-B3a or JFTR, par. U3125-B3a 

JTR, par. C2204-B3b or JFTR, par. U3125-B3b 

JTR, par. C2204-B3c or JFTR, par. U3125-B3c 

JTR, par. C2204-B3d or JFTR, par. U3125-B3d 

JTR, par. C2204-B3e or JFTR, par. U3125-B3e 

JTR, par. C2204-B3f or JFTR, par. U3125-B3f 

JTR, par. C2204-B3g or JFTR, par. U3125-B3g 

One of the first 5 reasons (F1 through F5) must also apply. 

Appendix H2B 

REASON FOR TRAVEL 

Lower Class Not Available in Time 

Medical 

Security 

Mission 

Only first class provided 

Non-Federal source 

Congressional Travel 

Change 266/520 H2B-1 

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Part 2B: First-Class Air Accommodations Codes 


Appendix H2B 

Change 266/520 H2B-2 

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Part 2C: First Class Decision Support Tool 

SECTION 2C: FIRST-CLASS DECISION SUPPORT TOOL 

Appendix H2C 

Effective 1 March 2004, authorization/approval authority for premium-class accommodations was changed to the 

senior official level with specific delegations required for authority below that level. Consult service/agency 

regulations or directives for the current first-class AO. 

First-class accommodations requests. 

Is the request for first-class accommodations because lower-class accommodations are not reasonably available 

(F1)? 

No - First-class accommodations must not be authorized/approved. 

Yes - Are accommodations, other than first-class, available on an airline scheduled to leave within 24 hours 

before the traveler’s proposed departure time, or scheduled to arrive up to 24 hours before the traveler’s 

proposed arrival time? 

Yes - Would traveler arrive later than the required reporting time at the duty site? 

Yes - Is the travel for PCS, RAT/COT/IPCOT leave, EVT, FVT, emergency leave, R&R, FEML, or 

evacuation? 

Yes - First-class accommodations for these travel-types must not be authorized/approved since 

arrival time/reporting time in these cases is not mission-critical. 

No - First-class accommodations may be authorized/approved for the departure portion of the trip, 

considering when the TDY trip was identified, when travel reservations were made, whether or not 

the traveler can arrive earlier, etc. 

No - Would the traveler be required to depart earlier than the traveler is scheduled to complete duty? 

Yes - Is the travel for PCS, RAT/COT/IPCOT leave, EVT, FVT, emergency leave, R&R, FEML, 

or evacuation? 

Yes - First-class accommodations for these travel-types must not be authorized/approved 

since arrival time/reporting time in these cases is not mission-critical. 

No - First-class may be authorized/approved for the return portion of the trip, considering 

when the TDY trip was identified, when travel reservations were made, whether or not the 

traveler can delay departure, etc. 

Is the request for first-class accommodations because of medical reasons (F2)? 


Yes - Has competent medical authority certified sufficient justification/documentation that the disability or 

other special medical needs exists and the medical condition necessitates first-class accommodations? 


Yes - Can lower-cost economy accommodations (e.g., ‘bulk-head’ seating, or providing two economy seats 

or a business-class seat or shorter flights) meet the traveler’s requirements? 

Yes - First-class accommodations must not be authorized/approved. 

No - First-class accommodations may be authorized/approved. 

Change 266/520 H2C-1 

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Is the request for first-class accommodations due to exceptional security circumstances (F3)? 


Appendix H2C 

Yes - Would use of other than first-class accommodations entail danger to the traveler’s life or Government 

property? 

Yes - First-class accommodations may be authorized/approved. 

No - Are travelers agents of protective details accompanying individuals authorized to use first-class 

accommodations? 

Yes - Are travelers required while traveling to remain in the immediate area of the individuals they are 

protecting? 



No - Are travelers, couriers or control officers accompanying controlled pouches or packages? 


Yes - Can adequate security of the pouch or package be maintained in coach-or business-class? 

Yes - First-class accommodations must not be authorized/approved. 

No - First-class accommodations may be authorized/approved. 

Is the request for first-class accommodations mission required (F4)? 


Yes - Is travel in connection with Federal Advisory Committees (5 USC app. 

(http://www.usdoj.gov/04foia/facastat.pdf))? 


Yes - Is the traveler a high-level invited guest? 


Yes - First-class accommodations may be authorized/approved. For DoD, the Director, 

Administration and Management, Office of the Secretary of Defense, or the Director’s designee is 

the only authorization/approval authority. 

Is the request for first-class accommodations that the regularly scheduled flights between the authorized origin and 

destination (including connection points) provide only first-class accommodations (F5)? 


Yes - Has the transportation officer/agent documented that there are no other scheduled coach or business-class 

flights/seats? 


Change 266/520 H2C-2 

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Is the request for first-class accommodations because a non-Federal source is paying (F6)? 


Appendix H2C 

Yes - Does the non-Federal source want the traveler to use first-class accommodations and has the traveler met 

at least one of the other first-class accommodations criteria (F1 through F5)? 


Yes - Have the transportation services been paid in advance by a non-federal source? 



Is the request for first-class accommodations for a member/employee traveling in support of congressional travel? 

(FC) 

No First-class accommodations must not be authorized/approved. 

Yes - An approval authority must sign a separate and distinct authorization form for issuance of a premiumclass 

ticket even when the authorization comes from the Chairman of the Congressional Committee or 

Leadership/Speaker of the House. 

Change 266/520 H2C-3 

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Appendix H2C 

Change 266/520 H2C-4 

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Part 3A: Business-Class Air Accommodations Codes 

Approval 

code 

B1 

B2 

B3 

B4 

B5 

B6 

B7 

B8 

B9 

BC 

BF 

OTE: 

PART 3A: BUSINESS-CLASS AIR ACCOMMODATIONS CODES 

(See JTR, par. C2204-B4 ; JFTR, par. U3125-B4 ) 

APPROVAL CODE/REFERENCE/REASON 

Paragraph reference 

JTR, par. C2204-B4a or JFTR, par. U3125-B4a 

JTR, par. C2204-B4b or JFTR, par. U3125-B4b 

JTR, par. C2204-B4c or JFTR, par. U3125-B4c 

JTR, par. C2204-B4d or JFTR, par. U3125-B4d 

JTR, par. C2204-B4e or JFTR, par. U3125-B4e 

JTR, par. C2204-B4f or JFTR, par. U3125-B4f 

JTR, par. C2204-B4g or JFTR, par. U3125-B4g 

JTR, par. C2204-B4h or JFTR, par. U3125-B4h 

JTR, par. C2204-B4i or JFTR, par. U3125-B4i 

JTR, par. C2204-B4j or JFTR, par. U3125-B4j 

JTR, par. C2204-B4k or JFTR, par U3125-B4k 

1For business-class accommodations, this is a ‘stand-alone’ reason. 

Reason for travel 

Appendix H3A 

Lower Class Not Available in Time 

Medical 

Security 

Mission 

Only business class provided 

Non-Federal source 

Foreign flag coach not adequate 

Overall savings 

Over 14 hours 

Congressional Travel 

Required by Foreign Government 

Regulations, MOU/MOA/SOFA 

NOTE 

Change 266/520 H3A-1 

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1


Part 3A: Business-Class Air Accommodations Codes 


Appendix H3A 

Change 266/520 H3A-2 

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Part 3B: Business-Class Decision Support Tool 

SECTION 3B: BUSINESS-CLASS DECISION SUPPORT TOOL 

Appendix H3B 

Effective 1 March 2004, approval authority for premium-class accommodations was changed to the senior 

official level with specific delegations required for authority below that level. Consult Service/agency regulations 

or directives for the current business-class AOs. 

Business-class accommodations requests. 

Is the request for business-class accommodations because there are no coach-class accommodations on any 

scheduled flight in time to accomplish the official (TDY) travel purpose/mission (B1)? 

No - Business-class accommodations must not be authorized/approved. 

Yes - Is the mission so urgent that it cannot be postponed? 


Yes - Is the travel for PCS, RAT/COT/IPCOT, leave, emergency leave, R&R, FEML, or evacuation? 

Yes - Business-class accommodations must not be authorized/approved since arrival time/reporting 

time in these cases is not mission-critical. 

No - Business-class accommodations may be authorized/approved for the trip’s departure, 

considering when the TDY trip was identified and travel reservations were made, whether traveler 

can arrive even earlier, etc. Coach accommodations should be used for the return flight if the 

return flight is not critical and the traveler can rest before reporting back to work. 

Is the request for business-class accommodations because of medical reasons (B2)? 


Yes - Has competent medical authority certified sufficient justification/documentation that the disability or 

other special medical need exists and the medical condition necessitates business-class accommodations? 


Yes - Can lower-cost economy accommodations (e.g., ‘bulk-head’ seating, or providing two economy seats 

or shorter flights) meet the traveler’s requirements? 

Yes - Business-class accommodations must not authorized/approved. 

No - Business-class accommodations may be authorized/approved. 

Is the request for business-class accommodations due to exceptional security circumstances (B3)? 


Yes - Would use of other than business-class accommodations entail danger to the traveler’s life or Government 

property? 

Yes - Business-class accommodations may be authorized/approved. 

No - Are travelers agents of protective details accompanying individuals authorized to use business-class 

accommodations? 

Yes - Are travelers required while traveling to remain in the immediate area of the individuals they are 

Change 266/520 H3B-1 

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protecting? 



Appendix H3B 

No - Are travelers, couriers or control officers accompanying controlled pouches or packages? 


Yes - Can adequate security of the pouch or package be maintained in coach-class? 

Yes – Business-class accommodations must not be authorized/approved. 

No - Business-class accommodations may be authorized/approved. 

Is the request for business-class accommodations mission required (B4)? 

No – Business-class accommodations must not be authorized/approved. 

Effective 18 January 2005 

Yes - Is travel in connection with Federal Advisory Committees (5 USC app. 

(http://www.usdoj.gov/04foia/facastat.pdf))? 


Yes - Is the traveler a high-level invited guest? 


Effective 18 January 2005 

Yes - First-class accommodations may be authorized/approved. For DoD, the Director, Administration 

and Management, Office of the Secretary of Defense, or the Director’s designee is the only 

authorization/approval authority. 

Is the request for business-class accommodations because the regularly scheduled flights between the authorized 

origin and destination (including connection points) provide only business-class accommodations (B5)? 


Yes - Has the transportation officer/agent documented that no other scheduled coach-class flights are available? 



Is the request for business-class accommodations because a non-Federal source is paying (B6)? 


Yes - Does the non-Federal source want the traveler to use business-class accommodations? 


Yes - Have the transportation services been paid in advance by a non-federal source? 

Change 266/520 H3B-2 

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Appendix H3B 

Is the request for business-class accommodations because coach-class accommodations on foreign carriers do not 

provide adequate sanitation or meet health standards (B7)? 


Yes - Has foreign flag service use been authorized/approved in accordance with the Fly America Act? 


Yes - Does the aircraft have more than two cabins? 

No – Business-class accommodations must not be authorized/approved. NOTE: 

The front cabin is 

first-class (making first-class criteria applicable) regardless of what class the airline calls it. 


Is the request for business-class accommodations because business-class accommodations would result in an overall 

savings to the Government (B8)? 


Yes - Is this based on economic considerations (e.g., the avoidance of additional subsistence costs, overtime, or 

lost productive time) that would be incurred while awaiting coach-class accommodations? 


Yes - Is there an actual cost-comparison showing the overall savings details? 


Yes - Does the aircraft have more than two cabins? 

No - Business-class accommodations must not be authorized/approved. NOTE: 

The front cabin 

is first-class (making first-class criteria applicable) regardless of what class the airline calls it. 


Is the request for business-class accommodations because the scheduled flight time is in excess of 14 hours (B9)? 


Yes - Is the time between the scheduled aircraft departure from the airport serving the PDS/TDY point and the 

scheduled aircraft arrival at the airport serving the TDY point/PDS including scheduled non-overnight time 

spent at airports during plane changes more than 14 hours? 


Yes - Does the traveler have to begin work immediately after arrival? 


Yes - Can a rest period be scheduled en route or at the TDY site before starting work? 

Change 266/520 H3B-3 

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Yes - Business-class accommodations must not be authorized/approved. 

No - Is the TDY purpose/mission so urgent that it cannot be delayed or postponed? 


Appendix H3B 

Yes - Is the travel for PCS, RAT/COT/IPCOT, leave, emergency leave, R&R, FEML, or 

evacuation or any transportation other than TDY? 

Yes - Business-class accommodations for these types travel must not be 

authorized/approved. 

No - Business-class accommodations may be authorized/approved for the departure 

portion of the trip, considering when the TDY trip was identified, when travel 

reservations were made, etc. Coach accommodations are to be used for the return flight 

if the return flight is not critical and the traveler can rest before reporting back to work. 

Is the request for business-class accommodations for a member/employee traveling in support of congressional 

travel? (BC) 


Yes - An approval authority must sign a separate and distinct authorization form for issuance of a business-class 

ticket even when the authorization comes from the Chairman of the Congressional Committee or 

Leadership/Speaker of the House. 

Change 266/520 H3B-4 

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Part 4A: Prem-Class Accomm for Disability/Other Special Medical Needs Reasons 

Appendix H4A 

SECTION A: PREMIUM-CLASS ACCOMMODATIONS FOR DISABILITY OR 

OTHER SPECIAL MEDICAL NEEDS REASONS 

It is Department of Defense policy (See JTR, par. C2000-A2c and JFTR, par. U2000-A2c.) that premium-class 

travel accommodations, due to a disability or other special medical needs, be used only when there is no alternative 

means to accommodate the traveler’s condition (e.g., bulkhead, aisle seating, use of two adjoining coach-class seats, 

etc.). The condition must be certified by competent medical authority (i.e., a licensed medical practitioner) and 

authorized by the premium-class AO in advance of travel. This requirement is in the JTR and JFTR. Certifications 

validating the disability or other special medical need remain in effect for a period up to six months or the duration 

of the disability or special need, whichever is shorter. Disabilities or special medical needs described as permanent 

require review and renewal on an annual basis by a physician. 

A traveler who requests premium-class accommodations due to disability or other special medical need should 

request authorization well in advance of anticipated travel to ensure there is sufficient time to obtain required 

premium-class authorization prior to travel. If extenuating circumstances or emergency situations prevent 

advance authorization, the traveler must obtain written approval from the appropriate premium-class AO within 

7 days of travel completion. Failure to receive the appropriate authorization/approval for premium-class 

transportation either before or after travel may result in the traveler being financially liable for costs over the 

economy/coach-class airfare. 

Change 266/520 H4A-1 

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Part 4A: Prem-Class Accomm for Disability/Other Special Medical Needs Reasons 


Appendix H4A 

Change 266/520 H4A-2 

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Part 4B: Reserved 

APPENDIX H 

PART 4, SECTION B 

RESERVED 

Reserved 

Change 266/520 H4B-1 

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Part 4B: Reserved 


Reserved 

Change 266/520 H4B-2 

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Part 4C: Reserved 

APPENDIX H 

PART 4, SECTION C 

RESERVED 

Reserved 

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Part 4C: Reserved 


Reserved 

Change 266/520 H4C-2 

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Part 4D: Reserved 

APPENDIX H 

PART 4, SECTION D 

RESERVED 

Reserved 

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Part 4D: Reserved 


Reserved 

Change 266/520 H4D-2 

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Part 4E: Reserved 

APPENDIX H 

PART 4, SECTION E 

RESERVED 

Reserved 

Change 266/520 H4E-1 

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Part 4E: Reserved 


Reserved 

Change 266/520 H4E-2 

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Part 4F: Premium-Class Accommodations Determination Format 

Appendix H4F 

SECTION 4F: PREMIUM-CLASS ACCOMMODATIONS DETERMINATION 

FORMAT 

The request for first/business -class accommodations for _________________________________________ 

is authorized/approved/disapproved. 

(enter full name of traveler) 

__________________________________________ __________________________________________ 

Type Full Name, Rank and Office Symbol of Premiumclass 

Authorizing/Approving Signature 

DATE 

Change 266/520 H4F-1 

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Part 4F: Premium-Class Accommodations Determination Format 


Appendix H4F 

Change 266/520 H4F-2 

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APP I: Travel Authorizations Table of Contents 

PART 1: DELEGATION OF AUTHORITY 

Paragraph Contents 

APPENDIX I 

TRAVEL AUTHORIZATIONS 

A. Who May Issue a Travel Authorization/Order (FTR §301-71.104) 

1. General 

2. Army Delegation of Authority 

3. Navy Delegation of Authority 

4. Air Force Delegation of Authority 

PART 2: GENERAL CONDITIONS 

A. Authorization/Order in Writing (FTR §301-71.107) 

1. Policy 

2. Purpose 

3. Prohibition 

4. Exceptions 

5. Sea Trial Travel Authorization/Order 

B. Confirmatory Travel Authorization/Order 

C. Blanket Travel Authorization/Order 

D. Travel Authorization/Order Amendment 

1. Policy 

2. Authorization, Approval and Retroactive Modification 

3. Amendment Effective Date 

4. How to Amend a Travel Authorization/Order 

E. Rescinding a Travel Authorization/Order 

F. Numbering Travel Authorizations/Orders 

G. Authorization (Authentication) of a Travel Authorization/Order (FTR §301-71.3) 

H. Distribution 

I. Unused Travel Authorization/Order 

J. Statements Required on Travel Authorization/Order 

Change 512 I-i 

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APP I: Travel Authorizations Table of Contents 

Paragraph Title/Contents 

PART 3: TRAVEL AUTHORIZATION CONTENT 

A. Form of Request 

B. Information Required (FTR §301-71.103) 

1. General Information 

2. Specific Authorization or Approval 

3. Advance Arrangements 

C. Blanket TDY Travel 

D. Consultant and Expert TDY Travel 

E. PCS Travel 


2. CONUS PCS Travel 

3. First Duty Station for an Appointee 

4. OCONUS Permanent Duty Travel 

F. TCS Travel 

1. Events Requiring a Travel Authorization 

2. Travel Authorization Content 

G. Invitational Travel 

H. Travel at No Expense to the Government 

PART 4: TRAVEL AUTHORIZATION/ORDER PREPARATION 

A. TDY Travel 


2. DD Form 1614 Preparation 

3. Distribution 

B. Permanent Duty Travel 


2. DD Form 1614 Preparation 

3. Distribution 

4. Privacy Act Statement 

Change 512 I-ii 

6/1/08

Appendix I: Travel Authorizations (JTR) 

Part 1: Delegation of Authority 

APPENDIX I 

PART I: DELEGATION OF AUTHORITY 

APPENDIX I1 

NOTE: 

Only the officials listed in par. C2204-B may authorize/approve premium-class air accommodations. 

A. Who May Issue a Travel Authorization/Order (FTR §301-71.104) 


a. The Departments of the Army, Navy and Air Force have delegated authority to issue a travel 

authorization/order. That authority may be re-delegated, as shown in the following tables. 

b. Within a DOD Component other than in the Departments of the Army, Navy and Air Force, authority to 

issue a travel authorization/order is as delegated by the Component Head. 

c. One AO may ask another AO to issue an authorization/order. The requesting AO must provide the 

required information and accounting data. 

d. Specific travel authorization/order-issuing conditions are indicated in the following tables. 

e. Permitted delegations and re-delegations of travel authorization/order-issuing authority should be in 

writing, by organizational title to individual(s) for the purpose of authorizing/approving travel and 

authenticating a travel authorization/order. 

f. See Ch 4, Part M for AEA information. 

Change 525 I1-1 

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2. Army Delegation of Authority 

APPENDIX I1 

DEPARTMENT OF THE ARMY 

“X” indicates travel authorization/order issuance delegation 

Authorizing and Approving Official TDY Travel 1/ PDT 5/ Invitational 

Travel 1/, 6/ 

Secretary of the Army 

Administrative Assistant 

X X X 

to the Secretary of the Army 

Chief of Staff 

Commander of an Army Command, Army Service 

Component Command, and of each Direct Reporting 

Unit (includes Combatant Command component), 

X 2/ X X 

Head of an Army Staff Agency, Commander of a 

Major Subordinate Command and a Regional 

Commander 

Commander or Head of an Installation, Activity, and 

X 2/, 4/ 

X 

X 

Field Operating Agency 

National Guard Adjutants General of the Respective 

States 

1/ Issuance is subject to the provisions of AR 1-40, “Official Temporary Duty Travel Outside Continental United 

States.” 

2/ This official may re-delegate authority to a subordinate installation commander or activity and field operating 

agency for TDY travel authorization/order issuance for travel to, from, and between OCONUS areas when AR 1-40 

does not require issuance of a travel authorization/order by Headquarters, Department of the Army. When such 

authority is re-delegated, it must be for a specific project and time period. 


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X 3/ 

X 4/ 

X 4/ 

3/ For the Office of the Secretary of the Army and elements reporting directly thereto. 

4/ For the National Guard Bureau, prior authority from the Chief, National Guard Bureau is required prior to a 

blanket TDY travel authorization issuance. NOTE: A blanket travel authorization/order is not used in DTS. 

5/ For PCS between CONUS locations: applies to a Commander to whom authority has been delegated to fill a 

position. This official may re-delegate authority to issue a PDT travel authorization/order. For PCS to, from or 

between OCONUS locations: applies to a Commander who is responsible for filling requisitions and processing 

appointments to an OCONUS area, or for assigning an employee to an OCONUS PDS. This official may redelegate 

authority to issue a PDT authorization/order. The gaining activity is responsible for travel authorization/ 

order issuance but may request the losing activity to issue the travel authorization/order. 

X 3/ 

X 

X 

X 3/ 

X 

X 4/



3. Navy Delegation of Authority 

APPENDIX I1 

DEPARTMENT OF THE NAVY 


TDY Travel 

PDT 3/ Invitational 

Authorizing and Approving Official 

5/ 

Travel 1/, 2/ 

OCONUS 

Other 

Including First 

Trip And Involving Duty Station 

Blanket Employment Travel Within 

1/, 2/, 4/ Agreements CONUS 

Secretary of the Navy X X X X 

Under Secretary of the Navy X X X X 

Deputy Under Secretary for Manpower X X X X 

Assistant Secretaries of the Navy X X X X 

Special Assistant to the Secretary of the Navy 

Commandant, Assistant Commandant, and 

X X X X 

Director, Marine Corps Staff 

Chief, Deputy Chief, Vice Chief, and Assistant 

Chief of Bureaus and Offices and the Head of 

X 

X 

X 

X 

an Office of the Navy Department 

Auditor General of the Navy and Director, 

X 

X 

X 

X 

Naval Audit Service 

X 

X 

X 

X 

Director, each Naval Audit Service Regions 

Representative of the Office of the Deputy 

Assistant Secretary of the Navy (Civilian 

X 

Personnel/Equal Employment Opportunity) 

Commander and Vice Commander of Naval 

X 

X 

X 

Systems Command Headquarters 

Commander, Deputy Commander and Chief of 

X 

X 

X 

X 

Staff, Military Sealift Command 

X 

X 

X 

X 

Director, Defense Printing Service X X X 

Director, Naval Training Aids Center 

Executive Assistant to the Commander and 

Administrative Officer, Naval Facilities 

X 

Engineering Command Headquarters 

X 

X 

X 

X 

Chairman, Armed Services Board of Contract 

Appeals 

Commanding Officer/Executive Officer and 

Head of an Activity of the Department of the 

X X X 

Navy 

Director, Assistant Director, and Recruiting 

Representative of OCONUS and Return 

X 

X 

X 

X 

Placement Staff 

Director of Civilian Personnel and Industrial 

X 

Relations Officer 

Industrial Relations Officer and the Director of 

Industrial Relations Divisions in all MSC 

Commands and each Military Sealift Command 

X 

X 

Recruiting Representative 

Superintendent and Deputy Superintendent of 

X 

X 

X 

X 

the Dependents Schooling Office, Atlantic 

Deputy Assistant Director for Career Services, 

X 

Naval Investigative Service Headquarters 

X 

X 


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APPENDIX I1 

1/ Issuance is subject to OPNAVINST 4650.11(series) concerning an official visit to a military installation and to 

OPNAVINST 5510.1(series), Department of the Navy Security Program Regulation, Chapter 16 for duty involving 

access to classified material. 

2/ An official authorized to issue a TDY travel authorization/order and/or an ITA may delegate in writing to a 

subordinate official the authority to sign such an authorization/order “by direction.” Authority for authorizing 

spouse travel rests at the 4-Star level (may be re-delegated to the Major Command Chief of Staff or equivalent 

senior level official only). 

3/ An official authorized to issue a service agreement or PDT authorization/order may not re-delegate this authority. 

In the absence of the designated official, an official “acting” is authorized to sign the service agreement or travel 

authorization/order as “acting.” 

4/ Prior approval of the Echelon I Command is required for any TDY assignment of more than 12 months. 


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4. Air Force Delegation of Authority 

APPENDIX I1 

DEPARTMENT OF THE AIR FORCE 


Authorizing and Approving Official TDY Travel PDT Invitational 

1/9/ 

Travel 9/ 

Secretary of the Air Force X 3/ X 6/ X 

Chief of Staff, U.S. Air Force X 4/ X 6/ X 

Commander, Major Air Command/FOA/DRU X 5/ X 6/ X 

Commander, Intermediate Echelon X 2/, 5/ X 6/ X 7/ 

Commander, Activity, Wing, Group, or Squadron X 2/, 5/ X 6/ X 7/ 

Commander, North American Air Defense Command X X 6/ X 

National Guard Adjutants General of the respective State X 8/ X 8/ X 

1/ Issuance is subject to advance notification and clearance requirements in the restrictions in AFI 31-501. 

2/ Prior authorization by the major air command concerned is required for TDY assignments in excess of 179 days. 

Authority may be re-delegated to lower echelons if desired. 

3/ Prior authorization by the Administrative Assistant to the Secretary of the Air Force is required to issue a blanket 

TDY travel authorization for an employee of the Office of the Secretary of the Air Force. NOTE: A blanket travel 

authorization is not used in DTS. 

4/ Prior authorization by AF/DALB is required to issue a blanket TDY travel authorization for a Headquarters, U.S. 

Air Force civilian employee. NOTE: A blanket travel authorization/order is not used in DTS. 

5/ Prior authorization by the major command concerned is required to issue a blanket TDY travel authorization/ 

order. However, authority may be re-delegated to lower echelons if desired. Authorization may be for a specific 

project or period of time, or without limitation (other than the fiscal year) when justified. NOTE: A blanket travel 

authorization/order is not used in DTS. 

6/ Responsibility for PCS travel authorization/order issuance belongs to a commander who has received delegated 

authority to fill positions, a commander who is responsible for filling requisition and processing appointments 

OCONUS, the commander of an activity in which one individual is employed, or the commander of a gaining 

activity, as appropriate, with regard to the PCS travel type involved. 

7/ When delegated by the responsible major air command. 

8/ Authority for travel authorization/order issuance other than for invitational travel applies only to Air Force 

National Guard civilian technicians. 

9/ An official authorized to issue a TDY travel authorization/order and/or an ITA may delegate in writing to a 

subordinate official the authority to sign such authorization/order “by direction.” Authority for authorizing spouse 

travel rests at the 4-Star level (may be re-delegated to the Major Command Chief of Staff or equivalent senior level 

official only). 


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APPENDIX I1 


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APP I: Travel Authorizations (JTR) 

Part 2: General Conditions 

A. Authorization/Order in Writing (FTR §301-71.107) 

PART II: GENERAL CONDITIONS 

Appendix I2 

1. Policy. 

A travel authorization/order must be written or electronic (see par. G) and establish the conditions 

under which official travel and transportation is authorized at GOV’T expense. It should be issued before travel 

begins unless an urgent/unusual situation prevents prior issuance. 

2. 

Purposes (FTR §301-71.100). The purposes of a travel authorization/order are to: 

a. Provide the traveler information regarding what expenses may be paid; 

b. Provide CTOs and travel service vendors with necessary documentation for travel programs use; 

c. Provide necessary financial information for budgetary planning; and 

d. Identify the travel purpose. 

3. Prohibition. A travel authorization/order must not be issued for reporting to the first PDS for duty except as 

in Ch 4, or for a pre-employment interview/examination except as in Ch 7, Part D. 

4. Exceptions 

a. When travel is performed within the limits or immediate vicinity of a PDS, if deemed appropriate for 

fund approval purposes, an AO’s authorization may be: 

(1) Oral, 

(2) By letter/message, or 

(3) By travel authorization/order. 

b. A travel authorization/order is not necessary when it is known that the travel claim involves only 

commercial transportation or POC mileage reimbursement. 

c. If a travel authorization/order is not issued, approval on a claim voucher should suffice for 

reimbursement purposes. 

5. Sea Trial Travel Authorization/Order 

a. Instead of an individual travel authorization/order, a travel authorization/order may be issued for 

employees participating in sea trial trips when the only per diem involved is the per diem payable while the 

employees are aboard the Government ship. 

b. The written travel authorization/order must show: 

(1) The per diem authorization, 

(2) the per diem rate, 

(3) duty dates, 

(4) accounting data, and 

(5) the names of the employees assigned to the particular sea trial trip. 


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c. A copy of the travel authorization/order must be given to each employee concerned. 

B. Confirmatory Travel Authorization/Order 

Appendix I2 

1. If official travel begins or is performed before a written travel authorization/order is issued, the travel must 

be pursuant to proper oral, letter, or message authority. 

2. A confirmatory travel authorization/order must: 

a. Be issued as promptly as possible. 

b. Include appropriate statements regarding the prior authorization and justification for any unusual 

issuance delay, and 

c. Be initiated by the official who directed the travel. 

C. Blanket Travel Authorization/Order. A blanket TDY travel authorization/order may be issued only in 

exceptional circumstances and when necessary to meet mission requirements. A blanket travel authorization/order, 

1. Is limited to use within a stated geographical area, and 

2. Is limited to a time period within a fiscal year, and 

3. Must not be issued merely to authorize a specific number of trips to or between stated places or to enable 

variations in itinerary, and 

4. Can only authorize economy-class travel. If travel in premium-class accommodations becomes necessary 

for a specific trip, an amendment to the travel authorization/order for each such trip must be issued. 

Expense items requiring specific approval under these regulations also require specific approval. NOTE: 

A blanket 

travel authorization/order is not used in DTS. 

D. 

Travel Authorization/Order Amendment 

1. Policy. An issued travel authorization/order may be changed or corrected (within certain limits) by issuing 

an amendment. An amendment may be issued before or after completion of travel to: 

a. Recognize an essential aspect of travel not known in advance, 

b. Change the period or place of TDY assignment, 

c. Include omitted pertinent information, 

d. Change allowances for unperformed travel or duty, and/or 

e. Correct erroneous information or clerical errors that do not affect reimbursement retroactively. 

2. Authorization, Approval and Retroactive Modification 

a. Allowances may be: 

(1) Authorized only in advance of travel in some instances and/or 

(2) Approved after travel is completed 

b. See APP A for definitions of “authorize” and “approve”. 


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c. Approval after the fact, when permitted, does NOT constitute 'retroactive modification' of a travel 

authorization/order to create, change, or deny an allowance. 

Appendix I2 

d. Except to correct/complete a travel authorization/order to show the original intent, a travel authorization/ 

order must not be revoked/modified retroactively to create or deny an allowance (24 Comp. Gen. 439 

(1944)). (Ex: It would be improper to amend a travel authorization/order to 'un-authorize' POC travel 

after travel had been completed that the travel authorization/order had clearly permitted POC use.) 

e. See pars. C4554-A and C4554-B regarding the effect of deductible meals on per diem rates. 

3. Amendment Effective Date 

a. The amendment effective date is the issuance date unless a later date is specified. 

b. The amendment may indicate retroactive effect under the conditions in par. D1. 

c. An amendment authorizing a change in per diem or mileage rate and reimbursement basis applies only 

to unperformed travel on and after the effective date. 

d. An amendment changing allowance amounts should be made effective on a date that an employee 

reasonably may be expected to receive the amendment or advance notification of the effective date should 

be furnished the employee concerned. 

4. How to Amend a Travel Authorization/Order 

a. General. A travel authorization/order is amended by issuing an appropriate document citing the original 

travel authorization/order by number, and stating the pertinent changes, additions or deletions, and effective 

date(s). 

b. Responsible Official. The AO directing an employee’s travel is responsible for amending a travel 

authorization/order. Before issuing a travel authorization/order amendment involving additional funds 

expenditure, authorization is required from the official whose funds are affected. Any official with 

delegated authority to issue a travel authorization/order (see APP I, Part 1, par. A) may issue a permitted 

amendment. 

E. Rescinding a Travel Authorization/Order 

*1. An authorization/order may: 

*a. Not be rescinded if an employee has traveled or incurred expenses that must be reimbursed under an 

issued travel authorization/order (GSBCA 15647-RELO, 20 September 2001); and 

b. Be rescinded when it applies to unperformed authorized travel. 

*2. Incurred expenses/services, initiated by the employee based on an anticipated travel authorization/order, are 

not reimbursable. See JTR, par. C1050 and CBCA 1370-RELO, 22 January 2009. 

F. Numbering Travel Authorization/Order. Strict administrative control must be maintained over travel 

authorization/order issuance. Each authorized issuing office must assign an identifying number or symbol to each 

travel authorization/order and cite it as reference in related documents and records when necessary. Authorization/ 

order identification must be as prescribed in Service regulations. 


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Appendix I2 

G. Authorization (Authentication) of a Travel Authorization/Order (FTR §301-71.3). A travel authorization/order 

is “authorized” or “authenticated” by affixing the AO’s seal or signature. Authorization (authentication) may be by 

written signature with printed name and title, by facsimile signature with printed name and title, by electronic 

signature with printed name and title if the security and privacy requirements established by the National Institute of 

Standards and Technology (NIST) for electronic data interchange are met, or by seal. 

H. Distribution. The required number of copies of a travel authorization/order for distribution depends on the 

circumstances and the Service organization concerned. In addition to the original and copies that a traveler may be 

required to submit with a travel claim (see financial management regulations), the traveler must be furnished 

sufficient copies to support: 

1. Issuance of Government-procured transportation; 

2. Travel advances; 

3. HHG transportation and/or storage; 

4. Transportation of unaccompanied dependents; 

5. Transportation by Military Sealift Command (5 copies); 

6. Transportation by Air Mobility Command (3 copies); 

7. Immunization, passport, visa, and green cards. See APP G.; and 

8. Administrative requirements, including for a record in the employee’s personnel folder, for OCONUS PCS 

travel. 

I. Unused Travel Authorization/Order. 

An unused travel authorization/order must be returned promptly to the AO 

with an appropriate explanation. That official must have the travel authorization/order canceled and a copy of the 

cancellation furnished to appropriate officials as required by Service directives. 

J. Statements Required on Travel Authorizations. A travel authorization that does not have a box to check for a 

particular allowance must include a statement authorizing the allowance (Ex., DTR 4500.9-R, Part 1, Chapter 106, 

par. B indicates that a statement authorizing commercial vehicle rental must be contained in the travel authorization/ 

order to expedite processing at rental location). 


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Part 3: Travel Authorization Content 

PART III: TRAVEL AUTHORIZATION/ORDER CONTENT 

APP I3 

A. Form of Request. Use the travel authorization/order forms prescribed in APP I, Part 4, par. A (TDY) and APP I, 

Part 4, par. B (PCS). 

B. Information Required (FTR §301-71.103) 

1. General Information. The following information must be included on each travel authorization/order. 

NOTE: See par. C2000-A2 if premium-class accommodations are authorized. 

a. Employee’s name; 

b. AO’s signature (digital in DTS); 

c. Travel purpose (see APP H); 

d. Travel authorization conditions or limitations; 

e. Costs (for an open authorization/order, include a travel cost estimate over the period covered) estimate; 

f. A statement that the employee is authorized to travel; 

g. The following statement: “The Travel and Transportation Reform Act (TTRA) of 1998 stipulates that 

the GTCC must be used by all U.S. GOV’T personnel (civilian and military) to pay for costs incident to 

official business travel unless specifically exempted by authority of the Administrator of General Services 

or the head of the agency.”(DODFMR, Vol. 9, paragraph 030301.B.1); See 

http://www.dtic.mil/comptroller/fmr/.; 

h. A statement indicating whether the traveler is/is not a GTCC IBA holder (DODFMR, Vol. 9, paragraph 

030301.B.2) See http://www.dtic.mil/comptroller/fmr/; 

i. If the traveler is a GTCC IBA holder, a statement indicating whether or not the traveler is exempt from 

the TTRA mandatory use provision. This statement also authorizes alternative payment methods. 

(DODFMR, Vol. 9, paragraph 030301.B.3) See http://www.dtic.mil/comptroller/fmr/.; 

j. A statement indicating that a GTCC holder should obtain necessary cash (and the amount), as 

authorized, through ATMs rather than obtaining cash advances from a DOD disbursing officer (DODFMR, 

Vol. 9, paragraph 030301.B.4) See http://www.dtic.mil/comptroller/fmr/.; 

k. A statement indicating that CTO/TMC use to arrange official travel is mandatory, or a statement in 

detail as to exactly why a CTO/TMC is not available, or otherwise is not being used. NOTE: Virtually all 

DOD components have contractual arrangements with CTOs/TMCs requiring that all official 

transportation (common carrier, special conveyance, etc.) be arranged through the CTO/TMC if the 

CTO/TMC can provide the required official transportation arrangements.; 

l. A statement indicating that available GSA contract city-pair airfare connecting an official-travel origin 

and an official travel destination should be used unless one of the 5 reasons in APP P, Part 1, par. A6 exists. 

The travel authorization/order must include a detailed explanation why the contract city-pair airfare was not 

used if one of reasons applies. .For example, “Space on a scheduled contract flight is not available in time 

to accomplish the travel purpose, or contract service use would require the traveler to incur unnecessary 

overnight lodging costs that would increase the total trip cost.”); and 

m. A statement indicating whether transportation tickets are purchased using a GTCC CBA or a GTCC 

IBA. This statement is only to alert voucher examiners to instances in which a CBA ordinarily is used to 

purchase transportation and the transportation cost shows up as a reimbursable expense so that appropriate 

questions may be asked and duplicate payments avoided. 


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APP I3 

2. Specific Authorization or Approval. (FTR §301-71.105) The following travel arrangements require specific 

prior authorization: 

a. Use of premium-class service on common carrier transportation (par. C2204-B); 

b. Use of a foreign air carrier (par. C2204-C); 

c.. Use of extra-fare train service (par. C2208); 

d. Travel costs estimate (for blanket travel authorizations it should include an estimate for the period 

covered); 

e. A statement that the employee(s) is (are) authorized to travel; and 

f. If permitted, a statement that return travel to the PDS during extended TDY is authorized at GOV’T 

expense must be included in the travel authorization/order, or on the travel voucher or by travel 

authorization/order amendment, if approved after the travel has been performed. This travel is an 

exception to the policy of scheduling travel during regular hours of duty. Accordingly, the authorized 

return should be performed outside the employee's regular duty hours or during authorized leave periods. 

3. Advance Arrangements. The following travel arrangements require a written or electronic advance 

authorization/order: 

a. Reimbursement limitations for travel by an unauthorized transportation mode or route must be stated on 

the travel authorization/order under which a dependent travels; 

b. Reduced per diem rate payment (par. C4550); 

c. Acceptance of payment from a non-Federal source for travel expenses (see the Joint Ethics Regulation 

(JER), DOD 5500.7-R, at 

http://www.defenselink.mil/dodgc/defense_ethics/ethics_regulation/index.html); and 

d. Travel expenses related to conference attendance (APP R). 

C. Blanket TDY Travel. A blanket TDY travel authorization/order must include the same basic information as in 

the REQUEST AND AUTHORIZATION FOR TDY TRAVEL OF DOD PERSONNEL (DD Form 1610), plus 

statements: 

1. That the travel type is “blanket TDY travel”; 

2. That the employee must proceed at such times, to such places, and at such frequency as may be necessary; 

3. Of the general geographic area limitations; 

4. Of a specific period of time within a fiscal year; 

5. Of the reason(s) for this type of travel; 

6. Designating the traveler as an acting transportation officer, if applicable; 

7. Authorizing special conveyance use with reimbursement allowed when approved on claim vouchers as being 

to the GOV’T’s advantageous, if appropriate; 

8. Authorizing excess accompanied baggage, if necessary; and 


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9. Of other conditions, limitations, and instructions, as appropriate. 

NOTE 1: A blanket travel authorization/order is not used in DTS. 

APP I3 

NOTE 2: A blanket travel authorization/order must never authorize premium-class travel. If travel in premiumclass 

accommodations becomes necessary for specific trips, an amendment to the authorization/order for each 

such trip must be issued. 

D. Consultant and Expert TDY Travel. An ITA is used for authorizing travel and transportation allowances for a 

consultant or expert intermittently employed (for 130 or fewer days in any continuous 365 day period) by the 

GOV’T (under 5 USC §5703) and paid on a daily-WAE basis or serving without pay or at $1 a year (see par. C4975 

and APP E, Parts I and II). A consultant or expert employed for more than 130 days is a temporary employee. The 

rules and forms prescribed in this regulation for regular employees apply to temporary employees. NOTE: This use 

of ITAs does not apply to contractors. 

E. PCS Travel 

1. General. A travel authorization/order must state specific allowances and procedures the employee is 

authorized to follow (FTR §302-2.104). A PCS travel authorization/order must contain the same basic 

information prescribed in APP I, Part 4, par. B, plus a statement: 

a. In all cases: 

(1) Naming the old and new PDSs and their locations; 

(2) The reporting date at the new PDS; and 

b. If applicable: 

(1) The name and relationship of each eligible dependent (and children’s birth dates) who is 

authorized travel; 

(2) That dependents are accompanying the employee or traveling separately, and if so when, and by 

what transportation mode, if known, and of dependents’ travel origin(s) and/or destination point(s) 

(when different from the employee’s); 

(3) That excess accompanied baggage transportation costs may be approved only after PCS travel. 

See par. C2302. A statement should be added to advise travelers that they should be financially 

prepared to pay for excess accompanied baggage charges. See par. C4720-A11.; 

(4) Of the maximum HHG weight the employee may transport including: 

(a) SIT authority; 

(b) HHG shipment origin and/or destination points (when different from the employee's); 

(c) The transportation method (commuted rate, or GOV’T-arranged (or actual expense NTE the 

GOV’T-arranged cost)); and 

(d) (For GOV’T-arranged moves) How the employee intends to fulfill the personal financial 

responsibility for charges not allowed at GOV’T expense (e.g., borne by, or collected from, the 

employee); 

(5) That mobile home transportation is in lieu of HHG transportation, and of the authorized basis for 

reimbursement and the origin and destination points; 


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(6) Transfer from another agency without a break in service following return for separation after 

satisfactorily completing an overseas tour of duty. 

APP I3 

(7) Agencies have the discretion to authorize Relocation Services due to hardship situations only if 

supported by agency policy and documented on the initial PCS travel authorization/order. If 

Relocation Services is contingent, the block must be checked on the travel authorization/order with 

reference to the remarks section. In the remarks section the source and limitations should be stated. 

For example: “IAW (Command) (date) memo, Payment of PCS and Relocation Costs, employee 

authorized relocation services IF the employee is unable to sell the home within 180 days and proves 

to the AO that the employee aggressively marketed the house.” 

Conditions and instructions that obviously are applicable only for TDY travel, including security clearance, should 

be omitted. 

2. CONUS PCS Travel. A travel authorization/order for a CONUS-to-CONUS PCS must contain the same 

information as in par. E1, plus a statement: 

a. That the travel type is “PCS travel,” and 

b If applicable: 

(1) That a service agreement has been signed. See par. C5550; 

(2) Authorizing the employee and/or spouse one round trip to seek a permanent residence, the 

transportation mode, type of reimbursement and the maximum time allowed for the trip; 

*(3) If applicable, authorizing TQSE for the employee and/or dependent incident to temporary QTRS 

occupancy, TQSE type (actual expense or fixed) and the number of days authorized (subject to the 

maximums) NOTE: Order preparers must not reduce the number of TQSE(AE) days on an 

authorization/order to accommodate the anticipated 10-day HHT. The number of TQSE(AE) days 

are reduced by the number of HHT days used/authorized when the voucher is computed (e.g., if 60 

days TQSE(AE) and 10 days HHT are authorized and used, 10 days of HHT but only 50 days TQSE 

is reimbursed); 

(4) Authorizing HHG NTS incident to a transfer or appointment to an isolated CONUS PDS; 

(5) Authorizing real estate and unexpired lease expenses; 

(6) Authorizing special conveyance use for PCS travel; 

(7) That transportation of POV(s) within CONUS is authorized (only after the mandatory cost 

comparison showing a financial savings to the GOV’T has been completed) as being to the GOV’T’s 

advantage; 

(8) Authorizing Relocation Services and which ones (e.g., home sale, home marketing assistance, 

home finding assistance); 

(9) That a home marketing incentive payment is authorized if earned IAW Ch 5, Part Q; 

(10). That a reduction in force or function transfer is due to base closure if such is the case; and 

(11) The conditions in par. C2159-C1 for using more than 2 POCs are authorized/approved by travel 

authorization/order amendment after the fact. 

3. First Duty Station for an Appointee. A travel authorization/order to the first PDS for an appointee must 

contain the same basic information prescribed in par. E1, plus a statement: 


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a. That the travel type is "travel to first duty station (5 USC §5723)”; 

b. Of the date the required service agreement is signed; 

c. Of the actual residence; 

d. Of the position title and grade to which appointed; 

e. If transportation of POV(s) within CONUS is authorized (only after the mandatory cost comparison 

showing a financial savings to the GOV’T has been completed) as being to the GOV’T’s financial 

advantage; and 

APP I3 

f. That the conditions in par. C2159-C1 for using more than 2 POCs are authorized, or approved by travel 

authorization/order amendment after the fact. 

4. OCONUS Permanent Duty Travel 

a. General. A travel authorization/order for OCONUS PDT must contain the same basic information 

prescribed in par. E1, plus a statement: 

(1) That the travel type is "PDT" and the purpose (as appropriate) is reassignment between two PDSs, 

initial appointment to an OCONUS PDS, round trip RAT, separation, or advance return travel (see par. 

C5000); 

(2) Of the actual residence, as appropriate; 

(3) Of the date the required service agreement is signed ICW assignment at an OCONUS PDS; 

(4) Of the duration in days if delay or leave en route is authorized (delay or leave en route may be 

restricted ICW the initial OCONUS assignment or separation travel); 

(5) Of transportation modes (see APP I4, par. B) (circuitous route travel for personal reasons may not 

be authorized at GOV’T expense, see pars. C2000 and C2206); 

(6) For POC travel, that POC travel is to the GOV’T’s advantage, or of the reimbursement limitation 

IAW par. C2159; 

(7) Prohibiting the use of commercial transportation modes when travel reservations are made by 

GOV’T transportation facilities (see par. C2206); 

(8) Of the maximum HHG weight the employee may transport and/or store; and 

(a) Any weight limitation imposed by the OCONUS command; 

(b) The weight allowance for consumables if authorized (par. C5154-D and APP F); 

(c) The employee is financially responsible for, and subject to collection of, any charges not 

allowed if the shipment is a GOV’T-arranged move; and 

(d) If assignment is to an OCONUS PDS, whether concurrent, delayed, or partial shipment is 

authorized; 

(9) That concurrent movement of dependents and/or HHG to an OCONUS PDS is prohibited by 

command authority, if appropriate; 


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F. TCS Travel 

APP I3 

(10) Of an alternate travel origin or destination point allowable within the JTR, if applicable, including 

the actual residence or PDS location, as appropriate, and that the GOV’T’s travel and transportation 

cost is limited to the cost by authorized modes(s) and usual route between duty stations or actual 

residence and the OCONUS PDS, as appropriate; 

(11) Whether or not a POV shipment is authorized; 

(12) If ocean-going car ferries are authorized (see par. C2166); 

*(13) If applicable, authorizing TQSE for the employee and/or dependents incident to temporary 

QTRS occupancy, TQSE type (actual expense or fixed), and number of days authorized (subject to the 

maximums); NOTE: Order preparers must not reduce the number of TQSE(AE) days on an 

authorization/order to accommodate the anticipated 10-day HHT. The number of TQSE(AE) days 

are reduced by the number of HHT days used/authorized when the voucher is computed (e.g., if 60 

days TQSE(AE) and 10 days HHT are authorized and used, 10 days of HHT but only 50 days TQSE 

is reimbursed); 

(14) If property management services are authorized; and 

(15) If TQSA and/or FTASE are/is authorized. 

b. RAT Conditions. For OCONUS RAT, the travel authorization/order also must include a statement: 

(1) Authorizing travel from the OCONUS PDS to the actual residence (or specified alternate location) 

and return to the OCONUS PDS; 

(2) Of the number of leave days granted; 

(3) That "This employee has completed the minimum period of service for this command and has 

signed a new eligibility renewal agreement on (date)”; 

(4) Of the appropriate citations and information for cost application purposes if return is to a different 

OCONUS PDS in the same Department that requires different accounting classification citations; 

(5) Of the reporting date for duty at the OCONUS PDS following authorized absence; 

(6) Of accompanied baggage weight limits; 

(7) Authorizing up to 90 days HHG temporary storage if allowed in par. C5190; 

(8) Of specific instructions about where, when, and how to submit passports and requests for revalidation, 

renewal, or visas; and 

(9) Of instructions about arranging for port notification for return travel purposes and when and where 

the traveler must be available for receiving a port call. 

1. Events Requiring a Travel Authorization/Order. A separate travel authorization/order is required to: 

a. Assign the employee from the PDS to a TCS location; 

b. Return the employee from the TCS location to the PDS; or if the TCS location becomes the employee’s 

new PDS: 

c. Assign the TCS location as the new PDS; and 


4/1/09



d. Authorize the employee to return to the former PDS (par. C5720-B1). 

2. Travel Authorization/Order Content. Each travel authorization/order must reference any prior TCS travel 

authorizations/orders to which it is related. A travel authorization/order must state specific allowances and 

procedures the employee is authorized to follow (FTR §302-2.104). A TCS travel authorization/order must 

contain the same basic information prescribed in APP I, Part 4, par. B, plus a statement: 

APP I3 

a. That the travel type is "Temporary Change of Station (TCS) travel" and the purpose (as applicable) is 

assignment to the TCS location, return from the TCS location, changing the TCS location to a new PDS, or 

return to the former PDS when the TCS location becomes a PDS; 

b. Of the PDS(s) and TCS involved and locations; 

c. Of the TCS/PDS reporting date; and if applicable; 

d. Of the name and relationship of each eligible dependent (and children’s birth dates) who is authorized 

travel; 

e. That dependents are accompanying the employee or are traveling separately, and if so when, and by 

what transportation mode, if known and of dependents' travel origin(s) and/or destination point(s) (when 

different from the employee's); 

f. That excess accompanied baggage transportation costs may be approved only after TCS travel is 

completed). See par. C2302. A statement should be added to advise the traveler to be financially prepared 

to pay for excess accompanied baggage charges (see par. C4720-A11).; 

g. Of the maximum HHG weight the employee may transport; 

(1) Of SIT storage authority; 

(2) Of HHG origin and/or destination points (when different from the employee's); 

(3) Of the transportation method (commuted rate, or GOV’T-arranged (or actual expense NTE the 

GOV’T-arranged cost)); and 

(4) How the employee intends to fulfill financial responsibility for charges not allowed on a GOV’T 

arranged move (e.g., borne by, or collected from, the employee); 

h. Authorizing the employee and/or spouse one round trip to seek a permanent residence, the transportation 

mode, reimbursement type (actual expense or fixed), and the maximum time allowed for the trip; 

i. If TQSE is authorized for the employee and/or dependents incident to temporary QTRS occupancy, 

TQSE type (actual expense or fixed), and the number of days authorized subject to the maximums); and 

For OCONUS travel only: 

j. Of the duration in days if delay or leave en route is authorized (delay or leave en route may be restricted 

ICW the initial OCONUS assignment or separation travel); 

k. Of transportation modes (see par. APP I, Part 4, par. B); 

l. Prohibiting commercial transportation use when GOV’T transportation facilities (see par. C2206) make 

the travel reservations; 


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m. Of any HHG limitation imposed by the OCONUS PDS and whether concurrent, delayed, or partial 

shipment is authorized; 

APP I3 

n. That concurrent movement of dependents and/or HHG to an OCONUS PDS is prohibited by command 

authority, if appropriate; 

o. Whether or not POV shipment is authorized; and 

p. If property management services are authorized. 

Conditions and instructions that obviously are applicable only for TDY travel, including security clearance, 

should be omitted. 

G. Invitational Travel. An ITA must contain a statement of the: 

1. Date that travel is requested or approved; 

2. Type of Travel -- Indicate as appropriate e.g., “Invitational Travel”; “EVT, JTR, Ch 7, Part M”; 

3. Traveler’s name and position title and employer, if applicable; 

4. Traveler’s home address; 

5. Traveler’s business address (if applicable); 

6. Date travel begins; 

7. Number of assignment days; 

8. Assignment purpose; 

9. Place travel begins; 

10. Assignment place or itinerary; 

11. Place travel ends; 

12. Transportation modes; 

13. Allowances; 

14. Conditions, instructions, limitations (see APP I, Part 4, par. A2, item 16 for pertinent statements required to 

be included); and 

15. Travel approving/directing official’s name and accounting citation. 

There is a sample ITA format in APP E, Part II. NOTE: An ITA, DD Form 1610, or DD Form 1614 may not 

be used to authorize travel and transportation for a contractor or a contractor’s employee to travel in the 

performance of a contract. Neither a contractor nor a contractor’s employee is an employee for the purpose 

of the JTR. 

H. Travel at No Expense to the GOV’T. See par. C7200. 


4/1/09


Part 4: Travel Authorization/Order Preparation 

A. TDY Travel 

PART IV: TRAVEL AUTHORIZATION/ORDER PREPARATION 

Appendix I4 

1. General. The REQUEST AND AUTHORIZATION FOR TDY TRAVEL OF DOD PERSONNEL (DD 

Form 1610) is used for all official TDY travel, FEML travel, R&R travel, dependent evacuation, and for group 

or blanket TDY travel with additional names, authorizations (authentications), and necessary information on 

continuation sheet(s). Information from the travel authorization/order such as the official travel days may be 

provided to a commercial vendor (i.e., lodging, transportation reservation, vehicle rental agency) to justify the 

use of Gov’t-discounted rates. DD Form 1610 is available at the following website, 

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1610.pdf 

NOTE: DD Form 1610 must not be used for invitational travel or a contractor’s travel. 

2. DD Form 1610 Preparation. DD Form 1610 ordinarily is self-explanatory. Special explanatory material for 

completing certain items on DD Form 1610 follows: 

NOTE: See APP I, Part 3, par. B for specific information required on all travel authorizations. 

Item 4. POSITION TITLE AND GRADE/RATING--This information is not required if the travelapproving/directing 

official determines that inclusion of this information may endanger the employee. 

Item 6. ORGANIZATIONAL ELEMENT--Enter division, branch, or unit to which traveler is assigned. 

Item 8. AUTHORIZATION TYPE--Indicate as appropriate, e.g., TDY, EVT, confirmatory, amendment, 

extension, blanket, group. 

Item 9. TDY PURPOSE (See APP H)--Insert one of the applicable standardized purpose categories listed in 

APP H. This is required. 

Item 10. 

a. APPROX. NO OF TDY DAYS (Including Travel Time)--Self-explanatory. NOTE: The assignment, 

including travel time, may be exceeded by 100 percent or seven days, whichever is less, without requiring 

a travel authorization/order amendment. 

b. DEPARTURE DATE (yyyy/mm/dd)--Indicate the date that the official travel is expected to begin. 

NOTE: Official travel may begin as many as seven days before or seven days after the indicated 

departure date. 

Item 11. ITINERARY--Indicate all locations from/to which travel is authorized and the "return to" location. 

If the traveler may need to alter the prescribed itinerary to accomplish the mission assignment, indicate by 

marking an "X" in the block preceding "Variation Authorized". See par. C4425. NOTE: This box should 

not be marked unless the traveler has a high probability of needing to change the itinerary while traveling. 

Item 12. TRANSPORTATION MODE--Indicate in the applicable block(s) the commercial, Gov’t, and/or 

local transportation mode(s) authorized. If the transportation officer determines the mode, indicate 

accordingly in the block provided. If POC travel is authorized whether or not to the Gov’ts advantage, 

indicate the appropriate TDY mileage rate in the space provided. Also indicate if the POC travel is to the 

Gov’ts advantage or if reimbursement is limited. NOTE: Do not simply check all or most transportation 

modes as that creates confusion as to what transportation modes are intended by the AO to be used. 

Item 13. Per Diem--When per diem under the ‘Lodgings-Plus’ method in par. C4553 is authorized, check 

block 13a, "PER DIEM AUTHORIZED IAW JTR" and make no further entries. When a different per diem 

rate is prescribed/ authorized, check block 13b, "OTHER RATE OF PER DIEM (Specify)" and enter the 

appropriate rate information. For example: 


12/1/08



a. If there is a reduced per diem rate - check block 13b "OTHER RATE OF PER DIEM (Specify)” 

Appendix I4 

(1) When the 55% rate prescribed for a long-term TDY (par. C4561-D) or training assignment (par. 

C4530-D1a) applies, and the resulting per diem is $48 ($86 x 55%), the entry should be “Fixed/flat rate 

$48.” 

(2) When the 55% rate prescribed for a long-term TDY (par. C4561-D) or training assignment (par. 

C4530-D1a) would normally apply, but a reduced or higher per diem rate is justified and authorized 

instead under pars. C4530-D2, C4561-B, and C4550, the entry should reflect the actual rate authorized, 

for example “Fixed/flat rate $56.” 

(3) When anticipated expenses justify a lower per diem rate and a fixed/flat rate of $60 is authorized 

under par. C4550-B; the entry should be “Fixed/flat rate $60.” 

Also indicate the authority (e.g., memo, letter, etc.) in block 16 from the designated office (based on pars. 

C4550-C & C4550-D) for the rate shown. 

b. If there is a conference lodging allowance rate - check block 13b "OTHER RATE OF PER DIEM 

(Specify) $200 Total (Conference Lodging Rate $150; M&IE $50)" and indicate authority (e.g., conference 

website, flyer, etc.) from the official sponsoring agency (based on APP R, Part I, par. M). 

NOTE: For FEML & R&R, boxes 13a and 13b should be left blank since per diem is not authorized. 

If additional space is needed, use the "REMARKS" section of block 16 or a continuation sheet. 

Item 15. ADVANCE AUTHORIZED--Requester leaves blank. This item is for travel or transportation 

advances from the Gov’t to the traveler via EFT, check, or cash. The advance travel funds amount is 

computed by the appropriate finance/disbursing activity IAW Service finance policy. Authorization for ATM 

advances against the GTCC (i.e., the amount) should be addressed in item 16, REMARKS. 

Item 16. REMARKS--This space is for special authorizations, pertinent information or requirements such as 

leave, excess accompanied baggage, accommodations, registration fees, etc. The following statement may or 

must be use as appropriate to the official travel. 

a. Commercial transportation tickets -- "If the trip itinerary is canceled or changed after tickets or 

transportation requests are issued to the traveler, the traveler is liable for their value until all ticket 

coupons have been used for official travel and/or all unused tickets or coupons are properly accounted 

for ICW the travel reimbursement voucher." The preceding statement must be incorporated in the travel 

authorization/order or attached to the travel authorization/order or to the ticket or transportation request 

issued to the traveler if it is not practicable to include this statement in the Remarks section. 

b. Excess Accompanied Baggage -- "______ pieces or ______ pounds of excess accompanied baggage are 

authorized" and include whether or not the excess accompanied baggage service must be paid by the 

traveler subject to reimbursement or is authorized per par. C2302. 

c. Delay in en route -- Indicate the number of annual leave days authorized if delay en route for personal 

reasons is authorized. 

d. Premium-class Accommodation Authorization -- Indicate the applicable statement when premium-class 

accommodation is authorized/approved. 

(1) First-class air accommodation -- “The use of first-class accommodations is authorized by (insert the 

official’s appropriate title, Name, Rank, and Office Symbol in (cite the memo/letter/message reference 

and date (See APP H, Part II, Section B.)). Travel has been justified and approved based on JTR, par. 


12/1/08



Appendix I4 

(insert JTR par. number). The cost difference between the first-class fare and the coach-class fare is 

($XXX.XX).” See Chapter 2, Part E and APP H, Part II, Section B; or 

(2) Business-class air accommodations -- “The use of business-class accommodations is authorized by 

(insert the official’s appropriate title, Name, Rank, and Office Symbol in (cite the memo/letter/message 

reference and date (See APP H, Part III, Section A)). Travel has been justified and approved based on 

JTR, par. (insert JTR par. number). The cost difference between the business-class fare and the coachclass 

fare is ($XXX.XX).” See Chapter 2, Part E, and APP H, Part II, Section A. 

NOTE: Only an official, designated IAW par. C2204-B2a, has authorization/approval authority for 

first-class accommodations and par. C2204-B2b for business-class accommodations. 

e. Special Requirements -- Include instructions if the TDY assignment involves special clothing, or other 

conditions apply. NOTE: These instructions are for the traveler and do not carry any reimbursement 

authority. 

f. Accompanied Traveler -- Indicate if the traveler accompanies or is accompanied by another person in an 

official travel status in a POC. Provide the accompanying person’s name and status (e.g., military, civilian 

employee). 

(1) Cite par. C7100 or C7105 when traveling as an attendant or escort for a Service member’s 

dependents. 

(2) Cite par. C7800 when traveling as family member of a seriously ill or injured Service member. 

g. GTCC -- See DODFMR, Vol. 9 (http://www.dtic.mil/comptroller/fmr/) when a GTCC is not accepted or 

cannot be used. See also par. C1100-B. 

h. Registration Fee -- Indicate whether or not meals (and if so, the number and dates) and/or lodgings are 

included in the registration fee (APP R, Part II, par. M) if a registration fee is authorized. 

i. POC Restrictions -- Include any administrative restriction precluding or limiting other allowable POC 

costs or the constructed common carrier cost when the employee’s POC travel is not to the Gov’ts 

advantage (Chapter 2, Part D). 

k. ATM Advance -- Indicate the amount authorized for ATM advance against the GTCC (par. C1100-A). 

l. Transportation Mode -- Indicate the reason for nonuse of a particular transportation mode that may 

otherwise appear to be to the Gov’ts advantage when the AO has determined that an employee should not 

travel via a particular transportation mode (ex. travel by air (ocean ferry or Chunnel) is precluded for 

medical reasons). This is done to justify travel reimbursement based on the transportation mode authorized 

on the travel authorization, and actually used, instead of the constructed cost of the transportation mode 

otherwise apparently to the Gov’ts advantage. See par. C2001-A1. (Ex: Air travel is apparently to the 

Gov’ts advantage but air travel is medically precluded. The authorization/ order should contain a statement 

similar to “Air transportation is medically precluded and must not be used for this traveler. Rail 

transportation authorized.”) 

m. Permissive Travel at No Expense to the Gov’t -- Indicate “This travel authorization is issued in the 

DOD’s interest but is voluntary (permissive) in nature. If used, it must result in no travel and/or 

transportation-related cost to the U.S. Gov’t. The employee is financially responsible for all travel and 

transportation expenses.” No accounting information should be placed on the travel authorization. 

There is no penalty if the traveler chooses not to use this travel authorization; however, the AO should be 

notified without delay that this travel authorization has not been used. 

n. Conference Lodging Allowance -- Indicate “Conference lodging allowance NTE 125% (or other lesser 

amount) of the applicable per diem lodging rate for (location) is authorized by (insert the authority 


12/1/08



Appendix I4 

making the determination) if a conference lodging allowance (a pre-determined allowance up to 125% of 

applicable locality lodging per diem rate (see APP R, Part I, par. H) is authorized. Insert the actual predetermined 

allowance in lieu of 125% if a lesser amount is authorized. 

*o. Communication Services -- Include the dollar amount/call for authorized calls home. See APP G. 

p. Costs for Expenses not Fully Covered by Non-Federal Source - Indicate if the traveler is being 

reimbursed for the difference between the full Gov’t allowances and the payment from the non-Federal 

source if it is determined in advance of travel that payment from a non-Federal source (see the Joint Ethics 

Regulation (JER), DOD 5500.7-R, at 

http://www.defenselink.mil/dodgc/defense_ethics/ethics_regulation/index.html) covers some but not all of 

the allowable travel and subsistence expenses. See Chapter 4, Part L to determine the applicable maximum 

allowances. 

q. Pet Transportation -- Include the following statement on an authorization/order for travel to foreign 

locations and back to the U.S. 

NOTICE (see par. C5400): A traveler transporting exotic pets is required by U.S. law to have a U.S. Fish 

and Wildlife Service (FWS) certification before transporting the pets to foreign locations or back to the 

U.S. A traveler returning to the U.S. with an exotic pet prior to transporting the pet, or requiring more 

information, should contact the FWS at, 1-800-358-2104 or (703) 358-2104. An FWS fact sheet is at, 

http://international.fws.gov/pdf/pe.pdf; to get an application for travel with pet birds and other Convention 

on International Trade in Endangered Species (CITES) listed species, go to: http://forms.fws.gov/3-200- 

46.pdf. 

r. Fly America Act -- Include the endorsement required by par. C2204-C3 when use of commercial non- 

U.S.-certificated/registered ship(s) or air carrier(s) is authorized. The endorsement on the travel 

authorization, made IAW Service regulations, should include the name of traveler, non-U.S.certificated/registered 

ship(s) or air carrier(s) used, flight identification no(s), origin, destination and en 

route points, date(s), justification, and authorizing official's title, organization and signature. 

s. Emergency Visitation Travel -- Indicate “EVT transportation authorized for dependent under Chapter 7, 

Part M and include the dependent’s name(s) if EVT transportation is authorized for dependent traveling 

with the employee. An ITA is used to authorize EVT transportation for a dependent traveling without 

the employee. 

t. If EVT transportation is authorized for a dependent traveling with an employee, include the statement 

“EVT transportation authorized for the dependent under Chapter 7, Part M.”, and include the dependent’s 

name. (An ITA is sued to authorize EVT transportation for a dependent traveling without the employee.) 

Item 17, TRAVEL-REQUESTING OFFICIAL (Title and signature) other than the official signing in block 

20. The travel-requesting official must be other than either of the officials signing in blocks 18 and 20 when 

a traveler is permitted to be a travel requesting official for a personal travel authorization. 

Item 18. TRAVEL-APPROVING/DIRECTING OFFICIAL (Title and signature) other than the official 

signing in block 17. 

Item 19. ACCOUNTING CITATION--Show the fiscal data IAW Service regulations and include the travel 

computation unit (location/address) to which travel vouchers must be forwarded (faxed/mailed). The fundapproving 

official (see APP A) certifying to funds availability signs in the lower right corner of this block. 

Item 20. AO (Title and signature). Other than the official signing in block 17, show the travel 

authorization-issuing organization and address in addition to the AO’s title and signature. 

Item 22. TRAVEL AUTHORIZATION NUMBER -- Show the identifying number and/or symbol assigned 

by the issuing office. 


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Appendix I4 

NOTE: Actual signatures (items 17, 18, and 19) are not required when the signatures are available on 

another official document. The AO (item 20) must keep that ‘other’ document on file for audit purposes. 

While actual signatures are not required in items 17, 18 and 19, the responsible officials’ names and titles 

must be legibly indicated in the appropriate blocks. The AO’s signature (item 20) may be transmitted 

electronically by fax after signature. An electronic signature that meets the security and requirements 

established by the National Institute of Standards and Technology (NIST) for electronic data interchange 

may be used. This signature can include a digital signature discussed by the Comptroller General in B- 

261647, 26 June 1995, which must be (1) unique to the signer, (2) under the signer's sole control, (3) 

capable of being verified, and (4) linked to the data in such a manner that if the data is changed, the 

signature is invalidated. 

3. Distribution. See APP I, Part 2. par. H. 

B. Permanent Duty Travel 

1. General. The REQUEST/AUTHORIZATION FOR DOD CIVILIAN PERMANENT DUTY OR 

TEMPORARY CHANGE OF STATION (TCS) TRAVEL (DD FORM 1614) is used as a request and 

authorization/order for all official PCS/TCS travel by an employee and family. See APP I, Part 3, par. F2. DD 

Form 1614 is available at the following website: 

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1614.pdf. 

NOTE 1: DD Form 1614 must not be used for contractor’s travel. 

NOTE 2: An employee’s per diem generally stops on the date the employee receives notice of a PCS to a 

location at which the employee is on TDY. A DOD component must carefully review the circumstances of 

the employee’s TDY assignment before issuing PCS notification to avoid imposing per diem costs on the 

employee that should be borne by the Gov’t. See par. C4113. An employee should be permitted to complete 

a TDY assignment, return to the PDS from the TDY assignment to arrange for residence sale, dependent 

and/or HHG transportation, and then perform PCS travel to the new PDS to report for duty on the PCS 

effective date. 

2. DD Form 1614 Preparation. DD Form 1614 is ordinarily self-explanatory. Special explanatory material for 

completing certain items on DD Form 1614 follows: 

NOTE: See APP I, Part 3, par. B for specific information required on all travel authorizations. 

Item 6. Retirement Code--Insert the employee's applicable retirement code from Block 30 of employee's 

most current SF-50. If unsure of the correct retirement code, the employee should contact the servicing 

personnel office. See OPM website http://www.opm.gov/retire/ for more information on retirement. 

Item 7. Releasing Official Station and Location, or Actual Residence--Enter the name and location of the 

releasing PDS, if a transfer, or the address shown on the service agreement as the actual residence, if first 

duty travel. 

Item 10. Travel Purpose--Other. When this block is checked, please explain in Item 28, Remarks or Other 

Authorizations. 

Item 13a. House hunting Trip--Round Trip Travel for House hunting--Indicate if round trip travel to seek a 

permanent residence is, or is not, authorized. If authorized, insert in Item 13b the number of calendar days 

for which travel is authorized (within the maximum). 

Item 16. Other Authorized Expenses--This block is for travel and/or transportation advances from the Gov’t 

to the traveler. The amount of any PCS advance is computed by the appropriate finance/ disbursing activity 

IAW Service/Agency finance policy. Authorization for ATM advances against the GTCC (i.e., the amount) 

should be addressed in item 20, Remarks. 


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Appendix I4 

Item 17. Dependent Travel - The blocks on the form are connected with OCONUS travel options. 

Dependents’ travel (after issuance of the DD Form 1614) before/after the employee doesn’t need any 

statement on the DD Form 1614 or boxes checked. Add pertinent information if necessary in item 28, 

Remarks. For example, if dependent(s)’ travel is delayed to an OCONUS location because of a housing 

shortage at the new PDS or dependent early return from OCONUS is per Chapter 5, Part J. 

Item 22. Accounting Citation--Show fiscal data IAW regulations of the DOD component concerned. Please 

ensure that funds are obligated against the PCS/TCS travel authorization. For Transportation Account 

Codes (TACs) for DOD personnel see DOD 4500.9-R, Volume 2. TAC codes: Army see website 

https://www.daas.dla.mil/tac_inq/tac_menu.html, Air Force F750/FCHP, and Navy and Marine Corps see 

website http://192.67.251.41/tac_inq/tac_menu.html. 

Item 23. (Travel-)Approving(/Directing) Official—See APP A. Show the name of the individual who 

directs, approves/disapproves travel requests, and vouchers before claim settlement in addition to that and 

signature. 

Item 24. AO--See APP A. Indicate the authorization-issuing organization, address, signature of the AO. 

Item 27. Claimant – Forward Completed Claim to the Following Address--The losing/gaining activity, as 

appropriate, should provide the address to which the employee should submit the claim for final disbursement 

in this block. 

Item 28. Remarks or Other Authorizations—In addition to the type of information suggested within the box, 

this item may be used to show any other pertinent information. Statements may be included to clarify any 

special instructions such as: 

a. House hunting Trip--Indicate the authorized transportation mode when round trip travel is authorized for 

seeking a permanent residence. 

b. TDY--Indicate the purpose, TDY assignment duration, location, and any pertinent conditions if TDY is 

authorized en route. 

c. Premium-Class Accommodation--Indicate the applicable statement when premium-class accommodation 

is authorized/approved. 

(1) First-class air accommodations-- “The use of first-class accommodations is authorized/approved by 

(insert the official’s appropriate title, Name, Rank, and Office Symbol in (cite the memo/letter/message 

reference and date (See APP H, Part II, Section B.)). First-class accommodations have been justified 

and approved based on JTR, par. (insert JTR par. number). The cost difference between the first-class 

fare and the coach-class fare is ($XXX.XX).” See Chapter 2, Part E and APP H, Part II, Section B, or 

(2) Business-class air accommodations-- “The use of business-class transportation is 

authorized/approved by (insert the official’s appropriate title, Name, Rank, and Office Symbol in (cite 

the memo/letter/message reference and date (See APP H, Part III, Section A.)). Business-class 

accommodations have been justified and approved based on JTR, par. (insert JTR par. number). The 

cost difference between the business-class fare and the coach-class fare is ($XXX.XX).” See Chapter 2, 

Part E and APP H, Part II, Section A. 

NOTE: Only an official, designated IAW par. C2204-B2a, has authority for first-class accommodations 

authorization/approval and par. C2204-B2b for business accommodations authorization/approval. 

d. Transportation Mode--Indicate the reason for nonuse of a particular transportation mode that may 

otherwise appear to be to the Gov’ts advantage when the AO has determined that an employee and/or 

dependents should not travel via a particular transportation mode (ex. travel by air (ocean ferry or Chunnel) 

is precluded for medical reasons). This helps to justify travel reimbursement based on the transportation 


12/1/08



Appendix I4 

mode authorized on the travel authorization, and actually used, instead of the constructed cost of the 

transportation mode otherwise apparently to the Gov’ts advantage. See par. C2001-A1. (Ex: Air travel is 

apparently the most advantageous transportation mode but air travel is precluded due to a disability or other 

special medical need. The travel authorization/order should contain a statement similar to "Air 

transportation is medically precluded and must not be used for this traveler. Rail transportation 

authorized.") 

e. ATM Advance--Indicate the amount authorized for ATM advance against the GTCC. See par. C1100- 

A. 

f. Indicate the issuing CPO's name, address, PoC with phone number and DSN (including area code for 

each). 

g. Indicate the paper tickets cost when authorized if electronic tickets are available to the traveler. 

h. POC Use Is Not to the Gov’ts Advantage—Indicate when POC travel is not to the Gov’ts advantage. 

When travel is by POC (specifically by privately owned boat) and not to the Gov’ts advantage, a statement 

must be placed on the travel authorization/order that Gov’t-procured air transoceanic travel is authorized 

and travel time and reimbursement for travel at personal expense (including per diem) does not exceed what 

would have been authorized for the available Gov’t-procured air transportation (plus appropriate per diem). 

See par. C2165. 

i. Include the following endorsements/statements on an authorization/order for travel to foreign locations 

and back to the U.S. 

(1) Fly America Act--Include the endorsement required by par. C2204-C3 when commercial non-U.S.certificated/registered 

ship(s) or air carrier(s) use is authorized. The endorsement on the travel 

authorization, made IAW Service regulations, should include the name of traveler, the non-U.S.certificated/registered 

ship(s) or air carrier(s) used, flight identification no(s), origin, destination and en 

route points, date(s), justification, and authorizing official’s title, organization and signature. 

(2) Pet Transportation--Include the following statement on a travel authorization/order for an employee 

who indicates a pet is to be transported: “A traveler transporting an exotic pet is required by U.S. law to 

have a U.S. Fish and Wildlife Service (FWS) certification before transporting the pet to a foreign 

location or back to the U.S. A traveler returning to the U.S. who owns an exotic pet and who returns 

prior to transporting the pet, or requiring more information, should contact the FWS at, 1-800-358-2104 

or (703) 358-2104. The website for FWS fact sheet is http://international.fws.gov/pdf/pe.pdf; to get an 

application for travel with a pet bird and any other Convention on International Trade in Endangered 

Species (CITES) listed species, go to: http://forms.fws.gov/3-200-46.pdf. See, par. C5400.” 

3. Distribution. See APP I, Part 2, par. H. 

4. Privacy Act Statement. Par. B implements the Privacy Act of 1974 (5 USC §552a) by adding a Privacy Act 

Statement for “Request/Authorization for DOD Civilian Permanent Duty or Temporary Change of Station 

(TCS) Travel” (DD Form 1614). The form may be reproduced locally and made available to the individual 

supplying data shown on DD Form 1614. The form also is available for printing and/or downloading from the 

Internet through the Washington Headquarters Service DOD Forms Program at the following website: 

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1614.pdf. 


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Appendix I4 


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JFTR/JTR Appendix L 

APPENDIX L 

RESERVED 

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JFTR/JTR Appendix L 


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APP O: TDY Travel Allowances (JFTR/JTR) Table of Contents 

Paragraph 

APPENDIX O 

TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES 

Title/Contents 

T4000 INTRODUCTION 

T4005 APPROPRIATE ACTION FOR FAILURE TO FOLLOW JFTR/JTR REGULATIONS 

T4010 REIMBURSEMENT RATE 

T4020 TDY TRAVEL POLICY 

A. Criteria for TDY Travel 

B. Traveler Rights and Responsibilities 

T4025 ARRANGING OFFICIAL TRAVEL 

A. CTO Use 

B. Requirements 

C. Foreign Ship or Aircraft Transportation 

D. Transportation Reimbursement 

T4030 GETTING THERE AND BACK (TRANSPORTATION ALLOWANCES) 

A. Transportation Mode 

B. Commercial Transportation 

C. Special Conveyances (Includes Aircraft) Reimbursement 

D. GOV’T Transportation 

E. POC 

F. Rest Stops 

G. Insurance Coverage in Foreign Areas 

H. Allowable Travel Days 

I. Authorized Trips Home during Extended Business or Training TDY 

J. Voluntary Return Home during Intervening Weekend/Holidays 

K. Constructed Cost 

L. Travel to/from Transportation Terminals 

T4040 LIVING EXPENSES (PER DIEM) 

A. Lodging Overnight Required - Business Travel Standards 

B. Lodging Overnight Required - Schoolhouse Training Standards 

C. Lodging Overnight Required - Standards for Deployment, Personnel Traveling Together with 

No/Limited Reimbursement, and TDY Aboard Ships 

D. Lodging Overnight Not Required 

E. Miscellaneous Reimbursable Expenses 

F. Reimbursement for Travel Expenses at the TDY Location 

T4045 TRAVEL ALLOWANCES FOR AN RC MEMBER (48 Comp. Gen. 301 (1968)) 

A. General 

B. Inactive Duty Training 

C. Travel for AT 

D. Per Diem Not Payable 

E. Per Diem 

F. Funeral Honors Duty 

G. Inactive Duty Training Outside Normal Commuting Distance 

H. Summary of Allowances for an RC Member 

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APP O: TDY Travel Allowances (JFTR/JTR) Table of Contents 

Paragraph 

Title/Contents 

T4050 TAKING A TYPICAL BUSINESS TRIP 

A. Before the Trip 

B. During the Trip 

C. After the Traveler Returns 

T4060 AO’S RESPONSIBILITIES 


B. What’s Allowable and Not Allowable 

T4070 TDY GLOSSARY 

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APP O: TDY Travel Allowances (JFTR/JTR) T4000-T4075 

APPENDIX O 

TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES 

*This APP contains a summary of travel and transportation allowances for business, training and deployment 

TDY. This APP does not contain all of the information required. Please consult JFTR/JTR, Chs 1-4 for further 

details. 

T4000 INTRODUCTION 

*This APP is a summary of the travel and transportation allowances and responsibilities of a traveler who performs 

the most common TDY travel types as authorized by law for a uniformed member, DOD civilian employee and 

other non-DOD GOV’T employee who is working for DOD and is paid travel allowances funded by DOD. This 

APP covers individual travel for business, travel for schoolhouse training, and deployment or personnel traveling 

together with or without no/limited reimbursement. This APP is to be used ICW the JFTR and JTR where more 

detailed allowances are prescribed This APP does not contain provisions for travel of: 

1. Senior ROTC, 

2. RC member travel for medical and dental care, 

3. Retirees called to active duty, 

4. A Ready RC member authorized muster duty allowance, 

5. A Midshipman and cadet, 

6. Patients/for health care, and escorts and attendants, 

7. Pre-employment travel; 

8. When accompanying a member of Congress and/or Congressional Staff; 

9. An employee with a disability when additional travel and transportation expenses are incurred; 

10. UN Peacekeeping; 

11. Prisoners and their guards or for disciplinary action; and 

12. For rules that apply when emergency situations occur while TDY is being performed 

that are in JFTR/JTR, Ch 7. Rules on per diem for a uniformed member who are inpatients in a hospital are in 

JFTR, par. U7125-D. For travel of a civilian consultant or expert, see JTR, par. C4975. TDY performed as part of a 

PCS move continues to be paid as prescribed for TDY travel in JFTR and JTR Chs 4. Except where differences are 

identified, the allowances and responsibilities in this APP apply equally to a uniformed member and a DOD civilian 

employee and any other non-DOD GOV’T employee who is working for DOD and paid travel allowances funded by 

DOD. In this APP, "authorizing official" or "AO" means the individual who controls the mission, authorizes the 

trip, and controls funds for TDY travel. Definitions are in APP A. 

NOTE 1: 

See JFTR/JTR, APP E for Invitational Travel Authorizations. 

*NOTE 2: 

This APP is not used for evacuations. See JFTR/JTR, Ch 6. 

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T4005 APPROPRIATE ACTION FOR FAILURE TO FOLLOW JFTR/JTR REGULATIONS 

Commands/units are expected to take appropriate disciplinary action when a traveler and/or an AO fails to follow 

the regulations contained in this Volume. Disciplinary action should be for willful violations and may be in the 

form of counseling (oral/written), or non-judicial action (uniformed member), or other personnel means (civilian 

employee). Action must not be through refusal to reimburse. See par. T4025-A4 for exceptions when 

reimbursement is not allowed. 

T4010 REIMBURSEMENT RATE 

Rates for private vehicle mileage reimbursement rates are found in JFTR, par. U2600, and JTR, par. C2500. 

GOV’T dining facility/mess food and operating expense rates are found in JFTR, pars. U4149 and U4151 and JTR, 

par. C2510. Per diem rates (http://www.defensetravel.dod.mil/perdiem/pdrates.html) by location showing the 

lodging, meals and incidental expense components are provided under separate issuance by the PDTATAC. These 

rates also are available from the CTO. 

T4020 TDY TRAVEL POLICY 

A. Criteria for TDY Travel. 

TDY travel is mission support. TDY travel is performed when there is no other means 

to successfully complete the mission. When the mission can be achieved by another means, such as written 

correspondence or teleconferencing, the AO must choose that method. 

B. 

Traveler Rights and Responsibilities 

1. A traveler is to follow the policies and procedures in this regulation, and use good judgment in incurring 

official travel-related expenses, as if traveling using personal funds. See JFTR, par. U2010 and JTR, par. 

C1058. 

*2. A traveler is provided transportation, lodging, and food, or must be reimbursed promptly for reasonable and 

necessary authorized expenses if the traveler purchases them. An AO must authorize/approve reimbursement 

for other travel-related expenses appropriate to the mission. 

*3. It is mandatory that the traveler arranges commercial transportation, rental cars (if authorized/approved), 

through an available CTO or in-house travel arranger IAW TRANSCOM policy. The CTO estimates the total 

cost for the trip (a “should-cost” estimate) forming the reimbursement basis. 

4. It is mandatory that the traveler makes the official travel and transportation arrangements through the CTO. 

Only in extremely unusual circumstances in which the traveler cannot communicate with the CTO should the 

CTO not be used. A traveler: 

*a. Who does not use a CTO or the GTCC to purchase transportation must forward the ticket coupon, 

and/or the receipt for the excess accompanied baggage costs, with the Trip Record for reimbursement, 

*b. Must use coach-class for all official travel, unless premium-class accommodations are 

authorized/approved prior to travel by the appropriate level listed in JFTR, par. U3125-B2a or U3125-B2b. 

(1) See JTR, par. C2000-A2c/JFTR, par. U2000-A2c for medical reasons, or 

*(2) TDY mission timing requires premium-class. When premium-class TDY transportation is 

authorized/approved because the mission timing is “so urgent it cannot be postponed,” premium-class 

travel should only by authorized to the TDY site. Coach-class accommodations use should be 

annotated on the trip record and used for the return flight if the return flight is not critical and traveler 

can rest before reporting back to work. See JFTR, pars. U3125-B2a and U3125-B2b and JTR, pars. 

C2204-B2a and C2204-B2b. 

*c. Must not use foreign flag transportation even if U.S.-certificated air flag carrier fares are higher, 

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d. Who use premium-class or a foreign flag transportation presumably at GOV’T expense must provide to 

the AO adequate acceptable justification that meets the JFTR/JTR requirements for reimbursement, and 

*e. Should as soon as possible after personally making arrangements get the Trip Record updated, and 

arrangements confirmed, and/or get alternate arrangements. 

5. Each traveler is advised, in advance, of the allowances, the arrangements made, probable expenses, and a 

good estimate of what should be reimbursed. 

6. A traveler should have use of a GTCC. The policies and procedures for the GTCC program (including 

central billing and unit cards) are found in the DOD Financial Management Regulation (DOD 7000.14-R), 

Volume 9, "Travel Policy and Procedures." The DOD Comptroller Finance Management Regulation website 

is found at http://www.dtic.mil/comptroller/fmr/. 

7. A traveler should turn in the Trip Record expense report portion and be paid every 30 days when the TDY is 

over 45 days. This ensures the traveler is paid for expenses in about the same time as GTCC bills are received. 

8. A traveler must comply with Federal and Departmental ethics rules when accepting travel benefits (i.e., 

goods, services or payment) from non-Federal sources. For DOD, see Joint Ethics Regulation, DOD 5500.7-R, 

Ch 4. For Coast Guard, see COMDTINST M5370.8 (series). For NOAA Corps, see Department of Commerce 

Administrative Order 202-735. For Public Health Service, see Commissioned Corps Personnel Manual 

CC26.1, Inst 1. A traveler may keep items of nominal value (as defined in applicable ethics regulations). A 

traveler also may keep benefits received for voluntarily vacating a seat on an overbooked flight, but are not to 

vacate the seat if the GOV’T would incur additional costs or if it would affect the mission. 

9. 

Retaining Promotional Items 

a. A traveler on official business traveling at GOV’T expense on the funds of an agency (See definition in 

APP A) may keep promotional material (including frequent traveler benefits such as points or miles, 

upgrades, or access to carrier clubs or facilities) for personal use. This applies to promotional items 

received before, on, or after 31 December 2001. 

b. The promotional material must be obtained under the same terms as those offered to the general public 

and must be at no additional GOV’T cost. 

c. Promotional items received for travel using funds other than those of an agency are not covered by this 

rule. The traveler should seek guidance from the funding authorities. 

10. Each traveler must be treated as honest, responsible customers, but the traveler must follow the rules in this 

regulation. The DOD Financial Management Regulation (DODFMR), Volume 9, JFTR, par. U2505, and JTR, 

par. C1305, apply when a fraudulent claim submission is suspected. 

T4025 ARRANGING OFFICIAL TRAVEL 

A. 

CTO Use 

1. Mandatory Policy. 

It is DOD mandatory policy that each traveler uses an available CTO to arrange official 

travel, including transportation and rental cars. 

2. Service Regulations. 

See DOD Component/Service regulations for CTO use information. 

3. 

Failure to Follow Regulations 

a. Commands/units are expected to take appropriate disciplinary action when a traveler and/or an AO fails 

to follow the regulations concerning CTO use. See par. T4005. 

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B. 

b. Disciplinary action should be for willful violations and may be in the form of counseling (oral/written), 

or non-judicial action (uniformed member), or other personnel means (civilian employee). Action must not 

be through refusal to reimburse. See par. T4025-A4 below for exceptions when reimbursement is not 

allowed. 

4. Reimbursement Not Allowed. 

Reimbursement is not allowed when the traveler does not follow the 

regulations for foreign flag carriers (see par. T4025-C). 

Requirements 

1. When making travel arrangements, the traveler should use the following: 

a. Services available under a TMS (see APP A), or 

b. In-house travel offices. 

2. All travel arrangements must be made IAW: 

a. DODD 4500.9 (Transportation and Traffic Management) at 

http://www.dtic.mil/whs/directives/corres/html/45009.htm; 

b. DODI 4500.42 (DOD Passenger Transportation Reservation and Ticketing Services) at 

http://www.dtic.mil/whs/directives/corres/html/450042.htm; 

and 

c. Service regulations. 

C. Foreign Ship or Aircraft Transportation. 

Transportation on foreign ships or aircraft of foreign registry must not 

be authorized/approved unless the conditions in par. T4060-B3 are met (see also JFTR, par. U3125-C and JTR, par. 

C2204-C). 

D. 

Transportation Reimbursement 

1. CTO/TMC Available. 

When a CTO/TMC is available but not used by the traveler, reimbursement for the 

transportation cost is limited to the amount the GOV’T would have paid if the arrangements had been made 

directly through a CTO/TMC. 

2. CTO/TMC Not Available. When the AO certifies that a CTO/TMC was/is not available to arrange the 

required official transportation, reimbursement is for the authorized/approved transportation actual cost NTE 

the policy-constructed airfare (see APP A) that meets mission requirements. NOTE: 

CTO/TMC service not 

being available should be an extremely rare occurrence. Each event of non-availability should lead to 

correction(s) that make CTO/TMC service available should the same situation arise again. 

NOTE: The cost paid by the GOV’T for GOV’T/GOV’T-procured transportation, in house or CTO/TMC 

transportation, frequently includes a transaction fee for arranging the transportation. A CTO transaction fee 

incurred by a member/employee is reimbursable under APP G. When an available CTO/TMC is not used and no 

transaction fee is included in the GOV’T/GOV’T-procured transportation, the transaction fee for personally 

procured transportation from other than a CTO/TMC may be reimbursed as long as the total reimbursable 

amount for the transaction fee and transportation cost does not exceed the GOV’T/GOV’T procured 

transportation cost. 

T4030 GETTING THERE AND BACK (TRANSPORTATION ALLOWANCES) 

A. Transportation Mode. The AO may direct travel by any mode (e.g., GOV’T or commercial air, bus, train) except 

the AO cannot require the traveler to use a personal or rental vehicle for official travel. If a certain mode is directed 

and another mode is used, the traveler may only receive transportation reimbursement up to the directed 

transportation mode cost. 

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*B. Commercial Transportation. The Services must require that the CTO/TMC arrange commercial transportation 

IAW law, GOV’T policies, agreements and contracted rates using U.S.-certificated carriers and coach/economyclass 

accommodations whenever possible. The AO may, under certain conditions, authorize the CTO/TMC to 

arrange other than contract city-pair flights, or to arrange non-U.S.-certificated carriers, or business- (but not first) 

class accommodations (see JTR, par. C1060, NOTE 1 and JFTR, par. U4326, NOTE 1) 

when needed to fulfill a 

documented mission requirement as specified in par. T4060-B1. Only the officials listed in JTR, pars. C2204-B2, 

and C2208-C (trains only), and JFTR, pars. U3125-B2, and U3135-C (trains only), may authorize/approve businessor 

first-class accommodations use. 

C. Special Conveyances (Includes Aircraft) Reimbursement. 

When the AO authorizes special conveyance/rental 

vehicle use for official business, the following reimbursements are authorized per APP G. The AO may authorize 

an appropriately sized vehicle IAW mission needs when a compact rental car (the "standard" for TDY travel), does 

not meet requirements. It is mandatory to obtain rental vehicles (except for aircraft or bus) through the CTO/ 

TMC per TRANSCOM policy, when the CTO/TMC is available. 

1. Rental costs, tax and local assessments on rental vehicle users, necessary gas and oil, landing and tie-down 

fees, and transportation to and from the rental facility. 

2. Parking; ferry fares; bridge, road and tunnel tolls; traveler access fee (when charged); any per-day 

administrative fee called for in the DTMO rental car agreements; garage (POC parking is a separate 

reimbursable expense), hangar or boathouse rental; operator’s subsistence; and optional extra collision hull 

insurance for rental aircraft. 

*3. Snow tires and similar non-standard equipment necessary for travel by the GOV’T renter, may incur 

additional charges which are reimbursable when authorized/approved in the travel authorization/order. 

Reimbursement is limited to the rental conveyance upgrade costs necessary for the required non-standard 

equipment. A traveler who disregards a special conveyance arrangement made by a CTO/TMC must be 

prepared to provide justification for additional special conveyance costs before reimbursement (beyond the cost 

using the CTO/TMC) is allowed. Reimbursement for purchase of snow tire and other non-standard items is 

not authorized. 

4. A traveler is reimbursed for mandatory rental car insurance coverage required in foreign countries. 

5. A claim for damage to a rental vehicle, while the vehicle is being used for official business, is reimbursable 

to the traveler or the rental car company when appropriate as a miscellaneous transportation expense. The claim 

must be adjudicated as payable per the DOD Financial Management Regulation (Volume 9, Ch 4) (found at 

http://www.dtic.mil/comptroller/fmr/) (or appropriate Service directives for the non-DOD Services). 

*When the AO has not authorized/approved special conveyance use, reimbursement is limited to the POC mileage 

rate in JTR, par. C2500 and JFTR, par. U2600 plus constructed per diem for the official distance NTE the GOV’T’s 

constructed cost. See JTR, par. C2150, item 8 or JFTR, par. U3310-A1. 

NOTE: 

1. Travelers are not reimbursed for rental car insurance coverage purchased in the U.S. or in a non-foreign 

OCONUS location regardless of from whom the rental car is rented. 

2. Reimbursement for personal funds paid for damage sustained by a rented automobile while being used on 

other than official business is not authorized. 

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D. 

3. Some vehicles are not covered with liability and vehicle loss and damage insurance for the traveler or the 

GOV’T when rented for official GOV’T travel. To view appropriate rental car companies and rates go to the 

DTMO website at http://www.defensetravel.dod.mil and click on Car/Truck Rental Programs in the left-hand 

column. A vehicle listed in the rental car agreement on the DTMO website is covered under the DTMO 

rental-car agreement. A vehicle, offered by a company that is under the DTMO rental car agreement but not 

listed on the DTMO list as a vehicle “in that category”, does not have the full liability and vehicle loss and 

damage insurance coverage for the traveler and the GOV’T, and should not be rented for official GOV’T 

travel. Usually, there is at least one company listed that has a vehicle necessary for official GOV’T travel 

and this company should be used. 

GOV’T Transportation 

1. The TO arranges international GOV’T airlift under AMC contract/control, when it is available and satisfies 

mission requirements. 

*2. The TO provides GOV’T ground transportation. (Within the Navy, GOV’T vehicles are obtained directly 

from the providers, ordinarily Public Works.) Only use GOV’T transportation for official business to go to and 

from: the TDY location, where the traveler is staying, places to eat, and other places for comfort and health 

reasons. If it is used for any other purpose and the traveler has an accident, the traveler may have to cover the 

expenses and liabilities. Use GOV’T servicing for the vehicle whenever possible. When GOV’T servicing is 

not available, the AO may authorize/approve reimbursement of actual vehicle operating expenses. These 

expenses include: gas and oil; parking fees; repairs; ferry fares; bridge, road or tunnel tolls; trip insurance for 

travel in foreign countries; guards; and storage fees. 

*E. POC. 

When the AO authorizes/approves a POC as the appropriate transportation mode, reimbursement is 

authorized at the standard rate per mile for the POC type and the distance between duty locations or between home 

and TDY location(s). Reimbursement of parking fees, ferry fares, and road, bridge, and tunnel tolls for travel over a 

direct route is authorized. If the AO does not authorize/approve using a POC and one is used anyway, 

reimbursement is authorized at the standard rate per mile plus reimbursable expenses (parking fees, etc.) but the 

amount is limited to the should-cost estimate of AO-authorized transportation (e.g., commercial plane). In either 

case, reimbursement is only authorized for the traveler paying the POC operating expenses. When two or more 

official travelers travel in the same POC to the TDY location, the official traveler responsible for paying the POC 

operating expenses is authorized reimbursement for any additional distance involved if the official traveler 

passenger(s) is/are picked up/ dropped off at their homes. The extra distance is based on odometer readings (or 

other acceptable evidence) of the actual necessary extra distance traveled. If reimbursement at the published rate 

does not cover expenses, or if there is no established rate for the POC type being used, the AO may authorize/ 

approve reimbursement of necessary transportation costs incurred for uniformed personnel. For distance 

determination (DTOD requirements), see JFTR, par. U2020, or JTR, par. C1065. 

*F. Rest Stops. Normally, a traveler is not required to travel during unreasonable hours at night. If the traveler is 

required to travel during normal sleeping hours, or the scheduled flight time including stopovers and plane changes 

exceeds 14 hours and the traveler is not authorized first/business-class accommodations, the AO may 

authorize/approve a rest stop en route or a rest period at the TDY location before reporting for duty. Scheduled 

flight time is the time between the scheduled aircraft departure from the airport serving the PDS/TDY point and 

the scheduled aircraft arrival at the airport serving the TDY point/PDS. Rest stops must not exceed 24 hours. 

NOTE: 

A traveler is disqualified from using business-class accommodations at GOV’T expense if (a) a 'stopover' 

en route is an overnight stay, (b) a rest stop en route is authorized/approved, or (c) an overnight rest period 

occurs at the TDY location before beginning work. 

*G. Insurance Coverage in Foreign Areas 

. The AO may authorize/approve reimbursement for additional insurance 

coverage in foreign areas for a rental, GOV’T, or private vehicle used for official travel. 

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*H. Allowable Travel Days. 

The number of allowed travel days is determined by the transportation mode. For 

commercial air travel, one day is allowed in CONUS and within OCONUS areas. For travel between CONUS and 

OCONUS via commercial air, the actual elapsed time is used based on the scheduled departure and arrival times. 

For travel by commercial ground transportation, the scheduled departure and arrival dates are used. The actual time 

is used for travel by GOV’T/GOV’T-procured air transportation based on scheduled departure and arrival dates. 

When the AO authorizes/approves travel by private, rental or GOV’T vehicle (other than GOV’T/GOV’T-procured 

air), one travel day is allowed for each 400 miles or increment thereof. If travel by POC is used but not authorized/ 

approved by the AO as advantageous, travel time is limited to one day for each leg (for example, from PDS to TDY 

stop) requiring an overnight stay. 

I. Authorized Trips Home during Extended Business or Training TDY. 

The AO may permit round-trip 

transportation and per diem en route for a traveler, who routinely travels on business or training TDY for periods of 

more than three weeks, to return periodically to the PDS or home for non-workdays. 

J. Voluntary Return Home during Intervening Weekend/Holidays. 

If the AO does not authorize travel home 

periodically on weekends or non-workdays, it may still be performed for personal convenience. If so, 

reimbursement for the round-trip transportation and en route per diem is authorized but limited to the amount of per 

diem the GOV’T would have paid had the traveler remained at the TDY location. 

K. Constructed Cost. 

Constructed transportation costs are based on the non-capacity controlled city-pair airfare, not 

the capacity-controlled city-pair airfare, if both are available. If a city-pair airfare is not available between origin 

and destination, the constructed transportation cost is limited by the policy-constructed airfare (see APP A) (except 

as limited by JFTR, par. U3125-B1f/JTR, par. C2204-B1f). City-pair airfare transportation is presumed available if 

there is a city-pair airfare between the origin and destination points, regardless of whether or not space would 

actually have been available had the traveler used air transportation for the official travel. 

L. Travel to/from Transportation Terminals. 

For transportation to and from transportation terminals see JFTR, pars. 

U3320, U3410, U3415-D, U3420, and U3430 and JTR, pars. C2101, C2102-F, C2103, C2104, C2105, and C2192. 

T4040 LIVING EXPENSES (PER DIEM) 

The “Lodgings-Plus” computation method is used to reimburse TDY living expenses. A traveler is paid the actual 

lodging cost up to a limit, plus a set amount for M&IE. Per diem rates for lodging and M&IE vary by location, but 

should be sufficient for a comfortable, safe trip. A traveler also can be reimbursed for other necessary allowable 

travel-related miscellaneous reimbursable expenses (see APP G) if the AO authorizes/approves them as appropriate 

to the mission. 

A. 

Lodging Overnight Required - Business Travel Standards 

1. 

Sleeping 

a. The CTO makes lodging reservations and reflects the estimate of their cost (including tax) on the Trip 

Record. 

b. Uniformed Member – A member ordered to a U.S. INSTALLATION (as opposed to a geographic 

location like a town or city) is required to check the GOV’T QTRS availability (e.g., through the 

CTOs/TMCs) at the U.S. INSTALLATION to which assigned TDY. The AO may direct adequate (based 

on DOD and Service standards) available GOV’T QTRS use for a uniformed member on a U.S. 

INSTALLATION only if the uniformed member is TDY to that U.S. INSTALLATION. Availability/nonavailability 

must be documented as indicated in par. U1045-C. A member should use adequate available 

GOV’T QTRS on the U.S. INSTALLATION at which assigned TDY; however, when adequate GOV’T 

QTRS are available on the U.S. INSTALLATION to which a member is assigned TDY and the member 

uses other lodgings as a personal choice, lodging reimbursement is limited to the GOV’T QTRS cost on 

the U.S INSTALLATION to which assigned TDY (44 Comp. Gen. 626 (1965)). Per diem cannot be 

limited based on the presence of ‘nearby’ GOV’T QTRS (i.e., not on the U.S. INSTALLATION to which 

the member is assigned TDY but on another ‘nearby’ U.S. INSTALLATION or other uniformed 

Change 271/525 O-7 

7/1/09


facility). The documentation of non-availability indicated in par. U1045-C is required only for GOV’T 

lodging ‘AT’ the U.S. INSTALLATION at which the member is assigned TDY. 

NOTE: 

The member is not required to seek (or check for) GOV’T QTRS when TDY to a U.S. 

INSTALLATION after non-availability documentation has been initially provided. Checking QTRS 

availability is a one-time requirement at a TDY U.S. INSTALLATION. (Ex: A member who is required 

to check QTRS availability on arrival at a U.S. INSTALLATION, does so, and is issued non-availability 

documentation cannot be required to re-check later for QTRS availability at that U.S. INSTALLATION 

during that TDY period there). See par. U1045-C. 

c. Civilian Employee 

(1) A civilian employee may not be ordered/required to use GOV’T QTRS, nor may the lodging 

reimbursement simply be limited to the GOV’T QTRS cost. In compliance with the requirement to 

exercise prudence when incurring expenses, an employee should check for GOV’T QTRS availability 

(e.g., through their CTOs), and is encouraged to use those QTRS when TDY to a U.S. 

INSTALLATION. However, if GOV’T QTRS are available on that Installation for an employee 

TDY to a U.S. INSTALLATION, the proper authority under par. C4550-C may prescribe a reduced 

per diem rate based on the GOV’T QTRS cost. Reduced per diem rates can only be established 

before travel begins. 

(2) The head of a DOD Component (see APP A) concerned may authorize zero per diem or a per 

diem rate (http://www.defensetravel.dod.mil/perdiem/pdrates.html) in a lesser amount if the 

circumstances of the travel or duty to be performed so warrant and are peculiar to that particular DOD 

Component. This authority may be delegated to a chief of an appropriate bureau or staff agency of the 

appropriate DOD Components headquarters, and may not be re-delegated. In the absence of a reduced 

or no per diem authorization on the travel authorization/order before travel begins (or as part of an 

authorization/order amendment/modification covering a prospective period after the 

authorization/order was issued), a travel authorization/order, modified after the fact, prescribing a 

different per diem rate is without effect and the locality per diem rates are used. Reduced per diem 

rates should incorporate amounts for laundry/dry-cleaning/pressing of clothes if the travel is OCONUS 

or for less than 4 days in CONUS for an employee or less than 7 days in CONUS for a member. See 

NOTE 1 (applicable to a civilian employee) following par. T4040-A3 for an explanation concerning 

separate reimbursement for laundry/dry-cleaning/pressing of clothing. 

*d. Commercial lodging reimbursement is based on the single occupant rate, up to the TDY site or 

stopover location maximum. If the CTO can find only lodgings that cost more than the published 

maximum rate, the AO may authorize/approve the higher amount such that the actual lodging cost and the 

per diem M&IE does not exceed 300 percent of the published rate (lodging plus M&IE). For example, a 

member is TDY to a location with a maximum per diem of $110 ($76 for lodging and $34 M&IE). The 

AO could authorize up to $296 for lodging (300% x $110 = $330 - $34 = $296) if AEA for meals is not 

authorized. These rates must be placed on the Trip Record. Under special or unusual circumstances a 

uniformed member may require more than 300% for lodging OCONUS. Rates in excess of 300% may be 

authorized only in advance by PDTATAC or the Secretary Concerned and for only a uniformed member 

(see JFTR, par. U4250). The traveler is financially responsible for anything charged beyond the basic room 

fee and tax. The traveler is to keep all lodging receipts. 

NOTE 1: The maximum amount allowed for lodging 

(http://www.defensetravel.dod.mil/perdiem/pdrates.html) in CONUS and non-foreign OCONUS areas 

does not include a lodging tax amount. Lodging tax in the U.S. and non-foreign OCONUS areas is a 

separate miscellaneous reimbursable expense (See APP G) except when ‘MALT-Plus’ per diem for POC 

travel is paid to a uniformed member. 

NOTE 2: The maximum amount allowed for lodging 

(http://www.defensetravel.dod.mil/perdiem/pdrates.html) in foreign countries includes a lodging tax 

amount. Lodging tax in foreign countries is not a separate miscellaneous reimbursable expense. 

Change 271/525 O-8 

7/1/09


*NOTE 3: The TDY locality per diem rate is used for computation. However, if neither GOV’T QTRS 

nor commercial lodgings are available at the TDY location and lodging must be obtained in an adjacent 

locality at which the locality rate is higher, the AO may authorize/approve the higher locality per diem 

rate for the lodging location. 

e. 

Lodging with a Friend or Relative 

(1) Applicable to a Uniformed Service Member. 

Reimbursement of lodging cost is not authorized 

when staying with a friend or relative. A member, who lodges with a friend or relative, is authorized 

the TDY location M&IE rate, if otherwise eligible. 

(2) Applicable to a Civilian Employee. When a traveler lodges with a friend or relative - with or 

without charge - the traveler may be reimbursed for additional lodging costs the host incurs in 

accommodating the traveler if the traveler can substantiate the costs and the AO determines the costs 

are reasonable. The traveler may not be reimbursed the cost of comparable conventional lodging in 

the area or a flat “token” amount. See GSBCA 16836-RELO, 5 June 2006. A traveler, who lodges 

with a friend or relative, is authorized the TDY location M&IE rate, if otherwise eligible. 

NOTE 1: If the friend or relative is in the business of renting on a regular basis the lodgings 

involved – for example, if that individual is operating a hotel or apartment house – the “friends or 

relatives” provision does not apply. See GSBCA 14398-TRAV, 24 Feb 1998. 

NOTE 2: Shortly after being transferred to a new PDS, an employee was sent TDY to the old PDS 

where the employee stayed at the former residence which was not yet sold. GSBCA ruled that the 

employee was not authorized reimbursement for lodging at the former residence. See GSBCA 

15600-TRAV, 7 March 2002. 

NOTE 3: A traveler assigned at Avon Park Air Force Range (AFR), Florida lives in the Avon Park 

area during the week at a location approximately fifteen miles from the PDS and commutes to and 

from the family residence near Orlando, Florida, approximately 100 miles from the AFR, on 

weekends. The traveler had to attend a meeting near Orlando at 8 a.m. on Wednesday, 23 February. 

The meeting location was approximately twelve miles from the family residence. The meeting was to 

run until Friday, 25 February. The traveler began TDY travel to the Orlando area on the evening of 

Tuesday, 22 February. GSBCA ruled that the traveler should be authorized travel expenses both to 

and from the TDY location and M&IE even though the traveler lodged at the family residence in the 

TDY area. GSBCA also indicated that for the first and last days of the TDY, 22 and 25 February 

(unless the traveler was authorized to return on the 26th) the traveler is authorized 75% of the 

applicable M&IE rate for each day. M&IE for the days between the first and last days is authorized 

at the full rate. Adopted from GSBCA 16652-TRAV, 26 August 2005. 

f. If the traveler is on TDY at one location for more than 30 days, lodging reservations should be made on 

a weekly, monthly, or other long-term basis if possible. When longer-term lodging is used, the allowable 

lodging cost includes the rent; charges for furniture rental (as long as an option to buy is not exercised); 

utilities connections, use and disconnection fees; cleaning fees; telephone monthly use fees, but not toll 

charges; and other services ordinarily provided by a hotel. The CTO should be used to make these 

arrangements unless the CTO does not provide this service. 

(1) If a recreational vehicle (RV) is used for lodging, additional fees that are part of the lodging cost 

are the charge for the RV parking space, dumping and shower fees, special user fees (for example, 

cable TV charges) if normally included in the price of hotel rooms in the area, and plug-in fees. 

Expenses that do not accrue on a daily basis (such as dumping fees) may be averaged over the number 

of days the traveler is authorized per diem. 

Change 271/525 O-9 

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(2) A traveler may purchase and occupy a residence at a TDY location. Allowable expenses are the 

monthly: 

(a) Mortgage interest; 

(b) Property tax; and 

(c) Utility costs actually incurred (does not include any installation and hook-up charges), e.g., 

electricity, natural gas, water, fuel oil, sewer charges. 

prorated based on the number of days in the month rather than by the actual number of days the 

traveler occupied the residence. (57 Comp. Gen. 147 (1977)). In no case may the total per diem 

payable exceed the applicable maximum locality rate for the area unless an AEA (see JFTR, Ch 4, 

Part C or JTR, Ch 4, Part M) is authorized/approved. The provisions of JFTR, par. U4141 and 

JTR, par. C4555-G do not apply when the residence is purchased. 

NOTE: A traveler who purchases or rents and occupies a residence at the TDY location may not be reimbursed 

for the cost of: 1. shipment of furniture from previous residence, or 2. purchase of furniture needed for 

unfurnished temporary duty lodgings, even if shipment/purchase was less expensive than rental would have been. 

See GSBCA 16699-TRAV, 17 August 2005. 

2. 

g. If the traveler incurs an exchange fee to trade an owned timeshare period for a comparable period at 

lodgings at the TDY point, the exchange fee (but not the annual maintenance fee) is reimbursed as a 

lodging cost (B-254626, 17 February 1994). 

Eating 

a. The M&IE for the departure day is 75% of the M&IE rate for the traveler's stopover point or TDY 

location, as appropriate, that night. If the traveler is traveling and lodging is not used, the M&IE rate is 

based on the next stopover point or TDY location. The M&IE for the return day to the PDS is 75% of the 

M&IE rate for the preceding day (last TDY location or stopover point), as appropriate. Any TDY en route 

locations, on the day travel ends, do not affect the M&IE rate for that return day unless overnight lodgings 

are required. 

Example 

1 Sep Depart PDS 

1 Sep Arrive TDY A ($50 M&IE) 

10 Sep Depart TDY A 

10 Sep Arrive TDY B ($60 M&IE) 

10 Sep Depart TDY B 

10 Sep Arrive PDS 

Pay 75% of $50 (TDY A M&IE for preceding day) on 10 Sep 

*b. On other days, the meals and incidentals allowance is the full M&IE for the TDY location or stopover 

point where lodgings are required unless for Uniformed Service members, the AO specifies one of two 

other meal rates based on GOV’T dining facility/mess availability. The two rates are either the GMR when 

all meals on a given day are available or the PMR when at least one meal a day is available. (Incidental 

expenses are added to the GMR or PMR.) A GOV’T dining facility/mess is available only if: GOV’T 

QTRS on a U.S. INSTALLATION are available and the command controlling the dining facility/mess has 

made the dining facility/mess available to the traveler. A GOV’T dining facility/mess is not available on 

interim travel days. When actual dining facility/mess availability differs from the pre-trip information, the 

AO may authorize/approve a higher rate (e.g., from PMR plus incidental expenses to locality M&IE rate). 

The meal rate established cannot be reduced after-the-fact except for a free meal as described in par. 

T4040-A2c below. 

Change 271/525 O-10 

7/1/09


NOTE: 

In circumstances in which adequate GOV’T QTRS are available but a member is directed to procure 

private sector lodgings off the U.S. INSTALLATION, the member is treated as though the QTRS are not 

available and authorized the locality meal rate instead of the GMR/PMR and $3 (in CONUS) or the locality 

incidental expense rate OCONUS (unless the $3.50 incidental expense rate is authorized for incidental 

expenses under par. T4040-A3). Just because the QTRS are available, a command cannot send a member 

into private sector lodgings off the U.S. INSTALLATION and use the technical QTRS ‘availability’ to reduce 

the locality meal rate to GMR/PMR. 

c. When the GOV’T purchases at least one, but not all three, meals on a calendar day through some means 

such as a registration fee, the PMR plus incidental expenses applies for that day. This does not apply on 

travel days to and from the PDS. The GOV’T should not pay for the same meal twice (originally by 

registration fee, etc., and then again through per diem). A meal that is provided to the traveler for which 

the GOV’T pays nothing does not affect per diem payment. A meal served on a common carrier is not 

"purchased by the GOV’T." The traveler must indicate on the Trip Record how many meals were free 

(purchased by the GOV’T) and for which dates. NOTE: 

If all three meals are provided, only the 

incidental expenses for that day are payable. 

d. A meal provided by a friend/relative or a common carrier do not affect per diem. A complimentary 

meal provided by a lodging establishment does not affect per diem as long as the room charge is the same 

with or without meals. See JFTR, par. U4165, items 2e and 2f (uniformed member) and JTR, pars. C4554- 

B5 and C4554-B6 (civilian employee) when a charge for meals is added to the lodging cost. Also see 

JFTR, pars. U4165 and U4167 and JTR, par. C4554-B. 

*e. In very rare instances, the M&IE rate may not be sufficient and the AO may authorize AEA for M&IE 

up to 300% of the locality M&IE rate. The reimbursement limit is the lesser of the actual expenses 

incurred or the AEA maximum amount. The maximum reimbursement for IE is $3.00 in CONUS and 

either the locality IE rate or $3.50 OCONUS for all full TDY days when the AO determines $3.50 IE is 

adequate. If AEA is authorized/approved it applies to the entire time at that location and all travel days if 

no other TDY location involved. 

3. Incidental Expenses (IE) . The traveler is paid an incidental expenses allowance, such as tips and laundry (in 

some instances), incurred while traveling. This is the IE part of the M&IE. The daily IE in CONUS is $3.00. 

The OCONUS daily IE is the rate for the applicable locality per diem, or $3.50 when the AO determines $3.50 

to be adequate for anticipated incidental expenses. 

NOTE 1: 

Applicable to a civilian employee: 

a. The cost incurred during TDY/PCS travel (not after arriving at or returning to the PDS) for personal 

laundry, dry-cleaning, and pressing of clothing is a separately reimbursable travel expense in addition to 

per diem/AEA when travel is within CONUS and requires at least 4 consecutive nights TDY/PCS lodging 

in CONUS. 

b. The cost for laundry, dry-cleaning, and/or pressing of clothing is not a separately reimbursable travel 

expense for travel OCONUS and is included as an incidental expense within the per diem authorized for 

OCONUS travel. 

NOTE 2: 

Applicable to a uniformed member: 

a. The cost incurred during TDY travel (not after returning to the PDS) for personal laundry/drycleaning 

and pressing of clothing, up to an average of $2 per day, is a separately reimbursable travel 

expense in addition to per diem/AEA when travel within CONUS requires at least 7 consecutive nights 

TDY lodging in CONUS. 

b. The cost incurred during TDY travel for personal laundry/dry-cleaning and pressing of clothing is 

not a separately reimbursable expense for OCONUS travel and is part of the incidental expense 

allowance included within the per diem rates authorized for OCONUS travel. 

Change 271/525 O-11 

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B. 

Lodging Overnight Required - Schoolhouse Training Standards 

1. Schoolhouse training standards are the same as for business travel. However, for training, the training 

location commander, not the AO, decides if GOV’T QTRS use by a uniformed member is directed and if one of 

the two M&IE rates based on GOV’T dining facility/mess availability is appropriate. GOV’T QTRS use and/or 

GOV’T dining facility/mess may not be directed for a civilian employee. See par. T4040-A1c. 

*2. In some situations, the Secretary Concerned may authorize EUM for students in particular courses when 

readiness requires GOV’T dining facility/mess use. When EUM applies, a member receives the incidental 

expenses amount, a civilian employee receives the incidental expenses amount and reimbursement for the 

amount paid for food. The prohibition on the meal portion of per diem begins at 0001 on the first full EUM day 

and ends at 2400 on the last full EUM day. The AO may authorize/approve the actual amount paid up to the 

PMR for commercial meals the traveler is required to purchase. 

*3. The Trip Record must indicate dining facility/mess availability. If that information is not available prior to 

the trip, the information must be provided to the traveler upon arrival at the school and the trip report changed. 

When actual dining facility/mess availability differs from the pre-trip information, the AO may approve on a 

daily basis the PMR (1 or 2 meals) plus incidental expense or the locality M&IE rate (all 3 meals) depending on 

how many meals were available. The traveler must note on the Trip Record how many meals by date were not 

available. 

*C. Lodging Overnight Required - Standards for Deployment, Personnel Traveling Together with No/Limited 

Reimbursement, and TDY aboard Ships. 

Other reimbursable expenses (par. T4040-F and App. G) are authorized in 

the same manner as for business travel. The AO may authorize/approve the actual amount paid up to the PMR (but 

no incidental expenses) for meals and/or payment for lodging when the traveler is not authorized per diem but is 

required to purchase these items. See par. T4040-A1c if the lodging cost exceeds the published maximum rate. 

1. The phrase ‘Personnel traveling together’ refers to travel away from the PDS during which the mission 

requires control of the group of travelers. Ordinary business travel reimbursements apply unless the travelers’ 

authorization/order directs no/limited reimbursement, in which case all transportation, food, lodging, and other 

items ordinarily reimbursed, should be provided to the travelers. No per diem is payable when no/limited 

reimbursement is directed in the authorization/order for personnel traveling together. The restriction on 

paying per diem only includes travel days between duty locations and does not involve allowances for full days 

at duty locations. The per diem prohibition begins when the member departs the PDS and ends at 2400 of the 

day the member arrives at the TDY location. The prohibition begins again at 0001 of the departure day from 

the TDY location until arrival at the PDS. The typical member pays the food cost without operating expense, 

and a civilian employee pays the food cost and operating expense. A civilian employee is authorized 

reimbursement of the amount paid for food. Directing several personnel to travel together with no/limited 

reimbursement must never be done simply to save travel funds. 

2. Training exercises, maneuvers, war games, and similar types of operations may be classified as field duty 

when everything ordinarily associated with per diem is furnished without charge. Per diem is not payable 

during field duty. The prohibition on per diem begins at 0001 on the first full day of field duty and ends at 

2400 on the last full day of field duty. Lodging is provided and the typical member pays some amount for food; 

a civilian employee also pays for food. A civilian employee is authorized reimbursement of the amount paid for 

food. When the Secretary Concerned, or Combatant Commander or JTF commander for a joint deployment, 

determines that GOV’T dining facility/mess use is essential to accomplish training and readiness, EUM applies. 

The meals portion of the M&IE is not payable to a member. A civilian employee is authorized reimbursement 

of the amount paid for food. Each EUM traveler is authorized the incidental expense. See par. T4020-B2. 

*3. Joint deployments involve the temporary assignment of travelers of more than one uniformed service to a 

provisional force formed for a specific task or operation. TDY options include regular business travel, EUM, or 

field duty. The Combatant or JTF Commander determines the appropriate option and may specify different 

options for different locations. For example, field duty might be appropriate for the deployed force main body, 

but business travel might be appropriate for an interim staging base. In choosing the option to use, the 

Combatant or JTF Commander should consider, in the following priority: business travel, EUM, field duty. 

Change 271/525 O-12 

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Under normal circumstances, the Combatant Commander should choose business travel unless operational 

circumstances dictate otherwise. In general, business travel is appropriate for peacekeeping, humanitarian, and 

relief missions. The Combatant or JTF Commander may authorize EUM when it enhances operational 

readiness, the conduct of military operations, or is necessary to conduct training. It applies to units only, not to 

an individual traveler. Table 1 shows the effect of each option on per diem. Exception: A traveler receiving 

the GMR rate while TDY to a JTF Commander’s area of responsibility (AOR), who travels within that AOR, 

is not traveling for M&IE purposes for par. T4040-A2b (e.g., If a TDY traveler travels from one location in 

the AOR to another location in the AOR, and the GMR rate applies to both locations, then the GMR applies 

for that day unless GOV’T meals are not available). The Combatant or JTF Commander must 

communicate the TDY option decision (including the appropriate meal rate) to the appropriate Services 

for inclusion in travel authorizations/orders. 

*4. 

TDY aboard Ships 

a. No per diem is payable when TDY aboard a U.S. ship since GOV’T QTRS and dining facility/mess are 

provided. A civilian employee is reimbursed for the amount paid for food. The prohibition on per diem 

begins at 0001 on the day after the arrival day on board and ends at 2400 on the day before the departure 

day from the ship. There is no per diem paid for the first and/or last travel day by GOV’T ship when it 

departs from the port at the traveler’s PDS and/or returns to the port at the PDS. 

b. The AO may authorize payment of a per diem when the traveler is TDY aboard a foreign or commercial 

ship and incurs an expense for other than GOV’T meals. The AO may establish a per diem allowance 

equal to the daily expenses. 

*c. Civilian Employee Only. In the event an employee maintains commercial lodgings ashore for use 

following the completion of short trips at sea, the employee is paid the actual daily lodgings cost, NTE the 

locality per diem lodging ceiling for the TDY location ashore. Reimbursement for the total cost of QTRS 

on the ship and lodgings ashore may not exceed the maximum lodging amount prescribed in the per 

diem rates at http://www.defensetravel.dod.mil/perdiem/pdrates.html for the TDY locality concerned. 

When an employee is authorized to procure meals ashore at personal expense, reimbursement is authorized 

as prescribed in pars. T4040-A2. In any event, the total per diem allowance may not exceed the applicable 

maximum rate prescribed in the per diem rates at http://www.defensetravel.dod.mil/perdiem/pdrates.html 

for the TDY locality concerned. 

*5. Contingency Operation Flat Rate Per Diem (uniformed member only) . See par. U4105-I. 

Change 271/525 O-13 

7/1/09


*6. 

JOINT TASK FORCE OPERATIONS TDY OPTIONS 

TABLE 1 

DEPLOYMENT - JOINT OPERATIONS TDY OPTIONS 

Subsist Ashore 

TDY OPTION SUBSISTENCE PER DIEM REMARKS 

Business Travel Commercial Lodging and Commercial Lodging and Member/Civilian Employee 

Meals 

M&IE Pays for Lodging and Meals 

GOV’T Lodging and GOV’T Dining 

Lodging and Member/Civilian Employee 

Facility/Mess – Permanent U.S. 

M&IE Pays for Lodging and Full 

INSTALLATION 

Meal Rate 1/ for GOV’T 

Meals 

GOV’T Lodging and GOV’T Meals – Lodging and Member/Civilian Employee 

Temporary U.S. INSTALLATION or 

M&IE Pays for Lodging and for 

Temporary Dining Facilities Established for 

GOV’T Meals at Discount 

JTF Operation 

Meal Rate 2/ 

GOV’T Lodging and Commercial Meals Lodging and Member/Civilian Employee 

M&IE Pays for Lodging and Meals 

Commercial Lodging and GOV’T Dining Lodging and Member/Civilian Employee 

Facility/Mess (In AOR only) 

M&IE Pays for Lodging and Full 

Meal Rate for GOV’T Meals 

EUM GOV’T Lodging and Use of GOV’T Dining IE Civilian Employee Pays for 

Facility/Mess is Essential for Training and 

GOV’T Meals at Full Meal 

Readiness Purposes 

Rate 

Field Duty GOV’T Lodging, Dining Facility/Mess and None Civilian Employee pays for 

Incidentals Provided 

GOV’T Meals at Full Meal 

Rate 

Subsist Aboard U.S. GOV’T Ship 3/ 

TDY GOV’T Lodging and GOV’T Meals None Civilian Employee Pays for 

Meals 

1/ Full Meal Rate = Food costs plus operating expenses. 

2/ Discount Meal Rate = Food costs only. 

3/ A member/civilian employee deployed who is ordered to subsist ashore – see “Subsist Ashore” (above table) for 

authorization/order type and payment guidelines. 

NOTE: 

For BAS see DODFMR, Volume 7A, Ch 25 or Coast Guard, COMDTINST M7220.29 (series), Ch 3. 

D. 

Lodging Overnight Not Required 

1. 

Transportation 

a. It is mandatory that a traveler arrange transportation through an available CTO, even though overnight 

lodging is not required. 

b. If travel is in the local area (see JFTR, par. U3500 and JTR, par. C2400-B) around the PDS, a GOV’T 

vehicle, public transportation paid for by the command, or a POC may be used. 

c. See. JFTR, par. U3320 and JTR, par. C2192 for travel to/from a transportation terminal. 

d. If a POC is used to and from home, the traveler is authorized the standard mileage rate for the distance 

driven, minus the normal distance driven to and from work. This most often affects the PDS. 

Change 271/525 O-14 

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e. If the traveler does not travel by POC to work every day, the traveler is reimbursed the standard mileage 

rate for the distance driven, less the traveler’s normal transportation cost to get to work. 

f. The AO determines reimbursement based on the difference between the cost of using the POC and the 

traveler’s normal cost to get to work. 

g. Commercial transportation expense reimbursement is authorized/ approved only if the expenses incurred 

for travel to the alternate work site exceed the expenses ordinarily incurred by the traveler to commute to 

the PDS workplace. 

h. A traveler is authorized reimbursement for other expenses such as tolls and parking when using a POC. 

i. For distance determination see JFTR, par. U2020 or JTR, par. C1065 (DTOD requirements). 

*2. Meals. 

With two limited exceptions (see par. T4060-B14), a traveler may not be paid for meals within the 

traveler's PDS boundaries. For travel outside the PDS limits, when the TDY is more than 12 hours, 

reimbursement is 75% of the M&IE rate for the TDY location (using the highest rate if there is more than one 

TDY location). No per diem is authorized when TDY is for 12 or fewer hours. However, the AO may 

authorize/approve reimbursement of the actual amount paid, up to the PMR (not including incidental expenses) 

for the TDY location, when a uniformed member spends more than the cost of normal meal arrangements 

during travel outside the PDS limits. See JFTR, par. U4510 for occasional meals authority. 

NOTE: 

Mission-related or personal expenses are not reimbursable. These include batteries, tools, film, gifts for 

childcare, house care, pet care, hotel concierge, or workout room/gym fees, and similar expenses. 

E. Miscellaneous Reimbursable Expenses. 

See APP G. 

F. 

Reimbursement for Travel Expenses at the TDY Location 

1. Reimbursement is authorized for necessary travel expenses at the TDY location. For specific expenses see 

par. T4030. 

2. GOV’T vehicle/special conveyance use is limited to official purposes such as transportation to and from (65 

Comp. Gen. 253 (1986)): 

a. Duty sites, 

b. Lodgings, 

c. Dining facilities, 

d. Drugstores, 

e. Barber shops, 

f. Places of worship, 

g. Cleaning establishments, and 

h. Similar places required for the traveler's subsistence, health or comfort 

3. If a GOV’T vehicle/special conveyance is not authorized, the traveler is authorized reimbursement for 

necessary public transportation costs. 

*4. If POC use is authorized/approved, reimbursement is the automobile TDY mileage rate times the miles 

driven for the necessary travel around the TDY location. 

Change 271/525 O-15 

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5. The traveler must note the required miles driven. 

T4045 TRAVEL ALLOWANCES FOR AN RC MEMBER (48 Comp. Gen. 301 (1968)) 

A. General. Par. T4045 applies to an RC member on active/inactive duty under an authorization/ order that 

provides for return home. See par. U7150 for travel of a cadet and midshipman travel, an applicant and Senior 

Reserve Officers’ Training Corps (SROTC) member, RC member travel for medical and dental care, a Ready RC 

member on muster duty, a retiree called to active duty, active-duty-for-training tours of 140 or more days at one 

location (except as noted in par. U2146), and active-duty-for-other-than-training for more than 180 days at one 

location (except as noted in par. T4045-E4). 

B. Inactive Duty Training. An RC member commits to an obligation to participate in a finite number of scheduled 

training periods (inactive duty training (IDT) unit drills) a year. Each Service has a different term for these training 

periods, such as unit training assemblies, or weekend drills. Inherent in this obligation is the travel between the 

member’s home and the location at which the member normally performs “drill” (the armory, reserve center, 

assembly location, etc.). The member receives no reimbursement for that travel except as provided in par. T4045-G. 

For par. T4045-B, the Assigned Unit is an RC member’s designated post of duty and the TDY Station is an alternate 

site outside the local commuting area (see par. U3500) of the member’s assigned unit or home. 

*1. Travel from Home to Assigned Unit or Alternate Site in Local Commuting Area. There is no authorization 

for travel and transportation allowances. In some cases of a Select Reserve member of the Ready Reserve, 

travel expense reimbursement may be authorized/approved under par. T4045-G. The member may be 

authorized/approved reimbursement under par. T4040-F for transportation expenses in and around the unit/site. 

When the member travels between home and an alternate site, the member is paid mileage for the distance that 

exceeds the distance from home to the assigned unit. 

2. Travel from Home/Assigned Unit or Other Location to TDY Station. The member is authorized allowances 

in pars. T4040 and T4030, limited to travel cost from the assigned unit. 

3. Travel from a Location Other than Home/Assigned Unit to an Alternate Site within the Local Commuting 

Area. There is no authorization for travel and transportation allowances; however, the member is paid TDY 

mileage for the distance traveled limited to the distance from the assigned unit to the alternate site less the 

distance from home to assigned unit. 

C. Travel for AT. For AT travel, a member is authorized payment for 1 round trip between home and the AT site 

under par. T4030. If the AT is performed in two or more separate tours, the AO may authorize round-trip 

transportation for each tour. Per diem is payable under par. T4040-A for travel days to and from the AT location, 

unless the member commutes daily or the AO determines the member can commute. 

D. Per Diem Not Payable. No per diem is payable to: 

1. An RC member at an AT site when both GOV’T QTRS and meals are available; however, the member is 

authorized reimbursement for the GOV’T QTRS cost. If GOV’T QTRS and/or dining facility/mess are not 

available, per diem is payable under par. T4040-A; 

2. An RC member on active duty without pay; 

3. A newly enlisted member undergoing training when both GOV’T QTRS and dining facility/mess are 

available; 

4. A Public Health Service officer called to active duty for Commissioned Officer Student Extern Program 

(COSTEP); 

5. An RC member who commutes daily or the AO determines can commute except for authority under par. 

T4040-C if required to remain at the place of duty overnight outside the home’s city limits; 

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6. An RC member on inactive duty training except when duty is performed at a location other than the assigned 

unit (designated post of duty includes training duty station, drill site and city where located) or local area (see 

par. U3500) of the assigned unit or home. If required to occupy transient GOV’T housing, reimbursement for 

actual lodging cost is authorized; 

7. A Standby RC member voluntarily performing without pay. 

E. Per Diem. When An RC member is ordered to: 

1. Schoolhouse training, par. T4030 applies for transportation and par. T4040-B for per diem; 

2. Deploy, to be one of personnel traveling together under an authorization/order directing no/limited 

reimbursement, on unit travel, field duty, or at sea training, par. T4040-C applies for per diem for periods under 

20 weeks. Par. T4030 applies for transportation; 

3. Active-duty-for-training (other than schoolhouse) for fewer than 140 days or active-duty-for-other-thantraining 

for 180 or fewer days, per diem is determined under business travel rules in par. T4040-A, and 

transportation under par. T4030; 

4. Active-duty-for-other-than-training for more than 180 days because of unusual or emergency circumstances 

or exigencies of the Service and the Secretarial Process authorizes per diem, per diem is determined under the 

business travel rules in par. T4040-A (or deployment rules in par. T4040-C), and transportation under par. 

T4030. 

F. Funeral Honors Duty. An RC member who performs funeral honors in a funeral honors duty status (under 10 

USC §12503 or 32 USC §115) at a location 50 or more miles from the member’s residence is authorized travel and 

transportation allowances as for business travel under pars. T4030 and T4040-A & T4040-D. 

Effective for travel that occurs 20 March 2008 through and including 31 December 2010 

G. Inactive Duty Training Outside Normal Commuting Distance. The Secretary Concerned may authorize 

reimbursement to an eligible Selected Reserve member of the Ready Reserve for travel and transportation related 

expenses for travel to an inactive duty training location (assigned unit – designated post of duty) to perform inactive 

duty training when the member is required to commute outside the local commuting distance. For par. T4045-G, 

‘outside the local commuting distance” is defined as the local travel area as prescribed under par. U3500, but not 

less than 150 miles one-way by DTOD. 

1. Eligible Member. A Selected Reserve member of the Ready Reserve (and not just any RC member) must 

be: 

a. Qualified in a skill designated as critically short by the Service Secretary; 

b. Assigned to a Selected Reserve unit with a critical staffing shortage or in a pay grade in the member’s 

RC with a critical staffing shortage; or 

c. Assigned to a unit or position that is disestablished or relocated as a result of Defense BRAC or another 

force structure reallocation. 

2. Reimbursement. The following travel and transportation expenses for travel to and from an inactive duty 

training location to perform inactive duty training may be reimbursed, NTE a total of $300 for each round trip. 

a. Transportation. When commercial transportation is used, reimbursement is authorized for the actual cost 

of the transportation used to include transportation between home and the transportation terminal and 

between the transportation terminal and the training location. When POC is used, reimbursement is 

authorized for the actual expense incurred (gas; oil; highway, bridge, and tunnel tolls; parking fees; and 

other necessary expenses incurred incident to such travel). NOTE: Payment may not be on a commuted 

basis, such as a mileage allowance for transportation costs. 

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b. Lodging and Meals. The actual cost of the member’s lodging (including tax (see NOTE), tips, and 

service charges) and actual cost of meals (including tax and tips, but not including alcoholic beverages) 

may be reimbursed NTE the per diem rate (http://www.defensetravel.dod.mil/perdiem/pdrates.html) for the 

area concerned. 

NOTE: 

1. The maximum allowed for CONUS or non-foreign OCONUS area lodging 

(http://www.defensetravel.dod.mil/perdiem/pdrates.html) does not include a lodging tax amount. 

Lodging tax in CONUS or a non-foreign OCONUS area is a separate miscellaneous reimbursable 

expense except when ‘MALT-Plus’ for POC travel is paid. 

2. The maximum allowed for foreign OCONUS area lodging 

(http://www.defensetravel.dod.mil/perdiem/pdrates.html) includes a lodging tax amount. Lodging tax in 

a foreign OCONUS area is not a separate miscellaneous reimbursable expense. 

H. Summary of Allowances for An RC Member 

1. Table 1 - Active Duty with Pay 

ACTIVE DUTY WITH PAY 1/ 

TABLE 1 

Situation 2/ Transportation 3/4/ Per Diem 

Annual training duty 5/ Par. T4030 applies. Not authorized if GOV’T QTRS 6/ 

& dining facility/mess available 7/; 

PHS officers called to active duty 

for Commissioned Officer Student 

and Extern Program (COSTEP). 

Pipeline Student--newly enlisted 

member undergoing training. 

Member commutes or AO 

determines member can commute. 

Active duty for training for fewer 

than 140 days or active duty for 

other than training for 180 or fewer 

days at one location. 

Active duty for other than training, 

required by unusual or emergency 

circumstances or Service exigencies, 

for more than 180 days. 

else par. T4040 applies. 

Par. T4030 applies. Not authorized. 

Normally performed as personnel 

traveling together with no/limited 

reimbursement (par. T4040-C). If 

not, may be authorized 

reimbursement under par. T4030. 

Par. T4030-E applies for one-round 

trip only provided the place of active 

duty is outside home’s town/city 

limits. 

Not authorized if GOV’T QTRS & 

dining facility/mess available. 

Not authorized - payment may be 

authorized under par. T4040-C if 

required to remain overnight at place 

of duty outside home’s town/city 

limits. 

Par. T4030 applies. Par. T4040 applies. 

Par. T4030 applies if the Secretarial 

Process authorizes per diem; 

otherwise Ch 5 applies. 

Par. T4040 applies if the Secretarial 

Process authorizes per diem; 

otherwise Ch 5 applies. 

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2. Table 2 - Active Duty without Pay 

*ACTIVE DUTY WITHOUT PAY 

TABLE 2 

Situation 2/ Transportation 3/4/ Per Diem 

Others performing duty without pay. Service discretion to reimburse 

under par. T4040-C (as for 

personnel traveling together with 

no/limited reimbursement) and/or 

par. T4030-E (reimbursement on 

mileage basis) none for an RC 

Standby Reserve member. 

FOOTNOTES FOR TABLES 1 AND 2 

*Not authorized except occasional 

meals and/or QTRS may be 

authorized/approved (see par. 

T4040-C) for travel days only 8/. 

1/ Applies to An RC member called/ordered to active duty with pay under an authorization/order that provides for 

return to home or place from which called/ordered to active duty. Includes a retired member called to active duty 

with or without pay (except for periodic physicals for a member on the TDRL, see JFTR, par. U7250). 

2/ Except as noted in JFTR, par. U2146. 

3/ No travel and transportation allowances are authorized if place of duty and home are in the corporate limits of the 

same city or town. 

4/ An RC member may not be paid for commuting from home to duty - only one round-trip may be paid per active 

duty period. 

5/ Since a training location is the PDS, no per diem is payable when GOV’T QTRS and dining facility/mess are 

available. Per diem is payable when TDY away from the training location or for traveling to and from the AT 

location if not in a commuting status. 

6/ Temporary lodging facilities are not GOV’T QTRS for purposes of this table. 

7/ An RC member on active duty for training not otherwise authorized per diem who occupies transient GOV’T 

housing may be reimbursed the actual cost incurred for service charges/lodging. 

8/ An RC member on active duty for training not otherwise authorized per diem who occupies transient GOV’T 

QTRS may be reimbursed the actual cost incurred for service charges/lodging. 

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3. Table 3 - Inactive Duty with or without Pay 

INACTIVE DUTY TRAINING WITH OR WITHOUT PAY 1/2/3/ 

TABLE 3 

This Table is for informational purposes only. Allowances are prescribed in par. T4045. 

Situation Transportation Per Diem 

Travel from home to Assigned Unit 1. May be authorized reimbursement Not authorized. 

or alternate site in local commuting under par. T4040-F. 

area of the member’s assigned unit 2. When the member travels 

or home. 4 

between home and an alternate site, 

the member is paid mileage for the 

distance that exceeds the distance 

from home to the assigned unit. 

Travel from home/assigned unit to Par. T4030 applies limited to travel Par. T4040 applies. 

TDY Station. 

cost from the assigned unit. 

Travel from a location other than Par. T4030 applies limited to travel Par. T4040 applies. 

home/assigned unit to TDY Station. cost from the assigned unit. 

Travel from a location other than The member is paid mileage for the Not authorized. 

home/assigned unit to alternate site distance limited to the distance from 

within the local commuting area. the assigned unit to the alternate site 

less the distance from home to 

assigned unit. 

RC Standby Reserve member 

voluntarily performing without pay. 

Not authorized. Not authorized. 

FOOTNOTES FOR TABLE 3 

1/ For travel and transportation allowance purposes, the assigned unit is the designated post of duty. 

2/ TDY station is alternate site outside the local commuting area (see par. U3500) of the member's assigned unit or 

home for par. T4045. 

3/ An RC member on inactive duty for training who is not otherwise authorized per diem and who occupies transient 

GOV’T housing may be reimbursed the actual cost incurred for service charges/lodging. 

4/ See par. T4045-G for limited authority for a Selected Reserve member of the Ready Reserve to be reimbursed 

travel and transportation expenses when the assigned unit is outside the member’s normal commuting distance. 

T4050 TAKING A TYPICAL BUSINESS TRIP 

A. Before the Trip 

1. Getting a Cost Estimate. Each traveler should get a CTO should-cost estimate for the trip. It is the key to 

several travel and trip funding decisions. It lets the traveler and the AO know up-front the standard and actual 

arrangements, their associated costs, and the allowance maximums. It includes transportation costs to and from 

the TDY location, lodging costs (including tax), and rental car (if authorized) fees. The estimate also must 

reflect the per diem rate broken out by M&IE and lodging. A traveler may ask the CTO to estimate the amount 

for using a private vehicle or other commercial transportation. 

*2. Tailoring the Trip. The AO decides if the traveler should use non-standard arrangements for mission 

reasons. The AO may authorize/approve certain changes for the traveler’s convenience (for example, using a 

car instead of flying). However, the standard arrangement's should-cost estimate (as the AO approves for 

mission reasons) is the reimbursement baseline. 

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3. Getting Authorization for Travel. The AO authorizes the TDY, the arrangements, and obligates funds to pay 

for the trip. The CTO updates the Trip Record with the fund cite provided by the AO. The resulting document 

is the travel authorization. 

4. The Travel Packet. The CTO gives the traveler the Trip Record with the confirmed reservations and 

commercial tickets. The TO provides the documents needed for GOV’T transportation if the CTO does not 

provide this service. 

5. Paying for Arranged Services and Getting Cash to Pay for Expenses while Traveling. The CTO must charge 

airline tickets, lodging, and rental car reservations on the traveler’s individual or unit GTCC; airline tickets in 

some cases may be charged to a CBA. While on the trip, the traveler should charge other expenses incident to 

official travel on their individual or unit GTCC whenever possible. For official travel-related expenses that 

cannot be charged, the traveler can avoid using personal funds by using the individual IBA to obtain cash 

advances or travelers checks. Advances are not an option on unit travel cards. 

B. During the Trip 

1. Changing Plans. If travel plans change from the itinerary, the traveler should call the CTO’s 24-hour 1-800 

number, if possible, to have the needed changes made. The CTO must update the traveler’s Trip Record. The 

AO may approve the changes after the trip is complete. However, it is best if the traveler gets the AO’s 

authorization up-front, and has the Trip Record updated. In any case, the traveler is reimbursed only for 

changes the AO approves on the Trip Record. 

2. Receipts. The traveler must keep all receipts for lodging and receipts for any individual official travel 

expense of $75 or more. 

C. After the Traveler Returns 

1. Filling out the Expense Report. A traveler should fill out and turn in the expense report portion of the Trip 

Record within 5 working days after returning from the trip. The receipts are to be attached to the expense 

report. EFT is the preferred method of reimbursement. Within EFT, the traveler has two options. The traveler 

may request: 

(a) Direct electronic transfer to the GTCC company of the authorized expenses charged to the IBA with 

the remainder going to the traveler’s personal bank account, or 

(b) An electronic transfer of the full amount to the traveler’s personal bank account. Under option (a), the 

traveler must not have to write a check to the GTCC company for official expenses charged. 

2. Getting It Approved. The AO must approve the expenses on the Trip Record for the traveler to get paid. 

This includes reviewing the required receipts. 

3. Turning in the Expense Report. A finance office or an office contractually arranged by the traveler’s Service 

or Agency may provide this service. The amount paid is the amount the AO approves. 

4. Random Audits. Random audits of travel expense reports are conducted. 

5. Lost/Stolen/Unused Tickets. See JFTR, par. U2515-A and JTR, par. C1320-A. The traveler: 

a. Must safeguard tickets, if issued, carefully at all times; 

b. Must immediately report a lost or stolen ticket to the issuing CTO; 

c. Is financially responsible to purchase a replacement ticket; 

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d. Must not be reimbursed for the purchase of a replacement ticket until the GOV’T has received a refund 

for the lost/stolen ticket; 

e. Is authorized reimbursement initially only for the first ticket purchased (if the traveler paid for both 

tickets). If the first ticket is recovered, turned in for refund, and the GOV’T is repaid, reimbursement may 

then be made for the second ticket, NTE the cost of the first ticket; and 

f. Must return unused tickets to the CTO. NOTE: SF-1170, Redemption of Unused Tickets, found at 

http://www.gsa.gov, is usable, if authorized in Service regulations, ICW turning in unused tickets. 

T4060 AO’S RESPONSIBILITIES 

A. General. AOs have broad authority to determine when TDY travel is necessary to accomplish the unit’s mission, 

authorize travel, obligate unit travel funds, approve trip arrangements, and authorize travel expenses incurred ICW 

that mission. For a civilian traveler, the AO must determine the purpose of the travel (see JTR/JFTR, APP H) for 

notation on the Trip Record. The CTO is central in helping to execute those responsibilities. 

1. The CTO generates a Trip Record. On it, the CTO prepares a should-cost estimate that reflects standard 

arrangements made in compliance with travel policies using GOV’T negotiated airline, lodging, and rental car 

rates. If the standard arrangements do not meet the needs of the mission, the CTO provides other travel options 

to satisfy mission requirements, and conform to law, regulation, policy, and contractual obligations. Use the 

should-cost estimate to determine if the travel budget can support the travel. Authorize CTO identified shouldcost 

standard arrangements, unless additional or unusual cost options are required to complete the mission and 

they make good overall business sense. 

2. The CTO and TO must have available information on policies relating to transportation and travel 

arrangements. Get other needed travel-related information from command channels or Service headquarters. 

Use management information from the CTO and the travel card company to assist in future travel decisions. 

3. Make sure the traveler has access to the unit’s travel card if the traveler does not have individually issued 

cards. Refer inquiries about card usage to the local card program coordinator. 

4. Adhere to policies and procedures discussed in this regulation, use good judgment in obligating unit funds, 

and ensure the traveler receives adequate reimbursement under policies established in this regulation. 

B. What’s Allowable and Not Allowable 

1. Transportation 

a. What an AO may direct. An AO may direct the traveler to use a particular transportation mode, except 

for private or rental vehicle. Only direct a specific mode when it is essential to mission success. 

b. Options on city-pair flight use. See APP P. NOTE: Regulations applicable to the Contract city-pair 

Program are found in DOD 4500.9-R, Part I, Ch 103, pars. A2 and B2 available at: 

http://www.transcom.mil/j5/pt/dtr.html. 

2. Authorizing Business-class Transportation Accommodations. Only the officials listed in JTR, pars. C2204- 

B2b and C2208-C (trains only), and JFTR, pars. U3125-B2b and U3135-C (trains only) may authorize/approve 

business-class accommodations use (two-star level or civilian equivalent). Examples of reasons for use of 

business-class accommodations are found in JTR, par. C2004-B4 and JFTR, par. U3125-B4 (the reason must be 

recorded on the Trip Record). 

NOTE: 

1. If business-class seating is provided at GOV’T expense, the traveler is not eligible for a rest period upon 

arrival at the duty site or a rest stop en route – at GOV’T expense. 

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2. Scheduled flight time is the time between the scheduled aircraft departure from the airport serving the 

PDS/TDY point and the scheduled aircraft arrival at the airport serving the TDY point/PDS. 

3. The 14-hour rule only (in JFTR par. U3125-B4i and JTR, par. C2204-B4i) applies en route to the TDY 

site. On a return flight to the PDS, a business-class transportation authorization should not be provided. 

4. When use of business-class accommodations is authorized/approved, use of business-class airfares 

provided under the Contract City-Pair Program is mandatory. 

5. When scheduling flights of 14 or more hours, the first choice is always to fly the traveler in 

economy/coach class and have the traveler arrive the day before the TDY is to begin to allow for 

appropriate rest. Second choice always is to fly the traveler in economy/coach class and arrange an en 

route rest stop (preferably at a no-cost point allowed by the airline) with arrival on the day TDY starts. The 

last option, and clearly the most expensive option that should be avoided whenever possible, is to permit the 

traveler to travel in GOV’T-funded business accommodations with arrival on the day the TDY starts. 

There is always the option of taking no action at all to provide a rest stop or upgrade. 

*NOTE: Title 49 USC §40118(d) permits the Secretary of State and the Administrator of AID to 

authorize their employees to travel by foreign air carriers between two places in foreign areas even if 

U.S.-certificated air carriers are available. This authority does not apply to a Uniformed Service 

member (The Army, Navy, Air Force, Marine Corps, Coast Guard, NOAA, PHS), a DOD civilian 

employee, or their dependents. A Uniformed Service member, a DOD civilian employee, and their 

dependents are required to use available U.S.-certificated carriers for all commercial foreign air 

transportation as indicated in par. T4060. 

3. Using U.S.-certificated Carriers. Available U.S.-certificated air carriers must be used for all commercial 

foreign air transportation of persons/property when the GOV’T funds the air travel (49 USC §40118 and B- 

138942, 31 March 1981). See JFTR, par. U3125-C and JTR, par. C2204-B. U.S.-certificated carriers are not 

“available” if: 

a. Use of a U.S.-certificated air carrier would extend the travel by at least 24 hours when traveling between 

a U.S. gateway airport and a foreign gateway airport that is the origin or destination; 

b. Use of a U.S.-certificated air carrier would require the traveler to wait four hours or more at a foreign 

gateway interchange point or extend the travel time by at least six hours more when traveling between two 

points outside the U.S.; 

c. Use of a non-U.S.-certificated air carrier would eliminate two or more aircraft changes en route on a trip 

between points in foreign areas (i.e., the travel is not through the U.S. or a non-foreign OCONUS location); 

d. The elapsed travel time by a non-U.S.-certificated air carrier is three hours or less and travel by a U.S.certificated 

air carrier would be at least twice the time; 

e. The travel can only be financed with excess foreign currency and available U.S.-certificated air carriers 

do not accept the currency; 

f. Only first class accommodations are available on a U.S.-certificated air carrier while less-than-first-class 

accommodations are available on a non-U.S.-certificated air carrier; or 

g. Air transportation on a non-U.S.-certificated air carrier is paid in full directly, or later reimbursed, by a 

foreign government (e.g., under Foreign Military Sales (FMS) case funded with foreign customer cash or 

repayable foreign military financing credits), an international agency, or other organization. (B-138942, 31 

March 1981 and 57 Comp. Gen. 546 (1978)); NOTE: See the Security Assistance Management Manual, 

Ch 4, par. C4.5.12 of the DOD 5105.38-M, when travel is on Security Assistance Business. 

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NOTE 1: The ‘Fly America Act’ does not require travel across the CONUS when traveling between two 

OCONUS locations (e.g., Travel from Europe may be routed in an easterly direction to Asia instead of 

west via CONUS. When it is determined that a U.S.-certificated air carrier is or was not reasonably 

available for the most direct route between two OCONUS locations, use of a non-U.S.-certificated air 

carrier may be authorized/approved (adopted from GSBCA 16632-RELO, 15 July 2005)). 

NOTE 2: When using code share flights involving U.S.-certificated air carriers and non-U.S.certificated 

air carriers, the flight number of the U.S.-certificated air carrier must be used on the ticket. 

If the flight number of the non-U.S.-certificated air carrier is used on the ticket, the ticket is a non-U.S.certificated 

air carrier and a non-availability of U.S.-certificated air carrier document is needed. 

*4. Travel Involving Leave or Personal Convenience Travel. The AO may permit a traveler to combine official 

travel with leave or personal travel. However, contract fare travel must not be used for personal travel. See 

JFTR/JTR, APP P, Part II, par. E. The official portion is to be arranged through the CTO. Transportation 

reimbursement is authorized for the cost of official round trip travel between duty stations only. The traveler 

may make other travel plans and pay the excess above the official cost; no excess costs for travel or M&IE are 

borne by the GOV’T. For a civilian traveler, JTR, par. C4563-C applies. A member is not authorized per diem 

on any day leave is charged. Do not permit a TDY trip that is an excuse for personal travel. 

5. Lodging Selection 

a. CTO Lodging Arrangements. The AO should approve lodging arrangements made by the CTO to 

minimize the use of rental cars and maximize the use of mass transportation when it is consistent with 

mission requirements and cost effectiveness. 

b. Lodging Required on the Day Travel Ends. When lodging is required on the day travel ends and the AO 

authorizes/approves the traveler to obtain lodging, the lodging reimbursement must be based on the locality 

rate, or AEA if appropriate, for the en route TDY site. 

6. Rental Cars. The AO may authorize the CTO to arrange rental cars when their use is the most cost-effective 

or efficient way to complete the overall mission. The compact car size should be authorized unless the number 

of passengers or the mission requires a larger vehicle. 

7. Authorized Trips Home during Extended Business TDY. The AO may authorize return trips to the PDS or 

home only when travel funds are available to support the travel expenses. The AO must determine that 

savings outweigh the periodic return travel costs. The TDY assignment length and purpose, return travel 

distance, increased member or employee efficiency and productivity, and reduced recruitment and retention 

costs are to be considered. An analysis must be conducted at least every other year. The travel should be 

performed outside the traveler's regularly scheduled duty hours or during leave. For a civilian employee, 

scheduling the authorized travel to minimize payment of overtime should be considered. This authority applies 

only to business or training TDY. 

8. Phone Calls to Home or Family during TDY. The AO may determine certain communications to a traveler’s 

home/family are official. These communications must be only to advise of the traveler’s safe arrival, to inform 

or inquire about medical conditions, and to advise regarding changes in itinerary. The AO should limit these 

communications to a dollar amount in advance of the TDY so the traveler is aware of the limit. The AO may 

approve charges after the TDY when appropriate (GSBCA 14554-TRAV, 18 August 1998). 

9. Travel Expense Report. The Trip Record contains the expense report. The AO must review the amounts 

claimed on their traveler's expense report as soon after receiving it as possible. The AO's signature on the 

expense report certifies that the travel was taken, the charges are reasonable, the phone calls authorized for 

reimbursement are in the GOV’T’s best interest, and approves the payment of the authorized expenses. 

Expense reports are subject to random selection for examination based on financial management directives. 

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10. TDY from Leave. An AO may direct someone on leave to perform TDY if the need for the TDY is 

unknown prior to the leave. If they do, the traveler must be authorized payment of normal TDY costs from the 

leave location to the TDY location and back to the leave location, or back to the PDS. 

*11. Shipment or Storage of HHG. An AO may authorize/approve shipment of unaccompanied baggage for an 

employee (JTR, par. C2309), or a small amount of HHG for a member (JFTR, par. U4705) to the TDY point. 

Also, the AO may authorize/approve storage of HHG for a member when appropriate. For example, storage 

may be authorized during a deployment. See the rules for shipping and storage HHG while on TDY in JFTR, 

Ch 4, Part H. 

12. Lower or No Per Diem Rates. There may be situations in which the combination of published per diem 

rates with lodging and dining facility/mess availability may result in illogical payments. For example, a remote 

TDY location with no GOV’T dining facility/mess may have a club at which the meal cost is only a fraction of 

the full M&IE. In these cases, an AO may recommend payment of lower or no per diem to the Service PoC 

listed in the JFTR and JTR Introductions under the heading Feedback Reporting. Lower per diem rates can 

only be established before travel begins. See par. T4040-A1c(2) for more on reduced per diem for a civilian 

employee. 

13. Allowable Travel Days. The CTO computes the number of days allowed for travel based on the 

transportation modes the AO specifies. See par. T4030-H. However, when the traveler uses more than the 

allowed days, the AO may approve the extra time as official. Generally, an AO should only approve extra time 

when the reasons for the additional time were beyond the traveler’s control (for example, strikes, weather). 

14. TDY within the PDS Limits. Per diem may not be paid for expenses within the PDS limits, except: 

a. Under emergency circumstances that threaten injury to human life or damage to GOV’T property when 

authorizing per diem is the only method to handle the situation; and, 

b. To a uniformed member escorting arms control inspection team members engaged in activities related to 

implementing an arms control treaty or agreement. 

Reimbursement is for actual meal costs up to the PMR (not including incidental expense) and/or the actual 

lodging cost up to the maximum rate for the PDS. Justifying reasons must be noted on the Trip Record. 

15. TDY aboard Ships. Normally, a TDY traveler aboard a ship is fed without charge making the traveler 

ineligible for per diem. However, a TDY traveler aboard a non-U.S. government ship may be charged for 

meals. In this situation, an AO can determine a per diem rate to cover the food cost. This should not be 

confused with an officer paying for meals in the same manner as a ship's company officer. 

*16. Additional Allowable Travel Expenses for an Employee with a Disability. An AO may authorize/approve 

certain additional travel expenses for an employee with a disability, such as the transportation and subsistence 

expenses of an attendant accompanying the employee, and the cost of renting and/or transporting a wheelchair. 

See JTR, Ch 7, Part J, for specifics. 

*17. TDY Canceled or Modified. When it is necessary to cancel or modify a TDY trip after the traveler has 

incurred nonrefundable expenses in preparation for the trip, such as nonrefundable advance room deposits, an 

AO may authorize/approve reimbursement of those expenses. 

*18. TDY and RC Active Duty Time Limits for Per Diem Purposes 

a. Except for TDY with units deployed afloat, TDY is limited to 180 consecutive days at any one location, 

unless a Service or Agency Headquarters, or the Commander/Deputy Commander of a Combatant 

Command, authorizes an extension. See JFTR/JTR, Introductions for the Service points of contact. A 

civilian employee should see Internal Revenue Service (IRS), state, and local rules for income tax 

implications for TDY beyond one year. A school of at least 140 days duration is a PCS for a uniformed 

member (except as noted in JFTR, pars. U1036 or U2146). 

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b. For an RC member, if active duty for training is fewer than 140 days, or fewer than 180 days for other 

than training duty at any one location, travel and transportation allowances are payable as for TDY. When 

an RC member is called to active-duty-for-training for 140 or more days, or more than 180 days for activeduty-for-other-than-training 

at one location, travel and transportation allowances are payable under JFTR, 

Ch 5, as for PCS for an RC member unless the call to active-duty-for-other-than-training is because of 

unusual or emergency circumstances or exigencies of the Service Concerned and the Secretarial Process 

authorized per diem. 

19. Movement of an Employee’s Dependents and HHG to Training Location. If the estimated per diem the 

employee would receive at the training location, based on AO approved arrangements, is more than the 

estimated cost of transporting the dependents and HHG to and from the training location, the AO may authorize 

round trip transportation of the dependents and HHG between the PDS and the training location in lieu of the 

estimated per diem payment. Transportation of dependents and HHG are IAW JTR, Chs 7 and 8. Private 

vehicle mileage is reimbursed under JTR, par. C5050. 

20. Temporary Change of Station (TCS). Instead of authorizing extended TDY (between 6 and 30 months) for 

an employee, an AO may authorize a TCS. The employee (but not a member) is authorized limited PCS 

allowances rather than TDY allowances. See JTR, Ch 5, Part O. 

21. Termination of Per Diem when Traveler Dies while on TDY. When a traveler dies while on TDY, per 

diem continues through the actual (or determined) date the traveler died. 

22. Per Diem when TDY or PDS Location Is a Reservation, Station, Other Established Area or Established 

Large Reservation Subdivision. When the TDY point or new PDS is a reservation, station, or other established 

area (including established large reservation subdivisions (e.g., McGuire AFB and Ft. Dix) that falls within two 

or more corporate city limits (e.g., the districts of Honolulu and any other such as Ewa, Hawai’i) or crosses 

recognized borders (e.g., Ft. Campbell is in Tennessee and Kentucky), the per diem rate is the locality rate 

specifically listed for the reservation, station or other established area. When the location (reservation, station 

or other established area) is not specifically listed in the per diem tables, the per diem rate is the rate applicable 

to the front gate location for the reservation, station or other established area. 

*23. Lodging Not Available at TDY Location.. The TDY locality per diem rate for the location at which 

lodging is obtained is used for computation only when a traveler is TDY at a location where neither GOV’T 

QTRS nor commercial lodging is available. This applies only when the locality per diem rate for the lodging 

location is higher than the locality per diem rate for the TDY location. The higher per diem rate must be 

authorized/approved by the AO. 

T4070 TDY GLOSSARY 

*Authorize. The giving of permission before an act. 

*Approve. The ratification or confirmation of an act already done. 

Group movement. A movement of 2 or more official travelers traveling as a group, under the same authorization/ 

order (either PCS or TDY), for which transportation is GOV’T-owned/procured from the same origin to the same 

destination. Movement could include locations en route as specified on the authorization/order. NOTE: Personnel 

traveling together under an authorization/order directing no/limited reimbursement may travel between any 

points en route, provided that the authorization/order specifically indicates the points between which the status 

applies. 

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Must, Shall, Should, May, Can, Will. The following definitions from DOD 5025.1-M apply: 

HELPING VERB DEGREE OF RESTRICTION 

Must, shall Action is mandatory 

Should Action is required, unless justifiable reason exists for not taking action 

May, can Action is optional 

Will Is not restrictive; applies only to a statement of future condition or an expression of time 

Temporary Duty (TDY) Travel. Official travel of a temporary duration away from the traveler’s PDS. There are 

three types of TDY travel with different allowances: 

Business Travel. Conducting business at a location other than the PDS. It incorporates any type of travel not 

included in schoolhouse training or deployment or unit travel. It also includes certain local travel, but not leave 

or evacuation. 

Schoolhouse Training Travel. Travel ICW TDY attendance at formal course(s) of instruction by a civilian 

employee or a uniformed member (other than a uniformed member who has not yet reached the first PDS). 

Deployment, Personnel Traveling Together Under An Authorization/Order Directing No/Limited 

Reimbursement, and Unit Travel. Includes a unit traveling in support of a combat mission, peacekeeping, and 

disaster relief. It also includes field or maneuver training and sea duty when troops involved are not 

permanently assigned to a ship. The GOV’T provides all transportation, lodging, and eating facilities when 

personnel traveling together are under an authorization/order directing no/limited reimbursement. 

Trip Record. This document, in either electronic or paper form, provides the vehicle on which are recorded all 

official travel authorizations, initial options, modifications, and payment decisions. Prepared by the CTO, it is the 

single trip document that includes the travel authorization/order and fund cite, the should-cost estimate, the itinerary, 

updates to the itinerary made during the trip, and serves as the expense report when the traveler returns. This is also 

called an authorization/order. 

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Change 271/525 O-28 

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APP P: City-Pair Program (JFTR/JTR) Table of Contents 

PART I: CITY-PAIR PROGRAM 

Par. Contents 

A. Policy 

B. Scheduled Air Carriers 

APPENDIX P 

CITY-PAIR PROGRAM 

PART II: FREQUENTLY ASKED QUESTIONS ABOUT THE CONTRACT CITY- 

PAIR PROGRAM 

Par. Question 

A. City-Pair Program FAQs 

1. How does the program work? 

2. What are the city-pair program advantages? 

3. Why can’t contractors use it? It would save the government a lot of money! 

4. What are the traveler’s responsibilities for partially or unused ticket? 

5. What is a ‘Code Share’ agreement between airline carriers? 

B. City-Pair Program Policy FAQs 

1. Who can use it? 

2. Do I have to use the contract carrier? Won’t any airline do? 

3. What makes it the best value? Isn’t it just low bid? 

4. How is Quality of Service Evaluated? 

5. Why isn’t every award for nonstop service? 

6. Can’t GSA make a carrier add nonstop service? 

7. Can you require the airlines to offer smoke free international flights? 

C. City-Pair Air Travel Accommodation FAQs 

1. Do I have to use the contract carrier if authorized to use premium-class travel (first or businessclass)? 

2. Can I upgrade to business-class seating to accommodate my disability at Government expense? 

3. Can the air carrier charged for premium seating and if so, is the charge reimbursable? 

4. What happen to my changed airline ticket reservation? 

D. City-Pair Airline Airfare FAQs 

1. How do I know if there is a contract airfare? 

2. Can I combine two contract city-pair airfares to save money? 

3. How can I know that my travel was ticketed using the GSA Airline City-Pair airfare rate? 

4. How early is early to take advantage of the Government discount for normal airline city-pair 

airfares (_CA)? 

5. Why does the Government have to pay the Airline Passenger Excise tax? Isn’t the Government 

exempt from taxes? 

6. How can the cost of a city-pair flight between two cities vary on the same airline but different 

flights? 

7. The price shown in the E-GOV Travel Service or Defense Travel System (DTS) online booking 

engine is different from what is shown on the GSA Airline City-Pair website. How do I know the 

quoted airline prices are the Government rate? How do I know I am getting the Government rate for 

my airline reservations? 

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APP P: City-Pair Program (JFTR/JTR) Table of Contents 

E. City-Pair Travel Allowance FAQs: 

1. I live in an area/location with multiple airports. What is the rule regarding what airport I must use 

when traveling on official Government? 

2. Can I use a contract city-pair airfare for personal travel and if so, in conjunction with official 

Government travel? What if the Government cancelled my leave or I received my TDY authorization/ 

order while on leave without knowing of the TDY prior to taking leave? 

3. What Government-sponsored leave programs qualify for contract city-pair airfares? 

F. GSA Points of Contact 

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APP P: City-Pair Program (JFTR/JTR) 

Part I: City-Pair Program 

PART I: CITY-PAIR PROGRAM 

Appendix P1 

Regulations applicable to the Contract City-Pair Program are found in DOD 4500.9-R, Part I, Chapter 103, pars. A2 

and B2 available at http://www.transcom.mil/j5/pt/dtr.cfm. Following is an edited extract from that regulation. 

A. Policy (DOD 4500.9-R, Part L. Chap. 103, par. B2) 

1. GSA Airline City-Pairs Program. Each year, under the Airline City-Pairs program, the GSA Federal Supply 

Service awards contracts for air transportation for travelers on official GOV’T travel. The contracts are 

awarded competitively based on the best overall value to the GOV’T. The best value decision is based on 

considerations of the type, distribution and number of flights, the average flight time, and the offered price. For 

more information, access “Travel on Government Business and Air Travel/City-Pairs” on the GSA website: 

http://www.gsa.gov. 

2. Some GSA routes may offer “dual airfares”; one airfare is an unrestricted airfare (fare basis code “YCA”) 

and the other an unrestricted capacity-controlled airfare (fare basis code “_CA”). The unrestricted capacitycontrolled 

airfare differs from the unrestricted airfare only in that the airline can limit the number of seats 

offered under the unrestricted capacity-controlled, or “_CA” fare basis (referred to as “capacity controlled”). 

The unrestricted airfare, or “YCA”, has a last seat on the aircraft availability to the traveler. Neither airfare 

basis requires advance purchase and has no minimum nor maximum stay requirements, travel time limits, or 

blackout periods. The unrestricted capacity-controlled airfare is, in many cases, significantly less expensive 

than the unrestricted airfare. DOD travelers are encouraged to make reservations as far in advance as possible 

to increase the chance of obtaining an unrestricted capacity-controlled GSA Airline City-Pairs airfare on the 

routes offering the dual airfare structure. Local CTOs can provide information on what routes offer dual 

airfares. 

3. A GOV’T contractor is not authorized to use GSA city-pair airfares to perform travel under a contract. 

4. Grantees (whether civilian or foreign military personnel) cannot use GSA city-pair airfares. Use the 

chain of command for "grantee" status determinations. 

5. Non-mandatory Users. A non-mandatory user may request contract service, or have contract service 

requested, on an optional basis. Contract carriers may, but are not required to, furnish any requested service to 

non-mandatory users. Non-mandatory users are: 

a. Any member and/or employee of the U.S. Congress; employee of the Judicial Branch of the GOV’T; 

employee of the U.S. Postal Service; U.S. Foreign Service Officer; and an employee of any agency who is 

not subject to the provisions of 5 USC §5701-5709. 

b. A DOD recruit traveling from Military Entrance Processing Stations (MEPS). 

c. Any group of 10 or more passengers traveling together on the same day, on the same flight, for the same 

mission, requiring group integrity and identified as a group by the TMS upon booking is not a mandatory 

user of the GOV’T’s contract city-pair airfares. For group travel, agencies are expected to obtain air 

passenger transportation service that is practical and cost effective to the GOV’T. 

NOTE: A District of Columbia Government employee, with the exception of the District of Columbia Courts, 

is not eligible to use contract city-pair airfares even though the employee otherwise may be covered by the 

FTR. 

6. Exception to the Use of Contract Carriers: One or more of the following travel conditions, which must be 

certified on the travel order/authorization, travel voucher, or other document provided by the traveler or AO, 

must apply if a non-contract carrier or a contract carrier other than the primary contractor is used for travel 

within a contract route. 

a. Space on a scheduled contract flight (including a confirmed pet space (see NOTE)) is not available in 

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Part I: City-Pair Program 

time to accomplish the travel purpose, or contract service use would require the traveler to incur 

unnecessary overnight lodging costs that would increase the total trip cost. 

Appendix P1 

NOTE: When pet shipment is the determining factor for non-use of the lower cost GSA Airline City-Pair 

airfare, the traveler and not the GOV’T is responsible for costs exceeding the most economical travel 

routing. See DTR, Part I, Chapter 103, par. B.2.c (note) for the source of this NOTE. 

b. The contract carrier’s flight schedule is inconsistent with explicit policies of individual federal 

departments and agencies to schedule travel during normal working hours. See JFTR, par. U3006/JTR, 

par. C1059. 

c. A non-contract (DOD-approved) U.S.-certificated carrier offers a lower airfare available to the general 

public, the use of which results in a lower total trip cost to the GOV’T, to include the combined costs of 

transportation, lodging, meals, and related expenses. NOTE: This exception does not apply if the contract 

carrier offers a comparable airfare and has seats available at that airfare, or if the lower airfare offered 

by a non-contract carrier is limited to a GOV’T and/or military traveler on official business and only 

may be purchased with a GOV’T procurement document (e.g., a GTR), GOV’T-sponsored Contractorissued 

travel charge card, or through a centrally billed account (e.g., YDG, MDG, QDG, VDG, and 

similar airfares). 

d. Rail service is available and that service is cost effective and consistent with mission requirements. 

e. Smoking is permitted on the contract flight and the nonsmoking section of the aircraft is not acceptable 

to the traveler. 

7. Requirements that must be met to use a non-contract fare (FTR §301–10.108) 

a. Before purchasing a non-contract airfare one of the exception listed in par. A6 must be met and use of a 

non-contract airfare approved on the travel order/authorization; and 

(b) If the non-contract airfare is nonrefundable, restricted, or has specific eligibility requirements, the 

traveler must know or reasonably anticipate, based on the planned trip, that the ticket will be used; and 

(c) The traveler’s agency must determine that the proposed non-contract transportation is practical and cost 

effective for the GOV’T. 

NOTE: Carrier preference is not a valid reason for using a non-contract airfare. 

B. Scheduled Air Carriers (DOD 4500.9-R, Part L. Chap. 103, par. A2) 

1. Contract air service between city-pairs should be used for all domestic travel, and for international travel 

when AMC Category B/Patriot Express is not available or does not meet the mission requirement. If a contract 

city-pair airfare is not available, the policy-constructed airfare (see APP A) (including a lower airfare offered 

by a non-contract carrier limited to GOV’T and military travelers on official business, e.g., YDG, MDG, ODG, 

VDG, and similar airfares) should be used. However, the AO retains the authority to authorize a lesser airfare 

and the traveler retains the ability to seek a lesser airfare. NOTE: foreign military personnel are not 

authorized to use GSA city-pair airfares. 

2. GOV’T contractor personnel must never be in possession of ITAs while in the performance of their 

contracts and are prohibited from using GOV’T discount airfares provided in the Contract City-Pair 

Program when purchasing commercial airline tickets. 

NOTE: For civilian personnel, see JTR, par. C2001-A2c for policy regarding Rail or Bus service use. 

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Part 2: City-Pair Program 

A. City-Pair Program FAQs 

PART 2: FREQUENTLY ASKED QUESTIONS ABOUT THE 

CONTRACT CITY-PAIR PROGRAM 

1. How does the program work? 

Appendix P2 

a. First, GSA concentrates the Government's market share to make the most of the competition available. The 

Government traveler's responsibility is to use the contract carrier. The Government's delivery of market share 

drives the program. So, to ensure the airfares stay favorable, we encourage each Federal traveler to stick to the 

contract carrier. 

b. Second, GSA works with other Government agencies to make sure that the Federal traveler's needs and 

concerns are fully met. This ensures that you have a good choice of convenient and timely flights. 

c. Third, GSA works in partnership with the airline industry and respects their concerns. For example, because 

the airfares are so attractive, the airlines insist that only a Federal employee (or a uniformed member and/or 

their respective dependents) traveling on official business be allowed to use them. With a few limited 

exceptions, no one else can use the Government rates. GSA understands and accepts this in order to bring you, 

the Federal Traveler, the Best Value in the Sky. 

2. What are the city-pair program advantages? 

a. No advance purchase required, 

b. No minimum or maximum length of stay required, 

c. Fully refundable tickets and no charge for cancellations or changes, 

d. YCA seating not capacity controlled, (As long as there is a coach class seat on the plane, the traveler may 

purchase it), 

e. No blackout dates, 

f. Locked-in airfares facilitate travel budgeting, 

g. Significant discounts over regular walk-up airfares, and 

h. Airfares are priced on one-way routes permitting agencies to plan multiple destinations. 

3. Why can’t contractors use it? It would save the Government a lot of money! 

GSA recognizes that a contractor often sits next to a Federal employee/uniformed member, works on the same 

projects as a Federal employee, and travels with a Federal employee. However, a contractor is not a Federal 

employee. All of the major airlines have made it clear to GSA that because the contract rates are so low and the 

terms so favorable, the airlines would drop out of the city-pair program rather than extend the contract rates to a 

contractor. GSA has made the business decision to neither jeopardize the program nor the $2 billion savings it 

generates for taxpayers. GSA advises that the purchase of contract city-pair airfare tickets on behalf of a 

Government contractor is wrong, is a misuse of the city-pair program, and could jeopardize its future success. 

4. What are the traveler’s responsibilities regarding refunds for partially or unused tickets? 

An airline ticket purchased for a Government traveler for authorized travel is unused or partially used when: 

a. Travel is terminated short of the authorized destination. 

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b. The return portion of a round trip is not used. 

c. The travel actually furnished is different or of a lesser value than what was authorized. 

Appendix P2 

The traveler is responsible for contacting the travel agent, or the CTO/TMC, or the airlines (if purchased directly 

from the airlines) to obtain a refund and must notify the agency when refunds are due on an unused or partially 

used ticket (paper or e-ticket) or no refund will take place. The Government and taxpayers lose millions of dollars 

each year when a traveler does not initiate the refund process. 

5. What is a ‘Code Share’ agreement between airline carriers? 

A code share is a commercial agreement between two airlines that allows an airline to put its two-letter 

identification code on the flights of another airline, as they appear in computerized reservations systems. Most 

airlines, including all City-Pair Program contract carriers, participate in some type of commercial code-share 

agreement. 

B. City-Pair Program Policy FAQs 

1. Who can use it? 

The City-Pair Program is so attractive that usage is strictly limited by the contracts between GSA and the airlines. 

There are a few exceptions, but in general, only a Federal employee or uniformed service member and their 

respective dependents on official travel, may use the program with an appropriate form of payment (Government 

travel charge card (GTCC), either the Individual Billed Account (IBA) card issued to the traveler or a centrallybilled 

account (CBA) used by an organization, or a Government Transportation request (GTR)). The acceptance 

of GTRs is limited to international travel, travel related expenses, and special circumstances for domestic travel. 

Special circumstances are defined as Acts of God, emergency situations, and when purchasing a domestic ticket in 

the US in conjunction with travel that originated overseas. Grantees (whether civilian or foreign military 

personnel) cannot use GSA city-pair airfares. Use the chain of command for "grantee" status determinations. 

2. Do I have to use the contract carrier? Won't any airline do? 

A Federal or uniformed traveler on official business is required to use the contract carrier unless a specific 

exception applies. This required use is the incentive necessary to obtain airline participation in the city-pair 

program and allows the airlines the business volume necessary to offer discounted rates. Choosing not to use the 

contract carrier because of personal preference, frequent flyer clubs, etc., is a violation of the contract and of 

Service/Agency policy and regulations. 

Commercial airfares can be highly volatile, so an exception to the mandatory use requirement allows a 

Government traveler to take advantage of any low commercial airfares offered by non-contract carriers, if the 

airfares are also offered to the general public. Non-contract airfares that are offered only to a Government traveler 

(sometimes called "DG" airfares) are not included in this exception. Also, if the contract carrier for the particular 

market offers the lower airfare, you still must use the contract carrier, but at the lower airfare. A traveler that uses 

this exception would have to abide by the many restrictions that typically go along with lower commercial 

airfares. Restrictions on discounted commercial airfares usually include non-refund ability, change or cancellation 

fees, minimum or maximum stay requirements or extended calendar blackout periods. Additional exceptions to 

the use of the contract carrier are: 

a. Space or a scheduled contract flight is not available in time to accomplish the travel purpose, or use of 

contract service would require you 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 of your Federal department or agency 

with regard to scheduling travel during normal working hours; or 

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Appendix P2 

c. A non-contract carrier offers a lower airfare to the general public that, if used results in a lower total trip cost 

to the Government (the combined costs of transportation, lodging, meals, and related expenses considered); or 

NOTE to paragraph (c): This exception does not apply if the contract carrier offers the same or lower airfare 

and has seats available at that airfare, or if the airfare offered by the non-contract carrier is restricted to a 

Government or military traveler performing official business and may be purchased only with a GTCC (IBA 

or CBA) (e.g., YDG, MDG, QDG, VDG, and similar airfares) or GTR where the two previous options are not 

available; 

d. Cost effective rail service is available and is consistent with mission requirements; or 

e. Smoking is permitted on the contract flight and the nonsmoking section of the contract aircraft is not 

acceptable to the traveler. 

NOTES: 

(1) Any group of 10 or more passengers traveling together on the same day, on the same flight, for the 

same mission, requiring group integrity, and identified as a group by the travel management service 

(CTO/TMC) upon booking is not a mandatory user (i.e., cannot use without specific airline permission) of 

the Government’s contract city-pair airfares. For group travel, agencies are expected to obtain air 

passenger transportation service that is practical and cost effective to the Government. 

(2) Contractors are not authorized to use contract city-pair airfares to perform travel under their 

contracts. 

(3) If the Government contract city-pair carrier offers a lower cost capacity-controlled coach airfare 

(MCA, QCA, VCA, etc.) in addition to the unrestricted coach class contract airfares (YCA), the traveler 

should use the lower cost capacity-controlled airfare when it is available and meets mission needs. 

3. What makes the city-pair airfare the best value? Isn't it just low bid? 

Absolutely not. Awards are made after measuring both quality of service and price. This allows an award to be 

made to a higher priced carrier if that carrier has superior service. 

4. How is Quality of Service Evaluated? 

A minimum service standard is set for each city-pair. This minimum applies to the number of flights per day in 

each direction, a maximum ground time (90 minutes domestic and 180 minutes international) and limits on 

circuity (how far out of the way the carrier can take you.) Service standards change year to year based on service 

availability. 

To determine best value, a technical evaluation is conducted to evaluate the quality of each offeror's service based 

on the following considerations: 

a. Time and Type of Service: This factor looks for flights offered throughout the day. Nonstop service, at 

convenient times, scores best under this factor. 

b. Flight Time: This factor looks for the shortest total flight times, based on each carrier's routing. Nonstop 

service scores best under this factor. 

c. Number and Type of Flights: This factor considers the number of flights offered throughout the day, to 

provide the traveler with several choices. Carriers with lots of nonstop flights score best under this factor. 

d. Jet Service: This factor gives preference to jets over propeller aircraft. 

All these factors are weighed against price and a best value decision is made. 

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5. Why isn't every award for non-stop service? 

Appendix P2 

Even though non-stop service is heavily favored, it is not always available or the best value. Some of the reasons 

that connect service are awarded are as follows: 

a. A non-stop carrier is not available for a specific route. 

b. The non-stop carrier did not offer on the city-pair. Some carriers have so much traffic on certain routes that 

they do not want the Government business for the route. 

c. The non-stop carrier did not meet the minimum requirements as outlined in the RFP. For example, the 

nonstop flights might be too late at night to be beneficial for a Federal traveler. 

d. The non-stop carrier has offered an unreasonably high price. 

e. The connect service carrier has offered an airfare so low that it was the best overall value, even considering 

all the advantages of nonstop service. 

6. Can't GSA make a carrier add nonstop service? 

No. Even though the City-Pair Program is huge, with sales well over $1 billion per year, it still represents only 

about 2% of the airlines’ business. Unless the commercial traffic warrants it, a carrier does not add a new route or 

improved service levels for the Government. 

7. Can GSA require the airlines to offer smoke free international flights? 

GSA is buying a commercial service under the same terms and conditions as other buyers. Thus, GSA does not 

have the authority to require the airlines to offer smoke free flights. However, the Department of Transportation 

is working closely with the airline industry to encourage them to offer smoke free flights. There is an exception in 

the contract to the use of the contract carrier when smoking is permitted on the contract flight (see paragraph B.2, 

above, last exception listed). 

C. City-Pair Air Travel Accommodation FAQs 

1. Do I have to use the contract city-pair air carrier if authorized to use a premium-class airfare (businessor 

first-class)? 

Yes. The City-Pair Program contracts are mandatory for coach and, within DOD, for premium-class service when 

the contract carrier offers a premium contract airfare. Premium-class service accommodation must be authorized 

IAW the JFTR/JTR. 

2. Can I upgrade to business-class seating to accommodate my disability at the Government expense? 

Maybe. IAW Agencies/Services’ policy, premium-class travel accommodations, due to a disability or other 

special medical needs, may be used only when there is no alternative means to accommodate the traveler’s 

condition (e.g., bulkhead, aisle seating, use of two adjoining coach-class seats, etc). The condition must be 

certified by competent medical authority (i.e., a licensed medical practitioner) and authorized by the premiumclass 

AO in advance of travel IAW JFTR/JTR requirements. Certifications validating the disability or other 

special medical need are effective up to six months or the duration of the disability or special need, whichever is 

shorter. Disabilities or special medical needs described as permanent require review and renewal on an annual 

basis by a physician. 

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3. Can the air-carrier charged for premium seating and if so, is the charge reimbursable? 

Appendix P2 

Some airlines have instituted charges for seats they believe to be premium, i.e., front of the cabin, larger seats, etc. 

The choice to pay extra for ‘premium’ seats is personal to the traveler and is not a Government requirement. The 

expense is borne by the traveler and is not reimbursable. Such situation can be avoided by making reservations 

early for the best seat selection possible as seat arrangement are under the carriers’ control, confirm seat 

assignments as early as allowed, early flight check-in prevents losing pre-reserved seats with late check-in times 

as these seats may be released for other passengers close to departure time. YCA airfares do not guarantee a 

specific seat is available to the traveler. 

4. What happens to my changed airline ticket reservation? 

The airline carriers charge a change fee to travel agents that do not reissue a ticket when a traveler makes a 

voluntary change to a ticketed transaction. This is a policy between the airlines and travel agents and not under 

the purview of the City-Pair program contract. If a travel agent does not change the record, the carrier won’t be 

able to determine if a flight is overbooked or if additional monies should be collected or refunded because of the 

change. So when the traveler checks in, that traveler’s record will not show the most recent changes which may 

affect the ability to board that flight. 

D. City-Pair Airline Airfare FAQs 

1. How do I know if there is a contract city-pair airfare? 

Contract city-pair airfares are identifiable because they normally carry the airfare designator YCA or -CA. You 

can ask your (Contracted) Commercial Travel Office (CTO) or Travel Management Center (TMC) or check on 

the following city-pair website, http://apps.fas.gsa.gov/citypairs/search/ 

2. Can I combine two contract airfares to save money? 

If there is a contract airfare for the origin to destination route, the answer is no. If there is no contract airfare for 

the origin to destination route, the answer is yes. 

3. How can I know that my travel was ticketed using the GSA Airline City-pair airfare rate? 

The ticket shows a three-letter airfare basis code with CA (Contract Award) as part of it. Airline City-Pair tickets 

are issued using one of the following airfare basis codes: 

a. YCA = Guaranteed GSA coach/economy class city-pair airfare which is a highly discounted unrestricted 

airfare. NOTE: Personal frequent-flyer or mileage reward points use ICW official travel is not a valid reason 

to request a YCA airfare when a _CA airfare is available at a lesser price. 

b. _CA = Limited capacity, GSA coach/economy class city-pair airfare which capacity controlled airfare with a 

deeper discount preferred by the Government. 

The first letter of the three-letter airfare basis code in (b) varies by airline (e.g., LCA, QCA, etc). The only 

difference between the YCA and _CA is that there are a limited number of seats on the less-costly _CA Airline 

City-Pair rate which varies carrier-by-carrier and market-by-market. Therefore, a traveler should make flight 

reservations as soon as plans are firm. 

If travel plans are uncertain (e.g., last minute ticket changes are likely), compare the difference between the YCA 

and _CA airfares with the cost (if any) of the travel agent’s transaction fee to make ticketing changes. If the 

difference is small, it may be more cost effective to book an YCA airfare from the start. If the difference is large, 

it may be beneficial to book a _CA airfare and make changes, if necessary. 

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Appendix P2 

4. How early is early to take advantage of the Government discount for normal airfare city-pair airfares 

(_CA)? 

The city-pair airfare program encourages a Government traveler to book reservations as early as possible. Once a 

traveler decides that a trip is necessary, the reservation should be made. The earlier the reservation, the better the 

chances are that the agency can receive the additional savings (-CA known as capacity controlled city-pair 

airfares). 

5. Why does the Government have to pay the Airline Passenger Excise tax? Isn't the Government exempt 

from tax? 

The Federal Government is often exempted from state and local tax. However, the airline passenger excise tax is 

a Federal tax and the Federal Government is subject to it. 

6. How can the cost of a city-pair flight between two cities vary on the same airline but different flights? 

While the base airfare and tax are required to be the same for all of a contract carrier’s flights (using the same 

airfare basis) between two cities, the airport and security fees may vary. The fees are based on the number of 

airports used, even if you do not change planes. 

7. The price shown in the E-GOV Travel Service or Defense Travel System (DTS) online booking engine is 

different from what is shown on the GSA Airline City-Pair website. How do I know I am getting the 

Government rate for my airline reservations? 

The E-GOV Travel and DTS vendors’ online booking engines display valid GSA contract city-pair airfare rates, 

but they display them differently than the GSA Airline City-Pair website. 

a. The GSA website lists the airfares for general information purposes only. The GSA website shows the 

domestic price for the base airfare, tax included but without fuel surcharge fees, segment, airport and security 

fees. International Airline City-Pair airfares on the GSA websites are shown as base airfare only, exclusive of 

all fees and tax. 

b. The E-GOV Travel/DTS vendors can book reservations and shows either the base airfare (without tax) or the 

total cost (base airfare, fuel surcharge fees, tax plus airport and security fees) depending on which E-GOV 

Travel/DTS vendor is used. 

E. City-Pair Travel Allowance FAQs 

1. I live in an area/location with multiple airports. What is the rule regarding what airport I must use 

when traveling on official Government business? 

A traveler can use the airport that best suits the needs in areas/locations with multiple airports, except when the 

AO determines in written policy that a specific airport should be used after considering the most cost-effective 

routing and transportation means (to include not only airfares, but also transportation to and from airports) 

and may consider potential lost work time. Areas/locations with multiple airports include, but are not limited to, 

are: Chicago, Dallas/Fort Worth, Detroit, Houston, Los Angeles, New York, San Francisco and Washington, DC. 

2. Can I use a contract city-pair airfare for personal travel and if so, taken in conjunction with official 

Government travel? What if the Government cancelled my leave or I received my TDY 

authorization/order while on leave without knowing about the TDY before going on leave? 

The use of contract city-pair airfares (or other airfares limited to official Government business) is limited to 

official travel only. If personal travel is being taken in conjunction with official Government travel, the contract 

city-pair airfares (or other airfares limited to official Government business) cannot be used for that portion of the 

trip since that travel is personal. These city-pair airfares or other airfares limited to official Government travel 

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Appendix P2 

cannot be used to and/or from an unofficial point (such as a leave point) unless the Government is paying for the 

leave travel to (and/or from) the leave point. 

Example 1: A traveler receives a TDY authorization/order for TDY travel (official travel) from Atlanta, GA, 

(PDS) to San Francisco, CA, (TDY assignment) and return. The traveler traveled from GA, to Chicago, IL, 

(personal convenience) to take leave in Chicago en route to San Francisco. Government and traveler limitations 

are: 

a. Use the two one-way contract city-pair airfare costs for the official travel legs (GA to CA and CA to GA) to 

determine the constructed transportation reimbursement limit. In this example, the Government one-way airfare 

is $251.00 and round-trip is $502.00. 

b. Reimbursement for the entire trip is limited to $502. The contract city-pair airfare is available only to the 

trip from San Francisco to Atlanta. The traveler must use airfares available to the general public for the GA to 

IL and IL to CA legs. The traveler is paid the lesser of actual or constructed expenses. 

Example 2: A traveler goes on leave to Denver, CO. The leave is interrupted for official TDY to San Francisco, 

CA. The TDY assignment was not known prior to the traveler’s departure on leave. The traveler’s PDS is 

Atlanta, GA. Government and traveler limitations are travel from Denver to San Francisco and return back to 

Denver to resume leave or back to Atlanta is official travel. See JFTR, par. U4105-F (uniformed member) or 

JTR, pars. C4440 and C4564 (civilian employee) and city-pair airfares may be used. 

NOTE: CTO/TMC use is mandatory for official travel from Denver to San Francisco and return to Denver or 

Atlanta. 

3. What Government-sponsored leave programs qualify for contract city-pair airfares? 

Contract city-pair airfare use MAY BE POSSIBLE for official Government-funded leave transportation programs 

listed below; and when ordered TDY while on leave if the TDY assignment was unknown prior to taking leave. 

Refer to the applicable leave transportation programs within the JFTR/JTR for actual authority when contract citypair 

airfares may be used. 

a. Civilian Employee: RAT (JTR, par. C3104-D2 and Chapter 5, Part K), FVT (JTR, par. C7550), EVT (JTR, 

par. C7602), FEML (JTR, par. C7700), and R&R (JTR, par. C7750). A dependent also may qualify for certain 

leave transportation; refer to cited JTR references for authority. 

b. Uniformed Member: COT (JFTR, par. U7200), Emergency Leave (JFTR, par. U7205), FEML (JFTR, par. 

U7207), and R&R (JFTR, par. U7300). A dependent also may qualify for certain leave travel transportation 

allowance; refer to cited JFTR references for authority. 

F. GSA Points of Contact. See the GSA website at http://fss.gsa.gov/citypairs or contact following POCs at, 

http://fss.gsa.gov/citypairs/forums below for more information on GSA's Airline City-Pair Program. Only those 

without Internet access should call. 

Mr. Jerry Bristow 

Program Manager, 

Contract City-Pair Program 

(703) 605-2925 

Jerome.bristow@gsa.gov 

Mr. Jerry Ellis 

Contract Specialist 

City-Pair Program 

(703) 605-2928 

Jerry.ellis@gsa.gov 

Mr Vincent Aquilino 

Program Analyst 

City-Pair Program 

(703) 605-2271 

Vincent.aquilino@gsa.gov 

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Appendix P2 

Change 267/521 P2-8 

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APP Q: OCONUS Tour Lengths/Tours of Duty (JFTR/JTR) Table of Contents 

Paragraph Contents 

PART I: SERVICE MEMBERS 

A. Tour Length Establishment 

B. Tour Length Change 

C. Tour Length Exception 

D. Tour Lengths 

PART II: NOAA 

A. Tour Length Establishment 

B. Tour Length Change 

C. Tour Lengths 

APPENDIX Q 

OCONUS TOUR LENGTHS/TOURS OF DUTY 

PART III: CIVILIAN EMPLOYEE STANDARD TOURS OF DUTY 

A. Standard Tours of Duty 

B. Tour Length Exceptions 

C. Accompanied vs. Unaccompanied Tours of Duty 

D. Special Circumstance Tours of Duty 

E. Tour Lengths 

PART IV: CIVILIAN EMPLOYEE SPECIAL CIRCUMSTANCE TOURS OF DUTY 

A. Special Circumstance Tour of Duty Locations 

B. Establishing a Special Circumstance Tour of Duty 

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APP Q: OCONUS Tour Lengths/Tours of Duty (JFTR/JTR) Table of Contents 


Change 263/517 Q-ii 

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APP Q: OCONUS Tour Lengths/Tours of Duty JFTR/JTR) 

Part 1: DOD Service Members 

PART I: DOD SERVICE MEMBERS 

NOTE: For NOAA, see App Q, Part II. 

A. Tour Length Establishment. A tour length is established IAW DODI 1315.18, par. E.3.1. 

Appendix Q1 

B. Tour Length Change. Submit a tour length change proposal IAW DODI 1315.18, par. E.3.1. Do not submit a 

tour length change proposal to PDTATAC. 

C. Tour Length Exception. The tour length for a DOD Service member stationed OCONUS is 36 months 

accompanied and 24 months unaccompanied (except for Hawai’i and Alaska which are 36/36) unless the Military 

Departments provide conclusive evidence that a specific tour must be shorter. See DODI 1315.18, par. E.3.1.1 (12 

January 05). 

D. Tour Lengths. The following are OCONUS tour lengths for a DOD Service member only (other than a 

Defense Attaché): DODI 1315.18, par. E3.1.1 (12 January 05): 

Country or Area 

Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

NOTE 

All OCONUS Duty Stations 

Not Listed Below 36 24 

Afghanistan 

*Kabul (Personnel assigned to SAO) NA 12 08-10-07 *11 

Alaska (except as indicated) 36 36 1 

Adak NA 12 

Clear NA 12 

Eareckson NA 12 

Fort Greely 24 12 05-01-04 

Galena NA 12 

King Salmon NA 12 

Marine Corps Security Forces 24 12 

Albania 

Tirana 24 12 

Algeria 24 12 12-07-04 

American Samoa NA 12 

Argentina 36 24 

Armenia 

*Yerevan (Personnel assigned to ODC) 24 18 07-06-06 *10 

Aruba 24 18 

Australia (except as indicated) 36 24 

Exmouth 24 24 

Learmonth 24 15 

Woomera 24 15 

Austria 36 24 

Azerbaijan 

*Baku (Personnel assigned to ODC) 24 18 07-06-06 *10 

Azores (See Portugal) 

Bahamas 

Andros Island 24 24 

*Bahrain 24 12 *8, 14 

Bangladesh 24 18 

Belgium (except as indicated) 36 24 

Bertrix NA 12 

Belize 24 18 09-17-04 

Benin 24 12 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

Bermuda 36 24 

Bolivia 24 18 

Bosnia-Herzegovina 

*Banja Luka 24 18 06-30-08 *15 

*Sarajevo (Personnel assigned to ODC) 24 18 07-06-06 *10 

Botswana 24 12 

Brazil 36 24 

British Indian Ocean Territory 

Diego Garcia Island NA 12 

Bulgaria 

Sofia 24 12 

Burkina Faso 24 12 

Cambodia NA 12 

Canada (except as indicated) 36 24 

Newfoundland and Labrador 24 12 

Argentia 24 12 

Goose Bay 24 12 

*Chad 24 12 05-02-08 *12 

Chile 36 24 

Columbia 24 18 

Commonwealth of the N. Mariana Islands 

(incl. Saipan) 24 12 

Costa Rica 36 24 

Crete (See Greece) 

Croatia 

Zagreb 24 12 

Cuba 

Guantanamo Bay 30 18 04-05-07 2 

JTF-GTMO 24 12 04-05-07 2 

Marine Barracks 24 12 

Curacao (See Netherlands Antilles) 

Cyprus (except as indicated) 24 18 

Akrotiri 24 12 

Czech Republic 

Prague 36 24 

Democratic Republic of Congo (formerly Zaire) 24 12 

Denmark (except as indicated) 36 24 

Kalaallit Nunaat (formerly Greenland) NA 12 

Diego Garcia 

(See British Indian Ocean Territory) 

Djibouti 

*Djibouti City (Personnel assigned to SAO) 24 12 04-11-07 *11 

Dominican Republic 36 24 

Ecuador 36 18 

Manta NA 12 

Egypt (except as indicated) 24 18 

Beni Suef NA 12 

Cairo (ETSS personnel only) NA 12 

Ismailia 24 12 

Jiyanklis New NA 12 

Sinai NA 12 

El Salvador NA 12 

Personnel assigned to SAO 24 18 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

England (See United Kingdom) 

Eritrea 24 12 

Estonia 

Tallinn 24 24 

Ethiopia 

*Addis Ababa (Personnel assigned to SAO) 24 12 04-11-07 *11 

France 36 24 

Georgia 

Tbilisi 24 18 

Germany (except as indicated) 36 24 

Donaueschingen 24 12 

Geilenkirchen 36 36 

Ghana 

*Accra (Personnel assigned to ODC) 24 18 03-19-07 *11 

Gibraltar 36 24 

Greece (except as indicated) 36 24 

Argyroupolis NA 12 

Athens 24 15 

Crete 24 18 

Souda Bay 24 18 

Drama NA 12 

Elefsis NA 12 

Horiatis NA 12 

Larissa 24 12 

Lefkas NA 12 

Parnis 30 18 

Patras 30 18 

Perivolaki NA 12 

Thessalonki 24 15 

Yiannitsa NA 12 

Greenland (See Denmark) 

Guam 36 24 10-12-04 

Guatemala 36 24 

Guyana 24 18 

Haiti 

*Port au Prince (Personnel assigned to ODC) 24 12 11-20-07 *11 

Hawai’i (except as indicated) 36 36 1 

Kauai 30 18 

Pohakuloa Training Area 24 18 

Honduras (except as indicated) 24 18 

Soto Cano AB NA 12 

Hong Kong 36 24 

Hungary 

Budapest 36 24 

Papa 24 15 11-25-08 

Iceland (except as indicated) 30 18 10-04-99 

USAF (not assigned to a joint activity) 24 12 

USMC (not assigned to a joint activity) 24 12 

India 24 12 

Indonesia 24 12 

Ireland 36 24 

Israel 24 12 

Italy (except as indicated) 36 24 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

Crotone 24 15 

Ghedi 24 24 02-15-07 

Martina Franca 24 18 

Mt. Corna 24 18 

Mt. Finale Ligure NA 12 

Mt. Limbara NA 12 

Mt. Nardelo NA 12 

Mt. Paganella NA 12 

Mt. Venda 24 18 

Mt. Vergine 24 15 

Piano di Cors NA 12 

Poggio Renatico 24 12 

Rimini 24 18 

Sardinia 

Decimomannu Air Base (AB) 24 15 

La Maddalena 24 24 

Sicily 

Comiso 24 12 

Jamaica 24 12 

Japan (except as indicated) 36 24 3 

Akizuki Kure 24 12 12-07-04 

Itami (Sapporo) 24 12 12-07-04 

Kumamoto 24 12 12-07-04 

Kuma Shima NA 12 

MCAS Iwakuni 36 12 

Okuma NA 12 

Osaka 24 12 12-07-04 

Ryukyu Islands (except as indicated) 36 24 

Okinawa 

Ie Shima NA 12 

MCAS Futenma 36 12 

MCB Butler 36 12 

Seburiyama NA 12 

Sendai 24 12 12-07-04 

Shariki NA 12 11-05-08 

Johnston Atoll NA 12 

Jordan (except as indicated) 24 12 

Amman 24 18 

Kalaallit Nunaat (See Denmark) 

Kazakhstan 

*Astana (Personnel assigned to SAO) 24 12 08-10-07 *11 

Kenya (except as indicated) 24 12 

Nairobi 24 18 

Korea (except as indicated) 36/24 12 03-2-09 *4, 7 

*Chongju AB NA 12 *4 

*Dongducheon (Camps Casey, Hovey, Mobile, 

*4, 5, 6 

Castle) 24 12 

*Gwangju AB (ROK) NA 12 *4 

*Joint Security Area NA 12 *4 

*Kunsan AB (US) NA 12 *4 

*Mujak/Pohang NA 12 *4 

*Uijongbu (Camps Jackson, Red Cloud, Stanley) 24 12 *4, 5, 6 

*Kuwait 24 12 *9 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

Kyrgyzstan 24 12 

Laos NA 12 

Vientiane 24 12 12-21-06 

Latvia 

Riga 24 12 

*Liberia 24 18 06-30-08 *15 

Lithuania 

Vilnius 24 12 

Luxembourg 36 24 

Macedonia 24 18 

Skopje 24 12 

Madagascar 24 12 

Malaysia 36 24 

Marshall Islands 

Enewetok NA 12 

Kwajalein 24 18 

Mexico 24 18 

Midway Islands NA 12 

Moldova 

Chisinau 24 18 

Mongolia 24 24 

Montenegro 

*Podgorica (Personnel assigned to ODC) 24 24 01-28-08 *11 

Morocco (except as indicated) 24 15 

Casablanca 24 12 

Errachidia NA 12 

Netherlands 36 24 

Netherlands Antilles 

Curacao NA 12 

New Zealand 36 24 

Nicaragua 24 18 

Niger 24 12 

Nigeria 

*Abuja (Personnel assigned to ODC) 24 24 04-11-07 *11 

Norway 36 24 07-07-04 

Okinawa (See Japan) 

Oman 24 12 

Pakistan 24 12 

Panama (except as indicated) 36 24 

Galeta Island NA 12 

Paraguay 24 18 

Peru (except as indicated) 36 24 

Lima MAAG 30 18 

Philippines (except as indicated) NA 12 

Metropolitan Manila 24 18 

Poland 

Bydgoszcz 24 24 10-21-05 

Sczcecin 24 24 10-21-05 

Warsaw 36 24 

Portugal (except as indicated) 36 24 

Azores Islands 24 15 

Puerto Rico (except as indicated) 36 24 

Caguas 36 18 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

Isabela 36 18 

Juana Diaz 36 18 

Ponce (Ft Allen 36 18 

Vieques Island NA 12 

Yauco 36 18 

Qatar 24 12 

Romania 

Bucharest 24 24 

Russia 

*Moscow (Personnel assigned to DAO) 24 24 02-15-07 *11 

Saint Helena (Ascension Island) 24 12 

Saipan 

(See Commonwealth of the N. Mariana Islands) 

Sardinia (See Italy) 

*Saudi Arabia (except as indicated) 24 12 *8 

*Eskan Village, Riyadh 24 12 07-18-08 *13 

Scotland (See United Kingdom) 

Senegal 

*Dakar (Personnel assigned to ODC) 24 24 03-21-07 *11 

Serbia 

*Belgrade (Personnel assigned to ODC & BAO) 24 24 06-11-07 *11 

Seychelles 24 12 

Sicily (See Italy) 

Singapore 36 24 

Slovakia 

Bratislava 36 24 

Slovenia 

Ljubljana 24 12 

Spain (except as indicated) 36 24 

Adamuz NA 12 

Alcoy 30 18 

Balearic Islands NA 15 

Ciudad Real NA 12 

Constantina 30 18 

Elizondo 30 18 

El Ferrol 24 24 

Estaca De Vares NA 12 

Gorremandi NA 15 

Moron AB 24 15 

Rosas 30 18 

Santiago NA 18 

Sonseca 24 15 

Villatobas 30 18 

Sudan 24 12 

Suriname 24 18 

Sweden 

Stockholm 36 24 

Tajikistan 24 12 

Thailand (except as indicated) 24 18 

Bangkok 36 24 

Tunisia 24 18 

Turkey (except as indicated) 24 15 

Balikesir NA 12 

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Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective 

Date 

Appendix Q1 

NOTE 

Cakmakli NA 12 

Corlu NA 12 

Elmadag 24 12 

Erhac NA 12 

Erzurum NA 12 

Eskisehir NA 12 

Iskendrum NA 12 

Istanbul NA 12 

Izmir NA 12 

Izmit NA 12 

Karatas 24 12 

Malatya 24 12 

Murted NA 12 

Oratakoy NA 12 

Pirinclik NA 12 

Sahihtepe NA 12 

Sinop NA 12 

Yumurtalik NA 12 

Turkmenistan 24 12 

Ukraine 

Kiev 24 12 

United Arab Emirates 24 12 

United Kingdom (except as indicated) 36 24 3 

RAF Fylingdales 24 18 

RAF Machrihanish (Scotland) 24 18 

Uruguay 36 24 

Uzbekistan 24 12 

Venezuela 24 18 

Vietnam 24 12 12-01-03 

Virgin Islands 36 24 

Wake Island NA 12 

Wales (See United Kingdom) 

West Indies 

Anguilla 24 18 

Antigua 24 12 

Barbados 36 24 

St. Lucia NA 12 

*Yemen 36 24 06-30-08 *15 

Zaire (See Democratic Republic of Congo) 

NOTES: 

1. Tour-length policies for a service member assigned to a duty station within Alaska or within Hawai’i are 

outlined in DODI 1315.18, par. E3.1. 

2. Dependents are permitted only when GOV’T QTRS are available. 

3. A maximum 48-month tour is permitted for Navy personnel. 

*4. Not every service member is eligible to serve an accompanied-by-dependents tour. Command sponsorship 

eligibility is controlled by U.S. Forces Korea and is contingent upon availability of facilities and services as 

determined by the USFK Commander. Service members not eligible to serve an accompanied-by-dependents tour will 

serve a dependent-restricted tour. 

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Appendix Q1 

*5. Secretaries of Military Departments have authority to permit service members to reside at these locations while 

dependents reside in areas where housing and services support are available. Upon approval of a Secretarial Overseas 

Housing Allowance (OHA) waiver, a Service member in a non-Key Billet accompanied tour is allowed to receive the 

OHA rate for the location at which the family lives in Korea. 

*6. A Service member assigned to a location with limited command-sponsorship benefits is required to be counseled 

and to sign a memorandum acknowledging the limited command-sponsorship benefits available at that installation, 

prior to command sponsorship acceptance. 

*7. For an area authorized a 36-month accompanied-by-dependents tour, Service members may accept a 36- or 24month 

accompanied tour. 

*8. Due to threat levels, dependents are not currently authorized at this location. 

*9. Not every member is eligible to serve an accompanied-by-dependents tour in those locations where such tours 

are authorized. Eligibility is contingent upon the member’s actual duty assignment and is controlled by 

USCENTCOM. A member, not eligible to serve an accompanied-by-dependents tour, serves a dependentrestricted 

tour. 

*10. OSD (P&R/OEPM) memo dated 6 July 2006 established tour lengths for members assigned to the Office of 

Defense Cooperation (ODC), U.S. Embassy located in Yerevan, Armenia; Baku, Azerbaijan; and Sarajevo, Bosnia- 

Herzegovina. 

*11. “OSD (P&R/OEPM)” memo dated 31 January 2008 established tour lengths for members assigned to the listed 

commands only. If an increase in the number of personnel assigned to the listed country is desired, a subsequent 

tour request must be submitted.” 

Personnel assigned to the Office of the Defense Cooperation (ODC) in Accra, Ghana; Port au Prince, Haiti; 

Podgorica, Montenegro; Abuja, Nigeria; Dakar, Senegal; and personnel assigned the ODC and Bilateral Affairs 

Office (BAO) Belgrade, Serbia. 

Personnel assigned to the Defense Attaché Office (DAO) in Moscow, Russia, and personnel assigned to the 

Security Assistance Office (SAO) Kabul, Afghanistan; Djibouti City, Djibouti; Addis Ababa; Ethiopia; and 

Astana, Kazakhstan. 

*12. PDUSD (P&R) memo of 5 May 2008 designates the accompanied tour as partially-unaccompanied. Adult 

dependents only (age 21 or older) are authorized. 

*13. PDUSD (P&R) memo of 17 July 2008 approves the return of adult non-school age dependents only to Eskan 

Village, Riyadh, Saudi Arabia. A member executing an accompanied tour (24 months) to this area will be provided 

an opportunity, once in Saudi Arabia, to assess within a reasonable amount of time (90 or fewer days from the 

member’s arrival date), whether the member believes that the security conditions under which the family will reside 

are consistent with the family’s expectations and personal level of comfort and wellbeing. A member may elect to 

return dependents to CONUS IAW DODI 1315.18 par. E4.5.2.5. and JFTR, par. U5900-D2e, at no cost to the 

member, and serve an unaccompanied tour (12 months). 

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Appendix Q1 

*14. PDUSD (P&R) memo of 28 October 2008 approves the return of adult dependents only to Bahrain. The 

decision to return school-age and below school-age children will be considered at a later time. A member executing 

an accompanied tour (24 months) to this area will be provided an opportunity, once in Bahrain, to assess within a 

reasonable amount of time (90 or fewer days from the member’s arrival date), whether or not the member believes 

that the security conditions under which the family will reside are consistent with the family’s expectations and 

personal level of comfort and wellbeing. A member may elect to return dependents to CONUS IAW DODI 1315.18 

par. E4.5.2.5. and JFTR, par. U5900-D2e at no cost to the member, and serve the unaccompanied tour (12 months). 

*15. May be accompanied by adult dependents age 18 years or older. 

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Appendix Q1 

Change 270/524 Q1-10 

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APP Q: OCONUS Tour Lengths/Tours of Duty (JFTR/JTR) 

Part 2: NOAA 

PART II: NOAA 

NOTE: For DOD Service Members see, App Q, Part I. 

A. Tour Length Establishment. These tour lengths are established by NOAA/CPC. 

Appendix Q2 

B. Tour Length Change. Submit a tour length change proposal to NOAA/CPC. Do not submit a tour length 

change request to PDTATAC. 

C. Tour Lengths. The following are OCONUS tour lengths for NOAA members only: 


Accompanied 

Tour 

(Months) 

Unaccompanied 

Tour 

(Months) 

Effective Date 

Alaska 36 36 31 Jan 2005 

American Samoa NA 12 31 Jan 2005 

Antarctica NA 12 31 Jan 2005 

Australia 

Learmonth 36 36 31 Jan 2005 

France 36 36 31 Jan 2005 

Hawai’i 36 36 31 Jan 2005 

Switzerland 36 36 31 Jan 2005 

Change 263/517 Q2-1 

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Note


Part 2: NOAA 


Appendix Q2 

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Part 3: Civilian Employee Standard Tours of Duty 

PART III: CIVILIAN EMPLOYEE STANDARD TOURS OF DUTY 

A. Standard Tours of Duty. Standard tours of duty are: 

See JTR, Ch 5, Part A for applicable regulations. 

1. 36 months under an initial service agreement, and 

2. 24 months under a renewal agreement 

Appendix Q3 

and apply to employees assigned OCONUS unless an exception is prescribed in this APP. See JTR, par. C5570-C. 

B. Tour Length Exceptions. The 24, 18, and 12-month tours apply to the entire location listed for an accompanied 

or unaccompanied employee unless a statement appears limiting applicability to: 

1. A specific area within that location, 

2. Certain employees, and/or 

3. An employee on a renewal agreement tour. 

C. Accompanied vs. Unaccompanied Tours of Duty. For a location at which one tour length is prescribed for 

employees authorized and accompanied by dependents and a shorter tour is prescribed for employees not authorized 

to have dependents present, the shorter tour length applies if the employee is authorized, but is not accompanied by, 

dependents. 

*D. Special Circumstance Tours of Duty. For special circumstance tour of duty locations see APP Q, Part IV, par. 

A. 

E. Tour Lengths 

NOTE: Unless otherwise noted, the tour lengths listed below apply to initial and renewal tours. 

24-Month 18-Month 15-Month 12-Month 

Location 

Tour Tour Tour Tour 

Afghanistan 

Alaska 

X 

Adak X 

Aleutian Islands X 

Isolated Mainland Bases X 

Kodiak Island X 

Ascension Island 

Australia 

X 

Northwest Cape X 

Azores (see Portugal) 

Bahamas 

X 

Andros Island X 

Bahrain X 1 7 X 2 

Bosnia-Herzegovina X 

*Banja Luka *X 8 

British Indian Ocean Territory 

Diego Garcia Island X 

Burma 

Canada 

X 

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Location 

24-Month 

Tour 

18-Month 

Tour 

15-Month 

Tour 

Appendix Q3 

12-Month 

Tour 

Newfoundland & Labrador 

Gander X 

Argentia X 1 X 2 X 

Northwest Territories X 

St. Anthony X 

Christmas Island X 

Croatia X 

Cuba 

Guantanamo Bay X 1 X 2 

Diego Garcia (see British Indian Ocean Terr.) 

Dominican Republic X 

Egypt X 1 X 2 

El Salvador X 2 

Eniwetok (see Marshall Islands) 

Ethiopia X 

Finland (all locations outside Helsinki) X 

Greece X 

Greenland X 

Guam X 

Haiti X 1 X 2 

Honduras X 2 

Hong Kong X 

Hungary (eff 11-25-08) 

Papa X 1 X 2 

Iceland X 3 X 

Indonesia X 2 

Iran (except as indicated below) X 

Isfahan X 

Tehran X 

Israel X 1 X 2 

Italy 

Sardinia (La Maddalena) X 3 4 5 

X 

Sicily (Comiso and Ragusa) X 3 X 

Japan 

Iwo Jima X 

Kure X 1 X 2 

Ryukyu Islands X 1 

Wakkanai X 1 X 2 

Johnston Atoll X 3 X 

Jordan X 

Korea X 1 X 2 

Kuwait X 1 X 2 

Kwajalein (see Marshall Islands) 

Laos X 

Liberia *X 8 

Libya X 

Mahe Island X 

Marshall Islands 

Eniwetok X 

Kwajalein X 

Mexico 

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4 5 

2 5 

2 5



Appendix Q3 

24-Month 18-Month 15-Month 12-Month 

Location 

Tour Tour Tour Tour 

Coatzacoalcos X 1 2 5 

X 

Vera Cruz X 1 2 5 

X 

Midway Islands X 

Montenegro X 

Morocco X 

Nigeria X 1 X 2 

N. Mariana Islands 

Saipan X 

Oman X 1 X 2 

Pakistan (except as indicated below) X 

Islamabad X 2 

Karachi X 2 

Lahore X 2 

Peshawar X 2 

Panama X 

Philippines 

Portugal 

X 

Azores X 

Puerto Rico X 

Qatar X 1 X 2 

Russia 

Moscow X 

Saudi Arabia X 1 6 X 2 

Serbia X 

Somali Republic X 

Taiwan X 

Thailand X 1 X 2 

Turkey (except as indicated below) X 

Cakmakli, X 2 

Corlu X 2 

Diyabakir X 2 

Izmir X 2 

Murs X 2 

Ortakoy X 2 

Sinop X 

Venezuela 

West Indies 

X 

Eleuthera Island X 

Grand Bahama Island X 

Grand Turk Island X 

Mayaguana Island X 

San Salvador Island X 

St. Lucia Island 

Yemen Arab Republic 

X 

Sanaa X 3 8 2 5 

X 

Zaire X 

1/ For an employee authorized, and accompanied by, a dependent. 

2/ For an employee not authorized to have a dependent present. 

3/ For an employee on an initial service agreement authorized, and accompanied by, a dependent. 

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4/ For an employee on an initial service agreement not authorized to have a dependent present. 

5/ For an employee serving on a renewal agreement. 

Appendix Q3 

6/ PDUSD (P&R) memo of 17 July 2008 approves the return of adult non-school age dependents only to Eskan 

Village, Riyadh, Saudi Arabia. An employee executing an accompanied tour (24 months) to this area will be 

provided an opportunity, once in Saudi Arabia, to assess within a reasonable amount of time (90 or fewer days from 

the employer’s arrival date), whether or not the employee believes that the security conditions under which the 

family will reside are consistent with the family’s expectations and personal level of comfort and wellbeing. An 

employee may elect to return dependents to CONUS IAW JTR, par. C5450-A3, and serve the unaccompanied tour 

(12 months). 

*7/ PDUSD (P&R) memo of 28 October 2008 approves the return of adult dependents only to Bahrain. The 

decision to return school-age and below school-age children will be considered at a later time. An employee 

executing an accompanied tour (24 months) to this area will be provided an opportunity, once in Bahrain, to assess 

within a reasonable amount of time (90 or fewer days from the employee’s arrival date), whether or not the 

employee believes that the security conditions under which the family will reside are consistent with the family’s 

expectations and personal level of comfort and wellbeing. An employee may elect to return dependents to CONUS 

IAW JTR, par. C5450-A3, and serve the unaccompanied tour (18 months). 

*8/ May be accompanied by adult dependents age 18 years or older. 

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Part 4: Civilian Employee Special Circumstance Tours of Duty 

Appendix Q4 

PART IV: CIVILIAN EMPLOYEE SPECIAL CIRCUMSTANCE TOURS OF DUTY 

A. Special Circumstance Tour of Duty Locations. The tours of duty for the persons listed below are exceptions to 

the standard tours of duty in APP Q, Part III. 

1. DOD Education Activity Personnel 

a. Professional Personnel in 20 USC §§901-907 Teaching Positions. The tour of duty for a person in a 

teaching position under the DOD Education Activity (see 20 USC §§901-907) is 1 or 2 school years as 

required, plus the time required in the area because of arrival before the school year starts and while 

awaiting transportation upon departure. The school year for a person in teaching positions consists of not 

more than 190 working days including not less than 175 days of classroom instruction. 

b. Professional Personnel Not in 20 USC §§901-907 Teaching Positions. The tour of duty for professional 

personnel not in 20 USC §§901-907 teaching positions is 12 months in those areas where the tour of duty 

for other DOD employees is less than 24 months. In all other areas, the tour of duty is 24 or 36 months, as 

appropriate. Professional personnel not in teaching positions include school principals, administrators, and 

other personnel whose services are required for a full calendar year. 

c. Professional Personnel in 20 USC §§901-907 Teaching Positions Reassigned without Returning to 

CONUS to Positions Not Subject to 20 USC §§901-907 for which the Tour of Duty Is 36 Months. The tour 

of duty for professional personnel in 20 USC §§901-907 teaching positions reassigned without returning to 

CONUS to positions not subject to 20 USC §§901-907 for which the tour of duty is 36 months is a period 

of service, in addition to immediate prior OCONUS service, to complete 36 months. 

d. Professional Personnel in 20 USC §§901-907 Principal and Assistant Principal Positions. The tour of 

duty for persons in principal and assistant principal positions under the DOD Education Activity (see 20 

USC §§901-907 and DODEA Regulation 5301.4-R (“Salaries and Personnel Practices Applicable to 

Principals and Assistant Principals” available at http://www.odedodea.edu/pers/emanual/)) is the same as 

for any other DOD civilian employee who is employed on a calendar-year basis. The tours are expressed in 

terms of school years rather than calendar years. Except as provided in pars. A1a, A1b, and A1c, tours of 

duty are 3 school years under the initial service agreement and 2 school years under each subsequent 

agreement. 

2. Defense Intelligence Agency (DIA) Employee. The Director, DIA, administratively fixes the tour of duty 

for a DIA employee. 

3. Scientists on Sabbatical Leave. The tour of duty for a scientist on sabbatical leave is 12 months. 

4. Civilian Marine Personnel of the Military Sealift Command (MSC). The tour of duty for MSC civilian 

marine personnel is 12 months. 

5. U.S. Naval Observatory Personnel, San Juan-El Leoncito Region of Argentina. The tour of duty for U.S. 

Naval Observatory personnel assigned to the San Juan-El Leoncito region of Argentina is 24 months. 

6. Resident Technical Assistance Team, Talcahuano, Chile. The tour of duty for a civilian employee of the 

Resident Technical Assistance Team assigned at Talcahuano, Chile, is 24 months. 

7. National Security Agency (NSA) Employees. Because of the nature of employment, the Director, NSA, 

administratively fixes the tour of duty for a NSA employee. 

8. U.S. Naval Medical Research Unit No. 3, Addis Ababa, Ethiopia. The tour of duty for a civilian employee 

of the U.S. Naval Medical Research Unit No. 3, Addis Ababa, Ethiopia is 24 months. 

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Part 4: Civilian Employee Special Circumstance Tours of Duty 

Appendix Q4 

9. Air Force Management Interns. The tour of duty for a management intern assigned to the Department of the 

Air Force Management Intern Program in the area under the jurisdiction of Headquarters, Pacific Air Forces is 

24 months. During the 24-month tour, the employee may be transferred to various posts throughout the area as 

management needs dictate. 

10. Consultants and Experts. The tours of duty prescribed in pars. D2 through D10 do not apply to a consultant 

or an expert. 

B. Establishing a Special Circumstance Tour of Duty 

1. General. The special circumstance tour of duty established for a particular location applies to the entire 

location for accompanied and unaccompanied employees unless the requesting official indicates that the 

proposed tour should be limited to: 

a. A specific area within the location (ex., Bahamas: Andros Island), 

b. Accompanied or unaccompanied employees, and/or 

c. An employee on a renewal agreement. 

2. Exception Requests. A DOD component desiring to establish a special circumstance tour of duty must 

submit an exception request, to the PDUSD (P&R), stating the reasons for the exception. 

3. Special Conditions. When special conditions justify it, and the interested components concur, tours of duty 

may be established in a given OCONUS area that differ among military departments, provided every effort is 

made to correct the special conditions which justify this practice and to establish a uniform tour of duty for the 

area as promptly as possible. 

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APP R: Conferences (JFTR/JTR) Table of Contents 

APPENDIX R 

CONFERENCES 

JFTR/JTR, APP R applies to Uniformed Members and DOD civilian employees (JFTR, par. U1000 and JTR, par. 

C1001-C). It is derived from the Federal Travel Regulation (FTR) and references are cited within APP R. 

PART I: CONFERENCE PLANNING POLICY (FTR §301-74) 

Par. Title/Contents 

A. Authority 

B. Policy 

C. Scope and Coverage 

D. Definitions 

E. Actions Required 

F. Cost Considerations 

G. Cost Comparisons 

H. Conference Site Selection 

I. Requirements for Attendance, Sponsoring or Funding a Conference at a Place of Public Accommodation 

J. Advertisement or Application Form for Conference Attendance 

K. Selection of Attendees 

L. Conference Administrative Costs 

M. Conference Lodging Allowance 

N. Conference Lodging Allowance Approval Authority 

O. Conference M&IE Rate 

P. Guidance for Conference Planning (FTR, §301, APP E) 

PART II: CONFERENCE ATTENDANCE 


B. Authority 

C. GOV’T Sponsored Conferences 

D. Non-GOV’T Sponsored Conferences 

E. Registration Fees and Miscellaneous Expense 

F. Membership Fees and Dues 

G. Entertainment Expenses 

H. Advance Payment of Discounted Conference or Training Registration Fee (FTR §301–74.25) 

Guidance from the Comptroller General of the United States Concerning Reasonable Conference Costs 

I. Including Meals and Light Refreshments at a Formal Conference 

J. Proportional Meal Rate (PMR) Computation Examples 

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APP R: Conferences (JFTR/JTR) Table of Contents 


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APP R: Conferences (JFTR/JTR) 

Part I: Conference Planning Policy 

PART I: CONFERENCE PLANNING POLICY (FTR §301-74) 

A. Authority. 

OMB Bulletin No. 93-11, dated 19 April 1993, To The Heads of Executive Departments and 

Establishments, Subject: Fiscal Responsibility and Reducing Perquisites, Attachment 5. 

Appendix R1 

B. Policy. 

(FTR §301-74) The public interest requires that the Uniformed Services and DOD agencies exercise 

strict fiscal responsibility when selecting conference sites. Accordingly, the Services and agencies must select 

conference sites that minimize conference costs. When Service/DOD Agency representatives attend conferences 

sponsored by others, the Service/DOD Agency must keep its representation to a minimum consistent with serving 

the public's interest. 

C. Scope and Coverage. 

This guidance applies to all Executive Departments, agencies and the Uniformed Services 

that sponsor conferences or pay for travel to conferences. In addition to conference travel by Service members and 

DOD civilian employees, this guidance applies to conference travel paid for persons invited to travel in support of 

GOV’T programs. 

D. 

Definitions 

1. Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. Also applies to 

training activities that are conferences under 5 CFR 410.404. NOTE: 

This does not include regularly 

scheduled courses of instruction conducted at a GOV’T or commercial training facility. 

2. Conference costs: 

All costs paid by the GOV’T for a conference, whether paid directly or reimbursed by a 

Uniformed Service or DOD Agency. See par. F. Examples include: 

a. Attendee's travel costs (i.e., travel to and from the conference, ground transportation, lodging, meals and 

incidental costs), 

b. Attendee's time costs (i.e., the cost of attendee’s time spent at the conference and traveling to and from 

the conference), 

c. Meeting room and audiovisual costs, 

d. Registration fees (with or without furnished meals other than refreshment/snacks), 

e. Speaker fees, 

f. Conference-related administrative fees, and 

g. Similar costs. 

3. Conference lodging allowance: 

The lodging allowance that is up to 25 percent above the established 

geographical lodging portion of the per diem rate (rounded up to the next higher dollar). The per diem M&IE 

remains unchanged. 

4. Site: 

Refers to both the geographical location and the specific facility selected. 

E. Actions Required. 

When planning a conference, the Uniformed Service or DOD Agency (FTR §301-74.3) must: 

1. Determine which conference expenditures provide the greatest GOV’T advantage by 

a. Ensuring appropriate management oversight of the conference planning process, 

b. Performing cost comparisons of the size, scope, and location, 

c. Determining if a GOV’T facility is available at a lesser rate, 

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d. Considering conference alternatives, e.g., teleconferencing, 

Appendix R1 

e. Maintaining written documentation of the alternatives considered and the selection rationale used, and 

f. Minimizing cost by exercising strict fiscal responsibility in determining the best site. 

2. Minimize the conference administrative costs, 

3. Minimize the attendees’ travel costs, 

4. Minimize the attendees’ time costs, 

5. Use GOV’T-owned or GOV’T provided facilities as much as possible, 

6. Identify ways to save costs in selecting a particular conference site (e.g., lower off-season rates), and 

7. Develop and establish internal policies that ensure these standards are met. 

NOTE: 

Individuals must have the requisite contracting authority to obligate the GOV’T ICW conference 

arrangements. 

F. Cost Considerations. 

When planning a conference, the Uniformed Service or DOD Agency should consider all 

GOV’T-paid direct and indirect conference costs. Conference costs to be considered include: 

1. Travel and per diem expenses, 

2. Rent of rooms for official business, 

3. Usage of audiovisual and other equipment, 

4. Computer and telephone access fees, 

5. Light refreshments for morning, afternoon, or evening breaks exclude alcoholic beverages and include: 

coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, muffins, and similar items. 

For DOD policy regarding the use of appropriated funds to purchase food; see DOD, Office Of General 

Counsel (Fiscal) memorandum, 1 Sep 05, subject: Use of Appropriated Funds to Purchase Food at Conferences, 

Meetings, and Events. Questions about the DOD policy should be referred to OSD General Counsel (Fiscal). 

6. Printing, 

7. Registration fees, 

8. Ground transportation, and 

9. Attendees’ travel and time cost. 

G. Cost Comparisons. 

When planning a conference, Uniformed Services and DOD Agencies must do cost 

comparisons to ensure the GOV’T’s greatest benefit. Cost comparisons include: 

1. Determination of lodging adequacy at the established per diem rate, 

2. Overall convenience, 

3. Fees, 

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4. Meeting space availability, 

5. Equipment availability, e.g., audiovisual, fax, 

6. Commuting or travel distance of most attendees, and 

7. Other conference expenses. 

H. Conference Site Selection 

(FTR §301-74.5) 

Appendix R1 

1. Documentation. 

(FTR §301-74.19) The Uniformed Service or DOD Agency concerned must maintain a 

record of the cost of each alternative conference site considered for each conference sponsored or funded, in 

whole or in part, for 30 or more attendees. A minimum of three sites must be considered for the conference and 

the documentation must be available for inspection by the Office of the Inspector General or other interested 

parties. 

2. Locality Per Diem Rate. 

(FTR §301-74.6; 74.7) Initial selection of a location must be based on the 

established per diem rate; however, to provide flexibility in the selection of the appropriate lodging facility at 

the most advantageous location, the lodging portion of the established per diem rate may be exceeded by up to 

25 percent, if necessary. For example, if the established geographical lodging portion of the per diem rate is 

$100, then facilities with lodging rates up to $125 may be considered when selecting the conference location. 

3. Conferences Conducted in the District of Columbia. 

(FTR §301-74.17) Prior to scheduling, contact should 

be made with the GSA Public Buildings Service (PBS) of the National Capital Region to inquire about the 

availability of short-term conference and meeting facilities in the District of Columbia. A Customer Desk 

Guide can be found at the following website: 

http://www.gsa.gov/attachments/GSA_PUBLICATIONS/pub/CustomerGuidebookmarkedversion.pdf. 

NOTE: 

This website is case sensitive. 

I. Requirements for Attendance, Sponsoring or Funding a Conference at a Place of Public Accommodation (FTR 

§301-74.14; 74.15) 

1. Attendance at a conference must be authorized by an official designated through the Secretarial Process. 

2. Sponsoring or funding a conference by a Uniformed Service or DOD Agency at a place of public 

accommodation must be authorized by an official designated through the Secretarial Process. 

3. FEMA-approved accommodations must be used when sponsoring or funding a conference, in whole or in 

part, at a place of public accommodation in the U.S. where applicable. The official designated by the 

Secretarial Process for authorizing the sponsoring and/or funding of a conference can make a written 

determination on an individual case basis that waiver of the requirement to use FEMA-approved 

accommodations is necessary and in the public interest for a particular event. 

J. Advertisement or Application Form for Conference Attendance. 

(FTR §301-74.16) Any advertisement or 

application for attendance at a conference sponsored or funded by a Uniformed Service or DOD Agency must 

include notice: 

1. That attendees must use FEMA-approved place of public accommodation unless a waiver has been issued as 

indicated in Part I, item I3, and 

2. Of the prohibition of use of non FEMA-approved places of public accommodation to all non-Federal 

entities, e.g., contractors, to which the Uniformed Service or DOD Agency provides Federal funds. 

K. Selection of Attendees 

. Uniformed Services and DOD Agencies must establish policies that reduce the overall 

cost of attending a conference. The policies and procedures must: 

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1. Limit the Uniformed Service’s or DOD Agency’s representation to the minimum number of attendees 

necessary to accomplish the Agency’s mission; and 

2. Provide for travel expense consideration when selecting attendees. 

Appendix R1 

L. Conference Administrative Costs. 

Conference administrative costs may not be included in an attendee's per 

diem allowance payment for attendance at a conference. Per diem is intended only to reimburse the attendee's 

subsistence expenses. Administrative costs must be paid separately. 

M. Conference Lodging Allowance. 

The Conference Lodging Allowance is a pre-determined allowance of up to 

125 percent of the applicable locality lodging per diem rate (rounded to the next highest dollar) and: 

N. 

1. Is not an actual expense allowance, 

2. May not be used if the lodging rate exceeds the established lodging allowance by more than 25 per cent (e.g., 

locality lodging rate $100; maximum conference lodging rate can be $125), and 

3. May not be used concurrently with the actual expense method of reimbursement. 

Conference Lodging Allowance Approval Authority (FTR, §301-74.24) 

1. GOV’T Sponsored Conference. 

Only a designated senior official of the sponsoring agency may determine 

that a conference lodging allowance is necessary, and authorize the conference lodging allowance rate. All 

agencies must use that rate in reimbursing their attendees’ lodging expenses (FTR, §301-74.8). 

2. Non-GOV’T Sponsored Conference. 

The AO may authorize a member to be reimbursed for lodging 

expenses incurred up to the conference lodging allowance rate (FTR, §301-74.9). 

NOTE: 

If the Conference Lodging Allowance is inadequate, see JFTR, Ch, 4, Part C, or JTR, Ch 4, Part M for 

actual expense authorization reimbursement procedures. 

O. 

Conference M&IE Rate 

1. Light Refreshments. 

When the GOV’T furnishes light refreshments at nominal or no cost to the attendee, no 

deduction of the attendee's M&IE allowance is permitted. 

2. Meals Included in Registration Fee. 

When the GOV’T furnishes one or two meals at nominal or no cost, or 

includes them in the registration fee, the proportional meal rate applies to Uniformed Service members and 

DOD civilian employees for each day meals are furnished. See APP R, Part II, item I for PMR computation 

examples. 

P. Guidance for Conference Planning. Refer to FTR, Chapter 301, Appendix E for conference planning guidance 

procedures, which is necessary to plan a successful conference. Website address is: 

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=17113&channelId=- 

24568&specialContentType=FTR&file=FTR/Chapter301pAppE.html#wp1185528. 

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Part II: Conference Attendance 

PART II: CONFERENCE ATTENDANCE 

Appendix R2 

A. General. 

A DOD civilian employee and/or a Uniformed Service member may attend and participate in 

conferences/meetings of recognized professional organizations to maintain and improve professional competency at 

GOV’T expense (including TDY expenses), subject to the availability of funds and the employee’s/member’s work 

responsibilities. 

B. Authority. Title 5 USC §4110 and 37 USC §412 authorizes conference attendance expenditures for meetings 

concerned with the functions and activities of the Uniformed Services/DOD Agency which contribute to improved 

conduct, supervision, or management of the component’s functions and activities are authorized as a necessary 

expense. This authority applies to attendance at technical, scientific, professional, or similar private membership 

non-Federal societies and organizations (38 Comp. Gen. 800 (1959) and 55 Id. 1332 (1976)). This authority is 

independent of the training authority included in JTR, par. C4500 and JFTR, par. U1050 unless it is administratively 

determined that training is the primary purpose of attendance at a meeting. 

C. Government Sponsored Conference. 

Attendance at GOV’T expense may be authorized for the following: 

1. Conferences sponsored or cosponsored by a Federal agency at which a member’s/DOD civilian employee’s 

attendance is required in the performance of official duties; 

2. Conferences of state/municipals GOV’T organizations, or of international agencies in which the Federal 

Government is officially participating, and the member’s/DOD civilian employee’s attendance is related to 

official duties or for the purpose of transacting GOV’T business; 

3. Conferences of a group of individuals representing private interests, but convened for the purpose of 

transacting business directly related to the Uniformed Service’s or DOD Agency’s functions or activities and 

attendance is in the member’s/DOD civilian employee’s official performance; and 

4. Similar activities. 

D. Non-Government Sponsored Conferences 

1. General. Conference attendance at non-Federal technical, scientific, professional, and comparable private 

membership organizations is subject to the conditions in APP R, Part I. 

2. Attendance and Approval Requirements. Attendee selection and approval is subject to Uniformed 

Service/DOD Agency regulations consistent with the regulations on acceptance of payment from a non-federal 

source for travel Expenses (see the Joint Ethics Regulation (JER), DOD 5500.7-R, at 

http://www.defenselink.mil/dodgc/defense_ethics/ethics_regulation/index.html). 

3. Purpose. A Uniformed member and/or a DOD civilian employee may attend conferences at GOV’T expense 

to: 

a. Further Service or DOD Agency programs; 

b. Present scientific and technical papers which further the development of the U.S. resources; and 

c. Maintain an effective professional, scientific, technical, managerial, and supervisory workforce. 

4. Security. An appropriate security officer at the activity concerned should examine the security implications 

for attendance at all meetings and conferences conducted or sponsored by private or international organizations. 

A member/DOD civilian employee who attends such meetings must be briefed about security implications, 

when necessary, prior to attendance. 

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*E. Registration Fees and Miscellaneous Reimbursable Expenses 

Appendix R2 

*1. When Travel Is Involved. Registration fees authorized in the travel authorization/order or approved on a 

travel claim voucher are reimbursable. The PMR applies on any day that the cost for one or two meals is 

included in the registration fee (JTR, par C4554-B and JFTR, par. U4165-2b). Information should be included 

on the travel authorization/order as to whether or not the registration fee includes charges for meals, and if so, 

the number of meals and the dates on which furnished. When the registration fee includes lodgings without 

charge, only the appropriate applicable PMR or TDY locality M&IE rate is paid 

2. When No Travel Is Involved. The registration fee may be reimbursed when attendance is authorized for a 

conference in the local area that: 

a. Does not involve travel, 

b. Does not involve per diem, and 

c. For which a travel authorization/order is not issued. 

3. Limitation on Reimbursement for Meal Costs when Attending a Conference/Meeting Sponsored by a 

Uniformed Service or DOD Agency. The cost of each meal, whether included in a registration fee or contracted 

for separately, at a Uniformed Service or DOD Agency sponsored conference/meeting must be identified. The 

total amount paid by the GOV’T for meals cannot exceed the locality meal rate prescribed for the TDY 

assignment location (if travel is involved) or the meeting location (when travel is not involved), unless AEA 

reimbursement for the meal(s) involved has been authorized/approved in accordance with JFTR, Ch 4, Part C 

and/or JTR, Ch 4, Part M. When travel is involved, the maximum contracted amount for 1 or 2 meals cannot 

exceed the difference between the locality meal rate and the PMR. 

*4. Miscellaneous Reimbursable Expenses. Independent charges/fees for light refreshments/snacks are not a 

reimbursable expense. 

5. Conferences/Training at the PDS: Payment of registration fees, meals, lodging, travel, and/or other expenses 

required for conferences/training at the PDS cannot be paid as travel allowances per 37 USC §404. For 

authority to pay related training costs at the PDS see 10 USC §2013; 5 USC §4109; 42 USC §218a; and 14 USC 

§469. The costs must clearly be an integral part of the training (39 Comp. Gen. 119 (1959); and B-244473, 13 

January 1992). When training events require lodging and subsistence costs at the PDS, authority for training 

expense payment is made through the training and/or comptroller personnel using the above legal authority. 

This regulation is not the authority for this payment nor is it a travel and transportation allowance. 

Charges/fees for light refreshments/snacks are reimbursable ONLY when included as part of the conference 

registration fee. 

F. Membership Fees and Dues. The Secretary Concerned or DOD Agency Head may pay membership fees or dues 

from appropriated funds when the membership is in the GOV’T's interest and the membership is in the Uniformed 

Service’s or DOD Agency’s name (e.g., Per Diem, Travel and Transportation Allowance Committee). (31 Comp. 

Gen. 398 (1952); 33 id. 126 (1953)). 

G. Entertainment Expenses. Entertainment expenses for social events and other personal expenses not directly 

required by official duties are not reimbursable. 

H. Advance Payment of Discounted Conference or Training Registration Fee (adapted from FTR §301–74.25) 

1. General. It is a general practice for conference planners to offer discounted ”early bird” registration fees, 

which are available in the months prior to the beginning of the conference. If a GTCC IBA is to be used to pay 

this fee, to take advantage of such specials, a traveler should be given oral or written authorization/order to 

register early, charge the registration fee to the GTCC IBA, and claim reimbursement for the discounted 

registration fee as soon as a written authorization/order to attend the conference has been generated. When the 

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Appendix R2 

authorization to register early is oral, the written authorization/order must reference the oral authorization for 

the early registration. This does not prevent other payment methods for advance registration fees (e.g., GOV’T 

purchase card (not a GTCC)). 

2. Traveler is Unable to Attend an Event for which Reimbursement Was Made (adopted from FTR §301– 

74.26). In all cases in which a traveler is unable to attend an event for which a discounted registration fee was 

paid and reimbursed in advance of the event, the traveler must seek a registration fee refund and repay the 

advance with any refund received. If no refund is made, the Service concerned must absorb the advanced 

payment as a preparatory travel expense if the traveler’s failure to attend the event was caused either by a 

decision of the Service concerned or for reasons beyond the traveler’s control that are acceptable to the Service 

concerned, e.g., unforeseen illness or emergency. If no refund is made, and the traveler’s failure to attend the 

scheduled event is due to reasons deemed un-excusable by the Service concerned, the traveler must repay the 

amount advanced. 

I. Comptroller General of the United States Guidance Concerning Reasonable Conference Costs Including Meals 

and Light Refreshments at a Formal Conference. Following is the Digest portion of the Comptroller General 

Decision (B-300826, 3 March 2005) rendered to the National Institutes of Health concerning reasonable conference 

costs. 

Decision 

Matter of: National Institutes of Health - Food at GOV’T-Sponsored Conferences 

File: B-300826 

Date: March 3, 2005 

DIGEST 

The National Institutes of Health (NIH) may pay for legitimate, reasonable conference costs, including meals and 

light refreshments, of a formal conference pertaining to Parkinson's disease subject to the conditions outlined herein. 

A formal conference typically involves topical matters of interest to, and participation of, multiple agencies and/or 

nongovernmental participants. In addition, other indicators of a formal conference include registration, a published 

substantive agenda, and scheduled speakers or discussion panels. An agency hosting a formal conference may 

consider the cost of providing meals and refreshments to conference attendees an allowable conference cost as long 

as: 

(1) Meals and refreshments are incidental to the conference, 

(2) Attendance at the meals and when refreshments are provided is important for the host agency to ensure full 

participation in essential discussions, lectures, or speeches concerning the purpose of the conference, and 

(3) The meals and refreshments are part of a formal conference that includes not just the meals and 

refreshments and discussions, speeches, or other business that may take place when the meals and refreshments 

are served, but also includes substantial functions occurring separately from when the food is served. 

The NIH conference here satisfies these three criteria. Without statutory authority to charge a fee and retain the 

proceeds, NIH may not charge a registration or other fee to defray the costs of providing meals or light refreshments. 

An appropriation establishes a maximum authorized program level, and an agency, without specific statutory 

authority, may not augment its appropriations from sources outside the GOV’T. 

In applying this decision, NIH should develop an agency policy specifying the types of formal conferences at which 

NIH may consider providing food. NIH also should develop procedures to ensure that the provision of meals and 

refreshments meet the criteria listed above. 

We (GAO) expect agency counsels, as well as certifying officers, agency auditors, and Inspectors General, to apply 

these criteria. To the extent that agency officials are uncertain as to the applicability of the criteria in particular 

circumstances, they may request a decision from this office, pursuant to 31 USC §3529, before proceeding. 

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Appendix R2 

J. PMR Computation Examples. The following example shows how to compute the PMR and a PMR voucher. 

PMR is an amount based on the locality meal rate and the GMR. Please check JFTR or JTR, APP A, for the current 

GMR. 

1. The PMR example uses the Standard CONUS M&IE rate of $39.00 and the Standard GMR of $10.80 to 

compute the PMR amount. The $39.00 consists of $36.00 for meals and $3.00 for incidental expenses. 

Disclaimer: The numbers in this example are for illustrative purposes only. 

Example computation rules: the PMR is an average of two rates – (1) the locality meal rate and the GMR which 

are added, (2) averaged and rounded up to the nearest dollar. To compute the Proportional M&IE rate, (3) add 

the appropriate incidental expense rate, and (4) the total becomes the proportional M&IE amount. 

Step 1 Add the locality Meal rate and Standard GMR $36.00 + $10.80 = $46.80 

Step 2 Divide step 1 total in half (rounded up to the dollar) $46.80 ÷ 2 = $23.40 

(Rounded to $23.00) 

Step 3 Add step 2 total to the CONUS incidental expense rate $23.00 + $3.00 = $26.00 

Step 4 Proportional Meal and Incidental Expense Rate $26.00 

2. PMR Voucher Computation Example: A traveler is TDY for 3 days to a conference at a CONUS location 

(Standard CONUS rate applies). Lodging is $55/night and GMR is $10.80. GOV’T furnished meals are not 

available for the first and last day; however, two GOV’T meals are available for the second day. The AO 

authorizes a PMR of $26.00 for the second day. NOTE: GOV’T dining facility/ mess deductions are not taken 

for the arrival and departure travel days (JTR, par. C4553-C2 and JFTR, par. U4147). 

ITINERARY: 

Day 1 Depart Residence/Arrive TDY 

Day 2 TDY 

Day 3 Depart TDY/Arrive Residence 

REIMBURSEMENT: 

Date Computation Total 

Day 1 $55 + ($39 (M&IE) x 75 %) = $29.25 = $ 84.25 

Day 2 $55 + $26 (PMR) = 81.00 

Day 3 $39 x 75% = 29.25 

TOTAL $ 194.50 

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Authorized FEML Locations/Destinations (JFTR/JTR) Appendix S 

APPENDIX S 

AUTHORIZED FEML LOCATIONS/DESTINATIONS 

A. Authorized Personnel. The FEML locations in the table below are authorized for a: 

1. Member and each command-sponsored dependent; and 

2. DOD civilian employee and each dependent (effective 2 Nov 2002), 

on permanent duty at the location. 

B. Unauthorized Personnel. JFTR/JTR contents do not apply to contractors or their employees at FEML 

locations. 

C. Authorization Period. A location shown is ‘authorized’ until removed from the list (regardless of the recertification 

date shown next to the destination). See JFTR, par. U7207-D2 (uniformed member) and JTR, par. 

C7700-D2 (DOD civilian employee). 

D. Immediate Changes. Changes made to the list, but not in print, may be found at 

http://www.perdiem.osd.mil/regchgs.htm. 

E. Authorized FEML Locations/Destinations 

Authorized FEML Location Command Authorized Re-certification 

Region Destination Due Date 

Albania, Tirana European Frankfurt 28 Feb 2010 

Algeria, Algiers European Frankfurt 28 Feb 2009 

Angola, Luanda European Frankfurt 28 Feb 2010 

Argentina, Buenos Aires Southern Miami 30 Apr 2009 

Armenia, Yerevan 

Australia 

European Frankfurt 28 Feb 2010 

Alice Springs Pacific Honolulu 31 Oct 2008 

*Learmouth (incl. Exmouth) Pacific Perth 31 Oct 2008 

Azerbaijan, Baku European Washington, DC 28 Feb 2010 

*Bahrain, Manama Central Baltimore *31 Jul 2010 

Bangladesh, Dhaka Pacific Honolulu 31 Oct 2008 

Barbados, Bridgetown Southern Miami 30 Apr 2009 

Belarus, Minsk European Frankfurt 31 Jul 2009 

Belize, Belmopan Southern Miami 30 Apr 2009 

Bolivia, La Paz Southern Miami 30 Apr 2009 

Bosnia, Sarajevo European Frankfurt 31 Jul 2009 

Botswana, Gaborone 

Brazil 

European Frankfurt 31 Jul 2009 

Brasilia Southern Miami 30 Apr 2009 

Rio de Janeiro Southern Miami 30 Apr 2009 

Sao Paulo Southern Miami 30 Apr 2009 

Bulgaria, Sofia European Frankfurt 28 Feb 2010 

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Burma, Rangoon Pacific Honolulu 31 Oct 2008 

Burundi, Bujumbura European Frankfurt 30 Nov 2008 

Cambodia, Phnom Penh Pacific Honolulu 31 Oct 2008 

Cameroon, Yaounde European Frankfurt 31 Jul 2009 

Chad, N’djamena European Frankfurt 31 Jul 2009 

Chile, Santiago Southern Miami 30 Apr 2009 

China, Beijing Pacific Honolulu 31 Oct 2008 

Colombia, Bogata Southern Miami 30 Apr 2009 

Cote D’Ivoire, (formerly Ivory Coast), Abidjan European Washington, DC 28 Feb 2010 

Costa Rica, San Jose Southern Miami 30 Apr 2009 

Croatia, Zagreb European Frankfurt 28 Feb 2010 

Cuba 

Guantanamo Bay Southern Jacksonville 30 Apr 2009 

Cuba, Havana 

(for USCG uniformed members only) 

USCG Miami 31 Jan 2010 

Cyprus, Nicosia European Frankfurt 28 Feb 2010 

Democratic Republic of Congo, Kinshasa European Frankfurt 31 Jul 2009 

Djibouti Central Baltimore *31 Jul 2010 

Dominican Republic, Santo Domingo Southern Miami 30 Apr 2009 

Ecuador, Quito Southern Miami 30 Apr 2009 

*Egypt, Cairo Central Baltimore *31 Jul 2010 

El Salvador, San Salvador Southern Miami 30 Apr 2009 

Estonia, Tallinn European Frankfurt 31 Jul 2009 

Ethiopia, Addis Ababa Central Baltimore *31 Jul 2010 

Fiji, Suva Pacific Honolulu 31 Oct 2008 

Gabon, Libreville European Paris 31 Jul 2009 

Georgia, Tbilisi European Frankfurt 28 Feb 2010 

Ghana, Accra 

Greece 

European Frankfurt 28 Feb 2010 

Athens European Frankfurt 31 Jul 2009 

Larissa European Frankfurt 28 Feb 2010 

Greenland, Thule 1/ European Baltimore 31 Oct 2008 

Guatemala, Guatemala City Southern Miami 30 Apr 2009 

Guinea, Conakry European Paris/Frankfurt 31 Jul 2009 

Guyana, Georgetown Southern Miami 30 Apr 2009 

Haiti, Port au Prince Southern Miami 30 Apr 2009 

Honduras, Tegucigalpa Southern Miami 30 Apr 2009 

Hong Kong Pacific Los Angeles 31 Oct 2008 

Iceland European Frankfurt 30 Sep 2007 

India, New Delhi Pacific Honolulu 31 Oct 2008 

Indonesia, Jakarta Pacific Honolulu 31 Oct 2008 

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Israel, Tel Aviv European Frankfurt 28 Feb 2010 

Ivory Coast, (See Cote D’Ivoire) 

Jamaica, Kingston Southern Miami 30 Apr 2009 

*Jordan, Amman Central Baltimore *31 Jul 2010 

*Kazakhstan, Astana Central Baltimore *31 Jul 2010 

*Kenya, Nairobi Central Baltimore *31 Jul 2010 

Kuwait Central Baltimore *31 Jul 2010 

Kyrgyzstan, Bishkek Central Baltimore *31 Jul 2010 

Laos, Vientiane Joint POW/MIA Honolulu 31 Oct 2006 

Latvia, Riga European Frankfurt 31 Jul 2009 

Lebanon, Beirut Central Baltimore *31 Jul 2010 

Libya, Tripoli European Frankfurt 31 Mar 2009 

Lithuania, Vilnius European Frankfurt 31 Jul 2009 

Macedonia, The Former Yugoslavia Republic of 

Macedonia, Skopje 


Madagascar, Antananarivo Pacific Frankfurt 31 Oct 2008 

Malaysia, Kuala Lumpur Pacific Sydney 31 Oct 2008 

Mauritania, Nouakchott (eff 28 Apr 2005) European Frankfurt 31 Mar 2009 

Mali, Bamako European Frankfurt 31 Jul 2009 

Mexico, Mexico City Northern San Antonio 31 Aug 2008 

Moldova, Chisnau European Frankfurt 31 Jul 2009 

Mongolia, Ulaanbaatar Pacific San Francisco 31 Oct 2008 

Montenegro, Podgorica European Frankfurt 28 Feb 2010 

Morocco, Rabat European Frankfurt 31 Jul 2009 

Mozambique, Maputo European Frankfurt 28 Feb 2010 

Namibia, Windhoek European Frankfurt 28 Feb 2010 

Nepal, Katmandu Pacific Honolulu 31 Oct 2008 

Nicaragua, Managua Southern Miami 30 Apr 2009 

Niger, Niamey 

Nigeria 


Abuja European Frankfurt 28 Feb 2010 

Lagos European Frankfurt 28 Feb 2010 

*Oman, Muscat Central Baltimore *31 Jul 2010 

*Pakistan, Islamabad Central Baltimore *31 Jul 2010 

Panama, Panama City Southern Miami 30 Apr 2009 

Paraguay, Asuncion Southern Miami 30 Apr 2009 

Peru, Lima Southern Miami 30 Apr 2009 

Philippines, Manila Pacific Honolulu 31 Oct 2008 

Poland, Warsaw European Washington, DC 28 Feb 2010 

*Qatar, Doha Central Baltimore *31 Jul 2010 

Romania, Bucharest European Frankfurt 31 Jul 2009 

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Russia, Moscow European Frankfurt 31 Jul 2009 

Rwanda, Kigali European Frankfurt 31 Jul 2009 

Saudi Arabia 

*Dhahran *Central *Baltimore *31 Jul 2010 

*Jeddah *Central *Baltimore *31 Jul 2010 

*Jubail *Central *Baltimore *31 Jul 2010 

*Khamis *Central *Baltimore *31 Jul 2010 

*King Khalid Military City *Central *Baltimore *31 Jul 2010 

*Riyadh *Central *Baltimore *31 Jul 2010 

*Tabuk *Central *Baltimore *31 Jul 2010 

*Taif *Central *Baltimore *31 Jul 2010 

Senegal, Dakar European Frankfurt 31 Jul 2009 

Serbia, Belgrade European Frankfurt 28 Feb 2010 

Singapore Pacific Honolulu 31 Oct 2008 

South Africa, Pretoria European Frankfurt 31 Jul 2009 

Sri Lanka, Columbo Pacific Frankfurt 31 Oct 2008 

Suriname, Paramaribo Southern Miami 30 Apr 2009 

Syria, Damascus Central Baltimore *31 Jul 2010 

Taiwan, Taipei Pacific Sydney 31 Oct 2008 

*Tajikistan, Dushanbe Central Baltimore *31 Jul 2010 

Tanzania, Dar Es Salaam European Baltimore 28 Feb 2010 

Thailand 

Bangkok Pacific Honolulu 31 Oct 2008 

Chiang Mai Pacific Honolulu 31 Oct 2008 

Trinidad and Tobago, Port of Spain Southern Miami 30 Apr 2009 

Tunisia, Tunis European Frankfurt 31 Jul 2009 

Turkey, Ankara European Frankfurt 31 Jul 2009 

Turkmenistan, Ashgabat Central Baltimore *31 Jul 2010 

Uganda, Kampala European Frankfurt 31 Jul 2009 

Ukraine, Kiev European Frankfurt 31 Jul 2009 

*United Arab Emirates, Abu Dhabi Central Baltimore *31 Jul 2010 

Uruguay, Montevideo Southern Miami 30 Apr 2009 

Uzbekistan, Tashkent Central Baltimore *31 Jul 2010 

Venezuela, Caracas Southern Miami 30 Apr 2009 

Vietnam, Hanoi Pacific Honolulu 31 Oct 2008 

*Yemen, Sanaa Central Baltimore *31 Jul 2010 

Zambia, Lusaka European Frankfurt 31 Jul 2009 

Zimbabwe, Harare European Frankfurt 31 Jul 2009 

1/ Exception to the 24-month tour requirement approved by ASD (FMP) memo dated 18 Mar 2002. 

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APP T: Standard Data Elements for Travel (JFTR/JTR) Table of Contents 

Table Contents 

I. Traveler Identification 

II. Commercial Transportation Information 

III. Travel Expense Information 

IV. Accounting and Certification 

APPENDIX T 

STANDARD DATA ELEMENTS FOR TRAVEL 

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APP T: Standard Data Elements for Travel (JFTR/JTR) Table of Contents 


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APP T: Standard Data Elements for Travel (JFTR/JTR) Appendix T 

APPENDIX T 

STANDARD DATA ELEMENTS FOR TRAVEL 

Table I: Traveler Identification 

Group Name Data Elements Description 

Travel Authorization/Order Authorization/Order Number Assigned by the appropriate office. 

Employee Name 

First Name, Middle Initial, Last 

Name 

Agency guidelines may specify the 

order, e.g., last name first. 

Must use a number, e.g., SSN, 

Employee Identification Employee Number 

vendor number, or other number 

that identifies the employee. 

Travel Purpose Identifier Site Visit 

Information Meeting 

Training Attendance 

Speech or Presentation 

Conference attendance 

Relocation 

Between Tours Travel 

Special Mission Travel 

Emergency Travel 

Other Travel 

Same as change of official station. 

Travel Period Start Date, End Date 

Month, Day, Year according to 

agency guidelines. 

Travel Type CONUS/Domestic 

Travel within continental United 

States. 

OCONUS/Domestic 

Travel outside continental United 

States. 

Foreign Travel to other countries. 

Leave Indicator Annual, Sick, Other 

Identifies leave type as the reason 

for an interruption of per diem. 

Either the corporate limits of city/ 

Official Duty Station City, State, Zip 

town or the reservation, station, 

established area where stationed. 

The geographical location where 

Residence City, State, Zip 

traveler resides, if different from 

official duty station. 

Payment Method 

EFT 

Treasury Check 

Imprest Fund 

Direct deposit via electronic funds 

transfer. 

The location designated by the 

Mailing Address Street Address, City, State, Zip traveler based on agency 

guidelines. 

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Table II: Commercial Transportation Information 

Group name Data elements Description 

Transportation Payment 

Method traveler used to purchase 

transportation tickets. 

Method Indicator GTR 

U.S. Government Transportation 

Request. 

GTCC - Central Billing Account 

A contractor GTCC centrally billed 

account. 

GTCC – Individually Billing IAW and as provided by agency 

Account 

Cash 

guidelines. 

A number that identifies the payment 

Transportation Payment 

Identification Number 

Payment ID Number 

for the transportation tickets, 

according to agency guidelines, (e.g., 

GTR number, GOV’T credit card 

number). 

Transportation Method Indicator Air (Premium Class) 

Air (Non-premium Class) 

Non-contract Air, Train, Other 

Common carrier used as 

transportation to TDY location. 

Local Transportation Indicator POC, Car rental, Taxi, Other 

Identifies local transportation used 

while on TDY. 

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Group name 

Table III: Travel Expense Information 

Data elements Description 

Per Diem 

Total Number of Days 

The number of days traveler claims 

to be on per diem status, for each 

official travel location. 

Total Amount Claimed 

Lodging, Meals & Incidentals 

The amount of money traveler 

claims as per diem expense. 

The amount of travel advance 

Travel Advance Advance Outstanding 

outstanding, when the traveler files 

the travel claim. 

Remaining Balance 

The amount of the travel advance 

that remains outstanding. 

Total number of days the traveler 

charged actual subsistence 

Subsistence Actual Days 

expenses. The number of days 

must be expressed as a whole 

number. 

Total amount of actual subsistence 

expenses claimed as authorized. 

Actual subsistence rate, per day, 

Total Actual Amount 

may not exceed the maximum 

subsistence expense rate 

established for official travel by 

the JFTR or JTR as appropriate. 

The amount of money the 

Transportation Method Cost Air (Premium Class) 

Air (Non-premium class) Noncontract 

Air, Train 

transportation actually cost the 

traveler, entered according to 

method of transportation. 

Other 

Bus or other form of 

transportation. 

Local Transportation POC Distance 

Total number of miles driven in 

POC. 

POC mileage expense 

Total amount claimed as 

authorized based on mileage rate. 

Car rental, Taxis, Other 

Different mileage rates apply based 

on type and use of the POC. 

The difference between the amount 

Constructive cost Constructive cost 

authorized to spend and the 

amount claimed. 

An amount of money previously 

Reclaim Reclaim amount 

denied as reimbursement for which 

additional justification is now 

provided. 

The sum of the amount of money 

claimed for per diem, actual 

Total Claim Total claim 

subsistence, mileage, 

transportation method cost, and 

other expenses. 

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Table IV: Accounting & Certification 

Group name Data elements Description 

Accounting Classification Accounting Code Agency accounting code. 

Non-Federal Source Indicator Per Diem, Subsistence, Transportation 

Non-Federal Source Payment 

Method. 

Check, EFT, Payment “in-kind” 

Signature/Date Fields Claimant Signature 

Date 

Claimant Signature 

Date 

Approving Officer Signature 

Date 

Certifying Officer Signature 

Date 

Indicates the type of travel 

expense(s) paid, in part or totally, 

by a non-Federal source. 

Total payment provided by non- 

Federal source according to 

method of payment. 

Traveler’s signature, or digital 

representation. The signature 

signifies the traveler read the 

“fraudulent claim/responsibility” 

statement. 

Date traveler signed “fraudulent 

claim/ responsibility” statement. 

Traveler’s signature, or digital 

representation. The signature 

signifies the traveler read the 

“Privacy Act” statement. 

Date traveler signed “Privacy Act” 

statement. 

Approving Officer’s signature, or 

digital representation. The 

signature signifies the travel claim 

is approved for payment based on 

authorized travel. 

Date Approving Officer approved 

and signed the travel claim. 

Certifying Officer’s signature, or 

digital representation. The 

signature signifies the travel claim 

is certified correct and proper for 

payment. 

Date Certifying Officer signed the 

travel claim. 

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APP U: Authorized R&R Locations/Destinations (JFTR/JTR) Appendix U 

APPENDIX U 

AUTHORIZED REST AND RECUPERATION (R&R) LOCATIONS/DESTINATIONS 

A. R&R Leave Transportation. See JFTR, par. U7300 (uniformed member) and JTR, par. C7750 (DOD civilian 

employee) for regulations concerning Funded Rest and Recuperative (R&R) Leave Transportation. 

B. Footnoted Locations. The footnoted locations are authorized R&R for specific missions only! 

C. Policy Exception. The appointed DOD Executive Agent for the USCENTCOM Rest and Recuperation Leave 

Program may combine R&R leave transportation with other official travel as exception to policy IAW OSD (P&R) 

memo of 12 October 2007. Any DOD Executive Agent delegation authority is limited to the General or Flag 

Officer level. 

D. R&R Locations/Destinations. The following are authorized Rest and Recuperation (R&R) locations/destinations 

for a Uniformed Services member and for a DOD civilian employee: 

Authorized R&R Command Authorized OCONUS Authorized CONUS Re-certification 

Location Region Destination 

Destination 

Due Date 

Afghanistan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Albania European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Bahrain 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Bosnia-Herzegovina European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Croatia European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Cuba, Joint Task Southern None NAS Jacksonville 30 Nov 2008 

Force–GITMO only 

NAS Norfolk 

Djibouti 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Hungary European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Iraq 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Joint Task Force - 

South West Asia 

(JTF-SWA) 1/ 

Central Frankfurt, Germany Baltimore, MD 31 Dec 2002 

Jordan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Kuwait 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Kyrgyzstan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Macedonia, Former 

Yugoslavia, 

Republic of 

European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Montenegro European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Oman 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Pakistan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Qatar 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Saudi Arabia 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

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APP U: Authorized R&R Locations/Destinations (JFTR/JTR) Appendix U 

Authorized R&R Command Authorized OCONUS Authorized CONUS Re-certification 

Location Region Destination 

Destination 

Due Date 

Serbia European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Slovenia European Frankfurt, Germany Baltimore, MD 31 Mar 2002 

Somalia 

Central Airport closest to the Airport closest to the leave 31 Jan 2009 

leave point 

point 

Syria 

Central Airport closest to the Airport closest to the leave 31 Jan 2009 

leave point 

point 

Tajikistan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

United Arab 

Central Airport closest to the Airport closest to the leave 30 Sep 2005 

Emirates 2/ 

leave point 

point 

Uzbekistan 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

Yemen 2/ Central Airport closest to the Airport closest to the leave 30 Sep 2005 

leave point 

point 

1/ Only for the mission of Operation Southern Watch. 

2/ Only for those providing support to Operations ENDURING FREEDOM and IRAQI FREEDOM. Before 19 

December 2003, the authorized destination was the APOD. Effective 19 December 2003 the authorized destination 

became the APOD with funded transportation authorized from the APOD to the airport closest to the leave point. 

Effective 5 February 2004 the Coalition Forces Land Component Commander was permitted to authorize R&R 

participants to travel via commercial air from the commercial airport nearest their AOR duty locations to the 

commercial airport nearest their leave locations. 

Per PDUSD (P&R) memo dated 21 June 2004, as of that date, a member of the U.S. Armed Forces who took R&R 

leave between 25 September 2003 and 18 December 2003 and personally procured transportation from the U.S. 

APOD to the leave point and return to the APOD, is authorized reimbursement retroactively for the 

transportation expenses actually incurred. Since a CTO/TMC and city-pair airfares were not available at that 

time, the member is authorized reimbursement of transportation costs NTE the policy-constructed airfare (see 

APP A) (JFTR, par. U3120-D2). This authority for retroactive reimbursement does not extend to a civilian 

employee. 

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THE JOINT TRAVEL REGULATIONS - Office of the General Counsel

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