TABLE OF CONTENTS
Topics | Sections |
3.1 What is the purpose of this chapter? 3.2 What is the scope of this chapter? 3.3 What is the overall policy? 3.4 What are the authorities for this chapter? 3.5 What terms do you need to know to understand this chapter? | |
3.6 What are the responsibilities related to travel payment methods? | |
3.7 When can employees use the travel charge card? 3.8 While on TDY, may employees obtain cash withdrawals using their travel charge card? 3.9 What is the total allowable amount of an ATM cash withdrawal for TDY travel? 3.10 What else must an employee be aware of when making an ATM cash withdrawal using their travel charge card for TDY travel? 3.11 Who is responsible for paying the travel charge card vendor? | |
3.12 When does the Service issue a travel advance? 3.13 How do travelers request a travel advance? 3.14 What are the minimum and maximum amounts for which the Service may issue a travel advance? 3.15 How does a traveler repay the Service for a travel advance? | |
3.16 What other methods may travelers use to pay for travel-related expenses? |
OVERVIEW
3.1 What is the purpose of this chapter? This chapter provides policy and procedures for U.S. Fish and Wildlife Service (Service) employees and non-employees (called “travelers” throughout) incurring charges for official Temporary Duty (TDY) travel on behalf of the Service.
3.2 What is the scope of this chapter?
A. This chapter covers travel payment methods for travelers conducting TDY travel.
B. This chapter does not cover:
(1) Permanent Change of Station (PCS) travel (see 266 FW 1),
(2) Temporary Change of Station (TCS) travel (see Federal Travel Regulation (FTR), Part 302, Subpart E), and
(3) Local travel in and around a permanent duty station (see 265 FW 12).
3.3 What is the overall policy?
A. Employees who anticipate traveling on official business must apply for the Government-issued travel charge card (travel charge card). The following guidelines apply to using travel charge cards:
(1) Employees must follow Federal, Department of the Interior (Department), and Service policies when using the travel charge card to pay for expenses. Employees must become familiar with the Service's charge card policies and the procedures in the Department’s Travel Charge Card Program Policy.
(2) Employees should limit the charges to their travel charge card to the amount allowed on their travel authorizations.
B. We may issue travel advances to travelers who do not have access to a travel charge card (e.g., non-employees) or who are traveling to areas where the travel charge card is not widely accepted. Interviewees may not receive a travel advance (see 265 FW 8).
C. Travelers may pay for expenses with cash or another personal method of payment when the travel charge card is not an option.
D. Employees may use their travel charge card to make an Automated Teller Machine (ATM) cash withdrawal (see sections 3.8 through 3.10).
3.4 What are the authorities for this chapter? See 265 FW 1 for a list of the authorities for all the chapters in Part 265.
3.5 What terms do you need to know to understand this chapter?
A. Approving officials are supervisors, Directorate members (i.e., Regional Directors; Assistant Directors; Director, National Conservation Training Center (NCTC); Chief, National Wildlife Refuge System (NWRS)), and other officials who approve travel-related transactions (e.g., authorizations and vouchers).
B. Centrally billed transactions are travel charge card expenses that are billed directly to and paid by the Government.
C. Charge Card Support Center (CCSC) is an office within the Interior Business Center (IBC) that provides operational and customer service support throughout the Department for the Government charge card program.
D. Electronic travel system (i.e., ConcurGov) is an automated, web-based process that Service employees and approving officials use to plan, document, manage, and monitor TDY travel (see 265 FW 2). ConcurGov is the Service’s current electronic travel system.
E. Government-issued travel charge card (also known as the GSA SmartPay Tax Advantage Travel Card) is a travel charge card the Government provides that employees use as the required form of payment for most authorized TDY travel-related expenses. The Department established the Government Travel Charge Card Program to provide a tool for simplified payment of official business travel services and expenses.
F. Individually billed transactions are travel charge card expenses that are billed directly to and paid by an individual cardholder. The cardholder must pay in full individually billed balances by the due date on the statement.
G. TDY travel is travel that is performed for official purposes and is over 50 miles from the traveler’s permanent duty station and commuting residence.
H. Travel advance is a direct deposit given to a traveler who does not qualify for the travel charge card, does not have ATM privileges, is awaiting issuance of a travel charge card, or is traveling to an area where the travel charge card is not widely accepted. The purpose of a travel advance is to assist a traveler in defraying the travel-related costs that must be paid with personal funds. Travel advances are limited to the amount required to pay for up to 30 days travel expenses for an official trip.
I. Travel Management Center (TMC) (i.e., Duluth Travel, Inc. and El Sol Travel, Inc.) is responsible for assisting travelers with booking and adjusting travel itineraries. The TMC charges higher fees to assist with booking travel and adjusting reservations than those associated with self-service booking through ConcurGov.
RESPONSIBILITIES
3.6 What are the responsibilities related to travel payment methods? See Table 3-1.
Table 3-1: Responsibilities for Travel Payment Methods
These employees… | Are responsible for… |
A. The Director | Approving or declining to approve Servicewide policy. |
B. Directorate members | Approving or declining to approve cash purchases of common carrier tickets over $100 (see section 3.16). |
C. Joint Administrative Operations (JAO), Administrative Operations Center (AOC), Financial Operations Division Chief | (1) Providing guidance on TDY travel-related issues as necessary, (2) Implementing policy for travel, and (3) Communicating organizational changes to the Service’s Financial and Business Management System (FBMS) Bureau Lead so that they do not negatively affect the review and approval of travel expenses. |
D. JAO AOC, Travel and Charge Card Operations Branch Chief | Providing guidance on TDY travel-related issues as necessary. |
E. JAO AOC Travel Team (i.e., Federal Agency Travel Administrators (FATA), Audit team, Help Desk team) | Providing travelers with guidance on the FTR and Departmental and Service travel policies. |
F. Approving officials (i.e., Directorate members, Project Leaders, or supervisors) | (1) Familiarizing themselves with TDY travel policy, and (2) Complying with the FTR and Departmental and Service travel policies. |
G. Travelers (charge card-related responsibilities are only applicable to employee travelers) | (1) Familiarizing themselves with TDY travel policy; (2) Complying with the FTR and Departmental and Service travel policies; (3) Applying for the travel charge card; (4) Ensuring their profile in the electronic travel system is up to date with the current travel charge card number and expiration date; (5) Paying the travel charge card vendor the full amount of the balance listed in the "New Balance" field on their account statement by the due date, regardless of whether the Service has issued payment for reimbursable expenses listed on the travel voucher; (6) Complying with the Department’s Travel Charge Card Program Policy; and (7) Using the electronic travel system in adherence with the FTR. |
H. Travel arrangers | (1) Familiarizing themselves with TDY travel policy, and (2) Using the electronic travel system in adherence with the FTR. |
GOVERNMENT-ISSUED TRAVEL CHARGE CARD
3.7 When can employees use the travel charge card? See Table 3-2.
Table 3-2: Travel Charge Card Use
Type of Expense | MUST USE Travel Charge Card | Use Travel Charge Card when Practical | DO NOT Use Travel Charge Card |
Transportation tickets (e.g., airline, rail, ferry, bus tickets) | X | ||
Transaction fees (e.g., travel booking fee, TMC fees) | X | ||
Lodging: hotel charge, fees, and taxes (if taxes are not waived by the vendor) | X | ||
Rental vehicles | X | ||
Fuel and oil for rental vehicles | X | ||
ATM cash withdrawals within 5 calendar days prior to the official travel and never after official travel status has ended | X | ||
Meals and other official expenses | X | ||
Local ground transportation while in TDY status (i.e., taxis, subways, and shuttle buses) | X | ||
Ride hails or rideshares, including a maximum 20% tip | X | ||
Laundry and dry cleaning (when domestic trip exceeds 5 consecutive nights)1 | X | ||
Parking | X | ||
Expenses for a person other than you2 | X | ||
Fuel or repair services for a privately owned vehicle or Government-owned vehicle | X | ||
Reservation of a block of sleeping rooms, meeting rooms, equipment, or related services3 | X | ||
Conference, training, and registration fees | X | ||
Rental vehicles for personal or unofficial use | X | ||
Consultant or contractor travel4 | X |
1 Foreign and Outside of the Continental United States (OCONUS) laundry expense is already included in Meals and Incidental Expense (M&IE) rates.
2 Employees must not use their travel charge card to purchase anything for anyone else, whether the other person is an employee or non-employee traveler (e.g., spouse, co-worker, speaker at a conference, etc.).
3 Contract or Government-issued purchase charge card must be used.
4 Contract must be used.
3.8 While on TDY, may employees obtain cash withdrawals using their travel charge card? Yes.
A. Employees who have travel charge cards with ATM cash withdrawal authorization may withdraw cash to cover the pre-authorized allowance for M&IE, plus reimbursable expenses paid with personal funds.
B. They may only take an ATM cash withdrawal in the 5 calendar days before beginning travel (no sooner) or while in travel status. Employees must not use their travel charge card to withdraw cash after a TDY trip.
3.9 What is the total allowable amount of an ATM cash withdrawal for TDY travel?
A. We limit cash withdrawals to the lesser of the following two amounts:
(1) The employee's expected allowance for M&IE and reimbursable out-of-pocket expenses, such as local transportation at the TDY location and parking, or
(2) $270 per day, but no more than $560 per week.
B. Employees must not take ATM cash withdraws for expenses that they have also charged to their travel charge card.
3.10 What else must an employee be aware of when making an ATM cash withdrawal using their travel charge card for TDY travel?
A. Employees are charged a cash advance fee for ATM withdrawals and may be charged:
(1) An ATM access fee for using an ATM that is not associated with the travel charge card vendor,
(2) A service fee assessed by the travel charge card vendor, and
(3) An over-the-border fee when traveling OCONUS.
B. The employee must attach ATM cash withdrawal receipts to their receipt packet in the electronic travel system to claim fees associated with an ATM cash withdrawal.
C. Employees may only claim for reimbursement the fees associated with withdrawal, not the amount of the cash withdrawal itself.
3.11 Who is responsible for paying the travel charge card vendor? The employee is responsible for paying the vendor the full amount of the balance listed in the "New Balance" field on their account statement by the due date, regardless of whether the Service has issued payment for reimbursable costs listed on the travel voucher.
TRAVEL ADVANCES
3.12 When does the Service issue a travel advance? We may issue a travel advance on a limited basis if the traveler:
A. Declines the travel charge card,
B. Does not qualify for the travel charge card,
C. Does not have ATM authorization,
D. Is waiting for the Service to issue a travel charge card, or
E. Is traveling to a location where the travel charge card is not widely accepted.
3.13 How do travelers request a travel advance?
A. Travelers must apply by completing the Advance of Funds Application and Account form (SF-1038) and sending the form to the IBC.
B. If approved, the Service deposits the travel advance in the traveler's bank account using an electronic funds transfer.
3.14 What are the minimum and maximum amounts for which the Service may issue a travel advance?
A. We do not issue travel advances for less than $50.00, except in cases of financial hardship. Travelers applying for an advance in an amount less than $50.00 must include a justification with the request for the advance.
B. We limit the maximum amount of a travel advance to:
(1) 80% of the traveler's expected M&IE allowance, when the traveler is getting the advance because of the circumstances in section 3.12A above.
(2) 80% of the traveler's per diem allowance (i.e., lodging and M&IE), when the traveler is getting the advance because of one of the circumstances in sections 3.12B through E above.
3.15 How does a traveler repay the Service for a travel advance? Travelers must account for the travel advance and repay the Service for travel either through the travel voucher process or by issuing a check to the Service.
A. If a traveler received an advance, they must complete the Travel Advance Liquidation Form (FWS Form 3-2389) and attach it to the receipt packet.
(1) If the travel advance exceeds the reimbursement due to the traveler, they must issue a check payable to the Service for the difference (must be sent prior to filing the travel voucher and include the travel authorization number).
(2) If the travel advance does not exceed the reimbursement due to the traveler, they do not issue a check payable to the Service. Instead, they process the travel voucher without reducing reimbursement amounts. IBC then deducts the amount of the advance from the overall reimbursement owed to the traveler.
B. IBC will liquidate the advance within 5 business days of the travel voucher approval in the electronic travel system.
OTHER PAYMENT METHODS
3.16 What other methods may travelers use to pay for travel-related expenses? Travelers may use cash, a personal credit card, or another personal form of payment to pay for travel-related expenses when a vendor does not accept the travel charge card or paying with the travel card is not practical or possible. The Service then reimburses the traveler for allowable expenses. Cash purchase of official common carrier tickets over $100 requires approval by the supervising Directorate member on the TDY Travel – Discretionary and Trip-by-Trip Entitlements Form (FWS Form 3-2388), which must be included as part of the travel authorization.