265 FW 1
Supersedes 265 FW 1, FWM 334, 11/03/98
Date: December 10, 2009
Part 265: Travel
Originating Office: Division of Financial Management
1.1 What is the purpose of this chapter? This chapter provides an overview of the U.S. Fish and Wildlife Service (Service) requirements and responsibilities governing temporary duty (TDY) travel and introduces the policies in Part 265 of the Service Manual.
1.2 What is the scope of Part 265?
A. Part 265 provides guidance to people conducting TDY travel on behalf of the Service, as well as other employees with other travel-related responsibilities. Part 265 does not cover local travel, travel associated with a permanent change of station (PCS), or travel associated with a temporary change of station (TCS).
B. Table 1-1 shows the differences between TDY, local, PCS, and TCS travel and where employees can find guidance on each type of official travel.
1.3 How is Part 265 organized? We organized the chapters in Part 265 in the same order that someone would complete the travel process. Table 1-2 summarizes the content of Part 265.
1.4 What is the Service policy on TDY travel? We authorize official TDY travel as a program and mission enabler. Employees should read the chapters in Part 265 and consider the following principles when planning, performing, or approving official travel:
A. The traveler must:
(1) Conduct official travel in the most cost-effective and efficient manner necessary to accomplish Government business.
(2) Exercise the same care when incurring expenses on official travel that a prudent person would exercise if traveling at personal expense.
(4) Document all travel arrangements, travel authorizations, and travel vouchers in our electronic travel system.
B. The traveler's supervisor must issue written authorization in advance of all official travel, except in emergencies. Emergency travel includes both official emergencies (e.g., fire-related travel) and personal emergencies (e.g., immediate return from a TDY trip due to a family member's hospitalization or death).
1.5 What are the authorities for Part 265?
A. Department of the Interior (Department) Travel Policy Issuance System (347 DM 1).
B. Federal Travel Regulation (FTR) (41 CFR 301-304).
1.6 Who is responsible for the travel process?
A. The Director approves:
(1) Policy about travel,
(2) Unlimited Open Travel Authorizations as appropriate (see 265 FW 4), and
(3) Sponsorship or co-sponsorship of large meetings and conferences (see 265 FW 11).
B. The Assistant Director – Business Management and Operations:
(1) Approves requests for per diem reimbursement for travel 30-50 miles from the traveler's residence or permanent duty station, and
(2) Issues extended exceptions to the 50-mile requirement for specific TDY locations.
C. Regional Directors, Assistant Directors, and the Chief - Office of Law Enforcement:
(1) Initiate Unlimited Open Travel Authorizations as appropriate (see 265 FW 4),
(2) Approve some discretionary entitlements, including actual subsistence at 101-300% of the per diem rate for the TDY location and allowable use of business class transportation (see 265 FW 5 and 265 FW 6),
(3) Approve sponsorship or co-sponsorship of small meetings and conferences, and
(4) Issue guidance on travel-related issues as necessary.
D. Regional Travel Coordinators:
(1) Give employees guidance on Regional and Servicewide travel policies,
(2) Assist employees who encounter travel-related issues,
(3) Review and approve travelers' User Access Forms, and
(4) Work with the Division of Financial Management - Headquarters to identify and resolve travel policy issues.
E. Regional Federal Agency Travel Administrators (FATA):
(1) Assist travelers in obtaining user profiles for the electronic travel system,
(2) Perform administrative tasks in the system, and
(3) Run reports from the system to meet management needs.
F. Approving Officials (i.e., supervisors or officials at least one level above the traveler):
(1) Issue Limited Open Travel Authorizations (see 265 FW 4);
(2) Approve Trip-by-Trip Authorizations and discretionary entitlements by digitally signing the authorization in the electronic travel system, by signing a printed copy of a Trip-by-Trip Authorization, or by signing a copy of FWS Form 3-2388 (see 265 FW 4);
(3) Review travel vouchers, receipts, and supporting documentation (see 265 FW 7); and
(4) Give employees guidance on the travel process or tell them who to call for help (see section 1.8).
G. Travelers and Travel Arrangers:
(1) Complete a User Access Form to obtain a traveler profile in the electronic travel system,
(2) Request approval to conduct official travel before taking a trip (see 265 FW 4),
(4) Travel in compliance with the FTR and Departmental and Service policy (see 265 FW 4-7),
(5) Provide receipts and documentation in the electronic travel system after a trip (see 265 FW 7),
(6) Submit a travel voucher for reimbursement in the electronic travel system (see 265 FW 7), and
(7) Issue payment to the Government charge card vendor for individually billed travel-related costs within the required timeframe (see Service Integrated Charge Card Program Guidance).
1.7 What terms do you need to know to understand Part 265? You can find any travel-related terms used in Part 265 in the glossary of common travel-related terms in Appendix A of the Temporary Duty Handbook: A Guide to the TDY Process.
1.8 What resources are available to assist employees with the TDY travel process? We have many resources to help you with the TDY travel process. If you need help with a specific travel-related issue, see Appendix D of the Temporary Duty Handbook: A Guide to the TDY Process for contact information.
For information on the content of this chapter, contact the Division of Financial Management. For more information about this Website, contact Krista Holloway in the Division of Policy and Directives Management.