TABLE OF CONTENTS
| Topics | Sections |
|---|---|
| OVERVIEW | 4.1 What is the purpose of this chapter? 4.2 What is the scope of this chapter? 4.3 What are the authorities for this chapter? 4.4 What terms do you need to know to understand this chapter? |
| RESPONSIBILITIES | 4.5 Who is responsible for the proper use of Optional Form (OF)-1164, Claim for Reimbursement for Expenditures on Official Business? |
| ALLOWABLE EXPENSES | 4.6 What expenses can an employee claim on an OF-1164 for reimbursement? 4.7 What expenses cannot be claimed on an OF-1164? |
| PAYMENT PROCEDURES | 4.8 What are the procedures for processing an OF-1164 for payment? |
OVERVIEW
4.1 What is the purpose of this chapter? This chapter provides policy and procedures for U.S. Fish and Wildlife Service (Service) employees claiming reimbursement of official business expenses.
4.2 What is the scope of this chapter?
A. This chapter provides guidance on expenses we can reimburse employees for on Optional Form (OF)-1164, Claim for Reimbursement for Expenditures on Official Business.
B. This policy does not cover:
(1) Reimbursing costs for employees on temporary duty (TDY) travel (see 265 FW 7, TDY Travel – Employee Reimbursement) or for a Permanent Change of Station (PCS) (see Part 266), or
(2) Reimbursing volunteers (see 150 FW 3).
4.3 What are the authorities for this chapter?
A. Debt Collection Improvement Act of 1996 (Public Law 104-134).
B. Electronic Authentication Policy, Federal Register, January 3, 2001 (Volume 66, Number 2), U.S. Department of the Treasury, Bureau of the Fiscal Reserve.
C. Expenses of Training (5 U.S.C. 4109).
D. False Claims (31 U.S.C. 3729).
E. False, Fictitious, or Fraudulent Claims (18 U.S.C. 287).
F. Federal Acquisition Regulation (FAR) (48 CFR).
G. Federal Travel Regulation (FTR) (41 CFR 301-304).
H. Government Accountability Office (GAO) Principles of Federal Appropriations Law (the Red Book).
I. Prompt Payment (5 CFR 1315).
J. Vouchers (31 U.S.C. 3325).
K. 347 Departmental Manual (DM) 1, Travel Policy Issuance System.
4.4 What terms do you need to know to understand this chapter?
A. Accounts Payable Document Content Manager (AP_DCM) is a role in the Financial and Business Management System (FBMS) that is responsible for scanning payment cover sheets and vendor invoices and electronically routing these documents to the Accounts Payable Technician at the Interior Business Center (IBC) for payment.
B. Commuting residence is the location where an employee commutes to and from work the majority of the time. It is not necessarily the location listed on the employee’s personnel forms.
C. Local travel is travel that does not meet the distance requirement for TDY travel. Local travel includes Government and commercial flights to locations fewer than 50 miles from the permanent duty station or commuting residence.
D. Permanent duty station, for the purposes of local travel, means the street address to which the employee most commonly reports (i.e., the majority of the time).
E. TDY travel is travel that is performed for official purposes and is over 50 miles from both the employee’s permanent duty station and commuting residence.
RESPONSIBILITIES
4.5 Who is responsible for the proper use of OF-1164, Claim for Reimbursement for Expenditures on Official Business? See Table 4-1.
Table 4-1: Responsibilities for Proper Use of the OF-1164
| This employee… | Is responsible for… |
|---|---|
| A. The Director | Approving or declining to approve Servicewide policy. |
| B. The Assistant Director – Business Management and Operations through the Division of Financial Management | Ensuring that there is an up-to-date policy in place for reimbursing employees for official expenses on an OF-1164. |
| C. Project Leaders/ Supervisors (Approving Officials) | Ensuring that: (1) Claims are properly prepared, (2) Expenses are authorized and allowable and the associated amounts are accurate, and (3) Required documentation (i.e., justifications) and receipts are attached. |
| D. Employees | (1) Submitting claims for reimbursement within the fiscal year they incur the expenses, (2) Submitting complete claims with all required documentation, and (3) Obtaining necessary approvals prior to submission. |
ALLOWABLE EXPENSES
4.6 What expenses can an employee claim on an OF-1164 for reimbursement? See Table 4-2.
Table 4-2: Types of Expenses, Instructions, and Documentation Required
| Expense Type | Instructions and Documentation Required |
|---|---|
Airport Shuttle (non-TDY) | 1) Include tip (not to exceed 20% or $2 if no shuttle fee) in the amount claimed. (2) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12, Local Travel). (3) Include the receipt (required if over $5.00). |
| Bicycle Rental | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Bus Fare | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Emergency Purchases | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, (3) Certification by the approving official that the purchase was necessary to complete the field assignment, and (4) Receipt. |
| Faxes and Copies ($100 maximum) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, and (3) Receipt. |
| Ferry Expenses | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Global Airport Entry Membership (not associated with specific TDY trip) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, (3) Statement that the employee travels internationally three or more times per year, and that his/her/their lost productive time going through customs outweighs the membership fee, and (4) Receipt. |
| Late Payment Penalty (Travel and Transportation Reform Act of 1998) | (1) This allowance is for travel vouchers that were filed correctly in the Electronic Travel System (ETS), but were not paid within 30 calendar days of electronic signature. (2) Contact your Federal Agency Travel Administrator (FATA) for instructions on how to calculate the penalty, along with the current Treasury rate. |
| Mass Transit | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Miscellaneous | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted and issuing a contract is not feasible, and (3) Receipt. |
| Parking Fees | Receipt (required if over $5.00). |
| Passport Photo (not associated with specific TDY trip). To claim expense, the passport must be an official Government passport obtained through the Department’s Passport Office. The Service does not reimburse employees for obtaining a passport photo for their personal passports. | Include: (1) Justification that the purchase was necessary for official business and is not for a personal use passport, (2) Statement that the Government charge card is not accepted, and (3) Receipt. |
| Postage Due on Official Mail | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, and (3) Receipt. |
| Privately-Owned Vehicle Mileage (POV) | (1) Mileage is paid at the applicable General Services Administration (GSA) rate and generally changes on January 1st of each year (see GSA’s POV website). (2) If you used your POV in lieu of an authorized/available Government-Owned Vehicle (GOV), a reduced mileage rate applies. (3) The Service cannot require employees to drive or accept the responsibility of transporting other employees in their POVs. (4) Fines for parking or traffic violations while performing approved local travel are not reimbursable. (5) Attach a map printout (e.g., Google Maps, MapQuest) showing the mileage of the route taken. (6) Deduct normal commuting mileage (deduction should be clearly notated) (see 265 FW 12). |
| Professional Liability Insurance (Law Enforcement Officers, Supervisors, and Management Officials) | (1) Amount claimed must be the lesser of 50% of the premium or $150 per year (see 228 FW 1). (2) Include an invoice or statement from the insurance company. |
| Registration Fees for Meeting Attendance (not membership fees for professional organizations – see 212 FW 4) | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, and (3) Receipt. |
| Roadside Assistance for a Flat Tire on a Rental Car | (1) This allowance is for rentals under the Government’s car rental agreement only, and is only used if the rental car company refuses to repair the flat tire. (2) The availability of a spare tire and tools in the car does not impact approval of the claim. (3) The claim may include towing costs if towing is required to repair the flat. (4) Include the receipt. |
| Streetcar Fare | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Taxicab (includes Uber, Lyft, or any similar corporation offering taxi services) | (1) Include tip (not to exceed 20%) in the amount claimed. (2) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (3) Include justification of why you took a taxi instead of using mass transit or bus shuttles, such as the Main Interior – Skyline Shuttle. (4) Include the receipt (required if over $5.00). |
| Tolls | (1) Deduct normal commuting cost from amount claimed (deduction should be clearly notated) (see 265 FW 12). (2) Include the receipt (required if over $5.00). |
| Training Supplies and Tuition | Include: (1) Justification that the purchase was necessary for official business, (2) Statement that the Government charge card is not accepted, and (3) Receipt. |
| Vehicle Repair – GOV or Leased Vehicle Only | Include: (1) Statement as to why you didn’t use a Government fleet or a purchase card, (2) Statement explaining that a Service or GSA mechanic was not available to repair or tow the vehicle, (3) Statement that you followed Government and GSA policies, and (4) Receipt. |
4.7 What expenses cannot be claimed on an OF-1164? Employees cannot claim the following expenditures on an OF-1164:
A. Authorized cash purchases for supplies, equipment, or services made while the employee is in travel status, TDY or PCS (see Parts 265 (TDY) and 266 (PCS) of the Service Manual). These costs are claimed along with the employee’s other travel costs.
B. Cash advances for official travel purposes (employees should use a Standard Form (SF)-1038, Advance of Funds Application and Account).
C. Cash awards or bonuses to employees (see 224 FW 4) or volunteers (see 150 FW 3).
D. Cash settlements to employees or former employees. Generally, the settlement includes a portion for past salaries that is taxable.
E. Employee salary.
F. Volunteer reimbursements (see Part 150 of the Service Manual and 265 FW 12).
G. Financial planning services (see 228 FW 4).
H. Fitness center member fees (see 228 FW 3).
I. Gasoline, maintenance, and car repair costs for:
(1) POV: These costs are built into the POV mileage rate.
(2) GOV: Employees must use the Government fleet card for these types of expenses whenever possible.
J. Gifts to current and former employees. This includes retirement gifts and monetary and non-monetary awards to current and former employees. If you are unsure about whether or not a purchase related to an employee gift could be claimed on an OF-1164, contact your Regional Human Resources office (or the Division of Human Resources in Headquarters) for guidance and clarification.
K. Gift cards.
L. Home sale incentive awards associated with a PCS move (see Part 266 of the Service Manual).
M. Insurance for rental car use for local travel.
N. Internet services and broadband expenses for employees who work from home.
O. Items that employees should buy using the Government-issued purchase or travel charge card (or contract if it exceeds the micro-purchase threshold).
P. Local travel within a TDY or PCS.
Q. Parking and traffic violations.
R. PCS expenses.
S. Personal services of temporary, seasonal, laborer, or contractor personnel.
T. Purchase of controlled property or equipment (see Part 310 of the Service Manual).
U. Refreshments for meetings or training sessions. If authorized by law, employees may buy refreshments in non-TDY situations with a Government purchase card or contract. Reimbursement on an OF-1164 is only allowed if the card was not accepted or used. Buying refreshments during TDY trips is governed by the Federal Travel Regulation and Departmental and Service TDY policies. For additional guidance and procedures on purchasing refreshments in non-TDY instances, contact your Regional Budget and Finance and Contracting offices (or the Divisions of Financial Management or Contracting and General Services in Headquarters).
V. Stipends or estimated out-of-pocket expenses (the Internal Revenue Service considers such reimbursements as taxable income).
W. TDY expenses.
X. Tort claims (see 401 FW 1).
Y. Utility bills (including wireless).
PAYMENT PROCEDURES
4.8 What are the procedures for processing an OF-1164 for payment?
A. An employee can prepare the OF-1164 electronically or in hard copy format.
B. The employee should clearly state the purpose of the claim and provide dates. Both the employee and the supervisor must sign and date the form.
C. The claim must be supported by the documentation we describe in Table 4-2.
D. The supervisor must review and approve the claim, certifying that it:
(1) Is authorized and allowable,
(2) Includes proper itemization of expense(s), and
(3) Includes receipts or other required documentation.
E. When possible, employees should only submit an OF-1164 when the cumulative reimbursement amount exceeds $10.00.
F. Employees must submit the form to an Accounts Payable Document Content Manager (AP_DCM) for uploading into FBMS (see 261 FW 3 for detailed instructions).