212 FW 3, Acceptance of Travel Expenses
Date: June 12, 1995
Series: General Administration
Part 212: Ethics
Originating Office: Division of Personnel Management
3.1 Purpose. The purposes of this chapter are to:
A. Assign the approving authority for the acceptance of employee travel expenses from non-Federal sources under 31 U.S.C. 1353.
B. Set forth the responsibilities of ethics counselors regarding the payment of travel expenses by non-Federal sources.
C. Establish the approval process for receiving travel payments from non-Federal entities.
3.2 Scope. The provisions of this order apply to all Service employees.
3.3 Authority. This chapter is promulgated under the following authorities.
A. 31 U.S.C. 1353;
B. 41 CFR 304-1.4;
C. Memorandum from the Deputy Agency Ethics Official dated December 21, 1993, Policy on Acceptance of Travel Expenses From Non-Federal Sources Under 31 U.S.C. 1353; and
D. Ethics and Conduct Information Bulletin No. 93-1, December 1993.
3.4 Policy. The statutory provisions of 31 U.S.C. 1353 grant Executive branch departments and agencies the authority to accept travel expenses from non-Federal sources for employees traveling on certain official Government business. Regulations implementing this statute have been issued by the General Services Administration and are contained in 41 CFR 304-1.4. In December 1993, the Department delegated authority for approving the payment of travel expenses by outside entities under 31 U.S.C. 1353 from the respective Assistant Secretaries to the bureau and office levels.
A. Regional Directors and Assistant Directors are responsible for approving the acceptance of employee travel expenses from non-Federal sources under 31 U.S.C. 1353. This authority cannot be further assigned.
B. Ethics counselors are responsible for:
(1) Ensuring implementation and adherence to the approval procedures contained in Appendix 1 for the acceptance of payment from a non-Federal source for travel expenses under 31 U.S.C. 1353.
(2) Providing assistance to officials in all areas concerning employee travel payments by non-Federal sources.
(3) Conducting a technical compliance review of requests for the acceptance of travel payments from non-Federal entities under 31 U.S.C. 1353 as documented in Appendix 1.
(4) Forwarding to the Division of Personnel Management, upon request from the Deputy Ethics Counselor, a copy of each approved DI-2000, Report of Payment Accepted from a Non-Federal Source Under 31 U.S.C. 1353, showing payments in excess of $250 for preparation of the required semi-annual report to the Office of Government Ethics.
C. Employees are responsible for following the procedures set forth in Appendix 1 for obtaining approval for accepting non-Federal payments for employee travel.
3.6 Payment. Payment from a non-Federal source may be made in the form of a check or similar instrument made payable to the Service. Employees may accept payments-in-kind (e.g., an airline ticket) on behalf of the Service and other payments when authorized to do so. Employees may not accept cash.
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