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Part 301-10 Transportation Expenses



GENERAL

301-10.1 - I live within commuting distance to two airports that have city-pair contract airline service, which airport should I use?
You should use the airport that will allow accomplishment of your official travel in the most expedient and cost effective manner.

301-10.2 - If I travel by an indirect route or by a mode of transportation that is not the most advantageous to the Government, how will my reimbursement be computed?
You will be reimbursed the lesser of the actual cost incurred or the constructive cost of traveling by the most advantageous mode.

301-10.3 - What mode of transportation is considered most advantageous to the Government?
Generally, travel by commercial air is the most advantageous mode of transportation for conducting official business.  When commercial air is not available, the most expeditious, cost beneficial mode will be considered the most advantageous.

COMMON CARRIER TRANSPORTATION

301-10.50 - Who approves use of First Class Airline accommodations?
Only the Assistant Secretary - Policy, Management and Budget may approve utilization of First Class accommodations.  (See 205 DM 15.8 http://elips.doi.gov/elips/release/3036.htm and Financial Administration Memorandum No. 88-018 (II G.1.), dated March 2, 1988.

301-10.51 - Why is the approval authority kept at this level?
Each year the Department must report all first-class airline accommodations used to Congress and show the comparison of cost between contract city-pair cost or tourist fare cost if there is no city-pair.

USE OF CONTRACT CITY-PAIR FARES

301-10.107 - Is DOI a mandatory user of the city-pair airline contract?
Yes, DOI is a mandatory user of the GSA city-pair contract

301-10.108 - If I do not use a city-pair contract airline and one is available, will I be reimbursed for the cost of the airline ticket?
Your reimbursement will be limited to the price of a ticket using the city-pair airline carrier.

301-10.109 - Can we authorize contractors to use the city-pair fares?
No.  If you issue the contractor a letter of identification, the contractor may negotiate with the airline.

USE OF UNITED STATES FLAG AIR CARRIER

301-10.135 - What is the difference between a code share and a bilateral or multilateral transportation agreement?
A code share agreement is when two or more airlines providing service over the same route agree to accept the tickets of the other airline and share the revenue with the other airline(s) which is (are) a party to the agreement.  Under a code share agreement, the flight number will be a US flag carrier flight number and the ticket will always be issued in the name of the U. S. flag carrier.  The equipment and crew may be foreign or domestic.

A bilateral or multilateral transportation agreement is an agreement authorized and controlled by the Department of Transportation allowing a foreign air carrier to operate in the United States under its own name similar to a U.S. flag air carrier.  Currently there are no bilateral or multilateral transportation agreements in effect.

301-10.136 - What affect does additional aircraft changes within the United States have on my ability to use a foreign flag air carrier?
None.  Exceptions to the use of a U.S flag carrier are based on aircraft changes outside the United States.

301-10.137 - Who can approve use of a foreign air carrier as a matter of necessity in accordance with 41 CFR 301-138?
The Assistant Secretary – Policy, Management and Budget has reserved this approval authority at that level (See 205DM15 Travel and Transportation).

301-10.138 - If I meet one of the exceptions and complete a certificate required by Sec 301-10.141 and Sec 301-10.142, who must approve the certificate?
You as the traveler must complete the certificate and obtain your travel approving official's signature indicating his/her concurrence.

301-10.139 - What is the disposition of the certificate once it has been signed by the travel approving official?
A copy of the certificate will be provided to the TMC location where the reservations were made and a copy will be filed with the travel voucher covering the trip.

301-10.140 - Must I provide a copy of my travel authorization to the TMC to document my need for the travel itinerary chosen?
Yes, you must provide the TMC with a copy of your trip-by-trip travel authorization for all foreign travel.  The travel authorization must show your approved duty locations, rest stops, and places of approved leave.

301-10.141 - If I complete my certificate and do not have a trip-by trip travel authorization showing the details of my itinerary, will the TMC issue my ticket?
No, the TMC will not issue a ticket for foreign travel until the travel is documented with a copy of your trip-by-trip travel authorization showing the necessity for the itinerary chosen.

301-10.142 - If my foreign travel is totally outside the United States does the use of U.S. flag air carrier rules still apply?
Yes.  However, if your foreign location is not served by a TMC you will not have to furnish a copy of your documentation to the TMC.  Copies will still be required for the travel voucher.

301-10.143 - If my travel is wholly within one foreign country and there are no U.S. flag air carriers or code share air carriers operating in the area, what documentation must I provide?
Your travel voucher should be supported by a signed statement showing that there are no U.S. flag or code share air carriers that can provide you service.

TRAIN

301-10.160 - I prefer to use a train to perform my travel, may I travel by train and be reimbursed all my travel expenses?
Your reimbursement will be limited to the lesser of your actual expenses or the constructive travel cost of traveling by air using the lowest city-pair airline fare where available.  Leave will be charged for any work hours used in excess of those required for travel by air.

301-10.161 - If I use first class train accommodations without prior approval, what is the consequences of my actions?
Your reimbursement will be limited to the lesser of the cost of traveling by coach class train or air using the city-pair airline fare where available.  Leave will be charged for any work hours used in excess of those required for travel by air.

GOVERNMENT VEHICLES

301-10.220 - May a bureau or office purchase accident insurance for a Government automobile that is used for official business in a foreign country?
Yes, if the insurance is deemed necessary or required by the laws of the foreign country.  

301-10.221 - Who is responsible for issuing detailed guidance on use of Government automobiles for official travel?
Each bureau or office with control over Government automobiles is responsible for  issuing the policies necessary to ensure proper care and use of the automobiles.

PRIVATELY OWNED VEHICLE (POV)

 301-10.301 - If I use my POV for approved official duties in and around my duty station, will I be reimbursed?
Yes, if you have approval to use your POV, you will be reimbursed for the miles driven, tolls, and parking fees incurred while away from your office.

301-10.302 - If I have approval to use my POV to travel  to an alternate work site near my duty station what will I be reimbursed?
You will be reimbursed the increased cost you incur, not to exceed the mileage allowance for the additional miles driven plus the increased tolls and parking fees incurred.

301-10.303 - If I routinely use my POV for travel from my residence to a worksite, is this reimbursement taxable?
Yes, if the travel is routine and represents the majority of workdays in a work year.   

301-10.304 - Must I use my POV for official travel?
No, you cannot be required to use your POV to perform official travel.

301-10.305 - May I be reimbursed mileage to go from my residence to the office or a designated location to pick up a government vehicle to be used for travel requiring overnight lodging?
Yes, if use of a government owned vehicle is directed or deemed advantageous, the travel to pick up a government vehicle is the same as going to a commercial terminal to change modes of transportation.

301-10.306 - Will DOI reimburse me for additional insurance coverage because I use my POV for official travel?
No, the cost of insurance is factored into the mileage rate paid for using a POV.

TAXICABS, SHUTTLE SERVICES, OR OTHER COURTESY TRANSPORTATION

301-10.420 - If use of a taxi has been authorized for travel from or to my residence to my office on the day I depart on or return from  a trip requiring overnight lodging,  may I also be authorized to use a taxi for travel to or from my office to the common carrier terminal?
Yes, you may be authorized to use a taxi to or from your office to a common carrier terminal in addition to the use of a taxi to or from your residence when departing or returning from a trip that requires over night lodging.

301-10.421 - May I be reimbursed for the cost of a taxi to go from my residence to the office or a designated location to pick up a government vehicle to be used for travel requiring overnight lodging?
Yes, if use of a government owned vehicle is directed or deemed advantageous, the travel to pick up a government vehicle is the same as going to a commercial terminal to change modes of transportation.

301-10.422 - Must I use shuttle service or courtesy transportation when provided free or at nominal cost?
Yes, unless the use of the shuttle service or courtesy transportation would adversely affect the accomplishment of your travel or unduly extend your time in a travel status.

RENTAL VEHICLES

301-10.501 - What rental car company does the Department require me to use?
The Department does not require you to use any one particular rental car company; however, your selection must be a company that is under contract to DOD and should be the lowest cost when all factors are considered (ie, location of the pick up and drop off points and availability of compact size rental rates).

301-10.502 - Why must I rent from a company that has a contract with DOD?
DOD administers a contract for all Government agencies and the companies covered by the contract must provide current model cars and insurance as part of the rental fee.  In addition, the companies may not charge for authorizing additional government drivers.  Non Government employees and family members not performing official travel and holding a current travel authorization may not drive a rental car.  A copy of the current rental car agreement is located at  http://www.dtstravelcenter.dod.mil/Docs/Rental_Agreements.pdf.

301-10.503 - What size car may I rent?
You are authorized to rent a compact size car, unless you are transporting a large amount of Government property that requires a larger car or you are providing transportation to more than two other employees who are on official travel.

301-10.504 - May I accept a free upgrade to a larger car or use a free coupon to upgrade?
Yes, you may upgrade to a larger car if you have a free upgrade coupon or other promotional benefit that can only be used for a rental car upgrade.  If the promotional benefit may be used for a free day's rental or for future travel benefits, excluding free upgrade, you may not use the benefit to upgrade the size of the rental car.

301-10.505 - If I have an accident what should I do?
You should notify the police and have an accident report prepared.  A copy of the accident (police) report must be provided the rental car company.

301-10.506 - Can the rental car company bill me for the damages incurred to a rental car while it is being used for official business?
No, the rental car company must bill the Department or your bureau for any damages they believe you caused that are not covered under the terms of the contract.  If an investigation reveals the damage was incurred through negligence or improper use of the vehicle, your bureau will be responsible for colleting the cost of damages from you.

301-10.507 - What should I do if the rental car company tries to bill me or requests the name of my personal insurance company?
You should contact the TMC that arranged the rental and the national office of the rental car company, do not provide your personal insurance policy number.
 
301-10.508 - If I am attending a conference and the conference is held at or in the immediate vicinity of my hotel, may I get a rental car?
You should not get a rental car when attending a conference unless the cost of commuting by taxi would exceed the cost of the rental car for the period.