Financial Policy

Volume XIV
Travel
Chapter2
Travel Per Diem

Approved:

S --31 ·J, DI 7
ward J. Murray Date
Acting Assistant Secretary or Management
And Acting Chief Financial Officer
Department of Veterans Affairs August 2017
Travel Per Diem Volume XIV – Chapter 2

0201 OVERVIEW ........................................................................................................... 3

0202 REVISIONS ........................................................................................................... 3

0203 DEFINITIONS........................................................................................................ 5

0204 ROLES AND RESPONSIBILITIES ....................................................................... 8

0205 POLICIES ........................................................................................................... 10

020501 GENERAL RULES ..............................................................................................10

020502 LODGINGS PLUS PER DIEM RATES - MAXIMUM PER DIEM RATES ............12

020503 PER DIEM FOR TRAVEL MORE THAN 12 HOURS BUT LESS THAN 24
HOURS ...............................................................................................................13

020504 PER DIEM FOR TRAVEL 24 HOURS OR MORE................................................14

020505 PER DIEM FOR WEEKLY OR MONTHLY RENTALS .........................................15

020506 REDUCTIONS IN PER DIEM ...............................................................................17

020507 INTERRUPTIONS OF PER DIEM ENTITLEMENTS ............................................20

020508 ALLOWABLE LODGING EXPENSES.................................................................22

020509 MEAL DEDUCTIONS AND EXCEPTIONS ..........................................................24

020510 ACTUAL EXPENSE AUTHORIZATION ..............................................................25

020511 ACTUAL EXPENSE REIMBURSEMENT, DOCUMENTATION AND

ADMINISTRATIVE OVERSIGHT.........................................................................29

020512 REST STOPS INVOLVING OUTSIDE OF CONTINENTAL UNITED STATES

TRAVEL ..............................................................................................................29

020513 EXTENDED TEMPORARY DUTY TRAVEL TAX REIMBURSEMENT

ALLOWANCE .....................................................................................................31

0206 AUTHORITIES AND REFERENCES .................................................................. 32

0207 RECISSIONS ...................................................................................................... 33

0208 QUESTIONS ....................................................................................................... 33

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Travel Per Diem Volume XIV – Chapter 2

APPENDIX A: MAXIMUM PER DIEM RATES ............................................................ 34

APPENDIX B: CONTINENTAL UNITED STATES MEALS AND INCIDENTAL

EXPENSE RATES ........................................................................................................ 35

APPENDIX C: EXAMPLES OF PER DIEM FOR TRAVEL MORE THAN 12 HOURS

BUT LESS THAN 24 HOURS ....................................................................................... 36

APPENDIX D: DETERMINING APPLICABLE MEALS AND INCIDENTAL EXPENSES

RATES .......................................................................................................................... 37

APPENDIX E: CALCULATING ACTUAL EXPENSES................................................ 38

APPENDIX F: REQUESTING 300 PERCENT ACTUAL EXPENSE ........................... 40

APPENDIX G: DELEGATIONS OF AUTHORITY TO APPROVE ACTUAL EXPENSE

FOR TEMPORARY DUTY TRAVEL ............................................................................. 41

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Travel Per Diem Volume XIV – Chapter 2

0201 OVERVIEW

This chapter establishes the Department of Veterans Affairs (VA) financial policies and
procedures regarding the payment of per diem for official Government travel,
implementing and supplementing those portions of the Federal Travel Regulations
(FTR) pertaining to temporary duty travel (TDY). The FTR implements statutory
requirements and Executive Branch policies for travel by Federal civilian employees and
others authorized to travel at Government expense as directed in 41 Code of Federal
Regulations, Chapters 300 through 304.

Pursuant to the Inspector General Act of 1978, as amended, Office of Inspector General
(OIG) employees must adhere to travel Directives, policies, procedures, and guidance
of the OIG.

Per Diem itemization and receipt requirements are specifically covered in this chapter.
For a list of all expense type receipt requirements refer to FTR §301-11.25, and Vol XIV
Ch. 1, Travel Administration, Appendix I, Receipt Requirements. Reference Vol XIV Ch.
4, Miscellaneous Expenses for guidance on lodging related miscellaneous expenses.

Union rights and privileges related to travel expenses, as defined in Union agreements,
do not supersede the regulations contained in the FTR.

0202 REVISIONS

Reason for Effective

Section Revision Office
Change Date
Reformatted to new policy
OFP Reorganized August
Various format and completed 5 year
(047G) chapter layout 2017
review.
Added authority for OIG
employees to follow OIG
OFP General Policy August
0201 directives, policy, guidance;
(047G) Update 2017
FTR supersedes Union
agreement statement.
Added: Local Travel.
Updated: Approving Official,
Actual Expense, FTR, Local
Travel, Official Station, Meals
and Incidental Expenses, Per
OFP Improve August
0203 Diem, Reduced Per Diem,
(047G) Readability 2017
TDY, and Travel Claim.
Removed: Blanket travel
reference under Travel
Authorization; TDY Location,
and definitions not referenced

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Travel Per Diem Volume XIV – Chapter 2

Reason for Effective

Section Revision Office
Change Date
in this chapter.
Added: VA Chief of Staff
delegation of 300 percent
actual expense. Updated: 300
percent actual expense OFP General Policy August
0204
delegations; Financial Services (047G) Update 2017
Center; Approving Officials;
and Traveler. Removed Office
of Financial Policy.
Moved local travel per diem
exception guidance to Vol XIV
Ch. 7, Local Travel, providing a
link. Added VA will perform
OFP General Policy August
020501 quarterly consolidated post
(047G) Update 2017
TDY audits. Updated guidance
on per diem entitlement while
on TDY at new position official
station.
Updated computation of daily OFP General Policy August
020505
lodging costs. (047G) Update 2017
Updated reduction in per diem
allowances for TDY 1 – 29 OFP General Policy August
020506
days and extended stays 30 (047G) Update 2017
days or more.
Updated interruptions of per
diem entitlements with leave OFP General Policy August
020507
and other absence (material (047G) Update 2017
change).
Updated actual expense General Policy
approval authority and request OFP Update; August
020510
process. (047G) Delegation of 2017
Authority
Updated actual expense
reimbursement, itemization, OFP General Policy August
020511
and documentation (047G) Update 2017
requirements.
Updated guidance on extended
TDY tax reimbursement General Policy
allowance and income tax OFP Update, FTR August
020513
relocation allowance. Added (047G) Amendment 2017
link to FSC procedures. 2014-01

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Travel Per Diem Volume XIV – Chapter 2

Reason for Effective

Section Revision Office
Change Date

Updated references. OFP General Policy August

0206
(047G) Update 2017
OFP General Policy August
0207 Rescinded April 2011 chapter.
(047G) Update 2017
OFP General Policy August
0208 Updated contact emails.
(047G) Update 2017
OFP General Policy August
Appendices Reorganized appendices.
(047G) Update 2017
Added links to GSA Per Diem
OFP Improve August
Appendix B Rates; and a note table rates
(047G) Readability 2017
are examples.
Changed title, corrected the
OFP General Policy August
Appendix C third example, added a note
(047G) Update 2017
rates used are sample rates.
Added procedures on
OFP General Policy August
Appendix E calculating actual expense and
(047G) Update 2017
updated VA Form 0902.
OFP General Policy August
Appendix F Updated guidance.
(047G) Update 2017
Removed previous Federal
Travel Regulation references
adding FTR links throughout
chapter. Added new appendix OFP General Policy August
Appendix G
with current delegations of (047G) Update 2017
authority to approve actual
expense for temporary duty
travel.

0203 DEFINITIONS

Actual Expense - A per diem payment method authorizing reimbursement for actual
lodging or meal subsistence expenses incurred, up to the limit prescribed by the
General Services Administration (GSA), or limited by the VA as appropriate.
Entitlement to reimbursement is contingent upon entitlement to per diem, and is
subject to the same definitions and rules governing per diem.

Alternate Location - A destination other than the traveler’s official station or the point
of interruption while on TDY travel, e.g., when lodging is secured at a site other than
the TDY site.

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Approving Official (AO) - A VA employee (typically a direct line supervisor) who is

aware of how the authorized travel will support the agency’s mission, who is
knowledgeable of the employee’s travel plans and/or responsible for the travel funds
paying for the travel involved, and has been delegated the authority to approve travel
requests.

Calendar Day - A 24-hour period from midnight day one to midnight the next day.

Conventional Lodging Facilities - Includes hotel, motel, a boarding house, or any

lodging facility where lodging is normally obtained based on a daily rate. An apartment
or house, rented for example through Airbnb (online private rental) for a week or month,
is a not a conventional lodging facility.

Extended Assignment - A TDY trip where the traveler is in TDY status for 30
calendar days or longer at one location, and the TDY location is farther than 50 miles
from both the traveler's permanent duty station and residence.

Federal Travel Regulation (FTR) - GSA implements statutory requirements and

Executive Branch policy for travel by Federal civilian employees and others authorized
to travel at Government expense.

Extended TDY Tax Reimbursement Allowance (ETTRA) - An allowance designed to

reimburse Federal, State and local income taxes incurred incident to an indefinite TDY
extended assignment at one location. ETTRA was previously referred to as Income Tax
Reimbursement Allowance (ITRA) in the FTR.

Indefinite TDY - Occurs when travel is expected to last for more than 12 months at the
same location, or can occur when a series of assignments to the same location, all for
short periods, but that together cover a long period.

Local Travel - Travel performed either within an established local radius of the official
duty station, or 50 miles of the employee’s residence. The standard local radius will
be 50 miles from the official station. A VA station may establish a local radius
different from the standard radius based on counties, geographical boundaries, or
nearby cities. This local radius cannot exceed 50 miles and must be established in
writing and approved by the Facility Director. For virtual employees, the local radius
will be 50 miles from the virtual/mobile office.

Locality Rates - Maximum per diem rates prescribed for specific localities within the
Continental United States (CONUS), (Reference Appendix A: Maximum Per Diem
Rates and GSA Per Diem Rates).

Lodgings-Plus Per Diem Method - The standard method VA will use to reimburse
the actual cost of lodging and a fixed amount for meals and incidental expenses

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based on the locality rate, unless a determination is made to authorize a reduced rate
method or actual expense method.

Long-Term or Extended Travel - Refers to official travel lasting 30 or more

continuous calendar days.

Meals and Incidental Expense (M&IE) Allowance - Daily allowance provided to

travelers during TDY travel to cover the cost associated with reasonable meals and
travel-related incidental expenses (e.g., tips). Travelers are required to exclude any
meal provided by the Government.

Mixed Travel - Occurs when official travel within a single trip is subject to payment of
the daily subsistence expenses using more than one reimbursement method (i.e.,
Lodgings-Plus, Actual Expense, Reduced Per Diem).

Non-Workdays - Legal Federal Government holidays and weekends or other

scheduled non-workdays.

Official Station - An area defined by the agency that includes the location where the
employee regularly performs his or her duties or an invitational traveler’s home or
regular place of business (FTR §300-3, and Vol XIV Ch. 7, Local Travel).

Official Travel - Travel under an official travel authorization from an employee’s

official station or other authorized point of departure to a TDY location and return from
a TDY location, between two TDY locations, or relocation at the direction of a Federal
agency.

Per Diem Allowance - A subsistence allowance for lodging, meals, and related
incidental expenses incurred while on authorized TDY. Under the per diem methods VA
must reimburse the daily cost incurred by a traveler for lodging up to a maximum daily
rate, and a fixed, reduced, or actual amount for meals and incidental expenses (M&IE).
Travelers must exclude any meal provided by the Government or provided at a
conference as part of the registration fee. Maximum per diem rates for TDY locations
are established by GSA, available at GSA Per Diem Rates.

Personal Emergency Situation - The death or serious illness or injury of the

employee’s family or catastrophic occurrence or impending disaster such as a fire,
flood, or Act of God that directly affects the employee’s family or home at the official
station and occurs while the employee is at or en route to or from a TDY location.

Reduced Per Diem - A per diem method limiting the rate to less than the maximum
allowable rate when there are known reductions in lodging and meal costs, or when
subsistence costs can be determined in advance are lower than the prescribed per
diem rate. The travel authorization must state the reduced per diem rate in advance of
the TDY.

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Rest Period or Rest Stop - A period of rest not to exceed 24 hours at either an
intermediate point en route or at the destination and must allow for appropriate
overnight lodging. The rest period or stop begins upon arrival at the lodging
accommodation and ends at departure from the accommodation.

Standard CONUS Rate - The per diem rate allowed for any location in CONUS that
does not have a specific locality rate approved (GSA Standard Per Diem Rate).

Temporary Duty (TDY) Travel - Travel by an employee on official business to a

designated location(s), as authorized by an employee’s approving official through a
travel authorization.

Travel Advance - Prepayment of authorized estimated travel expenses paid to an

employee in the form of electronic funds transfer (EFT).

Travel Authorization - Written or electronic authorization to incur expenses while on

authorized official business for the Government, which must include specific purpose,
itinerary, and estimated costs (FTR §301-71.103, FTR §301-11.200).

Travel Claim - A certified document requesting approval for reimbursement of

authorized travel expenses incurred, submitted by the traveler in VA’s travel system.

Traveler - An individual, as defined by FTR §301-1.2, who is authorized to perform

official Government travel.

0204 ROLES AND RESPONSIBILITIES

VA Chief of Staff (COSVA) has been delegated the authority to approve actual
expense per diem up to 300 percent for the VA Secretary (SECVA), the VA Deputy
Secretary (DEPSECVA), Under Secretaries, Assistant Secretaries, and Other Key
Officials in accordance with Appendix G, Delegations of Authority to Approve Actual
Expense for Temporary Duty Travel, and Section 020510 in this chapter.

The Assistant Secretary for Management/Chief Financial Officer (VA CFO) has
been delegated the authority to approve actual expense per diem up to 300 percent for
staff offices, in accordance with Appendix G, Delegations of Authority to Approve Actual
Expense for Temporary Duty Travel, and Section 020510 in this chapter. The VA CFO
has re-delegated to the Deputy Assistant Secretary for Finance the authority to approve
300 percent actual expense for all Office of Management employees.

Under Secretaries, Assistant Secretaries, Chief Financial Officers, Fiscal

Officers, Chiefs of Finance Activities, Chief Accountants, and Other Key
Officials are responsible for ensuring compliance with the policies and procedures set
forth in this chapter, and must designate one or more persons to answer questions
pertaining to the preparation of TDY travel and permanent change of station TA’s and
travel claims.
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Under Secretaries have been delegated the authority to approve actual expense per
diem up to 300 percent, in accordance with Appendix G, Delegations of Authority to
Approve Actual Expense for TDY Travel. The VA CFO has re-delegated this authority
to Assistant Secretaries and Other Key Officials (reference Section 020510).

Approving Officials (AO) must:

A. Authorize official travel for travelers under their jurisdiction in advance of the travel,
when a determination is made the travel is essential for the purpose of carrying out
the mission of VA, and is in compliance with Federal Travel Regulations
Chapters 301-304, VA Travel Policy, and any other agency-specific guidance
relating to travel issues.

B. Ensure adequate funds are available before authorizing travel, and all travel is
performed in the most economical and effective manner.

C. Ensure VA’s travel system is used to prepare, process, and approve TAs and travel
claims for official temporary duty travel, including the requirement to use VA’s travel
system for making all official travel reservations. Travel claims must be approved or
returned for missing receipts, required supporting documents, or other corrections
within 3 business days of the date the travel claim was routed for approval review.

D. Ensure first time travelers under their jurisdiction complete a VA Form 100091, VA
FSC Vendor File Request Form, to obtain a vendor code required for EFT
reimbursement in VA’s travel system.

E. Examine TAs and travel claims to ensure required receipts and any applicable
justification and/or supporting documentation are attached for approval, e.g. actual
expense VA Form 0902, required cost comparisons, or other documentation in
compliance with applicable Vol XIV Travel chapters.

F. Ensure travel, for which reimbursement is claimed, was performed as authorized.

Travelers must:

A. Be knowledgeable of the Federal Travel Regulation Chapters 301-304 , VA Travel

Policy, and any other agency-specific guidance relating to travel issues.

B. Minimize costs of official travel by exercising the same care in incurring expenses
that a prudent person would exercise if travelling on personal business and
expending personal funds. Excess costs, circuitous routes, delays, or luxury
accommodations and services unnecessary or unjustified in the performance of
official business must not be reimbursed and are not acceptable under this standard.
Travelers must be responsible for excess costs and any additional expenses
incurred for personal preference or convenience.

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C. Ensure travel is authorized by the approving official prior to departure, arrange travel
using VA’s travel system, and include reservations for transportation, lodging, and
rental cars unless an exception exists. Cancel transportation and lodging
reservations timely, when applicable.

D. Attach justifications and supporting documentation as required, e.g. actual expense

VA Form 0902, required cost comparisons; or other documentation required in this
chapter.

E. Submit travel claims for reimbursement within 5 business days of return to the
official duty station, or at least once a month when the travel period exceeds 30
days, in compliance with applicable Vol XIV Travel chapters.

0205 POLICIES

020501 GENERAL RULES

A. VA employees travelling on official business have a responsibility to exercise the

same care in incurring expenses that a prudent person would exercise when
travelling on personal business. An employee who disregards travel orders before
arriving, or upon arrival at a designated temporary or permanent duty station fails,
refuses or neglects to perform the assigned mission, may be required to reimburse
VA for the expenses incurred for travel, including per diem.

VA must ensure that official TDY is financially neutral for its employees. Employees
are eligible for a per diem reimbursement when they perform official travel outside of
the local travel area of their official station, incur per diem expenses, and remain in
travel status beyond 12 hours. Per diem must not be authorized for official travel of
12 hours or less (FTR §301-11.2). For exceptions allowing reimbursement of
lodging and or meals within the local travel area reference Vol XIV Ch. 7, Local
Travel. All authorization and reimbursement of per diem expenses must be
requested on a travel authorization and travel claim respectively, in VA’s travel
system.

VA must reimburse up to the amount of authorized allowances, the costs incurred for
lodging, plus the M&IE allowance applicable for the TDY location (FTR Part 301-1).
Reference FTR §300-3.1, per diem for a list of reimbursable expenses under
lodging, M&IE, and incidental expenses.

CONUS incidental expenses do not include reimbursement for laundry, dry cleaning,
or pressing of clothing expenses. These expenses may be authorized or approved
as a separate miscellaneous expense item when the conditions in FTR §301-11.31
are met. Outside the Continental United States (OCONUS), both Non-foreign area
and Foreign area, incidental expenses of M&IE includes the reimbursement for
these expenses. No additional reimbursement will be authorized.

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B. In most cases VA must use the Lodgings-Plus per diem method to reimburse
travelers for the per diem cost of travel without itemization of expenses or receipts.
Other per diem methods of reimbursement VA may authorize are:

• Reduced Per Diem Method (FTR 301-11 Subpart C, and Section 020509 in this
chapter); and

• Actual Expense Method (FTR 301-11 Subpart D, and Section 020510, and
Section 020511, in this chapter).

C. For determining per diem allowance, official travel begins at the time a traveler
leaves his or her home, office, or other authorized point of departure. Official travel
ends when the traveler returns to his or her home, office or other authorized point at
the conclusion of the trip (FTR §301-11.9).

D. VA must use the per diem rate that applies to the specific TDY location (FTR §301-
11.7 and GSA Per Diem Rates). When lodging is not available at the TDY location
VA may authorize the maximum per diem rate for the alternate location where
lodging is obtained (FTR §301-11.8). If the traveler elects to stay at a different
location for personal reasons, VA must limit the allowable per diem to the maximum
per diem rate of the TDY location.

E. VA must not reimburse per diem expenses when the traveler departs from the
official station or from the TDY location by two or more non-workdays, for the sole
purpose of performing travel during regularly scheduled working hours (FTR §301-
70.1). For example, a traveler who is administratively scheduled to perform TDY on
Monday must not be paid per diem for the two consecutive non-workdays when he
or she departs the previous Friday in order to avoid travelling on the weekend, nor
must they be reimbursed for a Saturday to avoid travel on a Sunday. VA employees
may take personal travel in conjunction with TDY but must not be reimbursed per
diem for personal travel days.

F. VA must determine per diem rates used by travelers when they attend meetings or
conferences where lodging accommodations have been pre-arranged and the
events are sponsored by VA. If a traveler is on TDY with authorized per diem, the
cost of meeting or conference meals are part of the per diem and not a separate
reimbursable item. Any meal(s) provided must be deducted from M&IE in the travel
claim (FTR §301-74.21, and Section 020509, in this chapter).

Reference Vol XIV Ch. 10, Conference Planning, Oversight, and Reporting, for
additional information on financial policies and procedures on travel related subjects
involving meetings and conferences.

G. VA will perform quarterly consolidated post TDY audits, evaluating the effectiveness
of current policies and practices to ensure TDY travel payments are executed

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accurately, timely, efficiently, and appropriate action was taken to remedy any
improper payments.

H. When a traveler’s TDY location becomes their permanent duty location, the traveler
will return to their original duty station for administrative out-processing, prior to
officially transferring to the new permanent duty station. The traveler will be
reimbursed at the TDY rate while returning to the old official station, and at the
relocation rate (Permanent Change of Station (PCS)) while en route to the new
official station.

Accepting a new position, while performing the new position duties on TDY, can
effect per diem entitlement. The totality of the circumstances surrounding the
acceptance of the position and the TDY must be considered on a case by case
basis. In all situations the benefit to the government must be considered. The hiring
official and employee should consult their local Office of General Counsel
representative for guidance on per diem entitlement.

020502 LODGINGS PLUS PER DIEM RATES - MAXIMUM PER DIEM RATES

A. Under the Lodgings-Plus per diem method, a maximum reimbursable lodging rate
and a fixed allowance for M&IE is based on the TDY location. VA must adhere to
the following maximum per diem reimbursement rates when authorizing travel (FTR
§301-11.6 and Appendix A, Maximum Per Diem Rates), unless a reduced or actual
expense method is determined to be appropriate:

• For CONUS maximum per diem rates, GSA establishes per diem rates under the
Lodgings-Plus per diem method for all Federal employees on travel (FTR Per
Diem 301-11 Subpart B). Reference GSA Per Diem Rates, and Appendix B,
Continental United States Meals and Incidental Expense Rates for additional
guidance;

• For OCONUS – Non-foreign area travel, the Department of Defense, Defense

Travel Management Office (DTMO) establishes the maximum per diem rates.
Reference DTMO Per Diem Rates; and

• For OCONUS –foreign area travel, the Department of State (DoS), Office of
Allowances establishes the maximum per diem rates. Reference DoS Per Diem
Rates.

NOTE: OCONUS foreign area travel, and OCONUS Non-foreign area travel
including a stop in an OCONUS foreign area, must adhere to policy requirements
established in Vol XIV Ch. 6, International Travel.

B. When a maximum per diem rate for a location is thought to be inadequate, the VA
CFO may request a review, as applicable, by GSA, DoS, or DTMO (FTR §301-

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11.26). When initiating a request for a per diem rate review, the following
information must be provided:

• The geographical areas for study, to include ZIP codes;

• The property names (including addresses, ZIP codes and rates) where the
travelers will stay while on temporary duty, and those properties (including
addresses, ZIP codes and rates) that will not honor the applicable lodging per
diem rate; and

• Pertinent lodging and meal cost data. The data would include the number of
times actual expenses were incurred, or when travelers used another lodging
facility to stay within the maximum allowable lodging per diem rate resulting in
additional transportation expenses (rental car, taxi, etc.).

VA Administrations and Staff Offices must forward all requests to initiate a VA CFO
review of a maximum per diem rate to Office of Management (004) using the VA
authorized document processing system. Questions related to a per diem rate
review should be sent to TravelPolicy@[Link].

020503 PER DIEM FOR TRAVEL MORE THAN 12 HOURS BUT LESS THAN 24
HOURS

A. VA must authorize per diem for TDY travel when it exceeds 12 hours (FTR §301-
11.1). Per diem is not authorized for official travel of 12 hours or less (FTR §301-
11.2). For TDY travel exceeding 12 hours but less than 24 hours the following is
required:

• A traveler must obtain an approved travel authorization before beginning travel;

• The travel authorization must include the date of departure from, and arrival at,
the official location, or any other place the travel begins or ends. The traveler is
not required to record departure/arrival times, but the travel claim must reflect
when the official travel is more than 12 hours but less than 24 hours (FTR §301-
11.10); and

• The travel authorization must also show applicable dates for other official points
visited when the arrival or departure affects the per diem allowance or other
travel expenses.

When travel is 24 hours or more, per diem authorization and reimbursement is

calculated differently (FTR §301-11.100, §301-11.101(a), and Section 020504, in
this chapter).

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B. VA must reimburse per diem for travel more than 12 hours, but less than 24 hours
as follows:

• When lodging is authorized, VA must reimburse the expense incurred not to

exceed the maximum GSA lodging rate based on the traveler’s TDY location at
12 midnight, and 75 percent of the applicable daily M&IE rate for each calendar
day you are in a travel status (FTR §301-11.100, and FTR §301-11.101(a)); and

• When travel is to multiple locations in one day and no lodging is required, VA

must authorize the highest M&IE allowance of the official locations listed on the
travel authorization. This rule applies only to travel less than 24 hours (FTR
§301-11.102).

For further guidance reference Appendix C, Examples of Per Diem for Travel More
Than 12 Hours But Less Than 24 Hours.

020504 PER DIEM FOR TRAVEL 24 HOURS OR MORE

A. For travel lasting 24 hours or more, VA must authorize per diem from the time the
traveler leaves their office, residence, or other authorized point of departure until
they return to their authorized point of return, excluding any personal travel days
(FTR §301-11.9). Refer to Appendix D, Determining Applicable Meals and
Incidental Expense Rates, for the applicable M&IE rates to use in calculating per
diem for different lodging requirements and travel durations (FTR Subpart B –
Lodgings-Plus Per Diem).

B. Travelers must indicate the date of departure from and return to the official station or
any other authorized location travel begins or ends, such as additional TDY locations
or a stopover. Travelers are not required to indicate times of departure and return
on the travel claim for travel 24 hours or more (FTR §301-11.10).

1. On the day of departure for travel 24 hours or more, VA must authorize

75 percent of the M&IE allowance for the TDY location (regardless of the
departure time) and up to the maximum lodging allowance (FTR §31-11.101(a)).

2. For each whole day between the departure and return days, VA must authorize
100 percent of the M&IE allowance and reimburse up to the maximum lodging
allowance (FTR §31-11.101(a)), unless a reduction or actual expense is
warranted (reference Section 020506).

3. On the day of return, VA must authorize 75 percent of the M&IE allowance based
on the traveler’s location during the previous official calendar day. However,
lodging allowance is not authorized (FTR §31-11.101(a)).

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4. Although per diem is generally based on the traveler’s location at 12:00 a.m.
(midnight), instances may occur where the traveler is en route and does not
arrive at the lodging location (either TDY location or en route stopover point) until
after midnight. In such cases, the lodging must be claimed based on the
preceding calendar day and the applicable maximum per diem for the preceding
day must be authorized as if the traveler had been at the lodging location at
12:00 a.m. (midnight) of that day (FTR §301-11.7).

C. On a travel day, when a deviation from the direct route, either en route to or
returning from the TDY location, results in excess travel time due to a traveler's
personal preference, convenience, or taking leave in conjunction with official travel,
the per diem or actual expense allowance must not exceed the allowable amount
based on a directly traveled route, except for certain emergency travel situations
(FTR §301-10.8).

D. VA must not reimburse the traveler any expenses incurred for failure to cancel a
reservation in a timely manner, or check out of lodging by the posted checkout time
for reasons within their control. However, if VA cancels the travel or requests that
the traveler return to the official station and the traveler incurs lodging expense for
that day (e.g. cancellation period has elapsed or results in late checkout), or the
expense may be claimed as a miscellaneous travel expense (FTR §301-11.16), and
document the justification. If cancellation is for personal reasons outside of the
traveler’s control, the Approving Official must determine if the miscellaneous
expense may be authorized.

E. All changes in locations require an amended travel authorization. The travel

authorization must be amended to reflect a change in the actual date of departure or
return only when travel is non-Federally funded. Otherwise a change in travel date
may be made on the travel claim.

020505 PER DIEM FOR WEEKLY OR MONTHLY RENTALS

A. When lodging is rented on a long-term basis, FTR §301-11.15 identifies the types of
expenses (includes internet access) which may be considered part of the lodging
cost 1.

B. Computing daily lodging costs (FTR §301-11.14) applies when travelers secure
lodging on a weekly or monthly basis, obtaining a cost savings based on a
commitment to lease or rent. The agreed upon rent or lease payment is a fixed
amount for a period of days, requiring a computation to derive a daily rate. A
computed daily rate is not applicable when a traveler reserves lodging at a hotel or a

1
The cost of rental furniture and utilities should not be paid using a Micro Purchase Card. Use of the
Government Travel Charge Card is authorized for these long term TDY expenses. Reference Vol XVI
Charge Card Programs for guidance.
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motel since the daily rate the service provider normally charges is based on a single
day of occupancy.

When lodging is obtained under a weekly or monthly rental agreement/contract and

an interruption of per diem occurs (Section 020507), VA must compute the daily
lodging rate by dividing the total lodging cost by the number of days of occupancy for
which the traveler is entitled to per diem, as long as the average daily cost does not
exceed the maximum daily rate of conventional lodging. Use of this calculation will
reimburse the traveler for the whole rental period, by spreading the cost over the
days the rented unit is occupied while on official travel. Should the application of this
calculation result in the average daily lodging cost to exceed the TDY maximum
daily lodging rate, actual expense approval (reference Section 020510) may be
requested with adequate justification provided.

Otherwise, when there is no interruption of per diem, the daily lodging cost of a
rental period is computed by dividing the total lodging cost by the number of days in
the rental period. Reimbursement, including an appropriate amount for M&IE, may
not exceed the maximum daily per diem rate for the TDY location.

C. Nonrefundable expenses, cancellation fees and unused prepaid lodging may be

reimbursed under certain situations.

1. VA may reimburse expenses that are not refundable, including any forfeited
prepaid rental deposit, and expenses incurred for unused lodging, if the TDY
assignment is curtailed, cancelled, or interrupted for official purposes or for other
reasons beyond the traveler’s control and the traveler’s advanced lodging
arrangements had been made under the full expectation of completing the
assignment (FTR §301-11.16).

2. VA may authorize early lodging cancellation fees when TDY is cancelled or

interrupted for reasons of an official nature. The traveler must provide a copy of
the lodging establishment’s cancellation policy with the fee structure when
claiming reimbursement (FTR §301-11.16).

3. VA may reimburse the traveler for payment of unused lodging when a traveler
reasonably has entered into a commitment to pay or made advance payments for
lodging (e.g., weekly or monthly rental) and the TDY assignment is curtailed or
interrupted for the benefit of the Government, or for other reasons beyond the
traveler's control. If the traveler is unable to obtain a refund of prepaid rent,
expenses incurred for unused lodging may be reimbursed under the following
conditions (FTR §301-11.16):

• A determination can be made that the traveler acted reasonably and

prudently in incurring allowable lodging expenses pursuant to TDY travel
orders. Included in this determination should be a consideration of whether

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the traveler sought to obtain a refund of the prepaid lodging cost or otherwise
took steps to minimize the costs once the TDY was officially curtailed or
interrupted;

• If the approving official determines that the traveler acted reasonably, the
unused portion of the prepaid lodging cost may be reimbursed as follows:

o The daily lodging costs for the period covered by the travel claim must be
calculated by dividing the total cost for the rental period by the number of
days of actual occupancy;

o The total of the lodging costs calculated plus the appropriate daily amount
authorized for M&IE may be reimbursed not to exceed the per diem rate
authorized in the traveler's travel orders for the days that the lodging was
occupied; and

o If the authorized per diem rate is insufficient for the days of occupancy, the
daily lodging cost as calculated above plus the amount authorized for
M&IE may be reimbursed on an actual expense basis (FTR Subpart D
Actual Expense, and Section 020510, in this chapter).

• The excess amount (if any) of the lodging cost not reimbursed by the service
provider under subparagraph b. directly above, may be paid as a
miscellaneous travel expense related incident to the travel assignment, if
otherwise proper. The traveler must include comments on the travel claim
explaining the miscellaneous expense;

• If the traveler was required by the terms of a lease or rental agreement to pay
rental deposit lodging costs, VA may reimburse the traveler the amount of the
forfeited deposit as a miscellaneous travel expense. The traveler must
include comments on the travel claim explaining the miscellaneous expense;
and

• VA must not reimburse the traveler for any deposits forfeited for damages to
lodging accommodations (FTR §301-2.4).

020506 REDUCTIONS IN PER DIEM

A. Reductions in per diem will be applied when it can be determined in advance of

travel that the cost of lodging and/or meals can be obtained at the TDY site at a
lower cost than the prescribed GSA maximum per diem rate. All determinations to
reduce per diem will be based on cost data. The reduced per diem rate is applicable
from the first day at the assignment through the last day at the assignment. The
reduced per diem rate does not apply to travel days, which must be reimbursed at
75 percent of the applicable full M&IE rate. If during a travel assignment a

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determination is made a reduced per diem is warranted, the traveler must be notified
of the reduced per diem prior to the effective date, and the travel authorization must
be amended and approved by the effective date. Per diem must not be reduced
retroactively. Reduced rates, authorized on a travel authorization or amended travel
authorization, will be the per diem rates payable on the travel claim without receipts
or itemization by the traveler.

B. VA may, on a case-by-case basis, authorize a reduced per diem rate under varying
circumstances for TDY less than 30 days (FTR §301-11.200). For example, when
lodging and/or meals are obtained by the traveler at a reduced cost; or furnished to
the traveler at no cost or a nominal cost by the Government; or when the per diem
costs to be incurred by the traveler, including incidental expenses, may be
determined in advance are obtainable at a reduced cost. The reduced rate must be
within the established per diem rate applicable to the travel location (reference
paragraph D below for specific guidance on M&IE reductions).

C. Extended stay2 reductions in a traveler’s per diem must be authorized by an

Approving Official when the traveler is able to obtain lodging and/or meals at lower
costs. Reduced lodging must be entered in the travel authorization, computed in
accordance with Section 020505B, in this chapter. When a TDY assignment,
originally expected to last less than 30 days increases to 30 days or more, a reduced
rate must be established for the remaining days of the assignment. If an extended
stay is possible, the reduced M&IE rate is equal to 55 percent of the prescribed GSA
rate (FTR §301-11.200). Reference paragraph B. in this section for reductions in per
diem for travel 1 – 29 days.

VA expects travelers to stay in weekly or monthly rentals (e.g., apartments,

extended stay hotels) during extended assignments whenever possible in order to
achieve a cost savings. Prior to entering into a long term rental agreement,
Approving Officials and travelers must evaluate the cost effectiveness of the rental if
the extended TDY is expected to incur periodic TDY within the long term TDY or
authorized returns home. The frequency of a travelers interruption of per diem
entitlement with a rental can have an adverse effect on intended cost savings when
compared to conventional lodging. Reference Section 020505, in this chapter.

Extended stays expected to last a year or more have tax consequences, and the
correct Purpose Code, “Detail May Need SF52” must be selected on the travel
authorization. Reference FTR 301-11.600, Subpart F Taxes on Extended TDY
Benefits, and Section 020513, in this chapter.

D. Approving officials must reduce the M&IE allowance to no more than 55 percent of
the full M&IE locality rate when a determination can be made if advance meal costs
will be lower than the M&IE rate (FTR §301-11.200), unless a different reduced rate
can be fully justified. Under unusual situations, a reduced rate may be increased or
2
Defined as on TDY 30 days or more.
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decreased by the approving official depending upon the conditions and necessary
costs that must be incurred by the traveler. Prior to travel commencing, approving
officials must annotate any reduction in per diem on the travel authorization. The
reduced rate established on the travel authorization must be based upon the
anticipated costs when the travel is performed. The reduced rate must be based on
cost data required to be attached to the travel authorization.

E. A per diem rate may not be established to provide (FTR §301-11.12(3)):

• A lodging allowance for staying with friends or relatives or for lodging at his or her
home;

• A full M&IE allowance because lodging is obtained with friends or relatives (a

reduction should be made to the locality M&IE allowance;

• A payment that will, based on the data available, knowingly allow the traveler to
receive more than the full M&IE allowance, (FTR §301-11.200);

• The full locality per diem rate when a determination has been made in
advance that lodging and/or meal costs will be lower than the per diem rate
(FTR §301-11.200); or

• A payment sufficient to cover periods where per diem is lost due to annual leave
or expenses of family members (FTR §301-11.1, and §301-11.21).

F. There are other circumstances when VA may deviate from the Lodgings-Plus
Method authorizing less than the maximum per diem reimbursement.

1. VA may authorize to pay all, part, or none of the per diem expenses of a traveler
assigned to training at a TDY station when (FTR §301-11.3(a)):

a. Authorized under the Government Employees Training Act (GETA), 5 U.S.C.

§ 4109; or

b. Authorized for pre-employment interviews.

For further guidance reference Vol XIV Ch. 1, Travel Administration on limiting
per diem expenses (Not-to-Exceed Travel), and Pre-Employment Interview
Travel.

2. VA must reimburse the difference between the full allowance and payment from
a non-Federal source when a non-Federal source covers some but not all of the
traveler’s allowable travel and per diem expenses. If an amount in excess of this
balance had been previously paid, the amount must be recovered from the
traveler. No reduction in payment is required where an approved contribution or

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award to a traveler covers a type of expense that VA is not authorized to pay

(e.g., payment for an accompanying spouse (FTR §304-3.14).

Note: If the Government or a non-Federal source (donated travel) is not paying

any expenses for travel, the travel is not considered official duty. Travelers must
only represent the VA while on official duty.

020507 INTERRUPTIONS OF PER DIEM ENTITLEMENTS

A. VA must generally reimburse per diem or actual expense from the first day a traveler
is at the TDY location on authorized official travel through the last day at the TDY
location on authorized official travel, unless an interruption of their travel status
occurs. A traveler maintains their travel status on either TDY (1 to 29 days) or Long
Term TDY (30 days or more) when they are physically present at the TDY location
for more than 12 hours on workdays, leave, other absence or administrative
absence (VA Handbook 5011, Hours of Duty and Leave), and non-workdays (FTR
§301-11.1, and §301-11.21).

B. A travel status is interrupted when a traveler departs the TDY location for 12 hours
or more. When an interruption of their travel status occurs per diem or actual
expense may not be authorized, with an exception for non-workdays. Per diem or
actual expense may be authorized when a traveler departs the TDY location on a
non-workday(s), if the traveler maintains their travel status on either the day
immediately before or after the non-workday(s) (FTR §301-11.21). Non-workdays
include weekend, legal Federal Government holiday, or other scheduled non-
workdays.

C. Per diem may not be reimbursed on personal travel days when an employee takes
personal travel in conjunction with TDY. Personal travel days in conjunction with
TDY is not the same as departing the TDY site on authorized non-workdays and the
TDY status is maintained as defined in the previous paragraph.

D. Approving officials must determine the most cost effective situation when leave,
other leave of absence, or administrative absence is authorized , i.e. authorizing the
traveler to remain in a travel status at the TDY location and paying per diem or
actual expense, or authorizing the traveler to return to their official station or
residence (FTR §301-11.21, and paragraph D. below). The Approver must attach to
the travel claim documentation of the cost comparison used in making this
determination.

E. Travelers are required to exclude per diem or actual expense on their travel claim in
VA’s travel system each day an interruption of per diem occurs. To be reimbursed
per diem when leave, other absence, or administrative leave is taken and the travel
status is not interrupted (maintained), a traveler must enter a comment or attach to
the travel claim the applicable dates, and a statement their presence was maintained
at the TDY location. The approving official must have this documentation in order to
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approve per diem or actual expense in this instance. Any official travel day when
per diem is claimed, reimbursement of per diem will be based on the traveler’s
certified submission of the travel claim.

F. Provisions governing per diem allowable for emergency travel performed due to a
traveler’s incapacitating illness, injury or personal emergency, and the continuation
of per diem due to an incapacitating illness or injury of the traveler, are contained in
FTR §301-30 and Vol XIV Ch. 5, Travel Under Special Circumstances.

G. VA must authorize per diem for a traveler who is required to, or voluntarily returns to,
their official station or residence on non-workdays when performing extended TDY
(FTR §301-11.23). VA must determine whether the requirement to return on a non-
workday is to allow the traveler to perform official business, achieve cost savings to
VA, justified incident to an extended TDY assignment, or is voluntary.

1. VA must authorize per diem and transportation expenses for travelers who are
required to return home on non-workdays for official business or when significant
cost savings are likely to be achieved. Travel time must be scheduled within a
traveler’s duty hours to the extent practical. The cost of any lost productivity
attributable to the duty hours involved in travelling to and from the traveler’s
residence for non-workdays must be considered in the required cost savings
documentation. In the event the return is due to a cost savings, the justification
must be attached to the travel authorization.

2. VA may authorize round trip transportation expenses and per diem to employees
who return to their official station or residence on non-workdays while performing
an extended period of TDY. The traveler must be on temporary duty at least two
weeks prior to being authorized return travel. The transportation, miscellaneous
expenses, and per diem for periodic return travel may be authorized by the
approving official when:

a. The authorizing official has determined, based on documented cost analysis 3,

the costs of periodic weekend return travel are outweighed by savings in
terms of increased traveler efficiency and productivity. The justification and
documented cost analysis is required to be attached to the travel
authorization, and

b. Return travel for non-workdays authorized under these provisions constitutes

an exception to the directive on scheduling of travel contained in 5 U.S.C. §
6101(b) (2), and should be performed outside the traveler’s regularly
scheduled duty hours or during periods of authorized leave. However, in the
case of travelers not exempt from the Fair Labor Standards Act (FLSA)

3
There is no cost savings on the lodging portion of per diem when weekly, monthly, or long-term rental is
obtained (reference Section 020505). An employee’s lodging rate is averaged over the number of days
occupied while on official travel.
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overtime provisions, consideration should be given to scheduling the

authorized travel to minimize payment of overtime, including scheduling of
travel during regularly scheduled duty hours, when feasible. Refer to VA
Handbook 5011 – Hours of Duty and Leave. Contact the local Human
Resource representative for guidelines covering overtime and compensatory
time applicable to your travel circumstance.

3. When travelers voluntarily return to their official stations or personal residences

for non-workdays, the maximum reimbursement for the roundtrip transportation
and per diem en route must be limited to the savings in per diem allowance and
travel expenses which would have been incurred had they remained at their TDY
locations. Travelers must perform any such voluntary return travel during non-
duty hours or periods of authorized leave (FTR §301-11.24).

H. When a traveler obtains lodging at a daily rate, and no cost savings based on weekly
or monthly rental is arranged, per diem is authorized when the traveler maintains
their travel status, but is not authorized if they depart the TDY location for 12 hours
or more. When their travel status is not maintained the traveler must check out of
the lodging establishment, store personal items at the traveler’s expense if needed,
or assume the cost of the lodging when per diem is not authorized. Two exceptions
exist allowing lodging to be reimbursed:

• Conventional lodging daily rates can be reimbursed as a miscellaneous expense

when checking out of a lodging facility would result in failure to obtain lodging at
the TDY location upon return, resulting in the interruption of the mission (GSA,
Board of Contract Appeals (GSBCA) - 15482). Under this circumstance the
traveler must select the appropriate expense type in VA’s Travel System:

o TDY within a TDY scenario select Dual Lodging; or

o Return to official station or voluntary return home select Lodging Retained.

• When a traveler has maintained their travel status either directly before or after a
non-workday(s) they can depart the TDY location and receive per diem
reimbursement for the non-workday(s), up to the maximum GSA rate for the TDY
location.

020508 ALLOWABLE LODGING EXPENSES

A. VA must reimburse travelers the actual cost of authorized lodging, up to the

maximum per diem allowance for the TDY location (FTR §301-11.7 and §301-11.8)
at the single occupancy rate.

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1. If the lodging receipt shows “double occupancy rate,” and an additional occupant
was another Government employee, the travel claim must show the name and
Government agency or office of that person (FTR §301-13).

2. If the additional occupant is a non-Government employee, the employee need

not provide identifying information; however, reimbursement is limited to the
single-occupancy rate (FTR §301-13).

B. Lodging taxes for CONUS and OCONUS Non-foreign area are not part of the per
diem allowance, but are itemized separately as a miscellaneous expense (FTR
§301-11.27). Reference Vol XIV Ch. 4, Miscellaneous Travel Expenses, for
traveler’s responsibilities to obtain hotel tax exemptions.

Taxes for OCONUS Foreign area are included in the traveler’s per diem allowance
and are not claimed separately as a miscellaneous expense (FTR §301-11.27).

C. Travelers may claim reimbursement for the following types of lodging (FTR §301-
11.11, §301-11.12):

• Conventional lodging. If the traveler uses conventional lodging facilities, such as

hotels, motels, boarding houses, etc., the lodging reimbursement is based on the
single room occupancy rate;

• Government quarters. The traveler may be reimbursed lodging expenses for

fees or service charges paid for use of Government quarters;

• Friends or relatives. When a traveler stays with friends or relatives (including

members of the immediate family as defined in (FTR §300-3.1), the lodging
portion of per diem is not authorized unless the host actually incurs identifiable
additional costs to accommodate the traveler. The traveler must be able to
substantiate these costs with receipts or cancelled checks, and the approving
official must determine that the costs are reasonable before a lodging cost is
allowed. The traveler cannot base costs on room rates for comparable
conventional lodgings in the locality or flat “token” amounts, when determining
any additional costs to the host;

• Non-conventional facilities. When no conventional lodging facilities are available

such as in remote areas or a shortage of rooms occurs due to an influx of
attendees at special events (e.g., world’s fairs or international sports events),
costs for lodging in non-conventional facilities may be allowed. Such lodging
includes college dormitories or similar facilities, or rooms made available to the
public by private residents in their homes;

• Travel trailer or camping vehicle. The traveler may be allowed a lodging expense
for fees for connection, use, and disconnection of utilities, electricity, gas, water,

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sewage, bath or shower fees, and dumping fees at campgrounds. The

authorizing official must determine an appropriate amount for M&IE based on
whether the type of recreational vehicle used by the traveler has meal
preparation facilities. Generally, 75 percent of the M&IE allowance is considered
adequate. When use of the recreational vehicle is for a TDY assignment within
CONUS, the appropriate amount for M&IE must not exceed the applicable M&IE
rate (GSA Per Diem Rates), (FTR §301-11.101, and §301-11.102). The daily
lodging costs plus an appropriate rate for M&IE must be the per diem rate, limited
to the applicable maximum rate prescribed for the locality involved. The
authorizing official may authorize a reduced per diem rate within the applicable
maximum per diem rates if the actual costs expected to be incurred can be
determined in advance of the travel (FTR §301-11.200). Any reduction in meals
must be stated in the travel authorization in advance;

• Second residence. If the traveler uses a second residence for lodging while on
TDY, lodging expenses must not be reimbursed unless the traveler incurs
additional costs to occupy the premises. Costs such as utilities or others must be
substantiated, and the approving official must determine them to be reasonable
for lodging expenses. Costs based on room rates for comparable commercial
lodging in the area or flat “token” amounts are not considered reasonable. Meals
and incidentals must be reimbursed at a reduced rate (FTR §301-11.12(b));

• Dual lodging on the same day. When lodging must be obtained at more than one
location on a single calendar day, the allowable per diem is that of the one
occupied at the end of the calendar day (FTR §301-11.1 and GSBCA - 15482).
The other lodging expense only, not the M&IE, incurred during that day is
reimbursable as a miscellaneous travel expense when determined to be
reasonable by the approving official. This separate miscellaneous
reimbursement may not exceed the maximum lodging rate for the applicable
lodging location (GSA Per Diem Rates); and

• Lodging provided without a basis to determine cost. When the cost of lodging
includes both meals and lodging and lodging cannot be determined, the amount
paid is considered a cost of lodging and is paid in addition to the full M&IE rate
for the locality (GSA Per Diem Rates), unless a reduced rate is authorized in
advance of travel and stated on the travel authorization (FTR §301-11.200).

020509 MEAL DEDUCTIONS AND EXCEPTIONS

A. VA must reduce the traveler’s M&IE rate for CONUS travel when meals are
furnished at no cost or at a nominal cost, in accordance with FTR §301-11.18
guidance for making the proper deductions from the traveler’s per diem
reimbursement claim. (Refer to Appendix B, Continental United States Meals and
Incidental Expense Rates and Appendix B to Chapter 301—Allocation of M&IE
Rates To Be Used in Making Deductions From the M&IE Allowance). A “furnished

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meal” is defined as a meal provided either directly by the Government or as a result

of the Government paying a registration fee or other cost that allows attendance at a
conference or other event which includes a provided meal(s). For clarification, a
“continental breakfast” provided by or paid through a registration fee by the
Government is a deductible meal. A meal provided by a common carrier or a
“complimentary meal” provided by a hotel/motel is not a furnished meal and is not
required to be deducted from a traveler’s M&IE allowance since the lodging rate paid
by the Government does not include the cost of the meal (FTR §301-11.17).

If VA has paid for a furnished meal, the traveler must deduct the meal allowance
amount when filing his or her travel claim. A meal(s) provided on travel days from/to
the official station, require the entire allocated meal cost to be deducted after the
M&IE rate has been reduced to 75 percent (FTR §301-11.18(a), and FTR §301-
11.101).

C. For OCONUS travel, reference FTR Chapter 301, Appendix B to Chapter 301,
Allocation of M&IE Rates to Be Used in Making Deductions from the M&IE
Allowance, to determine appropriate meal deductions.

D. VA may authorize exceptions to reductions of the full M&IE allowance when (FTR
§301-11.18):

• The traveler requests approval to claim the full M&IE allowance before travel with
adequate justification;

• A reasonable effort is made for alternative meal arrangements, but the traveler is
unsuccessful;

• The traveler purchased substitute meals in order to satisfy medical requirements

or religious beliefs; or

• Official business/travel prevents the traveler from taking part in a Government-

furnished meal.

020510 ACTUAL EXPENSE AUTHORIZATION

A. Only VA officials delegated the authority may authorize an actual expense allowance
for official travel for employees under their jurisdiction (FTR §301-11.301). In
accordance with Appendix G, Delegation of Authority to Approve Actual Expense for
Temporary Duty Travel, the SECVA has delegated to the following positions, the
authority to approve actual expense when warranted:

• Travel Approving Officials may approve up to 150 percent actual expense. No

further re-delegation is authorized;

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• Under Secretaries may approve up to 300 percent actual expense for employees
under their jurisdiction. This authority may be re-delegated to senior officials at
the Veterans’ Integrated Services Network (VISN), Memorial Services Network
(MSN), or area offices. No further re-delegation is authorized; and

• The VA CFO may approve up to 300 percent actual expense for staff offices.

The VA CFO re-delegates this authority to:

• The Assistant Secretaries and Other Key Officials for their employees; and

• The Deputy Assistant Secretary for Finance for all Office of Management
Employees.

The COSVA may approve up to 300 percent for the SECVA, DEPSECVA, Under
Secretaries, Assistant Secretaries, and Other Key Officials. No further re-delegation
may be authorized.

Actual expense may be authorized only after the delegated official reviews the
specific circumstances of each request, considers the actual facts existing at the
time the travel is directed and scheduled to be performed, and makes a
determination actual expense is warranted.

Positions delegated the 300 percent authority must be at least one position higher in
the organization’s reporting hierarchy than the travel approving official delegated
authority to approve actual expense requests of up to 150 percent. However, when
that is not possible within an organization, the position delegated the 300 percent
authority must possess sufficient independence from the travel authorizing official to
make an unbiased evaluation of the need for in excess of 150 up to 300 percent
actual expense. The same position may not possess authority to approve both up to
150 percent and in excess of 150 up to 300 percent.

B. Actual expense authorization is an alternative per diem method, reimbursing actual

subsistence costs for the same type of expenses permitted under the Lodgings-Plus
per diem allowance. Actual expense requests up to 150 percent, or up to 300
percent, are calculated based on the applicable maximum GSA Per Diem Rates for
the official travel location. When actual expense is approved for use, VA must
ensure the daily maximum actual expense rate authorized is stated in the travel
authorization.

C. Authorization of subsistence expenses is contingent on the entitlement of per diem

(FTR §301-11.2). For guidance on conditions when the cost (not per diem) for
lodging and/or meals in the local area can be reimbursed, reference Vol XIV Ch. 7,
Local Travel.

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D. VA must authorize the use of actual expense in advance, unless it was impractical to
do so (FTR §301-11.302), and only when conditions warrant (FTR §301-11.300). An
actual expense basis is an exception to the norm and must be authorized only as
prescribed in this chapter.

E. Actual expenses may be approved for reimbursement provided such expenses are
determined to be actual and necessary, incident to the particular travel assignment,
and not in excess of the 300 percent ceiling (FTR §301-11.303, §301-11.304, and
§301-11.305). Actual expense may be authorized for either a specific trip or for all
official travel to a specific area when warranted.
VA may authorize actual expense for both lodging and M&IE, or either lodging or
M&IE only (reference Appendix E, Calculating Actual Expenses):

• When actual expense is authorized for both lodging and M&IE, the calculated
actual expense can be divided between lodging and M&IE as needed;

• When actual expense is authorized for lodging only, the benefit is given to the
lodging portion of per diem while the M&IE portion must be reimbursed on the
Lodgings-Plus per diem basis; and

• When actual expense is authorized for M&IE only, the benefit is given to the
M&IE portion of per diem while the lodging portion must be reimbursed the
Lodgings-Plus per diem method, not to exceed the lodging rate incurred.

F. VA must only authorize the use of actual expense where the costs of lodging and
meals have significantly increased over generally expected costs due to the special
or unusual circumstances surrounding the travel assignment at the TDY location. As
provided in FTR Chapter 301, Subpart D, a traveler may be authorized actual
expenses because of special duties of an assignment and necessarily incurs
unusually high expenses in the conduct of official business, such as to procure
superior or extraordinary accommodations (a suite or other quarters) for which the
charge is well above normal lodging costs. Examples of special or unusual
circumstances may include, but are not limited to the following occurrences (FTR
§301-11.300, (b), (c), (d), and (e) are shown below):

• Increased cost of lodging at a TDY site due to demand, such as sporting events,
e.g. the Summer or Winter Olympics, World Fairs;

• A requirement to lodge at a particular facility that will save transportation costs;

• Superior or extraordinary accommodations necessary to perform VA’s mission;

• Overnight stays at intermediate airports due to inclement weather; and

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• Catastrophic events (fire, flood, hurricane, etc.), such as the increase in lodging
costs during the aftermath of Hurricane Katrina.

G. All actual expense requests must include the following information for the respective
delegated official to determine authorization is warranted:

• Traveler name, TDY location, date(s), purpose of travel;

• The travel specific information correlating to one of the conditions referenced in

this section. Do not simply repeat a condition listed;

• Comparative lodging costs, whether less expensive lodging was available and, if
it was available, the reason(s) why the accommodations were not acceptable to
the traveler; and

• Completed VA Form 0902, Actual Expense Per Diem Calculator.

H. VA may authorize more than one method of expense reimbursement for travel that
exceeds one day, based on the method determined to be administratively
advantageous and commensurate with the expenses expected to be incurred by the
traveler on a given day. When mixed travel is involved and more than one
reimbursement method has been authorized, VA must use the method as
determined by the traveler’s location at midnight of the calendar day in question.
Only one method is authorized for any given calendar day (FTR §301-11.4).

I. VA must apply the same per diem rules to travel authorized with actual subsistence
expense that apply to interruptions of per diem entitlements in Section 020507
(leave and non-workdays, return to official station for non-workdays, indirect route or
interrupted travel, and illness, injury, or a personal emergency). Section 020507C
provides additional guidance on Emergency Travel.

J. When actual expense reimbursement is authorized under this chapter and lodging is
furnished at no cost through use of an agency purchase order (FTR §301-11.18), VA
must not approve reimbursement for other subsistence expenses that when
combined with the cost of lodging furnished, exceed the maximum daily rate
authorized (FTR §301-11.303, and §301-11.305).

K. Documentation of the conditions warranting the approval of actual expense up to150

percent, or an approved memorandum for up to 300 percent, must be attached to
the travel authorization. Reference the sample memorandum in Appendix F,
Requesting 300 Percent Actual Expenses for guidance on the information to be
included and Section 020511 on attachments required for actual expense requests.
Actual expense requests up to 300 percent of the applicable should be submitted for
approval in the form of a memorandum by the travel Approving Official to their
respective delegated official using VA’s document processing system.

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020511 ACTUAL EXPENSE REIMBURSEMENT, DOCUMENTATION AND

ADMINISTRATIVE OVERSIGHT

A. When actual expense is authorized for lodging, the traveler is required to itemize the
daily cost of lodging (FTR §301-11.306). The lodging receipt may be considered an
itemized statement. A receipt for lodging is required regardless of the amount. On
the travel claim the traveler must change the daily lodging authorized amount to
reflect the total daily itemized cost incurred.

B. When actual expense is authorized for M&IE, the traveler is required to itemize the
daily cost for all expenses incurred on a daily basis (e.g., lodging, breakfast, lunch,
dinner). Receipts are only required for an itemized meal when the total cost,
including tax and tip, is greater than $75. When authorizing actual expense for
M&IE, VA has the discretion to require receipts for M&IE regardless of the amount,
however, the traveler must be informed of this requirement before travel begins
(FTR §301-11.306). Meal reimbursement is prohibited for alcoholic beverages,
refreshments purchased in-between meals [snacks, coffee, beverages, etc.],
entertainment expenses, and any expenses incurred for other persons (FTR §300-
3.1, per diem allowance, (b) Meals). On the travel claim the traveler must change
the daily M&IE authorized amount to reflect the total daily itemized cost incurred.

C. VA will perform an appropriate post travel review of actual expense travel claims to
determine claimed expenses were necessary and reasonable.

020512 REST STOPS INVOLVING OUTSIDE OF CONTINENTAL UNITED STATES

TRAVEL

A. VA considers a “rest stop” to be a break in TDY travel while en route to the TDY
destination. A “rest period” is defined as personal time on either end of TDY travel
that permits the traveler to rest before reporting for duty. When TDY involves
OCONUS travel and the scheduled flight time, including non-overnight airport
stopovers and plane changes, exceeds 14 hours, a rest stop of no more than 24
hours may be authorized (FTR §301-11.20). A rest stop allows for relaxation,
recuperation, and acclimation so a traveler is sufficiently refreshed to perform work
upon arrival at the travel destination site. The following criteria must be met when
authorizing a rest stop:

• The origin or destination is OCONUS; and

• Travel is direct between points, and the accommodations are coach class. The
rest stop may be authorized at any intermediate point, including points within
CONUS, provided the point is midway in the journey or as near to midway as
scheduling permits (FTR §301-11.20(a)).

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A rest stop must not be authorized when a traveler, for personal convenience, elects
to travel by an indirect route resulting in excess travel time (FTR §301-11.20(a)(3),
§301-2.4, and §301-10.8).

B. If a rest stop is authorized, it must be clearly indicated and detailed on the travel
authorization. For the purposes of reimbursement, the per diem rate for the rest
stop location must be used (FTR §301-11.20(b)). If the carrier schedule or the
requirement to use U.S. flag carriers precludes an intermediate rest stop, or a rest
stop is not authorized, the traveler should schedule coach-class accommodations so
as to ensure arrival at the TDY site with sufficient time to permit a reasonable rest
period before reporting for duty.

VA may authorize business-class accommodations in lieu of a rest stop (FTR §301-

10.125) and if authorized, justification must clearly be indicate on the travel
authorization. However, the duration of a flight alone (14 or more hours) does not
justify authorizing premium class. When considering premium-class
accommodations for trips over 14 hours, approving officials should consider:

• The constructive cost, e.g., the cost of business-class accommodations versus

the cost of coach-class accommodations plus the cost of reimbursements in
conjunction with a rest stop; or

• The purpose and urgency of the trip, e.g., whether the trip is so urgent or
unexpected that it cannot be delayed or postponed, and the traveler is unable to
schedule either a rest stop en route or an earlier flight that would allow for a rest
period before having to report for duty.

C. The analysis regarding the 14-hour rule must be applied when the scheduled flight
time from origin to final destination exceeds 14 hours, including stopovers and
change of planes. Authorization of premium-class accommodations for the
outbound part of the trip does not automatically justify the use of premium
accommodations for the return trip (FTR §301-10.125). Authorizing officials should
consider all the same tests regarding the critical nature of the travel, authorizing rest
stops, and the availability of rest periods.

D. VA must not authorize premium-class accommodations when the traveler is not

required to report for duty the following day, whether at the official station or a TDY
location, (FTR §301-10.125) unless there are medical needs that have been certified
by a competent medical authority (FTR §301-10.123). When annual leave is
approved at the TDY location before the start of official business, neither a rest stop
nor premium-class accommodations are authorized, unless there are medical needs
that have been certified by a competent medical authority.

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E. In cases where the traveler crosses the international date line (180th meridian), the
actual elapsed travel time must be used to compute the per diem rather than
calendar days (FTR §301-11.19).

020513 EXTENDED TEMPORARY DUTY TRAVEL TAX REIMBURSEMENT

ALLOWANCE

A. Under Internal Revenue Code (IRC) (26 U.S.C. § 162) and Internal Revenue Service
(IRS) Publication 463, an employee is no longer considered temporarily away from
home during any period of employment if such period is considered to be indefinite
or exceeds one year. Any travel lasting or expected to last less than one year is
considered temporary and not taxable. Any travel expected to last a year, even if it
does not last a year, is considered indefinite and taxable. A series of assignments to
the same location, all for short periods but when combined may equate to a year,
may be considered an indefinite assignment and taxable.

B. The effective date of the change in status from TDY to a taxable extended TDY is
the date on which VA or the employee recognizes the employee is no longer
temporarily away from home as defined by the IRS (FTR §301-11.601). The FTR
holds VA and the employee mutually responsible for recognizing when the
employee’s travel status changes from TDY to taxable extended TDY. Recognizing
the change in status triggers the requirement for VA to withhold taxes and initiate the
Extended TDY Tax Reimbursement Allowance (ETTRA). When an employee is
notified or recognizes their temporary duty assignment may exceed one year, they
should carefully review IRS Publication 463, “Travel, Entertainment, Gift, and Car
Expenses,” to determine whether they are considered temporarily or indefinitely
away from home under this provision.

C. When an employee is considered to be indefinitely away from home under this

provision, VA and the employee should reference Long Term Taxable Travel
procedures. An exception exists if the TDY assignment involves an investigation or
prosecution of a Federal crime during any period for which you are certified by the
Attorney General (or the designee thereof) as traveling on behalf of the United
States in temporary duty status to investigate or prosecute, or provide support
services for the investigation or prosecution of, a Federal crime.

D. When an employee is on taxable extended TDY all allowances and reimbursements

for travel expenses, including all travel expenses VA pays directly on an employee’s
behalf in connection with their TDY assignment, is taxable income to the employee
(FTR §301-11.603, and §301-11.604). VA must reimburse the employee for
substantially all of the income taxes they incur as a result of the taxable extended
TDY assignment. Reimbursement consists of the Withholding Tax Allowance (WTA)
and the ETTRA. VA must issue a Form W-2, Wage and Tax Statement, at the end
of the calendar year reflecting the amount of subsistence paid to employees whose
TDY travel exceeded, or was recognized would exceed one year (FTR §301-
11.601).
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E. Employees subject to tax withholding in connection with taxable extended TDY must
submit their travel claim in VA’s travel system for reimbursement of their expenses
and tax withheld. When claiming payment for the ETTRA, the employee must
furnish and certify certain tax information that has been or will be shown on their
prepared tax return(s). The spouse must also sign a statement if joint filing status is
claimed and the spouse’s income is included on the statement.

F. Travel approving officials must consider a temporary change of station (TCS) in lieu
of TDY travel whenever it is determined an employee will be at a TDY location for
more than 6 months but less than 30 months. The cost comparison must be
attached to the TDY or TCS travel authorization to document the approved travel is
in the best interest of the government (FTR §302-3.404, and §302-3.406 – §302-
3.408).

0206 AUTHORITIES AND REFERENCES

41 C.F.R. Chapters Subtitle F300-304, Federal Travel Regulation

GSA Per Diem Rates

Meals and Incidental Expenses (M&IE) Breakdown

GSA Standard Per Diem Rate

GSA SmartPay State Tax Information (Exemption)

VA Travel Policy

Comp. Gen. B-214966 (1984)

DTMO Per Diem Rates

DoS Per Diem Rates

VA Handbook 5011, Hours of Duty and Leave

GSA, Board of Contract Appeals (GSBCA) - 15482

41 C.F.R. 301-11 Subpart F - Taxes on Extended TDY Benefit

5 U.S.C. § 4109

26 U.S.C. § 162

Internal Revenue Service (IRS) Publication 463

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Long Term Taxable Travel

0207 RECISSIONS

Vol XIV Ch 2, Travel Per Diem, April 2011

0208 QUESTIONS

Questions concerning these financial policies and procedures should be directed to the
specific POC’s and formatted as follows using the group email. Do not use proper
names.

VHA VAFSCtravelpolicy@[Link]
VBA [Link]@[Link]
NCA NCABudgetService@[Link]
OIT VACOITTravel@[Link]
All Others TravelPolicy@[Link]

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Appendix A

APPENDIX A: MAXIMUM PER DIEM RATES

Maximum per diem rates are established and maintained in accordance with the
following table:

For Travel in Rates Set by For Per Diem and Actual Expense
Continental General Services Refer to GSA Per Diem Rates; for actual
United States Administration expense reference (FTR §301-11.303, and §301-
(CONUS) 1 (GSA) 11.305)

Non-foreign Department of Refer to DTMO Per Diem Rates

areas 2 Defense (Per
Diem, Travel and
Transportation
Allowance
Committee
(PDTATAC)
Foreign areas3 Department of Refer to DoS Per Diem Rates
State

1
Per Diem Rates are set by fiscal year, effective October 1, and are developed based
upon what GSA believes to be "reasonable" costs for M&IE for each locality throughout
CONUS. Current rates can be found by searching city and state (or zip code), or by
clicking on the map at GSA Per Diem Rates. Find previous rates by selecting year in the
pulldown and clicking on the map in the same source. For rates not listed in CONUS
per diem table, the standard CONUS rates apply. Standard CONUS locations are less
frequently traveled by the Federal community and are not specifically listed on GSA’s
web site.
2
Non-foreign areas include the states of Alaska and Hawaii, the Commonwealths of
Puerto Rico and the Northern Mariana Islands, Guam, the U.S. Virgin Islands, and the
territories and possessions of the United States (excludes the former Trust Territories of
the Pacific Islands, which are considered foreign areas for the purposes of the FTR).
DTMO establishes the per diem rates at least once a year.
3
Any location not listed for per diem under a country takes the "Other" rate that the DoS
administers and publishes for that country. An unlisted suburb of a listed location takes
the "Other" rate, not that of the location of which it is a suburb. DoS updates these
rates at the beginning of every month.

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Appendix B

APPENDIX B: CONTINENTAL UNITED STATES MEALS AND INCIDENTAL

EXPENSE RATES

The following table shows several examples from different locations in CONUS of how
the total Meals and Incidental Expenses (M&IE) are broken down into its different
components; continental breakfast/breakfast, lunch, dinner, and incidental expenses.
The total provides the maximum daily reimbursement (per diem) rates for meals and
incidental expenses while on travel in CONUS. Reference FTR §301-11.18 for the
requirement to deduct all meals furnished by the Government from per diem
reimbursement claims.

Total M&IE $46 $51 $56 $61 $66 $71

Continental Breakfast/ Breakfast $7 $8 $9 $10 $11 $12

Lunch $11 $12 $13 $15 $16 $18

Dinner $23 $26 $29 $31 $34 $36

Incidentals $5 $5 $5 $5 $5 $5

First and Last Day of Travel (75 percent of

$34.50 $38.25 $42 $45.75 $49.50 $53.25
the total M&IE)

NOTE: The first and last calendar day of travel is calculated at 75 percent (FTR §301-
11.101(a)).

The adjusted rates associated with the first and last day of the travel above can be
found at Meals and Incidental Expenses (M&IE) Breakdown.

Chapter 301, Appendix B to Chapter 301, Allocation of M&IE Rates to Be Used in

Making Deductions from the M&IE Allowance provides information to calculate
deductions to M&IE rates for OCONUS localities.

For information as to where to access per diem rates for various types of Government
travel, please consult the table in FTR §301-11.6.

Note: Per diem rate amounts provided above are examples for demonstration purposes
only

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Appendix C

APPENDIX C: EXAMPLES OF PER DIEM FOR TRAVEL MORE THAN 12 HOURS

BUT LESS THAN 24 HOURS

Example 1:

Traveler departs his residence at 6 a.m. for temporary duty in a standard CONUS rate
area and returns home at 8 p.m.

Total elapsed time: 14 hours.

Maximum Reimbursement: Standard CONUS M&IE rate is $49. Traveler is reimbursed

75 percent of $49 M&IE = $36.75. Traveler may also be reimbursed for official
reimbursable expenses incurred, such as mileage, tolls, etc.

Example 2:

Traveler departs her residence at 6:30 a.m. and travels 65 miles (one-way) for
temporary duty to Portland, OR. Traveler arrives back at the office at 4:30 p.m.

Total elapsed time: 10 hours

Maximum Reimbursement: No per diem allowed – travel is less than 12 hours.

Traveler may be reimbursed for other official reimbursable expenses incurred, such as
mileage, tolls, etc.

Example 3:

Traveler departs from White River Junction, VT for TDY to Bedford, MA at 6:00 AM. On
the same day at 12:00 PM the traveler departs Bedford, MA for TDY to Manchester,
NH. Upon completion of TDY traveler departs Manchester, VT at 5:00 PM returning
home (authorized point of return) by direct route at 6:30PM.

Total elapsed time: 12.5 hours.

Maximum Reimbursement: Locality rate for Bedford, MA is $162 ($103 max lodging,
plus $59 M&IE). Locality rate for Manchester, NH is $159 ($95 max lodging, plus $64
M&IE). Traveler is reimbursed 75 percent M&IE of the Manchester, NH $64 rate
(highest rate applicable between the two locations). Traveler may be reimbursed for
official reimbursable expenses incurred for transportation, such as mileage, tolls, etc.

Note: All per diem rates used in the examples above may not reflect current GSA per
diem rates for the locality and represent sample rates only.

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Appendix D

APPENDIX D: DETERMINING APPLICABLE MEALS AND INCIDENTAL EXPENSES

RATES

The following table below provides the meals and incidental expenses (M&IE) rate
applicable for different lodging requirements and travel durations (FTR §301-11.102).

For days of And travel

Your applicable M&IE rate is…
travel that… duration is…
Require lodging Any length The M&IE rate applicable for the
TDY location or stopover point
Do not require More than 12 hours The M&IE rate applicable to the
lodging but less than 24 TDY site or the highest M&IE
hours rate applicable when multiple
locations are involved
24 hours or more, The M&IE rate applicable to the
and you are new TDY site or stopover point
travelling to a new
TDY site or
stopover point at
midnight
24 hours or more, The M&IE rate applicable to the
and you are previous day of travel
returning to your
official station

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Appendix E

APPENDIX E: CALCULATING ACTUAL EXPENSES

To compute actual expense allowance, the traveler would multiply the maximum per
diem rate (lodging and M&IE) of the TDY location by 1.5 (150 percent) or 3 (300
percent). The “product” of this calculation can be distributed between lodging and M&IE
as needed, but the aggregate distribution between lodging and M&IE may not exceed
the “product” of either the 150 percent or 300 percent actual expense calculation,
respectively.

To apply the actual expense increase to only the lodging portion of per diem, the
maximum M&IE amount for the TDY location is subtracted from the actual expense
calculation “product” and the remainder can be applied to the lodging allowance.

To apply the actual expense increase to only the M&IE portion of per diem, the
maximum lodging amount for the TDY location is subtracted from the actual expense
calculation “product” and the remainder can be applied to the M&IE allowance. Actual
expense for M&IE only is unusual, but would be calculated in this manner.

All reimbursement is based on the actual expense incurred (reference Section 020511
for itemization and receipt requirements). The traveler must attach a completed VA
Form 0902, Actual Expense Per Diem Calculator, and documentation of the 150 percent
actual expense justification or the approved memorandum for 300 percent to the travel
authorization.

Example 150 Percent Actual Expense for Lodging

Maximum TDY location per diem allowance under the Lodgings-Plus per diem method
is $150 ($100 for lodging, $50 for M&IE) and the traveler is requesting 150 percent
actual expenses.

Step 1:

$150 (Total maximum TDY location per diem allowance for lodging and M&IE) x 1.5
(150 percent) = $225 (total 150 percent actual expense calculation “product”).

Step 2:

$225 (total 150 percent actual expense calculation “product”) – 50 (maximum TDY
location M&IE allowance) = $175 (total actual expense allowance for lodging).

Reimbursement: The traveler may be reimbursed the actual expense incurred for
lodging, not to exceed $175, with lodging receipt required in lieu of itemization. M&IE
may be authorized at the maximum TDY location allowance of $50, with no itemization
or receipt requirement.

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Appendix E

Example of 300 Percent Actual Expense for Lodging: Maximum TDY location per
diem allowance under the Lodgings-Plus per diem method is $150 ($100 for lodging,
$50 for M&IE) and the traveler is requesting 300 percent actual expenses.

Step 1:

$150 (Total maximum TDY location per diem allowance for lodging and M&IE) x 3.0
(300 percent) = $450 (total actual expense calculation “product”).

Step 2:

$450 (total 300 percent actual expense calculation “product”) – 50 (maximum TDY
location M&IE allowance) = $400 (total actual expense allowance for lodging).

Reimbursement: The traveler may be reimbursed the actual expense incurred for
lodging, not to exceed $400, with lodging receipt required in lieu of itemization. M&IE
may be authorized at the maximum TDY location M&IE allowance of $50, with no
itemization or receipt requirement.

NOTE: The maximum TDY location per diem rate used above is for illustration only and
does not represent current per diem rates. Information on finding maximum per diem
rates for all TDY locations can be found under Section 020502A

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Appendix F

APPENDIX F: REQUESTING 300 PERCENT ACTUAL EXPENSE

Sample Memorandum

Department of MEMORANDUM
Veterans Affairs

Date:

From: {Insert travel Approving Official title, station number or mail symbol }

Subject: Request for Approval of Actual Expenses up to 300 Percent

To: {Insert position title delegated the authority to approve 300 percent actual expense,
and mail symbol, reference Section 020510A}

1. This is a request to approve actual expenses up to 300 percent of the maximum per
diem allowance for {Insert Employee’s Position, First Name and Last Name}.

2. {Insert specific justification surrounding employee’s travel and need to authorize per
diem in excess of 150 percent in accordance with Section 020510F}.

3. Actual expense reimbursement may be authorized in accordance with Federal Travel

Regulations (FTR §301-11.300 and §301-11.301).

4. If you have additional questions, please contact {insert name of contact and phone
number}.

___________________________
{Name of travel Approving Official}

Approve/Disapprove

___________________________ Date: ___________________

{Name of Approver }

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Appendix G

APPENDIX G: DELEGATIONS OF AUTHORITY TO APPROVE ACTUAL EXPENSE

FOR TEMPORARY DUTY TRAVEL

Department of
Veterans Affairs Memorandum
Date: September 15, 2003

From:
Secretary (00)
Subj: Delegation of Authority to Approve Actual Expense for Temporary Duty Travel

To: Under Secretary for Health, Under Secretary for Benefits, Under
Secretary for Memorial Affairs, and Assistant Secretary for Management

1. DELEGATION. Pursuant to the authority granted the Department of

Veterans Affairs under 41 CFR 301-11.301, I hereby delegate to the
Under Secretary for Health, Under Secretary for Benefits, Under
Secretary for Memorial Affairs, and Assistant Secretary for
Management the authority to approve requests for actual expense
related to temporary duty travel when such a request is in excess of 150
percent of the GSA per diem rates. The Under Secretaries are
authorized to approve such requests for their respective administrations,
and the Assistant Secretary for Management is authorized to approve
such requests for staff offices.

2. AUTHORITY. 41 CFR 301-11.301 provides the authority that allows the·

head of an agency to approve actual expense. Current VA policy contained
in MP-1, part 11, chapter 2, paragraph 10 only allows the official authorizing
travel to approve actual expense requests up to 150 percent of the
published GSA per diem rates.

3. RESTRICTIONS. 41 CFR 301-11.303 and 301-11.305 limit actual

expense to a maximum of 300 percent of per diem. Actual expense may
not be approved for travel related to permanent change of station travel
including en route travel, travel related to a house hunting trip, or
temporary quarters subsistence allowance (41 CFR 302-4.200, 302-5.13
and 302-6.102).

4. REDELEGATION. At their discretion, the Under Secretaries and the

[Link] Secretary for Management may re-delegate this approval

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Appendix G

VA FORM 2105
MAR 1989

Page 2.

Under Secretary for Health, Under Secretary for Benefits, Under Secretary for
Memorial Affairs, and Assistant Secretary for Management

authority to senior-level officials. Since adequate internal controls must

be established to guard against waste, fraud, and abuse, the official
delegated authority to approve actual travel subsistence requests of up to
150 percent, and any official delegated authority to approve requests in
excess of 150 percent and up to 300 percent, may not be the same
person. Persons delegated the 300 percent authority must be at least
one position higher in the organization's reporting hierarchy than the
official delegated authority to approve actual expense requests of up to
150 percent of per diem. However, when that is not possible within an
organization, the person delegated the 300 percent authority must
possess sufficient independence from the travel authorizing official to
make an unbiased evaluation of the need for actual subsistence
expense.

5. Effective Date. This delegation of authority is effective upon signature

and remains in effect until superceded.

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Appendix G

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