41 C.F.R. Subpart B—Common Carrier Transportation
Title 41 - Public Contracts and Property Management
You may be authorized to use airline, train, ship, bus, or local transit system.
Link to an amendment published at 71 FR 49374, August 23, 2006. The requirements for using airlines fall into three categories: (a) Using contract carriers, when available; (b) Using coach class service, unless business-class or first-class service is authorized; (c) Using U.S. flag air carrier or (ship) service, unless use of foreign air carrier or (ship) is authorized. [FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]
Title 41: Public Contracts and Property Management
PART 301–10—TRANSPORTATION EXPENSES
Subpart B—Common Carrier Transportation
§ 301-10.100 What types of common carrier transportation may I be authorized to use?
Airline
§ 301-10.106 What are the basic requirements for using airlines?
Use of Contract City-Pair Fares
§ 301-10.107 When must I use a contract city-pair fare?
Link to an amendment published at 71 FR 49374, August 23, 2006.
Link to an amendment published at 71 FR 49374, August 23, 2006.
Link to an amendment published at 71 FR 49374, August 23, 2006.
You must always use a contract city-pair fare for scheduled air passenger transportation service, (an Internet list of city-pairs is available at http://pub.fss.gsa.gov/services/citypairs), if you are a civilian employee of an agency (see §301–1.1 of this chapter), unless one or more of the following conditions exist(s):
(a) Space or a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or
(b) The contractor's flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours; or
(c) A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses.
Note to paragraph
(d) Rail service is available and such service is cost effective and consistent with mission requirements; or
(e) Smoking is permitted on the contract flight and the nonsmoking section of the aircraft for the contract flight is not acceptable to you.
Note 1 to §301–10.107: Employees of the Government of the District of Columbia are not eligible to use the contract city-pair fares, even though they may otherwise be covered by the Federal Travel Regulation.
Note 2 to §301–10.107: Department of Defense (DoD) groups of 21 or more passengers may request contract service on an optional basis. Contract carriers may, but are not required, to furnish service to such groups.
[FTR Amdt. 84, 64 FR 29162, May 28, 1999, as amended by FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
§ 301-10.108 What requirements must be met to use a non-contract fare?
Link to an amendment published at 71 FR 49374, August 23, 2006.
Before purchasing a non-contract fare—
(a) You must—
(1) Meet one of the requirements for exceptions listed in §301–10.107; and
(2) If the non-contract fare is non-refundable, restricted or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket.
(b) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government.
[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
§ 301-10.109 What is my liability for unauthorized use of a non-contract carrier when contract service is available and I do not meet one of the exceptions for required use?
Any additional costs or penalties incurred by you resulting from unauthorized use of non-contract service are borne by you.
§ 301-10.110 May I use contract passenger transportation service for personal travel?
No.
§ 301-10.111 When may I use a reduced group or charter fare?
You may use a reduced group or charter fare when your agency has determined, on an individual case basis prior to your travel, that use of such a fare is cost effective. Chartered aircraft are subject to the same rules as Government aircraft, and agencies in the executive branch of the Federal Government are subject to the requirements of Office of Management and Budget (OMB) Circular A–126 and 41 CFR part 101–37 in making such cost effectiveness determinations.
[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
§ 301-10.112 What must I do when different airlines furnish the same service at different fares?
When there is no contract fare, and common carriers furnish the same service at different fares between the same points for the same type of accommodations, you must use the lowest cost service unless your agency determines that the use of higher cost service is more advantageous to the Government.
§ 301-10.113 What must I do if I change or do not use a common carrier reservation?
If you know you will change or not use your reservation, you must take action to change or cancel it as prescribed by your agency. Also, you must report all changes of your reservation according to your agency's procedures in an effort to prevent losses to the Government. Failure to do so may subject you to liability for any resulting losses.
§ 301-10.114 What must I do with unused Government Transportation Request(s) (GTR(s)), ticket(s) or refund application(s)?
You must submit any unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to your agency in accordance with your agency's procedures.
[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
§ 301-10.115 Am I authorized to receive a refund or credit for unused transportation?
No. You are not authorized to receive a refund, credit, or any other negotiable document from a carrier for unfurnished services (except as provided in §301–10.117) or any portion of an unused ticket issued in exchange for a GTR or billed to an agency's centrally billed account. However, any charges billed directly to your individually billed Government charge card should be credited to your account.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
§ 301-10.116 What must I do with compensation an airline gives me if it denies me a seat on a plane?
If you are performing official travel and a carrier denies you a confirmed reserved seat on a plane, you must give your agency any payment you receive for liquidated damages. You must ensure the carrier shows the “Treasurer of the United States” as payee on the compensation check and then forward the payment to the appropriate agency official.
§ 301-10.117 May I keep compensation an airline gives me for voluntarily vacating my seat on my scheduled airline flight when the airline asks for volunteers?
Yes:
(a) If voluntarily vacating your seat will not interfere with performing your official duties; and
(b) If additional travel expenses, incurred as a result of vacating your seat, are borne by you and are not reimbursed; but
(c) If volunteering delays your travel during duty hours, your agency will charge you with annual leave for the additional hours.
Airline Accommodations
§ 301-10.121 What classes of airline accommodations are available?
The following classes of air accommodations are available:
(a) Coach-class. The basic class of accommodations offered to travelers regardless of fare paid. The terms “tourist” or “economy-class” are sometimes used for this class of accommodation. When authorizing this class of accommodation, use of the contract city-pair fare is mandatory.
(b) Business-class. A premium-class of accommodation offered by the airlines that is higher than coach and lower than first class, in both cost and amenities. This class of accommodation is generally referred to as “business, business elite, business first, world business, connoisseur, or envoy” depending on the airline. Not all city-pair fares are available in business-class, and even when use of business-class is authorized, the use of business-class city-pair fares is optional. This class of service may only be authorized in accordance with the provisions of §301–10.124 of this part.
(c) First-class. Generally, the highest class of accommodation offered by the airlines in terms of both cost and amenities and termed “first-class” by the airlines and any reservation system. This class of accommodation may only be authorized in accordance with the provisions of §301–10.123 of this part. There are no contract city-pair fares for this class of accommodation.
(d) Single-class. This term applies when an airline offers only one class of accommodations to all travelers.
[FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]
§ 301-10.122 What class of airline accommodations must I use?
For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under §§301–10.123 and 301–10.124.
§ 301-10.123 When may I use first-class airline accommodations?
You may use first-class airline accommodations only when your agency specifically authorizes/approves your use of such accommodations, for the reasons given under paragraphs (a) through (d) of this section.
(a) No coach or business-class accommodations are reasonably available. “Reasonably available” means available on an airline that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time.
(b) When use of first-class is necessary to accommodate a disability or other special need. A disability must be substantiated in writing by a competent medical authority. A special need must be substantiated in writing according to your agency's procedures. If you are authorized under §301–13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances are determined by your agency and include, but are not limited to:
(1) Use of other than first-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(d) When required because of agency mission.
Note to
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002; FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]
§ 301-10.124 When may I use business-class airline accommodations?
Only when your agency specifically authorizes/approves your use of such accommodations, for the reasons given under paragraphs (a) through (i) of this section.
(a) Regularly scheduled flights between origin/destination points (including connecting points) provide only first-class and business-class accommodations and you certify such on your voucher; or
(b) No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed; or
(c) When use of business-class accommodations is necessary to accommodate your disability or other special need. Disability must be substantiated in writing by a competent medical authority. Special need must be substantiated in writing according to your agency's procedures. If you are authorized under §301–13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use business-class accommodations if you require the attendant's services en route; or
(d) Security purposes or exceptional circumstances as determined by your agency make the use of business-class accommodations essential to the successful performance of the agency's mission; or
(e) Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards; or
(f) The use results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations; or
(g) Your transportation costs are paid in full through agency acceptance of payment from a non-federal source in accordance with chapter 304 of this title; or
(h) Where the origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours. (In this instance you will not be eligible for a rest stop en route or a rest period upon arrival at your duty site.); or
(i) When required because of agency mission.
Note to
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 87, 64 FR 67670, Dec. 2, 1999; FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002; FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002; FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]
Use of United States Flag Air Carriers
Source: FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, unless otherwise noted.
§ 301-10.131 What does United States mean?
For purposes of the use of United States flag air carriers, United States means the 50 states, the District of Columbia, and the territories and possessions of the United States (49 U.S.C. 40102).
§ 301-10.132 Who is required to use a U.S. flag air carrier?
Anyone whose air travel is financed by U.S. Government funds, except as provided in §301–10.135, §301–10.136, and §301–10.137.
§ 301-10.133 What is a U.S. flag air carrier?
An air carrier which holds a certificate under 49 U.S.C. 41102 but does not include a foreign air carrier operating under a permit.
§ 301-10.134 What is U.S. flag air carrier service?
U.S. flag air carrier service is service provided on an air carrier which holds a certificate under 49 U.S.C. 41102 and which service is authorized either by the carrier's certificate or by exemption or regulation. U.S. flag air carrier service also includes service provided under a code share agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier's designator code and flight number.
§ 301-10.135 When must I travel using U.S. flag air carrier service?
You are required by 49 U.S.C. 40118, commonly referred to as the “Fly America Act,” to use U.S. flag air carrier service for all air travel funded by the U.S. Government, except as provided in §301–10.136 and §301–10.137 or when one of the following exceptions applies:
(a) Use of a foreign air carrier is determined to be a matter of necessity in accordance with §301–10.138; or
(b) The transportation is provided under a bilateral or multilateral air transportation agreement to which the United States Government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act; or
(c) You are an officer or employee of the Department of State, United States Information Agency, United States International Development Cooperation Agency, or the Arms Control Disarmament Agency, and your travel is paid with funds appropriated to one of these agencies, and your travel is between two places outside the United States; or
(d) No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service; or
(e) A U.S. flag air carrier involuntarily reroutes your travel on a foreign air carrier; or
(f) Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double your en route travel time; or
(g) When the costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.
§ 301-10.136 What exceptions to the Fly America Act requirements apply when I travel between the United States and another country?
The exceptions are:
(a) If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
(1) Increase the number of aircraft changes you must make outside of the U.S. by 2 or more; or
(2) Extend your travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas interchange point.
§ 301-10.137 What exceptions to the Fly America Act requirements apply when I travel solely outside the United States, and a U.S. flag air carrier provides service between my origin and my destination?
You must always use a U.S. flag carrier for such travel, unless, when compared to using a foreign air carrier, such use would:
(a) Increase the number of aircraft changes you must make en route by 2 or more; or
(b) Extend your travel time by 6 hours or more; or
(c) Require a connecting time of 4 hours or more at an overseas interchange point.
§ 301-10.138 In what circumstances is foreign air carrier service deemed a matter of necessity?
(a) Foreign air carrier service is deemed a necessity when service by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following circumstances:
(1) When the agency determines that use of a foreign air carrier is necessary for medical reasons, including use of foreign air carrier service to reduce the number of connections and possible delays in the transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an unreasonable risk to your safety and is approved by your agency (e.g., terrorist threats). Written approval of the use of foreign air carrier service based on an unreasonable risk to your safety must be approved by your agency on a case by case basis. An agency determination and approval of use of a foreign air carrier based on a threat against a U.S. flag air carrier must be supported by a travel advisory notice issued by the Federal Aviation Administration and the Department of State. An agency determination and approval of use of a foreign air carrier based on a threat against Government employees or other travelers must be supported by evidence of the threat(s) that form the basis of the determination and approval; or
(3) When you can not purchase a ticket in your authorized class of service on a U.S. flag air carrier, and a seat is available in your authorized class of service on a foreign air carrier.
§ 301-10.139 May I travel by a foreign air carrier if the cost of my ticket is less than traveling by a U.S. flag air carrier?
No. Foreign air carrier service may not be used solely based on the cost of your ticket.
§ 301-10.140 May I use a foreign air carrier if the service is preferred by or more convenient for my agency or me?
No. You must use U.S. flag air carrier service, unless you meet one of the exceptions in §301–10.135, §301–10.136, or §301–10.137 or unless foreign air carrier service is deemed a matter of necessity under §301–10.138.
§ 301-10.141 Must I provide any special certification or documents if I use a foreign air carrier?
Yes, you must provide a certification, as required in §301–10.142 and any other documents required by your agency. Your agency cannot pay your foreign air carrier fare if you do not provide the required certification.
[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
§ 301-10.142 What must the certification include?
The certification must include:
(a) Your name;
(b) The dates that you traveled;
(c) The origin and the destination of your travel;
(d) A detailed itinerary of your travel, name of the air carrier and flight number for each leg of the trip; and
(e) A statement explaining why you met one of the exceptions in §301–10.135, §301–10.136, or §301–10.137 or a copy of your agency's written approval that foreign air carrier service was deemed a matter of necessity in accordance with §301–10.138.
§ 301-10.143 What is my liability if I improperly use a foreign air carrier?
You will not be reimbursed for any transportation cost for which you improperly use foreign air carrier service. If you are authorized by your agency to use U.S. flag air carrier service for your entire trip, and you improperly use a foreign air carrier for any part of or the entire trip (i.e., when not permitted under this regulation), your transportation cost on the foreign air carrier will not be payable by your agency. If your agency authorizes you to use U.S. flag air carrier service for part of your trip and foreign air carrier service for another part of your trip, and you improperly use a foreign air carrier (i.e., when neither authorized to do so nor otherwise permitted under this regulation), your agency will pay the transportation cost on the foreign air carrier for only the portion(s) of the trip for which you were authorized to use foreign air carrier service. The agency must establish internal procedures for denying reimbursement to travelers when use of a foreign air carrier was neither authorized nor otherwise permitted under this regulation.
Train
§ 301-10.160 What classes of train accommodations are available?
(a) Coach-class—The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of the fare paid. Coach-class includes reserved coach accommodations as well as slumber coach accommodations when overnight train travel is involved.
(b) Slumber coach—Includes slumber coach accommodations on trains offering such accommodations, or the lowest level of sleeping accommodations available on a train that does not offer slumber coach accommodations.
(c) First-class—Includes bedrooms, roomettes, club service, parlor car accommodations, or other premium accommodations.
(d) Business-class—A class of service offered on Amtrak Acela or Metroliner extra fare train service.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]
§ 301-10.161 What class of train accommodations must I use?
You must use coach-class accommodations for all train travel, except when your agency authorizes first-class service.
§ 301-10.162 When may I use first-class train accommodations?
Only when your agency specifically authorizes/approves your use of first-class train accommodations under paragraphs (a) through (d) of this section.
(a) No coach-class accommodations are reasonably available. “Reasonably available” means available and scheduled to leave within 24 hours of the employee's proposed departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time.
(b) When use of first-class is necessary to accommodate a disability or other special need. A disability must be substantiated in writing by competent medical authority. A special need must be substantiated in writing according to your agency's procedures. If you are authorized under §301–13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances include, but are not limited to:
(1) Use of other than first-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(d) Inadequate foreign coach-class train accommodations. When coach-class train accommodations on a foreign rail carrier do not provide adequate sanitation or health standards.
§ 301-10.163 What is an extra-fare train?
A train that operates at an increased fare due to the extra performance of the train (i.e., faster speed or fewer stops).
§ 301-10.164 When may I use extra-fare train service?
You may use extra fare train service whenever your agency determines it is more advantageous to the Government or is required for security reasons. The use of the lowest class of service available on any AMTRAK Acela or Metroliner train service (including Acela Express) is deemed advantageous to the Government and no further agency approval is needed. On the Amtrak Acela Express or Metroliner train service, the lowest available class is business and on the Amtrak Regional train service the lowest available class of service is coach. AMTRAK Acela and Metroliner first-class accommodations may be authorized/approved only as provided in §301–10.162.
[FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]
Ship
§ 301-10.180 Must I travel by a U.S. flag ship?
Yes, when a U.S. flag ship is available unless the necessity of the mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec. 1241.)
§ 301-10.181 What is my liability if I improperly use a foreign ship?
You are required to travel by U.S. flag ship for the entire trip, unless use of a foreign ship has been authorized by your agency. Any cost that is attributed to improper or unauthorized use of a foreign ship is your responsibility.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
§ 301-10.182 What classes of ship accommodations are available?
Accommodations on ships vary according to deck levels.
(a) First-class—All classes above the lowest first class, includes but is not limited to a suite.
(b) Lowest first class—The least expensive first class of reserved accommodations available on a ship.
§ 301-10.183 What class of ship accommodations must I use?
You must use the lowest first class accommodations when traveling by ship, except when your agency specifically authorizes/approves your use of first-class ship accommodations under paragraphs (a) through (c) of this section.
(a) Lowest first class accommodations are not available on the ship.
(b) When use of first-class is necessary to accommodate a disability or other special need. Disability must be substantiated in writing by competent medical authority. Special need must be substantiated in writing according to your agency's procedures. If you are authorized under §301–13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances include, but are not limited to:
(1) The use of lowest first class accommodations would endanger your life or Government property; or
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
Local Transit System
§ 301-10.190 When may I use a local transit system (bus, subway, or streetcar)?
(a) To, from, and between places of work. The use of bus, subway, or streetcar is an allowable expense for local travel between places of business at your official station or a TDY station, and between places of lodging and place of business at a TDY station.
(b) To places where meals can be obtained. Where the nature and location of the work at your TDY station are such that meals cannot be obtained there, travel to obtain meals at the nearest available place is an allowable expense. You must, however, attach a statement to your travel voucher explaining why such travel was necessary.
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