41 C.F.R. Subpart A—General Rules
Title 41 - Public Contracts and Property Management
Title 41: Public Contracts and Property Management
PART 301–11—PER DIEM EXPENSES
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Subpart A—General Rules
§ 301-11.1 When am I eligible for an allowance (per diem or actual expense)?
When:
(a) You perform official travel away from your official station, or other areas defined by your agency;
(b) You incur per diem expenses while performing official travel; and
(c) You are in a travel status for more than 12 hours.
§ 301-11.2 Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
No.
§ 301-11.3 Must my agency pay an allowance (either a per diem allowance or actual expense)?
Yes, unless:
(a) You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101–4118), and you agree not to be paid per diem expenses; or
(b) You perform pre-employment interview travel, and the interviewing agency does not authorize payment of per diem expenses.
§ 301-11.4 May I be reimbursed actual expense and per diem on the same trip?
Yes, you may be reimbursed both actual expense and per diem during a single trip, but only one method of reimbursement may be authorized for any given calendar day except as provided in §301–11.305 or §301–11.306. Your agency must determine when the transition between the reimbursement methods occurs.
§ 301-11.5 How will my per diem expenses be reimbursed?
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method;
(c) Conference lodging allowance method (see §§301–74.7 and 301–74.22 of this chapter); or
(d) Actual expense method.
[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000]
§ 301-11.6 Where do I find maximum per diem and actual expense rates?
Consult this table to find out where to access per diem rates for various types of Government travel:
------------------------------------------------------------------------ For per diem and For travel in Rates set by actual expense see------------------------------------------------------------------------(a) Continental United States General Services For per diem, see (CONUS). Administration. applicable FTR Per Diem Bulletins issued periodically by the Office of Governmentwide Policy, Office of Transportation and Personal Property, Travel Management Policy, and available on the Internet at http:// www.gsa.gov/perdiem. For actual expense, see 41 CFR 301- 11.303 and 301- 11.305.(b) Non-foreign areas......... Department of Per Diem Bulletins Defense (Per issued by PDTATAC Diem, Travel and and published Transportation periodically in the Allowance Federal Register or Committee Internet at http:// (PDTATAC)). www.dtic.mil/perdiem/ . (Rates also appear in section 925, a per diem supplement to the Department of State Standardized Regulations (Government Civilians-Foreign Areas).)(c) Foreign areas............. Department of A per diem supplement State. to section 925, Department of State Standardized Regulations (Government Civilians-Foreign Areas).------------------------------------------------------------------------
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[FTR Amdt. 2003–03, 68 FR 22314, Apr. 28, 2003] § 301-11.7 What determines my maximum per diem reimbursement rate?
Your TDY location determines your maximum per diem reimbursement rate. If you arrive at your lodging location after 12 midnight, you claim lodging cost for the preceding calendar day. If no lodging is required, the applicable M&IE reimbursement rate is the rate for the TDY location. (See §301–11.102.)
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998] § 301-11.8 What is the maximum per diem rate I will receive if lodging is not available at my TDY location?
If lodging is not available at your TDY location, your agency may authorize or approve the maximum per diem rate for the location where lodging is obtained. § 301-11.9 When does per diem or actual expense entitlement start/stop?
Your per diem or actual expense entitlement starts on the day you depart your home, office, or other authorized point and ends on the day you return to your home, office or other authorized point. § 301-11.10 Am I required to record departure/arrival dates and times on my travel claim?
You must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. You must show this same information for points where you perform TDY or for a stopover or official rest stop location when the arrival or departure affects your per diem allowance or other travel expenses. You also should show the dates for other points visited. You do not have to record departure/arrival times, but you must annotate your travel claim when your travel is more than 12 hours but not exceeding 24 hours to reflect that fact. § 301-11.11 How do I make my lodging reservations?
You must make your lodging reservations through your agency travel management system as required by part 301–50 of this chapter.
[FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002] § 301-11.12 How does the type of lodging I select affect my reimbursement?
Your agency will reimburse you for different types of lodging as follows:
(a) Conventional lodgings. (Hotel/motel, boarding house, etc.) You will be reimbursed the single occupancy rate.
(b) Government quarters. You will be reimbursed, as a lodging expense, the fee or service charge you pay for use of the quarters.
(c) Lodging with friend(s) or relative(s) (with or without charge). You may be reimbursed for additional costs your host incurs in accommodating you only if you are able to substantiate the costs and your agency determines them to be reasonable. You will not be reimbursed the cost of comparable conventional lodging in the area or a flat “token” amount.
(d) Nonconventional lodging. You may be reimbursed the cost of other types of lodging when there are no conventional lodging facilities in the area (e.g., in remote areas) or when conventional facilities are in short supply because of an influx of attendees at a special event (e.g., World's Fair or international sporting event). Such lodging includes college dormitories or similar facilities or rooms not offered commercially but made available to the public by area residents in their homes.
(e) Recreational vehicle (trailer/camper). You may be reimbursed for expenses (parking fees, fees for connection, use, and disconnection of utilities, electricity, gas, water and sewage, bath or shower fees, and dumping fees) which may be considered as a lodging cost. § 301-11.13 How does sharing a room with another person affect my per diem reimbursement?
Your reimbursement is limited to one-half of the double occupancy rate if the person sharing the room is another Government employee on official travel. If the person sharing the room is not a Government employee on official travel, your reimbursement is limited to the single occupancy rate. § 301-11.14 How is my daily lodging rate computed when I rent lodging on a long-term basis?
When you obtain lodging on a long-term basis (e.g., weekly or monthly) your daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which you are entitled to per diem, provided the cost does not exceed the daily rate of conventional lodging. Otherwise the daily lodging cost 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. § 301-11.15 What expenses may be considered part of the daily lodging cost when I rent on a long-term basis?
When you rent a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the rental cost of the dwelling and the cost of appropriate and necessary furniture and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the area concerned, the cost of special user fees (e.g., cable TV charges and plug-in charges for automobile head bolt heaters). § 301-11.16 What reimbursement will I receive if I prepay my lodging expenses and my TDY is curtailed, canceled or interrupted for official purposes or for other reasons beyond my control that are acceptable to my agency?
If you sought to obtain a refund or otherwise took steps to minimize the cost, your agency may reimburse expenses that are not refundable, including a forfeited rental deposit. § 301-11.17 If my agency authorizes per diem reimbursement, will it reduce my M&IE allowance for a meal(s) provided by a common carrier or for a complimentary meal(s) provided by a hotel/motel?
No. A meal provided by a common carrier or a complimentary meal provided by a hotel/motel does not affect your per diem. § 301-11.18 What M&IE rate will I receive if a meal(s) is furnished by the Government or is included in the registration fee?
Your M&IE rate must be adjusted for a meal(s) furnished to you by the Government (including meals furnished under the authority of Part 304 of this Title) by deducting the appropriate amount shown in the chart in this section for travel within CONUS and the chart in Appendix B of this Chapter for meal deductions for OCONUS and foreign travel. The total amount of deductions made will not cause you to receive less than the amount allowed for incidental expenses.
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---------------------------------------------------------------------------------------------------------------- Total M&IE $39 $44 $49 $54 $59 $64----------------------------------------------------------------------------------------------------------------Breakfast..................................... 7 8 9 10 11 12Lunch......................................... 11 12 13 15 16 18Dinner........................................ 18 21 24 26 29 31Incidentals................................... 3 3 3 3 3 3----------------------------------------------------------------------------------------------------------------
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[FTR Amdt. 2005–06, 70 FR 60222, Oct. 17, 2005] § 301-11.19 How is my per diem calculated when I travel across the international dateline (IDL)?
When you cross the IDL your actual elapsed travel time will be used to compute your per diem entitlement rather than calendar days. § 301-11.20 May my agency authorize a rest period for me while I am traveling?
(a) Your agency may authorize a rest period not in excess of 24 hours at either an intermediate point or at your destination if:
(1) Either your origin or destination point is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) Travel is by coach-class.
(b) When a rest stop is authorized the applicable per diem rate is the rate for the rest stop location.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005] § 301-11.21 Will I be reimbursed for per diem or actual expenses on leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays) while I am on official travel?
(a) In general, you will be reimbursed as long as your travel status requires your stay to include a non-workday, (e.g., if you are on travel through Friday and again starting Monday you will be reimbursed for Saturday and Sunday), however, your agency should determine the most cost effective situation (i.e., remaining in a travel status and paying per diem or actual expenses or permitting your return to your official station).
(b) Your agency will determine whether you will be reimbursed for non-workdays when you take leave immediately (e.g., Friday or Monday) before of after the non-workday(s).
Note to §301–11.21: If emergency travel is involved due to an incapacitating illness or injury, the rules in part 301–30 of this chapter govern.
§ 301-11.22 Am I entitled to per diem or actual expense reimbursement if I am required to return to my official station on a non-workday?
If required by your agency to return to your official station on a non-workday, you will be reimbursed the amount allowable for return travel. § 301-11.23 Are there any other circumstances when my agency may reimburse me to return home or to my official station for non-workdays during a TDY assignment?
Your agency may authorize per diem or actual expense and round-trip transportation expenses for periodic return travel on non-workdays to your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to perform official business; or
(b) The agency will realize a substantial cost savings by returning you home; or
(c) Periodic return travel home is justified incident to an extended TDY assignment. § 301-11.24 What reimbursement will I receive if I voluntarily return home or to my official station on non-workdays during my TDY assignment?
If you voluntarily return home or to your official station on non-workdays during a TDY assignment, the maximum reimbursement for round trip transportation and per diem or actual expense is limited to what would have been allowed had you remained at the TDY location. § 301-11.25 Must I provide receipts to substantiate my claimed travel expenses?
Link to an amendment published at 71 FR 49375, August 23, 2006.
Yes, you must provide a lodging receipt and either a receipt for any authorized expenses incurred costing over $75, or a reason acceptable to your agency explaining why you are unable to provide the necessary receipt. § 301-11.26 How do I get a per diem rate increased?
If you travel to a location where the per diem rate is insufficient to meet necessary expenses, you may submit a request, containing pertinent lodging & meal cost data, through your agency asking that the location be surveyed. Depending on the location in question your agency may submit the survey request to:
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------------------------------------------------------------------------ For non-foreign area For foreign area For CONUS locations locations locations------------------------------------------------------------------------General Services Department of Department of State, Administration, Office of Defense, Per Diem, Director of Governmentwide Policy, Travel and Allowances, State Attn: Travel Management Transportation, Annex 29, Room 262, Division (MTT), Washington, Allowance Committee Washington, DC DC 20405. (PDTATAC), Hoffman 20522-2902. Building #1, Room 836, 2461 Eisenhower Ave., Alexandria, VA 22331-1300.------------------------------------------------------------------------
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[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002] § 301-11.27 Are taxes included in the lodging portion of the Government per diem rate?
No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency authorizes you a maximum lodging rate of $50 per night, and you elect to stay at a hotel that costs $100 per night, you can only claim the amount of taxes on $50, which is the maximum authorized lodging amount. This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002] § 301-11.28 As a traveler on official business, am I required to pay applicable lodging taxes?
Yes, unless exempted by the State or local jurisdiction. § 301-11.29 Are lodging facilities required to accept a generic federal, state or local tax exempt certificate?
Exemptions from taxes for Federal travelers, and the forms required to claim them, vary from location to location. The GSA Travel Homepage (http://policyworks.gov/travel) lists jurisdictions where tax exempt certificates should be honored. § 301-11.30 What is my option if the Government lodging rate exceeds my lodging reimbursement?
You may request reimbursement on an actual expense basis, not to exceed 300 percent of the maximum per diem allowance.
Approval of actual expenses is usually in advance of travel and at the discretion of your agency. (See §301–11.302.)
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998] § 301-11.31 Are laundry, cleaning and pressing of clothing expenses reimbursable?
Yes. The expenses incurred for laundry, cleaning and pressing of clothing at a TDY location are reimbursable as a miscellaneous travel expense. However, you must incur a minimum of 4 consecutive nights lodging on official travel to qualify for this reimbursement. Laundry and dry cleaning expenses have not been removed from foreign per diem rates established by the Department of State, or from non-foreign area per diem rates established by the Department of Defense. Separate claims for laundry and dry cleaning expenses incurred in foreign areas and non-foreign areas are not allowed.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002] § 301-11.32 May I be reimbursed for an advance room deposit in situations where a lodging facility requires the payment of a deposit, prior to the beginning of my scheduled official travel?
Yes, your agency may reimburse you for an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of your scheduled official travel. However, if you are reimbursed the advance room deposit, but fail to perform the scheduled official travel for reasons not acceptable to your agency, resulting in forfeit of the deposit, you are indebted to the Government for that amount and must repay it in a manner prescribed by your agency.
[FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]
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