41 C.F.R. Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]
Title 41 - Public Contracts and Property Management
[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005]
Title 41: Public Contracts and Property Management
PART 301–76—COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD
Subpart B—Policies and Procedures
Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]
------------------------------------------------------------------------ Group name Data elements Description------------------------------------------------------------------------Travel Authorization......... Authorization Assigned by the Number. appropriate office.Employee Name................ First Name, Agency guidelines may Middle specify the order, Initial, Last e.g., last name first. Name.Employee Identification...... Employee Number Must use a number, e.g., SSN, vendor number, or other number that identifies the employee.Travel Purpose Identifier.... Site visit Information meeting Training attendance Speech or presentation Conference attendance Relocation..... Same as change of official station. Entitlement travel.Travel Period................ Start Date, End Month, Day, Year Date. according to agency guidelines.Travel Type.................. CONUS/Domestic. Travel within continental United States. OCONUS/Domestic Travel outside the continental United States. Foreign........ Travel to other countries.Leave Indicator.............. Annual, Sick, Identifies leave type as Other. the reason for an interruption of per diem entitlement.Official Duty Station........ City, State, Either the corporate Zip. limits of city/town or the reservation, station, established area where stationed.Residence.................... State, Zip, The geographical City. location where employee resides, if different from official duty station.Payment Method............... EFT............ Direct deposit via electronic funds transfer. Treasury Check Imprest FundMailing Address.............. Street Address, The location designated City, State, by the traveler based Zip. on agency guidelines.------------------------------------------------------------------------
Standard Data Elements for Federal Travel [Commercial Transportation Information]------------------------------------------------------------------------ Group name Data elements Description------------------------------------------------------------------------Transportation Payment....... ............... Method employee used to purchase transportation tickets.Method Indicator............. GTR............ U. S. Government Transportation Request. Central Billing A Contractor centrally Account. billed account. Government In accordance with and Charge Card. as provided by agency guidelines. CashTransportation Payment Payment ID A number that identifies Identification Number. Number. the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. credit card number.Transportation Method Air (First- Common carrier used as Indicator. class and transportation to TDY Business- location. class). Air (Non-first- class and Non- business- class) Non-contract Air, Train, OtherLocal Transportation POV, Car Identifies local Indicator. rental, Taxi, transportation used Other. while on TDY.------------------------------------------------------------------------
Travel Expense Information [Standard Data Elements for Federal Travel]------------------------------------------------------------------------ Group name Data elements Description------------------------------------------------------------------------Per Diem..................... Total Number of The number of days Days. traveler claims to be on per diem status, for each official travel location. Total Amount The amount of money Claimed. traveler claims as per diem expense. Lodging, Meals & Incidentals.Travel Advance............... Advance The amount of travel Outstanding. advance outstanding, when the employee files the travel claim. Remaining The amount of the travel Balance. advance that remains outstanding.Subsistence.................. Actual Days.... Total number of days the employee charged actual subsistence expenses. ............... The number of days must be expressed as a whole number. Total Actual Total amount of actual Amount. subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation.Transportation Method Cost... Air (First- The amount of money the class and transportation actually Business- cost the traveler, class). entered according to method of transportation. Air (Non-first- class and Non- business- class) Non- contract Air, Train. Other.......... Bus or other form of transportation.Local Transportation......... POV mileage.... Total number of miles driven in POV. POV mileage Total amount claimed as expense. authorized based on mileage rate. Different mileage rates apply based on type and use of the POV. Car rental, Taxis, Other.Constructive cost............ Constructive The difference between cost. the amount authorized to spend versus the amount claimed.Reclaim...................... Reclaim amount. An amount of money previously denied as reimbursement for which additional justification is now provided.Total Claim.................. Total claim.... The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses.------------------------------------------------------------------------
Standard Data Elements for Federal Travel [Accounting & Certification]------------------------------------------------------------------------ Group name Data elements Description------------------------------------------------------------------------Accounting Classification.... Accounting Code Agency accounting code.Non-Federal Source Indicator. Per Diem, Indicates the type of Subsistence, travel expense(s) paid, Transportation. in part or totally, by a non-Federal source.Non-Federal Source Payment Check, EFT, Total payment provided Method. Payment ``in- by non-Federal source kind''. according to method of payment.Signature/Date Fields........ Claimant Traveler's signature, or Signature. digital representation. The signature signifies the traveler read the ``fraudulent claim/ responsibility'' statement. Date........... Date traveler signed ``fraudulent claim/ responsibility'' statement. Claimant Traveler's signature, or Signature. digital representation. The signature signifies the traveler read the ``Privacy Act'' statement. Date........... Date traveler signed ``Privacy Act'' statement. Approving Approving Officer's Officer signature, or digital Signature. representation. The signature signifies the travel claim is approved for payment based on authorized travel. Date........... Date Approving Officer approved and signed the travel claim. Certifying Certifying Officer's Officer signature, or digital Signature. representation. The signature signifies the travel claim is certified correct and proper for payment. Date........... Date Certifying Officer signed the travel claim.------------------------------------------------------------------------Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations.
