DEPARTMENT OF LABOR MANUAL SERIES DLMS- 7 TRAVEL MANAGEMENT

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1 DEPARTMENT OF LABOR MANUAL SERIES DLMS- 7 TRAVEL MANAGEMENT DLMS-7 has been revised, updated and reformatted, extraneous and duplicative language removed and reduced in size from 20 chapters to 9 chapters for ease of reading and understanding. Appendixes A-Definition/Glossary of Terms; B-Acronyms, C-Travel Codes and Payment Methods, D-Planning a Conference Planning, and E-Earning Compensatory Time Off for Official Travel are added. Chapter 1 Administration of Travel for Department of Labor Employees. Subpart A Part A Forward, Part A. Basic information pertaining to authority for Authority and entitlement to travel at Government expense and Applicability. who this regulation applies to. No significant policy revisions or changes. N/A Subpart B N/A Part B - Responsibilities Part C Authorization and Scheduling of Travel Part D Emergency Travel Part B. Newly added section to emphasis the role and responsibilities of the CFO, agency heads, other delegating officials and employees in the administration, control and implementation of Government wide and internal DOL travel policies. Part C. Removes the authority to issue Limited (Open) travel authorization. Permits the authorization of Open (Blanket) travel authorization for political appointees, agency heads and their deputies, and individuals whose duties includes responding to emergency or catastrophic events requiring action by DOL. Designates the CFO as the responsible agency official for approving travel authorizations and vouchers for all Senior Executive Managers and the Deputy Secretary as the responsible agency official for approving travel authorizations and vouchers for the CHO and IG. Retains trip-by-trip travel authorizations for all other travelers. Continues policy that all travel be scheduled during normal duty hours when practicable. Provides authority to the CFO to monitor the use of Open (Blanket) travel authorizations and if warranted to cancel such an authorization. Part D Provides some latitude for employees identified as disaster relief workers or first responders to an emergency or catastrophic event. Allows such employees to be issued an Open (Blanket) Travel authorization and allows for the pre-approval portions of this regulation when informed verbally or in writing by appropriate 1

2 Subpart A Part E General Rules authority to respond to emergency or catastrophic event. Part E Pertain to traveler s liability, frequent travel benefits and promotional materials. No significant policy revisions or changes. N/A N/A Part F The E-Gov Travel Program Approval of ETS Travel Vouchers Part F Newly added section provides background information and the authority for DOL s E-Gov system (E2). Requires all travelers to book airline, lodging accommodations and car rental reservations using the E2 system. Also requires that all travel documentation, travel authorization, vouchers, be prepared and submitted using the E2 system. Papers copies of travel documents will not be accepted. Provides the authority for split disbursement of a travel voucher (amount to traveler and amount to charge card vendor. Provides information on Secure Flight Traveler Pre- Screening. A program managed by the Department of Homeland Security and the Transportation Security Agency that requires the collection of data e.g., correct full name,, date of birth and gender for all travelers, Newly added guidance on approval of ETS travel vouchers. Chapter 2 Transportation Modes, Accommodations, Baggage and Mileage Allowances Parts 3, 4 and 5 Part 1 Methods of Continues current policy on the use of the various Transportation modes of common carrier transportation (air, bus, rail), and any other means to necessary to complete official business. Part 2 Part 3 Part 4 Part 2 Use of Public Transportation Part 3 Use of Privately Owned Conveyance Part 4 Cost No change in the use of public transportation (taxi, subway, local transit system) in conducting official business. Continues the policy that use of a POV as a means of transportation when authorized as being advantageous to the Government. Most significant change is an Executive Order prohibiting text messaging when driving a GOV, or a POV while on official Government business or when using electronic equipment supplied by the Government while driving. Continues current DOL policy that a cost 2

3 Part 2 Part 2 Part 3 Part 7, paragraph Part 3 N/A Subpart B Subpart B Comparison Part 5 Use of Government Conveyance Part 6 GSA City Pair Fare Program Part 7 - Premium Class Travel Part 8 Rest Stops and Rest Periods Part 9 Fly American Act Part 10 Open Skies Agreement Part 11 Foreign Travel Part 12 Official Passports comparison be made when the authorized mode of transportation is not used. Adds example of construction of a cost comparison. Continues current policy concerning the use of a GOV. However, a significant change includes the provisions of an Executive Order prohibiting text messaging when driving a GOV, or a POV while on official Government business or when using electronic equipment supplied by the Government while driving. Continues the mandatory current policy on use of the GSA City Pair Fare Program unless and exemption has been authorized or approved by the authorizing or approving official. Premium class (first and/or business class) travel may be authorized or approved as prescribed in this section of the regulation. No significant revisions or policy changes have been made to the use of premium class travel DOL defines a rest stop as a break in TDY or relocation en-route travel and sets the criteria for when a rest stop may be authorized. While a rest period is personal time on either end of TDY travel. An en-route rest-stop allows the traveler to relax, recuperate, acclimate prior to beginning work upon arrival at their destination. A rest stop must be clearly stated and detailed on the travel authorization. Continues statutory requirement that U.S. flag carriers be used for travel OCONUS. U.S. flag carrier services also includes service provided under a Code-Share agreements between U.S. and foreign flag carriers, however, the ticket or e-ticket must identify the U.S. Flag carrier s designator code and flight number. This is a significant policy revision. The general rules is that when travel is funded by the U.S. Gov t the provisions of the Fly America Act prevail. However, while restrictions remain, under the new Open Skies agreement if a CPP flight is not available for the entire distance, travel on a foreign carrier may be permitted using the lowest available U.S/foreign carrier ticket. Continues current policy on foreign travel. All foreign travel must be authorized in advance and all travel must be coordinated with ILAB. Continues current DOL policy on obtaining official passports and visas. The OASAM is the 3

4 Part 3 Part 5. Part 13 Unused Tickets Part 14 Baggage Allowance responsible office for obtaining passports and visas accordingly, travelers should contact the passport agent for assistance and guidance. Travelers are responsible for any tickets issued. If tickets are not used or cancelled it is the travelers responsibility to ensure the tickets are returned for refund. If the IBA is used the traveler must obtain a refund directly from the carrier and credited to the IBA account. If the agency CBA account was used, the traveler must return the unused ticket to the TMC who in turn will obtain a refund from the carrier for credit to the agency. Provides the criteria for the reimbursement of baggage carried on a common carrier. Any baggage allowance should be stated in the travel authorization. In view that common carrier differ in what baggage is carried free of charge of what they may charge for additional baggage can be found on the GSA website site Chapter 3 Per Diem Part 7 Part A. General Generally the rules and guidance for the payment of per diem have not been revised or change, but reformatted and written for ease of reading and understanding. Paragraph Paragraph Paragraph and Paragraph Subpart 1 Employee Responsibilities Subpart 2 Local Travel Subpart 3 Local Expenses Subpart 4 General Rules for Per Diem Subpart 5 Maximum Continues Government wide policy that employee s exercise the care in incurring expenses that a prudent person would exercise. The most significant revision to this part is the increase in the mileage radius for at the official duty and vicinity thereof. It has been determined that is not unreasonable for an employee to travel within a 50 mile radius of his/her official station or residence. Reimbursement is permitted for transportation costs e.g., mileage, bus or subway tokens, etc), however, reimbursement for per diem is not permitted. No significant policy revisions relating to the reimbursement of local transportation expenses, e.g., subway, bus, taxi. POV mileage The general rule is that an employee is not entitled to per diem when travel is 50 miles or less from the employee s duty station or 50- miles or less from the employee s place of abode and is 12-hours or less in duration. 4

5 Paragraph Paragraph Paragraph Paragraph 1-7.9a Paragraph Paragraph Paragraph a2 Paragraph b Paragraph c Paragraph d Paragraph Paragraph Paragraph Per Diem Rates Subpart 6 Travel More than 12 hours But Less Than 24 hours Subpart 7 Travel 24 hours or More Subpart 8 Lodging Location Subpart 9 Allowable Lodging Expenses Subpart 10 Deviation from Lodging plus per Diem Subpart 11 Rest Stops Involving Travel Outside CONUS Subpart 12 Furnished Meals Subpart 13 Extended Stays Subpart 14 Meetings and Conventions Subpart 15 Per Diem for Extended Training Assignments Subpart 16 Per Diem for Special Situations Subpart 17 Leave in Conjunction with TDY Subpart 18 Return to Official Duty Station Part B. Actual Expense Allowance. No changes in the maximum per diem rates. Allows for the reimbursement of per diem if travel is more than 12 hours but less then 24 hours and is outside the 50-mile radius of the traveler s official duty station or place of abode No significant policy revisions when travel exceed 24 hours Continues Government wide policy that the location of the TDY assignment determines the applicable per diem rate. No significant revisions to current policy Continues policy that prior approval must be obtained when it is know that the lodgings and meals are provided at a reduce or no cat by the Government and a reduced per diem rate is warranted. Provides guidance when a rest stop is appropriate, defines rest stop and rest period for DOL travelers Stipulates that when meals are furnished at little or no coast or are included in a registration fee, that particular meal(s) must be deducted from the applicable M&IE allowance. When a TDY assignment is 30-days or more, employees should obtain lodging on a weekly or monthly basis to reduce costs and a reduced per diem allowance should be authorized. Continues current policy for prearranged lodging accommodations at conferences or meetings. Removes the option for a temporary change of station in lie of per diem. Special situations are obtaining lodging on a weekly or monthly basis, TDY cancellation returning to official duty station. Continues current policy and guidance. Continues current policy and guidance. 5

6 Part 8 and Spotlight 886 Paragraph Subpart 1 General Continues current policy that AEA may be authorized when circumstances warrant. Paragraph Paragraph Paragraph Paragraph Paragraph Paragraph Paragraph Subpart 2 Conditions Warranting Authorization of Actual Expenses Subpart 3 Maximum Daily Rates and Reimbursement Limitations Subpart 4 Authorization or Approval Subpart 5 Documentation, Review and Administrative Controls Subpart 6 Mixed Travel (Per Diem and Actual Expenses Subsistence Expense) Reimbursement Subpart 7 Interruption of Subsistence Entitlements Subpart 8 Ordered to Duty While on Leave Lists what is considered as a special or unusual situation warranting AEA. However, the list is not all inclusive. Limits the maximum that may be authorized not to exceed 300 percent of the per diem rate for the TDY location. Provides example of how AEA is calculated, giving the benefit to the lodging portion of per diem. Approval authority for AEA has been delegated to Agency Approving Officials. Continues current policy of providing documentation, review and administrative controls. Continues current policy involving per diem and/or AEA. The rules governing interruptions of entitlement to per diem or AEA have not changed. Again, no change to current policy. 6

7 Chapter 4 Travel Charge Card GSA SmartPay Former DLMS-7 Spotlight 864 Spotlight 865 Paragraph Part 13. Part 15 Subpart C. Part 15, paragraph b Part 15 Subpart C. Part 15, Subpart C. Revised DLMS Part 1 Authority and Responsibilities of Department Part 2 Creditworthiness in the Travel Charge Card Program Part 3 Traveler Responsibility Part 4 Mandatory Use of Travel Charge Card Part 5 Individual Employee Charge Card Part 6 Centrally Billed Accounts Part 7 Travelers Checks Significant Policy Revisions Consolidates various parts and subparts relating to the Travel Charge Card into one chapter for ease of reference and reading. States the OFCO is the responsible organization within DOL to manage the charge card program. Adds the requirement to check on the creditworthiness of the traveler, and the authority to use salary offset provisions when a delinquent account is reported to the agency by the charge card contractor. Travelers are responsible for all charges billed to the IBA account, unless the card has been reported stolen or lost prior to the charge being placed on the account. Travelers are responsible to pay the contractor in accordance with the contractor s payment terms. Requires that cardholders must use the Government sponsored individually billed travel charge card for all official expenses. Such expense, include, airline tickets, lodging, meals where the card is accepted, rental cars, taxis, etc., unless an exemption has been granted. A Government sponsored individually billed travel charge card issued to employees who travel on official business. The employee is billed directly by the contractor for which the employee is liable to pay as required by the terms of the contractor s agreement. An account established with the Government sponsored travel charge card contractor at the request of the agency. Under this account the agency pays the bill directly to the contractor. DOL does not participate in the contractor s travelers check program. The cost of purchasing travelers check, money orders, etc in connection with official travel are reimbursable. Part 15, Subpart C. Part 15, Subpart C Part 8 Misuse of the Travel Charge Card Part 9 ATM Services Cardholders are held responsible for the prudent use of the travel charge card. Transactions are monitored by Citibank and DOL. Any misuse may cause suspension of cancellation of the card. No significant revisions or changes to using the ATM features of the Individually billed Government sponsored travel charge card Spotlight 868 Part 10 Salary Offset Provides the authority for DOL to collect undisputed delinquent amounts owed to a Government sponsored travel charge card contractor, upon a written request fro the contractor and the action required by DOL prior to beginning collection. 7

8 N/A Part 11 Additional Charge Card Information Additional information on the use of the travel charge card can be found on the Citibank website Chapter 6 Special Circumstance Travel. Paragraph 1-1.2B6 Part A Invitational Provides clear guidance and policy for individual Travel. invited to travel on behalf of DOL and its agency and components. Requires the creation of a travel authorization in the E2 system, prohibits the advance of d funds or the issuance of a Government contractor individually billed travel charge card. Part 12 - Travel Due to Illness, Injury or a Personal Emergency Paragraph B-7 Part 14 - Expenses for Threatened Law Enforcement/Investigative Employees Subpart C Part 20 Subpart A Long Term Training Assignments Part 20 Subpart B - Intergovernmental Personnel Act (IPA) and Executive Exchange Assignments. Part B - Travel Due to Illness, Injury or a Personal Emergency. Part C - Witness Travel. Part D - Expenses for Threatened Law Enforcement/Investigative Employees. Part E Pre-Employment Interview Travel. Part F Long Term Training Assignments Part G Intergovernmental Personnel Act (IPA) and Executive Exchange Assignments. Simplified, no significant revisions or changes. Reformatted, no significant revisions or changes. No significant revision or changes Continues DOL policy to allow for interview travel, no significant revision of changes. Continues to provide the authority for long-term training assignments. Requires cost data of training requirement. Significant revision eliminates the option of a temporary change of station. Continues current practice. No significant revisions or changes. 8

9 Chapter 6 Miscellaneous Expenses Part 6- Communication Services and Part 9 Miscellaneous Expenses Part 1 Authorization Part 2 Allowable Expenses No significant revisions or policy changes made. List expenses that are considered general in nature and allowable as a reimbursable expense. Paragraph Paragraph Paragraph Part 3 Employee with a Disability Part 4 Communications Services Part 5 Types of Services Used Part 6 Allowable Expenses Allows agency to accommodate employees with disabilities or special needs. Permits the reimbursement of telephone calls, e- mail, internet services, teletype, cable, radio, fax, etc when authorized such devises are used to transact official business. Identifies the types of communication services that may be used to transact official business. List the types of expenses that are reimbursable as a communication services. 9

10 Chapter 7 Source of Funds Part 10 Source of Funds Part 1 General Policy DOL policy is that all employees who travel are to be issued a Government contractor-issued individually billed travel charge card (IBA). Part 2 Managing Financial Resources Part 3 Procurement of Common Carrier Transportation Part 4 Advance of Funds Ensure that travel is for official purposes, hold cash advances to a minimum, ensure employees submit their claims in a timely manner, and recover any excess cash advances and purchase, in bulk, tokens, and bus and subway tokens. Requires employee issued an IBA to procure all transportation tickets using their IBA. Allows for the use of DOL centrally billed account under certain circumstances. Requires that all transportation services be obtained using DOL s designated TMC. Emphasis employees the ATM function of the IBA to obtain cash advances. Under the conditions cited, cash advances may be issued by the agency. Chapter 8 Claims for Reimbursement Part 11 Claims for Reimbursement Part 1 Travel Vouchers Requires that all claims for reimbursement for TDY and local travel be submitted electronically using DoL s E2-Travel Solutions System. Part 2 Records of Travel and Expenses Part 3 Preparation of Voucher Part 4 Submission and Review of Travel Vouchers Requires any receipts and any other travel documents be scanned into the E2 System. Encourages employees to retain copies of receipts and any other travel documents for 3-years in case of an external or external audit. Requires travelers to record leave, indirect routes and cost comparison and if authorized a reduced per diem or an actual expenses and include the travel purpose on the voucher. The E2 System provides for the option of split-disbursement where traveler may have that portion of their claim billed to their individually billed travel charge card paid directly to the vendor. Unless the traveler does not have a bank account all travel reimbursements made by EFT Requires that travel claims, whether travelling under blanket or trip-by-trip authorizations be submitted within 5 working days after completion of 10

11 the TDY assignment. Claims for local travel must be submitted every 30- days or when the claim exceeds $50. Claims for long term assignments in excess of 30-days must be submitted by the 5 th working day of the month following the month in which the expenses are being claimed. Part 5 Suspension of Charges Part 6 Fraudulent Claims Continues current policy. Continues current policy. Part 7 Timing of Travel Reimbursement Part 8 Requesting Interpretation of Travel Policy Part 9 Requesting Decision by Civilian Board of Contract Appeals (CBCA) DOL retains the policy to pay travel reimbursements within 30 calendar days of submission of a proper voucher. OFCO has the responsibility for travel policy within DOL, accordingly, any request for interpretation of the Government wide or agency policy are to addressed by the OFCO. DOL retains current policy pertaining to requesting decisions from the CBCA. Chapter 9 Agency Travel Data Part 17- Agency Travel Part 1 Travel Data Requirements Accounting Systems Part 2 Reporting Requirements Part 3 Reporting to the Internal Revenue Service (IRS) Streamlines chapter for ease of reading, continues Government wide policy of collecting travel data and to reports such data as specified by regulations or GSA. Emphasis DOL policy that travelers should obtain cash advances from ATMs with their IBA, also for agency cash advances under the circumstances prescribed. Reminds travelers assigned to a TDY location for 1-year or more may be subjected to income taxes and recommend that the traveler contact a tax advisor of the IRS to determine tax liability if any. 11

12 . Various parts of DLMS - 7 Appendix A Definitions/Glossary of Terms Removed definitions from various chapters to one location for ease of reading and reference. No policy changes N/A Appendix B Consolidates and defines all acronyms used in the Acronyms TDY Chapter Former DLMS-7 Revised DLMS Significant Policy Revisions Chapter 1, paragraph Appendix C Travel Codes and Payments Methods Update travel codes to correspond with GSA Amendment to the FTR. Reduced the number of travel codes from 12 to 6 and adds a method of payment category. Part 16 Conference Appendix D - Planning Removed from text to appendix with no change in Planning a Conference policy. Former DLMS-7 Revised DLMS Significant Policy Revisions Spotlight 890, February 2005 Appendix E Earning Compensatory Time Off for Official Travel No change from previous policy relating to compensatory time off while in a travel status 12