6509.33_301-71
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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Supplement No.: 6509.33-2007-4
Effective Date: May 30, 2007
Duration: This supplement is effective until superseded or removed.
Approved: KARREN ALEXANDER
For JESSE KING
Chief Financial Officer (CFO)
Date Approved: 05/24/2007
Posting Instructions: Supplements are numbered consecutively by handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this handbook was 6509.33-2007-3 to chapter 301.
New Document
6509.33_301-71
11 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
id_6509.33-2005-13, 12/23/2005
10 Pages
Digest:
301-71.108 - Incorporates and makes minor clarifications in the direction previously set forth in
interim directive (id) 6509.33-2005-13, which expired June 23, 2007. Also revises incorrect
caption and code number from “What internal policies and procedures must we establish for
travel authorization, 301-71.109 to “What internal policies and procedures we must establish for
travel authorization, 301-71-108.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
STANDARD POSTING INSTRUCTIONS
FOR THE FEDERAL TRAVEL REGULATION, FSH 6509.33
(For further direction on organization and posting of parent text (white pages) see the Foreword
to the Federal Travel Regulation beginning on page i.)
ORGANIZATION. The Federal Travel Regulation (FTR) is divided into chapters, parts,
subparts (if applicable), sections, and paragraphs. The numbers 301, 302, 303, and 304 connote
specific chapters of Title 41 of the Code of Federal Regulations (CFR). The number before the
decimal point indicates the part within each chapter; the number after the decimal point indicates
the section. For example 301-1.1 refers to:
Chapter
301-
Part
1.
Section
1
Pages within each part are consecutively numbered beginning with Arabic number 1. Each page
number is preceded by the part number; for example, the third page of Part 301-2 is numbered
2-3. Individual pages are identified by chapter in the running header.
TRANSMITTALS. Transmittals accompany parent text, Department supplements, and Forest
Service supplements. File transmittals at the front of the Handbook in numerical sequence with
the highest amendment or supplement number first. Group the transmittals in the following
order by issuing Agency and unit level:
- Federal Travel Regulation (FTR) (white transmittals);
- Agriculture Travel Regulations (ATR) supplements (yellow transmittals);
- Forest Service Travel Regulations (FSTR) supplements (buff transmittals);
- Region, Station, or Area Supplements (blue transmittals); and
- Forest Supplements (green transmittals).
SUPPLEMENTS AND INTERIM DIRECTIVES. Post supplements to the parent text of the
Federal Travel Regulation (white pages) at the end of each part (for example, at the end of part
301-1, 301-2, and so on) by color in the following order:
- Agriculture Travel Regulations (ATR) supplements (yellow pages);
- Forest Service Travel Regulations (FSTR) supplements (buff pages);
- Washington Office IDs (pink pages);
- Region, Station, or Area Supplements (blue pages);
- Region, Station, or Area IDs (pink pages);
- Forest Supplements (green pages); and
- Forest IDs (pink pages).
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Table of Contents
§301-71.108 What internal policies and procedures must we establish for travel
authorization? .............................................................................................................. 4
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
§301-71.108 What internal policies and procedures must we establish for travel
authorization?
Local travel expenses are no longer paid with the Purchase Card Convenience Check. Local
travel expenses shall be reimbursed using the National Finance Center (NFC) Unified Travel
System by establishing a Type "L" travel authorization. Local authorizations are issued annually
and must be renewed at the beginning of each fiscal year. The Travel Authorization/Advance
form (Form AD-202) covers all employees within the issuing office, without specific
identification.
1. Local Travel Expenses.
Employees may be reimbursed for travel expenses incurred in performing official duties in and
around their duty station. This is commonly referred to as reimbursement for "Local Travel."
Local travel expenses may include such things as the cost of subway, bus, train, or taxi or; if
employees use their privately-owned vehicle (POV), mileage, tolls, and parking. Local travel
expenses could be incurred in a variety of work related situations including, but not limited to,
required attendance at meetings, conferences, or other official functions; training; periodic work
assignments at alternate duty locations in or around the duty station; and so forth. The authority
to reimburse employees for local travel expenses is delegated to each agency. Approval of
individual local travel claims is generally the responsibility of the employee's fundholder,
supervisor, or other designated travel approving official.
2. Distinguishing Local Travel from Temporary Duty (TDY) Travel.
Local travel is distinguished from Temporary Duty (TDY) authorizations based on the mileage
incurred from the employee's official duty station or residence to the travel destination. The
distinction between local travel and TDY should not be based solely on whether the employee
seeks overnight accommodations or be in travel status for consecutive days. The following rules
apply when making local travel or TDY determinations:
a. When the official travel occurs within 1 calendar day, local travel is considered to
be travel which occurs within a 25-mile radius of the employee's duty station or
residence. Per diem is not authorized for local travel. If the travel is greater than 25
miles from either the employee's duty station or residence and greater than 12 hours,
TDY authorizations must be issued. Per diem is not authorized if the period in travel
status is less than 12 hours. If the period in travel status is less than 12 hours,
reimbursement is limited to transportation and miscellaneous expenses only. If the
period in travel status exceeds 12 hours, employees are reimbursed the meal and
incidental expense (M & IE) portion of the applicable per diem rate in addition to
transportation and miscellaneous expenses incurred.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
b. When the official travel is for consecutive days, local travel is considered to be
travel which occurs within a 35-mile radius of the employee's duty station (not their
residence). If travel is greater than 35 miles from the employee's duty station, TDY
authorizations must be issued. The same 12-hour rule applies. If the travel period
exceeds 12 hours on a given travel day, employees are authorized the applicable per
diem rate in addition to reimbursement for transportation and miscellaneous expenses
incurred. If the travel period exceeds 12 hours, but the employee does not obtain
overnight accommodations, reimbursement is limited to the M & IE portion of the
applicable per diem rate, transportation, and miscellaneous expenses incurred.
3. Authorization of a Reduced Per Diem Rate for Remote Duty.
Line Officers may develop and authorize a reduced per diem rate for remote duty assignments.
Based on a determination that operations of the agency may be accomplished more efficiently
through the use of "spike camps," the reduced per diem rate shall be authorized for any remote
duty lasting more than 12 hours, regardless of actual miles from an employee's duty station. At
least one or more of the following circumstances must exist in order to authorize use of the
reduced per diem rate:
a. When it is advantageous to keep employees at fire camps or other emergency
locations.
b. When the work activity is in a remote area where a unit's capability to transport
employees to their official station would take excessive time or otherwise pose an
unacceptable safety hazard.
c. When field managers determine that the cost of travel to and from worksites,
including lost productive time, exceeds the cost of providing a reduced per diem
reimbursement.
d. For activities such as prescribes burns, when employees are under close control
and are not allowed the opportunity to leave the area to obtain meals. This may
extend to other operational situations but not to administrative activities such as
meetings or training.
4. Determining Reimbursement for Local Travel Expenses.
The following guidance is offered to assist employees, supervisors, and travel approving officials
in determining reimbursement for local travel expenses incurred. Although much is available on
TDY travel policy and reimbursement, very limited Federal guidance is available concerning
reimbursement of local travel expenses. Generally, if the expense appears reasonable and was
necessary to conduct business, the employee should be reimbursed for out of pocket expenses.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Reimbursement for local travel expenses incurred is, therefore, at the discretion of the agency
and the employee's supervisor or travel approving official.
There is one situation where we are precluded from providing local travel reimbursement to
employees. A Federal agency, per Comptroller General ruling, cannot reimburse (or give
the appearance that they are reimbursing) employees for local travel costs incurred solely
from the employee’s residence to their permanent duty station unless the employee is
participating in the Public Transportation Benefit Program sponsored by the Federal
Government. The authority under this program is unique and should not be interpreted as a basis
for reimbursing employees for home to work travel costs.
In determining mileage for local travel vouchers, the practice of automatically deducting the
mileage from the employee residence to duty station from all local travel should be discontinued.
In the past, this deduction was made, but it was inconsistently applied and has proven to be
inequitable and unfair to many employees seeking reimbursement for, out of pocket, local travel
expenses.
5. Approving Local Travel Expenses.
Supervisors and other travel approving officials must ensure that employees are promptly
reimbursed for reasonable, out-of-pocket expenses incurred for official local travel in or around
the duty station. Approving reimbursement for local travel expenses incurred must be made
on a case-by-case basis. In making this determination, approving officials should take care not
to reimburse or give the appearance that they are reimbursing employees for routine residence to
official duty station commuting costs. It is the responsibility of the employee seeking
reimbursement to clearly illustrate and justify that local travel costs incurred were out of pocket
and not part of their normal commuting expense. Employees must provide a cost comparison to
justify use of privately-owned vehicle (POV) versus transportation provided at government
expense.
6. Type L, Local Travel Authorization - Using the NFC Unified Travel System
A Type L authorization must be used for all reimbursement of local travel costs as defined above
using the NFC Unified Travel System. A Type L, local travel authorization Form AD-202,
Travel Authorization/Advance, may be prepared for an employee or for a group of employees to
obtain reimbursement for local travel expenses. The use of Type L authorizations and associated
vouchers enables employees to obtain expeditious reimbursement for local travel expenses
incurred. Reimbursements should be made by electronic funds transfer (EFT) to the employee's
salary or travel EFT account.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
7. Procedures.
See exhibit 01 for instructions on preparing Type L, local travel authorizations. Follow National
Finance Center (NFC) Manual Title II, Chapter 2, Section 1, Travel System and Title VI,
Chapter 6, Section 1, Travel Online Data Entry, for additional instructions on processing Type L
authorizations vouchers. See http://www.nfc.usda.gov/. For employee reimbursement, use the
Forest Service Travel Phase II online application system to create a Travel Voucher Form
AD-616.
Form SF-1164, Claim for Reimbursement for Expenditures on Official Travel, must not be
used for local travel reimbursement. Authorized miscellaneous expenses, while on local
travel, can continue to be claimed on Form SF-1164 and reimbursed by convenience checks.
Forest Service is pursuing other avenues for miscellaneous expense reimbursement, such as
through paycheck or debit card. Authorized miscellaneous expense reimbursements are for
items such as tuition, liability insurance, wellness reimbursement, and so forth. Miscellaneous
expenses do not include periodicals, books, and supplies; registration fees for conferences;
organization/society fees; and so forth. These types of miscellaneous expenses are paid by
purchase card. Before making any purchase, seek out an agency/organization program
coordinator (A/OPC) to determine appropriateness of the purchase.
All Forest Service employees have access to the system's on-line travel service and must follow
procedures described in the NFC Manual Title II and Forest Service Travel Phase II online
application system. Employees must indicate in the miscellaneous section the purpose of local
travel authorized. The travel voucher is signed electronically by the employee's supervisor, who
must forward it to the travel coordinator for processing. The employee prints a hardcopy for his
supervisor's signature and forwards, with receipts, to the staff administrator for records
maintenance.
Type L authorizations may be issued to authorize an employee or group of employees (up to 50)
for an entire fiscal year. Direct questions to the Travel Branch, Albuquerque Service
Center, on 1-877-372-7248.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Exhibit 01
Instructions for Form AD-202,
Travel Authorization for Type L, Local Travel
1. ACTION CODE (enter one of the following):
E = Enter to establish a new travel authorization.
A = Amends an authorization that was previously established.
2. AUTHORIZATION DATE: Enter the preparation date of the travel authorization.
SECTION A - IDENTIFICATION
3. TRAVEL AUTHORIZATION NO.: Enter the appropriate authorization number
(13-position number) assigned to the authorization. The first position is the fiscal year.
The second position of the authorization must be "L" for local travel. If authorizing a
single individual, the third position of the authorization number will be an "S". If
authorizing a group of individuals, the third position of the authorization number will be
an "M".
4. SOCIAL SECURITY NO.: Enter the traveler's social security number. If the
authorization covers multiple travelers, leave this block blank and complete Form
AD-202M (Attachment for Multiple Travelers). The AD-202M has a sufficient number
of blocks to indicate the appropriate social security number of 50 individuals within an
office.
5. NAME: Enter the traveler's name. If the authorization covers multiple travelers,
leave this block blank and complete the AD-202M.
The AD-202M is used along with the AD-202 to accommodate situations of group travel
of up to 50 travelers. Each AD-202M can accommodate 25 travelers; therefore, if 26-50
travelers are being authorized, use two AD-202M's.
6. AGENCY CODE: Enter the 2-digit agency code; "11" for Forest Service.
7. AGENCY ORIGINATING OFFICE NUMBER (OON): Enter the applicable 10-digit
originating office number, for example, AG11XXXXXX.
8. TRAVELER ORIGINATING OFFICE NUMBER (OON): Leave blank.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Exhibit 01--Continued
9. ESTIMATED DATES OF TRAVEL: Enter the beginning and ending dates of the
fiscal year.
10. TRAVEL TYPE: Enter the type travel code "DM" for domestic travel.
11. GOVERNMENT CREDIT CARD HOLDER: Leave blank if this is a multiple
authorization. If authorizing one individual, enter "Y" for yes if the traveler has a
Government contractor-issued travel charge card or is eligible for a Government
contractor-issued travel charge card. Enter "N" for no if the traveler is not eligible for a
card.
12. TRAINING DOCUMENT NO.: Leave blank. However, if local travel is performed
for the purpose of travel code 3, the training document number should be entered on the
AD-616, Travel Voucher and the accounting redistributed to the correct purpose of travel
code, accounting code, and percentage.
13. OFFICIAL DUTY STATION CITY AND STATE: For multiple Type L
authorizations, leave this block blank. If authorizing one individual, enter the city or
town and 2-position state abbreviation code in which the traveler is now stationed.
14. RESIDENT CITY AND STATE: For multiple Type L authorizations, leave this
block blank. If authorizing one individual and this is the same as the official duty station,
leave this block blank, otherwise, enter the city and two-position state abbreviation code
of the traveler's residence.
SECTION B - EMPLOYMENT STATUS
Only one block may be checked in this section. All employees on a multiple authorization
must be of the same employment status.
15. PAYROLLED BY NFC: If all travelers are Federal employees of an agency
payrolled by NFC, check this block and move to Section C. All employees listed as
payrolled by NFC must have been payrolled by NFC for at least two pay periods.
16. NOT PAYROLLED BY NFC: Leave blank.
17. NEW HIRE: If all travelers are newly-hired Federal employees whose effective date
of employment has been within the last two pay periods, check this block and move to
Section C. All employees listed on the authorization must meet the same criteria.
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Exhibit 01--Continued
18. SPECIAL APPOINTEE: If all travelers are special appointees, check this block and
move to Section C. All employees listed on the authorization must meet the same
criteria.
19. NON-GOVERNMENT: Leave blank.
SECTION C - ITINERARY AND ESTIMATED EXPENDITURES
20. FROM: Leave blank.
21. TO: Leave blank.
22. PURPOSE OF TRAVEL: Enter a brief detailed statement describing the specific
reason for the travel. DO NOT use the purpose of travel code definition.
23. AUTHORIZED EXPENDITURES: The only expenditures that can be authorized
for Type L authorizations are POV, Other, GSA Auto, and Car Rental. If a POV has
been authorized, provide the POV rate.
24. TOTAL EST. EXPENDITURES AUTHORIZED: Enter the cumulative amount of
Block 23.
SECTION D - ACCOUNTING CLASSIFICATION
25. DISTRIBUTE TOTAL ESTIMATED EXPENDITURES FROM SECTION C TO
THE APPLICABLE PURPOSE OF TRAVEL CODE AND ACCOUNTING
CLASSIFICATION
PURPOSE OF TRAVEL CODES: Enter the correct purpose travel code for each accounting
code that will be entered. Only the following purpose codes should be used on a Type L.
1 - Site visit
2 - Information meeting
3 - Training Attendance
4 - Speech or presentation
5 - Conference attendance
WO SUPPLEMENT 6509.33-2007-4
EFFECTIVE DATE: 05/30/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-71 - AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
15 - Informal Training
ACCOUNTING CLASSIFICATION: Enter the appropriate accounting code to which the travel
will be charged. If there is more than one accounting code, then it should be annotated on the
next line with the appropriate purpose of travel code and percentage.
SECTION E - TRAVEL ADVANCE
Leave this section blank.
SECTION F - AGENCY APPROVAL
35. APPROVING OFFICER'S NAME AND TITLE: Enter the name of the appropriate
official and position title.
36. SOCIAL SECURITY NUMBER: Enter the approving officer's social security
number. Note: The social security number must be for the approving official that is
signing the authorization.
37. DATE APPROVED: The approving officer must provide the date of approval, using
the mm/dd/yy format.
38. PHONE (AREA CODE & NO.): Enter the area code and telephone number of the
approving officer.
39. APPROVING OFFICER'S SIGNATURE: The approving officer must sign, and the
individual signing must be the same individual whose name and social security number
appears in Blocks 35 and 36.
40. CONTACT PERSON'S NAME: Enter the name of the person to contact for
information regarding the travel authorization if other than the approving official.
41. PHONE (AREA CODE & NO.): Enter the area code and telephone number of the
contact person listed in Block 40.
42. REMARKS: Enter any additional information that may be pertinent.
SPECIAL NOTE: In instances where the employee's supervisor, normally considered the
approving officer, is geographically separated from the employee, an alternate (local) approving
officer may be designated.