AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS

• Citation: 41 CFR Part 301-71
• Sections: 20

§ 301-71.1 Purpose of agency travel accounting system.

The agency travel accounting system is designed to:

(a) Pay authorized and allowable travel expenses of employees.

(b) Provide standard data necessary for managing official travel.

(c) Ensure comprehensive accounting for all travel and transportation expenses related to official travel.

§ 301-71.2 Standard data elements for travel accounting system.

The data elements are listed at https://ussm.gsa.gov/fibf-travel/ or can be sent to agencies upon request by emailing [email protected]; these elements must be on any travel claim form authorized for use by employees.

§ 301-71.100 Purpose of the travel authorization process.

The travel authorization process serves to:

(a) Inform employees about authorized expenses.

(b) Provide travel service vendors with documentation for travel programs.

(c) Generate financial information for budgetary planning.

(d) Identify the specific purpose of travel.

§ 301-71.101 Group travel authorization.

Agencies may issue a single travel authorization for a group of employees when they are traveling together on the same trip. However, the agency must attach a list of all travelers to the authorization.

§ 301-71.102 Prohibition on open authorization of other than coach class transportation.

Open authorization ( i.e., Unlimited Open or Limited Open) of other than coach class transportation accommodations is prohibited and shall be authorized on an individual trip by trip basis, unless the traveler has an up to date documented medical disability or special need (see § 301-10.100 of this chapter).

§ 301-71.103 Required information for travel authorizations.

Travel authorizations must include:

(a) Name(s) of employee(s);

(b) Signature of the proper authorizing official;

(c) Purpose of travel;

(d) Conditions or limitations of the authorization;

(f) Estimated travel costs (including estimated costs for the entire period for open authorizations); and

(g) A statement confirming the employee(s) is/are authorized to travel.

§ 301-71.104 Travel authorization signature authority.

Generally, the travel authorization must be signed by the agency head or their delegate; authority may be delegated; however, agencies should consult relevant sections in this subtitle for exceptions to the general rule regarding the appropriate official to sign the travel authorization. For example, the appropriate official to sign the authorization for travel on a Government aircraft is determined under §§ 301-10.260 through 301-10.265 and 301-70.800 through 301-70.907 of this chapter.

§ 301-71.105 Internal policies for travel authorization.

Agencies must establish clear guidelines for using different types of travel authorizations, consistent with the regulations in this chapter, and specific criteria identifying who is authorized to sign travel authorizations.

§ 301-71.200 Review and approval of travel claims.

Travel claims must be reviewed and signed by the travel authorizing/approving official or designated representative (such as the traveler's supervisor).

§ 301-71.201 Reviewing official's responsibilities.

The reviewing official must have full knowledge of the employee's activities. The reviewing official must ensure:

(a) The claim is properly prepared in accordance with the pertinent regulations in this subtitle and agency procedures;

(b) A copy of authorization for travel is provided;

(c) The types of expenses claimed are authorized and allowable expenses;

(d) The amounts claimed are accurate; and

(e) The required receipts, statements, justifications, etc., are attached to the electronic travel claim.

§ 301-71.202 Claims without corresponding authorization.

Agencies may pay a travel claim without a corresponding authorization if the claim is signed by the approving/authorizing official, except for the travel arrangements at § 301-2.3(a), (c), (f), and (g) of this chapter.

§ 301-71.203 Responsibility for claim validity.

The certifying official assumes ultimate responsibility under 31 U.S.C. 3528 for the validity of the claim and certifies the voucher within the agency travel accounting system (Financial Management) prior to authorizing the voucher for payment; however:

(a) The traveler must ensure all travel expenses are prudent and necessary and submit the expenses in the form of a proper claim; and

(b) The authorizing/approving official shall review the completed claim to ensure that the claim is properly prepared in accordance with regulations in this subtitle and agency procedures prior to authorizing it for payment.

§ 301-71.204 Procedures for disallowing a travel claim.

When disallowing a travel claim, the agency must:

(a) Pay the undisputed portion of the travel claim;

(b) Provide the employee with a detailed explanation for the claim's disallowance; and

(c) Inform the employee:

(1) How to appeal the disallowance;

(2) About the agency's appeal process; and

(3) Of the schedule for deciding the appeal.

§ 301-71.300 Policy for travel advances.

Agencies should minimize the use of cash travel advances, and not require employees to pay travel expenses using personal funds.

§ 301-71.301 Duration of travel advances.

Travel advances may be issued for a reasonable period, not to exceed 45 days.

§ 301-71.302 Required data for travel advance accounting system.

The travel advance accounting system must capture:

(a) Names and Social Security numbers of employees with advances;

(b) Amount of each advance;

(c) Issuance date; and

(d) Reconciliation date for unused advance portions.

§ 301-71.303 Exceptions to collection of advance at travel claim filing.

Exceptions apply when an employee is:

(a) In continuous travel status;

(b) The agency reviews outstanding travel advances periodically (within 45 days or less); and

(c) The agency determines and collects any excess balance beyond estimated travel expenses for the authorized period.

§ 301-71.304 Collecting excess travel advance amounts.

When the outstanding advance exceeds the amount owed to the employee, then the employee must reimburse the agency for the difference in accordance with internal agency policy. Failure to collect the amount in excess of substantiated expenses will cause a violation of the accountable plan rules contained in the Internal Revenue Code (title 26 of the United States Code).

§ 301-71.305 Debt collection for unpaid travel advances.

If an employee does not repay a travel advance when filing a travel claim, the agency should:

(a) Offset against the employee's salary, retirement credit, or other amounts owed to the employee;

(b) Deduct from any Government-owed amount; or

(c) Pursue any other legally permissible method of debt recovery.

§ 301-71.306 Internal policies for travel advances.

Accountability for cash advances for travel, recovery, and reimbursement shall be in accordance with 31 U.S.C. 3511 through 3513.