0301 Overview

This chapter establishes Department of Veterans Affairs’ (VA) financial policies regarding the authorization and payment of transportation expenses for official Government travel.

Key points covered in this chapter:

• VA requires official travel to be scheduled during normal working hours to the maximum extent practicable;
• Travelers will utilize the most cost-advantageous methods of transportation based on the presumed order of precedence;
• Official travel reservations will be made through the VA travel system, Online Booking Tool (OBT), or the Travel Management Center (TMC) unless an exception applies;
• Travelers must select General Services Administration (GSA) City Pair fares when available in VA’s travel system for scheduled air and train passenger transportation service unless an exception applies;
• Travelers will use common carrier coach class seating for domestic and international travel, unless other than coach class (OTCC) is specifically authorized;
• Business or first class travel requires advance approval from the applicable delegated official;
• An Approving Official (AO) will authorize the least expensive common carrier seating that meets VA’s mission and may authorize premium economy class when warranted;
• The Fly America Act requires Government employees to travel on U.S. flag carriers (49 U.S.C. § 40118), with FTR exceptions;
• To drive a Government-furnished automobile (GOV) or rental car, an employee must possess a valid operator’s license and only use the vehicle for official business; and
• VA employees are not permitted to use electronic equipment, such as cell phones, computers, or any other electronic devices when driving a GOV or privately-owned vehicle (POV) while on official Government business.

Under 5 U.S.C. § 406 (Inspector General Act of 1978 – Public Law 95-452), VA Office of Inspector General (VA OIG) employees will adhere to travel directives, policies, procedures, and guidance provided by VA OIG.

Union rights and privileges related to travel expenses, as defined in Union agreements, do not supersede the regulations contained in Federal Travel Regulations (FTR). Chapters 300 – 304.

0302 Revisions

Section	Revision	Requesting Office	Reason for Change	Effective Date
Various	Reformatted to new policy format and completed a full review	OFP	Reorganized chapter layout	September 2024
Various	Added and updated FTR references	OFP	General Update	September 2024
0303	Added new definitions for Code-share agreements, premium economy class, reasonable accommodation, and U.S. flag carrier service	OFP	General Update	September 2024
0304	Added Financial Services Center (FSC) requirement to report to Defense Financial Accounting Service the use of any government-provided vehicle for an employee’s commute. Added requirements for Reasonable Accommodation Coordinators	OFP	General Update	September 2024
030501	Added a new section for general policy	OFP	Reorganized chapter layout	September 2024
030502	Expanded guidance on zero-emissions vehicles	OFP	General Update	September 2024
030503	Added a new section providing updated policy on expenses related to a medical disability or other special needs	OFP	General update and reorganization	September 2024
030506	Moved and updated OTCC policy for disabilities to new Section 030503	OFP	General update and reorganization	September 2024
030509	Updated with current Amtrak fares and cancellation policy	OFP	General Update	September 2024
030510	Added traveler and FSC responsibilities for reporting non-cash benefit when authorized use of a GOV, or any employer-provided vehicle for commuting	OFP	General Update	September 2024
030512	Expanded policy on the preferred use of zero-emission POVs	OFP	General updates	September 2024
Appendix C	Removed previous Appendix C: Sample GOV Commitment Memorandum and removed reference in body of policy	OFP	General updates	September 2024
0306	Updated list and checked links	OFP	Full review.	September 2024
Appendix B	Updated ticketing guidance for Amtrak.	OFP	General Update	September 2024

For a complete listing of previous policy revisions, see Appendix A.

0303 Definitions

Approving Official (AO) – A VA employee designated the authority to approve travel requests.

Business Class – A class of accommodation offered by airlines that is higher than coach class and lower than first class, in both cost and amenities.

Coach Class – The class of accommodation that is normally the lowest class of fare offered by common carriers regardless of the terminology used. For reference purposes only, coach class may also be referred to as tourist class, economy class, steerage, or standard class (FTR § 300-3).

Coach Class Seating Upgrade Programs – Under commercial air transportation seating upgrade programs, a passenger may obtain a preferable seat choice or increased amenities or services within the coach class seating area. These upgraded choices are generally available for a fee, as a program membership benefit (such as frequent flyer), or at an airport kiosk or gate. Coach class seating upgrade options are not considered a new or higher class of accommodation than coach as the seat is lower than OTCC accommodations in terms of cost and amenities (e.g., seating girth and pitch, priority boarding, luggage allowance, expedited food/drink service), (FTR § 300-3).

Code Share Agreement – When one airline allows its two-letter identification code to be put on the flights of another airline as they appear in computerized reservations systems (49 U.S.C. § 41102(b)(2)).

Common Carrier – Private-sector supplier of air, rail, bus, or ship transportation (FTR § 300-3).

Commuting – Travel of an employee back and forth between their residence and official station.

Competent Medical Authority – An appropriate health care or rehabilitation professional with knowledge of the employee’s disability or special need, including but not limited to, doctors (including psychiatrists), psychologists, nurses, physical therapists, occupational therapists, vocational rehabilitation specialists, licensed mental health professionals, etc.

Constructive Travel – A comparison of the difference between the estimated cost of the authorized method of transportation and the estimated cost of an alternative method of travel (i.e., traveler chooses to drive to a location and seek mileage reimbursement over common carrier flight, etc.).

Continental United States (CONUS) – Refers to the 48 contiguous States and the District of Columbia (FTR § 300-3).

Contract Carriers – U.S. certificated air carriers under contract with the Government to furnish Federal employees and other persons authorized to travel at Government expense with passenger transportation service. This also includes GSA’s scheduled airline passenger service between selected U.S. cities/airports and between selected U.S. and international cities/airports at reduced fares (FTR § 300-3).

Federal Travel Regulation (FTR) – FTR Chapters 300 – 304 are the regulations contained in Section 41 of the Code of Federal Regulations (C.F.R.) that implement statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at Government expense.

First Class – The highest class of accommodation offered by the airlines in terms of cost and amenities.

Foreign Area – Any area, including the Trust Territories of the Pacific Islands, situated both outside CONUS and the non-foreign areas per FTR § 300-3.1, Outside the Continental United States (OCONUS).

Government-furnished Automobile (GOV) – An automobile, or “light truck”, including a van or pickup truck, that is owned by VA, assigned, or dispatched, to VA on a rental basis from a GSA Fleet, or leased by VA for 120 days or longer from a commercial firm.

Invitational Travel – Authorized travel of individuals either not employed or employed intermittently in the Government service as consultants or experts who travel on official Government business. Travel allowances authorized for such persons are the same as those normally authorized for employees in connection with temporary duty (TDY) (refer to 5 U.S.C. § 5703).

Miscellaneous Travel Expenses – Expenses identified in FTR § 301-12 Miscellaneous Expenses, which are directly attributable and necessary to the travel and temporary duty as authorized and performed. When authorized or approved, these expenses are reimbursable.

Non-Foreign Area – Areas outside of the Continental United States including the states of Alaska and Hawaii, the Commonwealths of Puerto Rico, Guam, and the Northern Mariana Islands, and the territories and possessions of the United States (excluding the Trust Territories of the Pacific Islands) as defined in FTR § 300-3.1, Outside the Continental United States (OCONUS).

Official Station – An area defined by the agency that includes the location where the employee regularly performs their duties or an invitational traveler’s home or regular place of business. The area may be a mileage radius around a particular point, a geographic boundary, or any other definite domain, provided no part of the area is more than 50 miles from where the employee regularly performs their duties or from an invitational traveler’s home or regular place of business. If the employee’s work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee’s position of record are based is considered the regular place of work (FTR § 300-3.1).

Official Travel – Travel under an official travel authorization (TA) to and from an employee’s official station or other authorized points of departure and a temporary duty location; travel between two temporary duty locations; or relocation at the direction of a Federal agency.

Online Booking Tool (OBT) – An Internet-based system that permits travelers to make their reservations for transportation (e.g., air, rail, and car rental) and lodging while using VA’s travel system.

Other than Coach Class (OTCC) – Any class of transportation accommodations above coach class (i.e., premium economy, business, or first class).

Outside the Continental United States (OCONUS) – Includes both non-foreign areas and foreign areas.

Per Diem – A daily payment instead of reimbursement for actual expenses for lodging, meals, and related incidental expenses. The per diem allowance is separate from transportation expenses and other miscellaneous expenses. The per diem allowance covers all charges and services, including any service charges where applicable. Lodging taxes in the United States are excluded from the per diem allowance and are reimbursed as a miscellaneous expense. In foreign locations, lodging taxes are part of the per diem allowance and are not a miscellaneous expense (FTR § 300-3.1). Maximum per diem rates for TDY locations established by GSA are available at the GSA Per Diem Rates website.

Premium Economy Class – A class of airline accommodation that is lower than both first class and business class, but higher than coach class in terms of cost and amenities.

Privately-Owned Vehicle (POV) – Any vehicle such as an automobile (including vans and pickup trucks), motorcycle, aircraft, or boat operated by an individual that is not owned or leased by a Government agency and is not commercially leased or rented by an employee under a Government rental agreement for use in connection with official Government business (FTR § 300-3.1).

Reasonable Accommodation – A reasonable accommodation is any change in the work environment (or in the way things are usually done) to help a person with a disability apply for a job, perform the duties of a job, or enjoy the benefits and privileges of employment.

Rest Period – A “rest period” is personal time on either end of TDY travel that permits the employee to rest before reporting for duty.

Rest Stop – VA defines a “rest stop” as a break in TDY or relocation travel while employees are en route to their destinations.

Special Conveyance – Commercially rented or hired vehicles other than a POV and other than those owned or under contract to an agency.

Special Needs – The physical characteristics of a traveler are not necessarily considered a disability. Such physical characteristics could include but are not limited to, the weight or height of the traveler (FTR 300-3.1).

Temporary Duty (TDY) Location – Travel by an employee on official business to a designated location(s) away from their local area, as authorized by an employee’s AO through a TA.

Transportation Expenses – Fares, rental fees, mileage payments, and other reimbursable expenses related to transportation.

Transportation Network Companies (TNC) – A company that uses an online-enabled platform to connect passengers with drivers using their personal, non-commercial vehicles (e.g., Uber, Lyft, Sidecar, Wingz, Summon, and Haxi).

Travel Authorization (TA) – A written or electronic authorization to incur expenses while on authorized official business for the Government, which must include a specific purpose, itinerary, and estimated costs (FTR § 300-3.1).

Travel Card (Government Travel Charge Card) – A convenient method for Federal agencies and their employees to make payments for official Government travel-related expenses. The two types of travel card accounts utilized under the GSA SmartPay Master Contracts are Individually Billed Accounts (IBA) and Centrally Billed Accounts (CBA).

Travel Claim – A certified document submitted by the traveler in VA’s travel system, supported by documentation and receipts where applicable. The travel claim is a request for reimbursement of expenses incurred in the performance of official travel.

Travel Management Center (TMC) – A common carrier travel firm available in VA’s travel system providing reservations, tickets, and related travel management services for official travelers.

Travel System – The Government-contracted, end-to-end travel management system that automates and consolidates the Federal travel process, covering all aspects of official travel, including travel planning, authorization, reservations, ticketing, expense reimbursement, and travel management reporting.

U.S. Flag Carrier Service – Service provided on an air carrier which holds a certificate under 49 U.S.C. 41102, and which service is authorized either by the carrier’s certificate or by exemption or regulation.

0304 Roles and Responsibilities

Deputy Secretary, Under Secretaries, Assistant Secretaries, and Other Key Officials (OKOs) have the delegated authority to approve OTCC for air/train/ship travel, with no further re-delegation authorized.

Financial Services Center (FSC) is responsible for reporting to Defense Finance and Accounting Service, all VA non-cash benefits obtained using a GOV, or any employer-provided vehicle used for commuting by an employee.

Reasonable Accommodation Coordinators (RACs) are responsible for ensuring the medical certification statements received meet FTR § 301-10.103(a)(1)(i) requirements; providing approved Reasonable Accommodation Certification Memorandums for travelers with disabilities; and retaining the medical certification statements.

Approving Officials (AOs) are responsible for ensuring that travel is:

• Mission essential and cannot be accomplished through other means;
• Performed economically and prudently; and
• Consistent with FTR Chapters 300 – 304, VA travel policy, and any other Department-specific guidance (e.g., travel notices).

Travelers will be knowledgeable of and comply with the FTR, VA travel policy, and any other agency-specific guidance (e.g., travel notices). Travelers will minimize costs, ensure travel is approved in advance; arrange travel using VA’s travel system; submit travel claims promptly (within five business days of completion of travel); and comply with VA’s travel charge card program guidance in Volume XVI, Chapter 2A – Government Travel Card Individually Billed Accounts.

0305 Policies

030501 General Policies

1. VA requires official travel to be scheduled during normal working hours to the maximum extent practicable.
2. All official travel common carrier and rental car reservations must be made using the VA travel system’s Online Booking Tool (OBT) or Travel Management Center (TMC), unless there are extenuating circumstances, and the Approving Official (AO) has authorized the traveler an exception to book directly with the carrier. Reservations using commercial means (e.g., Orbitz, Travelocity, or other travel agents) are not permitted when an exception is authorized.
3. Transportation reservations should be made as early as possible in advance of the travel start date to obtain the best flights and pricing; however, reservations with travel dates crossing over or beginning in the next fiscal year must be made following the “Concur System Outage and Rollover Procedures News Flash” guidance published each year in advance of a change in the fiscal year.
4. Travelers will cancel reservations in VA’s travel system as soon as they know their travel plans have changed.
5. Transporting other employees on official business as passengers in an authorized GOV, privately-owned vehicle (POV), or rental car is strictly voluntary on the part of both the employee driving and the passengers.
6. Per Executive Order 13513 (October 1, 2009), Federal Leadership on Reducing Text Messaging While Driving, VA employees are not permitted to engage in text messaging or use any electronic equipment, such as cell phones, computers, or Blackberry devices, when driving a GOV or POV, or rental car while on official Government business. The use of electronic equipment supplied by the Government is also prohibited while driving.
7. Travel documents, including those items attached to the TA or travel claim, will be retained in accordance with National Archives and Record Administration, General Records Schedule 1.1.10 record retention requirements.

030502 Authorizing Methods of Transportation

1. All travel shall be by the most expeditious means of transportation practicable and be commensurate with the nature and purpose of the duties of the employee requiring such travel (refer to 5 U.S.C. § 5733).
2. AOs will consider the most advantageous method of transportation based on order of precedence contained in Federal Travel Regulations (FTR) § 301-10.5:
   1. Travel by common carrier is presumed to be the most advantageous method of transportation and must be used when reasonably available.
   2. When VA determines travel must be performed by automobile:
      1. A GOV is presumed to be the most advantageous method of transportation.
      2. If a GOV is not available, then a rental car should be authorized.
      3. POVs may be determined to be the most advantageous method of transportation only after evaluating the use of a common carrier, a GOV, and a rental car. The use of a POV is at the discretion of the employee (FTR § 301-70.101(e).
3. In accordance with FTR § 301-70.101, when selecting the authorized method of transportation there are several factors an AO must consider:
   • The presumed order of preference for performing travel (FTR § 301-10.5);
   • The total cost to the Government, including costs of per diem, overtime, lost work time, and actual transportation costs (e.g., round-trip costs for the use of a taxicab or transportation network company (TNC) versus mileage and parking costs for the use of a POV);
   • The duration of travel, and if travel involves holidays or weekends, and when applicable the urgency of the travel;
   • The total distance of the travel; and
   • The number of travelers involved.
4. Energy conservation is an element of sustainability and is one of several non-cost elements required to be considered by AOs when determining the most advantageous method of transportation for official travel (FTR §§ 301-10.4, 301-70.100(a), and 301-70.101(a)).
5. In accordance with Office of Management and Budget (OMB) Bulletin M-24-05  General Services Administration (GSA) Bulletin FTR 24-02, VA requires AOs to consider and prioritize the following sustainable practices when determining the authorized method of transportation:
   1. In accordance with FTR § 301-70.1(c), the availability and use of sustainable transportation alternatives when authorizing travel (e.g., teleconferencing) should first be considered since, “In every case, the trip not taken is the least expensive and most sustainable”.
   2. Interstate and commuter rail should be considered over air travel and long-distance automobile travel where available (within the continental United States (CONUS) and outside the continental United States (OCONUS)) when it is time and cost-effective. Employees should be encouraged to consider rail options, especially using city pairs when travel is less than 250 miles apart. Cost-effective rail transportation is one of the exceptions to the required use of a contract City Pair Program fare (FTR § 301-10.111).
   3. An AO will only consider authorizing one of the following zero-emission vehicles (ZEV) when adequate charging infrastructure is determined to be available en route and/or at the destination:
      1. The Government has invested in replacing internal combustion engine vehicles with ZEVs, which should be used to the maximum extent practicable when available.
      2. Consistent with FTR § 301-10.450(c)(3), if authorized to use a rental car on official travel, employees are authorized to rent a ZEV as follows:
         • The daily rental rate is equal to or less than the daily rental rate of the least expensive compact car available;
         • If another class of rental vehicle is approved, travelers should select a ZEV where the daily rental rate is equal to or less than the rental rate of the least expensive car of the approved class of vehicle;
         • If no ZEVs are available that meet the above criteria, consider renting a hybrid vehicle if the daily rental rate is equal to or less than the daily rental rate of the least expensive compact car available or less than the rental rate of the least expensive car of the approved class of vehicle;
         • If no alternatively fueled vehicles are available that meet the above criteria, employees should choose the least expensive compact car available, or a larger rental vehicle to accommodate multiple travelers authorized to travel together rather than authorizing a smaller rental vehicle for each of the travelers (FTR § 301-10.450(c)(4));
         • If employees are authorized to rent a car after arriving at the TDY location, the same guidelines for rental car choice as noted above should be followed; and
         • Employees will be authorized to have alternative fuel charging expenses reimbursed as “fuel” (FTR § 300-3.1), which includes, petroleum, hydrogen, propane, and electricity.
   4. AOs should take steps when possible, to limit non-ZEV POV use, which accounts for more than half of the greenhouse gas emissions from the transportation sector.
6. When travel is necessary and the mission involves travel to multiple/consecutive TDY points, whenever possible and geographically reasonable, AOs should consider scheduling a single trip with multiple legs or segments, instead of returning the traveler to their official duty station and conducting individual trips to each destination.
7. For transportation in and around the TDY location, public transportation should be the first option over the use of a non-ZEV. Travelers should become familiar with subway/trains and bus routes that are available between meetings, lodging, and other locations at which business is to be conducted.
8. If the traveler selects a mode of transportation that is not the most cost advantageous (e.g., driving a POV versus flying common carrier), reimbursement for the selected mode of transportation will only be reimbursed up to the amount that would have been incurred had the most cost advantageous method been selected.

030503 Authorizing Travel Expenses for a Disability or Special Needs

1. In accordance with FTR § 301-13.2, VA may authorize additional travel expenses to accommodate a special physical need that is:
   1. Clearly visible and discernable (e.g., excessive height or weight, an employee who is nursing), FTR § 301-13.2(a); or
   2. Substantiated in writing by a competent medical authority, FTR § 301-13.2(b).
2. In accordance with the Civilian Board of Contract Appeals 6528-TRAV, the special need of a nursing mother is considered to be “clearly visible and discernible” per FTR § 301-13.2(a), and substantiation by a medical authority is not required.
3. When the special physical needs of a nursing mother are known to VA, an AO may authorize travel expenses to accommodate the need (FTR § 301-13.2(a)). Should business or first class seating be required, the TA must have an approved VA Form 0899, Authorization for Business or First Class Common Carrier attached before the AO approves the TA. GSA Bulletin FTR 22-03 provides guidance on travel expenses that may be authorized for an employee who is nursing.
4. In accordance with FTR § 301-13.3, the following travel expenses may be authorized for a traveler with a disability or special needs:
   • Transportation and per diem expenses incurred by a family member or other attendant;
   • Specialized transportation to, from, and/or at the TDY duty location;
   • Specialized services provided by a common carrier to accommodate your special needs;
   • Costs for handling your baggage;
   • Renting and/or transporting a wheelchair; and
   • Services of an attendant (for guidance on payment for an attendant as an employee refer to 5 U.S.C. § 3102, and/or contact your local Reasonable Accommodation Coordinator (RAC)).
5. In accordance with FTR § 301-13.2(a), an AO that has first-hand knowledge the need exists, may authorize a non-medical special physical need travel expense(s) (e.g., excessive height or weight, nursing mother). Absent first-hand knowledge, an AO may approve non-medical special physical need expenses if the traveler provides the AO with an email from their supervisor or higher level in their organization’s chain of command substantiating the “clearly visible and discernable” special physical need expense(s) requested, in advance of submitting the TA. In these instances the email must not be attached to the travel documents for privacy. This AO approval authority does not extend to requests for other than coach class (OTCC) common carrier seating.
6. In accordance with FTR § 301-10.103(a)(1)(ii) a non-medical special physical need (FTR § 301-13.2(a)) request for OTCC requires either an annual certification, or a one-time certification if the special need is a lifelong condition. The traveler must provide an AO with a Special Need Certification Memorandum (SNCM) including the “clearly visible and discernable” special physical need; the OTCC seating requested; identifying the request is one-time or lifelong, in advance of submitting the TA. The traveler will submit their travel documents without the SNCM attached to maintain privacy. An AO may authorize premium economy class when requested in the SNCM. However, if business or first class seating was requested in the SNCM, an approved VA Form 0899 must be attached to the TA for the AO to approve the TA.
7. Any of the travel expenses under FTR § 301-13.3 (listed above), that are requested to accommodate a medical disability (FTR § 301-13.2(b)) will require an approved reasonable accommodation from your local RAC, which requires a medical certification statement.
8. In accordance with FTR § 301-10.103(a)(1)(i), a medical disability or medically-related special need (e.g., dietary) must be certified annually in a written statement by a competent medical authority unless the disability is a lifelong condition, then a one-time certification statement is required. Medical certification statements must include at a minimum:
   • A written statement by a competent medical authority stating that special accommodation (e.g., OTCC, an attendant) is necessary;
   • The approximate duration of the special accommodation; and
   • A recommendation as to the suitable class of transportation accommodations based on the medical disability (must also identify the lowest class of transportation necessary for the traveler and if applicable, any required attendant).
9. The RAC is responsible to ensure the medical certification statement documents received from travelers meet the requirements of FTR § 301-10.103(a)(1)(i). If approved, the RAC will provide the traveler with either a:
   • VA Form 0899a, Reasonable Accommodation Certification Memorandum: Unlimited Open Authorization; or
   • VA Form 0899b, Reasonable Accommodation Certification Memorandum: Limited Authorization.
10. RACs will ensure all approved VA Forms 0899a and 0899b expenses are consistent with the medical certification statement specifications.
11. An approved VA Form 0899a or VA Form 0899b authorizing premium economy class (VA Form 0899 not required) or other medically required travel expenses must be provided by the traveler to the AO in advance of submitting the TA. The traveler will submit their travel documents without these forms attached to maintain privacy.
12. AO’s will not approve a TA including business of first class without a fully approved VA Form 0899. VA Form 0899 must be attached to the TA when submitted.
13. When an employee is authorized on VA Form 0899 to have an accompanying attendant for services required en route, the AO may authorize the attendant’s invitational TA to use the class of service specified for the attendant on the employee’s approved VA Form 0899a or 0899b. In this instance, upon request the traveler must provide the AO with the applicable VA Form 0899a or 0899b. The employee and their attendant’s TAs must be cross-referenced. Only VA Form 0899 will be attached to both the employee’s and the attendant’s travel documents.
14. When accommodating a disability or other special needs, an AO may authorize the reimbursement of two adjoining coach class seats or reimburse the fee for an airline’s coach class seating upgrade (FTR §§ 301-13.3(c), § 301-10.121, and 301-70.102). VA Form 0899a or 0899b is required for a disability or a medically-related special need. A non-medical special physical need expense may be approved by the AO.
15. In accordance with FTR § 301-11.18(b)(1), when a meal is furnished by the Government or included in the registration fee, VA may reimburse a traveler the full meal and incidental rate allowance, if they are unable to consume the furnished meal provided because of medical reasons or religious beliefs and all of the other conditions under FTR § 301-11.18(b)(2 thru 4) are met.
16. AOs are responsible for ensuring documents containing private personnel information (e.g., VA Forms 0899a, 0899b, SNCM, emails) provided by the traveler or documentation by the AO substantiating the authorization of a travel expense for either a disability or other special need are not attached to the TA or travel claim before approving the travel document.
17. When a TA is cross-funded the traveler must request the AO notify the cross-funding organization’s Certifier that the travel accommodation(s) have been substantiated for approval since VA Forms 0899a or 0899b, emails, or SNCMs received by the AO will not be attached to the TA for the Certifier’s knowledge.
18. Any employee with a medical disability or a special need, with an authorization approved before September 6, 2023, on VA Form 0899, does not need to seek additional approval for OTCC accommodation if the original supporting medical certification statement is on file with their local organization’s RAC. Once VA Form 0899b expires, a new reasonable accommodation request for OTCC, or other medical special needs travel expenses will be required.

030504 Air Travel – General

1. When selecting a common carrier for official travel, employees are encouraged to first consider train over air transportation when travel is less than 250 miles and consider such factors as time and cost effectiveness. In accordance with GSA Bulletin FTR 24-02, energy conservation is an element of sustainability and is one of several non-cost elements required to be considered by AOs when determining the most advantageous method of transportation.
2. When the authorized method of travel is by air, VA travelers on official business will use common carrier coach class seating for domestic and international travel (FTR § 301-10.102), unless OTCC has been specifically authorized in accordance with FTR § 301-10.103.
3. In accordance with FTR § 301-10.135, all foreign air travel must be on airlines designated as U.S. Flag Carriers, unless an exception applies.
4. When reservations are made involving restricted fares or are made less than 2 weeks before the travel start date, travelers are responsible for communicating to all approval routing levels on the TA to ensure final approval is obtained in advance of the ticketing deadline.
5. VA will pay for all common carrier services (air, rail, bus) using a Centrally Billed Account (CBA) travel card. The charges to the CBA will include the transportation total cost (fare, taxes, etc.) and any associated TMC transaction fees incurred.
6. Common carrier transportation costs and travel system transaction fees paid by the CBA for official travel are itemized travel expenses but are not reimbursable to the traveler. Travelers will ensure the payment method on all claims for these expenses reflects “CBA”.
7. Only VA travelers (including employees and invitational travelers) on official Government business may use Government contract fares. Contractors may not use Government contract fares.
8. The use of upgraded/preferred coach class seating options is a traveler’s personal choice and is at the traveler’s expense (FTR § 301-10-121), unless authorized to accommodate a special need under FTR§ 301-13.3(c). Coach class upgrade options are not considered OTCC accommodation since the seating is still in the coach cabin. Refer to Appendix B, Travel Management Center Ticketing Procedures, for additional guidance. Coach class seating upgrade programs are often referred to by airlines as “Coach Elite”, “Coach Plus”, and “Preferred Coach” or by some other identifier.
9. Travelers, who live near more than one airport or traveling to a TDY location with more than one airport, will use the airport that is most advantageous to the Government in terms of expediency and cost-effectiveness.
10. Should a traveler be denied boarding on a confirmed reservation, the employee should contact the TMC to make a new reservation and must ensure the denied airline flight has been canceled and a refund has been issued.
11. If an employee voluntarily surrenders a seat at the request of the airline, compensation may be accepted only when:
    • Surrendering the seat does not interfere with performing official duties;
    • Voluntarily surrendering the seat does not result in additional expense for which the employee will not otherwise be reimbursed; and
    • An employee requests and is approved annual leave for any duty hours affected.

030505 Selecting a Fare

1. VA employees will use VA’s travel system, either the OBT or TMC, to select air fares that will adequately provide the necessary transportation to meet VA’s mission. Available fares will be selected in the following order:
   1. Capacity-controlled, Contract City-Pair Fares (CA Fares).
   2. Non-capacity-controlled Contract City-Pair Fares (YCA Fares).
   3. Government unrestricted fares.
   4. Restricted non-contract carrier fares.
2. CA and YCA fares are contract fares under the GSA City Pairs Program. Travelers must use VA’s travel system to reserve scheduled air passenger transportation services and select GSA City Pair fares when available. For exceptions to using City Pair fares refer to FTR § 301-10.111.
   1. CA Fares are capacity-controlled, (i.e., they are limited in the number of seats the contracting airline makes available on a contracted flight) and are offered at lower fares than YCA Fares.
   2. YCA Fare seating is not capacity-controlled, (i.e., if there is a coach class seat on the plane, the traveler may purchase it at the YCA fare).
3. Failure to use the contract carrier because of personal preference or to use frequent flyer programs may violate the contract. If the traveler does not select the required contract carrier, they may not be reimbursed for the difference in cost between the two methods and VA may take appropriate disciplinary action.
4. City Pair fares shall be selected instead of a lesser unrestricted or restricted fare as the GSA City Pair Program provides the Government and the traveler with the following advantages:
   • No advance purchases are required;
   • No minimum or maximum length of stay is required;
   • Tickets are fully refundable without charge for cancellations or changes;
   • There are no blackout dates;
   • Locked-in fares facilitate travel budgeting; and
   • Tickets carry significant discounts over regular fares.
5. In accordance with FTR § 301-10.111, a traveler may reserve a non-contract fare (unrestricted or restricted) when:
   • A traveler frequently travels (FTR § 301-10.112(b));
   • The non-contract fare is more cost-advantageous to the Government than an available contract fare;
   • To meet mission requirements;
   • Seating space is unavailable for the scheduled service, or the scheduled service would require the traveler to incur overnight lodging expenses; or
   • The contract’s flight schedule is inconsistent with VA’s policy of scheduling travel during normal working hours to the maximum extent practicable.
6. When a ticketed non-contract fare is canceled a traveler may be issued a credit, with an expiration date, usable by only the traveler. In accordance with Volume XVI, Chapter 2A – Government Travel Card Individually Billed Accounts travelers must notify their Level 4 Agency/ Organizational Program Coordinator of any unused restricted ticket credits. Travelers must use the credit at the next opportunity and only for official Government travel. The value of the credit belongs to the Federal Government.
7.  A non-contract fare may be non-refundable, restricted, or have specific eligibility requirements. Restricted fares may incur penalty fees for canceling or changing reservations and require ticketing within 24 hours after the reservation is made. Travelers must ensure all approvers of the TA are notified of the time limit required for their approval.
8. Travelers will document in the TA the cost of both the contract and non-contract fares when a non-contract fare is reserved based on cost savings compared to an available contract fare.
9. When travel involves an alternate station cross-funding, restricted fares should only be used when there are no other fare options available to meet the mission. Under cross-funded travel, the traveler must facilitate obtaining approval from the cross-funded station and the AO due to the short ticketing requirements.
10. When a ticketed restricted air carrier fare or Amtrack ticket (non-Flex fare) must be cancelled due to a change in mission requirements the AO will approve the expense and any associated cancellation and/or penalty fees on the travel claim. Should the cancellation be due to a personal reason the AO may authorize the expenses for reasons outside of the control of the traveler. However, if the traveler chooses to cancel or change the ticket for personal reasons within their control, the traveler will be liable for the cost of the ticket and any associated cancellation/penalty fees, and for any excess costs for personal changes not due to an emergency. VA will issue a notice of indebtedness to the traveler. When the traveler pays the debt the repayment receipt must be attached to the travel claim.
11. Travelers will note on the travel claim a restricted reservation was cancelled and a credit was issued.
12. Agency/Organization Program Coordinators of CBA accounts, or others assigned, must track the use of unused/canceled restricted airline tickets (refer to Volume XVI, Chapter 2B – Government Travel Card Centrally Billed Accounts).
13. Travelers and AOs are responsible for ensuring optimal use of restricted fare credits are used for upcoming travel.
14. Refer to Appendix B, Travel Management Center Ticketing Procedures for additional information related to contract and non-contract airfares.

030506 Other Than Coach Class Travel

1. In accordance with FTR § 301-10.103(a)(b)(c), premium economy, business, and first class fares are considered OTCC and require a specific justification and must be approved in advance of the travel episode (FTR § 301-2.5(a)).
2. In accordance with Secretary of Veterans Affairs Memorandum, “Delegation of Authority for Travel and Conferences” (refer to Volume XIV, Chapter 1 – Travel Administration) approval for business or first class seating must be obtained from either the DEPSEC, Under Secretary, Assistant Secretary, or OKO, as applicable to the traveler.
3. Volume I, Chapter 1 – VA Financial and Accounting Policy Overview, contains a list of OKO positions.
4. Requests based on “required due to mission” will be justified in writing with:
   • A full description of the mission requirements;
   • The reason(s) why other alternatives that would allow the use of a coach class seat are insufficient; and
   • The reason(s) why the trip may not be postponed allowing for the use of coach class.
5. The decision on whether to recommend or approve OTCC transportation expenses must be based upon the nature of the traveler’s pending duties and not a traveler’s grade or position.
6. Requests for approval of business or first class will be submitted on VA Form 0899. VA Form 0899 provides the allowable conditions for requesting approval for business or first class usage per FTR § 301-10.103(b) and (c).
7. An AO may authorize premium economy class on a TA (VA Form 0899 not required).
8. VA Form 0899, Section VII, local and senior approving officials must first consider authorizing one of the following alternatives that may result in a savings to the Government in lieu of authorizing business or first class:
   • Premium economy class (FTR § 301-10.103(a)(6));
   • Coach class and incorporating a rest stop at an intermediate point of travel; or
   • A rest period at the destination.
9. An approved VA Form 0899 must be attached to the TA before submitting the TA for approval.
10. Under extenuating circumstances or emergencies where advance authorization for OTCC is not possible, the traveler will obtain approval within seven (7) days of returning from the trip. Post-travel requests must include an explanation as to why prior authorization could not be obtained.
11. In the absence of an approved VA Form 0899 for business or first class, or an approved TA for premium economy class (either pre or post-travel), the employee will be responsible for the difference in cost between the OTCC seat used and the cost of a coach class seat (including taxes).
12. In accordance with FTR § 301-10.101, Note 1, under certain conditions VA Form 0899 will not be required for business or first class to be submitted for approval, but a justification is required to be included with the TA and/or claim. An AO may authorize business or first class in a TA when:
    1. An airline flight has only two classes of seats available, and you certify this on your TA or travel claim as applicable and reserve the lowest available fare. However, if under this scenario, a first class seat is reserved instead of an available business class seat at a lower cost, then VA Form 0899 would be required.
    2. Similarly, in the case of Southwest Airlines, or other airlines, where an airline only provides one class of seat on a flight, even if the E-Ticket/Invoice is fare-coded first class, the reservation is considered coach class.
    3. If an airline flight has only two seating sections available but equips both with one type of seating, (e.g., seating girth and pitch are the same in both sections of the aircraft), and the seats in the front of the aircraft are fare-coded as unrestricted full fare economy class, and only restricted economy fares are available in the back of the aircraft, then the entire aircraft is considered coach class. In this situation, approval for OTCC travel is not required to purchase an unrestricted full-fare economy seat in the front of the aircraft as the entire aircraft is considered “coach class”.
13. Employees may upgrade to OTCC at personal expense (FTR § 301-10.121), including the use of frequent flyer benefits. Employees should document the upgrade was at a personal expense in the TA or when an airline elects to upgrade the reserved flight at no cost to the Government.

030507 Outside Continental United States Air Transportation

1. The Fly America Act (49 U.S.C. § 40118) requires Government employees to travel on U.S. flag carriers unless an FTR exception applies, or certain circumstances apply (FTR § 301-10.138) when reserving flights to and between foreign countries.
   1. In accordance with FTR § 301-10.135, the following exceptions apply, but are not limited to:
      • Use of a foreign air carrier is determined to be a matter of necessity in accordance with FTR § 301-10.138;
      • A U.S. flag air carrier involuntarily reroutes your travel on a foreign air carrier; or
      • Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double your en route travel time.
   2. In accordance with FTR § 301-10.136, the following are exceptions when traveling between the U.S. and another country:
      • If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more; or
      • If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
        • Increase the number of aircraft changes you must make outside of the U.S. by 2 or more;
        • Extend your travel time by at least 6 hours or more; or
        • Require a connecting time of 4 hours or more at an overseas interchange point.
   3. In accordance with FTR § 301-10.137, when solely traveling outside of the U.S. and a U.S. flag carrier provides service between the origin and destination, the U.S. flag carrier must be used unless, when compared to using a foreign air carrier, such use would:
      • Increase the number of aircraft changes you must make en route by 2 or more;
      • Extend your travel time by 6 hours or more; or
      • Require a connecting time of 4 hours or more at an overseas interchange point.
2. In accordance with FTR § 301-10.143, Travelers will not be reimbursed for any transportation cost associated with the improper use of a foreign air carrier service.
3. U.S. flag air carrier service includes service provided by a foreign air carrier under a code share agreement with a U.S. flag carrier (FTR § 301-10.134) when the ticket or documentation for an electronic ticket identifies the U.S. flag air carrier’s designator code and flight number.
4. Required justifications and other documentation supporting the request to use a foreign carrier must be attached to the TA.
5. Travelers may not use a foreign air carrier based on cost, preference, or convenience to the traveler.
6. Before any international trips, employees should consult the Department of State (DOS)Travel Advisories and U.S. Centers for Disease Control and Prevention (CDC) websites for country-specific information about security, and health risks to help ensure a healthy and safe trip.

030508 Rest Stop and Rest Period

1. AO’s will determine when an additional day of per diem is warranted due to the availability of common carrier departure and return times to meet mission requirements. Factors to be considered include but are not limited to, the time of travel in relation to normal work hours, and mission requirements, including a reasonable expectation regarding the departure from/arrival to the employee’s residence.
2. When authorized use of a GOV, rental car, or POV, AOs will determine the case-specific appropriate minimum number of temporary duty (TDY) miles a traveler must incur before authorizing any additional(s) day of per diem. Factors to be considered include, but are not limited to, travel time in relation to normal work hours, and road/driving conditions.
3. When TDY involves OCONUS travel and the scheduled flight time exceeds 14 hours including non-overnight airport stopovers and plane changes, a rest stop not to exceed 24 hours may be authorized.
4. An AO may authorize a rest stop when the conditions specified in FTR § 301-11.20(a) or (c) are met.
5. A rest stop may not be authorized when an employee, for personal convenience, elects to travel by an indirect route.
6. If a rest stop is authorized, it will be indicated and documented in the employee’s TA. For reimbursement purposes, the traveler will use the per diem rate for the rest stop location (FTR § 301-11.20(b)).
7. If the air carrier schedule or the requirements to use U.S. flag carriers preclude an intermediate rest stop, or a rest stop is not authorized, the traveler should schedule coach class travel to arrive at the TDY site with sufficient time to permit a reasonable rest period before reporting for duty.
8. VA may authorize a business class seat in place of a rest stop when all the conditions under FTR § 301-10-103(b) apply to the travel episode. Travelers must complete a constructive travel cost comparison and attach it to VA Form 0899. When considering a business class seat for trips over 14 hours, the AO should consider these factors:
   • The constructive travel cost of a business class seat versus the cost of a coach class seat including a rest stop (refer to Appendix C); and
   • The purpose and urgency of the trip.
9. Requests for approval of business class in place of a rest stop or rest period must be submitted on a VA Form 0899.
10. Authorization of business class for the outbound part of the TDY does not automatically justify business class for the return trip. The AO should consider the same criteria regarding critical nature, authorizing rest stops, and/or the availability of rest periods.
11. A business class seat in place of a rest stop or rest period may not be authorized if:
    • An employee is not required to report for duty the following day, whether at the official duty station or a TDY location; and/or
    • Approval is granted for annual leave at the TDY, or relocation point before the start of official business, or approval is granted for annual leave upon reporting to an official duty station location.

030509 Train Travel

1. VA may consider the use of Amtrak coach service if it is cost-advantageous to the Government. Amtrak offers a discount to Federal employees traveling between selected cities (City Pairs). When these discount fares are available and the accompanying service will fulfill mission requirements, they should be used to the maximum extent possible. This discount is applicable only for official travel.
2. When making a reservation with Amtrak using VA’s travel system you should select Flex Fares over Sales Fares or Value Fares.
   1. Flex fares:
      • Cancellations: No fee, 100 percent of the fare will be returned to the original form of payment; and
      • Changes: No fee, difference in fare may apply.
   2. Value fares:
      • Cancellations: 25 percent of the total fare is forfeited; 75 percent of the fare will be returned to the original form of payment; and
      • Changes: No changes are permitted.
   3. Sales fares:
      • Cancellations: 50 percent of the total fare is forfeited; 50 percent of the fare will be returned to the original form of payment; and
      • Changes: No changes are permitted.
   4. Reservations for Amtrak made using the OBT will remain on hold until approved and will be ticketed three days before departure. Reservations made directly with the TMC must be approved and ticketed at the time the reservation is made or will be cancelled. Refer to Appendix B for ticketing guidance.
   5. All reservations need to be cancelled one hour before train departure time to receive the applicable fare refund.
3. Coach class seats will be used for all train travel unless OTCC is authorized (FTR § 301-10.102 and FTR § 301-10.160).
4. When a train service only has two classes of accommodations available, (i.e., as in the case of Acela which only has business or first class), then the business class is classified as coach class for purposes of official travel, as it is the lowest class offered. The following are classes of train accommodations:
   1. Coach class. The basic class of seating offered by a rail carrier to passengers includes a level of service available to all passengers regardless of the fare paid. Coach class accommodations include reserved slumber coach class accommodations when overnight train travel is involved.
   2. Slumber coach class: Includes slumber coach class on trains offering such accommodations, or the lowest level of sleeping accommodations available on a train that does not offer slumber coach class accommodations.
   3. Business class: A class of extra fare train service that is offered above coach class but is lower than first class.
   4. First class: Includes bedrooms, roomettes, club service, parlor car accommodations, or other premium accommodations.
5. Business or first class train travel must be approved following FTR § 301-10.160.

030510 Government Furnished Vehicle

1. Employees may be authorized to use a GOV to perform official business, for either TDY or local travel, when it is determined to be the most advantageous method of transportation (FTR § 301-10.5(b)).
2. The transportation of non-Federal employee passengers in a Government-furnished automobile (GOV) is not permitted unless Secretary of Veterans’ Affairs (SECVA), under the authority of 31 U.S.C. § 1344, grants an exception allowing the incidental transportation of non-official passengers.
3. Use of an authorized GOV for personal use while on official travel constitutes a violation of policy.
4. AO’s will consider the following factors in determining whether to authorize the traveler to use a GOV:
   • Availability of fleet vehicles;
   • Cost;
   • The need for an official presence; and/or
   • The mission of the travel that the employee will be performing.
5. Employees may only be authorized to use a GOV for transportation (FTR § 301-10.201):
   • Between places of official business;
   • Between places of official business and temporary lodging, when public transportation is unavailable, or its use is impractical;
   • Between places of official business or temporary lodging and restaurants, drug stores, barbershops, places of worship, laundromats, and similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient performance of official business; and
   • As otherwise authorized by VA under (31 U.S.C. § 1344).
6. When authorized to use a GOV, employees are required to reserve the vehicle in advance.
7. Employees are required to provide their AO evidence (e.g., a screen print) to substantiate when a GOV is not available for the authorized travel dates.
8. Reimbursement for commuting expenses from an employee’s residence, to and from their official station (regular and recurring work site), is a personal expense, therefore, commuting to the official station to pick up a GOV for official travel will not be authorized for reimbursement, regardless of the day of the week the GOV is obtained.
9. AOs will consider authorizing a POV over an available GOV when the employee’s most direct travel route for the mission would begin from their residence and obtaining a GOV would result in an indirect route and/or additional travel time.
10. To operate a GOV, an employee must possess a valid State, District of Columbia, or territorial motor vehicle operator’s license (FTR § 301-10.220).
11. Employees authorized to use a GOV will only use the vehicle’s assigned Fleet Card in compliance with Volume XVI, Chapter 3, Fleet Charge Card.
12. Employees will be responsible for any additional costs resulting from unauthorized use of a GOV and may be subject to disciplinary actions and/or criminal liability for misuse of Government property (FTR § 301-10.202).
13. The non-cash benefit obtained for use of a GOV for commuting between an employee’s residence and place of work may be taxable (refer to 26 C.F.R. § 1.61-21 and 26 U.S.C. § 3501(b)).
14. Should an employee receive a non-cash benefit through the authorized use of a GOV or any employer-provided vehicle for commuting, they are required to notify Financial Services Center (FSC) via email @ FSCFPSLeadership@va.gov, for FSC to report the fringe benefit to Defense Finance Accounting Service.
15. VA is required, as applicable, to provide a receipt (e.g., Form W-2 – Wage and Tax Statement) when including the value of the non-cash fringe benefit remuneration in gross wages and the applicable taxes withheld (refer to 26 U.S.C. § 6051(a)).

030511 Rental Automobiles and Special Conveyances

1. When two or more Federal employees perform official travel together utilizing a rented vehicle or special conveyance, each traveler will state that fact on his or her travel claim, along with the names of each traveler and their employing agency.
2. The transportation of non-Federal employee passengers in a rental vehicle is not permitted unless Secretary of Veterans’ Affairs (SECVA), under the authority of 31 U.S.C. § 1344, grants an exception allowing the incidental transportation of non-official passengers.
3. Use of a rental car or special conveyance for personal use while on official travel constitutes a violation of policy.
4. Rental cars will be authorized in advance of travel once a determination has been made by the AO that the use of the rental car is advantageous to the Government. A traveler is required to attach a mission justification or a cost comparison versus alternate available transportation to the TA for the AO to consider (FTR § 301-2.5).
5. A rental car can only be used for official business (FTR § 301-10.450(f)).
6. VA travelers will use VA’s travel system to make rental car reservations. The rental car vendors provided participate in the Defense Travel Management Office (DTMO), U.S. Government Car Rental Agreement #5, which includes the insurance and damage liability provisions and other advantages (refer to FTR § 301-10.450(b)).
7. In accordance with FTR § 301-10.451(a) VA will not reimburse travelers for collision damage waiver (CDW) or theft insurance for use of a rental car within CONUS or OCONUS non-foreign areas.
8. In accordance with FTR § 301-10.451(b) travelers will be reimbursed for CDW or theft insurance, or both, when traveling in OCONUS foreign areas and such insurance is necessary because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident. Refer to Comptroller General Decision, B-178342 (55 Comp. Gen 1343, August 11, 1976) for additional guidance. When required, the cost of the foreign license/permit photos will also be reimbursed. Refer to Driving and Road Safety Abroad for additional information.
9. In accordance with the current U.S. Government Rental Agreement #5, travelers reserving a rental car must have a valid driver’s license, and a reimbursable underage driver fee may apply for any driver between the ages of 18 and 20.
10. Travelers will adhere to the policy and regulations in Volume XIV, Chapter 4, Miscellaneous Travel Expenses, concerning extraneous rental car expenses (e.g., gasoline and non-reimbursable expenses, pre-paid gasoline, global positioning systems (GPS), and toll collection transponders).
11. In accordance with FTR § 301-10.450(c), travelers will rent the least expensive compact-size car available when conducting official travel unless an exception for another class of vehicle is approved. If an exception exists, it must be documented on the TA. Some common/acceptable justifications are listed below:
    • Accommodate a medical disability or other special need;
    • VA mission requirement;
    • Use of a ZEV rental car when the daily rental rate is equal to or less than the least expensive compact car option;
    • The cost of a non-compact car is less than or equal to the cost of the least expensive compact car;
    • More space is needed for equipment or other personnel; or
    • The traveler experiences inclement weather conditions (snow or ice) or his or her trip includes off-road terrain and a 4×4 vehicle is required.
12. Employees wishing to do so may upgrade to a larger vehicle at their own expense if none of the exceptions above are met.
13. Travelers are responsible for reporting accidents while using authorized rental automobiles or special conveyances. The traveler will notify the rental agency of an accident and obtain a police report if possible. The traveler will prepare an SF 91, Motor Vehicle Accident Report at the time of an accident and may also be required to fill out a rental agency accident report. Under some state laws, failure to report an accident may result in the traveler being responsible for the cost of repairs to the rental vehicle.
14. Time spent waiting for the replacement or repairs due to a mechanical failure of the rental vehicle will be deducted from the total amount of rental time.
15. If the hire of a special conveyance does not include costs of incidental expenses under FTR § 301-10.401, the conveyance operator should itemize them in the bill to the traveler.
16. In accordance with FTR § 301-10.420, travelers may be authorized to use a special conveyance in the manner cited (includes restrictions), when performing local travel or official TDY travel, for the following costs incurred:
    • Shuttles and courtesy transportation;
    • Public transportation systems such as a bus, subways, or other common modes of transportation (refer to FTR § 301-10.190);
    • A taxi; and
    • A TNC, when advantageous to the Government, and these services are permitted by local laws and ordinances.

030512  Privately-Owned Vehicle

1. Employees may use their POV (e.g., automobile, motorcycle, recreational vehicle motorhome, and aircraft) on official travel when authorized by the AO as advantageous to the Government.
2. AOs will consider the factors established in FTR § 301-10.4 when determining if POV is advantageous to the Government (e.g., TDY location in relation to distance from the official station; TDY worksite location in relation to the lodging, and whether alternative ground transportation is available, etc.)
3. Travelers may not be directed to use their POV for official travel.
4. When a POV is authorized, the POV mileage incurred will be reimbursed for the most direct route (FTR 301-10.7), following FTR § 301-10.303 and GSA website – Privately Owned Vehicle (POV) Mileage Reimbursement Rates.
5. The full GSA POV mileage reimbursement rate will be used when a GOV was authorized but not available and a POV was used (FTR § 301-10.303). Travelers must attach documentation that a GOV was not available in their travel claim to be reimbursed the full GSA POV mileage rate.
6. When documentation a GOV was not available is not attached to the claim, all POV mileage will be limited to the “GOV available” reduced GSA POV mileage reimbursement rate (FTR § 301-10.310).
7. In accordance with FTR § 301-10.306, when a traveler is dropped-off and/or picked-up using a POV at a common carrier terminal, VA will reimburse the traveler mileage for each round-trip and any associated fees as provided under FTR § 301-10.304.
8. In accordance with FTR § 301-10.308, VA may reimburse the traveler for common carrier terminal parking fees while on TDY when an AO determines incurring such fees is advantageous to the Government.
9. POV use while at the TDY site may be authorized for reimbursement when official transportation is required from/to the lodging location and TDY worksite, or to obtain meals when not accessible at or within the lodging or TDY worksite locations. FTR § 301-10.201 (for GOV) and FTR § 301-10.420 (for special conveyances) will be used as a guide to determine the acceptable use of a POV for other official purposes when traveling in support of obtaining sustenance, comfort, or health of the employee to foster the continued efficient performance of official business.
10. Documentation of a cost comparison between POV and available alternate methods of ground transportation or comments sufficient for justification, are required in the TA for the AO to determine whether POV use within the TDY site is in the best interest of the Government.
11. When a traveler uses their POV to transport additional official travelers to and from an authorized location (e.g., common carrier terminal, necessary travel within a TDY site (FTR § 301-10.1)), mileage reimbursement will be authorized including any additional distance required to transport the other official travelers. VA will only reimburse mileage to the traveler authorized to use their POV (FTR § 301-10.305). TA document numbers must be cross-referenced in the TAs of the traveler authorized use of their POV, and each official passenger.
12. In accordance with FTR § 301-10.304 and Volume XIV, Chapter 4 – Miscellaneous Travel Expenses, other necessary miscellaneous expenses (e.g., tolls, non-carrier terminal parking, etc.), incurred while using POV for official travel may be reimbursed to the traveler authorized to use their POV.
13. When requesting reimbursement, documentation of official travel mileage must be attached to the travel claim. An online distance calculation tool may be used to calculate the mileage. AOs must verify the claimed mileage. Should a difference of more than five percent exist between the traveler’s calculated mileage and the AO’s calculated mileage (rounded up to the nearest mile), the employee must attach a justification to the travel claim to support the difference in the reimbursement request.

030513 Use of Privately-Owned Vehicle Instead of the Authorized Mode

1. In accordance with FTR § 301-70.105, travelers may not be prohibited from driving their POV; however, if the AO authorizes an alternative form of transportation and the traveler elects to use a POV instead, reimbursement of POV expenses by the most direct route must be limited to the constructive cost of the authorized method of transportation (FTR §§ 301-70.105(a), 301-10.6, 301-10.309, 301-10.310, and 301-10.402).
2. Travelers choosing to drive their POV instead of using the authorized method of transportation must complete VA Form 10079, Cost Comparison Worksheet for Privately Owned Vehicle versus Common Carrier Transportation and attach it to the TA. VA will reimburse the traveler for distance traveled at the POV mileage rate and for other associated expenses, not to exceed the total constructive travel cost that would have been incurred if a common carrier was used (FTR § 301-10.309). Refer to Appendix C for consideration of the types of expenses to be included in a constructive travel cost comparison.
3. When a traveler elects to drive their POV instead of using the authorized method of transportation, the traveler is required to attach a cost comparison to the TA. AOs must state in the TA the authorized method of transportation, including the rationale.
4. When an employee chooses to drive a POV, and a GOV is available and authorized as advantageous to the Government, VA will only reimburse the employee at the “GOV available” reduced POV mileage rate. Refer to GSA Mileage Rates for the current rate when the travel was performed.
5. Any duty hours missed due to travel by POV in lieu of the authorized mode must be charged as leave (FTR § 301-70.105(b)).

030514 Uncommon Modes of Transportation

1. The AO may authorize the use of a Government aircraft for official travel purposes (FTR § 301-10.261). The AO will ensure before authorizing, that travel on a Government aircraft is either necessary to meet mission requirements or the most cost-effective alternative. VA will follow OMB Circular A-126, Revised (May 22, 1992), 41 C.F.R. Part 102-33, and FTR § 301-10.261(a)(2) in making cost-effective determinations.
2. VA does not encourage the use of reduced group or charter fares (e.g., a group of travelers will travel at the same time and on the same itinerary). However, they may be used when the AO determines that the use of such a fare is cost-effective and will not interfere with the conduct of official business. Chartered aircraft are subject to the same rules as Government aircraft. The TA(s) must describe the use of a group or charter service.
3. No charter or contract services for air transportation will be made with a supplemental or non-scheduled carrier unless prior information has been obtained from the Federal Aviation Administration, Washington, DC, or its Regional or General Aviation District Office in the field, indicating the carrier is complying with their safety standards.
4. When requesting to travel by ship the lowest class accommodations available will be used unless business or first class is approved on VA Form 0899, in advance of the travel.
5. VA does not generally consider travel by ship as advantageous to the Government. A traveler, when requesting travel by ship, must document in the TA this method of transportation is either essential to meet mission requirements, or attach a cost comparison substantiating it is the most cost effective method of transportation. Refer to Appendix C for consideration of the types of expenses to be included in a constructive travel cost comparison.
6. When travel by ship is the requested mode of transportation, travelers must use a U.S. flag ship for the entire trip, unless travel by a foreign ship, for the entire trip or a portion of the trip, is a necessity (FTR § 301-10.180 and 46 U.S.C. § 55302).
7. When submitting a TA for approval of a foreign ship for any part of the TDY, the traveler must attach a justification substantiating the necessity, for review, approval, and audit purposes. The criteria for justifying use of a foreign flag vessel are the same as those for the use of a foreign air carrier under FTR § 301-10.136.
8. Any cost that is attributed to the improper or unauthorized use of a foreign ship is the traveler’s responsibility (FTR § 301-10.181).

0306 Authorities and References

• United States Code (U.S.C.):
  • 5 U.S.C. § 406, Authority of Inspector General (Public Law 95-452)
  • 5 U.S.C. § 3102, Employment of personal assistants for handicapped employees, including blind and deaf employees
  • 5 U.S.C. § 5703, Per diem, travel, and transportation expenses; experts and consultants; individuals serving without pay
  • 5 U.S.C. § 5733, Expeditious Travel
  • 26 U.S.C. § 3501(b), Collection and Payment of Taxes
  • 26 U.S.C. § 6051(a), Receipts for employees
  • 31 U.S.C. § 1344, Passenger Carrier Use
  • 49 U.S.C. § 40118, Government financed air transportation
  • 49 U.S.C. § 41102(b)(2), General, temporary, and charter air transportation certificates of air carriers
  • 46 U.S.C. § 55302, Transportation of United States Government Personnel
• Code of Federal Regulations (C.F.R.):
  • 26 C.F.R. § 1.61-21, Taxation of fringe benefitsFTR Chapters 300 through 304
  • 41 C.F.R. PART 102-33, Management of Government Aircraft
• Civilian Board of Contract Appeals, 6528-TRAV, 7-24-19
• Executive Order 13513 (October 1, 2009), Federal Leadership on Reducing Text Messaging While Driving
• Comptroller General Decision, B-178342 (55 Comp. Gen 1343, August 11, 1976), Insurance on Overseas Automobiles
• CDC website
• DoS Travel Advisories website
• Driving and Road Safety Abroad
• General Services Administration (GSA):
  • GSA Bulletin FTR 22-03, Applicability of Federal Travel Regulation Part 301-13 to Employees who are Nursing
  • GSA Bulletin FTR 24-02, Sustainable Transportation for Official Temporary Duty Travel
  • GSA City Pair Fares
  • GSA Per Diem Rates
  • Privately Owned Vehicle (POV) Mileage Reimbursement Rates
  • (SF 91) Motor Vehicle Accident (Crash) Report
• National Archives and Records Administration, General Records Schedule 1.1.10
• Office of Management and Budget (OMB):
  • OMB Bulletin M-24-05, 12-14-23 Catalyzing Sustainable Travel Through Federal Travel
  • OMB Circular A-126, Improving the Management and Use of Government Aircraft
• Defense Travel Management Office
  • U.S. Government Rental Car Agreement #5
• VA Financial Policy:
  • Volume I, Chapter 1 – VA Financial and Accounting Policy Overview
  • Volume XII, Chapter 8 – Notice of Indebtedness
  • Volume XIV, Chapter 1 – Travel Administration
  • Volume XIV, Chapter 4 – Miscellaneous Travel Expenses
  • Volume XVI, Chapter 2A – Government Travel Card Individually Billed Accounts
  • Volume XVI, Chapter 2B – Government Travel Card Centrally Billed Accounts
  • Volume XVI, Chapter 3 – Fleet Charge Card
• VA Forms:
  • VA Form 0899, Authorization for Business or First Class Common Carrier
  • VA Form 0899a, Reasonable Accommodation Certification Memorandum: Unlimited Open Authorization
  • VA Form 0899b, Reasonable Accommodation Certification Memorandum: Limited Open Authorization
  • VA Form 10079, Cost Comparison Worksheet for Privately Owned Vehicle versus Common Carrier Transportation
  • VA Form 10079A, Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet

0307 Rescissions

Volume XIV Chapter 3 – Transportation Expenses, May 2024.

Appendix A: Previous Policy Revisions

Section	Revision	Office	Reason for Change	Effective Date
Various	Updated Volume XVI, Chapter 2 references to reflect the May 2024 published Chapter 2A, Government Travel Card Individually Billed Accounts; added link. Format corrections.	OFP	General Update	May 2024
302	Moved April 2024 revisions to Appendix A.	OFP	General Update	May 2024
30501	Added clarifying language re: sustainable travel	OFP	GSA Bulletin FTR 24-02, 12-14-2023	April 2024
30511	Updated policy on POV parking at terminals.	OFP	To align with leadership-driven change and consistency.	April 2024
306	Added reference and reorganized.	OFP	To support HTML conversion.	April 2024
Appendix D	Clarified constructive travel calculations and TNC fees.	OFP	To support field questions.	April 2024
Various	Updated FTR citations throughout the chapter.	OFP (047G)	FTR Amendment, September 2022.	September 2023
301	Added OGC and Union Statements	OFP (047G)	Make consistent with other Volume XIV Travel chapters.	September 2023
302	Updated key points.	OFP (047G)	General Update.	September 2023
303	Added definition for competent medical authority and special needs.	OFP (047G)	General Update.	September 2023
304	Added Reasonable Accommodation Coordinator responsibilities.	OFP (047G)	General Update.	September 2023
30501	Added policy on reasonable accommodations for travel transportation expenses.	OFP (047G)	General Update.	September 2023
30504	Updated this section to address policy on authorizing new premium economy class other than coach class and FTR citations.	OFP (047G)	FTR Amendment, September 2022, Directed by Office of General Counsel (OGC) and Office of Resolution, Management, Diversity, and Inclusion (ORMDI).	September 2023
30505	Created a separate section for other than coach class and updated policy on approval for disabilities and special needs.	OFP (047G)	FTR Amendment, September 2022, Directed by OGC and ORMDI.	September 2023
030507, 030508, and 030513	Updated VA Form 0899 use for business and first class only.	OFP (047G)	FTR Amendment, September 2022.	September 2023
306	Updated VA Form 0899 name and added links to VA Form 0899a and 0899b.	OFP (047G)	Directed by OGC and ORMDI.	September 2023
Various	Minor format corrections.	OFP (047G)	General Update.	February 2022
030503  Selecting a Fare	Changed paragraph E.,1., to clarify only required to provide documentation of the cost between a contract and non-contract fare.	OFP (047G)	General Update.	February 2022
Appendix D	Clarified use of most advantageous ground transportation for Government constructive cost, citing mission requirements as a factor.	OFP (047G)	General Update.	February 2022
0304  Roles and Responsibilities	Added responsibility for the Deputy Secretary, Under Secretary, Assistant Secretary, and Other Key Officials delegated authority to approve other than coach class air/train/ship travel.	OFP (047G)	SECVA Memorandum, “Delegation of Authority for Travel and Conferences”.	October 2021
030504  Other Than Coach Class Travel	Updated positions delegated the authority to approve other than coach class air travel.	OFP (047G)	SECVA Memorandum, “Delegation of Authority for Travel and Conferences”.	October 2021
030507  Train Travel	Updated positions delegated the authority to approve other than coach class train travel.	OFP (047G)	SECVA Memorandum, “Delegation of Authority for Travel and Conferences”.	October 2021
030512  Other Uncommon Modes of Transportation	Updated positions delegated the authority to approve other than coach class ship travel.	OFP (047G)	SECVA Memorandum, “Delegation of Authority for Travel and Conferences”.	October 2021
0307  Recissions	Rescinded August 2021 published chapter.	OFP (047G)	General Update	October 2021
0302  Revisions	Moved September 2020 revision history into Appendix A.	OFP (047G)	General Policy Update.	August 2021
030509  Rental Automobiles and Special Conveyances	Added requirement to attach mission justification or cost comparison for rental car to the TA.	OFP (047G)	General Policy Update.	August 2021
030510  Authorization of Privately-Owned Vehicle	Moved from Section 030511 and updated POV costs may be authorized for travel to/from common carrier terminal. Added conditions for reimbursing POV official use while at the TDY site and the reimbursement is at the full GSA mileage rate.	OFP (047G)	General policy update.	August 2021
030511  Privately-Owned Vehicle in Lieu of Authorized Mode	Clarified VA Form 10079 is required when POV is chosen instead of the authorized common carrier. Moved POV reimbursement for travel to/from common carrier terminal to Section 030510.	OFP (047G)	General policy update.	August 2021
0306  Authorities and References	Added link for VA Form 10079a, Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet.	OFP (047G)	General policy update.	August 2021
Appendix D: Constructive Travel	Updated to clarify when a cost comparison is required (including personal travel), costs required to be included, and applicable travel segments.	OFP (047G)	General policy update.	August 2021
Various	Reformatted to new policy format and 5-year policy review.	OFP (047G)	Reorganized chapter layout	September 2020
0302 Revisions	Placed prior revision history into Appendix A	OFP (047G)	Updated to reflect current policy.	September 2020
0303 Definitions	Updated terms listed in this section, as well as deleted several terms which no longer apply to the chapter.	OFP (047G)	Revisions needed to reflect updated content.	September 2020
0304 Roles and Responsibilities	Updated delegations to reflect the most current information.	OFP (047G)	Language had been updated; the chapter needed to reflect this information.	September 2020
0305 Policies	Consolidated duplicate policy guidance under this section. Re-organized sub-sections. Added FTR references	OFP (047G)	General policy update.	September 2020
30501	Changed from bullets to paragraph format. Also used C.F.R. link as opposed to listing order of preference	OFP (047G)	General policy update	September 2020
30502	Added link to VA Form 0899 and removed form contained in the appendix.	OFP (047G)	General policy update.	September 2020
030503 and 030504	030503 GSA City Pair Fare Program and 030504 on-Contract Carrier Unrestricted and Restricted Fares were deleted, and 030503 Selecting a Fair was created.	OFP (047G)	General policy update.	September 2020
30505	Added link to VA Form 0899 and removed form from Appendix C. Clarified other than coach class exceptions. Added language stating that employees should document an upgrade from coach class travel at their own expense.	OFP (047G)	General policy update.	September 2020
30507	Updated language in reference to the Acela train, which only has business and first-class accommodations.	OFP (047G)	General policy update.	September 2020
0306 Authorities and References	Updated to reflect most current guidance	OFP (047G)	To reflect most recent information.	September 2020
0307 Rescissions	Removed recessions made prior to the 2017 targeted change	OFP (047G)	To reflect the most recent update.	September 2020
0308 Questions	Updated Travel Policy email address.	OFP (047G)	To reflect correct contact information.	September 2020
Appendix B	Updated ticketing time frames and improved other guidance.	OFP (047G)	General Update	September 2020
Appendix D	Appendix D Requesting Other than Coach Class Travel was deleted, and Constructive Travel replaced it.	OFP (047G)	General Update	September 2020
Appendices	Reordered appendices based on appearance in the chapter and reformatted. Removed previous Appendices F, G, H, I, J, and K, deleted and the material was moved to the applicable policy section.	OFP (047G)	Reorganized chapter layout	September 2020
030201 A & B	Order of precedence for the most advantageous method of transportation	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
030206A, 030206D	Changed “Government” automobile to “Government-furnished” automobile	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
030216C1	Updated applicable POV rate. Removed tips with reference to VOL XIV Ch. 4, Miscellaneous Travel Expenses	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
30207	Changed appropriate mileage rate to reduced POV mileage rate	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
030208 B	Inserted language referencing “Transportation Network Companies” as permissible methods of “special conveyance”	OFP (047G)	To comply with FTR Bulletin 16-05	September 2017
030208 C & D	Inserted additional language requiring travelers to select the “least expensive compact car available”. Also, provided FTR criteria which may exempt a traveler from having to select such a vehicle.	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
30618	Changing “GSA Interagency Fleet Management Center” to read “GSA Fleet”. Also, changed the lease period from 30 days to 120 days.	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017
Appendix H	Removed original Appendix H, Sample Cost Comparison Worksheet, in favor of a link to the new VA Form 10079 which can be found in 030207.03A	OFP (047G)	To comply with FTR Amendment 2015-03	September 2017

Appendix B:  Travel Management Center Ticketing

1. Air Travel:
   1. After all reservation selections are made, the traveler/alternate preparer should review the trip details on the “Review and Modify Trip” page. Upon review of the travel selections, changes should be made as needed. The traveler/alternate preparer will carefully read and take note of the important “Ticket by Date” information displayed and the general fare rules.
   2. Upon the completion of the reservation, the traveler/alternate preparer will receive an email from the VA’s travel system and/or the Travel Management Center (TMC) provider which includes reservation information. The traveler/alternate preparer should verify the itinerary information is correct and populated onto the TA. The traveler/alternate preparer may receive a message from the TMC indicating the reservation was unavailable or the fare has expired (non-contract/ restricted fares) and to select another option. At this time, the traveler/alternate preparer should log into VA’s travel system to select another fare.
   3. Government contract fares:
      1. The TA must be approved promptly to allow the TMC to perform the ticketing process. Approved fully refundable contract transportation reservations are ticketed 72 hours (three days) before departure.
      2. When the travel itinerary has a combination of Government contract and non-contract/restricted fares, the more restrictive (i.e., non-contract/restricted) fare rules will dictate the ticketing requirements and will require Government contract fares to be ticketed within 24 hours or less.
      3. Government contract fares are fully refundable when canceled.
   4. Non-Contract/Restricted Fares:
      1. TAs containing Non-Contract/Restricted Fares (Lowest Available Fares) need to be approved and ticketed within 24 hours or less from the reservation time.
      2. Fares are not guaranteed until ticketed.
      3. In the event a TA involving a restricted fare is canceled, the traveler will receive a credit from the airline for future travel. The cost of exchanging the canceled ticket for a future restricted ticket currently averages $150.
      4. To allow for the use of a previous airline issued credit, the TA must first be created, then the traveler must contact the TMC directly to make the travel reservations.
      5. The TMC will apply the credit to the new travel itinerary. This process will also result in additional TMC transaction fees (non-self-service fees).
      6. The traveler is ultimately responsible for ensuring a credit refund is used on the next available travel episode.
2. Amtrak travel reservations made through the OBT or the TMC, once approved will be ticketed three days before departure. Once ticketed, the traveler will receive an email confirmation from Amtrak with a bar code, and an E-ticket from the TMC with a confirmation number. The traveler must either have access to or bring these documents to the train station to obtain their ticket at either the ticket counter or kiosk.

Appendix C:  Constructive Travel

1. Transportation Mode
   A cost comparison of travel expenses must be included in the TA when a traveler uses an alternate method of travel rather than the authorized most advantageous method. Properly prepared cost comparisons will include all en route expenses and expenses required at the TDY location for both the standard mode of travel and the alternate mode of travel being considered. A constructive travel cost comparison can be provided as a Word document or Excel spreadsheet except for the below instances:
   • For POV in comparison to an authorized common carrier, VA Form 10079, Cost Comparison Worksheet for Privately Owned Vehicle versus Common Carrier Transportation should be used; and
   • For personal travel in conjunction with TDY, VA Form 10079A, Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet should be used.
2. Constructive Travel Considerations
   Constructive travel helps the AO determine the best way for travel to be performed and whether to limit the traveler’s reimbursement to the costs associated with the FTR § 301-10.5 order of precedence for performing travel. Factors that must be considered as part of the calculation are:
   • En route and TDY location transportation, lodging, meals, and related expenses;
   • Business class accommodations versus the cost of coach class accommodations, plus the reimbursable costs in conjunction with a rest stop (e.g., per diem, hotel costs, and transportation fees);
   • Privately owned vehicle instead of authorized mode including POV round trip mileage reimbursement and other POV reimbursable expenses (e.g., tolls, parking) consideration;
   • Per diem allowances incurred during travel days consideration;
   • Potential rest stop consideration using the 14-hour rule;
   • The trip is unexpected and or the purpose and urgency of the trip may not be delayed or postponed, and the traveler is unable to schedule either a rest stop en route or an earlier flight that would allow a rest period before reporting for duty;
   • Use of an uncommon mode of transportation; and
   • Local business rules may also determine the best way to perform travel.
3. Constructive travel is required to include expenses for the following travel segments:
   • Travel from the trip start location to the first TDY location;
   • Travel within a TDY location;
   • Travel from one TDY location to another; and
   • Travel from the last TDY location to the trip end location.
4. Constructive travel Government costs will include:
   • When the common carrier is an airline or train, the round trip YCA contract fare plus taxes will be used for consistency, but if there is no City Pair contract servicing the official duty station and the TDY location, the lowest available Government unrestricted fare will be used;
   • Baggage fees if the airline charges for baggage;
   • The most cost-advantageous method of transportation to/from the common carrier terminal, (e.g., POV costs, including mileage, tolls, most advantageous available parking; POV round-trip drop off, including mileage and tolls; or estimated round trip taxi or TNC fare to and from the common carrier terminal, including allowable tip and reasonable fees (for further information on tips, refer to Volume XIV, Chapter 4 – Miscellaneous Travel Expenses)); and
   • Per diem, most cost-advantageous ground transportation at the TDY site for official travel, and other miscellaneous travel expenses as deemed required for the mission.
5. In determining the most cost-advantageous method for Government constructive cost, mission requirements are a factor.
6. The following constructive travel POV actual costs incurred may be reimbursed not to exceed (NTE) the Government estimated common carrier constructive travel cost:
   • Mileage reimbursement for the travel segments involved based on the full GSA POV mileage rate;
   • Other POV reimbursable expenses (e.g., tolls, parking); and
   • All per diem allowances that would be incurred during en route travel days.
7. In addition to limiting transportation-related costs, it may be necessary to adjust the en route per diem entitlements as part of the constructed travel process:
   • If travel by air is the most advantageous mode, then only one day of allowable travel (and related per diem) is typically authorized when traveling in CONUS and the AO will ensure that per diem entitlements are excluded correctly for any excess travel days included in the TA; and/or
   • If chargeable as leave, per diem, will be excluded from those excess days on the travel plan.
8. Personal travel in conjunction with TDY requirements:
   1. Personal travel in conjunction with TDY must be identified under comments by the traveler.
   2. When a traveler is taking personal leave to extend their stay at the TDY site, at either the beginning or end of their TDY, a constructive travel cost comparison is required to be made between the total cost (including taxes) of the airfare for the authorized official travel date and the total cost of the airfare for the travel date change due to personal travel.
      1. If traveling to and from an authorized TDY location, VA’s official travel system is required to be used but any differences in fares between the original travel date and the extended travel date must be reimbursed to VA by the traveler, following FTR § 301-2.4 and § 301-10.8. Documentation of the compared fares (e.g., screenshots) is required to be uploaded into the TA.
      2. If a personal travel date change allows a YCA or CA to be reserved, a screenshot of the reserved flight must be attached to the TA to document that no additional cost was incurred.
   3. When traveling to or from a location other than your authorized official duty station or TDY site (refer to FTR § 301-10.7), a cost comparison form VA Form 10079a, Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet, is required to determine the constructive cost for limiting reimbursement of costs incurred for personal travel following FTR § 301-10.8. VA Form 10079a is required to be uploaded into the TA.
   4. The VA travel system may not be used to purchase a flight from or to an unauthorized alternate location, but an AO may authorize an alternate site departure and/or return if deemed officially necessary (FTR § 301-10.7).