Questions concerning this policy chapter should be directed to:

0501 Overview

This chapter establishes the Department of Veterans Affairs’ (VA) financial policies regarding travel under special circumstances by federal civilian employees and others authorized to travel at Government expense.

Key points covered in this chapter include:

  • An AO may authorize a variety of transportation expenses deemed necessary to accommodate a traveler with a disability or special need;
  • An AO may authorize emergency travel expenses for an incapacitated traveler to receive medical treatment; or to return to their official station;
  • A VA law enforcement/investigative employee and his/her immediate family, who are threatened as a result of the employee’s assigned duties, may be authorized appropriate travel and subsistence expenses;
  • In accordance with Federal Travel Regulations (FTR) PART 303-70, VA will authorize certain death-related expenses for an employee or their immediate family when specific conditions are met;
  • All VA Continuity of Operations (COOP) members will follow FTR § 301-2.1, by obtaining advance approval for emergency travel on a Limited Emergency Travel Authorization (LETA); and
  • FSC, within the scope of an existing Disaster Emergency Medical Personnel System (DEMPS) Memorandum of Understanding, will create DEMPS traveler’s TAs and make all associated common carrier, lodging, and authorized rental car reservations in VA’s travel system.

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

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

0502 Revisions

See changelog.

0503 Definitions

Actual Expense – A per diem payment method authorizing reimbursement for actual lodging or meal subsistence expenses incurred, up to the limit prescribed by the Administrator of General Services Administration or limited by the agency as appropriate. Entitlement to reimbursement is contingent upon entitlement to per diem and is subject to the same definitions and rules governing per diem.

Alternate Location – A destination other than the traveler’s official station or a location other than the TDY location once travel has commenced.

Approving Official (AO) – A VA employee in a position designated the authority to approve travel documents.

Constructive Travel Costs – The process of estimating the total cost of an authorized government method of travel and that of the employee’s preferred alternative method for the travel, to determine cost-effectiveness and reimbursement limitation (e.g., traveler chooses to drive their POV and seek mileage reimbursement instead of using authorized common carrier flight).

Continental United States (CONUS) – Refers to the 48 contiguous States and the District of Columbia as defined in FTR § 300-3.1.

Continuity of Operations Plan (COOP) – is a plan within individual executive departments and agencies to ensure that Primary Mission Essential Functions (PMEFs) continue to be performed during a wide range of emergencies, including localized acts of nature, accidents, and technological or attack-related emergencies.

Family – “Family” includes any member of your immediate family, as defined in FTR §300-3.1. In accordance with FTR § 301-31.2 and § 301-31.3, in the case of a threatened law enforcement officer or an investigative employee, your agency may, on a case-by-case basis, expand this definition to include other members of your and/or your spouse’s or domestic partner’s extended family. For purposes of authorizing and reimbursing travel and subsistence expenses under evacuation orders refer to the definition of Family Member under 5 C.F.R., Part 550, Subpart D, § 550.402.

Federal Travel Regulations (FTR) – Regulations governing travel by federal civilian employees and others authorized to travel at Government expense. FTR can be found in Title 41, Subsection F, Federal Travel Regulation System, Chapters 300 – 304.

Local Travel – Travel performed within an established local radius of the official station. The standard local radius will be 50 miles from the official station. A VA station may establish a local radius specific to its station based on counties or nearby cities. This local radius will be established in writing and approved by the Facility Director, as long as no point in the established local area exceeds 50 miles from the station. For virtual employees, the local radius will be 50 miles from the virtual/mobile office.

Locality Rates – Maximum per diem rates prescribed for specific localities within CONUS.

Official Business – Travel performed by an employee (a non-invitational traveler) is considered to be official business, which their organization may authorize when it is:

  • Directly related to duties contained in the employee’s Position Description;
  • Directly beneficial to the employing office;
  • Required to meet some kind of performance/job requirement to remain in the position; and/or
  • Related to a training requirement that is needed to continue employment etc.

Official Station – An area defined by VA as the employee’s official duty station (as established in an employee’s SF 50) which is the location where the employee regularly performs his or her duties, or an invitational traveler’s home or regular place of business per FTR § 300-3.1. Refer to Volume XIV, Chapter 7, Local Travel for local area guidance.

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.

Outside the Continental United States (OCONUS) – Includes both non-foreign areas and foreign areas. Refer to FTR § 300-3.1 for the definition of non-foreign areas and foreign areas.

Per Diem – A subsistence allowance for lodging, meals, and related incidental expenses incurred while on authorized temporary duty (TDY) travel, when eligible (FTR § 301-11.1).

Safe Haven – means a designated area to which an employee or dependent will be or has been evacuated.

Serious Illness or Injury – A grave or critical, or potentially life-threatening illness or injury, or a sudden injury such as an automobile accident, where the exact extent of the injury may be undetermined but is thought to be critical or potentially life-threatening, based on the best assessment available; or other situations involving less serious illness or injury of a family member in which the absence of the employee would result in great personal hardship for the immediate family.

Temporary Duty (TDY) Location – A place away from an employee’s local area where the employee is authorized to perform official business travel.

TDY Travel – Travel by an employee on official business, as authorized by an employee’s AO through a TA.

Travel Advance – Pre-payment of authorized estimated travel expenses paid to an employee in the form of electronic funds transfer (EFT).

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

United States (U.S.) – for the purpose of evacuation the U.S. is defined as the 50 States, the District of Columbia, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and any territory or possession of the United States.

0504  Roles and Responsibilities

Secretary of Veterans Affairs (SECVA) is responsible for determining:

  • Whether an alternate interment location, other than the actual residence or official station, may be authorized for a deceased employee (FTR § 303-70.102);
  • When the cost of available mortuary facilities or supplies are prohibitive for an immediate family member who dies while living with an employee OCONUS, or in transit to or from OCONUS (FTR § 301-70.300); and
  • When special allowance payments (travel and per diem) will be authorized during a pandemic health crisis (5 C.F.R. § 550.409).

Deputy Secretary (DEPSEC), Under Secretaries, Assistant Secretaries, and Other Key Officials (OKOs) have been delegated the following authorities by SECVA, with no further re-delegation authorized:

  • To authorize reimbursement of death-related expenses for an employee (FTR § 303-70.301) or an employee’s immediate family member (FTR § 303-70.500) residing with the employee outside the continental U.S. (OCONUS); and
  • To authorize payment of certain transportation and other expenses for an employee’s immediate family to an alternate residential destination upon the death of an employee as a result of personal injury sustained while in the performance of the employee’s law enforcement duties (FTR § 303-70.700).

Office of Human Resources Administration (HRA) Servicing Offices are responsible for notifying the next of kin in the event of the death of an employee. HR will facilitate communication to coordinate reimbursement of authorized expenses incurred.

Office of Human Resources and Administration (HRA)/Operations Security and Preparedness (OSP) are responsible for providing an updated list of all COOP members each fiscal quarter to the VA Financial Services Center (FSC).

Senior Executive Service are responsible for determining on a case-by-case basis, when it is appropriate to authorize transportation and subsistence expenses on a temporary basis or temporary/permanent relocation for threatened VA law enforcement officers or investigative employees, and when applicable, for members of their family. This authority may not be delegated.

VA Financial Services Center (FSC) is responsible for managing the credit limits on all DEMPS and COOP travel cards during deployments. In addition, FSC is responsible for the centralized preparation of deployment operations DEMPS travel documents and reservations within the scope of an existing DEMPS Memorandum of Understanding. FSC will ensure all external travel-related reporting includes the costs associated with authorized manual travel authorizations required for threatened law enforcement or special investigators.

VA Office of Inspector General (VA OIG) is responsible for reviewing and commenting on all SECVA memorandum requests to authorize transportation and subsistence expenses for threatened VA law enforcement officers or investigative employees and when applicable, for members of their families.

Office of Security Preparedness (OSP) is responsible for providing the FSC with a quarterly list of all COOP members for travel card credit limit oversight.

Approving Officials (AOs) are responsible for approving travel under special circumstances. AOs may authorize in advance travel expenses for COOP members for emergency deployment.

Supervisors –are responsible for ensuring all of an employee’s travel or relocation costs are minimized and facilitate appropriate reimbursement in the event of an employee’s incapacitation or death. Supervisors may authorize in advance travel expenses for COOP members for emergency deployment.

Travelers are responsible for ensuring travel under special circumstances is performed in accordance with FTR and VA travel policy.

0505  Policies

050501 General Policies

  1. Travelers will perform all travel under special circumstances consistent with FTR and VA policy.
  2. An AO will authorize special circumstance travel-related expenses in advance of the travel episode. If circumstances prevent approval before travel, an AO may authorize travel-related expenses post-travel for the special circumstances if they determine that the traveler acted reasonably and responsibly in incurring the costs.
  3. Travelers, including Continuity of Operations Plan (COOP) and Disaster Emergency Medical Personnel System (DEMPS) employees, must exclude any meals provided by the government free of charge (e.g., Meals Ready to Eat (MRE), Veteran Canteen Service meals, FEMA, etc.) from their Meals and Incidental Expenses (M&IE) on their travel claims. Refer to FTR § 301-11.18 for details and exemptions for excluding meals. In accordance with FTR § 301-11.17, free, complimentary, or courtesy meals provided by non-government sources are not required to be deducted from M&IE.

050502  Travel Expenses for Employees with a Disability or Special Need

  1. VA may pay for a variety of travel expenses, as needed, to provide reasonable accommodations for a traveler with a disability or special needs (refer to FTR Part 301-13). Refer to Volume XIV, Chapter 3, Transportation Expenses, for reasonable accommodations for a disability or accommodating a special need for common carrier and other transportation-related expenses.
  2. In accordance with FTR § 301-13.3, an AO may approve payment of expenses for an attendant when deemed medically necessary to accommodate a traveler with a disability or special need (e.g., transportation, medical equipment, travel expenses). Attendant reimbursement is limited to the amount that would be paid were the attendant an employee (5 U.S.C. § 3102(d)(1)). Reimbursement may be paid directly to an attendant.
  3. Per diem will not be authorized in the local area to accommodate a disability or special need. In accordance with FTR 301-11.1(a) per diem is only eligible for reimbursement when an employee is traveling away from their official duty station or other area defined by their agency. Refer to Volume XIV, Chapter 7, Local Travel for policy on VA’s defined local areas and limited exceptions when a traveler may be authorized actual expense.

050503 Emergency Travel Expenses

  1. FTR PART 301-30 provides emergency conditions for interruption of travel and the types of emergency travel expenses which may be authorized including applicable limitations on reimbursement.
  2. In accordance with FTR § 301-70.500, the traveler’s AO will determine:
    • If the employee’s circumstances warrant emergency travel (refer to FTR § 301-30.1);
    • What emergency travel expenses will be authorized (refer to FTR §§ 301-30.4 and 301-30.5); and
    • Who may be considered an extended family member (refer to FTR § 301-30.2).
  3. In accordance with FTR § 301-70.509, an AO will evaluate the circumstances of the case when considering an expanded definition of family (FTR § 301-30.2) for personal emergency travel purposes.
  4. Employees who are stationed OCONUS may be authorized transportation allowances by an AO for emergency travel related to the death or serious illness of a family member (22 U.S.C. § 4081) or for the traveler’s medical needs (22 U.S.C. § 4084), while on TDY travel or at their official duty station at the time the emergency arises. VA will follow the policy for authorizing emergency visit travel in 3 FAM § 3740 (Department of State Foreign Affairs Manual).
  5. When an employee must interrupt official travel due to illness or injury under FTR § 301-30.1(a)), FTR § 301-30.4, provides the emergency travel expenses which may be authorized. The following conditions apply:
    1. Travel expenses may be limited under FTR § 301-30.5, (e.g., when confined to a medical facility within proximity of your official station, and per diem will not be reimbursed when hospitalization is at a VA medical facility or military hospital).
    2. Per diem expenses are reimbursable if your hospitalization is paid under the Federal Employees Health Benefits Program (refer to 5 U.S.C., Subpart G, Chapter 89, §§ 8901 – 8913). The U.S. Government Accountability Office (GAO) Decision B-220540, March 31, 1986, determined when an employee’s actual subsistence expenses in a high-rate geographical area are incurred, actual expense reimbursement is allowed for the entire period of hospitalization.
    3. FTR § 301-70.505 and § 301-70.506 clarifies the authorization of emergency travel expenses may be limited if the traveler elects an alternate location instead of the nearest location to obtain treatment. The traveler may be reimbursed the excess of the actual costs incurred for transportation and per diem from the point of interruption to the alternate location and return to the TDY location over the constructive costs of round-trip travel between the official station and the alternate location. No per diem is allowed for time spent at the alternate location if confined to a medical facility. The nearest hospital or medical facility capable of treating the employee’s illness or injury will not, however, be considered an alternate location.
  6. When travel is interrupted while on TDY travel due to hospitalization, the traveler’s supervisor, or AO will arrange for the traveler’s belongings and any government equipment in the traveler’s previously occupied hotel room to be secured and to cancel the remaining original reservation. Should the traveler require the hotel room to recuperate, reimbursement of per diem is allowed under FTR § 301-70.50. The traveler will take leave (annual or sick), not to exceed the maximum rate for the location where the interruption occurs, for a reasonable period, normally not to exceed 14 calendar days (including fractional days) for any one period of absence. The AO may approve a longer period if justified.
  7. A traveler will not be reimbursed for their hotel while hospitalized, except for unavoidable charges, including charges applicable to the hotel’s cancellation policy. VA will not reimburse the cost of the hotel room occupied by a family member. When authorized, a medically necessary attendant will have per diem authorized under their invitational traveler TA.
  8. Should a traveler become incapacitated, requiring their travel claim to be alternately submitted, the employee’s guardian or fiduciary, appointed under applicable State or other law, respectively, is authorized to sign a hard copy of the travel claim on behalf of the incapacitated employee. Refer to Volume XIV, Chapter 1, Travel Administration, for policy and procedures on alternate submission of an incapacitated employee’s travel claim.
  9. When a traveler discontinues a TDY travel assignment due to a personal emergency related to the death or serious illness of a family member or a catastrophic occurrence or impending disaster (FTR § 301-30.1(b)(c)), expenses of appropriate transportation and per diem while en route may be authorized by an AO for return travel from the point of interruption to the official station in accordance with FTR § 301-70.507.
  10. When an employee interrupts their official travel and goes to an alternate location for a personal emergency, and then returns to their official station, reimbursement of their personal travel costs from the TDY location to the alternate location and alternate location back to the official station may not exceed the constructive travel cost the Government would have incurred to return them from their TDY location to the official station. VA Form 10079A, Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet must be completed and attached to the amended TA. Reference Volume XIV, Travel Administration for policy on personal travel in conjunction with TDY travel.

050504  Travel Expenses for Threatened Law Enforcement Officers or Investigative Employees

  1. In accordance with FTR Part 301-31, when the life of a VA law enforcement or investigative employee and his/her immediate family are threatened as a result of the employee’s assigned duties, VA may authorize as a protective measure, appropriate subsistence payments and travel expenses. The employee, members of the employee’s family, or both may be authorized for a specified period, to either occupy temporary living accommodations at or away from the employee’s designated post of duty within or outside of the Continental United States (CONUS) or may be authorized a temporary change of station (TCS) or permanent change of station (PCS) relocation expenses (FTR § 301-70.601).
  2. A Senior Executive Service (SES) position in the employee’s direct-line chain of command is responsible for making all decisions under FTR § 301-70.600(a) – (d), based on the factors established in FTR § 301-70.601.
  3. When a situation is determined to be life-threatening, the SES will:
    • Take any action necessary to protect the eligible individuals;
    • Determine whether temporary or permanent removal from the residence or official station is warranted;
    • Continually assess the situation based on the evolving nature of the threat;
    • Re-evaluate the situation every 30 days to determine whether an extension of the time limit is warranted;
    • If needed, seek the advice of VA OGC regarding whether protective action should be initiated, or continued if already undertaken;
    • Seek assistance from the Criminal Division of the Department of Justice (DOJ) in determining the degree and seriousness of the threat; and
    • Document their determination, under the governing provisions of FTR Part 301 or 302, respectively, the type and amount of:
      • Actual expense subsistence, including duration; and
      • Transportation expenses to and from the location, unless a deviation is determined to be necessary (e.g., an indirect travel route for security reasons) that may be submitted for AO approval.
  4. In accordance with FTR § 301-31.9, VA will only authorize lodging as a subsistence expense but may authorize meals and laundry/cleaning expenses when:
    • The temporary living accommodations do not have kitchen or laundry facilities; or
    • When a determination can be made that other extenuating circumstances exist which necessitate payment of these expenses.
  5. When per diem is authorized under FTR § 301-31.9, VA will pay the actual subsistence expenses, not to exceed the “maximum allowable amount”, for the period the employee or family occupies temporary living accommodations. VA will not reimburse per diem using the lodgings plus method (FTR § 301-31.11). Reference FTR 301-31.10 for the maximum daily actual expense per diem allowance that an AO may authorize for a threatened employee and/or others.
  6. In accordance with FTR § 301-31.8, when authorized temporary quarters, VA will reimburse transportation for you and/or your family to/from a temporary location following FTR Part 301-10 and Volume XIV, Chapter 3, Transportation Expenses.
  7. VA’s current travel systems for TDY travel or TCS/PCS travel cannot conceal the traveler’s location, therefore, the authorization of expenses will be processed, as an exception to policy, utilizing a manual TA (VA Form 3036). However, the station is required to provide the data necessary for FSC to meet VA’s reporting requirements to General Services Administration. The approved VA Form 3036 is the supporting document to obligate the estimated expenses in VA’s accounting systems. TDY travel cost(s) incurred for threatened law enforcement officers or investigative employees will be claimed using an OF 1164, Claim for Reimbursement for Expenditures on Official Business. Once the OF 1164 is approved, it will be used as the supporting document to reimburse the traveler for actual expenses incurred. Receipts or any information identifying the traveler’s location must not be uploaded into VA’s accounting systems. The AO is required to retain the VA Form 3036, OF 1164, and receipts in accordance with National Archive Records Administration requirements.
  8. If the employee has been authorized a travel advance, contact FSC for guidance on either obtaining the advance using a Government travel card or through an Agent Cashier’s office. FSC will move an issued travel card under a unique hierarchy to secure the traveler’s location. The travel advance will be offset against the amount claimed on the OF 1164. The travel advance represents an outstanding amount due to the travel card contracted bank or to the Government as applicable, until repaid. Refer to Volume XII, Chapter 3, Employee Debt.
  9. FSC will ensure the applicable TDY, PCS, or TCS travel external reporting requirements include the costs incurred associated with this type of special circumstance.
  10. If temporary living accommodations are expected to exceed 60 days, VA will consider whether or not to relocate the traveler under a TCS or PCS relocation (refer to Volume XIV, Chapter 8, Relocation Packages for guidance on TCS and PCS). Assessment of the factors involved include:
    • The specific nature of the threat and expected duration;
    • The TCS or PCS is advantageous to the Government and the traveler(s);
    • The continued disruption to the family; and
    • The alternative costs of a change of official station.

050505 Expenses Payable Connected With the Death of an Employee or Their Family Members

  1. FTR §§ 303-70.1 – 303-70.5 provides the conditions required to establish entitlement and applicable limitations for allowable expense payments related to the death of employees and family members.
  2. In accordance with FTR PART 303-70, the following subparts identify the types of death-related expenses that VA may authorize:
    • Subpart B, Allowances for Preparation and Transportation of Employee Remains;
    • Subpart C, Escort of Employee Remains;
    • Subpart D, Allowances for Preparation and Transportation of the Remains of Immediate Family Members;
    • Subpart E, Transportation of Employee’s Baggage and Privately Owned Vehicles (POV) From Official Temporary Duty (TDY) Station;
    • Subpart F, Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicles (POV);
    • Subpart G, Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicles (POV) for Employees Assigned to Contingency Operation or an Operation in Response to an Emergency Declared by the President; and
    • Subpart H, Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicle for Law Enforcement Assignment.
  3. SECVA has delegated the following authorities to DEPSEC, Under Secretaries, Assistant Secretaries, and Other Key Officials (OKOs) with no further redelegation authorized (refer to Volume XIV, Chapter 1, Travel Administration, for the SECVA Memorandum, “Delegation of Authority for Travel and Conferences”):
    • In accordance with FTR § 303-70.301, the authority to authorize an alternate destination for delivery of the remains of an employee’s immediate family member.
    • In accordance with FTR § 303-70.500, to authorize the return of an employee’s immediate family, baggage, household goods, and POV, when authorized to reside with the employee OCONUS, to one of the following:
      • The place of the employee’s former residence at the time of assignment to duty OCONUS;
      • The new CONUS location if in transit; or
      • An alternate destination; and
    • In accordance with FTR § 303-70.700, to authorize payment of certain transportation and other expenses for the employee’s immediate family upon the death of an employee as a result of personal injury sustained while in the performance of the employee’s law enforcement duties (defined under 5 U.S.C. § 5541).
  4. SECVA has not delegated the following death-related authorities:
    • Whether an alternate interment location, other than the actual residence or official station, may be authorized for a deceased employee (FTR § 303-70.102); and
    • When the cost of available mortuary facilities or supplies are prohibitive for an immediate family member who dies while living with an employee OCONUS, or in transit to or from OCONUS (FTR § 301-70.300).
  5. In accordance with FTR § 303-70.800, receipts must be provided for reimbursement of employee death-related expenses.
  6. Payment for expenses under FTR PART 303-70, Subparts B – H will either be made using the Government purchase card or reimbursed to the person who made the original payment (FTR § 303-70.801).
  7. When an employee’s death occurs while on TDY travel, the employee’s organizational chain of command will contact their Office of Human Resources Administration (HRA) servicing office to notify the next of kin. HR will facilitate communication between the traveler’s immediate supervisor and the executor/administrator of the deceased employee’s estate (that has been appointed under applicable state law) to coordinate reimbursement of authorized expenses incurred.
  8. VA will reimburse all authorized costs incurred associated with the TDY assignment that the traveler was performing at the time of his or her death.
  9. The employee’s supervisor will ensure any reservations are canceled, and if applicable, will arrange for the return of a rental car in compliance with the U.S. Government Rental Car Agreement.
  10. The employee’s supervisor will work with the AO to ensure that required actions are completed in VA’s travel system on behalf of the deceased traveler, including updating the bank information as provided by the deceased employee’s executor/administrator to ensure any travel reimbursement will be sent to the appropriate bank account. Refer to Volume XIV, Chapter 1, Travel Administration, for procedures for alternate submission of a travel claim.

050506 Travel Expenses for Witness Testimony

  1. In accordance with 28 U.S.C. § 1821, VA employees serving as a witness involved in any judicial proceeding action or suit, including any condemnation, preliminary, informational, or other proceedings of a judicial nature involving a court of the United States (defined under 28 U.S.C. § 451), including any court created by Act of Congress in a territory which is invested with any jurisdiction of a district court of the United States shall be paid the actual expenses of travel owed.
  2. The following is a list of the funding responsibilities based on the type of witness travel:
    1. When summoned as a witness for the Government by the employing agency, VA will issue a travel authorization (TA) and will reimburse allowable expenses. The employee’s permanent station will be responsible for paying the expenses.
    2. When summoned as a witness for the Government by other than the employing agency, the employee’s agency is responsible for paying the expenses.
    3. When summoned as a witness for other than the Government to testify or produce official records on behalf of the Government, VA will issue a TA and will reimburse the allowable expenses.
    4. When a former VA employee is summoned as a witness for the Government by other than the VA, the requesting agency is responsible for paying the expenses.
  3. Travel expenses will be authorized when the employee is summoned (and is authorized by their agency to respond to such summons), or is assigned by their agency to:
    • Testify (as a witness in court and/or by deposition) or produce official records on behalf of the United States; or
    • Testify in their official capacity (as a witness in court and/or by deposition) or produce official records on behalf of a party other than the United States.
  4. If the court authority, or other parties, causing an employee to be summoned as a witness on behalf of a party other than the Government, pays any of the travel expenses directly to the employee, VA will deduct the amount of that payment from the amount due to the traveler through an amended travel authorization (TA).
  5. In accordance with 5 U.S.C. § 5751, an employee who is summoned, or assigned by VA, to testify or produce official records on behalf of the United States and the case involves the activity in connection with which the person is employed (official capacity), the travel expenses are paid from the VA appropriation otherwise available for travel expenses of the employee. If the case involves another agency’s activity, VA may advance or pay the travel expenses of the employee, and later obtain reimbursement from the agency properly chargeable with the travel expenses.
  6. An employee is considered to be in an official duty status when appearing as a witness in their official capacity where the case involves the activity in connection with which the person is employed or on behalf of the United States in an unofficial capacity. An employee is entitled to court leave when he or she appears as a witness in an unofficial capacity, not on behalf of the United States, and the United States or the District of Columbia is a party to the case.
  7. An employee who appears as a witness in their official capacity on behalf of the United States would be in an official duty status; therefore, would not be entitled to receive a fee (refer to 5 C.F.R. § 1201.37(a)).
  8. When a former VA employee or other non-Federal employee is required to be a witness on behalf of VA in a court case or board proceeding, they are entitled as an invitational traveler to receive transportation and per diem as though they were an employee. In accordance with 5 C.F.R. § 1201.37(b), they are entitled to be paid a witness fee. For guidance on payment of a witness fee by a VA organization using FMS refer to Volume II, Chapter 6, 1358 Obligations and use the approved use code #20 for the obligation, and VA organizations using iFAMS refer to Volume II, Chapter 5B, Non-Contractual Obligations policy, recording the obligation via the OSE document type.
  9. A VA employee who appears as a witness on behalf of a party other than the United States while in an official duty status or while on court leave should request a fee from the court, authority, or party which caused the employee to be summoned (28 U.S.C. § 1821(b)). All fees collected must be remitted to VA to reduce VA’s overall operating costs.
  10. An employee will use annual leave or leave without pay to appear as a witness in an unofficial capacity when the United States or the District of Columbia is not a party. An employee who is required to use annual leave or leave without pay to appear as a witness may retain an attendance fee that he or she receives.

050507 Travel Expenses for Continuity of Operations Plan

  1. Scheduled COOP exercises will have a TA approved in VA’s travel system, or written approval for local travel, in advance of commencing travel.
  2. In accordance with FTR § 301-2.1, all COOP members will obtain advance approval for emergency travel on a Limited Emergency Travel Authorization (LETA). An approved LETA must be in place for either a COOP emergency deployment or a no-notice exercise. A LETA is a written advance approval, limited in scope during a fiscal year, to allow an employee to incur the “necessary travel expenses” during a COOP emergency deployment and for no-notice exercises.
  3. A COOP member’s LETA, for their assigned deployment site, must be signed no later than COB by October 15th of each fiscal year. A LETA must be signed by either a Senior Executive Service (SES) or SES equivalent positions in the traveler’s organizational chain, or by a designated AO assigned in VA’s travel system to approve their TDY travel. For local COOP travel, the LETA requires approval from the employee’s supervisor. Refer to Appendix C, for guidance on preparing a LETA.
  4. All COOP members must obtain an individually billed account (IBA) travel card and activate the account upon receipt. COOP IBA cardholders will notify their Level 4 A/OPC to designate their account’s Organizational Name field with the word COOP upon appointment to COOP or when applying for a new IBA travel card, to ensure the contracted bank will not close their account due to inactivity.
  5. An approved LETA provides the traveler authorization to use their IBA travel card for official travel expenses when deployed in an emergency and for no-notice exercises.
  6. The Office of Human Resources and Administration (HRA)/Operations Security and Preparedness (OSP) will provide an updated list of all COOP members each fiscal quarter to the VA Financial Services Center (FSC).
  7. FSC will not reduce a COOP employee’s standard IBA travel card credit limit to $1 due to inactivity but will reduce a COOP employee’s restricted IBA travel card credit limit to $1 when not on travel. In the event of a COOP deployment, FSC is responsible to ensure COOP restricted IBA travel cards affected have their limits raised.
  8. COOP travelers will submit a TA in VA’s travel system for approval as soon as practical after commencing TDY travel under the LETA. The TA requires the selection of the purpose code “Special Mission” and the attachment of the signed LETA. Local COOP travel does not require a TA in VA’s travel system, but the signed LETA for local travel must be attached when filing the local travel claim.
  9. All COOP members must be travel-ready and perform travel following their approved LETA and in accordance with Appendix C.

050508 Travel Expenses for Disaster Emergency Medical Personnel System Deployment

  1. DEMPS travel will be prepared at the direction of the station and in compliance with the FTR and VA Financial Policy, Volume XIV, Travel. All common carrier, lodging, and authorized rental car reservations are required to be made using VA’s travel system. FSC will prepare travel documents and make reservations for stations operating under a current Memorandum of Understanding (MOU).
  2. Stations, DEMPS Travelers, or FSC as applicable, will:
    • Create TAs and make all common carrier, lodging, and authorized rental car reservations in VA’s travel system;
    • Prepare DEMPS travel claims upon return from deployment unless a deployment will exceed 30 days in which case a travel claim must be prepared at a minimum every 30-days;
    • Review and submit their travel claims timely; and
    • Follow the Deployment Area-Specific Information (DASI) instructions (required to be provided before deployment).
  3. All DASI instructions will comply with FTR and Volume XIV Travel.
  4. All DEMPS travelers will obtain an IBA travel card in advance for use when deployed. Cardholders will notify their Level 4 A/OPC to designate their account’s Organizational Name field as DISASTER/EMERGENCY to ensure the contracted bank will not close their account due to inactivity.
  5. IBA travel cards designated as DISASTER/EMERGENCY that have had no activity on the account for 22 months will remain open but are flagged not to reissue when they expire.
  6. DEMPS IBA cardholders should ensure their current travel card has not expired before deploying. If expired, the traveler must verify their account’s billing address is current with the Level 4 A/OPC before contacting the contracted bank and requesting the re-issuance of an IBA travel card.
  7. The FSC will raise DEMPS IBA travel card limits before the travelers deploy.

050509 Travel Expenses Under VA Issued Evacuation Orders

  1. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.403(c), when a VA employee (refer to 5 C.F.R., Part 550, Subpart D, § 550.401(b) for applicability) is ordered to evacuate by SECVA, the employee, their dependents, or both may be authorized reimbursement of travel expenses and per diem.
  2. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.403(e), VA may authorize reimbursement of travel expenses and per diem to an employee of another federal agency (or his or her dependent(s)) who has been ordered to evacuate by VA. When a payment is made by VA in this case, VA shall immediately report the amount and date of the payment to the employee’s agency and seek prompt reimbursement.
  3. 5 C.F.R., Part 550, Subpart D, § 550.405(a) – (c) provides how travel expenses to, and subsistence expenses at a safe haven under evacuation orders may be authorized in accordance with the FTR, whether or not the employee or dependents are covered by or subject to the FTR. Per diem for an employee and his or her dependents are payable from the date of departure from the evacuated area through the date of arrival at the safe haven, including any period of delay en route that is beyond an evacuee’s control or that may result from evacuation travel arrangements.
  4. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.406, evacuated employees at safe havens may be assigned to perform any work considered necessary or required during the period of the evacuation without regard to the grades or titles of the employees. Failure or refusal to perform assigned work may be a basis for terminating further evacuation payments.
  5. Not later than 180 days after the effective date of the order to evacuate, or when the emergency or evacuation situation is terminated, whichever is earlier, an employee will be returned to his or her regular duty station, or appropriate action will be taken to reassign him or her to another duty station.
  6. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.407, subsistence payments under evacuation orders will terminate under the following conditions:
    • The employee is assigned to another duty station outside the evacuation area;
    • The employee abandons or is otherwise separated from his or her position;
    • The employee’s employment is terminated by his or her transfer to retirement rolls or other type of annuity based on cessation of civilian employment;
    • The employee resumes his or her duties at the duty station from which he or she was evacuated;
    • (e) The agency determines that payments are no longer warranted; or
    • (f) The date the employee is determined to be covered by the Missing Persons Act (50 App. U.S.C. 1001 et seq.) unless payment is earlier terminated under these regulations.
  7. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.409(a), during a pandemic health crisis, the VA may order one or more employees to evacuate from their worksite and perform work from their home (or an alternative location mutually agreeable to the agency and the employee) without regard to whether the VA and the employee have a telework agreement in place at the time the order to evacuate is issued. Under these circumstances, VA may designate the employee’s home (or an alternative location mutually agreeable to the VA and the employee) as a safe haven and provide evacuation payments to the employee.
  8. In accordance with 5 C.F.R., Part 550, Subpart D, § 550.409(b), during a pandemic health crisis, SECVA, in his or her sole and exclusive discretion, may grant special allowance payments (e.g., transportation and per diem) based upon a case-by-case analysis, to offset the direct added expenses incidental to performing work from home (or an alternative location mutually agreeable to the agency and the employee) when ordered to evacuate their worksite.

0506 Authorities and References

0507 Rescissions

Volume XIV, Chapter 5, Travel Under Special Circumstances, October 2021.

0508 Policy Approval

This policy was approved by the VA Chief Financial Officers’ Council on September 6, 2023.

Appendix A: Revision History

See changelog.

Appendix B: Continuity of Operations Plan – Limited Emergency Travel Authorization

A. COOP members will schedule a time to meet with their supervisor or AO to modify the following LETA template, specific to the member’s anticipated travel needs:

Limited Emergency Travel Authorization

I authorize (traveler’s name) to use their Government Travel Card and incur the travel expenses listed below in the event of an emergency or no-notice training exercise for VA Continuity of Operations (COOP) deployment in performance of his/her roles and responsibilities as a VA Emergency Relocation Group (ERG) or Reconstitution Relocation Group (RERG) member. This advance authorization is limited to the “necessary” expenses he/she may incur in accordance with the FTR and Volume XIV Travel, in support of a specific mission and is valid as of the date signed through the end of FY (fill in fiscal year).

A TA will be submitted for TDY travel in VA’s travel system and approved in advance of performing travel. Local travel requires written or electronic approval by an employee’s supervisor before commencing travel. In accordance with FTR § 301-2.1, and VA policy, this LETA is a temporary written authorization in the event an approved TA or local travel approval is not obtainable in advance of an emergency COOP deployment or a no notice COOP training exercise. An electronic TA will be submitted for approval in VA’s travel system at the first possible opportunity, and the traveler is responsible for having their username and password available when deployed to comply with this requirement.

Local Travel Expenses (remove this section if travel is TDY)

Authorized (site letter, city, and state) local travel expenses:

(List necessary local travel expenses)

Local travel expenses are authorized in accordance with Volume XIV, Chapter 7, Local Travel. Per Diem is not authorized in the local area. Automated teller machines and bank cash advances are not authorized in the local area.

[Examples of local expenses for authorization]:

  • Mileage in excess of daily commute;
  • Mode of transportation (GOV, POV, Rental Car if justifiable as a necessary incident to the travel episode); and
  • Parking, tolls.]

TDY Travel Expenses (remove this section if travel is local)

Authorized (site letter, city, and state) TDY travel expenses:

(List necessary TDY travel expenses)

TDY travel expenses are authorized in accordance with FTR and Chapter 301 and Volume XIV Travel. ATM cash advance(s) may be authorized only when an exemption applies and when authorized in advance as provided in Volume XVI, Chapter 2, Government Travel Charge Card Program.

[Examples of TDY travel expenses for authorization]:

  • Per Diem (Lodgings-Plus Method; lodging and M&IE);
  • Mode of transportation: GOV, POV, special conveyance (rental car only if justification is attached as a necessary incident to the travel episode);
  • Lodging occupancy taxes, only if taxes are not exempt;
  • Mileage to the assigned site, and any applicable toll expense;
  • ATM cash withdrawal amount (enter amount and exception justification);
  • List other miscellaneous expenses as necessary (e.g., non-optional resort fee, ATM fee, etc.]

Signature:                      Date:

Title:


B. To complete the LETA, make the following modifications:

  1. Enter your name.
  2. Enter the fiscal year (FY XX) the advance LETA will be in effect.
  3. Determine with your supervisor or AO what actual travel expenses should be authorized given your applicable circumstances.
    1. If your COOP-assigned site location is within your duty station’s defined local travel area, and/or within 50 miles of your residence, then you would remove the TDY travel information from the LETA; enter under Local Travel Expenses, the site location in the line, “Authorized (site letter, city, and state)”, and then list the local anticipated expenses for authorization. For example, VACO defines the local area as travel within 50 miles of the employee’s official duty station’s physical location. All VA employee travel within a 50-mile radius of an employee’s residence is considered local travel (reference FTR § 301-7.5(a)).
    2. If travel to your assigned site location is not local but TDY travel (the site location is neither within your official duty station’s defined local area, nor within 50 miles of your residence), then you would need to remove the local travel information in the sample LETA, and under TDY Travel Expenses enter the site letter, city, and state in the line “Authorized (site letter, city, and state) and then list the TDY travel anticipated expenses for authorization.
    3. Justifications must be included or attached to a LETA if a rental car or an ATM withdrawal and associated fee(s) are listed.
  4. Obtain your supervisor (local travel) or AO (TDY travel) signature, title, and date signed.
  5. The traveler must keep a copy of the current fiscal year’s signed LETA in their deployment “Go Bag”.


C. The following is a sample of a completed LETA authorizing TDY travel expenses in preparation for a COOP no-notice deployment: Please note a fictitious site location is used in the sample for security purposes.

LETA – TDY Travel, Completed Sample

I authorize John Smith to use their Government Travel Card and incur the travel expenses listed below in the event of an emergency or no-notice training exercise for COOP deployment in the performance of his/her roles and responsibilities as a VA Emergency Relocation Group (ERG) or Reconstitution Relocation Group (RERG) member. This advance authorization is limited to the “necessary” expenses he/she may incur in accordance with the FTR and Volume XIV Travel, in support of a specific mission and is valid as of the date signed through the end of FY 21.

A TA will be submitted and approved for temporary duty (TDY) travel in VA’s travel system before commencing travel. Local travel requires written or electronic approval by an employee’s supervisor before commencing travel. In accordance with FTR § 301-2.1, and VA policy, this LETA, is a temporary written authorization in the event an approved TA or local travel approval is not obtainable in advance of an emergency COOP deployment or a no notice COOP training exercise. An electronic TA will be submitted for TDY travel approval in VA’s travel system at the first possible opportunity, and the traveler is responsible for having their username and password available when deployed to comply with this requirement.

TDY Travel Expenses

Authorized site Z, Reston, VA, TDY expenses:

  • Per Diem (Lodgings-Plus; lodging and M&IE);
  • Mode of transportation – POV;
  • Lodging occupancy taxes (lodging taxes are not exempt in VA);
  • Mileage and toll expenses;
  • ATM $60 cash withdrawal (emergency cash); and
  • ATM fee.

TDY expenses are authorized in accordance with the FTR and Volume XIV Travel. ATM cash advance(s) may be authorized only when an exemption applies and when authorized in advance as provided in Volume XVI, Chapter 2, Government Travel Charge Card Program.

Approval

Signature: ________________________                      Date: __________________

Title: ___________________________


Appendix C:  Continuity of Operations Plan – Instructions to Travelers

COOP – Instructions to Travelers

  1. All COOP travelers must obtain and use their IBA travel card for all official travel expenses and have the following travel information available and stored in their COOP “Go Pack” for a no-notice deployment:
    1. A signed copy of their current fiscal year LETA.
    2. A list of the following IBA travel card support information:
      • Contracted bank Customer Service: 1-888-994-6722;
      • Level 4 A/OPC and Level 2 A/OPC contact information (name, telephone number, and VA email;
      • Email during CST working hours: TravelCardOps@va.gov; and
      • Email only for emergency assistance after hours, and only if the Level 4 or 2 A/OPC are not available: DEMPSCCSSUPPORT@va.gov.
    3. A list of the following VA travel system information:
      • Link to VA’s travel system;
      • Username and password to be able to sign in;
      • Official Station Number; and
      • Organization Name (found under your User Profile in VA’s travel system, under Personal Information).
    4. Travel Management Center (TMC) telephone number: 1-866-779-6612, available 24 hours a day.
    5. Applicable duty site logistics information, with directions.
    6. A list of hotels offering government rates at the TDY location to make reservations with the TMC (866-779-6612).
  2. All lodging reservations and any authorized rental car must be made using VA’s travel system. For emergency deployment or no-notice exercises, reservations must be made by contacting the TMC and providing the following information:
    • Identify their assistance is required to make reservations due to emergency travel;
    • Name;
    • Official Station Number;
    • Organization Name as it appears in VA’s travel system; and
    • IBA travel card information, or personal credit card information if an IBA card is not available. If you do not have an IBA or personal credit card available Duluth Travel will not be able to assist in making reservations.
  3. All US Bank IBA travel cardholders can always contact the contracted bank Customer Service at 888-994-6722 to confirm their available limit is not reduced to $1. If the limit is reduced, during normal working hours you would contact your local Level 4 A/OPC first to raise your limit, and if not available, you should contact your Level 2 A/OPC for assistance. If your Level 4 or 2 A/OPC is not available request assistance via email to TravelCardOps@va.gov between the hours of 6:00 AM – 5:00 PM CST. Outside of travel card operations working hours (5:00 PM to 6:00 AM you can request assistance via email to DEMPSCCSSUPPORT@va.gov. This emergency email address is for all COOP and DEMPS designated personnel only for use outside normal business hours and only after attempts to reach your Level 4 or 2 A/OPC have been unsuccessful.
  4. U.S. Government travel cardholders who have an account designated with DISASTER/EMERGENCY for DEMPS cardholders or COOP for COOP cardholders in the account’s organizational name field will not be closed, unlike all other cardholder accounts which are closed after 22 months of no activity and have a $0 balance. However, if there has been no activity on your account for 22 months the account will remain open but flagged not to reissue when it expires. If you have this designation on your account and you do not receive a new government travel card when your current one expires, contact the contracted bank, and request a reissued card be sent only after confirming your billing address information is current. Corrections to your official billing address must be made by your Level 4 A/OPC before requesting an IBA travel card be reissued.