0701 Overview

This chapter establishes the Department of Veterans Affairs’ (VA) financial policies regarding local travel.

Key points covered in this chapter:

• Employees who are authorized to perform official travel either within their official station’s defined local area, or within 50 miles of an employee’s residence, will be reimbursed authorized local travel expenses in excess of their normal daily commuting costs;
• Reimbursement of expenses while in local travel status is based upon actual costs incurred (not upon per diem);
• Lodging and/or meal(s) may only be authorized in limited situations;
• A formal travel authorization (TA) in VA’s travel system is required when rental car or lodging is authorized;
• Local travel claims are required to be processed in VA’s travel system; and
• The Financial Service Center (FSC) will cancel local travel claims not submitted and approved within 45 days of the travel end date, and FSC will notify the traveler and approving officials of the cancellation.

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 FTR Chapters 300 – 304.

0702 Revisions

Section	Revision	Office	Reason for Change	Effective Date
Various	Updated to reflect changes enacted via DEPSEC memo Interim Guidance on Local Travel Reimbursement Remote Work Employees, dated 6-6-2024	OFP	Leadership driven.	October 2024
Appendices	Added examples to support policy updates.	OFP	New policy support.	October 2024

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

0703 Definitions

Commuting Cost – Commuting costs are expenses incurred while traveling between an employee’s residence and his/her official worksite/duty station. Commuting costs are calculated daily and are based on the method of transportation used for that day’s commute.

Geographic Boundaries – A defined physical area establishing limits for local travel purposes.

Local Area – An area either within an official station’s defined local mileage radius or geographic boundaries not to exceed 50 miles, or if remote then no more than 50 miles from the remote worksite.

Local Travel – Travel performed either within an established local radius of the official station, or 50 miles of the employee’s residence. The standard local radius will be 50 miles from the official station. A VA station may establish a local radius different from the standard radius based on counties, geographical boundaries, or nearby cities. This local radius cannot exceed 50 miles and must be established in writing and approved by the Facility Director.

Local Travel Claim – Electronic request, supported by documentation and receipts when applicable, for reimbursement of expenses incurred in the performance of official local travel.

Mileage Radius – A measurement used to establish the local travel area associated with an official station, instead of using geographic boundaries. In the case of an employee’s residence, or when a remote employee’s official station is their home, only a mileage radius is used to establish local area.

Normal Commute – The route and transportation that an employee uses to regularly travel between their residence and their official station or for remote “W” employees the route and transportation regularly used to travel to their parent office’s location. This may include the cost of parking, tolls, common carrier fares, etc.

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, Subchapter A, Part 300-3).

Official Travel – Travel under an official 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 (FTR § 300-3.1).

Parent Office’s Location – The name and location of the parent office of an employee, which can be found in block 22 of their SF-50.

Remote Employee – A worker who is not expected to report to an agency worksite on a regular and recurring basis.

Residence – The location from which an employee regularly commutes to their official station.

Travel Authorization (TA) – Written or electronic authorization to incur expenses while on authorized official business for the Government, which must include specific purpose, itinerary, and estimated costs (FTR § 301-71.103, FTR § 301-11.200).

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

Virtual Employee – A worker whose official station is a VA owned or leased space other than their original hiring station, which constitutes their normal commute for local travel entitlement calculations. This employee might also travel to more than one location in the course of their normal commute.

0704 Roles and Responsibilities

Deputy Secretary (DEPSEC), Under Secretaries, Assistant Secretaries, and Other Key Officials (OKOs) are responsible for ensuring compliance with the policies set forth in this chapter. They also have the designated authority to approve the actual cost of lodging and/or meal expenses for employees in the local area when determined to be a “necessary expense” of a bona fide Government Employee Training Act (GETA) training, under 5 U.S.C. § 4109(a)(2)(F) and 5 C.F.R. § 410.401. No further re-delegation is authorized.

Chief Human Capital Officer (CHCO) is responsible for determining if an event is a bona fide training event as specified in 5 U.S.C. § 4101 (4), and 5 U.S.C. § 410.404. The CHCO has designated this authority to the VA, Administration and Staff Office Chief Learning Officers (CLOs) without the possibility of further designation. CHCO is also responsible for GETA determinations for courses sponsored by VA CLO.

VA, Administration or Staff Office Chief Learning Officers (CLOs) are responsible for determining if an event is a bona fide training event as specified in 5 U.S.C. § 4101 (4), and 5 U.S.C. § 410.404.

VA Field Facility Directors and the Associate Deputy Assistant Secretary (ADAS) for Financial Policy in VA’s Central Office (VACO) will establish the local area for their respective official station.

Approving Officials (AOs) are responsible for ensuring travel training requirements are completed, be knowledgeable of the employee’s travel plans, and have the authority to approve travel documents and claims associated with local travel. In addition, AOs will ensure all travel is approved and performed consistent with FTR Chapters 300-304, VA travel policy and any other Department-specific guidance (e.g., travel notices).

Travelers are responsible for being knowledgeable and complying with the FTR, VA travel policy, and any other agency-specific guidance (e.g., travel notices); minimizing costs, ensuring travel is approved in advance; arranging travel using VA’s travel system; complying with VA’s travel charge card program guidance in Volume XVI, Chapter 2A – Government Travel Card Individually Billed Accounts, and submitting local travel claims timely.

0705 Policies

070501 General Policies

1. FTR Chapter 301 provides authority to agencies to define a local radius of an official station, or other area, within which per diem will not be reimbursed unless specifically provided for under law.
2. For travel to alternate locations that is not regularly scheduled, the AO must determine if the activity is local travel. See Appendix B for examples of local travel. The AO must consider details including but not limited to:
   • Regularly scheduled travel between an official station or residence and an alternate location is a normal commute and is not reimbursable;
   • If travel is within the employee’s official station defined local area;
   • If travel is within a 50-mile radius of the employee’s residence; and
   • In accordance with FTR § 301-10.7, the employee must travel to the destination by the usually traveled route unless the agency authorizes a different route.
3. Local travel reimbursement for remote employees will be based upon the employee’s categorization on VA Form 0740. Remote category codes are explained in Appendix C. Specifically:
   1. Category ‘M’ employees (i.e., remote employees whose official station is located outside a 50-mile radius of their parent office’s location) will be reimbursed local travel expenses for travel within 50 miles of their official station.
   2. Category ‘W’ employees (i.e., remote employees whose official station is located within a 50-mile radius of their parent office’s location) will receive the same local travel reimbursement as an employee who normally commutes to their official station (parent office location) per DEPSEC memo titled “Interim Guidance on Local Travel Reimbursement Remote Work Employees” June 6, 2024.
4. VA employees are required to follow the laws associated with the selected mode of transportation and will not be reimbursed any penalties, fees or costs for traffic, parking or other violations incurred.
5. Employees may not be directed to ride in another employee’s privately owned vehicle (POV) or to transport other employees in their POV to perform local travel.

070502 Normal Commute

1. VA employees commute to/from their official station at their own expense on regularly scheduled workdays as well as non-workdays (i.e., weekends or holidays), Civilian Board of Contracts Appeals Decisions 15655-TRAV and 16069-TRAV.
2. When an employee’s regularly scheduled duties involve assignments at multiple locations to which they commute on a regular basis from their residence, the travel cost is not reimbursable (reference Decision of the Comptroller General, B-181347, Mar. 2, 1977 (Overtime–Travel Time), and To Steve F. Heller, United States Department of Agriculture, B-175608, Jan. 22, 1973). For example, if an employee is regularly scheduled to perform work at their permanent station at a VA medical center on Monday and Tuesday; and is regularly scheduled to perform work at a Community Based Outreach Clinic on Wednesday through Friday, travel to both locations is considered a normal commuting expense and is not reimbursable.
3. When an employee normally uses a mass transportation system for their normal daily commute, only the cost incurred for local travel in excess of their normal commuting cost may be claimed as a local travel expense.
4. When an employee receives a transit subsidy, the calculation of their out-of-pocket travel expense for local travel is based on the transportation cost incurred, less the constructive normal commuting cost (the cost the traveler would have incurred without a transit subsidy).
5. When a remote employee’s official station is within 50 miles of their parent office’s location, their normal commute is the distance from their official station to the parent office’s location inclusive of any fees (e.g., parking, tolls).

070503 Defining a Local Area

1. VA Facility Directors and the ADAS for Financial Policy in VA’s Central Office (VACO) will establish the local area, local travel policy and local travel entitlements for their employee’s respective official station(s).
2. The local area for a station may be defined using either a mileage radius or geographic boundaries associated to the station’s physical location. Neither the defined local radius nor the geographic boundaries can exceed 50 miles from the physical location of the official station (FTR §300-3.1) but can be established less than 50 miles. Mileage radius is determined by road miles using the most direct route.
3. For VACO employees, the defined local area is travel within 50 miles of the employee’s official station.
4. For remote workers who live more than 50 miles from their parent office’s location, the defined local area is travel within 50 miles of the employee’s official station (i.e. the alternative worksite on VA Form 0740).
5. All VA employee travel within a 50-mile radius of the employee’s residence is considered local travel (FTR § 301-11.1).
6. VA will use both the official station defined local area and the employee’s residence to determine if travel is local or TDY. Examples of Local Travel are found in Appendix B. Determinations based on telework codes are identified in Appendix C.

070504 Approval of Local Travel Expenses

1. AOs will approve local travel expenses via written or electronic methods in advance of an employee incurring eligible local expenses (FTR §301-2.1). Approval language must include the date(s), purpose, list of approved expenses (e.g., GOV, POV), and location of local travel.
2. Approval of employee travel after the fact shall only be done when it was not possible to obtain such authorization prior to the commencement of travel.
3. In accordance with FTR § 301-10.4, the AO (or a position delegated this authority) will approve the mode of travel most advantageous to the Government. Travelers will adhere to the following hierarchy when determining the mode of local travel necessary to meet mission requirements:
   1. VA will approve the use of Non-Motorized Bicycles if requested by the employee, and under the following guidelines:
      1. VA employees must complete a bicycle safety training course in the state or district from which they commute.
      2. Both the rider and bicycle shall be subject to the laws and regulations applicable to their local travel area.
      3. Each bicycle and rider shall be equipped with safety equipment as required.
   2. VA will approve local public transportation when available.
   3. VA employees will use a Government-furnished automobile (GOV) for local travel when available and determined to be the most efficient mode of transportation based on mission requirements. Parking, toll, and other expenses will not be paid using the Fleet card assigned to the Government-furnished automobile. A traveler may be reimbursed the cost of parking, toll and other expenses incurred, for which payment arrangements (e.g., E-Z Pass) are not provided by their program office.
   4. A POV may be authorized in lieu of an available Government-furnished automobile when it results in more efficient use of the employee’s normal work hours, and the employee is willing to use their POV.
      1. VA will reimburse employees for POV travel to the extent allowable costs exceed the employee’s normal commuting expenses between their residence and their official station.
      2. Mileage payments and expense reimbursement will only be paid to the employee who owns the POV and incurs the operating expenses, regardless of the number of passengers who accompany the employee or whether passengers contribute funds to defray POV operating expenses. See applicable reimbursement rate on the GSA Mileage Rate website.
   5. VA will approve the use of taxis or a transportation network company (TNC) if it is cost advantageous to the Government or is required to meet mission requirements.
   6. VA will only approve the use of a rental car for local travel if one of the transportation options listed above is not available or does not meet mission requirements. Reference Volume XIV, Chapter 3 – Transportation Expenses, for guidance on policies, and procedures related to rental cars.
      1. If the traveler uses the rental car for commuting, they must deduct the cost of their normal daily commute from their reimbursement claim.
      2. All paid receipts associated with rental cars must be attached or faxed into the travel claim in VA’s travel system.
4. In most cases a local travel claim will be submitted for reimbursement of local travel expenses. However, there are certain instances where a TA is required; specifically, when renting a car or when attending a GETA training event with authorized lodging and/or meals in the local area. When a TA is required, a TDY travel claim will be processed instead of a local travel claim.
5. AOs may authorize reimbursement of transportation expenses in excess of the traveler’s normal daily commute when official travel is performed at a temporary alternate duty site within the local travel area between:
   • Official station and alternate site;
   • One alternate site and another alternate site; or
   • Residence and place of business other than the official station.
6. When employees are authorized to work overtime or are called back to work to perform involuntary unscheduled overtime, the AO may authorize reimbursement of expenses in excess of normal commuting expenses (Appendix B, Local Travel Examples, Example 6a and 6b).
7. Travelers will attach their travel approval document to their local travel claim in VA’s travel system.

070505 Authorizing Lodging and/or Meal Expenses in the Local Area as “Necessary Expenses” of Training

1. The Secretary of Veterans Affairs (SECVA) has the authority to determine which expenses constitute ‘the necessary expenses of the training’ under the Government Employee Training Act (GETA), (5 U.S.C. § 4109(a)(2)(F)). SECVA has delegated this authority to the DEPSEC, Under Secretaries, Assistant Secretaries, and OKOs with no further re-delegation authorized. Refer to Volume XIV, Chapter 1 – Travel Administration, SECVA Memorandum.
2. When exercising this authority, designated officials must minimize the cost to the Government for lodging and/or meals. Refer to Volume XIV, Chapter 10 – Conference Planning, Oversight, and Reporting for guidance when planning GETA events. For procedural guidance on obtaining authorization, refer to Appendix D.
3. The actual cost of lodging and/or meals (not per diem) may be authorized as a necessary expense for employees attending or supporting a GETA training event. To obtain approval for actual cost of lodging and/or meals, the following conditions/justifications must apply and be included in an approval memorandum specific to the training event:
   1. The event must be classified as a bona fide training event as specified in 5 U.S.C. § 4101(4), and 5 U.S.C. § 410.404. GETA classification will be made by the organization’s Chief Learning Officer (CLO) or VA CLO when the organization does not have a CLO. When a training event is sponsored by the VA CLO, the CHCO will make the GETA classification. GETA classification is strictly limited to determining if the training is a bona fide event and does not involve the approval or use of funding.
   2. Office of General Counsel (OGC) has opined that appropriated funds may be used to finance overnight lodging and/or meals for VA employees at or within the area of their official stations where the SECVA or a delegate determines such expenses are necessary expenses incident to a bona fide training program under 5 U.S.C. § 4109.
      1. The event organizers should consult with their local OGC office to ensure the planned training event circumstances meet the justification conditions intended for requesting authorization.
      2. Lodging may only be authorized in the local area for training participants and/or support personnel if they are required by VA to stay in the same local hotel to foster participation in daytime and evening activities to achieve the specific mission requirements and objectives of the training.
   3. Local employees who are required to provide support at a GETA training event may be authorized lodging only when lodging is essential to the training due to the specific mission requirements necessary in support of the training.
   4. Approval of lodging for attendees and/or support personnel does not automatically provide approval for meals. An event specific justification must be provided for each type of expense.
   5. Meals may be authorized for attendees and support personnel in the local area when a written justification, citing event specific requirements, substantiates the partaking of meals as necessary to achieve the objectives of the training: for example, a guest speaker or workshop are scheduled to be delivered at the same time a meal is provided.
4. GETA decisions made by the CLOs will be presented at the Talent Development Council (TDC) which may occur after the event based upon the TDC schedule. TDC review will ensure that classifications are consistent.
5. Unusual workdays (i.e., extended hours) are not sufficient justification for approval for lodging and/or meal expenses. The Government Accountability Office (GAO) recognized that employees are not entitled to reimbursement of subsistence costs at their official station because of unusual working conditions. GSA Board of Contract Appeals’ (GSBCA) decisions are consistent with GAO rulings (GSBCA 15548-TRAV et al).
6. For VA sponsored or co-sponsored training events with attendees or support personnel from different administrations, the VA organization hosting the training will approve which local attendees and required support personnel expenses will be reimbursed for the training under GETA.
7. Advance approval documentation and reimbursement instructions in the form of a memo titled “Instructions To Travelers” (ITT) must be provided to local attendees, and support personnel as applicable, when a determination has been made the cost(s) for lodging and/or meals are reimbursable.
8. When the cost of lodging and/or meals has been authorized as part of a bona fide GETA event as a necessary expense of training, travelers may claim reimbursement under the actual expense method, not to exceed the negotiated or stated amount on the approval letter.
9. A TA must be submitted in VA’s Travel System with the event name as indicated in the ITT selected and the signed approval document attached before a travel claim can be processed for GETA events.
10. Meal expenses include breakfast, lunch, dinner and related tips and taxes (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons).
11. Employees will be aware of ethical guidelines on the acceptance of unsolicited gifts when various vendors provide free gifts or give-away items at training conferences. See 5 C.F.R. Part 2635, Standards of Ethical Conduct for Employees of the Executive Branch, for further explanation.

070506 Authorization of Occasional Meals in the Local Area at Conferences or Non-VA Meetings

1. As a general rule, VA may not pay per diem (i.e., lodging, meals, and incidental expenses) within the defined local area of an employee’s official station (FTR § 301-11.1).
2. Organizers holding VA meetings in the local area of the official station must schedule time for attendees to obtain their meal(s) at no expenses to the Government.
3. In accordance with Comptroller General decisions interpreting 5 U.S.C. § 4110, an AO may authorize the use of appropriated funds for the expenses of a meal(s), incurred at a non-VA sponsored conference or meeting regardless of whether the event takes place within the employee’s official station area, under the following circumstances:
   • When a single registration fee is charged covering both attendance and meals, and no separate charge is made for meals, the VA may pay the full registration fee using a Government Purchase Card when the conference or non-VA meeting is related to agency functions or management, under the legal authority of 5 U.S.C. § 4110; or
   • When a separate charge is made for meals, the VA may pay for the cost of the meal(s) (not M&IE) on a local travel claim, under the legal authority of 5 U.S.C. § 4110, only if there is documentation provided or an administrative determination that all three of the following conditions exist:
     • The meal(s) are incidental to the conference or meeting;
     • Attendance of the employee at the meal(s) is necessary for full participation in the business of the conference or meeting; and
     • The employee is not free to take the meal(s) elsewhere without being absent from essential formal discussions, lectures, or speeches concerning the purpose of the conference or meeting.
4. See Comptroller General’s decisions, Letter to Walter W. Pleines, Social Security Administration, B-233807, Aug. 27, 1990; Decision of the Comptroller General, B-166560, May 27, 1969, and Decision of the Comptroller General, B-154912, Aug. 26, 1964, comments on authorizing reimbursement for luncheon fees, for further guidance.
5. When an employee is on local travel and authorized reimbursement of meal costs, the employee must claim the local meal(s) expense on a local travel claim using VA’s travel system. The employee will identify the conference/meeting attended, who sponsored the conference/meeting, and include documentation for incurring the cost. The documentation should include:
   • The employee’s written or electronic advance authorization from their supervisor with justification for incurring the cost; and
   • Itemization of the cost and type of meal consumed (lunch, dinner, etc.).
6. Meal expenses include breakfast, lunch, dinner and related tips and taxes (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons).

070507 Local Travel Use of Government Travel Card

1. Employees will use their IBA travel card to pay for the following local travel expenses when authorized:
   • Transportation and related expenses;
   • Lodging and/or meals under GETA (5 U.S.C. § 4109(a)(2)(F)); and
   • Occasional meals at non-VA scheduled meetings within the local commuting area (5 U.S.C. § 4110).
2. Reference Volume XVI, Chapter 2A – Government Individually Billed Accounts for guidance on authorized and unauthorized use of an IBA travel card for local travel.
3. Local travel expenses charged to an employee’s IBA must be split for reimbursement in the local travel claim, to the extent of available reimbursable funds.

070508 Reimbursement of Local Travel Expenses

1. VA’s travel system must be used to process all local travel claims.
2. Employees will submit claims for reimbursement:
   • Within five business days after the end of a conference;
   • at least monthly, when expenses total greater than $25; or
   • Quarterly, when total reimbursement is $25 or less.
3. All claims are required to be submitted in the fiscal year in which the expenses were incurred.
4. VA approving officials will review, and approve or reject, local travel claims within three business days from the date submitted by the employee. Should the approving official reject a claim, the employee has five (5) business days to correct and resubmit the claim.
5. When a local travel claim has been created but not approved, the FSC will notify the traveler and approving officials of potential cancellations at 15-day intervals from the ending travel date of the local travel claim.
6. FSC will cancel claims not approved within 45-days of the ending date of the local travel and notify the traveler and approving officials of the cancellation.
7. Processing of local travel claims after the 45-day window passes will require the approval of the traveler’s respective Deputy Under Secretary, Deputy Assistant Secretary, or Other Key Official.
8.  FSC will work with the traveler to ensure local travel claims are charged against the fiscal year in which the expenses were incurred.
9. VA Policy Volume XIV Chapter 1 Travel Administration outlines receipt requirements for all official travel.
10. VA employees will attach (fax or scan) all required receipts, documents, or justifications, and the written or electronic authorization to the local travel claim in VA’s travel system before submitting it for approval.
11. Travelers must attach documentation of the miles traveled to the travel claim. An online distance calculation tool such as Google maps, Mapquest.com®, or other applications are acceptable evidence of the distance traveled.
12. Approving officials are required to verify the claimed mileage. Should a difference of more than five percent exist between the requested reimbursable mileage and the AO calculated mileage (rounded up to the nearest mile), the employee must attach justification to the local travel claim for AO validation and approval.
13. When the cost of lodging and/or meals has been authorized as a “necessary expense of training” under GETA, employees may be reimbursed the cost incurred, not to exceed the negotiated or stated amount included in the approval document. The employee must attach a copy of the signed approval memorandum, the lodging receipt, and/or a meal receipt, if in excess of $75, to their local travel claim.
14. Local expense reimbursement payments will be made via electronic fund transfer (EFT). Under normal conditions, properly prepared and filed local travel claims, or travel claims when applicable, will be paid within 30-days of receipt.

0706 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. § 410.404, Determining if a Conference is a Training Activity
  • 5 U.S.C. § 4101 Definition of Training
  • 5 U.S.C. § 4109, Government Employee Training Act
  • 5 U.S.C. § 4110 Expenses of Attendance at Meetings
  • 29 U.S.C. § 201, Fair Labor Standards Act
• Code of Federal Regulations (C.F.R.)
  • 5 C.F.R. § 550.112, Computation of Overtime Work
  • 5 C.F.R. Part 2635, Standards of Ethical Conduct for Employees of the Executive Branch
• Civilian Board of Contract Appeals Decisions 15655-TRAV and 16069-TRAV
• Decision of the Comptroller General
  • Decision of the Comptroller General, B-154912, Aug. 26, 1964
  • Decision of the Comptroller General, B-166560, May 27, 1969
  • Decision of the Comptroller General, B-181347, Mar. 2, 1977 (Overtime–Travel Time)
• FTR Chapters 300-304
• General Services Board of Contract Appeals 15548-TRAV et al
• GSA Mileage Rates
• Letter to Walter W. Pleines, Social Security Administration, B-233807, Aug. 27, 1990
• To Steve F. Heller, United States Department of Agriculture, B-175608, Jan. 22, 1973
• VA Financial Policy
  • Volume XIV, Chapter 1 – Travel Administration
  • Volume XIV, Chapter 3 – Transportation Expenses
  • Volume XIV, Chapter 10 – Conference Planning, Oversight, and Reporting
  • Volume XVI, Chapter 02A – Government Travel Card Individually Billed Accounts
• VA DEPSEC Memo: Interim Guidance on Local Travel Reimbursement Remote Work Employees, June 6, 2024
• VA Form 0740 Telework Agreement
• VA Handbook 0634, Transit Benefit Bicycle Program

0707 Rescissions

Volume XIV, Chapter 7 –  Local Travel, May 2024.

Appendix A: Revision History

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
0702	Moved March 2024 Revisions to Appendix A.	OFP	General Update.	May 2024
0708	Removed section.	OFP	Leadership Directed.	May 2024
0704	Added roles for determining GETA events.	OFP	To depict current process.	March 2024
070504	Edited travel claim language.	OFP	To depict current process	March 2024
070505	Added details to processing claims as ‘necessary expenses of training’.	OFP	Field request to clarify required processes.	March 2024
Appendix C	Edited sample memorandum.	OFP	To align with current process.	March 2024
Appendix D	Edited appendix name.	OFP	For clarity.	March 2024
Various	Completed full update.	OFP (047G)	To ensure policy is current and relevant	August 2023
Various	Added clarifying language re: official duty station	OFP (047G)	General update	August 2023
Various	Updated ‘Official Duty Station’ to ‘Official Station’	OFP (047G)	For consistency and accuracy	August 2023
0703	Updated definitions	OFP (047G)	For consistency and accuracy of usage in document	August 2023
070502	Clarify Official Station driving entitlements via OGC guidance	OFP (047G)	Per OGC guidance	August 2023
070504	Removed reference to VA Memorandum  ‘Essential Employee Travel’	OFP (047G)	Reference is not applicable to local travel.	August 2023
070504	Included approval detail requirements	OFP (047G)	To provide clarity	August 2023
070507	Added language related to conference meals	OFP (047G)	To provide clarity	August 2023
070509	Added a bullet re: submission timing requirements.	OFP (047G)	To provide clarity	August 2023
Appendix D	Added guidance on travel entitlements based on telework codes.	OFP (047G)	General Update	August 2023
070501	Clarified treatment of transit benefits in determining excess cost of daily commute.	OFP (047G)	General policy update.	June 2018
070502	Changed the VACO local defined area to a 50 mile radius. Clarified either a defined local area, or a 50 mile radius from an employee’s residence is local travel.	OFP (047G)	General policy update.	June 2018
070504	Updated travel claim is the reimbursement method for mass transportation, tokens, and metro cards for local travel.	OFP (047G)	VA Forms 3079 and 4530 obsolete.	June 2018
070505	Modified to require the Assistant Secretary for HRA to concur the training is a bona fide GETA training event.	OFP (047G)	Leadership request.	June 2018
070506	Clarified reimbursable meal expenses.	OFP (047G)	General Update.	June 2018
070507	Clarified reimbursable meal expenses.	OFP (047G)	General Update.	June 2018
070508	Added FSC will cancel claims not approved within 45 days of the travel end date, requiring approval to re-establish claim. Clarified acceptable evidence for POV ground mileage is required to be attached to the travel claim. Revised receipt requirement for a local meal if more than $75.	OFP (047G)	Leadership request. General policy update.	June 2018
0706	Updated list.	OFP (047G)	General policy update.	June 2018
0707	Rescinded Vol XIV Ch. 7, Local Travel, August 2017	OFP (047G)	General policy update.	June 2018
0708	Updated contact information	OFP (047G)	General policy update.	June 2018
Appendix A	Replaced previous Appendix A with Revision History.	OFP (047G)	Improve readability.	June 2018
Appendix B	Removed VA Form 3079, Replaced with previous Appendix A Local Travel Examples	OFP (047G)	VA Form obsolete; organizational change.	June 2018
Appendix C	Removed VA Form 4530, replaced with previous Appendix D; modified to require the Assistant Secretary for Human Resources and Administration to concur the training is a bona fide GETA training event; and added table of costs.	OFP (047G) CTCCS	VA Form obsolete; Leadership request; organizational change.	June 2018

Appendix B: Local Travel Examples

Example 1: Employee travel to an alternate location in excess of normal commute

Situation: Lisa is stationed at the VA office in Cleveland. Her normal commute by POV is 30 miles round trip. Her boss wants her to go to a conference at a hotel in the local commuting area. The distance from Lisa’s home to the hotel is 50 miles round trip.

VA Reimbursement: Lisa would be reimbursed 20 miles net mileage over her normal commute.

Round trip from home to conference:	50 miles
Less round trip from home to work:	-30 miles
Net mileage reimbursement:	20 miles x mileage rate

Example 2: Employee travel to an alternate location within local commuting area

Situation: Jill is stationed at the VA Medical Center in Kansas City. Her home is 20 miles from work. Jill’s boss wants her to attend a meeting at another agency in the afternoon (7 miles from work). Jill returns home from the meeting location (10 miles to home).

VA Reimbursement: Jill is not authorized for local mileage reimbursement, since the distance traveled is less than the normal commute to work.

Home to work:	20 miles
Work to meeting:	7 miles
Meeting to home:	10 miles
Total mileage for day:	37 miles
Less: Normal commute round trip:	– 40 miles
	– 3 miles

Example 3: Employee receiving transportation reimbursement for normal commute.

Situation: Gary is stationed at VA Central Office in Washington, D.C. He pays $10 a day out of pocket for Metro services. Gary’s boss wants him to attend a conference in Crystal City (30 miles from Gary’s home). Gary drives his car.

VA Reimbursement: Gary would be reimbursed 60 miles round trip minus $10 a day out of pocket Metro costs. When an employee receives a transit subsidy, the calculation of their out-of-pocket travel expense for local travel is based on the actual transportation cost incurred less the cost the traveler would have incurred without a transit subsidy.

Home to conference:	30 miles
Conference to home:	30 miles
Net Reimbursement:	60 miles x mileage rate – $10 Metro cost

Example 4: Teleworker attending an offsite local training on normal telework day

Situation: Sarah is a teleworker. She works from her alternative worksite (home) on Monday and Friday and reports to her official station on Tuesday, Wednesday, and Thursday. Her home is 30 miles from the official station. Her boss wants Sarah to attend training on Monday. The training site is 20 miles from Sarah’s home.

VA Reimbursement: The normal commute mileage would not be determined from her alternative worksite on her telework days Monday and Friday. The normal commute to the official station is always deducted. Because the offsite training is closer than her official station, there is no reimbursement.

Round trip home to training:	40 miles
Less: Normal commute round trip:	– 60 miles
Net Reimbursement:	– 20 miles, No Reimbursement

Example 5: Employee called in on a weekend/non-workday.

Situation: John is called into the office on Saturday (non-workday) by his supervisor. The office parking lot fee is $12 per day, but John needs to park in the public parking lot incurring a cost of $20.

VA Reimbursement: Parking $20 – $12 = $8; reimbursed as cost in excess of normal commute. There is no reimbursement for mileage, as the drive to the office did not change.

Example 6: Employee called in on a weekend/non-workday with no access to their normal
transportation.

Situation: Susan is called into the office on Sunday (non-workday) by her supervisor. Susan’s only means of transportation into work is the public bus; she does not own a car. The bus that services her home does not run on Sundays. Susan took a taxi into the office on Sunday.

VA Reimbursement: Susan may be reimbursed $12 as the excess difference between her normal daily cost and the cost to travel to work on Sunday.

Round trip cost of taxi on Sunday:	$18.00
Less: Normal commute roundtrip cost of bus:	– $6.00
Total reimbursable local travel:	$12.00

Example 7: Remote employee living within 50 miles of Parent Office Location reporting to an alternate location exceeding the employee’s normal commute

Situation: Larry is a remote employee whose official station is his residence 20 miles away from his parent office’s location. Larry’s parent office’s location requires a parking fee of $5 per day. Larry must attend a class 30 miles from his official station, and the location will charge $20 per day for parking.

VA Reimbursement: Larry is reimbursed for the miles that he had to travel to the training class beyond what he would have travelled if he reported to his parent office’s location. He is also reimbursed $15 for the difference between parking at the training site and parking at the office.

Round trip home to training class:	60 miles
Normal commute round trip to parent office location:	– 40 miles
Total reimburseable mileage for the day:	20 miles

Daily parking at training site	$20
Less:  Parking fees at parent office location	– $5
Total reimbursable parking fees:	$15

Example 8: Remote employee living within 50 miles of their parent office’s location reporting to
an alternate location within the local area.

Situation: Jackie is a remote employee whose official station is her residence, which is 20 miles from her parent office’s location. Jackie is scheduled to attend a day of meetings at an offsite location that is 15 miles from her official station.

VA Reimbursement: Because the offsite meetings are occurring at a distance closer to her official station than the commute to her parent office’s location, she is not eligible for mileage.

Round trip home to offsite meeting:	30 miles
Less: Normal commute round trip to parent office location:	– 40 miles
Total mileage for the day:	– 10 miles

Appendix C: Impact of Telework Code on Travel Entitlements

1. Regardless of the type of telework agreement, local versus TDY travel entitlements are determined based on the location of the official travel alternate site in relation to the individual employee’s defined local area of their official station (FTR 300.3 Official Station) of record (VA Form 0740 Telework Agreement)) and their local area (within 50 miles) of their residence.
2. If an employee’s type of alternative workplace arrangement (telework) is coded as A, S, R, P, or E on their VA Form 0740, the employee is responsible for their normal daily commute, no matter how frequently or infrequently they are required to report to their official station of record. To determine travel reimbursement entitlements to an alternate site away from their official station of record, both the defined local area of their official station and the local travel area within 50 miles of their residence, as established in VA policy, is required to be considered. Any reimbursement of expenses incurred to travel to an alternate site within the local area of the official station of record or within 50 miles of their residence is limited to the excess over the cost they would incur for commuting to their official station from their residence.
3. When coded ‘W – Remote’ on their telework arrangement, an employee is authorized to work 100% of the time in a non-VA owned or leased space within the local commuting area of their parent office’s location.
   • VA Form 0740 will reflect the name and address of the non-VA owned or leased space official station, which may or may not be their residence.
   • If the employee travels to an alternate location away from their official station which is not their residence nor their parent office’s location, the same analysis on travel entitlements above for A, S, R, P, or E coding applies.
   • W – Remote employees will not be entitled to local travel reimbursement for any travel to the parent office’s location.
4. When coded ‘M – Remote’ on their telework arrangement, an employee is authorized to work 100% of the time from a non-VA owned or leased space that is outside the local commuting area of the parent office’s location.
   • VA Form 0740 will reflect the name and address of the non-VA owned or leased space official station, which may or may not be their residence.
   • If the employee travels to an alternate location away from their official station which is not their residence, the same analysis on travel entitlements above for A, S, R, P, or E coding applies.
   • If the official station is their residence, commuting costs are not incurred and are not a factor; therefore, the reimbursement for travel costs to any alternation location within 50 miles of their duty station is 100%, and any travel greater than 50 miles of their official station is considered temporary duty travel (TDY).
5. A Virtual employee’s official station is a VA owned or leased space other than their original hiring station. If the employee performs travel to an alternate location the same analysis on travel entitlements above for A, S, R, P, or E coding applies.

Appendix D: Procedures for Requesting Approval for the Necessary Expenses of Training

1. Request determination from VA/Administration/Staff Office CLO or CHCO that the event qualifies as a GETA event. The request should include at a minimum: the name of the training event, a brief description, agenda, and date of the event. See memo below titled ‘Sample Memo to Determine GETA Event’.
2. Obtain determination that the event is considered a bona fide GETA training from the VA/Administration/Staff Office CLO or CHCO. See memo below titled ‘Sample Memo Opinion’.
3. The requesting office must forward the approval memorandum to their respective Deputy Secretary, Under Secretary, Assistant Secretary, or Other Key Official for approval. Once approved the requesting office must provide a copy of the signed approval to all authorized local travelers. See memo below titled ‘Sample Memo to Approve Necessary Expenses’.
4. When approval is obtained, the employees specified will be reimbursed for the authorized lodging and/or meal expenses via the actual expense method on a travel claim in VA’s travel system. The approval memorandum must be attached to the travel claim when submitted. Receipts are required for lodging, and all meals (FTR § 301-11.306).

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** Sample Memo to Determine GETA Event**

Date:

From:   (Title of Requesting Official and Mail Code)

Subj:   Approval of [Name of Training Event] as a Government Employee Training Act (GETA) Event (VIEWS #XXXXXXXX)

To:      [VA/Administration/Staff Office CLO or CHCO]

1. [Name of Requesting Office] is planning a [Name of Event] Training initiative to be held in [Name of Location City, State] on [Month Day, Year].

2. In accordance with VA Financial Policy Volume XIV, Chapter 7 – Local Travel, the [Requesting Office Name] requests that the [VA/Administration/Staff Office CLO or CHCO] determines that this training qualifies as a GETA event based on the Office of Personnel Management guidelines established in 5 C.F.R. § 410.404. Please see the attached agenda for the planned [Name of Event] training.

3. Thank you for considering this request. For additional information or questions, please contact [POC Name and Title] at [VA e-mail].

[Signature of Requestor/Author]

Attachment [training event details/agenda, etc. if any]

**Sample Memo Opinion**

Date:

From:    [VA/Administration/Staff Office CLO or CHCO]

Subj:   Authorization Conference Training Qualifies as a GETA Event [Training Date’s Month Day, Year], [Name of Training Event] Initiative (VIEWS #XXXXXXXX)

To:      (Title of Requesting Official and Mail Code)

1. [VA/Administration/Staff Office CLO or CHCO] received your request to classify [Name of Event] training on [Date(s) of event] as a Government Employees Training Act (GETA) event.

2. [VA/Administration/Staff Office CLO or CHCO] has reviewed your request and has determined that the event meets the requirements of Office of Personnel Management guidelines established in 5 C.F.R. § 410.404 and VA Financial Policy Volume XIV, Chapter 7 – Local Travel, and qualifies as a GETA event.

[Signature of Approver]

**Sample Memo to Approve Necessary Expenses**

Date:

From:   (Deputy Secretary, Under Secretary, Assistant Secretary, or Other Key Official)

Subj:   Authorization of Lodging and Meals for Local Attendees and Support Staff for the [Training Date’s Month Day, Year], [Name of Training Event] Initiative (VIEWS #XXXXXXXX)

To:      (Title of Requesting Official and Mail Code)

1. While local employees are not normally entitled to subsistence (lodging and/or meals) while in local travel status, VA may, in accordance with 5 U.S.C. § 4109(a)(2) and VA Financial Policy, Volume XIV, Chapter 7 – Local Travel authorizes the cost of local lodging and/or meals if the training is determined to be a GETA event under 5 C.F.R. § 410.404 and staff are required to be in attendance during non-work hours.

2. [VA/Administration/Staff Office CLO or CHCO] has determined (attached) that the [Name of Training] being held in [Training Location City, State] on [Training Month Day, Year] qualifies as a GETA event based on the guidelines in 5 C.F.R. § 410.404.

3. Furthermore, the training requires support staff to be available each morning for registration, logistical coordination, and facilitation of the training event in addition to the requirement for local attendees to be available for evening activities during non-work hours [fill in examples of activities].

4. In support of the [Name of Event] Training initiative, I am authorizing actual subsistence expenses (e.g., lodging and meals, see attachment) for local attendees and support staff as a necessary expense. Actual expense limitations will comply with GSA established per diem rates in the [Training Location City, State] area.

[Signature of Requestor/Author]

Attachment(s) [Include HR concurrence memo and local travelers cost breakout]

**Sample Local Travel Cost Breakout**

GSA Lodgings Plus Method Locality Per Diem Rates (for estimating purposes only)   Lodging/Meal Rate- $250/$64   Breakfast/Lunch/Dinner- $16/$17/$31	Daily Lodging Cost Per Person	Daily Meal Cost Per Person	# of days	Total Cost	Cost Per Person
Local Number of Attendees – 57	$201.00	$17.00	2	$24,852.00	$436.00
Local Number of Support Staff – 10	$0.00	$17.00	2	$340.00	$34.00