0901 Overview

This chapter establishes the Department of Veterans Affairs’ (VA) financial policies relating to donated travel from non-federal funding sources. Section 41, Code of Federal Regulations (41 C.F.R.), Chapters 300 through 304, and Federal Travel Regulation (FTR) Chapters 300 through 304, implement the statutory requirements and Executive Branch policies for travel by federal civilian employees and others authorized to travel at Government expense. These policies apply equally to both domestic and international travel.

Key points covered in this chapter:

  • VA may accept non-federal sourced donated funds for travel, subsistence, and other expenses incident to attendance at meetings per 5 U.S.C. § 4111 and 31 U.S.C. § 1353;
  • Employees may be penalized for accepting payments from non-federal sources in violation of applicable laws;
  • Authorization to accept non-federal source funded travel requires advance approval via VA Form 0893, Advance Review of Offer to Donate Support for Official Travel;
  • Approved non-federal source funded travel still requires the creation and approval of a travel authorization (TA) and completion of Travel Claim in VA’s travel system;
  • Manual TAs will not be used for non-federal source travel;
  • Non-federal source funded travel may not be accepted for attendance at meetings or other events that are required to carry out a function that is essential to the Agency’s statutory or regulatory duties;
  • VA employees will not solicit non-federal source funded travel for themselves; and
  • The Executive Director, Financial Services Center (FSC) is responsible for the 31 U.S.C. § 1353 requirement to submit semi-annual reports to the United States Office of Government Ethics (OGE).

0902 Revisions

Section Revision Requesting Office Reason for Change Effective Date
0901 Overview Changed key points to reflect the Executive Director, FSC is responsible for the 31 U.S.C. § 1353 reporting requirements Office of Financial Policy Secretary of Veterans Affairs (SECVA) Memorandum, “Delegation of Authority for Travel and Conferences” October 2021
0904 Roles and Responsibilities Updated to establish delegation of authority roles and responsibilities for reporting requirements to the Office of General Ethics (OGE) on acceptance of non-Federal funds Office of Financial Policy SECVA Memorandum, “Delegation of Authority for Travel and Conferences” October 2021
090507 Reporting Requirements Updated to reflect Executive Director, FSC delegated authority to submit semi-annual reports to OGE Office of Financial Policy SECVA Memorandum, “Delegation of Authority for Travel and Conferences” October 2021
0907 Rescissions Rescinded VA Financial Policy Volume XIV Chapter 9, January 2021 Office of Financial Policy SECVA Memorandum, “Delegation of Authority for Travel and Conferences” October 2021
Various Reformatted to new olicy format and completed a five-year update. Office of Financial Policy Reorganized chapter layout. Full review of all material. Rewritten as necessary. January 2021
Policies All Policies updated, reviewed, and confirmed validity in context with applicable legal codes. Reorganized all sections for added clarity, thoroughness, and simplicity. Office of Financial Policy Reviewed and updated throughout January 2021
Appendices Appendices have been added for A, B, and C. Appendix A has an example of VA Form 0893. Appendix B has an example of OGE Form 1353. Appendix C has Instructions Valuation Gift in Kind. Office of Financial Policy Moved procedural text to the appropriate appendix January 2021

0903 Definitions

Actual Expense – The cost paid for lodging or meals incurred.

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

Donor – Reference definition of Non-Federal Source.

Conference – A meeting, retreat, seminar, symposium, or event involving travel for attendees either locally or on Temporary Duty (TDY) travel. The term “conference” also applies to training activities that are considered to be conferences under FTR Part 300-3, § 300-3.1. See VA Financial Policy Volume XIV Chapter 10, Conference Planning, Oversight, and Reporting for more detail.

Federal Travel Regulation (FTR) – FTR Chapter 304 are the regulations for nonfederal sourced travel contained in 31 U.S.C § 1353 and 5 U.S.C § 5707 that
implement statutory requirements and Executive branch policies for travel by federal civilian employees.

Non-Federal Source – Any person or entity other than the Government of the United States.

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 (FTR Part 300-3, § 300-3.1). Reference VA Financial Policy 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.

Payment In-Kind – Transportation, food, lodging, or other travel-related services provided by a non-federal source instead of monetary payments to the Federal Agency for these goods and services. “In-kind” payment also includes a waiver of any fees that a non-federal source normally collects from meeting attendees (e.g., registration fees) but does not include waivers or discounts of an employee’s fees on the day(s) they are participating in the meeting or similar function as a speaker, panelist, or presenter.

Per Diem Allowance – A subsistence allowance for lodging, meals, and related incidental expenses incurred while on authorized (TDY), when eligible (FTR Part 300-3, § 300-3.1). Subsistence expenses are generally reimbursed using the Lodgings-Plus method, but a Reduced Per Diem or Actual Expense method may be authorized when warranted. The per diem allowance is separate from transportation expenses and other miscellaneous expenses. In foreign area locations, lodging taxes are part of the per diem allowance and are not a miscellaneous expense. Maximum per diem rates for temporary duty travel locations are established by GSA, and available at the GSA Per Diem Rates website.

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

Travel Authorization (TA) – A written or electronic authorization to incur expenses while on authorized official business for the Government, and is required to include specific purpose, itinerary, and estimated costs (FTR Part 300-3, § 300-3.1).

0904 Roles and Responsibilities

The Assistant Secretary for Management and Chief Financial Officer (ASM/CFO) has been delegated the authority to submit to the Director of Office of General Ethics (OGE) a semi-annual report on payments received from non-Federal sources that are more than $250 per event for an employee and accompanying spouse, with authority to re-delegate.

The ASM/CFO re-delegates this authority to the Executive Director, FSC, with no further re-delegation authority.

Approving Officials (AO) have the authority to approve TAs and claims associated with TDY and local travel and are responsible for:

  • Being knowledgeable of the employee’s travel plans;
  • Ensuring all travel is approved consistent with FTR, VA travel policy, and any other Department-specific guidance (e.g., travel notices);
  • Ensuring non-federally sourced donated travel is not approved without proper documentation;
  • Ensuring split disbursement is utilized when the traveler has a travel card; and
  • Monitoring timely processing of travel claims;

Travelers will be knowledgeable of FTR, VA travel policy, and any other agency specific guidance (e.g., travel notices); minimize costs; arrange travel using VA’s travel system; ensure travel is approved in advance; comply with VA’s travel charge card program guidance; ensure the balance owed of undisputed charges on their travel card is split for payment to the extent reimbursable funds are available; submit all travel claims timely; and de-obligate invalid travel documents. Travelers will complete their travel training requirements.

VA Financial Services Center (FSC) is responsible for TDY Travel Service Division operations and will initiate a data call semi-annually to VA organizations for reporting non-federal sourced donated travel. The Executive Director, FSC has been designated with the responsibility to submit to the Director of OGE a semi-annual report on payments received from non-Federal sources that are more than $250 per event for an employee and accompanying spouse.

VA Office of General Counsel (OGC) Deputy Ethics Officials will review VA Form 0893, Advance Review of Offer to Donate Support for Official Travel, to determine under the facts presented, whether accepting the offered travel support complies with ethics laws, VA travel policies, and gift acceptance authorities.

0905 Policies

090501 Acceptance of Non-Federal Funding for Travel

  1. VA employees will not solicit non-federal source funds.
  2. The following statutory authorities allow VA, under certain conditions, to accept donations from non-federal sources for travel:
    • Accepting non-federal funds for travel per 5 U.S.C. § 4111 authorizes employees to accept payment of travel, subsistence, and other expenses incident to attendance at meetings. The acceptance of payments under section 4111 is contingent upon the recognition of the donor as a 501(c)(3) tax-exempt organization by the Secretary of Treasury; and
    • Accepting travel per 31 U.S.C. § 1353 authorizes federal agencies to accept, on behalf of their employees, payments associated with training, meetings, or similar functions that an employee may attend in an official duty status.
  3. In addition to 5 U.S.C. § 4111 and 31 U.S.C. § 1353, rules and policies for nonfederal sourced donated travel are also found in FTR Chapter 304-1 through 304-9, Payment of Travel Expenses from a Non-Federal Source.
  4. Non-federal source travel funding offered directly to an employee, may be accepted per 5 U.S.C. § 4111 provided the following conditions are met:
    • Approval is required to be obtained in advance on a VA Form 0893 for an employee to accept the funding under this authority;
    • The cost of travel, subsistence, or other expense payable by the government for the employee’s event will be reduced by the amount of the contribution/gift which is made by the private organization. As required by 5 U.S.C. § 4111(b), the employee is required to disclose all that was donated;
    • If it is a training event it must qualify under the authority of the Government Employees Training Act (5 U.S.C., Chapter 41 § 4104 – 4121, and 5 U.S.C. § 4111); and
    • The donating organization is private/non-profit as described in 26 U.S.C. § 501(c)(3) and obtained tax-exempt status under 26 U.S.C. § 501. They may pay the travel expenses (i.e., travel and subsistence) associated with nongovernment sponsored training or attendance at meetings.
  5. Per, 5 C.F.R. § 2635.201, in general, VA employees may not accept personal gifts from outside sources. However, non-federal source travel funding is permissible under 31 U.S.C. § 1353, as it authorizes federal agencies to accept gifts/donations in support of official travel.
  6. VA Form 0893, Advance Review of Offer to Donate Support for Official Travel will be used to authorize, in advance of the travel episode, the acceptance of non-federal funds to pay for travel expenses (FTR Part 304–6, § 304-3.3).
  7. VA may accept payments from multiple non-federal sources including non-profit VA Research and Education entities.
  8. Non-federal funds must be in check form as accepting cash is forbidden (FTR Part 304–6, § 304-6.1).
  9. If VA accepts the payment rather than the traveler, the approved donated funding will be credited to the appropriation applicable to such expenses, except as specifically provided for by law.
  10. Payments from non-federal sources will be by check or similar instrument made payable to “Department of Veterans Affairs”. Payments that are “in-kind” (services or other benefits for travel provided directly by non-federal sources, for example, meals, lodging, transportation, or event tickets.) will be given directly to the employee (FTR Part 304–4, § 304-3.10).
  11. VA (or the traveler on behalf of VA) may accept payment from non-federal sources for accompanying spouses when it is determined that the presence of spouses at the meeting or similar function is in the interest of VA. A spouse’s presence at an event may be determined to be in the interest of VA if the spouse will:
    • Support the mission of VA or substantially assist the VA employee in carrying out his/her official duties;
    • Attend a ceremony at which the employee will receive an award or honorary degree;
    • Due to medical necessity serve as an attendant to the VA employee;
    • Participate in substantive programs related to VA programs or operations, per FTR Part 304–4, § 304-3.14; and/or
    • Non-federal funds must be in check form and accepting cash is forbidden) (FTR Part 304–6, § 304-6.1).
      The accompanying spouse’s travel will be processed as an invitational traveler eligible for payment of travel, subsistence, and related expenses.
  12. VA employees will not accept non-federal source funds for attendance at meetings or other events that are required to carry out a function that is essential to the Agency’s statutory or regulatory duties, such as an inspection, a hearing, or a negotiation.
  13. VA employees will not accept non-federal source funds in connection with promotional vendor training or other meetings held for the primary purpose of marketing the non-federal source’s products or services.
  14. In situations where travel is provided by a vendor under contract and the full cost of the travel was included in the contract (e.g., travel for audiologists to learn fitting techniques for the vendor hearing aid brand), VA OGC Ethics Specialty Team review on VA Form 0893 is not required.

090502 Review and Approval of Donated Travel

  1. Travelers should submit VA Form 0893, Advance Review of Offer to Donate Support for Official Travel to the OGC Ethics Specialty Team (GovernmentEthics@va.gov) at least two weeks in advance of the travel episode. This form will be utilized to obtain and document approval of the acceptance of non-federal source travel funding.
  2. AO’s will ensure VA Form 0893 (signed by OGC Ethics Specialty Team) is uploaded into the travel system prior to approving travel.
  3. The Office of General Counsel Ethics Specialty Team will review VA Form 0893. Incomplete forms and untimely forms will be returned for corrections. If approved, they will return the signed form to the traveler to be uploaded into the travel system. All travel arrangements will be completed early and well in advance of the travel date. The traveler should maintain contact with the travel clerk and/or AO throughout the process.
  4. Per 5 C.F.R § 2635, VA will ensure ethical standards have been followed and consider the below factors in determining whether to accept the gift from the nonfederal source for travel expenses:
    • The non-federal source being considered;
    • Purpose of the meeting;
    • Other participants being considered;
    • Nature and sensitivity of other matters pending at the Agency that may affect the non-federal source;
    • Significance of the employee’s role in any such matter;
    • Amount and nature of the travel benefits offered;
    • Acceptance of the payment under the circumstances would not cause a reasonable person with knowledge of all the facts to question the integrity of VA programs or operations; and/or
    • The travel is in the best interest of the Government and relates to an employee’s official duties.
      After considering these items, VA may accept or decline the offered payment or may qualify its acceptance by limiting the extent of the employee’s participation or the type of benefits that may be accepted.
  5. VA may accept or authorize employees to accept payments from non-federal sources for official travel to a meeting, or other similar functions only when:
    • The traveler is in an official duty status (Authorized Absence is not an official duty status) on a domestic or foreign travel trip;
    • The TA is established in VA’s travel system before the travel begins; and
    • A VA OGC Deputy Ethics Official has reviewed VA Form 0893, determined acceptance of the gift of travel to be lawful, and has signed the form and returned it to the employee.
  6. If it is determined in advance of the employee’s travel that payment from the nonfederal source will cover some but not all of the employee’s allowable transportation and per diem expenses, the employee’s TA will state that the employee will receive reimbursement for the difference between the authorized travel allowances and the payment received from a non-federal source.

090503 Post Travel Acceptance or Modification of Funding

  1. If a non-federal source offers to pay for travel expenses after travel has begun, an employee may accept payment (either check or payment in kind for a nonprofit but never cash) on behalf of VA for donated travel expenses as follows:
    1. In a case where VA approval was obtained on a VA Form 0893 to accept nonfederal funding from an entity prior to commencing travel and the same entity has offered additional funding for travel expenses occurring after travel has commenced, then the traveler may accept the payment on behalf of VA if the offer is in accordance with FTR Part 304–4, § 304-3.13(a). Upon completion of the travel, the employee has seven (7) business days to update VA Form 0893 with the new amount and route for approval. An amended TA is required with appropriate comments explaining the reason for the amendment; the recently accepted donated expenses will be adjusted accordingly.
    2. In a case where VA did not authorize acceptance of any payment from a nonfederal source before the employee commencing travel, an employee may accept on behalf of VA the payment from the non-federal source if the offer is in accordance with FTR Part 304–4, § 304-3.13(b).
  2. If the additional or modified funds offered on a VA Form 0893 are accepted, an amended TA is required with appropriate comments explaining the reason for the amendment; the “Type Code” (in the drop-down menu) is required to be changed from “Regular TDY” to “Sponsored – Non-Fed”; the post-travel accepted donated expenses will be adjusted accordingly, and the approved VA Form 0893 will be attached for the approving official (AO) to authorize the amended TA.
  3. If VA does not subsequently authorize acceptance of any or all payment(s) from a non-federal source on the post-travel VA Form 0893, and the employee accepted the offered payment during their travel, the resolution will be consistent with FTR Part 304–4, § 304-3.13(b)(3). The funding will need to be returned to the non-federal donor and the TA will need to be amended in accordance with the resolution as applicable.

090504 Disciplinary Actions and Penalties

  1. If an employee improperly accepts non-federal source travel funds, VA may require the employee to pay an amount equal to the amount of the payment accepted, to the General Fund of the Treasury. In addition, the employee will not be entitled to any reimbursement from the Government for travel expenses that the non-federal source payment was intended to cover.
  2. The most common mistakes made when accepting funds from non-federal sources are:
    • Not getting approval prior to accepting non-federal source funds; and/or
    • Employees receiving checks directly from donors who are not 501(c)(3) nonprofit organizations.

090505 Reimbursement for Official Travel

  1. All approved non-federal sponsored travel (i.e., temporary duty and local travel) requires the entry and approval of a TA in VA’s travel system. When entering the TA into VA’s travel system a dropdown menu will appear and “SPONSORED – NONFED” should be selected from the available choices. Refer to the FSC Direct – Sponsor/Non-Fed Sponsor (Donated) Travel guide. Approved VA Form 0893 must be attached to the TA.
  2. Employees may not use manual VA Form 3036, Travel Authority for Temporary Duty Travel, when non-federal source funds are used to pay for employee travel expenses.
  3. Employees (and the accompanying spouse or attendant, when applicable) will submit a travel claim in VA’s travel system within five (5) business days after the completion of official travel for all travel expense reimbursement claims which were not paid “in-kind” by non-federal sources.
  4. Employees may not claim reimbursement for travel expenses that were provided inkind by a non-federal source whether given to the Agency or directly to the employee. For example, if the non-federal source provided a meal, the employee’s travel reimbursement will be decreased by the amount that would otherwise be payable for the meal. Employees are not required to submit receipts for any travel expenses provided in-kind by the non-federal source; however, the expenses will be reported on VA Form 0893 (FTR Part 304–4, § 304-3.16).

090506 Valuation Gifts In-kind

  1. FTR Part 304–6, Subpart B, § 304-6.6, describes how VA will value travel gifts in kind (other than a check).
  2. VA will use the guidelines established in Appendix C when determining the value of payments “in-kind” for reporting on OGE Form-1353, Report of Payments Accepted from a Non-Federal Source.

090507 Reporting Requirements

  1. Per 31 U.S.C § 1353, the head of each agency of the executive branch shall submit reports of payments of more than $250 accepted with respect to employees of the agency to the Director of OGE. The Director shall make these reports available to the public. The SECVA has delegated to the ASM/CFO the authority to report semi-annually on payments received from non-Federal sources that are more than $250 per event for an employee and accompanying spouse to the Director of OGE. The Executive Director, FSC is designated with the authority for submitting the OGE Form-1353, Report of Payments Accepted from a Non-Federal Source to the Director of OGE. Refer to VA Financial Policy Volume XIV Chapter 1, Travel Administration, for the Secretary of Veterans Affairs (SECVA) Memorandum, “Delegation of Authority for Travel and Conferences”.
  2. The FSC TDY Travel Services Division submits a data call to VA Travel organizations and provides a form to complete and submit back to FSC. FSC then collects the data from all VA Organizations and combines the individual items more than $250 per event, per 31 U.S.C. § 1353, and enters them into the OGE Form 1353, Semiannual Report of Payments Accepted From a Non-Federal Source.
  3. Negative responses are required and indicate there are no donated travel items to report.
  4. Reports are based on the actual date the travel is performed per 31 U.S.C. § 1353.
  5. The Executive Director, FSC is required to submit the OGE Form 1353 report on a semi-annual basis to the Director of OGE by May 31st and November 30th. The May 31st report contains non-federal source travel funding received from October 1 through March 31, and the November 30th report contains non-federal source travel funding received from April 1 through September 30. The FSC will send the OGE Form 1353 to the Director of OGE via email to 1353Travel@OGE.gov.

0906 Authorities and References

  • Code of Federal Regulations (C.F.R.)
    • 5 C.F.R. Part 2635, Standards of Ethical Conduct for Employees of the Executive Branch
  • United States Code (U.S.C.)
    • 5 U.S.C., Chapter 41 § 4104 – 4121 GETA Training Activities
    • 5 U.S.C. § 4111, Acceptance of Contributions, Awards, and Other Payments
    • 26 U.S.C. § 501(c)(3), Exemption from Tax on Corporations, Certain Trusts, etc.
    • 31 U.S.C. § 1353, Acceptance of Travel and Related Expenses from Non- Federal Sources
  • Federal Travel Regulation (FTR)
    • FTR Part 300 through 304 Federal Travel Regulation System
    • FTR Part 300-3, Glossary of Terms, § 300-3.1, Conference
    • FTR Part 300-3, Glossary of Terms, § 300-3.1, Official Station
    • FTR Part 300-3, Glossary of Terms, § 300-3.1, Per Diem Allowance
    • FTR Part 300-3, Glossary of Terms, § 300-3.1, Travel Authorization
    • FTR Part 304–4, Payment of Travel Expenses from a Non Federal Source, § 304-3.13(a), After I begin travel to a meeting, what should I do if a non-Federal source offers to pay for one or more of my travel expenses without my or my agency’s prior knowledge?
    • FTR Part 304–4, Payment of Travel Expenses from a Non Federal Source, § 304-3.13(b), After I begin travel to a meeting, what should I do if a non-Federal source offers to pay for one or more of my travel expenses without my or my agency’s prior knowledge?
    • FTR Part 304–4, Payment of Travel Expenses from a Non Federal Source, § 304-3.14, May a non-Federal source pay for my spouse to accompany me to a meeting?
    • FTR Part 304–6, Payment of Travel Expenses from a Non Federal Source, § 304-3.3, May my agency or I accept payment for travel expenses to a meeting from a non-Federal source?
    • FTR Part 304–6, Payment of Travel Expenses from a Non Federal Source, § 304-6.1, May we accept a monetary payment in the form of cash from a non-Federal source?
    • FTR Part 304–6, Subpart B, Payment of Travel Expenses from a Non Federal Source, § 304-6.4 -6.9, Accepting and Reporting Travel Gifts In-Kind
    • FTR Part 304–4, Payment of Travel Expenses from a Non Federal Source, § 304-3.10, Is my agency’s acceptance of a waived or discounted registration fee from a non-Federal sponsor of a meeting or similar function considered a payment in kind for the day(s) I am participating as a speaker, panelist, or presenter at the event?
    • FTR Part 304–4, Payment of Travel Expenses from a Non Federal Source, § 304-3.16, What must I submit to my agency for reimbursement when a non-Federal source pays all or part of my travel expenses to attend a meeting?
  • Ethics Specialty Team
  • FSC Direct – Sponsor/Non-Fed Sponsor (Donated) Travel Guide
  • GSA Per Diem Rates
  • OGC Memorandum dated October 26, 2016, “Conference Clarification”
  • OGE Form 1353 and Instructions
  • The United States Office of Government Ethics
  • USOGE Form 1353 Available to the Public
  • Department of Veterans Affairs (VA)
    • VA Form 0893, Advance Review of Offer to Donate Support for Official Travel
    • VA Financial Policy Volume XIV Chapter 6, International Travel
    • VA Financial Policy Volume XIV Chapter 7, Local Travel

0907 Rescissions

VA Financial Policy Volume XIV Chapter 9, Non-Federal Source Funding (Donated Travel), dated January 2021.

Appendix A: VA Form 0893 Advance Review of Donated Travel

View or download VA Form 0893. ()VA Staff only

Appendix B: OGE Form 1353 Semiannual Report of Payments Accepted from a Non-Federal Source

SF-326 and OGE-Approved Alternative form SF-326 (Form 1353) are acceptable forms for reporting donated travel.

List of Sub Agencies and Acronyms

If your agency is not listed here, please contact OGE.

  • ABMC – American Battle Monuments Commission
  • ACCESS – US Access Board
  • ACHP – Advisory Council on Historic Preservation
  • ACUS – Administrative Conference of the United States
  • AFDF – African Development Foundation
  • AFRH – Armed Forces Retirement Home (Soldiers’ and Airmen’s Home)
  • AID – Agency for International Development
  • ANGTP – Office of the Federal Coordinator for Alaska Natural Gas Transportation Project
  • ARC – Appalachian Regional Commission
  • ARMY – Department of the Army–Department of Defense
  • ARTIC – Arctic Research Commission
  • ASBCA – Armed Services Board of Contract Appeals–Department of Defense
  • ASC – Appraisal Subcommittee
  • BBG – Broadcasting Board of Governors
  • BGSF – Barry Goldwater Scholarship Foundation
  • CCFF – Christopher Columbus Fellowship Foundation
  • CCR – Commission on Civil Rights
  • CEA – Council of Economic Advisors–Executive Office of the President
  • CEQ – Council on Environmental Quality–Executive Office of the President
  • CFA – Commission of the Fine Arts
  • CFTC – Commodity Futures Trading Commission
  • CIA – Central Intelligence Agency
  • CNCS – Corporation for National and Community Service
  • CPAHA – Commission for the Preservation of America’s Heritage Abroad
  • CPBSD – Commission for Purchase from the Blind and Severely Disabled
  • CPSC – Consumer Product Safety Commission
  • CSHIB – Chemical Safety and Hazard Investigation Board
  • CSOSA – Court Services and Offender Supervision Agency for DC
  • DAF – Department of the Air Force–Department of Defense
  • DCA – Defense Commissary Agency–Department of Defense
  • DCAA – Defense Contract Audit Agency–Department of Defense
  • DFAS – Defense Finance and Accounting Service–Department of Defense
  • DHS – Department of Homeland Security
  • DIA – Defense Intelligence Agency–Department of Defense
  • DISA – Defense Information Systems Agency–Department of Defense
  • DLA – Defense Logistics Agency–Department of Defense
  • DMA – National Imagery and Mapping Agency/National Geo-Space Intelligence–Department of Defense
  • DNFSB – Defense Nuclear Facilities Safety Board
  • DNI – National Intelligence, Office of the Director
  • DOC – Department of Commerce
  • DOD – Department of Defense
  • DOED- Department of Education
  • DOE – Department of Energy
  • DOI – Department of the Interior
  • DOJ – Department of Justice
  • DOL – Department of Labor
  • DOT – Department of Transportation
  • DSS – Defense Security Service–Department of Defense
  • DTRA – Defense Threat Reduction Agency–Department of Defense
  • EAC – Election Assistance Commission
  • EEOC – Equal Employment Opportunity Commission
  • EOP – Executive Office of the President
  • EPA – Environmental Protection Agency
  • EX-IM BANK – Export-Import Bank
  • FCA – Farm Credit Administration and Farm Systems Insurance Corporation
  • FCC – Federal Communications Commission
  • FDIC – Federal Deposit Insurance Corporation
  • FEC – Federal Election Commission
  • FERC – Federal Energy Regulation Commission
  • FHFB – Federal Housing Finance Board
  • FLRA – Federal Labor Relations Authority
  • FMC – Federal Maritime Commission
  • FMCS – Federal Mediation and Conciliation Service
  • FRS – Federal Reserve System
  • FRTIB – Federal Retirement Thrift Investment Board
  • FTC – Federal Trade Commission
  • GAO – Government Accountability Office
  • GSA – General Services Administration
  • HHS – Department of Health and Human Services
  • HTS – Harry S. Truman Scholarship the Truman Foundation
  • HUD – Department of Housing and Urban Development
  • IAF – Inter-American Foundation
  • IBWC – International Boundary and Water Commission
  • IJC – International Joint Commission
  • IMLS – Institute of Museum and Library Services
  • ITC – International Trade Commission
  • JFC – Japan/US Friendship Commission
  • JMM – James Madison Memorial Fellowship Foundation
  • MCC – Millennium Challenge Corporation
  • MMC – Marine Mammal Commission
  • MSHRC – Federal Mine Safety and Health Review Commission
  • MSPB – Merit System Protection Board
  • MUF – Morris K. Udall Foundation
  • NARA – National Archives and Records Administration
  • NASA – National Aeronautics and Space Administration
  • NAVY – Department of the Navy–Department of Defense
  • NCPC – National Capital Planning Commission
  • NCUA – National Credit Union Administration
  • NEA – National Endowment for the Arts
  • NEH – National Endowment for the Humanities
  • NLRB – National Labor Relations Board
  • NMB – National Mediation Board
  • NSF – National Science Foundation
  • NSA – National Security Agency–Department of Defense
  • NSC – National Security Council–Executive Office of the President
  • NTSB – National Transportation Safety Board
  • NRC – Nuclear Regulatory Commission
  • NWTRB – Nuclear Waste Technical Review Board
  • OA – Office of Administration– Executive Office of the President
  • OGE – Office of Government Ethics
  • OIG (DOD) – Office of the Inspector General–Department of Defense
  • OMB – Office of Management and Budget–Executive Office of the President
  • ONDCP – Office of National Drug Control Policy
  • ONHIR – Office of Navajo and Hopi Indian Relocation
  • OPIC – Overseas Private Investment Corporation
  • OPM – Office of Personnel Management
  • OS (DOD) – Office of the Secretary–Department of Defense
  • OSC – Office of Special Counsel
  • OSHRC – Occupational Safety and Health Review Commission
  • OSTP – Office of Science and Technology Policy–Executive Office of the President
  • OVP – Office of the Vice President–Executive Office of the President
  • PBGC – Pension Benefit Guaranty Corporation
  • PCB – The President’s Council on Bioethics
  • PEACE – Peace Corps
  • PRC – Postal Rate Commission
  • PRESIDIO – The Presidio Trust
  • RAT BOARD – Recovery Accountability and Transparency Board
  • RRB – Railroad Retirement Board
  • SBA – Small Business Administration
  • SEC – Securities and Exchange Commission
  • Semiannual Report of Payment Accepted
  • SIGAR – Office of the Inspector General for Afghanistan Reconstruction
  • SIGIR – Special Inspector General for Iraq Reconstruction
  • SSA – Social Security Administration
  • SSS – Selective Service System
  • STATE – Department of State
  • STB – Surface Transportation Board
  • TREASURY – Department of Treasury
  • TVA – Tennessee Valley Authority
  • USDA – Department of Agriculture
  • USTDA – US Trade and Development Agency
  • USTR – Office of US Trade Representative–Executive Office of the President
  • USUHS – Uniformed Services University of the Health Science–Department of Defense
  • VA – Department of Veterans Affairs
  • WH – The White House Office–Executive Office of the President

Appendix C: Instructions on Valuation of Gift In-Kind

VA uses the following guidelines when determining the value of payments “in-kind” for reporting on OGE FORM-1353:

  1. For a conference, training, or similar fees waived or paid by a non-federal source, the employee reports the amount charged to other participants.
  2. For transportation or lodging, the employee reports the cost that the non-federal source paid or usually would have been charged for such an event (using GSA and VA travel system rates).
  3. For meals or other benefits that are not provided as part of the transportation, lodging, or a conference, training, or similar fee, the employee reports the cost to the non-federal source or provides a reasonable approximation of the market value of the benefit on OGE Form 1353.
  4. For chartered, corporate, or other private aircraft:
    • When common carrier is available, the employee reports the first-class rate that would have been charged by a commercial air carrier at the time the event took place; or
    • When a common carrier is not available, the employee reports the cost of chartering a similar aircraft using a commercially available service.
  5. Where no commercial rate is available for lodging, the employee reports the maximum lodging rate as established by GSA for the Continental United States (CONUS), by the Department of Defense for non-foreign areas, and by the Secretary of the Department of State for foreign areas.