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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6509.33 - FEDERAL TRAVEL REGULATIONS
CHAPTER 300 - GENERAL
Supplement No.: 6509.33-2015-1
Effective Date: June 4, 2015
Duration: This amendment is effective until superseded or removed.
Approved: THELMA J. STRONG
Chief Financial Officer
Date Approved: 06/02/2015
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this Handbook was 6509.33-2011-2 to chapter 301.
New Document
6509.33_300
25 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
6509.33_300
(Supplement 6509.33-2009-1, 3/10/2009)
29 Pages
Digest:
300 - Revises chapter in its entirety.
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FSH 6509.33 - FOREST SERVICE TRAVEL REGULATIONS
CHAPTER 300 - GENERAL
STANDARD POSTING INSTRUCTIONS
FOR THE FEDERAL TRAVEL REGULATION, FSH 6509.33
(For further direction on organization and posting of parent text (white pages) see the Foreword
to the Federal Travel Regulation beginning on pages i.)
ORGANIZATION. The Federal Travel Regulation (FTR) is divided into chapters, parts,
subparts (if applicable), sections, and paragraphs. The numbers 301, 302, 303, and 304 connote
specific chapters of Title 41 of the Code of Federal Regulations (CFR). The number before the
decimal point indicates the part within each chapter; the number after the decimal point indicates
the section. For example 301-1.1 refers to:
Chapter
301-
Part
1.
Section
1
Pages within each part are consecutively numbered beginning with Arabic number 1. Each page
number is preceded by the part number; for example, the third page of Part 301-2 is numbered
2-3. Individual pages are identified by chapter in the running header.
TRANSMITTALS. Transmittals accompany parent text, Department supplements, and Forest
Service supplements. File transmittals at the front of the handbook in numerical sequence with
the highest amendment or supplement number first. Group the transmittals in the following
order by issuing Agency and unit level:
- Federal Travel Regulation (FTR) (white transmittals);
- Agriculture Travel Regulations (ATR) supplements (yellow transmittals);
- Forest Service Travel Regulations (FSTR) supplements (buff transmittals);
- Region, Station, or Area Supplements (blue transmittals); and
- Forest Supplements (green transmittals).
SUPPLEMENTS AND INTERIM DIRECTIVES. Post supplements to the parent text of the
Federal Travel Regulation (white pages) at the end of each part (for example, at the end of part
301-1, 301-2, and so on) by color in the following order:
- Agriculture Travel Regulations (ATR) supplements (yellow pages);
- Forest Service Travel Regulations (FSTR) supplements (buff pages);
- Washington Office IDs (pink pages);
- Region, Station, or Area Supplements (blue pages);
- Region, Station, or Area IDs (pink pages);
- Forest Supplements (green pages); and
- Forest IDs (pink pages).
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FSH 6509.33 - FOREST SERVICE TRAVEL REGULATIONS
CHAPTER 300 - GENERAL
Table of Contents
300-1 - AUTHORITY ....................................................................................................... 4
300-1.1 - What is the FTR .......................................................................................................... 5
300-1.2 - OBJECTIVE..................................................................................................... 6
300-1.3 - POLICY............................................................................................................ 6
300-1.4 - RESPONSIBILITY ........................................................................................... 9
300-1.41 - Chief ...................................................................................................................... 9
300-1.42 - Forest Service Deputy Chiefs ................................................................................ 9
300-1.43 - Forest Service Chief Financial Officer ................................................................ 10
300-1.43a - Director of Financial Policy .............................................................................. 10
300-1.43b - Director of Financial Management Systems ..................................................... 11
300-1.43c - Director of Human Resources Management (HRM) ......................................... 11
300-1.43d - Director of the Albuquerque Service Center, Budget and Finance (ASC-B&F)
................................................................................................................................... 11
300-1.43e - Assistant Director of Disbursements, Albuquerque Service Center, Budget and
Finance (ASC-B&F) ................................................................................................. 12
300-1.43f - Travel Branch Chief of the Albuquerque Service Center, Budget and Finance
(ASC-B&F) ............................................................................................................... 13
300-1.43g - Federal Agency Travel Administrator (FATA)................................................. 14
300-1.44 - Director of International Programs...................................................................... 15
300-1.45 - Regional Foresters, Station Directors, Northeastern Area State and Private
Forestry Director, International Institute of Tropical Forestry (IITF) Director, Forest
Products Laboratory Director, and Washington Office Staff Directors.................... 15
300-1.46 - Approving Official .............................................................................................. 16
300-1.47 - Supervisor ............................................................................................................ 17
300-1.48 - Travel Arrangers ................................................................................................. 18
300-1.49 - Traveler ............................................................................................................... 18
300-1.49a - Travel Cardholder .............................................................................................. 19
300-3 - Glossary of Terms .......................................................................................... 20
300-3.1 - What do the following terms mean? ......................................................................... 20
300-4 - REFERENCES ................................................................................................. 25
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FSH 6509.33 - FOREST SERVICE TRAVEL REGULATIONS
CHAPTER 300 - GENERAL
300-1 - AUTHORITY
1. Consolidated and Further Continuing Appropriations Act of 2013 (section 3003).
Established internal accountability of conferences.
2. Federal Travel Regulations (FTR) chapters 300-304, Title 41 Code of Federal
Regulations (CFR). The FTR implements statutory requirements and policy for
employees and others authorized to travel at Government expense.
3. Government Credit Card Abuse Prevention Act of 2012. Sets forth the responsibility
that the head of each agency with employees that use the travel charge cards shall
establish and maintain safeguards and internal controls.
4. Hotel and Motel Fire Safety Act of 1990. Establishes, as policy, that Federal
employees stay in accommodations meeting certain life-safety standards for fire
protection whenever commercial lodging is required.
5. OMB Circular A-123, Appendix B, dated January 15, 2009, Improving the
Management of Government Charge Card Programs. This regulation prescribes policies
and procedures to agencies regarding how to maintain internal controls that reduce the
risk of fraud, waste, and error in government charge card programs.
6. OMB M-12-12, dated May 11, 2012, Promoting Efficient Spending to Support
Agency Operations. This regulation prescribes policies and procedures to agencies
regarding travel and related spending.
7. Title 5, United States Code, chapter 57 (5 U.S.C. chapter 57). This regulation
provides travel, transportation, and subsistence allowances for travelers traveling on
behalf of the Federal Government.
8. The Government Employees Training Act (Pub. L. 85-507, 72 Stat. 327, 5 U.S.C.
4110 and 5946). This authorizes Forest Service employees to attend meetings concerning
Forest Service functions and activities, or contributing to improved conduct, supervision,
or management of Forest Service programs.
9. Volunteers in the National Forests Act of 1972. Authorizes the travel reimbursement
of volunteers for official travel.
Related travel regulations issued by the U.S. Department of Agriculture (USDA):
10. Department Manual (DM 2300-001), dated June 15, 2010, Agriculture Travel
Regulation. This manual provides policy on managing temporary duty travel.
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11. Department Regulation (DR 2300-001), dated October 20, 2003, Government Travel
Card Regulation. This regulation prescribes the policies and procedures governing the
use of the Department of Agriculture (USDA) travel card program.
12. Department Regulation (DR 2300-002), dated August 26, 2013, USDA Relocation
Allowance Regulation. This regulation prescribes the policies and procedures governing
the use of the USDA Relocation Allowances Program.
13. Department Regulation (DR 2300-004), dated March 6, 2006, U.S. Department of
Agriculture Evacuation Policies and Procedures. This regulation provides a coordinated
and uniform USDA policy pursuant to the issuance of an order to evacuate.
This Handbook supplements the Federal Travel Regulations (FTR). These directions are in line
with corresponding sections in the FTR and addresses Agency policy which gives more detail
than the FTR direction. Therefore, use this Handbook in conjunction with the FTR to obtain the
most complete understanding of the travel regulations. Additionally, incorporate the Agriculture
Travel Regulations (ATR) with these two references for the most complete understanding of all
aspects of official travel.
This Handbook contains items which have been negotiated between the Forest Service and the
National Federation of Federal Employees (NFFE) Forest Service Council (FSC). It is not to be
altered or supplemented below the National level by units except as provided in the Master
Agreement between the parties. National level changes must not be made without notice, and
bargaining between the parties, as appropriate.
300-1.1 - What is the FTR
The Federal Travel Regulations (FTR) are the policies contained in Title 41, Code of Federal
Regulations (CFR), chapters 300 through 304, and is issued under the auspices of the General
Services Administration. The FTR implements statutory requirements and policy for Executive
branch employees and others authorized to travel at Government expense. The General Services
Administration’s FTR and Department of Agriculture Travel Regulations (ATR) regulate
procedures contained in this chapter. Other agencies such as Office of Personnel Management
and Department of State also prescribe policies and procedures that the Forest Service shall
adhere to in conducting official travel. Other authorities include: 3 CFR, 1971-1975 Comp. P.
586; 41CFR Part 101-37.402; 41CFR 101-37.403; 5 U.S.C. 4111(b); 5 U.S.C. 5701-5709; 5
U.S.C. 5721-5734; 5 U.S.C. 5741-5742; 5 U.S.C. 5710, 5738, 5739, 5750; section 2, Pub. L.
105-264, 1112 Stat. 2350 (5 U.S.C. 5701 note); 20 U.S.C. 905(a); 40 U.S.C. 486 ©; 49 U.S.C.
40118; 31 U.S.C. 1353; 31 U.S.C. 1108(g); E.O. 11609.
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300-1.2 - OBJECTIVE
The objectives of the Forest Service travel regulations include procedures to:
1. Ensure all travel has been authorized and funds are available in accordance with
established policies.
2. Provide for the accurate and timely reimbursement of official expenses to employees
performing official travel or relocating to a new duty station.
3. Ensure the accurate and timely reporting of official travel expenses.
4. Maintain and enforce internal procedures to minimize the opportunity for erroneous
payments.
5. Comply with the General Services Administration’s Federal Travel Regulations
(FTRs) and the U. S. Department of Agriculture’s Travel Regulations (ATRs).
300-1.3 - POLICY
1. The Forest Service shall authorize travel deemed necessary to conduct official
Government business.
2. Performing travel while on official Forest Service business is defined in the following
categories (see section 300-1.5 for definitions):
a. Local.
b. Domestic.
c. Foreign.
3. A traveler may interrupt official travel because of family emergencies or death.
4. All traveler authorization requests and subsequent travel reimbursement vouchers
must be approved by the traveler's approving official or delegated acting.
5. To the maximum extent practicable, Forest Service officials should plan and schedule
travel to prevent employees from traveling during non-duty hours (5 U.S.C. 6101(b)(2)).
However, Forest Service officials may direct an employee to travel during non-duty
hours if the traveler's presence is required at the employee's official station or temporary
duty station, provided full consideration is given to all safety aspects of the travel, such as
late hours and weather conditions (FSH 6709.11, Health and Safety Code Handbook,
ch. 10).
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FSH 6509.33 - FOREST SERVICE TRAVEL REGULATIONS
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a. Overnight travel. A traveler may remain overnight en route to or at a temporary
duty point. Forest Service officials may order a traveler to remain overnight at such
points en route when one or more of the following applies:
(1) It is economically advantageous to the Government.
(2) The presence of the traveler at such points outside of normal work hours is
necessary for the proper performance of assigned duties.
(3) Return to the official station is impracticable or prevented by impassable roads,
weather, or other emergency conditions or mechanical failure of transport.
(4) Return to the official station would cause the traveler to travel a majority of the
time during non-duty hours.
b. Return to official station. Travelers shall return to their official station upon
completion of their assignment. Travel must be by the most expeditious means of
transportation practicable and commensurate with the nature and purpose of your
duties.
c. Administrative leave. Forest Service officials may allow an employee who is
scheduled for overnight travel away from their official duty station on official
business a reasonable amount of time before departure or upon completion of travel
when circumstances are such that an excused absence is appropriate. Do not exceed
2 hours total excused absence for any 1 day.
6. The Forest Service requires travelers to use the electronic travel system for arranging
travel services for official Government business in accordance with FTR section
301-73.100.
7. The Forest Service requires employees to have a travel charge card, except as follows:
a. Employees who travel 5 times or less a year.
b. New employees.
c. Employees who have had their Government travel charge card canceled for cause
by the issuing bank.
d. Temporary employees. An employee appointment to a position for work of an
expected duration of less than 1 year (FSH 6109.12, section 61).
e. Term Appointment. Appointment to a position for work of an expected duration
of more than 1 year but not more than 4 years (FSH 6109.12, section 60.5).
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f. Seasonal employees. Annually recurring work requires less than 12 months each
year. (Seasonal work could occur on a part-time or on a full-time basis.) See 5 CFR
340, subpart D and FSH 6109.12, section 61.33.
g. Intermittent employees. Work occurs at sporadic or irregular intervals so that an
employee's hours of duty cannot be scheduled in advance of the administrative
workweek (FSH 6109.12, section 60.34).
h. Employees with credit issues (for example, those with credit problems past or
present).
8. The travel charge card must be used for all expenses, except as defined in FTR 30151.2. In addition, travel expenses associated with incident business or disaster recovery
may be charged to the Centrally Billed Account as opposed to the employee’s travel
charge card. The travel charge card must not be used for local travel expenses.
9. Failure to comply with travel policies and procedures may result in one or more of the
following:
a. Withdrawal of an individual’s authority to authorize travel.
b. Cancellation of the non-compliant travel authorization.
c. Delay in, or denial of, processing the travel reimbursement for disputed items.
d. Employee disciplinary action.
e. Investigation by the Inspector General.
10. Travel authorizations, vouchers, and related documents are subject to audit.
11. For audit purposes, travel documents must be maintained in official travel systems
for a period of 6 years and 3 months from the date the final claim is filed. Travel
documents include travel authorizations, travel vouchers, and all other supporting
documents. Examples of supporting documentation include receipts and foreign travel
approval forms.
12. Ensure all official travel and related administrative tasks as assigned are in
accordance with the aforementioned authorities.
13. Contractors are not authorized to use Government city pair contracts to obtain
discounted airfares or use the electronic travel system.
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300-1.4 - RESPONSIBILITY
300-1.41 - Chief
It is the responsibility of the Chief of the Forest Service to:
1. Approve requests that are less than $40,000 for international and domestic travel to all
conferences and training activities that are considered to be conferences under 5 CFR
410.404, unless specifically restricted by the ATR. This authority may be delegated to the
Senior Accountable Travel Official (SATO).
2. Approve requests for attendance at a funeral or memorial service that involves travel,
transportation, or subsistence expenses. See FSM 6510.
3. Review, recommend approval, and submit:
a. Premium Class Travel.
b. Proposals of conference events with total costs between $40,000 to $75,000 to the
Under Secretary, Natural Resources and Environment (NRE), for final approval.
c. Proposals of conference events with total costs between $75,000 to $500,000
through NRE to the USDA, Office of the Chief Financial Officer (OCFO), for final
approval.
d. Proposals of Agency events with total costs exceeding $500,000 through NRE to
the USDA Assistant Secretary for Administration to submit a waiver to the Office of
Management and Budget (OMB) per Memorandum 12-12.
300-1.42 - Forest Service Deputy Chiefs
It is the responsibility of the Forest Service Deputy Chiefs to:
1. Monitor compliance with the policies on meetings and travel.
2. Review event packages for completeness and approve the decision memorandum,
which includes the location cost comparison information for all events.
3. Perform reviews of conference and training events to ensure the intent of
Congressional and Department direction is being met.
4. Ensure units manage resources in an environmentally positive way, which includes
giving preference to virtual events and facilities which consume less energy.
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300-1.43 - Forest Service Chief Financial Officer
It is the responsibility of the Forest Service Chief Financial Officer (CFO) to:
1. Serve as the Senior Accountable Travel Official (SATO).
2. Approve requests for:
a. Actual subsistence authorization from 150 to 300 percent of the established rate
instead of per diem. This authority may not be re-delegated.
b. Travel (hardship) advances in cases when credit card privileges have been revoked
by the bank.
c. General use of restricted and non-refundable fares.
d. Payment for expenses incurred as a result of the death, illness, or injury of an
employee while the employee was in travel status.
3. Oversee the Forest Service’s travel policy, travel processes, travel card program, and
event management procedures.
4. Promote and maximize travel card rebates.
5. Ensure employees are trained and knowledgeable about travel regulations, manuals,
processes, and the electronic travel system. This includes mandating that approving
officials and all new employees be trained, and when necessary, refresher training for
employees is provided.
300-1.43a - Director of Financial Policy
The Director of Financial Policy has the responsibility to:
1. Prescribe policy and procedures for the Forest Service’s travel process.
2. Submit travel regulations to the OCFO for review no later than June 30 of each year.
3. Coordinate with the Albuquerque Service Center – Human Resources Management
(ASC-HRM) Labor Relations Branch regarding changes in travel policy and procedures.
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300-1.43b - Director of Financial Management Systems
The Director of Financial Management Systems has the responsibility to:
1. Manage the electronic travel system and the interface of travel transactions related to
the Forest Service core financial system.
2. Load, update, and maintain all electronic travel system tables (such as organizational,
group, permission, and accounting tables).
3. Coordinate the development, maintenance, and any updates to the Agency designated
electronic system for local travel reimbursements.
300-1.43c - Director of Human Resources Management (HRM)
The Director of Human Resources Management has the responsibility to coordinate the
development, maintenance, and any updates to the Agency designated electronic system for local
travel reimbursements.
300-1.43d - Director of the Albuquerque Service Center, Budget and Finance
(ASC-B&F)
The Director of the Albuquerque Service Center, Budget and Finance (ASC-B&F) has the
responsibility to:
1. Implement policy and procedures that establish financial control over the Forest
Service’s travel process.
2. Provide Agency-wide assistance with preparation of authorizations and vouchers.
3. Implement risk management controls, policies, and practices to effectively manage the
Travel Card program.
4. Designate employee(s) and alternate(s) in the ASC-B&F, Travel Branch, to administer
the Travel Charge Card program for the Forest Service, as Agency/Organization Program
Coordinators (AOPC).
5. Establish an administrative review process for travel card transactions to identify
possible inappropriate use and/or accounts delinquent 60 days or more.
a. Ensure all examinations and referral activities related to these events are accurately
documented.
b. Notify the ASC-HRM, Employee Relations staff of possible inappropriate travel
card use or delinquencies of 60 days or more.
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6. Review digitally signed vouchers for supporting documentation attached to the
voucher to ensure compliance with OMB Circular A-123.
7. Submit quarterly conference and training data within one month of quarter’s end to the
USDA-OCFO with a copy to the Forest Service CFO.
QUARTER
First
Second
Third
Fourth
PERIOD
October 1 – December 31
January 1 – March 31
April 1
– June 30
July 1
– September 30
REPORT DUE DATE
January 31
April 30
July 31
October 31
8. Review the submission of agency proposals for conference and training events.
9. Coordinate any external requests from Congress, Office of Inspector General (OIG),
or others for Forest Service meetings data.
10. Submit the Forest Service’s Annual Conference and Training Plan to the Forest
Service CFO no later than August 1.
300-1.43e - Assistant Director of Disbursements, Albuquerque Service Center,
Budget and Finance (ASC-B&F)
1. It is the responsibility of the Assistant Director of Disbursements ASC-B&F to:
a. Approve funding of employee transfer to another agency or to other units within
the Forest Service, under the authority in FTR 302-2.105.
b. Approve transfer-of-station travel expenses for new appointees outside the
continuous United States, at the time of appointment or hire, to a duty station within
the continuous United States.
c. Authorize and coordinate the forwarding of travel related claims to the Civilian
Board of Contract Appeals.
d. Approve all Home Marketing Incentive (HMI) awards payments.
2. The Assistant Director of Disbursements ASC-B&F may re-delegate specific
responsibilities to the Travel Branch Chief of the ASC-B&F. These responsibilities
include:
a. Provide Agency-wide assistance with preparation of authorizations and vouchers.
b. Approve travel advances (except in cases of hardship).
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c. Approve transfer-of-station related travel of other (non-Forest Service) agency
personnel to the Forest Service. See FTR 302-2.105.
d. Approve cash payments over $100 for emergency transportation services and for
inadvertent payments to travel agents or common carriers (FTR 301-72.201).
e. Approve requests for group exceptions to the use of the Agency’s Travel
Management Center.
300-1.43f - Travel Branch Chief of the Albuquerque Service Center, Budget and
Finance (ASC-B&F)
Except for the authorities specifically held by the Assistant Director of Disbursements, ASCB&F, the Travel Branch Chief of the ASC-B&F, is delegated authority to perform duties as
stated in 300-1.42d as well as:
1. Approve transfer of station travel authorizations.
2. Prepare quarterly report to be submitted to the USDA OCFO on the use of premium
class travel. See FSH 6509.33 chapter 301.
3. Prepare quarterly reports to be submitted to the USDA OCFO on the Forest Service’s
Conference and Training data.
4. Grant case-by-case exception to the use of the Agency’s Travel Management Center
(FTR 301-50.4 & FSH 6509.33-301-73.104).
5. Issue a travel card with the default limit. Default limits are determined by credit
scores and frequency of travel for each individual employee.
6. Serve as the liaison to the USDA OCFO, contractor, and GSA on travel issues.
7. Monitor the use of centrally billed accounts (CBA) and ensure CBA monthly balances
are reconciled and paid.
8. Maintain the ASC-B&F Travel Branch website.
9. Maintain a secure central file for all current cardholders including: the signed
Employee Acknowledgment Statements, copies of employee certifications, and a copy of
the employee’s application.
10. Regularly monitor reports for potential travel card misuse and delinquent payments.
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11. Provide information and assistance to employees with out-processing, per AD-139,
Final Salary Payment Report, regarding outstanding travel advances, outstanding travel
vouchers, and/or travel card balances.
12. Obtain monthly copies of separated/non-pay status reports from the ASC-HRM.
13. Calculate and submit for payment any late fees due the traveler, if a proper travel
voucher is not reimbursed within 30 calendar days of submission to the approving
official.
14. Provide information and assistance to the Supervisor regarding inappropriate use.
15. Review and provide the Travel Charge Card Delinquency Report to Agency
leadership and the ASC-HRM Employee Relations.
300-1.43g - Federal Agency Travel Administrator (FATA)
1. It is the responsibility of the Washington Office, Federal Agency Travel Administrator
(FATA), Financial Management to:
a. Load, update, and maintain all tables (such as organizational, group, permission,
and accounting tables).
b. Safeguard traveler information against unauthorized access and use.
c. Serve as the Agency Representative to notify the contractor of system related
issues.
2. It is the responsibility of the ACS-B&F Federal Agency Travel Administrator (FATA)
to:
a. Establish groups and routing list based on requests from approving officials.
b. Provide Help Desk support to the entire Forest Service community.
c. Add/Update sponsor information, for example, coordinating reimbursable travel to
another job code.
d. Produce various reports from electronic travel system.
e. Assist travelers with navigation, operation, or functional issues, for example,
updating profiles.
f. Establish profiles and conduct profile maintenance, for example, update credit card
information and name changes.
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300-1.44 - Director of International Programs
It is the responsibility of the Director of International Programs to:
1. Coordinate, process, and approve foreign travel.
2. Develop and maintain foreign travel policy.
300-1.45 - Regional Foresters, Station Directors, Northeastern Area State and
Private Forestry Director, International Institute of Tropical Forestry (IITF)
Director, Forest Products Laboratory Director, and Washington Office Staff
Directors
It is the responsibility of the Regional Foresters, Station Directors, Northeastern Area State and
Private Forestry Director, IITF Director, Forest Products Laboratory Director, and Washington
Office Staff Directors to:
1. Authorize requests for travel of family members, administrative (non-emergency)
travel of non-Government persons in any Government-furnished conveyance on a caseby-case basis.
2. Utilize travel arrangers/preparers for employees.
3. Recommend approval for:
a. Premium Class Travel,
b. Training and Conference Events,
c. Foreign Travel (may not be re-delegated),and
d. Pre-Employment Interview Travel.
4. Establish and approve field per diem rates.
5. Payment of subsistence and transportation expenses for threatened law
enforcement/investigative employees, when the post-authorization is submitted.
6. Review conference and training activities in conference packages for completeness and
approve the decision memorandum.
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300-1.46 - Approving Official
It is the responsibility of the Approving Official to:
1. Approve requests for international and domestic travel to all mission operational
events and training activities that are not considered to be conferences under
5 CFR 410.404.
2. Local Travel: Approve requests for local travel reimbursement submitted to the
Agency designated electronic system.
3. TDY Travel:
a. Review and approve within 5 business days all authorization requests to:
(1) Determine the appropriateness.
(2) Ensure funding is available.
(3) Ensure accounting codes are recorded correctly.
(4) Ensure the method of transportation is the most advantageous to the
Government. Minimize travel time and cost to the Government, provided full
consideration is given to all safety aspects of the travel, such as late hours and
weather conditions (FSH 6709.11, Health and Safety Code Handbook, ch.10).
(5) Ensure the traveler used a Travel Management Center for making travel
arrangements.
(6) Review and ensure supporting documentation is attached.
b. Approve requests for actual subsistence authorization up to 150 percent of the
established rate instead of per diem.
c. Review and approve travel vouchers within 5 business days of receipt. This 5 day
period includes any corrections as a result of the review. Return travel documents
promptly to a traveler for changes, corrections, or additional information.
(1) Ensure supporting documents are electronically scanned and attached.
(2) Ensure the traveler properly used the correct method of payment. The traveler
must enter GOVCC-C for Centrally Billed Account (CBA) and GOVCC-I for
Individually Billed Accounts (IBA).
d. Cancel an authorization.
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e. Restrict payment of travel related expenses to those that are allowable in
accordance with controlling regulations.
f. Recommend approval for premium class travel, training, and conference events.
g. Authorize travel for non-Government persons.
h. Ensure out-processing employees, do not have outstanding travel advances,
outstanding travel vouchers, travel card balances, or have met all service agreement
obligations (transfer of station, tour renewal travel, and so forth).
i. Designate the specific award ceremonies for which employees (and one individual
related by blood or affinity of the employee's choosing) may be reimbursed for travel
expenses.
j. Maintain routing lists and profiles in the electronic travel system.
3. Transfer of Station:
a. Approve temporary quarters in excess of 60 days.
b. Approve additional temporary quarters allowance beyond the first 30 days for
employees using relocation services.
4. Travel Card: Notify ASC-B&F Travel Branch to cancel or deactivate a travel card
when the employee separates from the Agency or converts to a non-pay status.
300-1.47 - Supervisor
The cardholder’s immediate Supervisor has the responsibility to:
1. Ensure the employee reviews FSH 6509.33, chapter 301, pertaining to the use of the
travel charge card.
2. Ensure all cardholders complete the travel card training as required by the
Department.
3. Approve and forward a complete travel card application package to the ASC-B&F
Travel Branch. Incomplete application packages will not be processed.
4. Approve and submit requests for travel charge card limit increases, with justification,
to the ASC-B&F Travel Branch.
5. Notify the ASC-B&F Travel Branch to deactivate and/or reactivate the travel charge
card for seasonal employees with a travel charge card during the off-season.
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6. Notify the ASC-B&F Travel Branch when an employee is transferring between offices
within the Forest Service.
7. Confer with the ASC-HRM Employee Relations and the ASC-B&F Travel Branch
regarding inappropriate card use or account delinquencies. Maintain a written record of
the notification and the explanation received from the employee. Determine adequacy of
the explanation and the need for any further action. If an explanation is inadequate to
support a questionable transaction, contact the ASC-HRM Employee Relations office to
determine if disciplinary action is warranted. Maintain a written record of referrals to the
ASC-HRM Employee Relations office and the resolution of those referrals.
300-1.48 - Travel Arrangers
It is the responsibility of the Travel Arrangers to:
1. Input and update travel authorization requests and complete vouchers on behalf of
invitational travelers, volunteers, and employees assigned to their group.
2. Digitally sign the travel authorization for travelers.
3. Digitally sign the travel voucher for continuous travelers or those who do not have
eAuthentication, such as new employees. Ensure the ink-signed voucher is attached with
the proper documentation. Annotate in the comments section of the travel voucher that
the form is electronically attached.
4. Review status of travel documents for travelers within their assigned organization or
group. This capability provides anytime access to view and edit travel documents.
5. Safeguard traveler information against unauthorized access and use.
300-1.49 - Traveler
It is the responsibility of the Traveler to:
1. Perform all official travel and related administrative tasks as assigned in accordance
with the FTR Part 301-2 General Rules, the ATR, and the provisions of this Handbook.
2. Exercise prudence in terms of cost, location, appropriateness, and public perception
for travel activities.
3. Complete related web-based training, AgLearn, and any other form of training
available to learn and use the electronic travel system to prepare authorizations and file
travel vouchers.
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4. Update and maintain travel preferences in their personal profile, for example, travel
reward points, change in address, and travel card expiration updates.
5. Request approval for actual subsistence expense reimbursement when conditions
appear to warrant such reimbursement and to furnish appropriate justification to support
the request.
6. Digitally sign authorization if the traveler has access to the electronic travel system.
Otherwise, the authorization is signed by the Travel Arranger.
7. Assume personal responsibility for all excessive actual travel costs not approved.
8. Prepare and submit travel vouchers within 5 working days of return or every 2 weeks,
except incident business or mission critical, if on continuous travel.
a. Sign the travel voucher in ink if:
(1) In continuous travel and no access to the electronic travel system, and
(2) Travelers that do not have eAuthentication.
b. Travel Arranger digitally signs on behalf of the traveler, when a traveler is in
continuous travel and for travelers that do not have eAuthentication.
9. Submit requests for local travel reimbursement to the Agency designated electronic
system.
10. Ensure the line of accounting (job code) is correctly recorded.
11. Repay all travel advances, if applicable.
300-1.49a - Travel Cardholder
In addition to the policy for travelers, a travel cardholder has the responsibility to:
1. Perform all official travel and related administrative tasks as assigned in accordance
with the FTR Part 301-2 General Rules, the ATR, and the provisions of this Handbook.
2. Read and familiarize themselves with the contents of the bank’s Cardholder
Agreement and the Forest Service policies regarding the use of the card.
3. Complete travel card training as required by the Department.
4. Notify the ASC-B&F Travel Branch when transferring between offices within the
Forest Service.
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5. Close the travel account with ASC-B&F Travel Branch or Bank. Destroy the travel
card when resigning, retiring, or transferring to another Government agency.
6. Request to be exempt from the mandatory use of the travel card if they have credit
issues. The immediate Supervisor approves the request based on exemptions stated in
301-51.87a.
7. Allow the payment of travel expenses such as transportation, lodging, and car rental
when the voucher is prepared and approved, to be paid directly to the bank, if these
expenses were charged to the employee’s Government travel card. If the expenses were
not charged to the Government travel card, change the electronic travel system setting to
allow payment to the employee. This is considered split disbursement.
8. Use official time to process travel bills received, including the use of communication
equipment. For example phones, faxes, and printers to resolve any billing issues.
300-3 - GLOSSARY OF TERMS
300-3.1 - What do the following terms mean?
The following are definitions of terms as they are used in the context of this Handbook.
Account deactivation. A method to temporarily block the cardholder's ability to perform
account related card transactions without canceling the account altogether. While the
account is deactivated, any transaction attempted by the cardholder is declined at the
point of sale.
Actual Subsistence. The payment of authorized actual costs of lodging and meals.
Agency Head. This title, when used in the Forest Service Travel Regulations, includes
the Chief of the Forest Service.
Agriculture Travel Regulations (ATR). U.S. Department of Agriculture travel
regulations.
Approving Official. Employee’s immediate Supervisor or delegated individual who
approves travel authorizations and vouchers.
Cardholder. The legal agent using the travel charge card to buy goods and services in
support of official Government business. The cardholder is responsible for the card’s
proper use.
Cash advance. Monies received from an ATM via the travel charge card.
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Centrally Billed Account (CBA). A travel charge card that is only used for transportation
tickets for incident and disaster travel, employees without a travel charge card,
non-Government travelers, foreign travel, and ferry services.
City Pair. Government contracted fares/flights between two destinations. It is not
necessarily the least expensive, and no penalty if cancelled.
Conference. A meeting, retreat, seminar, symposium or event that involves attendee
travel. The term “conference” also applies to training activities that are considered to be
conferences under 5 CFR 410.404.
Conference, Other Than Training. Travel performed in connection with a prearranged
meeting, retreat, convention, seminar, or symposium for consultation or exchange of
information or discussion. Agencies have to distinguish between conference and training
attendance and use the appropriate identifier. Example(s): To participate in a planned
program as a speaker/panelist or other form of presentation, host, planner, or other role
designated to oversee a conference or attendance with no formal role, or as an exhibitor.
Employees attending events that fit this definition, that have not been recorded as either
mission operational or training, must be reported as a conference, as required by M-12-12
and the CR, and record the trip purpose identifier as conference, other than training.
Continuous Travel. Traveling 30 days or more with no return to duty station or
residence.
Contract Fares (for transportation):
Capacity-Controlled Fare (_CA). A fare that does not have ticketing time limits,
advance purchase requirements, minimum or maximum stay requirements, travel
time limits, blackout periods, or change or cancellation fees. Capacity-Controlled
Fare is only restricted by the availability of seats.
Unrestricted Coach Fare (YCA). This is the lowest full fare at which every coach
seat is available for sale and may be purchased for one-way travel. An
unrestricted coach fare is fully refundable and not subject to capacity controls,
ticketing time limits, advance purchase requirements, minimum or maximum stay
requirements, travel time limits, blackout periods, or penalty.
Default Monthly Credit Limit. A default monthly limit of $5,800 is established for all
unrestricted travel charge cards. Restricted cards are limited to a $2,900 monthly limit.
Delegated Individual. A peer of the immediate Supervisor or an acting delegated in
writing (FSM 1231.3). It must never be a subordinate of the traveler.
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Distance Test. The distance test is an Internal Revenue Service requirement. It is met
when a new official station is at least 50 miles further from the employee’s current
residence than the old official station is from the same residence.
Domestic/CONUS Travel. Travel within continental United States.
Domestic/OCONUS Travel. Travel outside continental United States.
Due US. A dollar amount owed to the Federal Government. This is a term used in
electronic travel systems.
Employee. Forest Service employees include permanent, temporary (that is,
Administratively Determined, seasonals, and so forth), volunteers, and invitational
travelers.
External Contributions. Financial contributions, awards, and other payments from nonForest Service sources.
FedRooms. A GSA program that provides short-term and long-term lodging options for
Federal Government travelers while on official business. http://www.fedrooms.com.
Field Rates. A reduced per diem rate for remote duty assignments. For example, when
employees provide their own subsistence rather than obtain meals commercially.
Foreign Travel. Travel to other countries.
Forest Service Official Travel System. E-Gov Travel Service 2 (ETS2) is the required
system for Forest Service travelers to use.
Forest Service Travel Regulations. FSH 6509.33.
Fraud. Any felonious act of corruption or attempt to cheat the Government or corrupt the
Government's agents.
Frequent Traveler. A Forest Service employee performing official Government travel six
times or more per calendar year.
Government Travel Charge Card. An individually- or centrally-billed Government
contractor-issued charge card used by authorized individuals to pay for travel and
transportation-related expenses in compliance with the applicable regulations and in
support of official Government business.
Home Marketing Incentive Payment. Payment to an employee for the purpose of
reducing the Government’s relocation costs.
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Househunting Trip. A discretionary relocation allowance authorized for transferees to
find permanent housing at the new duty station.
Inappropriate Use. When the traveler uses the travel charge card for purchases not
associated with official travel.
Infrequent Traveler. A Forest Service employee performing official Government travel
five times or less per calendar year.
Interim Voucher. A travel voucher processed for expenses that are incurred prior to the
beginning of the trip or while on continuous travel.
Invitational Travelers. Authorized travel of individuals either not employed or employed
(under 5 U.S.C. 5703) intermittently in the Government service as consultants or experts
for official activities of the Government. Invitational travelers will utilize travel
arrangers to prepare authorizations.
Line Officers. District Rangers, Forest Supervisors, and Washington Office Staff
Directors.
Local Travel. Travel in the conduct of official business either at or in the vicinity of the
official duty station that is 12 hours or less.
Miscellaneous Expenses Allowance (MEA). Costs associated with relocating that are not
covered by other relocation benefits. Some examples include fees for driver’s licenses
and registration; disconnecting or connecting utilities, appliances, and equipment.
Mission Operational Events. Travel to perform operational or managerial activities.
Travel to attend a meeting to discuss general agency operations, review status reports, or
discuss topics of general interest. Examples: hearings, site visits, information meetings,
inspections, audits, investigations and examinations.
National Leadership Council (NLC) Line Officers. The Chief Financial Officer, Deputy
Chiefs, Associate Deputy Chiefs, Regional Foresters, Station Directors, the Northeastern
Area State and Private Forestry Director, the IITF Director, and the Forest Products
Laboratory Director.
Open Authorization. An authorization allowing an employee to travel on official business
without further authorization under specific conditions. This applies to employees who
are traveling six or more times per year and incident team members.
Residence. The location from which the employee regularly commutes to and from work
on a daily basis.
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Restricted Travel Charge Card Account. This is issued to those employees who have a
credit score of less than 660, have no credit score, or have refused a credit check by the
bank. Restricted accounts are issued a monthly credit limit of $2,900 and do not have
ATM access.
Senior Accountable Travel Official. This individual is responsible for ensuring timely
and accurate reporting to the Office of Inspector General (OIG) and OCFO. The SATO is
responsible for developing conference records management methodology, internal
controls and cost tracking procedures, and other conference oversight responsibilities.
Split Disbursement. When reimbursement for travel expenses, such as transportation,
lodging, and car rental are paid directly to the employee’s Government charge card
account, and the balance is sent to their salary check address.
Sponsored Travel. When part or all of a Government employee’s travel expenses are to
be paid by a non-Federal Government entity.
Temporary Change of Station (TCS). A relocation to a new official duty station for a
temporary period while performing a long-term assignment (6 months or more) and
subsequent return to the previous official station upon completion of the assignment.
Temporary Quarters Subsistence Expenses (TQSE). Expenses incurred by an employee
and/or their immediate family while occupying lodging obtained for the purpose of
temporary occupancy from a private or commercial source.
Training Activities. Employees attending training activities at a conference (such as BIG,
FEW, AGA, etc.) should report the trip as a conference, as required by M-12-12. The
training travel purpose identifier is defined as: "Travel in conjunction with educational
activities to become proficient or qualified in one or more areas of responsibility. 5 USC
4101(4) states that “training” means the process of providing for and making available to
an employee, and placing or enrolling the employee in a planned, prepared, and
coordinated program, course, curriculum, subject, system, or routine of instruction or
education, in scientific, professional, technical, mechanical, trade, clerical, fiscal,
administrative, or other fields which will improve individual and organizational
performance and assist in achieving the agency’s mission and performance goals.” The
term "conference" may also apply to training activities that are considered to be
conferences under 5 CFR 410.404, which states that "agencies may sponsor an
employee’s attendance at a conference as a developmental assignment under section 4110
of title 5, United States Code.....”
Travel Management Center (TMC). An office that is owned, staffed, and operated by a
private contractor to provide a service for booking transportation arrangements, lodging,
and car rental services.
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Unaccompanied Air Baggage (UAB). A portion of an employee’s prescribed weight
allowance of household goods that is normally shipped separately from the major bulk of
furniture. It is usually shipped by an expedited mode, because it is needed immediately
upon the employee’s arrival at the destination.
300-4 - REFERENCES
1. FSM 1231.3, Delegations of Authority and Responsibility;
2. FSH 1309.19, Forest Service Death and Serious Injury Handbook;
3. FSH 6109.11, Pay Administration, Attendance, and Leave Handbook;
4. FSH 6109.12, Employee and Benefits Handbook;
5. FSM 6510, Appropriations and Funds;
6. FSM 6100, chapter 6160, Attendance, Leave, and Telework; and
7. FSH 6709.11, Health and Safety Code Handbook.