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Premium-Class Travel (PCT) Report Guidelines

*NOTE: All travel taken in Fiscal Year 2015 that is Premium Class Travel - TICKET level data should be collected at time of authorization - To be reported October 2015.
 

Beginning in FY 2015, GSA requires agencies to report premium class travel by TICKET, rather than segments as in previous years. If any portion of the TICKET purchased is traveled in “Other-Than-Coach” class, the entire cost of the TICKET must be reported. In order to better comply with this requirement, agencies should collect the Premium Class TICKET level and comparable coach class data throughout FY 2015. This will aid in the reliability and accuracy of data reporting at the end of the FY 2015.
 

The on-line reporting tool requires a login and password. Please contact Cheryl.McClain@gsa.gov for access.

All agencies must submit either data or a negative report to GSA annually by the due date through the on-line reporting tool.

Negative reports may be submitted if:

  • Your agency has reported premium-class travel (PCT) accommodations previously, but does not have any current premium-class accommodations to report; or
  • Your agency never authorizes premium-class accommodations as a matter of agency policy.

Data elements required to be reported by trip ticket are:

  1. Agency Trip ID;
  2. Traveler Name;
  3. Origin;  (starting point of the TICKET )
  4. Destination (ending point of the TDY TICKET. If there are multiple TDY’s, use the farthest location from the origin);
  5. Travel Origination Date (date travel begins);
  6. Exception Code (Travel Exception Codes);
  7. Travel Purpose Code (aka Trip Indicator Code);
  8. Premium Class Ticket Cost (cost of TICKET containing at least one portion of “other than coach” accommodations);
  9. Comparable Coach Class TICKET Cost  (comparison coach class for the same itinerary if no premium class been authorized); and Coach Class comparable priorities are:
    1. City Pairs - YCA
    2. If YCA fare is not available, then use lowest available coach class fare
    3. If employee’s travel MISSION requires use of a non City Pairs flight/carrier, use the lowest available coach class for the flight.
  10. The Premium cost of Travel (Premium Class Ticket Cost minus comparable coach class ticket cost).

Do not report Premium-class accommodations if:

  • Premium-class accommodations paid by the traveler;
  • Premium-class acquired by the traveler through frequent flier points or benefits;
  • Premium-class is considered a free upgrade;
  • The federal government paid coach-class fare (or less) for premium-class accommodations; or
  • Premium-class data protected from public disclosure by statute or Executive Order. However, agencies not reporting data are required to submit the following aggregate information (see Federal Travel Regulation” §300—70.103)1.
  • Aggregate number of authorized other than coach-class trips that are protected from disclosure;
  • Total cost of actual other than coach-class fares paid that exceeded the coach-class fare; and
  • Total cost of coach-class fares that would have been paid for the same travel.

1If the aggregate information is also protected from public disclosure then a negative report must be submitted to GSA (§300-70.103).

Travel Exception Codes are used to classify the circumstances of each instance of premium class travel. The travel exception codes were revised by FTR amendment #2009-06 (74 FR 55145) and became effective on November 27, 2009. These revised travel exception codes have been standardized for reporting purposes and are required for Premium Class Travel reporting.

Additional Guidance

Extra Fare Trains: Trains and other modes of transportation must be reported based on the class of accommodations, per the FTR. Extra fare trains, such as Acela Trains Express, should not be reported as premium class accommodations if the traveler is sitting in the lowest class cabin, even if paid by government funds, §301-10.160. Extra fare trains may be used whenever agencies determine them advantageous to the Government or required for security reasons.

Extra Fare Seats on Airplanes: Seats that require extra fare for early boarding, leg room, seat choice (aisle seat, exit row, etc.), or other options within the lowest class cabin, should not be reported as premium class accommodations, even if paid by government funds, §301-10.124. Extra fare seats may be paid for by the Government whenever agencies determine them advantageous.

CONTACTS

Cheryl McClain
(202) 208-4334

Questions

For all travel policy questions, email travelpolicy@gsa.gov.


Premium-Class Travel Report Guidelines