Premium-Class Travel (PCT) Report Guidelines
All agencies must submit either data or a negative report to GSA for premium class travel for the previous fiscal year by December 15th.
In FY 2015, GSA began requiring agencies to report on-line reporting tool premium class travel by TICKET, rather than segments as in previous years. This means that if any portion of the TICKET purchased is traveled in “Other-Than-Coach” class, the entire cost of the TICKET must be reported as well as its comparable cost for coach-class for the entire trip.
Negative reports must be submitted if:
- Your agency did not have any premium-class accommodations to report for the fiscal year; or
- Your agency never authorizes premium-class accommodations as a matter of agency policy.
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 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 premium class accommodation is less than the total cost of comparable coach-class fares 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).
Data elements required to be reported by trip ticket are:
- Agency Trip ID;
- Traveler Name;
- Origin; (starting point of the TICKET )
- Destination (ending point of the TDY TICKET. If there are multiple TDY’s, use the farthest location from the origin);
- Travel Origination Date (date travel begins);
- Exception Code (Travel Exception Codes);
- Travel Purpose Code (aka Trip Indicator Code);
- Premium Class Ticket Cost (cost of TICKET containing at least one portion of “other than coach” accommodations);
- Comparable Coach Class TICKET Cost (comparison coach class for the same itinerary if no premium class been authorized); and Coach Class comparable priorities are:
- City Pairs - YCA
- If YCA fare is not available, then use lowest available coach class fare
- If employee’s travel MISSION requires use of a non-City Pairs flight/carrier, use the lowest available coach class for the flight.
Travel Exception Codes
Travel Exception Codes are used to classify the circumstances of each instance of premium class travel. These travel exception codes have been standardized for reporting purposes and are required for Premium Class Travel reporting.
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.