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Chapter 301—Temporary Duty (TDY) Travel Allowances
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Appendix C to Chapter 301—Standard Data Elements for Federal Travel

Appendix C to Chapter 301—Standard Data Elements for Federal Travel

[Traveler Identification] 

Group name

Data elements

Description

Travel Authorization

Authorization Number

Assigned by the appropriate office.

Employee name

First Name, Middle Initial, Last Name

Agency guidelines may specify the order, e.g., last name first.

Employee Identification

Employee Number

Must use a number, e.g., SSN, vendor number, or other number that identifies the employee.

Travel Purpose Identifier

Employee Emergency

Travel related to an unexpected occurrence/event or injury/illness that affects the employee personally and/or directly that requires immediate action/attention. Examples: Traveler is incapacitated by illness or injury, death or serious illness of a family member (as defined in §300-3.1 or §301-30.2), or catastrophic occurrence or impending disaster that directly affects the employee’s home. Emergency travel also includes travel for medical care while employee is TDY away from the official station (Part 301-30), death of an employee/immediate family member when performing official duties away from the official station or home of record (Part 303-70), medical attendant transportation (Part 301-30), assistance travel for an employee with special needs (Part 301-13), as well as travel for threatened law enforcement/investigative employees (Part 301-31).

Mission (Operational)

Travel to a particular site in order 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: Employee’s day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations.

Special Agency Mission

Travel to carry out a special agency mission and/or perform a task outside the agency’s normal course of day-to-day business activities that is unique or distinctive. These special missions are defined by the head of agency and are normally not programmed in the agency annual funding authorization. Examples: These agency-defined special missions may include details, security missions, and agency emergency response/recovery such as civil, natural disasters, evacuation, catastrophic events, technical assistance, evaluations or assessments.

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 (see Training below). Examples: To participate in a planned program as a speaker/panelist or other form of presentation, host, planner, or others designated to oversee the conference or attendance with no formal role, or as an exhibitor.

Training

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, when:

(a) The announced purpose of the conference is educational or instructional;

(b) More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in section 4101 of title 5, United States Code;

(c) The content of the conference is germane to improving individual and/or organizational performance, and

(d) Development benefits will be derived through the employee’s attendance.” Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Conference—Other Than Training above). Examples: Job required training, Internships, Intergovernmental Personnel Act, and forums.

 

Relocation

Travel performed in connection with a transfer from one official station to another for employees/immediate family members, as applicable. Examples: Permanent change of station (PCS) moves for domestic and international transferees/new appointees, tour renewal, temporary change of station (TCS), and last move home.

Travel Period

Start Date, End Date

Month, Day, Year according to agency guidelines.

Travel Type

CONUS/Domestic

Travel within continental United States.

OCONUS/Domestic

Travel outside continental United States.

Foreign

Travel to other countries.

Leave Indicator

Annual, Sick, Other

Identifies leave type as the reason for an interruption of per diem entitlement.

Official Station

City, State, Zip

The location where the employee regularly performs his or her duties or an invitational traveler’s home or regular place of business. If the employee’s work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee’s position of record are based is considered the employee’s official station.

Residence

City, State, Zip

The geographical location where employee resides, if different from official duty station.

Payment Method

EFT

Direct deposit via electronic funds transfer.

Treasury Check

Payment made by Treasury check.

Imprest Fund

Payment made by Imprest Fund.

Mailing Address

Street Address, City, State, Zip

The location designated by the traveler based on agency guidelines.

[Commercial Transportation Information] 

Group name

Data elements

Description

Transportation Payment

 

Method employee used to purchase transportation tickets.

Method Indicator

GTR

U.S. Government Transportation Request.

Central Billing Account

A contractor centrally billed account.

Government Charge Card

In accordance with and as provided by agency guidelines.

Cash

 

Transportation Payment Identification Number

Payment ID Number

A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number.

Transportation Method Indicator

Air (other than coach-class)

Air (coach-class)

Non-contract Air, Train, Other

 

Common carrier used as transportation to TDY location.

Transportation in Performance of TDY or While at the TDY Location

POV, Car rental, Taxi, Other

Identifies transportation used while in the performance of TDY or while at the TDY location.

[Travel Expense Information] 

Group name

Data elements

Description

Per Diem

Total Number of Days

The number of days traveler claims to be on per diem status, for each official travel location.

Total Amount Claimed

The amount of money traveler claims as per diem expense.

Lodging, Meals & Incidentals

 

Travel Advance

Advance Outstanding

The amount of travel advance outstanding, when the employee files the travel claim.

Remaining Balance

The amount of the travel advance that remains outstanding..

Subsistence

Actual Days

Total number of days the employee charged actual subsistence expenses.

The number of days must be expressed as a whole number.

 

Total Actual Amount

Total amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation.

Transportation Method Cost

Air (other than coach-class)

The amount of money the transportation actually cost the traveler, entered according to method of transportation.

Air (coach-class)

Non-contract Air, Train

 

Other

Bus or other form of transportation.

Transportation in Performance of TDY or While at the TDY Location

POV mileage

Total number of miles driven in POV.

POV mileage expense

Total amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV.

Car rental, Taxis, Other

 

Constructive cost

Constructive cost

The difference between the amount authorized to spend versus the amount claimed.

Reclaim

Reclaim amount

An amount of money previously denied as reimbursement for which additional justification is now provided.

Total Claim

Total claim

The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses.

[Accounting and Certification] 

Group name

Data elements

Description

Accounting Classification

Accounting code

Agency accounting code.

Non-Federal Source Indicator

Per Diem, Subsistence, Transportation

Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.

Non-Federal Source Payment Method

Check, EFT, Payment “in-kind”

Total payment provided by non-Federal source according to method of payment.

Signature/Date Fields

Claimant Signature

Traveler’s signature, or digital representation. The signature signifies the traveler read the “fraudulent claim/responsibility” statement.

Date

Date traveler signed “fraudulent claim/responsibility” statement.

Claimant Signature

Traveler’s signature, or digital representation. The signature signifies the traveler read the “Privacy Act” statement.

Date

Date traveler signed “Privacy Act” statement.

Approving Officer Signature

Approving Officer’s signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel.

Date

Date Approving Officer approved and signed the travel claim.

Certifying Officer Signature

Certifying Officer’s signature, or digital representation. The signature signifies the travel claim is certified correct and proper for payment.

Date

Date Certifying Officer signed the travel claim.

Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations.

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