You can plan travel efficiently and improve your travel management and systems by using our travel management policies. These policies are continuously evaluated to incorporate new technology, analyze the impact of regulations and laws, and educate and train federal travel professionals.
On this page you’ll find information on:
The role of the internal agency travel policy manager;
Guidelines for planning and attending conferences;
GSA establishes the per diem rates that Federal Executive branch agencies use to reimburse their employees for subsistence expenses incurred while on official travel within the 48 contiguous states and the District of Columbia. The per diem rates consist of a maximum lodging allowance component and a meals and incidental expenses (M&IE) component. More information is available at gsa.gov/perdiem.
Each federal agency has an internal agency travel policy manager. This individual ensures compliance with internal travel rules and regulations. You can direct any travel-related questions to your internal agency travel policy manager.
Your internal agency travel policy manager is usually found in your agency’s Office of Finance or Travel Policy Office. If you need help locating them, contact GSA’s Office of Travel and Relocation Policy at firstname.lastname@example.org.
Planning and Attending Conferences
Travel-related expenses for conferences are covered by FTR Part 301-74 of the Federal Travel Regulation (FTR). FTR only applies if the federal host or attendees must travel for the conference. Below are some additional guidelines for conferences.
FTR will not cover the cost of light refreshments for conferences that do not involve travel. However, if practical and reasonable, agencies planning a conference can provide refreshments for all attendees if some traveled to the conference and others did not. The conference registration fee can cover this cost. For more information, see GSA Travel Advisory #7: Clarification of providing light refreshments at government-sponsored conferences.
If you are an attendee at a conference that includes a meal, but you cannot consume that meal due to dietary, religious, or schedule restrictions for official business, your agency may allow you to claim the full meal and incidental expense (M&IE) allowance to cover the cost of a substitute meal. You must first make a reasonable effort to make alternative meal arrangements and request approval for this accommodation prior to travel, in accordance with your specific agency’s policies.
You are usually required to book lodging accommodations for a conference through your agency’s travel management system (TMS). However, this requirement does not apply if a conference sponsor has set aside rooms for conference attendees at a lodging facility. Instead, you must book lodging directly with the lodging facility.
If you receive promotional benefits or materials from a travel service provider while planning an official conference or other group travel, you may not accept or use these benefits for your personal travel. They are the property of the federal government and you can only accept them on behalf of the federal government.
Review the Federal Travel Regulation (FTR) and your agency’s policy, as it may contain additional clarification or guidance. You should also contact your agency’s local servicing finance, travel or relocation, or personnel office. These local offices are in the best position to review your circumstances and provide appropriate answers. Federal contractors should reach out to their contracting officer.
To receive periodic emails regarding Travel and Relocation Management Policy notifications, send an email to email@example.com. You do not need to type anything in the message subject line and/or body of the email itself in order to be added to the list.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.