PER DIEM, TRAVEL AND TRANSPORTATION ALLOWANCE COMMITTEE 4800 Mark Center Drive, Suite 04J2501 Alexandria, VA 22350-9000 www.defensetravel.dod.mil PDTATAC/leb 27 March 2018 MEMORANDUM FOR SUBJECT: SEE DISTRIBUTION UTD/CTD for MAP/CAP 25-18(I) -- Corrects Lodging Reimbursement Rule 1. SYNOPSIS: Corrects language in JTR paragraph 020303, Table 2-15, item 6 to read after midnight instead of 2400 hours or later. Midnight or 2400 is considered the same day so in order for a traveler to be reimbursed for lodging for the preceding day the traveler must arrive after midnight and not at midnight. This aligns with the policy cited in Federal Travel Regulation (FTR) 301-11.7. 2. The attached revision is forwarded for information purposes only. No coordination or comments are required. 3. This revision was initiated by the DTMO Policy Reform Team. 4. These changes are scheduled to appear in the JTR, dated 1 May 2018. 5. This determination is effective on 1 May 2018. 6. Action Officer: Laural Bernard (laural.e.bernard.civ@mail.mil). //Approved// DONNA K. HADDIX Chief, Policy & Regulations Branch Attachment: Rev 1 Uniformed E-Mail Distribution: MAP Members P&R Branch PMO-DTS GSA-3FT GSA-OGP(MTT) DTMO PPC Civilian E-Mail Distribution: CAP Members P&R Branch PMO-DTS GSA-3FT GSA-OGP(MTT) DTMO CBCA Judges
JTR REVISIONS 020303. Lodging A. *** B. *** C. ***. D. *** E. *** F. *** 1 2 3 4 5 6 7 8 the traveler is limited to what the Government would have paid (the a traveler does not use the total of the ILPP negotiated lodging rate plus taxes, unless the traveler available ILPP lodging at the is tax exempt) and he or she is financially responsible for all other ILPP site, costs associated with other than ILPP site use. an official traveler shares a room with a non-official traveler, multiple travelers on official travel share a room, multiple travelers sign a lease for lodging, a civilian employee lodges a Service member lodges a traveler is en route or arrives at the TDY or stopover location after midnight, lodging is not available at the TDY location, the official traveler is reimbursed the actual daily lodging cost based on the single occupant rate, limited to the lodging portion of the locality per diem rate. A traveler who leases more spacious lodging to accommodate a non-official traveler is not reimbursed for the additional expense. each official traveler is reimbursed for the prorated share limited to the lodging portion of the locality per diem rate. each traveler is reimbursed for the prorated share of the lease amount, up to the lodging portion of the locality per diem rate. The prorated share is based on all of the names of the official travelers on the lease, excluding non-official travelers.* the civilian employee may be reimbursed for the additional lodging costs that the hosts incur for the accommodation if the civilian employee can substantiate the costs and the AO determines the costs are reasonable. the Service member is not authorized lodging reimbursement (see par. 020304). the traveler is allowed per diem as if arrival took place on the preceding day. the AO may authorize or approve obtaining lodging in an adjacent locality where the per diem rate is higher. If the higher rate is not authorized in advance, the traveler must furnish a written statement with the travel voucher explaining the circumstances to validate an AEA based on the TDY location rate.
9 10 11 12 13 14 a traveler purchases or already owns a residence official travel, a traveler purchases a residence, to include a recreational vehicle (RV), official travel under a rentto-buy option, a traveler purchases, sells, or makes payments on a privately owned RV used for lodging during official travel, a traveler is lodged in the CONUS or non-foreign area OCONUS, a traveler is lodged in a foreign area OCONUS, no commercial lodging facility is available at the TDY location or a room shortage exists because of a special event, reimbursement is not authorized for any costs or expenses associated with this lodging. all associated mortgage interest and property taxes previously claimed must be repaid. reimbursement is not authorized for any costs associated with the purchase of the RV. The traveler may be reimbursed the following expenses, limited to the total maximum lodging rate allowed for the entire TDY: a. Parking fees. b. Utility connection, use, and disconnection fees. c. Electricity, gas, water, sewage, bath, and shower fees. d. Dumping fees. a lodging tax is a reimbursable expense. the lodging tax is considered part of the lodging portion of per diem and is not separately reimbursable. the cost of lodging obtained in other than a commercial facility may be authorized or approved when the traveler provides a written explanation of non-availability acceptable to the AO. Reimbursement cannot exceed the locality per diem rate. *For multiple leasees, the long-term (not daily) lodging cost is split equally among the leasees, excluding non-official travelers, before the daily reimbursement rate is computed. G. Reimbursement for Commercial Lodging, Government Quarters, Other Lodging Arrangements, and Miscellaneous Reimbursable Expenses. When a traveler is not on flat-rate per diem and procures long-term lodging, on a weekly or monthly basis, the AO computes the daily TDY lodging costs by dividing the total lodging cost for the period by the number of days the traveler is authorized the lodging portion of the locality per diem rate (see computation example). Expense items that do not accrue on a daily basis are averaged over the number of days the traveler is authorized per diem during the TDY. The AO includes the following costs in determining the long-term lodging cost:
The following pages are the same policy preceding this page but showing tracked changes.
PER DIEM, TRAVEL AND TRANSPORTATION ALLOWANCE COMMITTEE 4800 Mark Center Drive, Suite 04J2501 Alexandria, VA 22350-9000 www.defensetravel.dod.mil PDTATAC/leb 27 March 2018 MEMORANDUM FOR SUBJECT: SEE DISTRIBUTION UTD/CTD for MAP/CAP 25-18(I) -- Corrects Lodging Reimbursement Rule 1. SYNOPSIS: Corrects language in JTR paragraph 020303, Table 2-15, item 6 to read after midnight instead of 2400 hours or later and adds the lodging portion of in front of the words per diem. Midnight or 2400 is considered the same day so in order for a traveler to be reimbursed for lodging for the preceding day the traveler must arrive after midnight and not at midnight. This aligns with the policy cited in Federal Travel Regulation (FTR) 301-11.7. 2. The attached revision is forwarded for information purposes only. No coordination or comments are required. 3. This revision was initiated by the DTMO Policy Reform Team. 4. These changes are scheduled to appear in the JTR, dated 1 May 2018. 5. This determination is effective on 1 May 2018. 6. Action Officer: Laural Bernard (laural.e.bernard.civ@mail.mil). //Approved// DONNA K. HADDIX Chief, Policy & Regulations Branch Attachment: Rev 1 Uniformed E-Mail Distribution: MAP Members P&R Branch PMO-DTS GSA-3FT GSA-OGP(MTT) DTMO PPC Civilian E-Mail Distribution: CAP Members P&R Branch PMO-DTS GSA-3FT GSA-OGP(MTT) DTMO CBCA Judges
JTR REVISIONS 020303. Lodging A. *** B. *** C. ***. D. *** E. *** F. *** 1 2 3 4 5 6 7 8 the traveler is limited to what the Government would have paid (the a traveler does not use the total of the ILPP negotiated lodging rate plus taxes, unless the traveler available ILPP lodging at the is tax exempt) and he or she is financially responsible for all other ILPP site, costs associated with other than ILPP site use. an official traveler shares a room with a non-official traveler, multiple travelers on official travel share a room, multiple travelers sign a lease for lodging, a civilian employee lodges a Service member lodges a traveler is en route or arrives at the TDY or stopover location at 2400 or later,after midnight, lodging is not available at the TDY location, the official traveler is reimbursed the actual daily lodging cost based on the single occupant rate, limited to the lodging portion of the locality per diem rate. A traveler who leases more spacious lodging to accommodate a non-official traveler is not reimbursed for the additional expense. each official traveler is reimbursed for the prorated share limited to the lodging portion of the locality per diem rate. each traveler is reimbursed for the prorated share of the lease amount, up to the lodging portion of the locality per diem rate. The prorated share is based on all of the names of the official travelers on the lease, excluding non-official travelers.* the civilian employee may be reimbursed for the additional lodging costs that the hosts incur for the accommodation if the civilian employee can substantiate the costs and the AO determines the costs are reasonable. the Service member is not authorized lodging reimbursement (see par. 020304). the traveler is allowed the lodging portion of per diem as if arrival took place on the preceding day. the AO may authorize or approve obtaining lodging in an adjacent locality where the per diem rate is higher. If the higher rate is not authorized in advance, the traveler must furnish a written statement with the travel voucher explaining the circumstances to validate an AEA based on the TDY location rate.
9 10 11 12 13 14 a traveler purchases or already owns a residence official travel, a traveler purchases a residence, to include a recreational vehicle (RV), official travel under a rentto-buy option, a traveler purchases, sells, or makes payments on a privately owned RV used for lodging during official travel, a traveler is lodged in the CONUS or non-foreign area OCONUS, a traveler is lodged in a foreign area OCONUS, no commercial lodging facility is available at the TDY location or a room shortage exists because of a special event, reimbursement is not authorized for any costs or expenses associated with this lodging. all associated mortgage interest and property taxes previously claimed must be repaid. reimbursement is not authorized for any costs associated with the purchase of the RV. The traveler may be reimbursed the following expenses, limited to the total maximum lodging rate allowed for the entire TDY: a. Parking fees. b. Utility connection, use, and disconnection fees. c. Electricity, gas, water, sewage, bath, and shower fees. d. Dumping fees. a lodging tax is a reimbursable expense. the lodging tax is considered part of the lodging portion of per diem and is not separately reimbursable. the cost of lodging obtained in other than a commercial facility may be authorized or approved when the traveler provides a written explanation of non-availability acceptable to the AO. Reimbursement cannot exceed the locality per diem rate. *For multiple leasees, the long-term (not daily) lodging cost is split equally among the leasees, excluding non-official travelers, before the daily reimbursement rate is computed. G. Reimbursement for Commercial Lodging, Government Quarters, Other Lodging Arrangements, and Miscellaneous Reimbursable Expenses.. When a traveler is not on flat-rate per diem and procures long-term lodging, on a weekly or monthly basis, the AO computes the daily TDY lodging costs by dividing the total lodging cost for the period by the number of days the traveler is authorized the lodging portion of the locality per diem rate (see computation example). Expense items that do not accrue on a daily basis are averaged over the number of days the traveler is authorized per diem during the TDY. The AO includes the following costs in determining the long-term lodging cost: