BOP Program Statement 2200.04 § 2

When the Agency is not making travel arrangements, the traveler is responsible for finding

lodging within per diem. When practical, the traveler should make lodging arrangements

through the BOP’s TMC or GSA’s FedRooms program to ensure lodging is within per diem.

However, in some cases, it may be more practical for the traveler to make reservations directly

with the hotel.

Example: A hotel that is within close proximity of the TDY office location may not be in the

OBE, and it may be more practical to make the reservation directly with the hotel. If the traveler

cannot find lodging within per diem, he/she must follow the policy on actual lodging expenses.

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C. Cancelling or Changing Travel.

When travel is cancelled or changed, the traveler/travel arranger must be notified immediately.

The traveler/travel arranger must cancel or change all travel reservations (e.g., airline, lodging,

hotel, and/or rental vehicle) and notify the Business Office.

D. Concluding Travel.

At the conclusion of travel, the traveler must submit a proper travel claim, as set forth in this

policy, within five workdays after the completion of travel and return to his/her duty station, or

every 30 calendar days when on extended temporary duty (EX-TDY) travel. If a travel voucher

is returned to the traveler as not being proper, the traveler must resubmit the corrected travel

voucher as soon as possible, but no later than five workdays from notification of error.

Section 301-2.050. Pre-employment Interview Travel.

A. Authority of Payment.

The payment of pre-employment interview expenses is for candidates applying for “shortage-category”/hard-to-fill positions only. It is at the selecting official’s discretion and not an

entitlement of prospective “shortage-category” candidates for employment, subject to availability

of funds.

B. Responsibility of agencies to inform interviewees of Government travel policies.

The Human Resources Office, in conjunction with the Business Office, is responsible for

communicating Government travel rules and procedures to interviewees. Assistance should be

given to the interviewees when the individual is completing a travel voucher.

The following travel expenses will be reimbursed for the pre-employment interview:

■ Transportation expenses.

■ Per diem expenses.

■ Miscellaneous expenses.

■ Travel expenses of an individual with a disability or special need.

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The following travel expenses will NOT be reimbursed for relocation for new appointees:

■ Real estate transactions.

■ Temporary quarters.

■ House-hunting trips.

■ Miscellaneous and en route per diem for family members.

C. Payment of travel expenses.

A centrally billed travel (CBA) account is to be used for transportation by common carrier, other

than local transportation. All other authorized expenses are to be paid by the interviewee with

reimbursement upon submission and approval of a travel voucher. Travel advances are not

authorized for interviewees.

D. Preparation and submission of travel vouchers.

The procedures for submission and review of the interviewee’s travel vouchers are consistent

with those listed in this Program Statement. The authorizing official of the interviewee’s travel

expenses shall also sign the travel voucher as the approving official.

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Part 301-10. Transportation Expenses.

This part sets forth BOP policies on authorized modes of transportation and the use of higher

than coach-class travel accommodations.

Section 301-10.010. Modes of Transportation.

The BOP presumes common carrier transportation to be the most advantageous method of

transportation when traveling between a permanent duty station or other authorized points of

departure and a TDY location. The traveler must use common carrier transportation for all TDY

travel, except when other modes of transportation are more cost effective and/or critical to the

success of the BOP’s mission.

The order of precedence of most advantageous is common carrier, GOV, rental car, then POV.

Section 301-10.020. Airfares.

A traveler on official travel is required to use the fare that is least costly to the BOP that meets

the BOP’s mission-related needs, as outlined in the FTR 301-10.

When making travel arrangements, in an effort to obtain the best Government rate and to ensure

the dates of travel are available, travelers are allowed to book refundable Government contract

airfares through the BOP’s TMC, prior to receiving a signed travel authorization. Travelers

should keep in mind contract fare reservations are ticketed three business days in advance of

travel, and that travel authorizations must be submitted in advance of travel.

A. Contract Fares.

When a contract fare is booked, a traveler must use a _CA fare when it is available. The _CA

fare is less expensive than the YCA fare and provides the greatest savings possible, while

providing the traveler the same benefits as the YCA fare.

There are limited numbers of _CA fares on a flight, so a traveler is encouraged to make flight

reservations as soon as practicable.

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B. Non-Contract Fares.

1. Authorizing Non-Contract Fares.

When booking a non-contract fare under the requirements set by FTR 301-10, the use of a non-contract fare must be specifically authorized by the Travel Authorizing Official in advance of

booking the airfare. This authorization can be made in pen and ink on the original travel

authorization. The Travel Authorizing Official must ensure the travel authorization with the

non-contract fare approval is sent to the Business Administrator for tracking purposes.

If a non-refundable ticket is authorized and is charged to a traveler’s IBA so far in advance of the

trip that the traveler is unable to submit a travel voucher in time to pay the IBA bill, the traveler

may submit a pre-trip travel voucher and be reimbursed for the non-refundable fare before the

trip is taken.

2. Unused Non-refundable or Restricted Tickets.

An airline may provide a credit to a traveler if he/she does not use an authorized non-refundable

fare ticket. The traveler should use the credit toward other official travel if such travel occurs

within the timeframe set by the carrier. If the credit is not used within the timeframe, the ticket

will remain unused and must not be used for personal travel. The Business Administrator will

create and maintain a system for tracking unused tickets. If a traveler was authorized to purchase

a non-refundable ticket and the ticket is not used for reasons acceptable to the travel authorizing

official, the traveler will be reimbursed for the unused ticket. Common sense must be used in

determining what situations are acceptable (e.g., mission-critical, emergency-related,

personal/family emergency, error by infrequent traveler).