BOP Program Statement 2200.04 § 3

If a non-refundable fare is authorized and the traveler changes the reservation, resulting in a

penalty, the penalty will be reimbursed if the reason for the change is acceptable to the travel

authorizing official (e.g., mission-critical, emergency-related, personal/family emergency, error

by infrequent traveler). The BOP will not refund a penalty if the traveler makes a change for

his/her convenience.

P2200.04 12/1/2016 19

C. Combining Contract Fares and Non-Contract Fares.

A traveler may use a combination of contract fares and non-contract fares when acceptable.

Non-contract fares must be specifically authorized in advance as stated in FTR 301-10. When a

traveler combines contract fares and non-contract fares, the entire reservation is considered a

non-contract fare and the traveler loses the benefits of a contract fare.

D. Choosing Airports.

The travel authorizing official and the local Union must determine in an Institution Supplement

which airport(s) is most advantageous to the BOP, considering cost and other factors. The

traveler’s time (to include possible compensatory time associated with the trip), the distance

between the point of departure and the airport, the traveler’s work schedule, and the

transportation cost (airfare, including non-contract airfares, transportation to and from the

airport, and parking) should be taken into consideration. If an institution only has regional

airports within the local travel area, the next closest international airport will be considered as

one of the primary airports. Either airport can be used by the traveler, taking into consideration

the above criteria. As stated in 5 U.S.C. 5733, “travel of an employee shall be by the most

expeditious means of transportation practicable and shall be commensurate with the nature and

purpose of the duties of the employee requiring such travel.” If a traveler departs for official

travel from a non-designated airport, the traveler may use the IBA for the airfare; however,

he/she will be responsible for any additional costs.

Section 301-10.030. Higher Than Coach-Class Travel Accommodations.

A traveler must use coach-class accommodations for all official travel, except when authorized

in accordance with the FTR 301-10 and BOP travel policies.

A. Authorizing Higher Than Coach-Class Travel Accommodations.

The Director must authorize all uses of higher than coach-class travel accommodations except

for Medical Disability or Special Needs as described in part B. of this section. This authority

may not be further redelegated.

P2200.04 12/1/2016 20

B. Medical Disability or Special Need.

The travel authorizing official may authorize higher than coach-class travel accommodations

when it is necessary to provide for a medical disability or other special need in accordance with

FTR 301-10.

If the travel authorizing official does not find the traveler’s medical disability or special need to

be clearly visible and discernible, the need must be substantiated in writing by a competent

medical authority. When the travel authorizing official requests a medical justification, the

traveler may substantiate the need for higher than coach-class accommodation based upon a

medical disability or special need on a trip-by-trip, annual, or lifelong basis, as appropriate. An

annual justification must include the estimated duration of the disability or special need of at

least a year. A lifelong justification must indicate that the disability or special need is lifelong.

To ensure confidentiality, the traveler is responsible for maintaining the medical certification. At

no time should medical documentation or the certification be attached to the travel authorization

or travel voucher.

C. Acela Train.

Since the Acela train is considered an extra-fare train, it can only be authorized by the Director

when it is advantageous to the BOP. As the Acela train offers only two classes of service, first-class and business-class, business-class is considered coach-class since it is the lowest class

available.

D. Coach-Class Seating Upgrades.

Airlines may have upgraded, preferred, or more desirable seating in coach-class. In some cases,

this upgraded seating is at an additional cost to the BOP. Upgraded seating with additional cost

to the BOP must be authorized in advance by the Director and cannot be for the convenience of

the traveler.

E. Frequent Traveler Benefits.

A traveler may use promotional benefits, such as frequent flyer points, to upgrade from coach-class travel accommodations to higher than coach-class travel accommodations at no cost to the

BOP. Such a change is considered personal; therefore, the approvals and justifications for higher

P2200.04 12/1/2016 21

than coach-class travel do not apply. A traveler must not use the BOP’s TMC to redeem

promotional benefits; the traveler must redeem promotional benefits directly from the airline that

offered the promotional benefit.

Section 301-10.040. Government Owned Vehicle (GOV).

When transportation by automobile is necessary, a GOV, if available, is presumed to be the most

advantageous method of transportation. When a GOV is authorized, it must be used for official

purposes.

The use of a GOV for Union travel can only be authorized when the travel is deemed mutually

beneficial to the agency. An employee’s family members may accompany the employee on

official business in a Government-owned or Government-funded rental vehicle where such

transportation results in no additional direct costs to the Government with the understanding the

Government is not liable for those individuals.

The following statement should appear on the travel authorization:

“The employee is authorized to have (number) additional passenger(s) accompany him/her in a

Government-leased/Government-owned vehicle.”

If authorized via memorandum, the memorandum must be included in the travel voucher.

Section 301-10.050. Rental Vehicles.

The traveler must make reservations through the BOP’s TMC to ensure the rental car company is

covered under the U.S. Government Car Rental Agreement.

A. U.S. Government Car Rental Agreement.

A traveler must use a Government contract rental car company when a rental vehicle is

authorized for official travel, unless none is available. The traveler must contact the BOP’s

TMC to ensure the rental car company is under the U.S. Government Car Rental Agreement or

refer to the Defense Travel Management Office, U.S. Government Rental Car Program, for a list

of companies under that agreement. The traveler must decline insurance coverage within

CONUS but accept the coverage when traveling in non-foreign OCONUS and foreign areas

P2200.04 12/1/2016 22

where the U.S. Government Car Rental Agreement does not apply. Reimbursement for

insurance within CONUS is not allowed.

A traveler is not liable for loss or collision damage, or for any damage to the vehicle, except as

outlined in the Terms of U.S. Government Car Rental Agreement § 18.

B. Class of Vehicle.

The traveler must rent the lowest-cost vehicle when a rental vehicle is authorized, unless

authorized to rent a larger vehicle as described below. In most cases, this is an

economy/compact vehicle. Travel authorizing officials must authorize a larger-size vehicle if

any of the statements listed below are true:

■ The larger-size vehicle costs the same or is less costly than an economy/compact vehicle.

■ The number of travelers expected to be transported in the vehicle warrants a larger vehicle.

■ There are other factors requiring the use of a larger vehicle, as determined by the travel

authorizing official.

C. Add-on Features.

Travel authorizing officials should authorize add-on features, such as a global positioning system

(GPS), as a miscellaneous expense, when justified.

D. Obtaining a Weekly Rate.

In some instances, it may be less costly to rent a vehicle on a weekly basis, even if the TDY

travel spans less than one week. If the weekly rate is less costly than the daily rate for TDY

travel lasting less than a week, the traveler should choose the weekly rate and return the vehicle

at the end of the TDY travel.

Section 301-10.060. Privately Owned Vehicle (POV).

A POV may be authorized if it has been determined to be the most advantageous mode of

transportation by the travel authorizing official.

If a GOV is not available for use by the traveler, a POV must be authorized even though a GOV

has been determined to be the most advantageous mode of transportation.

P2200.04 12/1/2016 23

When a traveler uses a POV, the traveler must receive a mileage reimbursement. Reimbursement

must be based on one of the following:

■ When a POV has been authorized as the mode of transportation, the POV mileage rate must

be reimbursed at the full mileage rate as prescribed by the GSA.

■ When a GOV has been authorized as the mode of transportation and the traveler uses a POV

as personal preference, the POV mileage rate must be reimbursed at the reduced GOV

mileage rate as prescribed by the GSA.

■ When airfare has been authorized as the mode of transportation and the traveler uses a POV

as personal preference, a cost comparison must be performed. The comparison must be done

using the full POV mileage rate and compared to what the cost would have been if the

employee had traveled by airfare. The traveler must be reimbursed the lesser of the two

costs, not to exceed the cost of airfare. When preparing the comparison, all travel costs must

be considered, including per diem, transportation at the TDY site, miscellaneous expenses,

etc.

Section 301-10.070. Special Conveyances.

Travel authorizing officials may authorize the use of taxicabs, shuttle services, transit system, or

other conveyances as a means of transportation from the traveler’s permanent duty station or

other authorized points of departure to the airport, and for local travel at the TDY location. POV

is reimbursable for travel to the duty station to pick up a GOV when an overnight stay is

involved. The overnight criterion is met for employees performing bus operations who meet the

12-hour per diem requirement.

Section 301-10.080. Travel Expenses Limited to Transportation.

When travel is outside the local area, but only transportation expenses are authorized and

incurred (i.e., not per diem), a traveler may claim reimbursement using the local travel claim

form (e.g., Form SF-1164, Claim for Reimbursement for Expenditures on Official Business).

Section 301-10.090. 400/600 Mileage Thresholds.

When a traveler is authorized GOV or POV as the mode of transportation, the traveler is only

required to drive 400 miles per day. If the TDY destination is over 400 miles away from the

traveler’s permanent duty station, the travel authorizing official must authorize additional travel

time so that the average of 400 miles driven per day is not exceeded.

P2200.04 12/1/2016 24

If the TDY destination is over 600 miles away from the traveler’s permanent duty station, the

authorized mode of transportation must be airfare.

The mileage thresholds described above apply to individual travelers. When a group of travelers

are traveling together, the thresholds may be exceeded, as long as the average miles driven per

traveler does not exceed the 400- or 600-mile thresholds.

Example: Two travelers are authorized a GOV to travel together to a training class where the

TDY destination is 700 miles away from their permanent duty station. Since the average miles

driven per traveler is 350 (700 miles divided by 2 travelers) miles, the 400- and 600-mile

thresholds are not exceeded.

P2200.04 12/1/2016 25

Part 301-11. Per Diem Expenses.

This part sets forth BOP policies on lodging, including actual lodging expenses, and

reimbursement of M&IE.

The travel authorizing official must authorize the per diem rate for the TDY travel site, not the

location where the traveler will obtain lodging while on the TDY travel.

Section 301-11.010. Obtaining Lodging for Official Travel.

A traveler on official Government travel may use conventional or non-conventional lodging.

The traveler should make lodging reservations through the BOP’s TMC or the GSA’s FedRooms

Program (FTR 301-50 and 73). This will help ensure that the lodging obtained is within per

diem. The TMC’s online booking engine and GSA’s FedRooms indicate the lodging rate. The

traveler may call the TMC and ask a TMC agent to find lodging within per diem. If this results

in finding lodging within per diem, the traveler may then make reservations online to avoid the

higher agent-assisted transaction fee and/or follow up with the hotel directly to confirm the

lodging rate. The traveler must make all attempts to obtain lodging within per diem.

Section 301-11.020. Actual Lodging Expenses.

A. Authorizing Authority.

Actual lodging expense reimbursement (any lodging that exceeds the maximum locality lodging

rate prescribed by GSA, the Department of Defense, or the State Department, as applicable) is

permissible if authorized in advance by the Assistant Director for Administration.

The Assistant Director for Administration must authorize only those expenses that are necessary

for official travel and may not exceed the limits set forth in FTR 301-11and this Program

Statement. A traveler must bear any costs above lodging per diem that are not authorized in

advance.

B. Justification for Actual Lodging Expense Reimbursement.

The Assistant Director for Administration (as described in Part A. above) may authorize actual

lodging expense reimbursement if it is properly justified and documented in writing. The

traveler must submit the request in advance of travel; it must include the following:

P2200.04 12/1/2016 26

■ A description of the efforts made to find lodging within per diem.

■ The reason for actual lodging expense reimbursement as listed in FTR 301-11.

■ The printout/screen shot of the search results from the online booking engine or GSA’s

FedRooms displaying lodging rates above per diem.

C. Actual Lodging Expense Reimbursement for Attendance at Conferences.

When justified (as described in Part B. above), the Assistant Director for Administration can

authorize actual lodging expense reimbursement of up to 25 percent above the lodging per diem

rate for attendance at conferences. Actual lodging expense reimbursement may not be

authorized for attendance at conferences, as defined in DOJ Policy Statement 1400.04,

Temporary Duty Travel, when the reason for the actual lodging expense reimbursement request

is that the lodging is prearranged by the conference sponsor. This may result in conference

attendees lodging at other than the prearranged or conference sponsor-preferred locations. All

requirements of this section must be followed and attendees must make every effort to obtain

lodging within per diem. If actual lodging expense reimbursement is not authorized, the traveler

may pay the additional lodging cost at his/her own expense.

Example: A non-Department entity is holding a conference at a specific hotel and has lodging

prearranged for conference attendees. The prearranged lodging rates are above per diem. The

traveler attending this conference is not automatically authorized the higher lodging expense

reimbursement. The traveler must follow all requirements of BOP travel policies and attempt to

find lodging within per diem. This may result in lodging at an alternate location, or personally

paying the excess lodging cost.

Section 301-11.030. Lodging Cancellation Cost.

The traveler is required to take steps to minimize cancellation costs, including cancelling lodging

reservations as soon as travel plans change. Additionally, the traveler needs to retain

cancellation information, in the event the lodging facility improperly bills the traveler. The BOP

may reimburse a traveler the cost associated with cancelled lodging reservations when the

cancellation is beyond the traveler’s control (e.g., curtailed, cancelled, interrupted travel, or

personal emergency) and is acceptable to the travel authorizing official or the cancellation results

in a total cost savings to the Agency. The BOP will not reimburse lodging cancellation expenses

incurred due to personal convenience or failure to follow requirements in the FTR and BOP

P2200.04 12/1/2016 27

travel policies. A traveler must attach a written justification to the travel voucher when claiming

reimbursement associated with cancelled lodging reservations.

Section 301-11.040. Government-Furnished Meals.

Except as described in FTR 301-11 and this section, a traveler is required to adjust his/her M&IE

allowance for meals furnished by the Government and for meals included in an event registration

fee. The traveler must decrease the M&IE rate by deducting the amount of the furnished

meal(s), as shown in charts listed in FTR 301-11for travel within CONUS and FTR 301,

Appendix B, for travel within non-foreign OCONUS and foreign areas. Travel authorizing

officials should authorize the full M&IE allowance if the traveler is unable to consume the

furnished meal(s) because of medical requirements, religious beliefs, or because the traveler was

conducting other official business.

Example: Alex travels to Washington, D.C. on official travel. Alex’s travel authorization

authorizes an M&IE allowance of $71. The Government provides lunch during a full day of

travel. Alex must deduct the amount of the lunch from the M&IE allowance. Alex may receive

an M&IE reimbursement of $53 ($71 − $18).

Table 1: Illustration of how to calculate the adjusted M&IE allowance when the Government

furnishes meals.

Meals & Incidentals M&IE Allowance*

Breakfast $12.00

Lunch $18.00

Dinner $36.00

Incidental expenses $5.00

Total M&IE $71.00

Deduction for Government-furnished lunch ($18.00)

M&IE Allowed $53.00

*Consult the GSA website for actual M&IE deduction rates.

Section 301-11.050. State and Local Lodging Taxes.

Travelers may be exempt from lodging taxes in the specific State or local jurisdiction to which

they are traveling. The lodging tax-exempt locations can be determined by visiting the GSA

SmartPay website. If the traveler is not preparing his/her own travel authorization, the Business

P2200.04 12/1/2016 28

Office will provide the traveler with specific information about tax exemption in the State to

which he/she will travel, and the appropriate tax-exempt form if one is required. If available,

travelers must present the tax-exempt form to the lodging facility at registration, when required.

When a traveler is not in a tax-exempt location, the traveler is required to pay lodging taxes.

Lodging taxes in CONUS and non-foreign OCONUS locations that are not tax-exempt are

reimbursable as a miscellaneous expense. Lodging taxes in foreign areas are included in the

lodging per diem rate.

Normally, the BOP will not reimburse lodging taxes paid by a traveler in tax-exempt States or

local jurisdictions, if the traveler was presented the tax-exempt form prior to travel. If the

lodging facility does not recognize tax-exempt status, the BOP will reimburse the traveler when

the lodging facility improperly charges lodging taxes.

Section 301-11.060. Per Diem When a Trip Begins the Day Another Trip Ends.

Reimbursement for M&IE for a single trip is limited to 75 percent of applicable M&IE rate on

the first and last day of the trip. When a trip begins the same day another trip ends,

reimbursement for M&IE will be adjusted as follows:

■ Reimbursement for M&IE for the first trip is limited to 75 percent on the first and last days

of the trip.

■ Reimbursement for M&IE for the second trip is limited to 25 percent on the first day and 75

percent on the last day of the trip.

This applies only when the traveler returns to the permanent duty station, and begins a new trip

the same day, not when a traveler travels to multiple locations during one trip and departs one

TDY station to travel to another TDY station on the same trip.

Example: Jane has two consecutive trips for an upcoming TDY assignment. The first trip is

from December 2 through December 5, from Washington, DC, to Dallas, TX, and return to

Washington, DC. The second trip is from December 5 through December 15, from Washington,

DC, to New York, NY, and return to Washington, DC. The M&IE reimbursement for the first

trip from DC to Dallas is limited to 75 percent of applicable M&IE on the first and last days

(December 2 and 5). The reimbursement for M&IE for the second trip from DC to NY is limited

to 25 percent of applicable M&IE on the first day (December 5) and 75 percent on the last day

(December 15).

P2200.04 12/1/2016 29

Part 301-12. Miscellaneous Expenses.

This part sets forth BOP policies on reimbursement for miscellaneous expenses incurred while

on official travel; specifically, authorized telecommunication usage (phone calls, internet

connectivity, etc.), laundry and dry cleaning expenses, and baggage expenses. The travel

authorizing official may authorize reimbursement for other miscellaneous expenses, if necessary

and mission-related.

Section 301-12.010. Authorized Telecommunication Usage While on Official Travel.

Travelers are authorized telecommunication usage when on official travel for at least one night.

The travel voucher approving official will limit reimbursements as outlined in this section.

A. Use of a Government-Provided Telecommunication Device or Service.

When possible, a traveler on official travel may use a Government-provided telecommunication

device or service (e.g., a Government-issued cell phone) for authorized personal phone calls

made while on official travel. Personal calls made by travelers on a Government-provided

telecommunication device or service will be of reasonable duration and frequency.

B. Use of a Personal or Other Commercial Telecommunication Device or Service.

A traveler on official travel may use a personal cell phone or other commercial

telecommunication device or service, when section A above is not applicable.

Travelers who incur an actual expense as a result of the travel are eligible to be reimbursed for

telecommunications usage. The Business Office will reimburse the traveler for

telecommunication device or service claims submitted by the employee. In no case should the

reimbursement of telecommunication usage occur when a traveler does not claim reimbursement.

1. Reimbursement Limit Within the Continental United States (CONUS).

A traveler’s total reimbursement for authorized telecommunication usage made within CONUS

is limited to the number of nights the traveler is away on official travel, multiplied by $5.

Example: If a traveler is away for four nights within CONUS, the traveler may be reimbursed

actual costs up to $20 (4 nights * $5 = $20).

P2200.04 12/1/2016 30

2. Reimbursement Limit Between CONUS and Other U.S. Territories.

A traveler’s total reimbursement for authorized telecommunication usage made between any two

of the following: Continental United States, Alaska, Hawaii, Puerto Rico, Guam, the Virgin

Islands, Wake Island, and any Trust Territory is limited to the number of nights the traveler is

away on official travel multiplied by $7.50.

3. Reimbursement Limit Between the U.S. and a Foreign Country.

A traveler’s total reimbursement for authorized telecommunication usage made between the

United States and a foreign country is limited to the number of nights the traveler is away on

official travel multiplied by $10.