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FAC Number: 2024-03 Effective Date: 02/23/2024

31.205-46 Travel costs.

31.205-46 Travel costs.

(a) Costs for transportation, lodging, meals, and incidental expenses.

(1) Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in this subsection. Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs for lodging, meals, and incidental expenses may be based on per diem, actual expenses, or a combination thereof, provided the method used results in a reasonable charge.

(2) Except as provided in paragraph (a)(3) of this subsection, costs incurred for lodging, meals, and incidental expenses (as defined in the regulations cited in (a)(2)(i) through (iii) of this section) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the-

(i) Federal Travel Regulations, prescribed by the General Services Administration, for travel in the contiguous United States , available on a subscription basis from the-

Superintendent of Documents

U.S. Government Publishing Office

Washington DC 20402

Stock No.922-002-00000-2;

(ii) Joint Travel Regulation, Volume2, DoD Civilian Personnel, AppendixA, prescribed by the Department of Defense, for travel in Alaska, Hawaii, and outlying areas of the United States , available on a subscription basis from the-

Stock No.908-010-00000-1; or

(iii) Standardized Regulations (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State, for travel in areas not covered in (a)(2)(i) and (ii) of this paragraph, available on a subscription basis from the-

Washington, DC 20402

Stock No.744-008-00000-0.

(3) In special or unusual situations, actual costs in excess of the above-referenced maximum per diem rates are allowable provided that such amounts do not exceed the higher amounts authorized for Federal civilian employees as permitted in the regulations referenced in (a)(2)(i), (ii), or (iii) of this section. For such higher amounts to be allowable, all of the following conditions must be met:

(i) One of the conditions warranting approval of the actual expense method, as set forth in the regulations referenced in paragraphs (a)(2)(i), (ii), or (iii) of this section, must exist.

(ii) A written justification for use of the higher amounts must be approved by an officer of the contractor’s organization or designee to ensure that the authority is properly administered and controlled to prevent abuse.

(iii) If it becomes necessary to exercise the authority to use the higher actual expense method repetitively or on a continuing basis in a particular area, the contractor must obtain advance approval from the contracting officer .

(iv) Documentation to support actual costs incurred shall be in accordance with the contractor’s established practices, subject to paragraph (a)(7) of this section, and provided that a receipt is required for each expenditure of $75.00 or more. The approved justification required by paragraph (a)(3)(ii) of this section and, if applicable, paragraph (a)(3)(iii) of this section must be retained.

(4) Paragraphs (a)(2) and (3) of this section do not incorporate the regulations cited in paragraphs (a)(2)(i), (ii), and (iii) of this section in their entirety. Only the maximum per diem rates, the definitions of lodging, meals, and incidental expenses, and the regulatory coverage dealing with special or unusual situations are incorporated herein.

(5) An advance agreement (see 31.109 ) with respect to compliance with paragraphs (a)(2) and (3) of this subsection may be useful and desirable.

(6) The maximum per diem rates referenced in paragraph (a)(2) of this subsection generally would not constitute a reasonable daily charge-

(i) When no lodging costs are incurred; and/or

(ii) On partial travel days ( e.g., day of departure and return).

Appropriate downward adjustments from the maximum per diem rates would normally be required under these circumstances. While these adjustments need not be calculated in accordance with the Federal Travel Regulation or Joint Travel Regulations, they must result in a reasonable charge.

(7) Costs shall be allowable only if the following information is documented-

(i) Date and place (city, town, or other similar designation) of the expenses;

(ii) Purpose of the trip; and

(iii) Name of person on trip and that person’s title or relationship to the contractor.

(b) Airfare costs in excess of the lowest priced airfare available to the contractor during normal business hours are unallowable except when such accommodations require circuitous routing, require travel during unreasonable hours, excessively prolong travel, result in increased cost that would offset transportation savings, are not reasonably adequate for the physical or medical needs of the traveler, or are not reasonably available to meet mission requirements. However, in order for airfare costs in excess of the above airfare to be allowable, the applicable condition(s) set forth above must be documented and justified.

(1) "Cost of travel by contractor-owned, -leased, or -chartered aircraft," as used in this paragraph, includes the cost of lease, charter, operation (including personnel), maintenance, depreciation , insurance , and other related costs .

(2) The costs of travel by contractor-owned, -leased, or -chartered aircraft are limited to the allowable airfare described in paragraph (b) of this section for the flight destination unless travel by such aircraft is specifically required by contract specification, term, or condition, or a higher amount is approved by the contracting officer . A higher amount may be agreed to when one or more of the circumstances for justifying higher than allowable airfare listed in paragraph (b) of this section are applicable, or when an advance agreement under paragraph (c)(3) of this section has been executed. In all cases, travel by contractor-owned, -leased, or -chartered aircraft must be fully documented and justified. For each contractor-owned, -leased, or -chartered aircraft used for any business purpose which is charged or allocated, directly or indirectly, to a Government contract, the contractor must maintain and make available manifest/logs for all flights on such company aircraft. As a minimum, the manifest/log shall indicate-

(i) Date, time, and points of departure;

(ii) Destination, date, and time of arrival;

(iii) Name of each passenger and relationship to the contractor;

(iv) Authorization for trip; and

(v) Purpose of trip.

(3) Where an advance agreement is proposed (see 31.109 ), consideration may be given to the following:

(i) Whether scheduled commercial airlines or other suitable, less costly, travel facilities are available at reasonable times, with reasonable frequency, and serve the required destinations conveniently.

(ii) Whether increased flexibility in scheduling results in time savings and more effective use of personnel that would outweigh additional travel costs .

(d) Costs of contractor-owned or -leased automobiles, as used in this paragraph, include the costs of lease, operation (including personnel), maintenance, depreciation , insurance , etc. These costs are allowable, if reasonable, to the extent that the automobiles are used for company business. That portion of the cost of company -furnished automobiles that relates to personal use by employees (including transportation to and from work) is compensation for personal services and is unallowable as stated in 31.205-6 (m)(2).

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IMAGES

  1. Federal Register

    federal travel regulations lodging per diem

  2. Federal Register

    federal travel regulations lodging per diem

  3. GSA 2021 Per Diem Rates for Lodging, Meals, and Incidental Purchases

    federal travel regulations lodging per diem

  4. Federal Register

    federal travel regulations lodging per diem

  5. Federal Register

    federal travel regulations lodging per diem

  6. PPT

    federal travel regulations lodging per diem

COMMENTS

  1. Per diem rates

    Per diem rates look-up Allowances for lodging, meal and incidental costs while on official government travel. ... Federal travel regulations. GSA acquisition manual. Managing the federal rulemaking process. Small business expand menu. Explore small business. Register your business expand menu.

  2. Frequently asked questions, per diem

    The Federal Travel Regulation 301-11.27 states that in CONUS, lodging taxes paid by the federal traveler are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For foreign areas, lodging taxes have not been removed from the foreign per diem rates established by the Department of State.

  3. eCFR :: 41 CFR Part 301-11 -- Per Diem Expenses (FMR Part 301-11)

    Federal Travel Regulation System. Part 301-11. Authority: 5 U.S.C. 5707. Source: FTR Amdt. 70 ... § 301-11.27 Are taxes included in the lodging portion of the Government per diem rate? No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency ...

  4. Per Diem

    Per diem is a set allowance for lodging, meal and incidental costs incurred while on official government travel. Calculation of travel per diem rates within the Federal government is a shared responsibility of the General Services Administration (GSA), the Department of State (DoS), and the Defense Travel Management Office (DTMO).

  5. M&IE Breakdown

    Per diem rates look-up Allowances for lodging, meal and incidental costs while on official government travel. ... Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have ...

  6. Joint Travel Regulations

    Lodging. Integrated Lodging Program Sites ... (GSA) Federal Travel Regulation (FTR), and the Department of State's Standardized Regulations. ... (PDTATAC), or Per Diem Committee, has oversight of the JTR, per DoD Instruction 5154.31, Volume 5 [PDF, 8 pages]. Two working level advisory panels support the subcommittee - the Military Advisory ...

  7. Per Diem Rate Lookup

    Look up per diem rates by location or download annual rates for all locations. GSA sets per diem rates for the contiguous 48 States and the District of Columbia. Rates are updated annually at the start of the fiscal year (or as necessary). View recent changes. DoS sets the per diem rates for foreign locations. Rates are updated at the beginning ...

  8. Publication 463 (2023), Travel, Gift, and Car Expenses

    Federal employees should refer to the Federal Travel Regulations ... You spend $2,165 for the 9 days you are away from home for travel, non-entertainment-related meals, lodging, and other travel expenses. ... The limit is twice the highest federal per diem rate allowable at the time of your travel. (Generally, the federal per diem is the amount ...

  9. 41 CFR Part 301-11 Subpart D -- Actual Expense

    Federal Travel Regulation System. Part 301-11. Authority: 5 U.S.C. 5707. ... (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency's policy, a lesser amount may be authorized. ... Receipts are required for lodging, regardless of amount and any individual meal when the cost exceeds $75. ...

  10. The Electronic Code of Federal Regulations

    Federal Travel Regulation System. Part 301-11. Authority: 5 U.S.C. 5707. ... § 301-11.100 What will I be paid for lodging under Lodgings-plus per diem? When travel is more than 12 hours and overnight lodging is required you are reimbursed your actual lodging cost not to exceed the maximum lodging rate for the TDY location or stopover point.

  11. Federal Travel Regulation (FTR); Lodging Reimbursement

    SUMMARY: The General Services Administration (GSA) is amending the Federal Travel Regulation (FTR) regarding reimbursement of lodging per diem expenses while on temporary duty travel (TDY). This final rule specifically states GSA's policy in regards to reimbursement for personally-owned residence and personally-owned recreational vehicle ...

  12. eCFR :: 2 CFR 200.475 -- Travel costs

    Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the non-Federal entity. Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided the ...

  13. PDF Federal Travel Regulation Overview

    Travel Policy Mission. Ensure Federal agencies spend travel dollars wisely, efficiently, and effectively while accomplishing their missions. Committed to ensuring that government travel policy follows all relevant laws, while applying innovative technology and implementing industry best practices. Federal Government is among the largest travel ...

  14. PDF U.S. Department of Transportation DOT 1501

    1) The standard per diem rate for Oklahoma City is $95/day for lodging and $61/day for. M&IE. Reduced M&IE Rate: To calculate the 60 percent reduced daily per diem rate for M&IE, take the allowed daily M&IE rate, subtract the $5 incidentals, multiply by 60 percent, then add the incidentals back to the total.

  15. 31.205-46 Travel costs.

    (ii) On partial travel days (e.g., day of departure and return). Appropriate downward adjustments from the maximum per diem rates would normally be required under these circumstances. While these adjustments need not be calculated in accordance with the Federal Travel Regulation or Joint Travel Regulations, they must result in a reasonable charge.

  16. Travel resources

    GSA lodging programs Shop for lodging at competitive, often below-market hotel rates negotiated by the federal government. FedRooms provides federal travelers on official business with FTR compliant hotel rooms for transient and extended stays (up to 29 days). The program uses FEMA and ADA-compliant rooms with flexible booking terms at or below per diem rates.

  17. PDF GSA Per Diem Bulletin FTR 24-01

    FEDERAL TRAVEL REGULATION. GSA Per Diem Bulletin FTR 24-01. TO: Heads of Federal Agencies. SUBJECT: Fiscal Year (FY) 2024 Continental Reimbursement Rates. United States (CONUS) Per Diem. 1. What is the purpose of this bulletin? The U.S. General Services Administration's (GSA) FY 2024 per diem reimbursement rates review has resulted in lodging ...

  18. PDF Per Diem Rates

    11. Is there a per diem rate for lodging? There is not a per diem rate for lodging. Return to top 12. Can I pay a combined rate for Lodging, Meals, and Incidental Expenses? A per diem rate can be used for the combined costs of Lodging and M&IE. However, the rates vary depending on location. Use the rate for the area where your employee spends ...

  19. Federal Travel Regulation: Calculating Actual Expense Reimbursement

    Notice of Federal Travel Regulation (FTR) Bulletin 18-09, calculating actual expense reimbursement. SUMMARY: The FTR allows agencies to reimburse employees up to 300 percent of the applicable maximum per diem rate under various circumstances including, but not limited to, when lodging and/or meals are not available within the prescribed ...

  20. PDF Federal Travel Regulation GSA Per Diem Bulletin FTR 20-01

    The General Services Administration's (GSA) Fiscal Year (FY) 2020 per diem reimbursement rates review has resulted in lodging and meal allowance changes for certain locations within CONUS to provide for reimbursement of Federal employees' subsistence expenses while on official travel. This Per Diem Bulletin updates the maximum lodging allowance ...

  21. 41 CFR Part 301-11 Subpart B -- Lodgings-Plus Per Diem

    24 hours or more, on. The day of departure. 75 percent of the applicable M&IE rate. Full days of travel. 100 percent of the applicable M&IE rate. The last day of travel. 75 percent of the applicable M&IE rate. ( b) If you travel by ship, either commercial or Government, your agency will determine an appropriate M&IE rate within the applicable ...

  22. 41 CFR Part 300-1 -- The Federal Travel Regulation (FTR)

    The Code of Federal Regulations (CFR) is the official legal print publication containing the codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government. The Electronic Code of Federal Regulations (eCFR) is a continuously updated online version of the CFR. It is not an official legal edition of the CFR.

  23. Federal travel regulation and related files

    Federal Travel Regulation; Taxes on Relocation Expenses, Withholding Tax Allowance (WTA) and Relocation Income Tax Allowance (RITA) Eligibility ... regarding reimbursement of lodging per diem expenses while on temporary duty travel (TDY). Publication date: 10/14/2011 Effective date: 10/14/2011: FTR Amendment 2011-04 FTR Case 2010-303 [PDF - 148 ...

  24. Travel management policy overview

    Travel management policy overview. Located within GSA's Office of Government-wide Policy, the Office of Travel, Relocation, Transportation, and Mail Policy sets travel policy for most Executive branch agencies through the Federal Travel Regulation (FTR).The office is best known for setting per diem reimbursement rates for lodging and meals, which is the most frequently visited page on the ...

  25. PDF FAQs RELATED TO FEBRUARY 2024 PER DIEM CHANGE

    the lodging per diem allowed by the GSA rate schedule, the traveler must submit a Lodging Exception Request and attach it to the Travel Expense Voucher. o The same applies if the hotel offers a "GOV" rate that is higher than the federal per diem rate. It is the traveler's responsibility to know the federal per diem