• COMMERCE TRAVEL REGULATION

COMMERCE
TRAVEL
REGULATION
CHAPTERS 300 TO 304
INTERIM DRAFT
Version 1.0
November 5, 2004
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 COMMERCE TRAVEL REGULATION (CTR) - INTERIM DRAFT
TABLE OF CONTENTS
CHAPTER 300 GENERAL
Subchapter A–Introduction
300-1 The Commerce Travel Regulation (CTR)
300-4 Travel Forms and Citibank Government Travel Card Package
300-5 CD-29, Travel Order, Completion Instructions and Travel Order Codes
300-6 Acronyms
CHAPTER 301 TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
Subchapter A–Introduction
301-1 Applicability
301-2 General Rules
Subchapter B–Allowable Travel Expenses
301-10 Transportation Expenses
301-11 Per diem Expenses
301-12 Miscellaneous Expenses
Subchapter C–Arranging For Travel Services, Paying Travel Expenses, And Claiming
Reimbursement
301-50 Arranging for Travel Services
301-51 Paying Travel Expenses
301-52 Claiming Reimbursement
301-54 Collection of Undisputed Delinquent Amounts Owed to the Contractor
Issuing the Individually Billed Travel Charge Card
Subchapter D–Agency Responsibilities
301-70 Internal Policy and Procedure Requirements
301-71 Agency Travel Accountability Requirements
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301-76 Collection of Undisputed Delinquent Amounts Owed to the Contractor Issuing the
Individually Billed Travel Charge Card
CHAPTER 302 RELOCATION ALLOWANCES
Subpart A–General Rules
302-2 Employee Eligibility Requirements
Subpart B–Agency Responsibilities
CHAPTER 304 PAYMENT OF TRAVEL EXPENSES FROM A NON-FEDERAL
SOURCE
Part 304-1 ACCEPTANCE OF PAYMENT FROM A NON-FEDERAL SOURCE FOR
TRAVEL EXPENSES
304-1 Authority
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
Chapter 300 - Table of Contents
CHAPTER 300–GENERAL
Subchapter A–Introduction
300–1 The Commerce Travel Regulation (CTR)
300-1.1a What is the Commerce Travel Regulation (CTR)?
300-1.3 Where can I find travel information on the Internet?
300-4 Travel Forms and Citibank Government Travel Card Package
300-4(a) Citibank Government Travel Card Requirements
300-4(b) Citibank Government Travel Card Instructions
300-4©) Citibank Government Travel Card Application
300-4(d) Employee Acknowledgment Statement and Approving Official
Certification Statement
300-4(e) Privacy Act Notice
300-4(f) Citibank Government Travel Card Responsibilities
300-4(g) Citibank Government Travel Card Rights
300-4(h) Citibank Government Travel Card Suspension/Cancellation Procedures
300-4(I) Citibank Government Purchase or Travel Card Maintenance Form
300-4(j) Fly America Act Justification Statement
300-4(k) Form CD-29, Travel Order
300-4(l) Form CD-150, Request for Authorization of Travel/Moving Expense
300-4(m) Form CD-210, Record of Gift or Bequest
300-4(n) Form CD-224, Employee Claim for Loss of or Damage to Personal
Property
300-4(o) Form CD-334, Request for Approval of Extra Fare Air Accommodations
300-4(p) Form CD-342, Record of Gifts and Decorations from Foreign Governments
300-4(q) Form CD-369, Travel Advance
300-4®) Form CD-370, Travel Voucher
300-4(s) Form CD-371, Employee Application for Reimbursement of Expenses Incurred
Upon Sale or Purchase (or both) of Residence Upon Change of Official Station
300-4(t) Form CD-372, Expense Record for Temporary Quarters
300-4(u) Standard Form SF-326, Semiannual Report of Payments Accepted from a
Non-Federal Source (Replaces Form CD-538, Acceptance of Payment from
a Non-Federal Source for Travel Expenses
300-4(v) Standard Form SF-1164, Claim for Reimbursement for Expenditures on
Official Business
300-4(w) Standard Form SF-1169, U.S. Government Transportation Requests
(GTRs) Not electronic. Hard copy only available from your agency APC.
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
Chapter 300 - Table of Contents
300-5 CD-29, Travel Order, Completion Instructions and Travel Order
Codes
300-5(a) How do I fill out the Form CD-29, Travel Order (travel order)?
300-5(b) What type of travel code do I use when preparing my travel order?
300-5©) What purpose code do I use when preparing my travel order?
300-5(d) What bureau code do I use when preparing my travel order?
300-6 Acronyms
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-1.3
Subchapter A–Introduction
PART 300-1--THE COMMERCE TRAVEL REGULATION (CTR)
300-1.1a What is the Commerce Travel Regulation (CTR)?
The CTR is issued in accordance with the General Services Administration’s
Federal Travel Regulation (FTR) and under the authority of Department
Administrative Order (DAO) 200-0. The CTR supplements and is used in
conjunction with the FTR. Authorization to travel shall conform to the provisions
of the FTR, CTR and bureau regulations.
300-1.3 Where can I find travel information on the Internet?
You can find travel information at the following Internet sites:
Airline Itinerary Printout (Sabre system): http://www.virtuallythere.com
ATM Locator: http://visaatm.infonow.net/bin/findNow?CLIENT_ID=VISA
Centers for Disease Control (CDC): http://www.cdc.gov/travel/index.htm
Citibank Website: http://www.citibank.com
Currency Converter: http://www.xe.com/ucc/
Department of State: http://travel.state.gov/
DOC Travel Information: http://www.osec.doc.gov/oas/travel/default.htm
GSA Website: http://www.gsa.gov/ (Click on the Policy tab, then click on Travel)
Air Travel City Pairs
Lodging
Per Diem Rates
Travel Agents
Travel Charge Card
Travel Management Centers
Travel Related Services
Federal Travel Regulation
Hotel/Motel Fire Safety Act/Listings
Hotel/Motel Fire Safety Act: http://www.usfa.fema.gov/
Mileage and Map Information: http://www.mapquest.com
300-1-1
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(a)
PART 300-4--TRAVEL FORMS AND CITIBANK GOVERNMENT TRAVEL CARD
PACKAGE
Many forms can be accessed electronically by selecting the following links. Forms not available
electronically can be obtained from your bureau travel contact or the DOC travel coordinator at
(202) 482-1818. The Citibank Government Travel Card Package includes 300-4(a) - 300-4(m)
300-4 Travel Forms and Citibank Government Travel Card Package
300-4(a) Citibank Government Travel Card Requirements
Employees applying for the Citibank Government travel card must:
1. Read and abide by “Citibank Government Travel Card Responsibilities”and
cardholder training;
2. Fill out and sign the “Employee/Approving Official Acknowledgment
Statement”; and
3. Fill out and sign the “Citibank Government Travel Card Application”.
Approving Officials must:
1. Sign the “Employee/Approving Official Acknowledgment Statement”.
Once completed and signed, the “Citibank Government Travel Card Application”
and the “Employee/Approving Official Acknowledgment Statement” is submitted
to your servicing Agency Program Coordinator (APC) for processing.
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(b)
300-4(b) Citibank Government Travel Card Instructions
Complete only the following sections of the application available from your APC:
SECTION II Cardholder Information.
Print or type on the line above requested information. Blocks must contain the employee's
complete name, Agency/Organization Name, Verification Information (mother’s maiden
name), 4th Line Embossing (remains blank), Social Security Number, Home Mailing
Address, Home Phone Number, Business Mailing Address, Business Phone Number,
Email Address, City Pair Program (circle “yes”), Fax Number, Discretionary Codes 1, 2,
and 3 (leave blank), Master Accounting Code (leave blank).
SECTION VI Cardholder Signature.
The employee should read the information contained in the signature block, as well as sign
and date the signature block if he/she understands the terms and conditions for issuance
and use of the card. Employee should make a copy of the application for his/her records
and submit the original application to your servicing APC.
SECTION VII Agency/Organization Program Coordinator Signature.
This section is to be completed and signed only by the APC. The APC must sign the
application and forward it to the contractor.
300-1-3
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4©)
300-4©) Where can I obtain a Citibank Government Travel Card Application?
Contact your operating unit’s APC, or call (202) 482-1818 for information on the
process to obtain the Travel Card Application.
300-1-4
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(d)
U. S. DEPARTMENT OF COMMERCE
EMPLOYEE ACKNOWLEDGMENT STATEMENT AND
APPROVING OFFICIAL CERTIFICATION STATEMENT
I certify that I (1) have received, read and understand the policies and procedures prescribed by the
DOC Travel Handbook issued by the Director for Administrative Services, pertaining to the
Contractor-Issued Government Travel Charge Card Program; (2) shall abide by such policies,
procedures, and other instructions as may be issued by the Department, my bureau/operating unit
and the contractor/card issuer concerning the use of the card issued to me; and (3) acknowledge
that the card is to be used only for expenses incurred incident to officially authorized Government
travel.
(1)
Employee Signature and Date
Name (Type or Print)
Title
Organization and Bureau
(2)
Approving Official/Supervisor Signature and Date
Name (Type or Print)
Title
Telephone Number
NOTE TO EMPLOYEE: Your charge card application will not be processed unless
accompanied by this completed and signed form.
NOTE TO APPROVING OFFICIAL/SUPERVISOR: Your signature certifies that this
employee is authorized to obtain the contractor-issued Government travel charge card. You will
be notified of any inappropriate charges or if the employee's account becomes delinquent.
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(e)
300-4(e) PRIVACY ACT NOTICE
The following information is provided to comply with the Privacy Act of 1974 (5 U.S.C. 552a):
The information requested on the card application form is collected pursuant to Executive Order
9397 and 5 U.S.C. Chapter 57 (as amended) for the purposes of recording travel expenses
incurred by the employee and to claim entitlements and allowances as prescribed in the CTR. The
purpose of the collection of this information is to provide Government agencies necessary
information on the GSA travel card contract which provides travelers with charge cards for
official travel and related expenses, attendant operational and control support, and management
information reports for expense control.
Routine uses which may be made of the collected information and other account information in
the system of records entitled “Travel Charge Card Program GSA/GOVT-3" are as follows: (1)
transfers to appropriate Federal, State, local, or foreign agencies when relevant to civil, criminal,
administrative, or regulatory investigations; (2) pursuant to a request of another Federal agency in
connection with hiring, retention, issuing a security clearance, reporting an employee
investigation, clarifying a job, letter or contract or issuing a license, grant, or other benefit; (3) to a
Member of Congress or to a Congressional Staff Member in response to an inquiry of the
Congressional Office made at the request of the individual about whom the record is maintained;
(4) to officials of labor organizations when necessary to their duties of exclusive representation;
(5) to a Federal agency for accumulating reporting data and monitoring the system; (6) GSA
contract travel agents assigned to agencies for billing of travel expenses; (7) listing, reports, and
records to GSA by the contractor to conduct audits of carrier charges to the Government; and (8)
any other use specified by GSA in the system of records entitled “Travel Charge Card Program
GSA/GOVT-3,” as published in the Federal Register periodically by GSA. The information
requested is not mandatory. Failure to provide the information will nullify the application, and a
charge card will not be issued to the employee.
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(f)
300-4(f) CITIBANK GOVERNMENT TRAVEL CARD RESPONSIBILITIES
What are the employee’s responsibilities for the Citibank Government travel card?
Employees responsibilities are:
a) To take the GSA online training course for travel cardholders which is available at
fss.gsa.gov/gsa-smartpay/traveltraining (copy and paste link into your web browser to access the
page) and obtain a completion certificate.
b) To complete the employee information on the charge card application and sign the application.
c) To complete and sign the Employee Acknowledgment Statement which
acknowledges that the employee has received, read, and understands these policies and procedures
related to the use of the charge card which states that the card shall be used only while on official
travel and not for personal use or use at or in the vicinity of the official duty station or residence
unless the use is related to approved official travel. Obtain the signature of the approving official
or immediate supervisor on the Employee Acknowledgment Statement.
d) To forward the charge card application, cardholder training completion certificate, and
Employee Acknowledgment Statement to their servicing APC for processing. If the APC is
unknown, call the Departmental Program Coordinator, Office of Administrative Services, (202)
482-1818.
e) To agree to the terms and conditions of the Citibank Government travel cardholder Agreement
that is received with the card.
f) To observe the following guidelines regarding the security of the charge card:
1) Exercise the same care and responsibility for the security of the charge card and
number as he/she would with a personal charge card. The charge card will be sent to
either the employee's home or office address as indicated on the charge card application.
2) Exercise security of the charge card by not allowing a secretary, an administrative
assistant, a supervisor, or any other employee or any individual other than the card holder
to store or keep the card.
3) Exercise caution and care in giving the charge card number to another employee to
make travel arrangements on their behalf and when giving signature-on-file authorizations
to TMC.
g) To obtain cash advances from automatic teller machines (ATMs) or directly from a bank
bearing the Visa logo in lieu of receiving advances from an imprest fund or finance office. ATM
withdrawals should be limited to the meals and incidental expense rate (M&IE) for the location
300-1-7
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(f)
of the temporary duty location and other anticipated cash expenses that cannot be charged to the
charge card. Employees are personally liable for cash advances obtained from an ATM even
when the advance is lost or stolen.
h) To contact their APC to find out what the established weekly cash withdrawal limits are for
their bureau. If the limit will not meet the employee’s needs, it can be increased on a case-by-case
basis. Employees must contact their servicing APC to request an increase. Cardholders will be
charged an ATM transaction fee by Citibank of 1.25% of the amount withdrawn which is
reimbursable as a miscellaneous expense on the travel voucher. For ATM locations, call
1-800-CITIATM. In lieu of using the ATM, employees may use their charge card to obtain cash
from a teller in any bank bearing the Visa logo.
Cardholders will be issued Personal Identification Numbers (PIN) by the Citibank. If an
employee does not receive a PIN, does not remember the PIN, or wishes to change the PIN, he/she
should call Citibank at 1-800-790-7206, toll free in the Continental United States, Hawaii, Alaska,
Virgin Islands, Puerto Rico, or Canada, or collect at 904-954-7850 outside these areas to receive a
form that should be completed and submitted to Citibank.
I) To charge lodging, meals (where possible), automobile rentals, gasoline, and other travel related
expenses on their charge card. Personal and family member use of the card and purchases made
in retail stores are strictly forbidden. However, common or shared services or facilities, i.e.,
rooms, meals, etc., with family members may be charged to the card while on official travel. This
does not apply to common carrier tickets. Only your official portion of the charged expense may
be claimed on the travel voucher. NOTE: Use of the Citibank Government travel card at or in the
vicinity of your Official Duty Station (ODS) or residence is strictly forbidden unless its use is in
connection with official travel.
j) To obey rules and regulations governing official travel posted on the Citibank web page,
including use of the Government city-pair fares, American-Flag carriers, or Travel Management
Center (TMC).
k) To procure common carrier transportation through a centrally-billed account (GTA) established
with Citibank. However, employees are authorized to use their charge card to obtain common
carrier tickets from the TMC. If the employee does not personally pick up the tickets and present
his/her charge card, he/she shall complete a signature-on-file form to authorize the TMC to charge
the transportation to his/her charge card. Charging tickets more than a week in advance should be
avoided unless it is necessary to obtain a discount fare. Otherwise, a situation may develop where
an employee receives his/her charge card bill for the ticket prior to receiving a reimbursement
check for the travel.
l) To submit their travel vouchers to their servicing payment office within five (5) working days
after the completion of travel. In most cases, employees will be reimbursed for their expenses
300-1-8
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(f)
before payment is due to Citibank. The cost of common carrier transportation purchased with the
individually-billed charge card shall be itemized on the travel voucher. The original passenger
ticket coupon for common carrier transportation (plane, bus, train) must be attached to the travel
voucher. Claims for transportation must be limited to the amount of the ticket used and should not
include any unused portion of the ticket. Adherence to this policy will ensure that the employee
receives reimbursement from the Department in sufficient time to pay the charge card bill.
m) To comply with the following guidelines and procedures regarding the payment of the monthly
charge card bills:
1) A monthly billing statement from Citibank will be sent to the employee. A statement
will be issued when expenditures are incurred or when a credit is posted to the account. If
a statement is not received, the employee should contact Citibank at 1-800-790-7206 in the
Continental United States, Hawaii, Alaska, Virgin Islands, Puerto Rico, or Canada, or
collect at 904-954-7850 outside these areas.
2) Payment, in full, is due and payable to Citibank upon receipt of the statement but must
be received by Citibank no later than 25 calendar days from the closing date on the
statement in which the charge appeared. The employee is personally liable for all
charges which have been incurred, regardless of whether they have been reimbursed
by their Agency or regardless of whether they exceed the amount reimbursable
under Department travel regulations.
3) Conform with Employee Responsibilities and Conduct, 15 CFR 0.735-16, which
requires Department of Commerce employees to pay each just financial obligation in a
proper and timely manner. Corrective actions (cancellation of the card and/or disciplinary
action) may be taken by the employee's supervisor if the employee fails to pay the bill in a
proper and timely manner or uses the card for non-official purposes. Department
Administrative Order (DAO) 202-751 contains penalty guidelines for disciplinary action
which ranges from written reprimand to removal from Federal service for violation of this
conduct standard.
4) If the charge card bill contains a disputed charge, it is the employee's responsibility to
contact Citibank at 1-800-790-7206 in the continental United States, Hawaii, Alaska,
Virgin Islands, Puerto Rico, or Canada, or collect at 904-954-7850 outside these areas.
Citibank will need to know the following:
--Employee's name and account number
--Reference number of the disputed charges
--Establishment where charge was incurred
--Amount of charge
--Statement date
300-1-9
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(f)
With this information, research can generally be conducted within a few days to resolve
the problem.
n) To report your lost or stolen charge card immediately to Citibank, 24 hours a day, even if the
card number is not known. Call Citibank at 1-800-790-7206, toll free in the Continental United
States, Hawaii, Alaska, Virgin Islands, Puerto Rico or Canada, or collect at 904-954-7850 outside
these areas.
The employee is not liable for any fraudulent charges if the card is lost or stolen provided
they promptly notify Citibank. The employee will be required to review any charges considered
fraudulent and sign an affidavit of forgery stating he/she did not make the charges. All charges
will be the employee's responsibility should he/she refuse to sign the affidavit.
A replacement charge card will be issued within 24 hours of notification, if the card has
been lost or stolen in the United States, and within 48 hours of notification abroad. The card will
be mailed to the cardholders billing address and should arrive in 7-10 days after the loss has been
reported. If the employee is traveling and needs a card replaced immediately, Citibank will work
with the employee to identify the best replacement option.
o) To notify his/her APC when he/she is transferring between bureaus/operating units within the
Department. This notification is necessary in order for internal management reports and mailing
addresses to be kept current. A new card will not be issued when the employee transfers within
the Department. The APC of the losing bureau should notify Citibank to transfer the card and
also notify the APC of the gaining bureau.
p) To return the card, cut in half, and give to his/her supervisor or the APC for cancellation when
leaving, retiring, or transferring to another Government agency. If the coordinator is unknown,
call the Departmental Coordinator in the Office of Administrative Services, Office of
Administrative Operations on (202) 482-1818. (Similar information is available in Section 301-
51.)
300-1-10
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(g)
300-4(g) CITIBANK GOVERNMENT TRAVEL CARD RIGHTS
What are the employee’s rights in regard to the charge card program?
Under the terms of its contract with the General Services Administration, Citibank may not:
a) Conduct credit checks on employees designated to receive Government charge cards, unless
specifically requested by a Federal agency.
b) Release credit information to other than authorized employing agency officials or the
individual cardholder.
c) Sell or otherwise provide employee names or addresses to other commercial interests.
d) Charge membership or interest.
e) Include commercial advertisements or other forms of solicitation with monthly billing
statements.
f) Issue or cancel employees' cards without notifying the APC.
g) Hold employees liable for any charges made with lost or stolen cards, provided the employee
notifies Citibank promptly upon discovering that his/her card has been lost or stolen and signs an
affidavit, if required by Citibank, stating he/she did not make the charges.
(See Section 301-51.16)
300-1-11
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(h)
300-4(h) CITIBANK SUSPENSION AND CANCELLATION PROCEDURES
What are Citibank’s suspension procedures?
Citibank will notify the cardholder when payment for the undisputed amount of the account has
not been received 45 days from the closing date on the billing statement in which the charge
appeared. If payment has not been received 55 calendar days from the closing date, the cardholder
and the APC will be notified that suspension procedures will be initiated. The cardholder’s
account will be suspended if payment for the undisputed amount has not been received 61
calendar days from the closing date, unless directed by the APC. Upon payment of the undisputed
amount, the account will be reinstated.
What are Citibank’s cancellation procedures?
If payment of the undisputed amount has not been received by Citibank 120 calendar days from
the closing date on the billing statement, Citibank will notify the cardholder and the APC that
cancellation procedures will be initiated. The account will be canceled 126 days from the closing
date on the billing statement, unless otherwise directed by the APC. The employee will be
charged a late fee of 2.5% per month on the entire undisputed balance until payment is received.
If the employee’s account is canceled at this time, their accounts may be reported to the national
credit bureaus.
What are Citibank’s reinstatement procedures for cancelled accounts?
At the discretion of Citibank, canceled accounts may be reinstated upon payment of the
undisputed amount, including late fees. Citibank may conduct a credit worthiness check prior to
reinstatement of a canceled account. Employees may also be charged a reinstatement fee.
Can bureau managers, APCs, or any other official override Citibank’s corporate policy
regarding suspension, cancellation, and reinstatement procedures?
Generally, bureau managers, APCs, or any other official cannot override Citibank’s corporate
policy regarding suspension, cancellation, and reinstatement procedures, unless there are
extenuating circumstances.
(See Sections 301-51.18 through 301-51.21)
300-1-12
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(I)
CITIBANK GOVERNMENT PURCHASE OR TRAVEL CARD MAINTENANCE FORM
The form CB004 can be obtained at:
http://www.citibank.com/cashtradetreasury/homepage/wccm/commcards/govt/reference/ap
pendixb.htm
300-1-13
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-4(j)
FLY AMERICA ACT JUSTIFICATION STATEMENT
The Fly America Act requires Federal employees and others performing U.S. Government-
financed travel to use U.S. flag carriers unless U.S. carriers are unavailable. A valid justification
statement must be attached to the travel order when foreign carriers are used. The following is a
guide for preparing the required justification statement.
I certify that it (is/was) necessary for
Traveler:
to use (foreign flag carrier name)
Flight/vessel identification number
or to transport (personal effects/freight)
between and
enroute from to
on (day and date)
for the following reason:
Signature of Traveler:
Title/Position:
Organization:
Date:
300-1-14
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-5(a)
PART 300-5–CD 29, Travel Order, Completion Instructions and Travel Order Codes
300-5(a) How do I fill out the Form CD-29, Travel Order (travel order)?
Fill out the travel order as follows:
Block 1: Indicate temporary duty travel or relocation
Block 2: Indicate a travel order number which will be issued within each bureau in
accordance with respective bureau’s travel order numbering structure.
Block 3A: Indicate the name of the employing bureau–if not a Government employee, enter
the sponsoring bureau.
Block 3B: Indicate your present official duty station– place in which you are employed.
Block 4A: Indicate your full name, including middle initial.
Block 4B: Indicate your title. If the traveler is a private person, or from another organization,
indicate “invitational traveler”.
Block 4C: Indicate your social security number.
Block 5: Indicate the purpose of your trip.
Block 6A: Indicate type of travel code. See 300-5(b) for type of travel codes.
Block 6B: Indicate purpose of trip code. See 300-5(c) for purpose of trip codes.
Block 6C: Indicate bureau code. See 300-5(d) for bureau codes.
Block 7: Indicate all points where official duty is to be performed. Only official points of
travel will be indicated in Block 7.
Block 8A: Indicate when the employee will depart for official travel.
Block 8B: Indicate when the employee will return from official travel.
Block 9: Indicate your organization’s requisition number.
Block 10: Record the applicable accounting code that is to be charged.
If travel spans two fiscal years, indicate the first year in Block 10 and the
second year in Block 15.
Block 11: Indicate main mode of transportation to be used. NOTE: If you were not
authorized to use a privately-owned vehicle (POV) but elect to use a POV, you will
be reimbursed for mileage plus per diem, not to exceed the authorized method of
common carrier transportation cost plus per diem.
Acct. Office Indicate the address of the payment center when transportation is billed directly to
Address: the Government.
Block 12A: Indicate transportation billed directly to the Government.
Block 12B: Indicate all other transportation, per diem, and other (miscellaneous) expenses, and
totals.
Block 13: Indicate per diem rates authorized, both lodging and M&IE. Rate established and
specially approved must be justified in Block 15.
Block 14: Indicate any other necessary expenses.
Block 15: Indicate any special provisions/remarks, such as, authorized leave, when meals are
provided at no cost to the Government, justification for rental car, or justification
for actual subsistence expenses, etc.
Block 16: Signature of requesting/approving official
Block 17: Signature of authorizing official. The authorizing official must be delegated, in
writing, the authority to authorize travel.
300-1-15
COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
300-5(c)
300-5(b) What type of travel code do I use when preparing my travel order?
Indicate the applicable type of travel code in block 6A of the travel order:
1. Domestic – Travel within the limits of the Continental United States
(the 48 states plus the District of Columbia).
2. Foreign – Travel outside the 50 states or territories and possessions
of the U.S. and travel within the U.S. directly connected with such
travel, except local travel of employees stationed abroad.
3. Transfer/Househunt – Travel authorized for purpose of seeking
permanent resident quarters in conjunction with transfer of station.
4. Transfer/Other – Travel authorized for purpose of relocation to a
new official duty station.
5. Other – Travel beyond the limits of the conterminous U.S. (Alaska,
Hawaii, Puerto Rico, and possessions of the U.S. such as American
Samoa, Midway Islands, and Virgin Islands).
300-5(c) What purpose code do I use when preparing my travel order?
Indicate the applicable purpose code in block 6B of the travel order:
1. Program – Site Visit: Visit to a particular site in order to personally
perform operational or managerial activities; e.g., oversee programs,
grant operations or management activities for internal control
purposes; carry out an audit, inspection, or repair activity; conduct
negotiations; provide instructions; provide technical assistance.
2. Administrative – Information Meeting: Attend a meeting to discuss
general agency operations, review status reports, or discuss topics of
general interest. If a site visit was conducted as part of the same
trip, consider the entire trip to be a site visit.
3. Administrative – Training Attendance: To receive training.
4. Administrative – Speech or presentation: To make a speech or a
presentation, deliver a paper, or otherwise take part in a formal
program other than a training course.
5. Administrative – Conference Attendance: To attend a conference,
convention, seminar, or symposium for purposes of observation or
education only with no formal role in the proceedings
6. Program – Relocation: To move from one official duty station to
another (same as a Permanent Change of Station move).
7. Administrative – Entitlement Travel: Travel to which an employee
(or dependent) is entitled as a result of an assignment; e.g., official
vacation or home leave; medical, emergency, and education travel.
8. Program – Special Mission Travel: To carry out a special agency
mission; e.g., non-combat military unit movements; provide
Security to a person or a shipment (such as a diplomatic pouch);
moving witnesses from residence to other locations.
9. Administrative – Other Travel: To travel for reasons (purposes)
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COMMERCE TRAVEL REGULATION - INTERIM DRAFT
Chapter 300–GENERAL
which are not shown in one of the other 8 categories listed above.
10. Administrative – Emergency Travel: Travel to return an employee
from a temporary assignment location at Government expense to
his/her designated post o