FTR Part 301-52

AMENDMENT 2007–05 OCTOBER 31, 2007
Chapter 301—Temporary Duty (TDY) Travel Allowances
Part 301-52—Claiming Reimbursement

§301-52.9

PART 301-52—CLAIMING REIMBURSEMENT
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2.,
Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).
§301-52.1 Must I file a travel claim?
Yes.
§301-52.2 What information must I provide in my travel
claim?
You must provide the following:
(a) An itemized list of expenses and other information
(specified in the listing of required standard data elements
contained in Appendix C of this chapter, and any additional
information your agency may specifically require), except:
(1) You may aggregate expenses for local telephone
calls, local metropolitan transportation fares, and parking
meter fees, except any individual expenses costing over $75
must be listed separately;
(2) When you are authorized lodgings-plus per diem,
you must state the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you
must state the reduced rate your agency authorizes on a daily
basis; and
(4) When your agency limits M&IE reimbursement to
the prescribed maximum M&IE for the locality concerned,
you must state the reduced rate on a daily basis.
(5) Your agency may or may not require itemization of
M&IE when reimbursement is limited to either the maximum
M&IE locality rate or a reduced M&IE rate is authorized.
(b) The type of leave and the number of hours of leave for
each day;
(c) The date of arrival and departure from the TDY station
and any non-duty points visited when you travel by an indirect
route other than a stopover to change planes or embark/disembark passengers;
(d) A signed statement, “I hereby assign to the United
States any rights I may have against other parties in connection with any reimbursable carrier transportation charges
described herein,” when you use cash to pay for common carrier transportation.
§301-52.3 Am I required to file a travel claim in a specific
format and must the claim be signed?
As soon as your agency fully deploys the E-Gov Travel
Service (ETS), you must use the ETS to file all your travel
claims. (Agencies are required to fully deploy the ETS no
later than September 30, 2006.) Until that time, you must file
your travel claim in the format prescribed by your agency. If
the prescribed travel claim is hardcopy, the claim must be
signed in ink. Any alterations or erasures to your hardcopy
travel claim must be initialed. If your agency has electronic
processing, use your electronic signature where required.

§301-52.4 What must I provide with my travel claim?
You must provide:
(a) Evidence of your necessary travel authorizations
including any necessary special authorizations;
(b) Receipts for:
(1) Any lodging expense, except when you are authorized a fixed reduced per diem allowance;
(2) Any other expense costing over $75. If it is impracticable to furnish receipts in any instance as required by this
subtitle, the failure to do so must be fully explained on the
travel voucher. Mere inconvenience in the matter of taking
receipts will not be considered; and
(3) Receipts must be retained for 6 years and 3 months
as prescribed by the National Archives and Records Administration (NARA) under General Records Schedule 6,
paragraph number 1 (http://www.archives.gov/records-mgmt/
ardor/grs06.html).
§301-52.5 Is there any instance where I am exempt from
the receipt requirement in §301-52.4?
Yes, your agency may exempt an expenditure from the
receipt requirement because the expenditure is confidential.
§301-52.6 How do I submit a travel claim?
You must submit your travel claim in accordance with
administrative procedures prescribed by your agency.
§301-52.7 When must I submit my travel claim?
Unless your agency administratively requires you to submit your travel claim within a shorter timeframe, you must
submit your travel claim as follows:
(a) Within 5 working days after you complete your trip or
period of travel; or
(b) Every 30 days if you are on continuous travel status.
§301-52.8 May my agency disallow payment of a claimed
item?
Yes, if you do not:
(a) Provide proper itemization of an expense;
(b) Provide receipt or other documentation required to
support your claim; and
(c) Claim an expense which is not authorized.
§301-52.9 What will my agency do when it disallows an
expense?
Your agency will disallow your claim for that expense,
issue you a notice of disallowance, and pay your claim for
those items which are not disallowed.
301-52-1