MAYOR AND EXECUTIVE AGENCIES - DISTRICT OF COLUMBIA EMPLOYEES TRAVEL AND RELATED EXPENSES - OUT OF CITY TRAVEL: TRANSPORTATION


Published: 1985-03-08

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803 OUT OF CITY TRAVEL: TRANSPORTATION

803.1 Inter-city travel via airplane, bus, or train shall be processed in either of two (2) ways:

(a) Transportation Request (TR) issued by the agency; or

(b) No TR is issued and transportation costs are borne by the employee on official business and reimbursed via the Travel and Related Expenses Voucher (FMS 432).

803.2 For transportation expenses specified in § 803.1 paid by the employee, each claim shall be accompanied by the passenger’s coupon of the ticket.

803.3 The passenger’s coupon shall indicate the traveler’s name, date(s) of travel, class, origin and destination, and the value of the transportation secured.

803.4 The maximum allowable reimbursement for airplane, bus, or train fares shall be the Government rate of the carrier between the points traveled.

803.5 No reimbursements shall be made for stop-overs or changes in travel that are of a personal nature.

803.6 Taxicab, bus, and limousine fares shall be reimbursed at the actual rate of fare, including tip (not to exceed fifteen percent (15%) of the total fare).

803.7 Each request for reimbursement of expenses specified in § 803.6 which exceed ten dollars ($10) shall be accompanied by receipts indicating the date, origin, and destination of trip and fare, plus tip paid. The maximum amount reimbursed per one-way trip shall be thirty dollars ($30).

803.8 The maximum allowable reimbursement for use of a privately-owned automobile in lieu of taxicab, bus or limousine by the employee going to and from the common carrier terminal, residence or official duty station on the day travel is performed shall be at the rate of twenty-one cents (21¢) per mile.

803.9 Parking shall be reimbursed at the actual rate and shall always be accompanied by receipts, regardless of amount.

803.10 The amount of total reimbursement for mileage and parking shall not exceed the taxicab, bus, or limousine fare, including tip, commonly charged for a round trip between the points involved.

803.11 The maximum allowable reimbursement for use of a privately-owned automobile in lieu of airplane, bus, or train to and from residence or official duty station shall be at the rate of twenty-one cents (21¢) per mile, plus tolls.

803.12 Each request for reimbursement for tolls shall always be accompanied by official toll booth receipts, regardless of the amount.

803.13 The amount of total reimbursement for mileage and tolls shall not exceed the airplane, bus, or train fare commonly charged for a round trip between the points involved, unless administratively determined most advantageous to the District of Columbia Government. This exception shall be so indicated and approved on FMS 431.

803.14 The use of rental cars while out of the city on official business shall be approved by the duly authorized official prior to departure. That approval shall be indicated on the request and Authorization for Official Travel (FMS 431)-Section 7 Mode of Transportation - OTHER: “Car Rental.”

803.15 Approved expenses shall be reimbursed at actual rates provided that car rental receipts support amounts claimed.

SOURCE: Final Rulemaking published at 32 DCR 1337, 1339-40 (March 8, 1985).