In an effort to gain a better grasp on Temporary Duty (TDY) as an industry professional with no direct government experience, I have tried to create an easy to read and understand document based on the Chapter 301 regulations for this type of travel.
An Official Duty Station or Permanent Duty Station is defined as the designated post of duty or official station, the limits of which are the corporate limits of the city or town in which the employee is stationed or the established subdivision thereof having definite boundaries within which the permanent duty station is located.
Temporary Duty (TDY) is defined as duty at a location(s), other than the permanent duty station of a military or civilian US federal government employee. This includes:
- Official assignments for a temporary period away from the employee’s official station in connection with Government business
- Attendance at approved training courses, meetings and conferences
- Duty as a witness in connection with the employee’s official Government position or to participate in security hearings
- Participation in special civil defense activities authorized under regulations of the employee’s department
- Other officially approved situations as authorized in the employee’s agency’s regulations
Travel orders are the rules set for a particular TDY station. They include any entitlements or limitations that apply to the travel plans. Travel orders include all pertinent personal information, purpose of travel, dates or length of travel, points of origin and destination, authorized transportation including type of transportation and mileage allowance, details (regarding security clearances, baggage allowances, security accommodations, special conveyances, and use of Government quarters), and authorization by appropriate superior.
A standardized or commonly utilized travel route is required unless deviation is necessary for official reasons and is approved. Bus, train, or special conveyance (including personal vehicle) may be used for short distance travel, but air is the most cost effective for the Government long distance travel and, therefore, is generally mandated. Policy states that all air travel by commercial airline be coach class. Business class may be reserved if flying internationally and coach class would require using a foreign air carrier; few exceptions to this are allowed.
Lodging costs are governed by per diems. The per diem for a specified area includes all charges for lodging, meals, transportation to get meals, fees and tips to service staff, as well as incidentals such as laundry. Receipts for lodging are required with the employees travel vouchers listing meals and incidental expenses (MME). Per diems are not in effect for time at permanent duty station or home, time spent on leave while on TDY, indirect travel routes making the trip longer or less cost effective, or if the absence from the permanent duty station is less than 10 hours. Under certain conditions, where the unusual nature of the assignment requires that the necessary lodging and meal costs exceed $5 over per diem, an expense account authorizing an additional percentage of per diem (up to 150% of per diem for a specific location or $50 whichever is greater) will be granted. If adequate government quarters are available, but not used, the lodging portion of the per diem or expense allowance will not be paid.
The government traveler is required to keep a detailed daily travel record. It should include all information relevant to the transportation, lodging, meals, and actual expenses related to necessary but unusual assignments. Records, receipts, unused tickets or transportation requests, as well as penalty checks and refund applications should be collected and included with the record.
On return to Permanent Duty Station, employees are required to complete travel claim vouchers. This is inclusive of all the receipts and records as described above. Normal items claimed include: per diem or actual expense allowance for lodging, usual taxi fares, including tip not in excess of 15 percent of the fare, cost of checking or storing baggage, mileage allowance for privately owned conveyance, ferry and toll fees, excess transportation costs for common carriers when you are required to use higher class of accommodations than authorized on transportation request (Receipts are required.)
By Crystal Wright
References
http://www.tdy-perdiem.com/help/perdiem.asp
http://www.army.mil/usapa/epubs/pdf/p55_22.pdf