Use of Privately Owned Vehicles versus Rental Cars when TDY

» Posted by on Dec 23, 2012 in Industry Postings, Rental Cars | 1 comment

Government agencies are faced with reduced budgets in recent years due to the economy. At our agency, employees have been asked to submit suggestions to improve processes and save money during this time of limited resources, and several suggestions have been submitted that relate to government travel. One suggestion that was submitted was that a comparison worksheet should be required to compare the costs of a rental vehicle versus a privately owned vehicle (POV) where air transportation is not utilized for TDY. The submitter believed that some savings could be achieved in utilizing a rental vehicle instead of a POV, because the reimbursement for a POV often seems to exceed what would have been the reimbursement for a rental car.

Government travel should be performed using the most expeditious and cost-effective transportation mode. Although it does not directly compare POV to rental vehicle, a “constructed travel” comparison worksheet is already required by regulation when a traveler prefers to use a travel mode other than the standard or authorized mode. The standard modes are commercial air or transportation by a Government owned conveyance (i.e., auto, bus, plane). If a traveler would prefer to rent a car or drive a POV, the traveler must provide the Approving Official (AO) a comparison of costs and travel details for both the standard and preferred modes using the constructed travel worksheet.

The AO reviews the completed constructed travel worksheet and determines whether the alternate mode of travel is authorized, and if the traveler will be subjected to a limited reimbursement. The constructed travel worksheet should be submitted at the time of the authorization so that the AO can make an informed decision. If the AO determines that reimbursement will be limited, the traveler has time to determine whether they would prefer to travel by the standard mode or the alternate mode. To ensure that AOs are aware of this requirement, this will be emphasized in our FY 2012 AO training courses.


K. Barnoski, 2012.    Disclaimer: The contents of this message are mine personally and do not reflect any position of the Government or my agency.

1 Comment

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