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HHS Chapter 3-30
Travel Manual
HHS Transmittal 2000.02 - December 15, 2000

Subject: Travel Reservations, Frequent Flyer Programs, and OPDIV Travel Programs




3-30-00 Purpose

3-30-10 Mandatory Use of Government Travel Management Services for Reservations

3-30-20 Frequent Traveler Programs and Promotional Materials

3-30-30 OPDIV Travel Management Programs





3-30-00 PURPOSE


This chapter provides supplemental guidance for HHS civilian employees and Operating Division (OPDIV) management on making official travel reservations, participating in frequent flyer programs, and implementing OPDIV travel programs.





3-30-10 MANDATORY USE OF GOVERNMENT TRAVEL MANAGEMENT SERVICES FOR RESERVATIONS


When the OPDIV provides travel management services under a Government contract (such as a commercial travel agent - Travel Management Center - or an electronic travel services system), employees must use those services to arrange for common carrier transportation, lodging, and rental car. If an employee uses an unauthorized travel agent or unauthorized travel management system, the employee will be responsible for any additional costs that result from the unauthorized use.





HHS policy exceptions from mandatory use of Government-provided Travel Management Services for Reservations:


• If a Government agency sponsors a conference, arranges for a block of rooms to be available for federal attendees at a specified rate in one or more specific hotels, and provides a telephone number for making reservations, the traveler or his/her office may make the reservation through this method.



• If there is an unusual, urgent, emergency situation where it is not possible to use the Government-provided travel management services for arranging for common carrier transportation, lodging, and/or car rental, the travel authorizing or approving official may grant an exception for the specific travel arrangement, if appropriate justification is provided.





Note: Heads of Operating and Staff Divisions or their designees may grant additional policy exceptions from the mandatory use of Government-provided travel management services for other types of travel arrangements, as deemed appropriate. This policy authority should only be delegated to a senior policy official, such as a Chief Financial Officer, in order to ensure compliance with requirements in the Federal Travel Regulation for agency travel management systems.




Effective Date: Travel on or after January 1, 2001


Federal Travel Regulation Guidelines:

• FTR Part 301-50, Arranging for Travel Services
• FTR Part 301-73, Travel Programs

  
  
  

3-30-20 FREQUENT TRAVELER PROGRAMS AND PROMOTIONAL MATERIALS


Federal Travel Regulation Guidelines:

• FTR Part 301-10, Subpart B, Common Carrier Transportation
• FTR Part 301-53, Using Promotional Materials and Frequent Traveler Programs

A.General Policy


Any promotional benefits or materials an employee receives from a private source in connection with official travel are considered the property of the Government. Frequent traveler benefits earned on official travel should only be used to obtain travel services for a subsequent official travel assignment. Employees should be encouraged to join frequent traveler programs, where membership is expected to reduce government travel costs. Travel authorizing and approving officials may authorize reimbursement for membership fees in frequent traveler programs, if they determine that the benefits of membership are expected to exceed membership costs.



B. Accounting for Frequent Traveler Benefits, such as Mileage Credits

Employees should establish separate frequent traveler accounts for personal versus official use. If they cannot establish separate accounts, it is the employees' responsibility to account for every credit and debit in their combined accounts and submit an accounting to the management of their Operating Division upon request. Absent proper accounting documentation, the entire frequent flyer account balance will be deemed government property. See guidelines in FTR 301-53.



C. Employee Liability for Improper Use of Frequent Traveler and Promotional Benefits


All promotional materials (e.g., bonus flights, reduced-fare coupons, cash, merchandise, gifts, credits toward future free or reduced costs of services or goods, etc.) received by employees in conjunction with official travel and based on the purchase of a ticket or other services (e.g. car rental) are properly considered to be due the Government and may not be retained by the employee (with the exception of complimentary benefits of no value discussed in Paragraph E). Employees who improperly use frequent traveler or other promotional benefits can be subject to disciplinary action and criminal sanctions. Employees may be personally liable to the government for the value of promotional items of value to the government (mileage credits, half-fare coupons, etc.) which were earned on official travel if they use these items for personal travel. This applies even if the government was unable to take advantage of the promotional benefit prior to its expiration.


Note: under certain conditions, employees may keep compensation provided by airlines for voluntarily vacating their reserved seat on a plane. See FTR 301-10, Subpart B, Common Carrier Transportation for requirements pertaining to voluntarily vacating a reserved seat. Also, refer to HHS Travel Manual Section 4-10-70.



D. Redemption of Frequent Traveler Mileage Credits for Accommodation Upgrades


Employees may upgrade their transportation class of service to premium-class other than first-class airline accommodations through the redemption of frequent traveler benefits (such as mileage credits), when they receive authorization to use these benefits for a specific trip from their designated OPDIV authorizing official. Authorization must be documented on the travel order (pre-approved) or, when properly justified, authorization may be post-approved on the travel voucher.


Employees may not upgrade to first-class accommodations through the redemption of frequent traveler benefits (such as mileage credits), unless their travel meets the special conditions listed for first-class travel under the airline accommodation guidelines of FTR 301-10 Transportation Expenses and the designated OPDIV official authorizes the use of frequent travel benefits for such an upgrade on a specific trip. Authorization must be documented on the travel order (pre-approved) or, when properly justified, authorization may be post-approved on the travel voucher.



E. Promotional Program Exception - Complimentary Benefits With No Current or Future Benefit to Government and No Cash Value


Employees may make personal use of benefits from promotional programs (such as complimentary upgrades to first-class involving no exchange of frequent flyer miles, free meals, membership in clubs, and check-cashing privileges) only if:

• The government cannot use the benefit;
• To receive the benefit, the employee does not forfeit a future benefit the Government could use; and
• The benefit can not be redeemed for cash value.
  

If an employee uses a complimentary personal upgrade to a premium-class accommodation for official business travel, the employee must document on the travel voucher that a complimentary promotional upgrade to this accommodation was used. This documentation will provide justification as to why the trip ticket shows premium seating and no authorization for an upgrade was on the travel authorization.




3-30-30 OPDIV TRAVEL MANAGEMENT PROGRAMS


HHS OPDIVs are responsible for providing a travel management program for their employees, which will include: (a) travel management services, (b) commercial passenger transportation services, and (c) travel payment system services. OPDIVs are responsible for establishing and communicating supplemental policies and procedures to govern the use of these travel management, transportation, and payment services, as appropriate. Effective January 1, 2001, all OPDIVs must have a travel management system in place that will meet the requirements of FTR Part 301-73, Subpart B, Travel Management Services, including the requirements of the Hotel/Motel Fire Safety Act.


OPDIV travel management and payment systems should provide for the procurement of travel services through the Government-issued travel card or centrally billed accounts. They should only use Government Transportation Requests (GTRs) when no other option is available or feasible. OPDIVs should adopt commercial practices and eliminate GTR use to the maximum extent possible.


Federal Travel Regulation Guidelines:

• FTR Part 301-10, Subpart B, Use of Contract City-Pair Fares
• FTR Part 301-50, Arranging for Travel Services
• FTR Part 301-73, Travel Programs