TRAVEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000200220001-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 35
• Document Creation Date: December 12, 2016
• Document Release Date: July 15, 2002
• Sequence Number: 1
• Publication Date: March 3, 1953
• Content Type: REGULATION

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Security 7ormation HB
Handbook No.1 u is published for the assistance
of Agency personnel in a processing of individuals in
a travel status; as a guide for employees responsible for
administrative details of travel procedures; and general
information for use of the traveler.
This Handbook does not supersede or revise any existing
CIA Regulation or Notice but supplements the following
CIA Regulations.
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3 March 1953
WALTER REID WOLF
Deputy Director
(Administration)
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TRAVEL PROCESSING GUIDE
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3 Marc 1953
1
SECTION I - TRAVEL ORDERS . . . . . . . . . . . . . . . . .
II-CENTRAL PROCESSING BRANCH . . . . . . . . . .
III-INFORMATION FOR THE TRAVELER . . . . . . . . .
IV - TRAVEL ADVANCES . . . . . . . . . . . . . . . .
V -TRAVEL VOUCHERS . . . . . . . . . . . . . . . 23
VI -REGULATIONS AND LEGISLATION AUTHORIZING TRAV L
AND TRANSPORTATION AND STORAGE OF FURNITUR ,
HOUSEHOLD, AND PERSONAL EFFECTS . . . . . . . 31
VII -PUBLIC LAWS (Extracts) . . . . . . . . . . . . . . . 37
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3 March 1953
TRAVEL PROCESSING GUIDE
SECTION I - TRAVEL ORDERS
CONTENTS
Page Page
GENERAL . . . . . . . . . . 1 INVITATIONAL TRAVEL . . . . 8
CHECK LIST . . . . . . . . . 1 CARRIERS OTHER THAN UNITED
TRAVEL RATES . . . . . . . . 8 STATES REGISTRY . . . . . 9
1. GENERAL
Official travel orders must be issued for all staff personnel prior to actual travel,
except as provided in CIA Regulation No.= (1) d and (4).
a. AUTHORIZATION
Office heads or their designees are authorized to sign, as authorizing officials,
travel orders for personnel under their supervision, except that:
(1) EOD travel orders must be authenticated by the Assistant Director
(Personnel).
(2) No officer may sign as authorizing official on his own travel order.
b. TIME ELEMENTS
(1) Completed travel orders will be submitted to the Central Processing
Branch. The initiating office should prepare requests for travel in suffi-
cient time to allow processing through normal channels. Only in cases
of emergency should requests be hand carried.
(2) Domestic travel orders should be delivered to the Central Processing
Branch at least 72 hours before actual departure time.
(3) Foreign travel orders should reach the Central Processing Branch as soon
as possible after the requirement for travel is apparent, but in any case
within the following limits:
(a) Six weeks prior to departure for employees who have not been im-
munized.
(b) Four weeks prior to departure for employees who have been appro-
priately immunized for the areas to be visited.
c. PREPARATION
(1) Form No. 33-27, Travel Order, will be prepared in a sufficient number of
copies for all travel, domestic and foreign, of all staff employees. (See
Figures 1, 2, 3, and 4 for specimen travel orders.)
(2) All copies of the travel order must be legible. An electric typewriter, if
available, should be used for preparing travel orders.
(3) One copy of the travel order should be retained by the initiating office.
All others should be forwarded to the Central Processing Branch.
2. CHECK LIST
The following check list is to be used as a guide in the preparation of travel
orders. Items are keyed by their letter to the applicable box on the form as
shown in Figure 5. Every item is important. DO NOT OVERLOOK any of the
items on the list.
(a) Assign a travel order number. Numbers should be assigned in
numerical sequence, preceded by appropriate office symbol and suf-
fixed by the last two numbers of the fiscal year and, when using
vouchered funds, the letters XG, e.g., DD/P-FI-1-53XG; DD/P-FI-2-
53XG, etc. When using unvouchered funds, drop the XG, e.g., DD/P-
FI-1-53; DD/P-FI-2-53, etc.
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(b) Show the allotment account symbol to which travel will be charged.
(c) Type full name exactly as on Personnel File.
(d) Give Washington extension on which traveler can be reached. Leave
blank if traveler is outside of Washington.
(e) Indicate traveler's present grade and salary. For Armed Forces per-
sonnel show rank and serial number. If traveler is assigned another
grade for quarters allowance purposes, such information should be
indicated under Q), Special Provisions. Leave blank if traveler is
a consultant or an invitee.
(f) Insert position title. If the traveler is a consultant, use such title.
Any other non-CIA individual being called in at Agency expense
should be called "Invitee."
(g) Indicate official station to which the traveler is permanently assigned,
or from which a permanent change of station is made. If a new
SF 52, Request for Personnel Action, is required to effect change of
station, note date the SF 52 was submitted, e.g., "SF 52 to PDC 15
August 52."
(h) Itinerary should be stated in sufficient detail to permit procurement
of travel space without further consultation with the traveler. If
possible, show date at each arrival and departure point.
(i) State reason for the travel, both foreign and domestic, in sufficient
detail to permit understanding by an auditor. Classified orders will
be retained within the Agency. Therefore, such general statements
as "Official business" or "Operational reasons" will not be considered
adequate justification.
(j) Indicate all special provisions concerning the travel. These include :
extra-fare trains; excess baggage; special travel accommodations;
special reimbursement arrangements such as representation allow-
ance; break in travel for leave purposes; transportation of automo-
bile; movement of dependents (including names, ages, and sex) ; and
other out-of-the-ordinary arrangements.
(k) Indicate appropriate coordination. To ensure that coordination has
been properly effected, the following points should be used as a guide:
(1) Coordination must be effected with the Deputy Director (Plans)
for all overt personnel en route to covert areas overseas.
(2) For covert personnel, coordination must be effected with other
covert offices having representation in the geographical area in-
volved.
(3) Prior theater clearance authorization as required.
(4) Approval by the Security Office.
(5) Arrangements for travel involving cover
Cover Division, Plans, (FI/DD/P).
(1) Unless indicated to the contrary, maximum per diem rates will be
allowable.
(m) Insert estimated cost of travel. The schedule of rates in paragraph
3 below should be used for computing estimated cost.
(n) Indicate date or approximate date travel will begin.
(o) Indicate date or approximate date travel will end.
(p) Specify modes of travel to be employed, indicating preference. These
include government and/or commercial transportation (train, bus,
airplane, vessel), or privately owned automobile.
(q) Check appropriate box if any part of the travel is to be performed
in a privately owned automobile.
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Domestic
Washington New York $ 20. $ 40.
Boston 35. 70.
South 75. 150.
East Coast 25. 50.
Mid-West 60. 120.
W
t
(r) If seven cents per mile is authorized as being more advantageous to
the Government, state why.
(s) Check appropriate box or boxes. If traveler is not to be authorized
advance of funds, such information should be shown in the blank
space by the authorizing official.
(t) Insert title of the official who has been delegated authority to issue
the travel order.
(u) Ensure that the order is properly signed and dated by the authorizing
official. The dotted line above the signature line of the authorizing,
official may be used for subordinate approval if required.
3. TRAVEL RATES
The following schedule should be used for computing the estimated cost of travel
to be reflected on the travel order:
ROUND
FROM TO ONE WAY TRIP
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es
Coast 175. 350.
Foreign
South America $ 600. $1,150.
Europe , 500. 1,000.
Middle East 1,000. 1,800.
Far East 1,200. 2,000.
Note: Schedule includes average costs of transportation, per diem
while en route, etc. for one traveler.
4. INVITATIONAL TRAVEL
a. The cost of all invitational travel of candidates or applicants for staff em-
ployment (excluding invitees for project or contract positions) will be charged
to Personnel Office funds, not to the funds of the office requesting the travel.
The Personnel Office will act as the approving office for such requests under
authority of paragraph 6.Oa(5) of the Confidential Funds Regulations, 'which
reads as follows:
"No candidate or applicant for staff employment by CIA will be
invited to travel to Washington at government expense for assess-
ment or interview without the prior written approval of the
Assistant Director (Personnel) or the Deputy Director (Adminis-
tration)."
b. The Personnel Director's office is designated as the central point for adminis-
tration and record maintenance necessary to implement this policy. The
'Reprinted from Comptroller's guide for determining budgetary
justification for travel.
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Personnel Director will act as the authorizing official for the Travel Order
(Form No. 33-27).
c. An office requesting invitational travel will affix a travel order number from
its series. The proper allotment account symbol will be inserted by the Per-
sonnel Director. The travel order will be completed in all necessary respects,
with particular attention being given to the justification for incurring the ex-
pense. An authorized official of the requesting office will sign in the "Special
Provision" section of the form. The applicant file of the individual will be
forwarded with the travel order to the Personnel Director.
d. All completed Travel Vouchers (Form No. 33-12) will be directed to the
Finance Division through the Personnel Director.
5. CARRIERS OTHER THAN UNITED STATES REGISTRY
Travel by foreign carriers may not be authorized where ships registered under the
laws of the United States are available unless the necessity of the mission requires
the use of a ship under a foreign flag. This should be made clear as claims will be
suspended unless satisfactory, positive proof of the necessity for travel by foreign
vessel is furnished.
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SECTION II -CENTRAL PROCESSING BRANCH
Page
GENERAL . . . . . . . . . . . 11
SERVICES PROVIDED OR ARRANGED 11
RETURNEES . . . . . . . . . . 12
TRAVEL
6. GENERAL
a. The Central Processing Branch expedites the financial, personnel, transporta-
tion, and other procedures necessary to the processing of Agency travel.
b. Upon receipt of travel orders by the Central Processing Branch, preliminary
steps are taken to obtain personnel files, passport pictures, and other docu-
ments necessary to start the actual processing. A representative of the Cen-
tral Processing Branch will then call in the traveler and schedule his initial
processing.
c. Offices should contact Central Processing Branch for information, guidance
and assistance regarding the movement of personnel other than staff em-
ployees, prior to action on such personnel.
7. SERVICES PROVIDED OR ARRANGED
The following chart shows the services which are provided or arranged through
the facilities of the Central Processing Branch:
CENTRAL PROCESSING BRANCH
Schedules appointments for initial proc-
essing and notifies employees when and
where to report.
Provided or arranged:
(a) Physical examination and shots.
(b) Passport Application papers.
(c) as required.
(d) Signa ure on Overseas Contract, Automobile Agree-
ment, Residence and Dependency Report, if neces-
sary.
(e) Booking of travel.
(f) Shipping of:
(1) Personal effects
(2) Household goods
(3) Automobile
(g) Pay, travel, and allowance briefing.
(h) Pay arrangements made.
(I) Travel Advances.
(J) Insurance and Hospitalization.
(k) Medical briefing.
(1) Health conditions at post
(2) Medical facilities
(3) Preventive measures on prevalent diseases
(1) Cover and Security.
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8. RETURNEES
All employees returning from overseas to headquarters for any reason should re-
port immediately to the Central Processing Branch, which will schedule required
debriefings, physical examinations, and the issuance of badges.
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United States, or naturalization papers, must be submitted with the applica-
tion. Lacking any of these proofs, an applicant may submit an affidavit
from a person who has known applicant from birth (parents or an older sister
or brother). This affidavit must be notarized. Affidavit forms may be pro-
cured from the Central Processing Branch.
e. After the passports have been issued, all necessary visas and military permits
will be obtained by this Agency.
f. Department of State Regulations require the return of all passports upon the
termination of the official status for which the passports were issued, there-
fore, passports must be returned to the Central Processing Branch for proper
disposition.
g. Reimbursement of fees for the execution of a passport application can and
should be claimed on employee's travel voucher.
11. MEDICAL REQUIREMENTS
a. A complete physical examination is required of all persons traveling to over-
seas destinations, as well as proper immunization. These examinations and
immunizations will be given by the Medical Staff during overseas processing
for employees and dependents who report to Washington. Scheduling of
appointments for medical examinations will be made by the Central Process-
ing Branch. Dependents who do not report to Washington prior to such travel
must have their private physicians give them the necessary examinations and
immunizations required for entry into the area. The physician will record on
an International Immunization Certificate (supplied by this Agency) all im-
munization injections he has given each dependent and this will serve as a
certificate of inoculation and vaccination and must be in the possession of the
dependents when they embark.
b. The cost of immunization and examinations given by a physician can be
claimed only when Agency orPublicHealth Service medical facilities are not
available.
12. SECURITY
Full instructions on security and related matters will be given prior to departure.
The Security Office representative in the Central Processing Branch will furnish
full details.
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16. RESERVATIONS
a. All necessary travel reservations will be made for the employee and depend-
ents through the Central Processing Branch. Processing of dependents
located outside of Washington will be handled by the Transportation Division,
Logistics Office. The ETA (Expected Time of Arrival) of all travelers will be
cabled to the foreign station concerned sufficiently in advance of arrival to
enable the traveler to be met.
b. Round trip tickets must be purchased wherever savings would be effected.
Changes in mode of travel, except for operational purposes or where there is a
material reduction in transit time, will not be authorized.
17. BAGGAGE
a. FREE BAGGAGE
(1) The free baggage allowance on adult fare tickets is as follows:
MODE OF TRAVEL BAGGAGE ALLOWANCE
Air 66 Pounds
Rail to P.O.E.
Transatlantic 150 Pounds
Transpacific 350 Pounds
Sea 350 Pounds
or 25 Cubic Feet
The free baggage for children is in proportion to
the amount of adult fare paid.
(2) When travel is by sea the traveler must take advantage of the free weight
allowance for baggage allowed by the railroad and check his baggage
through on his rail ticket. When the traveler is in possession of his rail
ticket he should take his baggage to the railway terminal or call the Rail-
way Express Agency, Inc., and make arrangements to have his trunks and
heavy baggage forwarded to the steamship pier five to ten days in advance
of sailing. The traveler should pay for this service and claim reimburse-
ment on his travel voucher. Tags and labels are supplied when the tickets
are turned over to the traveler. Trunks and similar containers should be
labeled on the ends. All baggage should be plainly marked with name of
passenger, name of vessel, date of sailing, stateroom number or for bag-
gage room or hold.
(3) It is most important for passengers to call at the baggage master's desk
on the pier and inquire about their baggage before going aboard ship.
All baggage should be through-checked to the pier, with transfer charges
from railway terminal to the pier paid at the same time to the baggage
agent or Railway Express Agent. If this is not done, baggage will be held
in railway station baggage room until claimed by owner.
(4) A reasonable quantity of hand baggage may accompany the traveler on
the train and in his stateroom aboard ship, which is not charged against
his free weight allowance.
b. UNACCOMPANIED BAGGAGE
(1) Each person authorized to travel where a permanent change of station is
involved is entitled to ship at government expense 300 pounds of unaccom-
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partied baggage. One hundred pounds of this allowance may be shipped
by air freight when travel is performed by air. This allowance is in addi-
tion to the free baggage allowance authorized by the carriers to accom-
pany the traveler as referred to in paragraph 17a above.
(2) This unaccompanied baggage allowance (with the exception of the air
freight) may be included and shipped with the baggage which accom-
panies the traveler or it may be included as part of his household effects.
If it is included with the baggage which is to accompany the traveler, the
cost of shipping this unaccompanied baggage should be paid by the
traveler. Reimbursement for such cost should be claimed at the time he
submits his travel voucher, supporting such claim with the paid receipt.
(3) When air freight is to be utilized a Government Bill of Lading and the
necessary air express tags will be prepared and given to the traveler
before his departure. The weight of all pieces of baggage combined,
should not exceed the weight authorized on the bill of lading. Attach
a tag to each piece of baggage. Destroy all tags which are not used.
(4) The traveler should arrange for the delivery of his baggage to the air-
lines indicated on the bill of lading. ? The airline representative will weigh
the baggage and endorse the bill of lading showing actual weight thereon.
Memorandum copies will be returned to the traveler together with the
carrier's air weight bill. Be sure that the actual weight appears on these
copies; retain one copy and mail the others promptly in the self-addressed
envelope which will be furnished for this purpose. Expense incurred in
moving baggage from place of residence to the airport is reimbursable.
Therefore, a receipt should be obtained from the carrier.
c. EXCESS BAGGAGE
Operational equipment authorized on the travel order as excess baggage to be
shipped by air will not be included as allowable weight on the bill of lading
issued for personal baggage. Charges for such weight must be paid in cash
at the time the baggage is presented to the carrier. The authorizing official
can authorize the traveler to secure an advance of funds for this purpose. In
the event the traveler uses his own funds he should claim reimbursement at
the time he submits his travel voucher.
18. UNUSED TICKETS
All unused tickets should be attached to the employee's travel voucher when it is
submitted for payment.
19. CORRESPONDENCE
20. GOVERNMENT QUARTERS
a. To the extent commensurate with cover and security considerations the
Agency will provide adequate quarters, with utilities, at Agency expense for
Agency personnel and their dependents stationed in foreign countries desig-
nated as emergency areas.
b. Detailed procedures explaining the further provisions and limitations of this
proviso will be included in this Handbook as soon as practicable.
21. HOUSEHOLD GOODS AND PERSONAL EFFECTS
a. For areas designated in paragraph 20a above as emergency areas wherein
government quarters will be furnished, specific limitations will be involved as
to the extent of total weight of household goods authorized to be stored and
shipped.
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b. On a permanent change of station to other than an emergency area, the
transportation of effects and household goods is authorized at government
expense and maximum weights (exclusive of automobile and baggage) shall
be determined by the employee's salary and family status in accordance with
the following table:
TABLE OF WEIGHT ALLOWANCE*
HOUSEHOLD GOODS AND PERSONAL EFFECTS
S
ALARY GROUP
WITH FAMILY
WITHOUT FAMILY
1.
$10,800 and over
24,000 pounds
19,000 pounds
2.
$ 7,240 to $10,799
20,000 pounds
15,500 pounds
3.
$ 4,880 to $ 7,239
18,500 pounds
12,000 pounds
4.
$ 3,600 to $ 4,879
13,000 pounds
8,500 pounds
5.
Below $3,600
11,400 pounds
6,720 pounds
*Includes weight after packing.
c. The above table does not apply where there are restrictions in allowable
weight to be transported overseas. In certain areas shipments are limited.
In such cases, the unused balance of the weight allowance may be stored at
government expense.
d. Allowable expense for transportation of effects includes: packing, crating, and
unpacking, cartage at port of origin, hire of lift vans, freight, transshipment
and handling charges, tonnage fees, cartage and storage en route, unavoidable
demurrage, and other similar charges, cartage at destination, storage from
date of first arrival of an employee at his post for a period not exceeding
3 months, or until establishment of residence quarters, whichever is shorter.
e. The Central Processing Branch will advise the employee as to which storage
company he is to contact regarding the arrangements for packing his house-
hold goods and effects. Upon completion of the packing the Agency will
arrange for the shipment.
f. Household goods located out of town will be handled in the same manner as
those located in Washington. The dependent should contact this Agency by
mail and request that arrangements be made to effect shipment. Upon receipt
of such request, instructions will be forwarded to the dependent outlining
procedure to be followed. All correspondence from dependents should be
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g. Time limit on shipment of household goods and personal effects is one year
from date of arrival of employee at permanent post. Requests for shipment
should be made through the appropriate administrative office.
22. INSURANCE
Insurance premiums for Ocean Marine Insurance or Government Floater Policies
are payable by the employee and are not reimbursable. Insurance information,
rates, etc., may be obtained from any insurance broker. Insurance is advisable,
but not required, since the Government is not responsible for any loss or damage.
23. PURCHASES AFTER DEPARTURE
In cases where individuals purchase wares from stateside vendors for shipment
within the one-year period allowable, notification of such purchase must be sent
to the appropriate administrative office so that arrangements can be made for
handling through authorized shipping channels. The notification should contain
the name and address of the vendor and the valuation. With respect to insur-
ance coverage of these purchases, attention is directed to paragraph 22 above.
Additional shipments are allowable within the one-year period only when the
total weight allowance originally authorized will not be exceeded.
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24. AUTOMOBILES
a. Normally on a permanent change of station order, the transportation of a
personal automobile to or from a station outside the United States, its pos-
sessions or territories, is authorized at government expense. The weight of
such a vehicle is in addition to the weight indicated on "TABLE OF WEIGHT
ALLOWANCE" shown in paragraph 21b above.
b. Encumbered automobiles may not be shipped overseas. Inmost cases lending
institutions retain the title to the vehicle until the encumbrance is satisfied.
In the absence of a title, it is not possible to obtain registration abroad.
c. It is necessary that the employee sign before a witness an agreement that he
will not sell or otherwise dispose of personal automobile shipped at govern-
ment expense during the term of employment by the government overseas
without written authority from the Office head concerned.
d. The automobile should be delivered to the port of embarkation by the em-
ployee. The address of the receiving garage at the port will be furnished
by the Central Processing Branch. Necessary accompanying papers will also
be furnished. Employees who are unable to make personal delivery of their
automobile to the port of embarkation will be furnished with the name of
the local storage company to whom the automobile should be delivered.
e. If the automobile is in the custody of relatives or friends, in or out of Wash-
ington, and shipment is not desired until a later date, the name and address
of the custodian will be furnished the Central Processing Branch.
f. Personal automobiles may be shipped within a limit of one year from date
of arrival at. permanent post. Request for such shipment should be made
through the appropriate administrative office.
g. No assurance can be given that personal automobiles will accompany the
traveler on the same ship except in extreme emergencies. Arrangements for
such shipments are difficult to make; therefore, such requests must be kept
to a minimum.
25. RETURN OF HOUSEHOLD GOODS, PERSONAL EFFECTS, AND
AUTOMOBILES
a. When an individual is returned to the United States for reassignment and
household goods and effects are authorized to be returned to the 'United
States, the return shipments should be addressed to the employee (name,
address, and city) When the em-
ployee does not have an imme a e orwar ng a ress a should irLdicate
that the material is to be placed in storage and give the name and address
of the storage company to which he wishes his effects shipped. In the event
the employee does not know the name and address of a storage company
at the location to which he wishes his effects shipped, he should advise his
local transportation officer or administrative officer so that arrangements can
be made by this Agency in time to notify the
where the shipment is to be stored upon arrival.
b. The Agency must be advised prior to the date of shipment so that confirma-
tion of the shipment can be made
Such notification should include the approximate c a e o shipment, name o
ship, if known, number of pieces and other pertinent data.
d. The weight allowances for returnees is the same as indicated for employees
traveling to overseas stations. (See paragraph 21b.)
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26. STORAGE OF HOUSEHOLD EFFECTS
a. EMERGENCY CONDITIONS
The cost of storing household effects for civilian employees under emergency
conditions may be effected as provided in CIA Regulation No. 0 B (3).
b. MILITARY PERSONNEL
(1) The provisions of this paragraph apply to domestic storage of household
ood d
s
g
an personal effects for military personnel assigned to overseas
duty with the Agency on permanent nha.nrrp of o+,,+-- a .. ,n_
(2) Office heads originating orders may request storage at Agency expense,
on the travel order, and will forward the travel order to the Central
Processing Branch for review and distribution.
(3) Because of security considerations commercial storage facilities may be
used for military personnel assigned to overseas duty with the Agency.
Payment of commercial storage charges will be based on whether or not
the parent service normally could have provided such storage space.
Military Personnel Division will advise the Central Processing Branch, in
writing, as to availability of storage space at military establishments,
this writing to serve as approval of the Military Personnel Division for
Agency reimbursement of such storage. In the absence of available space
by parent service, commercial storage charges will not be paid by the
Agency.
(4) The Central Processing Branch will review the travel order and upon
approval of the Chief, Military Personnel Division through the written
authority set forth in paragraph 3, above, will insert on the travel orders:
"Commercial storage approved by Chief, Military Personnel Division per
Memo dated
(5) The military traveler will then be advised by the Central Processing
Branch to place his effects in storage, pay storage charges and then
submit a claim to the Finance Office for reimbursement on Form No.
33-17, "Reimbursement Voucher for Purchases and Services Other Than
Personal," together with receipted bills. Claims for reimbursement for
storage bills paid by the individual while overseas will be returned to
headquarters for processing and reimbursement.
(6) Insurance charges covering effects while in storage are not reimbursable.
(7) Central Processing Branch must obtain from traveler a Power of Attorney
and his warehouse receipts which will authorize the Agency to remove
any or all of the effects from place of storage.
(8) Changes in the policies or regulations of the parent service may terminate
the policy of reimbursement for commercial storage costs assumed by
CIA.
(9) Eligible individuals may be authorized storage upon issuance of proper
travel orders.
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DISBURSING OFFICE HOURS . . 21
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27. GENERAL
Funds for transportation costs, subsistence, and miscellaneous travel expenses
may be authorized in the travel order as an advance to the traveler. The advance
may be secured by submission of a Request for Advance signed by the traveler for
submission to the Finance or Fiscal Division as appropriate.
28. DISBURSING OFFICE HOURS
Funds to be secured as travel advances may be obtained from the disbursing office
between 0900 and 1600 hours except under emergency conditions. The Finance
Division requires that the traveler personally sign the receipt for cash advance.
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SECTION V - TRAVEL VOUCHERS
Page
GENERAL . . . . . . . . . . 23
SETTLEMENT OF ADVANCES . . 23
PREPARATION . . . . . . . . 23
TRAVEL
3 March 1953
29. GENERAL
All government employees performing official travel must submit a travel voucher
(claim for reimbursement) upon completion of such travel. Vouchers must be
submitted whether or not a travel advance is involved.
30. SETTLEMENT OF ADVANCES
If a travel advance was secured the travel voucher will be applied to liquidate this
advance. If the amount of advance exceeds the claim, the traveler must refund
the unused portion at the time the voucher is submitted preferably by personal
check attached to the voucher. Cash should not be attached to the voucher. If
the advance is repaid in cash, the traveler should deliver the cash to the Finance
or Fiscal Division, as appropriate, and obtain a receipt therefor. A copy of the
receipt should then be attached to the claim.
31. PREPARATION
a. FORM
To claim reimbursement for travel expenses or to account for travel advances,
a traveler should submit CIA Form No. 33--12 if traveling on unvouchered
funds, or Standard Form No. 1012 If traveling on vouchered funds. For
specimen vouchers see Figures 6 and 7.
b. SUBMISSION OF VOUCHER FOR PAYMENT
After travel vouchers are prepared in proper form, they should be submitted
for approval to the appropriate Office or Division for payment or settlement.
The Finance or Fiscal Division will process the travel vouchers and will notify
the traveler when payment thereon is available or, upon request, will mail
check to home address of traveler.
c. INFORMATION REQUIRED
The following information and evidence of expenditure will be furnished on
the travel voucher in the order in which the expenses were incurred.
(1) Date, time, cost, and mode of transportation (rail, plane, sea, taxi, street-
car, etc.) and points of departure and arrival.
(2) Time of departure and arrival at each point is always stated in terms of
standard time in the area. Delays in schedule must be explained.
(3) Other expenses such as official telephone calls, telegrams, etc., which must
be itemized in detail.
d. PER DIEM AND MILEAGE
(1) Per diem and mileage rates provided under existing laws and regulations
represent the maximum allowable. (See CIA Regulation No.
The authorizing official will reduce the stipulated rates whenever avail-
able information indicates that the maximum rates will exceed the neces-
sary official traveling expenses.
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(2) For extended periods of temporary duty at the same post in the United
States, the following schedule of maximum rates normally apply:
First 60 days $9.00
Second 60 days $6.00
Third 60 days $3.00
The per diem rates which shall apply in cases of new employees reporting
to Washington for temporary duty and training prior to assignment to
their first official station abroad is as follows:
First 30 days $9.00
Next 90 days $4.50
Next 60 days $1.50
Absence of ten days or less shall not be considered as interrupting the
continuity of temporary duty at the same post. (See CIA Regulation
(3) Per diem incident to travel abroad and return therefrom, payable to an
employee and his immediate family, will be in accordance with applicable
provisions of the Foreign Service Regulations.
(4) Interruption of Travel or Deviation from Route
Where, for the traveler's personal convenience or through the taking of
leave, there is interruption of travel or deviation from the direct route, the
per diem allowance shall not exceed that which would have been incurred
had travel been continued by the most usually traveled route (G.T.R. 49).
(5) Sleeping Accommodations
The traveler may receive full authorized per diem for the period he is in
travel status and no deduction is made therefrom while traveling in the
berth of a sleeping car or plane, the cost of which is paid by the Govern-
ment as part of transportation expense.
(6) Computation of Per Diem
The basis for computing per diem allowance (as provided by G.T.R. 51)
is as follows:
(a) Zone. Travel should be reported and per diem requested on the basis
of the United States standard time of the zone within which the travel
was performed.
(b) Continuous Travel of More Than 24 Hours. Per diem is allowable at
the rate per day for each period of continuous travel status from mid-
night to midnight and at the rate of one-fourth of the rate per day
for each period of 6 hours or fraction thereof occurring prior to the
first midnight or subsequent to the last midnight of travel status. A
convenient method of computing per diem for travel of more than
24 hours is to think of a day as divided into four equal parts of six
hours each as illustrated in the following diagram:
Midnight
6:00 P.M. 6:00 A.M.
Noon
For example, if an employee is away from his official station from
8:00 P.M. Tuesday to 9:30 A.M. Friday, computation will be as follows:
8:00 P.M. Tuesday until 12:00 midnight Tuesday .......... 1/4 day
12:01 A.M. Wednesday until 12:00 midnight Wednesday.... 1 day
12:01 A.M. Thursday until 12:00 midnight Thursday ........ 1 day
12: 01 A.M. Friday until 6:00 A.M. Friday .................. 1/4 day
6:01 A.M. Friday until 9:30 A.M. Friday .. ............... 1/4 day
Total per diem allowable ...... ................ 23/4 days
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(7) Required Deductions
Not less than one-fifth of the authorized per diem rate will be deducted
for each meal and/or lodging furnished without charge by a Government
agency.
e. EXPENDITURES NOT SPECIFICALLY AUTHORIZED
Complete justification must appear on the voucher when reimbursement is
claimed for expenditures not specifically authorized in the travel order, such
as extra-fare planes or trains, excess baggage, etc. In such cases the justifica-
tion must be approved by the authorizing official prior to submission.
f. TRAVEL DIARY
(1) Except in cases where security precludes such actions, it is suggested that
all travelers keep a travel diary in which information required to prepare
their vouchers can be maintained. A list of items which can and cannot
be claimed will be helpful in keeping such a diary. Such items are listed
in (2) and (3) below.
(2) Items Which May be Claimed:
(a) Per diem as authorized in the travel order and appropriate travel
regulations.
(b) Taxi fare, including 10% tip, to or from office or home to station or
airport. Standardized Government Travel Regulations define 'place
of abode" as any point from which an employee commutes daily to
his official post of duty. Taxi fares between duty points which are
for official trips when regular transportation cannot be used advan-
tageously in the interest of the Government. (Explain the circum-
stances in each instance.)
(c) Cost of baggage transfer, i.e., from home to station, station to home or
hotel and between terminals (this does not include porters' fees for
carrying hand luggage, etc.).
(d) Cost of transportation. Travelers are entitled to the lowest-priced
round trip first-class accommodations which are available at the time
the reservation is made, except where the time en route is less than
two hours, in which case coach or second-class accommodations only
will be allowed.
(e) Cost of Passport Fee. (See paragraph 10d above.)
(f) Official telephone calls and telegrams. For long distance calls, the
points between which the calls are made and the names of the per-
sons called must be shown. If the call is more than $1.00, a receipt
or certificate in lieu thereof must be attached to the voucher. Claims
for telegrams should be supported by copies of the messages.
(3) Items Which May not be Claimed:
(a) Tips of any kind, except 10 percent on taxi fare.
(b) Cost of meals.
(c) Cost of hotel room or other quarters when used solely for lodging.
(d) Taxi fares which are for personal convenience of the traveler.
(e) Reimbursement for baggage insurance premiums.
RECEIPTS
Part XI of the Standardized Government Travel Regulations contains de-
tailed information on receipt requirements. Insofar as security permits these
will be followed.
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SECTION VI - REGULATIONS AND LEGISLATION
CONTENTS
Page
GENERAL . . . . . . . . . . 31
TRANSFER OF OFFICIAL STA-
TION . . . . . . . . . . . 31
NEW APPOINTEES . . . . . . 32
HOME LEAVE . . . . . . . . 33
FURNITURE AND HOUSEHOLD
AND PERSONAL EFFECTS . . 33
DISTURBED CONDITIONS . . . 34
AUTOMOBILES . . . . . . . . 34
ILLNESS OR INJURY . . . . . 34
REMAINS . . . . . . . . . . 34
PAYMENTS IN LIEU OF ACTUAL
EXPENSES . . . . . . . . 35
PER DIEM . . . . . . . . . 35
ADVANCES . . . . . . . . . 35
PRIVATELY OWNED CONVEY-
ANCE . . . . . . . . . . . 35
RECEIPTS . . . . . . . . . . 36
VOUCHERS . . . . . . . . . 36
TRAVEL ORDERS . . . . . . . 36
32. GENERAL
a. Provisions governing many general aspects of transportation are contained
in the Standardized Government Travel Regulations. The index in those
regulations should be consulted when information is needed.
b. Payment by CIA of an individual's travel or related expenses must be based
upon authorizations provided in legislation, Government regulations or
Agency Regulations. Public Laws 110 - 81st Congress, 600 - 79th Congress,
830 - 81st Congress, 92 81st Congress, and regulations issued thereunder;
the Standardized Government Travel Regulations; the Foreign Service Regu-
lations; and Agency Regulations provide such basic travel authorizations.
c. Agency Regulation 0 authorizes that travel and transportation
expenses and expenses incident thereto, including those incurred in the
movement of dependents, household goods and personal effects, may be paid
to or on behalf of employees in accordance with the provisions of Public
Laws 600-79th Congress, 92-81st Congress, 820-81st Congress, Agency
and other appropriate legislation, and the regulations issued thereunder; the
Standardized Government Travel Regulations; the Foreign Service Regula-
tions; and as specified in Agency Regulations.
d. Listed in the sections below are the major travel provisions contained in
those documents. As enumerated they are brief excerpts from the parent
documents and the sources are cited in brackets. In those instances where
Agency Regulations repeat or supplement the parent document, reference is
made to the applicable Agency Regulation in a second paragraph added to
the section. Complete texts of the pertinent parts of the Public Laws may
be found in Section VII of this Handbook.
33. TRANSFER OF OFFICIAL STATION
a. DOMESTIC
(1) Under regulations prescribed by the President the Government will pay
travel expenses of an employee transferring from one official station to
another, and the expenses of transportation of his immediate family and
the expenses of transportation, packing, crating, temporary storage,
drayage, and unpacking of his household goods and personal effects,
subject to certain limitations. (See Public Law 600-79th Congress
section 1 (a), as amended by sections 1 (a) and (b) of Public Law
830-81st Congress.) General regulations prescribed by the President
for the payment of expenses for transportation of household goods and
personal effects are contained in Executive Order 9805 of 25 November
1946 as amended by Executive Orders 9997 of 8 September 1948, 10069 of
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14 July 1949, 10196 of 20 December 1950, and 10274 of 5 March 1951. The
Standardized Government Travel Regulations contain detailed provisions
governing the specific travel expenses which are reimbursable.
(2) CIA Regulation No. 0(8) establishes Agency policy governing trans-
portation of dependents, and paragraph A (9) (b) establishes Agency
policy governing domestic transportation of household goods and per-
sonal effects.
b. OVERSEAS
(1) This applies the same provisions applicable to new appointees to em-
ployees other than new appointees. (See Public Law 600-79th Con-
gress section 1 (a), as amended by section 1 (b) of Public Law 830 - 81st
Congress.) General regulations prescribed by the President for the pay-
ment of expenses for transportation of household goods and personal
effects are contained in Executive Order 9805 of 25 November 1946 as
amended by Executive Orders 9997 of 8 September 1948, 10069 of 14 July
1949, 10196 of 20 December 1950, and 10274 of 5 March 1951. The Stand-
ardized Government Travel Regulations contain detailed provisions gov-
erning the specific travel expenses which are reimbursable.
(2) CIA Regulation Nol1 (8) establishes Agency policy governing trans-
portation of dependents, and paragraph A (9) (a) and (c) establishes
Agency policy governing transportation of household goods and personal
effects.
34. NEW APPOINTEES
a. Under regulations prescribed by the President the Government will pay ex-
penses of travel of new appointees, expenses of transportation of their imme-
diate families and expenses of transportation of their household goods and
personal effects from places of actual residence at time of appointment to
places of employment outside continental United States, and for such ex-
penses on return of employees from their posts of duty outside continental
United States to places of their actual residence at time of assignment to
duty outside the United States, subject to certain limitations. (See Public
Law 600-79th Congress, section 7, as amended by section 2 of Public Law
830-81st Congress.) General regulations prescribed by the President for
the payment of expenses for transportation of household goods and personal
effects are contained in Executive Order 9805 of 25 November 1946 as amended
by Executive Orders 9997 of 8 September 1948, 10069 of 14 July 1949, 10196
of 20 December 1950, and 10274 of 5 March 1951. The Standardized Govern-
ment Travel Regulations contain detailed provisions governing the specific
travel expenses which are reimbursable.
b. CIA Regulation No.O (8) establishes Agency policy governing transpor-
tation of dependents, and paragraph A (9) (a) and (c) establishes Agency
policy governing transportation of household goods and personal effects.
c. The Agency will pay the costs of travel of new appointees and their de-
pendents, and the transportation of their household goods and personal
effects, from places of actual residence in foreign countries at time of
appointment to places of employment and return to their actual residences
at the time of appointment or a point not more distant provided that such
appointees agree in writing to remain with the United States Government
for a period of not less than twelve months from time of appointment. (See
Public Law 110 - 81st Congress section 5 (a) (7).)
d. CIA Regulation No.O (8) prescribes Agency policy and procedure govern-
ing the application of the legislative provisions above. Agency policy modi-
fies the minimum provisions of Public Law 110 by requiring new appointees
to agree in writing to remain with the United States Government for a
period of not less than two years from the date of arrival at the overseas post.
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35. HOME LEAVE
a. The Agency will pay the travel expenses of officers and employees of the
Agency incurred while traveling pursuant to orders granting home leave.
(See Public Law 110-81st Congress section 5 (a) (1) (A) and (3).) The
Agency will pay the travel expenses of members of the family of an officer
or employee of the Agency when accompanying him on authorized home
leave. (See Public Law 110-81st Congress section 5 (a)(1)(B).)
b. CIA Regulation No. 0 (1) augments these provisions by enumerating
certain conditions upon which the payment of home leave expenses will
depend. In addition it provides that, in addition to the legislative provisions
above, such expenses may be allowed in accordance with applicable provi-
sions of the Foreign Service Regulation. The Foreign Service Travel Regu-
lation authorizing payment of such expenses is 3.1d.
a. TRANSPORTATION
(1) The Agency will pay the cost of transporting the furniture and household
and personal effects of an officer or employee of the Agency to his suc-
cessive posts of duty and, on the termination of his services, to his resi-
dence at time of appointment or to a point not more distant, or upon
retirement, to the place where he will reside. (See Public Law 110 - 81st
Congress section 5 (a) (1) (C).)
(2) CIA Regulation No (2) provides that, in addition to the legislative
provisions above, suc expenses may be allowed in accordance with
applicable provisions of the Foreign Service Regulations. The Foreign
Service Travel Regulations, section 5, authorize payment of such expenses
and CIA Regulation No. (9) provides for payment of shipment of
such items acquired subsequent to issuance of change of station or home
leave orders when properly authorized in an amendment to the original
travel order.
b. STORAGE
(1) The Agency will pay the cost of storing the furniture and household and
personal effects of an officer or employee of the Agency who is absent
under orders from his usual post of duty, or who is assigned to a post
which, because of emergency conditions, he cannot take or at which he
is unable to use, his furniture and household and personal effects. (See
Public Law 110 - 81st Congress section 5 (a) (1) (D).)
(2) CIA Regulation No. 3) augments these provisions by prescribing
specific Agency policy and procedure for authorizing their use. In addi-
tion to the legislative provisions, above, such expenses may be allowed
in accordance with applicable provisions of the Foreign Service Regula-
tion. The Foreign Service Travel Regulation authorizing payment of
such expenses is section 6.
(3) The Agency will also pay the cost of storing the furniture and household
and personal effects of an officer or employee of the Agency on first
arrival at a post for a period not in excess of three months after such
first arrival at such post or until the establishment of residence quarters,
whichever shall be shorter. (See Public Law 110-81st Congress section
5 (a) (1) (E).)
(4) CIA Regulation No. provides that, in addition to the legislative
provisions above, such expenses may be allowed. in accordance with ap-
plicable provisions of the Foreign Service Regulations. The Foreign
Service Travel Regulation authorizing payment of such expenses is sec-
tion 6.
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37. DISTURBED CONDITIONS
a. The Agency will pay the travel expenses and transportation costs incident
to the removal of the members of the family of an officer or employee of
the Agency and his furniture and household and personal effects, including
automobile, from the post at which, because of the prevalence of disturbed
conditions, there is imminent danger to life and property, and the return
of such persons, furniture and effects to such post upon the cessation of such
conditions; or to such other post as may in the meantime have become the
post to which such officer or employee has been assigned. (See Pubhc Law
110 - 81st Congress section 5 (a) (1) (F).)
b. CIA Regulation No. 0(5) (a), (b), and (c), prescribes Agency policies
and procedures to govern the application of the legislative provisions above.
The Foreign Service Travel Regulation authorizing payment of such expenses
is section 3.1f.
38. AUTOMOBILES
a. The Agency will transport for or on behalf of an officer or employee of the
Agency, a privately owned automobile in any case where it shall be determined
that water, rail, or air transportation of the automobile is necessary or ex-
pedient for any part or all of the distance between points of origin and
destination, and pay the costs of such transportation. (See Public Law
110 - 81st Congress section 5 (a) W.)
b. CIA Regulation Ik6) prescribes Agency policy and procedure to
govern the application of this legislative authority. Such expenses, in addi-
tion, may be allowed in accordance with applicable provisions of the Foreign
Service Regulations. The Foreign Service Travel Regulations governing pay-
ment of such expenses is section 5. CIA Regulatio (9) (a),(b),
and (c) contains procedural information on such shipments.
39. ILLNESS OR INJURY
a. In the event of illness or injury requiring the hospitalization of an officer or
full time employee of the Agency, not the result of vicious habits, intemper-
ance, or misconduct on his part, incurred while on assignment abroad., in a
locality where there does not exist a suitable hospital or clinic, the Agency
will pay the travel expenses of such officer or employee by whatever means he
shall deem appropriate to the nearest locality where a suitable hospital or
clinic exists and on his recovery pay for the travel expenses of his return to
his post of duty. If the officer or employee is too ill to travel unattended, the
Director may also pay the travel expenses of an attendant. (See Public Law
110 - 81st Congress section 5 (a) (5) (A).)
b. CIA Regulation No. 0 (2) (c) prescribes Agency policy and procedures
governing the application of the legislative provisions above.
40. REMAINS
a. The Agency will pay the costs of preparing and transporting the remains of
an officer or employee of the Agency or a member of his family who may die
while in travel status or abroad, to his home or official station, or to such
other place as the Director may determine to the appropriate place of :inter-
ment, provided that in no case shall the expense payable be greater than the
amount which would have been payable had the destination been the home
or official station. (See Public Law 110 - 81st Congress section 5 (a) (6).)
b. CIA Regulation No. 7) prescribes Agency policy and procedures gov-
erning the application of the legislative provisions above. Such expenses, in
addition, may be allowed in accordance with applicable provisions of the
Foreign Service Regulations. The Foreign Service Travel Regulation author-
izing payment of such expenses is section 3.1h.
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41. PAYMENTS IN LIEU OF ACTUAL EXPENSES
In lieu of the payment of actual expenses of transportation, packing, crating, tem-
porary storage, drayage, and unpacking of household goods and personal effects,
in the case of such transfers between points in the continental United States,
reimbursement will be made to the officer or employee on a commuted basis (not
in excess of the amount which would be allowable for the authorized weight allow-
ance) at such rates per one hundred pounds as are fixed by zones in regulations
prescribed by the President. (See Public Law 600 - 79th Congress section 1 (b).)
The regulations prescribed for these payments are set forth in section 12 of Execu-
tive Order 9805 of 25 November 1946 as amended by section 12 of Executive Order
9933 of 27 February 1948.
42. PER DIEM
a. While traveling on official business and away from their designated posts of
duty, officers and employees of the Agency are allowed, in lieu of their actual
expenses for subsistence and all fees or tips to porters and stewards, a per
diem allowance not to exceed the rate of $9.00 within the limits of the con-
tinental United States and in the case of travel beyond the limits of the con-
tinental United States not to exceed rates established by the Director of the
Bureau of the Budget for the locality in which the travel is performed. (See
Public Law 92-81st Congress section 3.) Per diem rates for areas beyond
the limits of the lontinental United States are issue periodirally through
Bureau of the Budget Circular No. A-7. ' Government regulations governing
the payment of per diem are contained in Part VI of the Standardized Gov-
ernment Travel Regulations, and 4.6 of the Foreign Service Travel Regulations.
b. CIA Regulation No. Destablishes Agency policy and procedures govern-
ing the payment of per diem.
43. ADVANCES
a. GENERAL
Funds may be advanced to any person entitled to per diem or mileage allow-
ances in such sums as may be deemed advisable considering the character and
probable duration of the travel to be performed. (See Public Law 92 - 81st
Congress section 5.) Regulations governing travel advances are contained in
Part XIII of the Standardized Government Travel Regulations.
b. DOMESTIC TRANSFER
An advance of funds may be allowed employees who are being transferred
from one duty station to another within the continental limits of the United
States in connection with shipment of their household goods and personal
effects. (See Public Law 600-79th Congress section 1 A.) The regulations
governing this advance are set forth in section 15 of Executive Order 9805 of
25 November 1946 as amended by Executive Order 10069 of 14 July 1949.
44. PRIVATELY OWNED CONVEYANCE
a. Under regulations prescribed by the President, and where such mode of
transportation is authorized or approved as more advantageous to the Gov-
ernment, the Government will pay in lieu of actual expenses, fixed rates per
mile for the use of privately owned conveyances, subject to certain limitations.
(See Public Law 600-79th Congress section 3, as amended by section 4 of
Public Law 92 - 81st Congress.) Detailed regulations governing the payment
of such expenses are contained in the Standardized Government Travel Regu-
lations section 12 a. Regulations governing use of privately owned convey-
ance on an actual expenses basis, where such expenses do not exceed the cost
of transportation available by common carrier, are contained in the Stand-
ardized Government Travel Regulations section 12.
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45. RECEIPTS
Part XI of the Standardized Government Travel Regulations contains specific
information on requirements for proper receipts.
46. VOUCHERS
a. Part XII of the Standardized Government Travel Regulations contains specific
information on maintaining proper travel vouchers.
submission of travel vouchers.
47. TRAVEL ORDERS
CIA Regulation No. establishes detailed provisions governing the approval,
issuance, and processing of travel orders. The items enumerated below are cov-
ered in CIA Regulation No.1 I
par.
Issuance of Travel Orders ........................ A (1)
Time element ................................... A (2)
Per Diem and Mileage Rates ...................... A (3)
Travel without prior written orders.. . ........... A (4)
Special type travel orders ........................ A (5)
Central Processing Branch ........................ A (6)
Travel by Armed Services personnel .............. A (7)
Transportation of dependents .................... A (8)
Transportation of household goods, personal ef-
fects and privately owned automobiles .......... A (9)
Local transportation ............................ A (12)
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SECTION VII - PUBLIC LAWS (EXTRACTS)
GENERAL . . . . . . . . . . . . 37
PUBLIC LAW 110, 81st CONGRESS . . 37
PUBLIC LAW 600, 79th CONGRESS . . 39
PUBLIC LAW 830, 81st CONGRESS . . 42
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48. GENERAL
Agency travel regulations are based on Public Laws. Extracts of pertinent Public
Laws are quoted below.
[PUBLIC LAW 110-81st CONGRESS]
[CHAPTER 227 -1st SESSION]
[H. R. 2663]
AN ACT
Sec. 1. That when used in this Act, the term -
(a) "Agency" means the Central Intelligence Agency;
(b) "Director" means the Director of Central Intelligence;
TRAVEL, ALLOWANCES, AND RELATED EXPENSES
Sec. 5. (a) Under such regulations as the Director may prescribe, the
Agency, with respect to its officers and employees assigned to permanent-duty
stations outside the continental United States, its territories, and possessions,
shall -
(1) (A) pay the travel expenses of officers and employees of the Agency
including expenses incurred while traveling pursuant to orders issued by
the Director in accordance with the provisions of Section 5 (a) (3) with
regard to the granting of home leave;
(B) pay the travel expenses of members of the family of an officer
or employee of the Agency when proceeding to or returning from his post of
duty; accompanying him on authorized home leave; or otherwise traveling
in accordance with authority granted pursuant to the terms of this or any
other Act;
(C) pay the cost of transporting the furniture and household and
personal effects of an officer or employee of the Agency to his successive
posts of duty and, on the termination of his services, to his residence at
time of appointment or to a point not more distant, or upon retirement, to
the place where he will reside;
(D) pay the cost of storing the furniture and household and personal
effects of an officer or employee of the Agency who is absent under orders
from his usual post of duty, or who is assigned to a post to which, because of
emergency conditions, he cannot take or at which he is unable to use, his
furniture and household and personal effects;
(E) pay the cost of storing the furniture and household and per-
sonal effects of an officer or employee of the Agency on first arrival at a post
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for a period not in excess of three months after such first arrival at such
post or until the establishment of residence quarters, whichever shall be
shorter;
(F) pay the travel expenses and transportation costs incident to the
removal of the members of the family of an officer or employee of the
Agency and his furniture and household and personal effects, including
automobiles, from a post at which, because of the prevalence of disturbed
conditions, there is imminent danger to life and property, and the return of
such persons, furniture, and effects to such post upon the cessation of such
conditions; or to such other post as may in the meantime have become the
post to which such officer or employee has been assigned.
(2) Charge expenses in connection with travel of personnel, their de-
pendents, and transportation of their household goods and personal effects,
involving a change of permanent station, to the appropriation for the fiscal
year current when any part of either the travel or transportation pertain-
ing to the transfer begins pursuant to previously issued travel and transfer
orders, notwithstanding the fact that such travel or transportation may
not all be affected during such fiscal year, or the travel and transfer orders
may have been issued during the prior fiscal year.
(3) (A) Order to the United States or its Territories and possessions on
leave provided for in 5 U.S.C. 30, 30a, 30b, or as such sections may hereafter
be amended, every officer and employee of the agency who was a resident
of the United States or its Territories and possessions at time of employ-
ment, upon completion of two years' continuous service abroad, or as soon
as possible thereafter: Provided, That such officer or employee has accrued
to his credit at the time of such order, annual leave sufficient to carry him
in a pay status while in the United States for at least a thirty-day period.
(B) While in the continental United States on leave, the service of
any officer or employee shall not be available for work or duties except in
the agency or for training or for reorientation for work; and the time of
such work or duty shall not be counted as leave.
(C) Where an officer or employee on leave returns to the United
States or its Territories and possessions, leave of absence granted shall be
exclusive of the time actually and necessarily occupied in going to and from
the United States or its Territories and possessions, and such time as may be
necessarily occupied in awaiting transportation.
(4) Notwithstanding the provisions of any other law, transport for or on
behalf of an officer or employee of the Agency, a privately owned automobile
in any case where it shall be determined that water, rail, or air transporta-
tion of the automobile is necessary or expedient for any part or of all the
distance between points of origin and destination, and pay the costs of such
transportation.
(5) (A) In the event of illness or injury requiring the hospitalization of
an officer or full time employee of the Agency, not the result of vicious
habits, intemperance, or misconduct on his part, incurred while on assign-
ment abroad, in a locality where there does not exist a suitable hospital or
clinic, pay the travel expenses of such officer or employee by whatever
means he shall deem appropriate and without regard to the Standa:rdized
Government Travel Regulations and section 10 of the Act of March 3, 1933
(47 Stat. 1516; 5 U.S.C. 73b), to the nearest locality where a suitable hospital
or clinic exists and on his recovery pay for the travel expenses of his return
to his post of duty. If the officer or employee is too ill to travel unattended,
the Director may also pay the travel expenses of an attendant;
(B) Establish a first-aid station and provide for the services of a
nurse at a post at which, in his opinion, sufficient personnel is employed to
warrant such a station: Provided, That, in his opinion, it is not feasible to
utilize an existing facility;
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(C) In the event of illness or injury requiring hospitalization of an
officer or full time employee of the Agency, not the result of vicious habits,
intemperance, or misconduct on his part, incurred in the line of duty while
such person is assigned abroad, pay for the cost of the treatment of such
illness or injury at a suitable hospital or clinic;
(D) Provide for the periodic physical examination of officers and
employees of the Agency and for the cost of administering inoculations or
vaccinations to such officers or employees.
(6) Pay the costs of preparing and transporting the remains of an offi-
cer or employee of the Agency or a member of his family who may the while
in travel status or abroad, to his home or official station, or to such other
place as the Director may determine to be the appropriate place of inter-
ment, provided that in no case shall the expense payable be greater than the
amount which would have been payable had the destination been the home
or official station.
(7) Pay the costs of travel of new appointees and their dependents, and
the transportation of their household goods and personal effects, from places
of actual residence in foreign countries at time of appointment to places of
employment and return to their actual residences at the time of appoint-
ment or a point not more distant: Provided, That such appointees agree in
writing to remain with the United States Government for a period of not
less than twelve months from the time of appointment.
Violation of such agreement for personal convenience of an employee or
because of separation for misconduct will bar such return payments and, if
determined by the Director or his designee to be in the best interests of the
United States, any money expended by the United States on account of
such travel and transportation shall be considered as a debt due by the
individual concerned to the United States.
(b) In accordance with such regulations as the President may prescribe and
notwithstanding the provisions of section 1765 of the Revised Statutes
(5 U.S.C. 70), the Director is authorized to grant to any officer or employee of
the Agency allowances in accordance with the provisions of section 901 (1)
and 901 (2) of the Foreign Service Act of 1946.
50. EXTRACTS FROM P. L. 600
[PUBLIC LAW 600 --79th CONGRESS]
[CHAPTER 744 -- 2d SESSION]
[H. R. 6533]
AN ACT
Be it enacted by the Senate and House of Representatives of the United
States of America in Congress assembled, That (a) under such regulations as
the President may prescribe, any civilian officer or employee of the Govern-
ment who, in the interest of the Government, is transferred from one official
station to another, including transfer from one department to another, for
permanent duty, shall, except as otherwise provided herein, when authorized,
in the order directing the travel, by such subordinate official or officials of
the department concerned as the head thereof may designate for the purpose,
be allowed and paid from Government funds the expenses of travel of himself
and the expenses of transportation of his immediate family (or a commu-
tation thereof in accordance, with the Act of February 14, 1931) and the
expenses of transportation, packing, crating, temporary storage, drayage,
and unpacking of his household goods and personal effects (not to exceed
seven thousand pounds if uncrated or eight thousand seven hundred and fifty
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pounds if crated or the equivalent thereof when transportation charges are
based on cubic measurement) : Provided, That advances of funds may be
made to the officer or employee in accordance with said regulations under
the same safeguards as are required under the Subsistence Expense Act of
1926 (5 U.S.C. 828) : Provided further, That the allowances herein authorized
shall not be applicable to civilian employees of the War Department and
their dependents when transferred under the provisions of section 3 of the
Act of June 5, 1942 (50 U.S.C. 763), nor to officers and employees of the
Foreign Service, Department of State: Provided further, That no part of
such expenses (including those of officers and employees of the Foreign
Service, Department of State) shall be allowed or paid from Government
funds where the transfer is made primarily for the convenience or 'benefit
of the officer or employee or at his request: Provided further, That in case
of transfer from one department to another such expenses shall be payable
from the funds of the department to which the officer or employee is
transferred.
(b) In lieu of the payment of actual expenses of transportation, packing,
crating, temporary storage, drayage, and unpacking of household goods and
personal effects, in the case of such transfers between points in continental
United States, reimbursement shall be made to the officer or employee on a
commuted basis (not to exceed the amount which would be allowable for
the authorized weight allowance) at such rates per one hundred pounds as
may be fixed by zones in regulations prescribed by the President.
(c) Funds available for travel expenses of civilian officers and employees
shall also be available for the expenses of the transportation of their :imme-
diate families, and funds available for the transportation of things shall also
be available for the transportation of household goods and effects, as author-
ized by this Act.
See. 2. The Act of October 10, 1940 (5 U.S.C. 73c-1), relating to allowances
for the transportation of household goods, section 5 of the Act of March 4,
1923, as amended (19 U.S.C. 48), relating to traveling and subsistence expenses
of customs officers and employees, the first sentence of section 645 (a) of
the Tariff Act of 1930 (19 U.S.C. 1645 (a) ), relating to traveling and subsistence
expenses of the families of such officers and employees, and other Acts
relating to allowances to civilian officers and employees in the executive
branch of the Government (except those mentioned in the second proviso
clause of section 1 (a) of this Act) on transfer from one official station to
another for permanent duty, are hereby repealed.
Sec. 3. The Act of February 14, 1931 (5 U.S.C. 73a), as amended, is further
amended to read as follows:
"Civilian officers or employees or others rendering service to the Govern-
ment shall, under regulations prescribed by the President, and unless other-
wise provided in the appropriation concerned or other law, and whenever
such mode of transportation is authorized or approved as more advantageous
to the Government, be paid in lieu of actual expenses of transportation not
to exceed 2 cents per mile for the use of privately owned motorcycles or 5
cents per mile for the use of privately owned automobiles or airplanes when
engaged in necessary travel on official trips from their designated posts of
duty or places of service, or 2 cents per mile for the use of privately owned
motorcycles or 4 cents per mile for the use of privately owned automobiles
when used on official business wholly within the limits of their official sta-
tions or places of service. In addition to the mileage allowances provided
for in this section, there may be allowed reimbursement for the actual cost
of ferry fares and bridge, road, and tunnel tolls."
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Sec. 4. Until June 30, 1948, when authorized in an appropriation or other
Act, appropriations available for travel expenses shall be available for the
payment, without regard to the rates authorized by the Subsistence Expense
Act of 1926, as amended (5 U.S.C. 821-833), of per diem allowances in lieu
of subsistence expenses to civilian officers and employees of departments
while traveling on official business outside continental United States and away
from their designated posts of duty: Provided, That the amount of such
allowances shall be determined by the head of the department concerned or
by such subordinates as he may designate for the purpose, but shall in no case
exceed the maximum established by regulations prescribed by the President
for the locality in which the travel is performed.
Sec. 5. Persons in the Government service employed intermittently as
consultants or experts and receiving compensation on a per diem when
actually employed basis may be allowed travel expenses while away from
their homes or regular places of business, including per diem in lieu of
subsistence while at place of such employment, in accordance with the
Standardized Government Travel Regulations, Subsistence Expense Act of
1926, as amended (5 U.S.C. 821-833), and the Act of February 14, 1931, as
amended by this Act, and persons serving without compensation or at $1
per annum may be allowed, while away from their homes or regular places
of business, transportation in accordance with said regulations and said Act
of February 14, 1931, as so amended, and not to exceed $10 per diem in lieu
of subsistence en route and at place of such service or employment unless
a higher rate is specifically provided in an appropriation or other Act.
Sec. 6. Section 10 of the Act of March 3, 1933 (5 U.S.C. 73b) is hereby
amended to read as follows:
"Sec. 10. Whenever by or under authority of law actual ex-
penses for transportation may be allowed, such allowances shall
not exceed the lowest first-class rate by the transportation facility
used in such transportation unless it is certified, in accordance
with regulations prescribed by the President, that lowest first-
class accommodations are not available or that use of a compart-
ment or such other accommodations as may be authorized or
approved by the head of the agency concerned or such subordi-
nates as he may designate, is required for purposes of security."
Sec. 7. Appropriations for the departments shall be available, in accord-
ance with regulations prescribed by the President, for expenses of travel
of new appointees, expenses of transportation of their immediate families
and expenses of transportation of their household goods and personal effects
from places of actual residence at time of appointment to places of employ-
ment outside continental United States, and for such expenses on return of
employees from their posts of duty outside continental United States to the
places of their actual residence at time of assignment to duty outside the
United States: Provided, that such expenses shall not be allowed new
appointees unless and until the person selected for appointment shall agree
in writing to remain in the Government service for twelve months following
his appointment, unless separated for reasons beyond his control. In case
of a violation of such agreement any moneys expended by the United States
on account of such travel and transportation shall be considered as a debt
due by the individual concerned to the United States. This section shall not
apply to appropriations for the Foreign Service, State Department.
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51. EXTRACTS FROM P. L. 830
[PUBLIC LAW 830 - 81st CONGRESS]
[CHAPTER 1010 - 2d SESSION]
[H. R. 9430]
AN ACT
TRAVEL
3 March 1953
Be it enacted by the Senate and House of Representatives of the United
States of America in Congress assembled, That subsection (a) of section 1
of the Act of August 2, 1946 (60 Stat. 806), is amended by striking the ;phrase
", in the order directing the travel," and substituting therefor the words "or
approved".
(b) The. period at the end of subsection (a) of said section is changed to
a colon and the following proviso is added thereto: "And provided further,
That expenses of travel and transportation in connection with the transfer
of officers and employees to posts of duty outside the continental limits of
the United States and return therefrom shall be allowed to the same extent
and subject to the same limitations prescribed for new appointees under
section 7 of this Act."
(c) A new subsection is added at the end of the said section, as follows:
"(d) When civilian officers and employees of the United States are on duty
at places designated by the heads of their respective departments or agencies
as within zones from which their immediate families should be evacuated
for military or other reasons which create imminent danger to life or prop-
erty, or adverse living conditions seriously affecting the health, safety, or
accommodations of said families, or upon transfer or assignment to duty of
such civilian officers and employees to places where their immediate families
are not, for the aforesaid reasons, permitted to accompany them, their :imme-
diate families and household goods may be transported at Government ex-
pense, under such regulations as the heads of their respective departments
and agencies may prescribe, to such location as may be designated by the
civilian officer or employee concerned or by the immediate families of such
officers and employees when circumstances prevent the officers and employees
from designating such locations or when it is administratively impracticable
to determine the intent of the officers or employees in this respect: Provided,
That if such location designated by either the officers or employees or their
immediate families is within an area to which such movement is prohibited
for the aforesaid reason, an alternate location may be designated by either
the officers or employees concerned or their immediate families: And pro-
vided further, That such immediate families and household goods may later
be transported at Government expense from the designated location or alter-
nate location authorized in this subsection to a duty station to which the
officers or employees concerned are assigned, and to which the above restric-
tions do not apply."
Sec. 2. Section 7 of the said Act of August 2, 1946 (60 Stat. 806), is hereby
amended by deleting the proviso at the end of the first sentence thereof, by
deleting the second sentence, and by substituting the following therefor:
"Provided, That such expenses of travel and transportation to posts of duty
outside the continental United States shall not be allowed unless and. until
the person selected for appointment shall agree in writing to remain in the
Government service for twelve months following his appointment, unless
separated for reasons beyond his control and acceptable to the department
or agency concerned and in case of violation of such agreement any moneys
expended by the United States on account of such travel and transportation
shall be recoverable from the individual concerned as a debt due the United
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States: And provided further, That expenses of return travel and transporta-
tion upon separation from the service shall be allowed whether such separa-
tion is for the purposes of the Government or for personal convenience, but
shall not be allowed unless such persons selected for appointment outside
the continental United States shall have served for a minimum period of not
less than one nor more than three years prescribed in advance by the head
of the department or agency concerned or unless separation is for reasons
beyond the control of the individual and acceptable to the department or
agency concerned."
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