STANDARDIZED GOVERNMENT TRAVEL REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86B00269R000500050066-9
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 40
• Document Creation Date: December 14, 2016
• Document Release Date: April 28, 2003
• Sequence Number: 66
• Publication Date: January 20, 1942
• Content Type: REGULATION

Approved of r elm Tease
STANDARDIZED
Government Travel
Regulations
As Amended
January 30, 1942
(Approved by the President)
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STANDARDIZED G O V E R N M E N T
TRAVEL REGULATIONS, AS
AMENDED
The following regulations are issued for the guid-
ance of civilian officials and employees of the several
executive departments and independent establish-
ments, including their field services, except the Postal
Service, while traveling on official business for the
Government, except where specific laws provide other-
wise. The head of each department, establishment,
and agency shall make requisition upon the Public
Printer for such supply of these regulations as may
be necessary to meet their requirements.
GENERAL
1. Funds for traveling expenses-Employees travel-
ing on official business will provide themselves with
sufficient funds for all current expenses, and are ex-
pected to exercise the same care in incurring expenses
that a prudent person would exercise if traveling on
personal business.
2. Reimbursable expenses.-Traveling expenses which
will be reimbursed are confined to those expenses
essential to the transacting of the official business.
3. Official station-post of duty.-Designated post of
duty and official station mean one and the same, the
limits of which will be the corporate limits of the
city or town in which the officer or employee is sta-
tioned, but if not stationed in an incorporated city or
town, the official station is the reservation, station, or
established area, or, in the case of large reservations,
the established subdivision thereof having definite
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boundaries within which the designated post of duty
is located, but in no case shall a place within ~ miles
of a traveler's office or living quarters be considered
as away` from his post of duty.
4. Leave of absence.-Absence from duty station or
duty status is chargeable as leave of absence. When
leave of absence of any kind is taken while in a travel
status (including Sundays and holidays), the exact
hour of departure from and of return to duty station
or duty status must be shown in the expense account.
(See pars. 20, 45 (a), 48, 49, 58, 69 (a), 87.)
1. AUTHORITY FOR TRAVEL
5. Form of authority.-All travel shall be either
authorized or approved in writing by the head of the
department or independent establishment, or by an
official to whom such authority has been properly
delegated. (See par. 7.)
6. Prior authority.-Except as provided in para-
graph 7 following, the authority shall be issued prior
to the incurrence of the expenses, and shall specify the
travel to be performed as definitely as circumstances
will permit.
7, Approval: Whenever travel has been performed
and expense incurred on account of an emergency, or
without prior authority, the travel voucher must be
approved by the head of the department or independ-
ent establishment, or by an official designated by him
for this purpose, and such approval shall constitute
the authority for the travel. All vouchers submitted
on account of such travel must contain a satisfactory
statement of the facts constituting the necessity
therefor.
H. TRANSPORTATION
S. Definition.-Transportation includes all necessary
official travel on railroads, air lines, steamboats, street-
cars, taxicabs, and other usual means of conveyance.
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 GOVERNMENT TRAVEL REGULA
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Transportation may include fares and such expenses
incident to transportation as baggage transfer; official
telegraph, telephone, radio, and cable messages in
connection with items classed as transportation;
steamer chairs and steamer rugs at customary rates
actually charged ; staterooms on steamers-not to
exceed $2 or the next higher available first-class rate
when it is in excess of that amount. (See par. 29.)
All fees and tips are payable from the per diem in lieu
of subsistence. (See par. 44.)
(a) The usual taxicab fares from station, wharf, or
other terminal to either place of abode or place of
business, and from either place of abode or place of
business to station, wharf, or other terminal will be
allowed. (See par. 11.)
(b) Where the nature and location of the work where
temporarily stationed are such that meals and lodging
cannot be procured there, and the daily travel required
to procure subsistence at the nearest available place is
not such as made by the public generally for that pur-
pose, nor performed for the personal convenience of
the traveler, the expense thereof will be considered as
necessary transportation not incidental to subsistence.
A full statement of the necessity for such daily travel
should accompany the expense account.
(c) Foreign currency.-Commissions for conversion
of currency in foreign countries may be allowed. (See
pars. 90, 91.)
(d) Erchanye fees.-Charges covering exchange fees
for cashing United States Government checks or drafts
issued in reimbursement of expenses incurred for travel
in foreign countries may be allowed. (See par. 91.)
(Exchange fees incurred in cashing checks or drafts
issued in payment of salary will not be allowed in travel
expense accounts.)
9. Routing of travel.-All travel must be by the
most economical usually traveled route. Travel by
other routes may be allowed when the official necessity
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therefor is satisfactorily established. (See pars. 15,
16, 87. )
10. Indirect-route travel.-In case a person travels
by an indirect route for his own personal convenience,
the extra expense will be borne by himself and reim-
bursement for expenses will be based only on such
charges as were actually incurred, not to exceed what
would have been incurred by the most economical
usually traveled route. (See pars. 27, 49.)
11. Special conveyances.-The hire of boat, automo-
bile, aircraft, livery, or other special conveyance will
be allowed only when no public or regular means of
transportation are available or when such regular
means of transportation cannot be used advantageously
in the interest of the Government, in which case a sat-
isfactory explanation must accompany the account,
(See par. 83 (e).)
(a) If the hire of a special conveyance includes pay-
ment by the traveler of the incidental expenses of gas-
oline or oil, feeding and stabling horses, rent of garage,
hangar, or boathouse, subsistence of operator, ferriage,
tolls, etc., the same should be first paid, if practicable,
by the person furnishing the accommodation, or his
operator, and itemized in the bill.
(b) Where two or more employees travel together
by means of such special conveyance, that fact, to-
gether with the names of those accompanying him,
must be stated by each traveler in his travel voucher.
(c) Charges for the hire of a conveyance of an-
other Government employee, of a member of the trav-
eler's family, or a member of the family of another
Government employee, will not be allowed in the
absence of a satisfactory showing that the conveyance
was not so procured because of such personal or.official
relationship ; that it was impracticable to otherwise
procure, and that the member of the family so furnish-
ing was not dependent upon the traveler for support.
The material facts should be reported in the account.
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12. Use of privately owned conveyance- ctua em-
pense basis.-When an officer or employee travels on
official business away from his designated post of duty
or official station he may be authorized to use a privately
owned conveyance on an actual-expense basis, as dis-
tinguished from a mileage basis under paragraph
12 (a), provided that the aggregate of allowable ex-
penses, plus increased subsistence expenses, if any,
through increased travel time, or less subsistence sav-
ings, if any, through reduced travel time, as the case
may be, does not exceed the cost of transportation avail-
able by common carrier, and such mode of travel has
been previously authorized by the head of the depart-
ment or independent establishment or by an official
to whom such authority has been properly delegated.
For such travel on an actual-expense basis the officer
or employee will be entitled to reimbursement of the
cost of gasoline, oil, and feed of horses, and in addition
thereto garage or hangar rent and stabling of horses,
while officially detained en route, and bridge, ferry,
and other tolls. For the purpose of determining the
amount of increased subsistence expenses, or sub-
sistence savings for a given period of time, the per
diem rate of subsistence named in the travel order
will be used. (See pars. 5-7.) Charges for repairs,
depreciation, replacements, grease, alcohol, flushing
crank cases, towage, and like speculative expenses
will not be allowed ; nor for the use of a privately owned
conveyance (other than actual expense thereof as
above authorized). The number of additional passen-
gers, if any, and the ages of minor children should be
stated in the travel voucher. Exemption from payment
of tax on gasoline in States providing such exemption
must invariably be claimed. The standard Federal
forms should be used for that purpose. When exemp-
tion is refused receipts must be obtained in duplicate.
(See also par. 83 (e).)
(a) Mileage basis.-Mileage in lieu of actual ex-
penses of transportation under paragraph 12, regard
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less of subsistence status and hours of travel, may be
allowed a civilian officer or employee traveling by a
privately owned motorcycle or automobile on official
business away from his designated post of duty or offi-
cial station as defined in paragraph 3, at rates not
exceeding 2 cents per mile for motorcycles and 5 cents
per mile for automobiles, provided such mode of travel
and the rate per mile have been previously authorized
by the head of the department or independent estab-
lishment or by an official to whom such authority has
been properly delegated and payment on the mileage
basis is more economical and advantageous to the
United States. In determining whether motor travel
on a mileage basis is more economical and advan-
tageous to the United States and in fixing the rate per
mile, consideration will first be given to the advantage
resulting from the more expeditious transaction of
public business, as well as to other advantages and/or
disadvantages to the United States in the particular
case, and if such motor travel be determined to be
more advantageous, consideration will then be given
to the economy of mileage cost at the mileage rate to
be determined as compared with the cost of travel by
common carrier or other usual mode of transportation,
plus additional subsistence per diem, if any, through
increased travel time, or less subsistence savings, if
any, through reduced travel time, as the case may be.
For the purpose of determining the amount of in-
creased subsistence allowance or subsistence savings
for a given period of time, the per diem rate of sub-
sistence named in the travel order will be used. Mile-
age for use of privately owned motorcycle or automo-
bile must be computed beginning and ending at limits
of the areas prescribed in paragraph 3, as mileage
for use of privately owned motorcycle or automobile
will not be allowed for travel within post of duty as
defined in said paragraph. When by general order ofil-
cers and employees engaged in necessary travel on
official business, away from their designated post of
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r o ccal station, are authorized to use privately
owned motorcycles or
tain rates automobiles, at not to exceed cer-
of mileage within their respective limited ter-
ritories whenever the cost thereof is more economical
and advantageous to the United States, there must be
attached to the vouchers covering payment of such
mileage a statement of fact showing
the motorcycle or automobile and that the use of mileage basis the payment on a
were more advantageous and economical
? to the United States. (See pars, 3, 5-7, 83 (e).)
(Gasoline tag exemption must not be claimed when
traveling on mileage basis.)
13. Accommodations on trains and steamers.-The
following accommodations will be allowed en trains
and steamers (see par. .57):
(a) One standard lower berth for each person and
lowest rate first-class stateroom accom
steamers when same modatioitis on ticket. If the is not included in cost of passage traveler, accommodatiens are shared by the
the fact should be stated in the expense ac-
count and he may be reimbursed only his proportion.
ate share of the costs. (See pars, 13 (d), 95.
(b) One seat in a sleeping, parlor, or chair car,
haourney is more than 25 miles. If journey is
shownwhen j
less tn 25 miles the necessity for the seat must be
.
(e) Through sleeping-car accommodations should be
obtained in all cases where more economical to the
Government, when practicable. Where a change of
sleeping car en route is necessary, the traveler should
secure the usual transfer check from the sleeping-car
conductor, for exchange at the ticket office for accom-
modations beyond the point where change is made,
(See par. 28.)
(d) Accommodations on steamers should be applied
for at the earliest practicable moment after receipt of
the travel order. Any additional cost resulting from
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unnecessary delay in securing such accommodations
shall be borne by the traveler. oaars. 57, ons.-
14. -Unused. sleeping- or parlor-07T
a traveler finds that he will not use sleeping- or
parlor-car accommodations which have been reserved
for him, he must release them immediately. trains y Extra-fare trr a roved by the head ofeany de-
may be authorized om , or agency, or by any of their
partment, establishmentt,
designated subointoaconsiderat oses where n salary (and subs st
thereof, taking
ence savings, is not in excess of travel by regular are
trains, or (b) in emergencies where necessary for sav-
ing life or property. When the cost of transportation
by extra-fare trains is in excess of the cost of travel by
regular-fare trains, taking into consideration salary
and subsistence savings, and there is no existing
involving the loss of life or property,
tion by extra-fare trains must head cally authorized executive
or approved in each case by the , or suchrtmes, responsible officer oor agency f the department,, estab-
such aree or ncy concerned as the head thereof
gnat' Iishment, designate for that purpose. (See par. 37.)
16. Special tickets.-Through tickets, excursion tick-
ets, reduced rate round-trip or party tickets should be
secured whenever practicable and economical. (See
pars. 9, 49.)
III. TRANSPORTATION REQUESTS
17. Deftnition.-A transportation request is an order
by proper authority upon the prescribed sandard form
state-
for specified passenger, sleeping-car, p t
room, or other commonly recognized transportation
accommodations, including established autobus e United travel-
coach,, or air lines, for presentation by persons
h to having companies
the
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w in e m ed tates for exchange by them for such
accommodations.
18: Payrnent of charges on transportation requests.-
All charges for service obtained on Government trans-
portation requests will be paid only on bills to be
rendered by the carrier to the department or inde-
pendent establishment for which the travel was per-
formed.
19. By whops issued.-Transportation requests will
be furnished by competent administrative authority
for the use of persons traveling on official business, and
validated by the issuing officer.
20. Used for all official travel.-Transportation re-
quests should be used, when practicable, to obtain all
official transportation where the amount involved is $1
or more, but should not be issued to companies other
than transportation lines commonly recognized as such.
Transportation requests must not be used for personal
travel. (See par. 4.)
21. Preparation of.-Travelers should carefully read
the instructions on the back of the request (original
and memorandum) and on inside cover of transporta-
tion request book. Transportation requests must be
filled in with typewriter, pen, or indelible pencil. The
date, place at which request is issued, the name of the
carrier or company on which drawn, point of departure,
destination, complete route, showing initials of carriers,
and junction points when necessary, class of ticket,
whether first-class, limited, round trip, party, or other
special class, must be inserted. When sleeping-ear
accommodations are desired, standard or tourist upper
or lower berth must be indicated in the block provided
therefor on the request. All unused blocks shall be
canceled by drawing a line through them. The request
must be receipted by the person in whose favor it is
drawn, and indicate his official designation.
22. Identification of traveler.-If requested the trav-
eler will identify himself to the ticket agent as the
person in whose favor the transportation request is
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;sued, by presenting an official card provided for that
purpose or other proper Government credentials. In
ease of the refusal of the agent of any transportation
company to accept a request the facts must be reported
immediately to the central office of the department or
independent establishment through the official who fur-
nished the request.
23. Must not be altered.-Transportation requests
must not be altered except as provided for in paragraph
2 on back of request. Requests otherwise altered will
not be accepted by the transportation companies. (See
instruction on back of request.)
24. Spoiled or canceled requests.-All transportation
requests spoiled or canceled for any reason, together
with the memorandum copies thereof, shall be marked
"Canceled" and submitted immediately to the central
office of the department or independent establishment
through the official furnishing the request.
25. Appropriation chargeable.-Transportation re-
quests indicating a specific appropriation must not be
used for travel chargeable to a different appropriation.
26. Stop-overs.-When stop-overs are to be made on
official business and stop-over privileges are included
in a through ticket one request only should be issued.
27. Indirect-route travel.-T'he use of transportation
requests to secure tickets for indirect-route trips must
be specifically authorized by the proper administra-
tive official. (See pars. 9, 10, 13 (d), 49.)
28. Parlor and sleeping cars.-Separate request
should be issued for parlor, chair, or sleeping car
accommodations. (See par. 13.)
29. Staterooms.-When requests are issued for state-
rooms on river or coastwise steamships, where the
staterooms are a separate charge, the specific value
of the room authorized must be inserted on the re-
quests. If it is impracticable to determine when issu-
ing the request what sleeping accommodations are
available and it is desired to limit the traveler to the
cheapest first-class accommodations available, the
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words "CHEAPEST AVAILABLE 1
sorted on the request. When staterooms of a specific
value are called for and no rooms of this value are
available a room of the next higher value may be
secured. The request in, this instance should read, for
example, "One $2 room or next higher, available ]st
Cl."
30. Party tickets.-When a transportation request
is issued for a party (more than 1) it should be
drawn in favor of the person in charge of the party
and the number of additional persons traveling, as
"John Doe and 16 others." If more than one person
is shown by name on the face of the request, all who
are named are required to sign the receipt. Should
tickets for a less number than that indicated. on the
request be secured, proper notation should be made
on the back of the request. Should transportation be
furnished for a less number than called for on a party
ticket, the conductors, pursers, or other ticket collec-
tors of the carriers should be requested to make proper
notation thereof on tickets or coupons, showing the
number of persons actually transported ; and the per-
son in charge of the party should notify immediately
the department or independent establishment through
the official who furnished the request. A list giving
names of all persons, except emergency laborers, trav-
eling on request, if more than one, should be shown on
or attached to the carbon copy pf the request together fare
statement of t
with
When used forge emergency laborers the fnum-
ber only of such emergency laborers need be shown.
If separate tickets are secured, see paragraph 32.
31. Uncompleted journeys.-Travelers leaving trains
or other conveyances short of destination of ticket
after having surrendered ticket or coupon of ticket,
must secure a statement of the facts from the tra.ir_k
conductor or person in charge of conveyance. When
traveler surrenders sleeping or parlor car accommo-
dation's short of destination statement must also be
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o ained from the conductor or person in charge of
conveyance. A statement of facts must be furnished
for each interrupted air trip in the course of which the
ship is grounded or any part of the air trip canceled
short of destination, such statement to include a de-
scription of the accommodations furnished upon the
resumption of travel. These statements in each case
must be forwarded immediately to the central office
of the department or independent establishment
through the official who furnished the request, giving
serial numbers of requests involved.
32. Unused tickets.-Unused tickets or portions
thereof, when secured on transportation requests, must
be forwarded immediately to the central office of the
department or independent establishment through the
official who furnished the request, together with ex-
planatory statement as to why ticket or such portions
thereof were not used. (See par. 40.)
33. Refunds.-Under no circumstances shall an em-
ployee attempt to secure a refund from a transporta-
tion company for an unused ticket or portion thereof
obtained on a Government transportation request.
34, Scrip or mileage books.-When continuous travel
between places but a short distance apart is involved
and a substantial, saving or convenience to the Gov-
ernment will result, scrip or mileage books may he
used when authorized. Scrip or mileage books must
not be purchased in excess of current needs. (See
pars. 20 and 83 (c).1
35. Copy of transportation requests issued.-As the
memorandum copy of transportation request serves as
a very important administrative record, care must be
exercised that such copy is legible and complete in all
respects when forwarded. Where Government re-
gtiests for transportation are used for travel which in-
volves no other expenses to be paid by the Govern-
ment, a statement to that effect over the signature of
the traveler should be submitted with the copies of
the requests issued.
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30. Lost or stolen transportation requests.-Care
should be exercised to safeguard Government trans-
portation requests, as the value of lost or stolen trans-
portation requests subsequently honored may be
charged to the employee. Lost or stolen transporta-
tion requests should be reported promptly to the cen-
tral office of the department or independent establish-
ment through the official furnishing the request, and
a copy of such report sent promptly to the General
Accounting Office. If the transportation requests
which have been reported lost or stolen are subse-
quently recovered, said requests should be immedi-
ately cancelled by the officer or employee recovering
same and promptly forwarded to the officer who
issued them.
37. Extra-fare trains.-When transportation re-
quests are used for travel on an extra-fare train and
such use is not authorized or approved, the excess cost
of such travel over the regular fare will be collected
by the proper Government official from the traveler.
(See par. 15.)
IV. BAGGAGE
38. De/inition.-Baggage consisting of public prop-
erty, or private property to be used exclusively for
official business, and wearing apparel needed by the
traveler for the journey may be transported in the
necessary containers. The number and kind of pieces
transported must be stated in the expense account.
(For property not checkable on ticket see provisions
for express and freight, pars. 70 to 74, inclusive.)
39. Excess baggage.-Baggage in excess of the
weight or of size greater than carried free by trans-
portation companies will be classed as excess baggage.
Unless previously authorized, explanation must be
made when submitting claim for reimbursement for
excess baggage charges, showing the official necessity
therefor. The authorization or a copy thereof must
accompany the expense account. All charges for ex-
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cess baggage must be supported by receipts showing
the weight of the baggage and points between which
moved. (See par. 80 (a).)
40, Stoppage in transit.-Care should be taken to
stop baggage that has been checked on a ticket beyond
the point where the traveler leaves the train. If
baggage cannot be intercepted or transferred and is
carried through to original destination on unused
portion of ticket, full explanation of the facts should
be made to the administrative office at the time of
transmitting unused ticket for redemption. Failure to
observe this rule will result in any excess cost to the
Government being charged to the employee.
NoTa.-For the information and guidance of travelers it
may be stated that regulations of carriers governing the
claiming of baggage short of destination contain provisions
substantially as follows : "When baggage for which checks
have ben issued is delivered to owner at starting point or
short of destination shown on checks, owner being unable to
complete the journey, agent must mark circle around the
punch cancellation, indorsing on back of ticket `baggage
delivered' and sign his name and name of station."
41. Transfer of baggage-Necessary charges for the
transfer of baggage will be allowed at not to exceed
customary local rates. Necessity for the transfer of
hand baggage must be explained.
42. Storage of baggage.-Charges for the storage of
baggage will be allowed only when it is shown that
such storage was solely on account of official business
or that a saving of transfer charges was effected
thereby.
43. Checking baggage.-Charges for the checking of
baggage will be allowed at not to exceed customary
local rates.
V. SUBSISTENCE
44. Definition.-The per diem in lieu of subsistence
expenses will be held to include all charges for meals ;
lodgings ; personal use of room during daytime ; baths ;
all fees and tips to waiters, porters, baggagemen, bell
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boys, hotel maids, dining-room stewards and others on
vessels, and hotel servants in foreign countries, in con-
nection with subsistence and transportation ; telegrams
and telephone calls reserving hotel accommodations ;
laundry ; cleaning and pressing of clothing ; fans and
fires in rooms; transportation between places of lodg-
ings or where meals are taken and places of duty.
(See pars. 4, 8 (b).)
(a) The term "lodgings" does not include berths,
sections, compartments or drawing rooms on sleeping
cars or staterooms or berths on steamers, and the ex-
penses thereof are not subsistence expenses. (See
pars. 47 and 47 (a).)
45. Subsistence allowance.-Unless otherwise ex-
pressly provided in an employee's commission or ap-
pointment, or by law, the official authorized to issue
.travel orders may authorize in the order a per diem
allowance not to exceed $6 In lieu of subsistence ex-
penses, while traveling on official business within the
limits of the continental United States, except where
such travel is performed by means of a privately owned
trailer, no per diem allowance shall be paid unless the
travel by such means be authorized in advance, in
which event per diem allowance may be paid at a rate
not to exceed $2.50. While traveling on official business
beyond the limits of the continental United States a
per diem not to exceed an average of $7 may be allowed.
The rates of the per diem in lieu of actual expenses for
subsistence authorized by law represent the maximum
allowable, not the minimum. It is the responsibility
of the heads of the departments and establishments to
see that travel orders authorize only such per diem
rates as are justified by the nature of the travel. To
this end carre should be eceercised to prevent the fisting
of a per diem rate in ececess of that required to meet
the necessary authorized expenses.
(a) If leave of absence of any kind begins or ter-
minates within the traveler's prescribed hours of duty,
subsistence allowance will terminate or begin at the
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same time. If the leave of absence does not begin or
terminate within the traveler's prescribed hours of duty
the traveler will be regarded as being in a subsistence
status until midnight of the last day on which actual
service Is rendered preceding the leave of absence and
from 12.01 o'clock a. in., of the day on which actual
service is resumed. Presence at duty station on Sun-
days or holidays during daily prescribed hours of duty
will be regarded as equivalent to actual service, if the
traveler otherwise be in a duty status. I"+ ractional
leave of absence wholly within a day, where for half
of the prescribed working hours or less, will be disre-
garded for subsistence purposes ; where it exceeds half
of the prescribed working hours, no subsistence will be
Allowed. (See pars. 4, 20, 48, 49, 58, 69 (a), 87.)
46. No allowance at official station.-Under no cir-
cumstan`ces will per diem in lieu of subsistence be al-
lowed an employee at his official station.
47. On vessels.-On vessels where the price of pas-
sage Includes meals, per diem in lieu of subsistence on
shipboard will be allowed if specifically authorized.
(Gratuities to Government employees, will not be
allowed.)
(a) Furnished by a Government agency without
charge.-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.
48. Time of departure and arrival.-In all cases the
date and hour of departure from and arrival at official
station and other points where such arrival or depar-
tpre affects the allowance of per diem in lieu of subsist-
ence, must be shown in the expense account, and the
date of arrival at 'the last-mentioped place of uncom-
pleted duty should be shown on subsequent voucher or
vouchers, so long as the traveler remains on duty at
such place.
(c.) If`duty at a particular place within the traveler's
Itinerary is prolonged beyond a period of thirty (30)
days. his travel voucher should also state the approxi-
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 GOVERNMENT TRAVEL REGULATIONS 17
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mate period o ~e cover3d'b~' a'rtfiy~8ne~i9
such place, or the approximate date of return to official
headquarters, or both, as well as any other pertinent
facts which will tend to show that his duty at such
place is of a temporary nature.
(b) The time of arrival at and departure from a
place will be considered as the hour at which the train,
boat, or other conveyance used by the traveler actually
leaves or arrives at its regular terminal.
49. Indirect-route or interrupted travel.-Where for
traveler's personal convenience or through the taking
of leave there is interruption of travel or deviation
from the direct route, the per diem in lieu of subsistence
allowed will not exceed that which would have been
incurred on uninterrupted travel by the most econom-
ical usually traveled route. (See pars. 9, 10, 27, 45 (a),
87.)
VI. PER DIEM IN LIEU or SUBSISTENCE EXPENSES
50. Definition.-The per diem in lieu of subsistence
expenses will be in lieu of all items specified in the
foregoing definition of subsistence. (See pars. 44 to
49.)
51. Day defined.-In. computing the per diem in lieu
of subsistence for continuous travel of more than 24
hours the calendar day (midnight to midnight) will be
the unit, and for fractional parts of a day at the com-
mencement or ending of such continuous travel, consti-
tuting a travel period, one-fourth of the rate for a
calendar day will be allowed for each period of six
hours or fraction thereof. For continuous travel of
less than 24-hours, constituting a travel period, such
period will be regarded as commencing with the begin-
ning of the travel and ending with the completion
thereof, and for each six-hour portion of the period or
fraction thereof one-fourth of 'the rate for a. calendar
day will be allowed: Provided, That no per diem will.
291504?-41-9
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 IS GOVERNMENT TRAVEL REGULATIONS
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be allowed when the departure is after 8 a. in., and the
return on the same.day is prior to 6 p. in., or for any
absence not exceeding three hours.
VII. TELEGRAPH, CABLE, AND RADIO SERVICE
52. Authorized for official business.-Telegraph,
cable, and radio service may be used on official business
when such expeditious means of communication is
essential. The cheapest practicable class of such serv-
ice should be employed. The facilities of the Signal
Corps, United States of America, and of the Naval
Communication Service for the dispatch of telegrams
and radiograms should be used whenever practicable
to do so. Messages which should not be paid for by
the Government should be treated as personal mes-
sages at commercial rates. (See pars. 57, 58.)
53. Discretion in use.-The time required to trans-
mit and deliver telegrams, cablegrams, and radio-
grams, the difference in time between points, and the
probable closing time of offices should be considered
in determining the method of communication.
54. Form of messages.-Care should be exercised in
preparing messages to omit words, figures, and punc-
tuation unnecessary to the meaning of the message.
Initials and titles in the text and signature should be
used only when needed for identification. Numbers
and dates in the text of telegrams, cablegrams, and
radiograms should be expressed in figures, except
where impracticable in code messages. Every mes-
sage should show the place and date of transmission.
55. Notations required.-Messages on official busi-
ness should be indorsed where practicable, with the
words "Official Business-Government Rate-Collect"
when,, sent collect and "Official Business--Govern-
went Rate-Paid" or "Official Business-Commercial
Rate-Paid" as the case may be, when paid for by
the traveler, and should have indicated thereon the
class of service (day message, day letter, night mes-
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messages, par. 56.)
56. Copies of messages.-A copy of each official tele-
gram, cablegram, and radiogram paid for by the
traveler must accompany his expense account, except
only in such rare instances as the subject matter is of
such a confidential nature that to divulge its contents
would be prejudicial to the public interest. In such
cases the points between which sent and number of
words must be stated, and a receipt from the person to
whom payment was made must be furnished. (See
par. 80 (q).)
57. Reservation of accommodations.-Charges for
telegrams reserving airplane, sleeping-car, or steamer
accommodations are transportation expenses and may
be allowed when supported by a satisfactory explana-
tion showing the necessity therefor.
58. Personal messages.-Telegrams, cablegrams, and
radiograms applying for leave of absence or extension
thereof or of inquiry as to, or as to payment of salary
or expense vouchers, and answers thereto, or those
containing any matter of a purely personal nature,
must not be sent at Government expense. The mere
fact that the senders in the communications to which
there were responses were addressed by their official
titles does not transform telegrams on strictly private
business into official telegrams.
59. Payment of charges.-Official telegrams, cable-
grams, and radiograms sent to Government offices
having authorized charge accounts should be sent "Of-
ficial Business-Government Rate-Collect" unless
otherwise directed by competent authority. All others
should be prepaid.
60. Prepayment demanded.-When "Collect" serv-
ice or "Government Rates" are refused, payment of
the amount demanded should be made and, the cir-
cumstances with a receipted copy of the message
should be reported immediately to the administrative
official.
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 20 GOVERNMENT TRAVEL REGULATIONS
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VA. a sages o e coded.-When practicable, cable-
grams and radiograms should be coded in conformity
with a departmental or standard code.
62. Rates prescribed by law.-Rates for telegrams
sent on official business are axed by the Federal Com-
munleations Commission.
63. Words chargeable.-All messages shall be sub-
ject in all respects to the prevailing commercial count
of chargeable words, and the address and signature of
domestic messages shall be transmitted free, in ac-
cordance with, the commercial practice.
64. Day messages.-For day messages, the charge
shall be not to exceed sixty (60) per centum of the
charge for a full rate commercial telegram of the
same length between the same points in the United
States. The minimum charge for any day message
shall be twenty-five (25) cents.
65. Special rates.-Travelers sending telegrams on
official business should make inquiry, in each instance,
as to whether there is a special low rate available for
the class of message being sent, especially messages in-
volving reservations of accommodations, and mes-
sages concerning trips, which may be classified as
"tourate" messages. For day letters, night messages,
and night letters, the charge shall be not to exceed
sixty (60) per centum of the charge for commercial
day letters, night messages, and night letters, as the
Case may be, of the same length, between the same
points in the United States. The minimum charge
for any day letter shall be forty-five (45) cents; for
night messages, twenty (20) cents ; for night letters,
thirty (30) cents; for serial messages, fifty-four (54)
cents ; and for timed wire service, forty-five (45)
cents, unless any of these amounts shall be greater
than the minimum for a corresponding commercial
message. A day letter shall be charged for as a day
letter or a day message, according to which of these
classifications shall produce the lower charge for the
particular message; and an overnight message shall
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 GOVERNMENT TRAVEL REGULATIONS 21
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according to which of these classifications shall pro-
duce the lower charge for the particular message.
66. Fractional charges.-In cases where the charge
for a Government message, determined as herein pro-
vided, shall include a fraction of a cent, such frac-.
tion, if less than one-half, is to be disregarded ; if
one-half or more, it is to be counted as one cent.
67. Priority of official messages.-All Government
communications shall have priority over all other bus-
iness, except radio communications or signals, which
are given absolute priority under the Communica-
tions Act of 1934, as amended, and shall be subject to
the prevailing classifications, practices, and regula-
tions applicable to the corresponding commercial com-
munications. All officers of the United States sending
such telegrams should endorse thereon the words "of-
ficial business" and should report to the Federal
Communications Commission any failure to transmit
them in such priority and any charge made in excess
of the rate above prescribed.
VIII. TELEPHONE SERVICE
68. Local calls.-Charges for local telephone calls
on official business will be allowed. The expense ac-
count shall show the number of such calls, rate per
call, total amount expended each day, and that the
calls were on official business.
69. Long-distance calls.-Charges for long-distance
telephone calls on official business will be allowed, pro-
vided a statement is furnished showing the name of
the party with whom communication was held, the
points between which service was rendered, the date,
time occupied, the amount paid on each call,. and that
the calls were on official business. When the public
interest so requires the name of the party and the
points between which the service was rendered need
not be stated in the expense account, but may be
stated in confidence to the administrative official.
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 22 GOVERNMENT TRAVEL REGULATIONS
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(a) Personal telephone calls.-Telephone calls ap-
plying for leave of absence or extension thereof or
inquiry as to, or as to payment of salary or expense
vouchers, and answers thereto, or those as to any
matter of a purely personal nature, must not be made
at Government expense, and charges therefor will
not be allowed.
IX. EXPRESS AND FREIGHT
70. Government bills of lading: Shipments by ex-
press or freight of Government property not classed
as baggage and not admissible to the mails should be
made on Government bills of lading. (See par. 38.)
71. Payment of charges.-Charges on shipments
made on Government bills of lading must not be paid
by the traveler. (See par. 73.)
72. Freight service to be used.-Shipments must not
be made by express when ordinary freight service will
answer the official needs, due consideration being given
to the probable cost of collecting or delivering the
shipment and the time required for transmission.
73. Prepayment demanded-When acceptance of
shipments on Government bills of lading is refused,
payment of the amount demanded should be made,
and the circumstances, with a receipt, should be re-
ported immediately to the administrative official of the
department or independent establishment.
74. Receipts for cash payments.-When Government
bills of lading are refused or not used and cash pay-
ment is demanded, the carrier's receipt showing the
original point of shipment, des,:_- tion, number of
packages, contents and separate weight of each pack-
age, rate and amount of charges paid, will be accepted
in support of charge, subject to land-grant deductions.
X. MISCELLANEous EXPENSES
75. Definition.-Charges for necessary stenographic
or typewriting services or rental of typewriting ma-
chines in connection with the preparation of reports
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 GOVERNMENT TRAVEL REGULATIONS 25
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guides, interpreters, packers, drivers of vehicles ; stor-
age of property used on official business ; and when
required for travel beyond the limits of the United
States, fees in connection with the issuance of pass-
ports, visa fees, cost of photographs for passports and
visas, cost of birth certificates, and charges for inocu-
lation will be allowed when authorized or approved
by the administrative official.
NoTn.-Neither payment nor reimbursement will be allowed
an officer or
under any agreement made by employee of the Government for the personal services.
76. Hire of room for oicial use.-When necessary
to engage a room at a hotel or other place in order
to transact official business, a separate charge there-
for will be allowed when authorized or approved by
the administrative official. (See par. 80 (i) ? )
77. Method of payment.-Charges for such services
should not be paid by the traveler, but the account
should be approved by the traveler, certified by the
payee, and forwarded to the administrative official for
approval and payment to be made direct to the person
who rendered the service. The account must show
the dates of service, quantity, unit, and unit price,
and such other particulars as may be needed for a
clear understanding of the charge. If Government
voucher form is not used, care should be taken that
each account is submitted in duplicate, the original
of which shall bear the approval of the traveler and
the following certificate by the, payee : "I certify
that the foregoing account is correct and just and
that payment therefor has not been received." (See
par. 78.)
78. Cash padment.-Where cash payment is de-
manded for such services, reimbursement for the
charges actually paid may be allowed. Reimburse-
ment expense account must be supported by receipts
showing the quantity, unit, and unit price, and state-
ment that cash payment was demanded.
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79. Other expenses.-Miscellaneous expenditures, not
enumerated herein, when necessarily incurred by
the traveler in connection with the transaction of
official business, will be allowed only when the neces-
sity and nature of the expense are clearly, fully, and
satisfactorily explained, and the expense account is
approved by the administrative official.
XI. RECEIPTS
80. Receipts required.-Receipts, when practicable
to obtain them, will be required for:
(a) Baggage, excess. (See par. 39.)
(b) Clerical assistance, where the amount involved
is in excess of $1. (See par. 75.)
(c) Extra-fare trains. (See par. 15.)
(d) Foreign-exchange fees. (See pars. 8 (c), 90,
91.)
(e) Hire of special conveyance such as livery, boat,
automobile (not taxicabs locally), aircraft, etc., where
the amount involved is in excess of $1. (See par. 11.)
(f) How stated.-Receipts for livery and other spe-
cial transportation must describe the service hired as
"one horse abd buggy," "two horses and wagon,"
"with driver," "automobile," etc., state the service
rendered, and the rate of compensation by the day,
hour, or other unit, as may have been agreed. If the
subsistence of driver or team is included in the cost,
that fact must be stated.
Receipts should be obtained on Standard Form 1012d
(reverse), or receipted bills on regular bill heads, or
other forms of commercial receipts, will be accepted,
provided they are properly made out to show the en-
tire period and service rendered, or articles purchased,
and the unit price. Receipts in foreign languages
should bear the English translation.
(g) Miscellaneous emergency expenditures, where
the amount involved is in excess of $1. (See par. 79.)
(h) Operating expenses of a privately owned convey-
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once, such as gaso ine, oil, garage and hangar rent,
feeding and stabling of horses, where the amount
involved is in excess of $1. (See par. 12.)
(i) Rental of rooms for official business. (See
par. 76.)
(j) Rental of typewriting machines. (See pars.
75, 77, 78.)
(k) Services, personal, such as guides, interpreters,
packers, and drivers of vehicles, where the amount
involved is in excess of $1. (See pars. 75, 77, 78.)
(1) Services, stenographic and typewriting, where
the amount involved is in excess of $1. (See pars. 75,
77, 78.)
(m) Shipments, freight or express. (See pars. 70
to 74, inclusive.)
(n) Sleeping-car, parlor-car, and stateroom fares,
WHEN PAID FOR IN CASH, within the continental limits
of the United States, or on coastwise transportation
lines. In cases where coupons or checks are not given
by the transportation company, and it is so stated in
the expense account, same will not be required. Seat
or berth checks will'be sufficient, but an affidavit or
other evidence that such receipts have been lost can
not be accepted as authorizing reimbursement of such
expenses.
(o) Steamer chairs and steamer rugs. (See par. 8.)
(p) Storage of baggage or property, where the
amount involved is in excess of $1. (See pars. 42, 75,
77, 78.)
(q) Telegrams, cablegrams, and radiograms; copy
of message required in lieu of receipt. (See pars. 52
to 67, inclusive.) Receipt required when message is
of a confidential nature, etc. (See par. 56.)
(r) Telephone messages, long distance, where the
amount involved is in excess of $1, except that where
a slot machine is used at an automatic station and
it is so stated in expense account, a receipt will not be
required. (See par. 69.)
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(s) Copies of records, etc., furnished by State officials
(clerks of courts, etc.). Citation of State statute under
which charges are made must be noted on face of
voucher. If State statute provides fee at folio rate and
for certificate, seal, etc., the account must be so itemized.
(See par. 77.)
(t) If it is impracticable to furnish receipts in any
case as above required, the failure to do so must be
fully explained in the expense account. Mere incon-
venience in the matter of taking receipts will not be
considered. In no case shall a receipt be taken in
duplicate, except as provided in paragraph 12.
(u) When the duties of the traveler are of a confi-
dential nature and the public interest so requires, the
requirements for receipts may be waived by the execu-
tive head of the department or independent establish-
ment.
(v) Passports, visas, photographs for either, affi-
davits, certificates of birth, health, or identity, and
charges for inoculation, where for any such item the
amount is in excess of $1. (See par. 75.)
.-81. Receipts not required.- Receipts will not be re-
quired for :
(a) Baggage, transfer, or checking.
(b) Fares, streetcar, bus, transfer coach, taxicab
locally, ferry, etc.
;(c) Railroad and other transportation fares, or
tickets secured with Government transportation re-
quests, except as provided in paragraph 80 (c), (e),
(n).
(d) Telephone service, local.
(e) Telephone service, long distance, when the cost
is not in excess of $1 or an automatic slot machine is
used. (See par. 69. )
(f) Receipts will not be required when the disclo-
sure of the identity of the traveler would be detrimental
to the public interest, provided their omission is ap-
proved by the proper administrative official.
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 GOVERNMENT TRAVEL REGULATIONS 27
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XII. ExPENsE ACCOUNTS
82. Memorandum of expenditures.-All persons au-
thorized to travel on business for the Government (see
certificate on expense accounts form) should keep a
memorandum of expenditures properly chargeable to
the Government, noting each item at the time the ex-
pense is incurred, together with the date, and the infor-
mation thus accumulated will be available for the
proper preparation of expense accounts.
83. Expense accounts.-
(a) All claims for the reimbursement of traveling
expenses shall be submitted on the regular authorized
form of travel expense voucher and must be itemized
and stated in accordance with these regulations.
(b) Every expense account must be supported where
practicable by a copy of the travel authorization, or, if
travel authorization has been filed or attached to pre-
vious expense account, proper reference thereto should
be made. (See pars. 5-7.)
(c) Every account must show in the space provided
for such information on the voucher form the serial
numbers of the transportation requests issued, giving
dates of travel, the points of departure and destina-
tion, name of transportation company, and the value
of the transportation secured. Where scrip or mileage
is used, the value of scrip or number of mileage
coupons detached for each trip also must be shown.
(d) Expense accounts must be supported by re-
ceipts as required by section XI of these regulations.
(e) Special conveyances and use of a privately
owned conveyance.-The expense account must show
the dates and points of travel, number of miles
traveled, and kind of conveyance used. If the dis-
tance traveled between any given points is greater
than the usual route between these points, the reason
for the greater distance should be shown. When
travel is authorized by a privately owned conveyance
on an actual expense basis, a statement shall also
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be furnished showing the make of the automobile
used, as well as the quantity of gasoline and oil
consumed, and places between which the travel was
performed, and the distance, unit price per gallon
or quart paid, and whether all gasoline, oil, garage
rent, feed and stabling of'horse, and bridge, ferry, or
other toll, for which claim is made, was used or oc-
casioned by official travel. When travel is authorized
by a privately` owned motorcycle or automobile on a
mileage basis, places between which the travel was
performed and meter readings representing the dis-
tances traveled must be shown in the expense account.
Which will be accepted as prima facie evidence of the
correctness of such distances, subject to verification by
means of official table of distances, or in absence of
the required information therein by means of other
acceptable evidence. (See pars. 11, 12, 12 (a), 80
:(e) (h) )
? 7 The standard form of voucher for reimbursement
of travel and other expenses (No. 1012) and other
s~ppecially approved forms of travel-expense voucher
*111 be used for vouchering the mileage payments.
84. Rendition of accounts.-Unless otherwise re-
duired by law, accounts must be rendered currently
for each trip of less than two months duration or for
the period ending with the month following the be-
ginning of the travel, or for the period beginning with
the month preceding the completion of the travel, but
not more frequently than monthly, by calendar month,
in duplicate, the original voucher only being signed,
and should be prepared by typewriter with carbon du-
plicate whenever practicable. When accounts are pre-
pared with ink, only ink of a permanent nature should
be used. For travel involving mileage only, amounts
claimed for use of personally owned motorcycle or
automobile may be vouchered and reimbursed more
frequently than monthly where the amounts due
Aggregate in excess of $25.
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(a) Items in accounts must appear in chronological
order and all charges for the period covered must be
included.
(b) Itemization of subsistence expenses must not
be made in expense accounts as a per diem is allowed
in lieu of subsistence expenses. The exact period for
which per diem is claimed, however, must be stated.
(c) Items suspended from previous accounts and
reclaimed (see par. 88) must be stated after all other
items have been listed.
(d) Receipts must be numbered consecutively, com-
mencing with number one for each account.
(e) Where claim is made for transportation ob-
tained with cash, the expense account must show the
name or initials of the transportation company.
86. Erasures and alterations.-Erasures and altera-
tions in expense accounts made by the traveler must
be initialed by him, and erasures and alterations in
receipts must be initialed by the person who signed
the receipt.
87. Indirect-route travel.-The expense account
should set forth the details of the expenses actually
incurred, the hour of departure from post of duty, and
the hour of arrival at place of duty. (See pars. 4,
49.)
88. Suspension of charges.-Items in accounts not
stated in accordance with these regulations, or not
properly supported by receipts when required, will be
suspended and the notification of such action will indi-
cate the reasons therefor. Such items as may be sub-
sequently allowable should be included in a subsequent
regular or supplemental expense account submitted by
the traveler. Full itemization will be required for all
suspended items which are reclaimed and charges
must be supported by the original suspension notice or
a copy thereof.
89. Payments to other employees.-Reimbursement
will not be allowed for payments made to other Goy-
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ernment employees for transportation expenses, except
in cases of necessity, which shall be satisfactorily
explained.
90. Foreign currency.-Persons traveling in foreign
countries should report their expenditures by items,
in the money of the country in which made. Each
item of expenditure in foreign currency must be con-
verted into United States money at the rate at which
the foreign money was obtained. Every time money
is converted the traveler should obtain a receipt to be
attached to the account, which must show the rate of
conversion and the commission charged. (See par.
8 (c).) 1
91. Exchange fees.-Charges for cashing United
States Government checks or drafts issued in reim-
bursement of expenses incurred for travel in foreign
countries will be allowed in subsequent accounts.
(See par. 8 (d).)
92. Verification of accounts.-All expense accounts
containing reimbursement items must be verified by
an oath sworn to by the person rendering the account,
when provided on the reimbursement voucher form,
unless the traveler be at a place so remote as to make
impracticable execution of the oath, in which event
the circumstances must be satisfactorily explained.
93. Who may administer oaths without expense to
the traveler.-Attention is invited to section 8 of the
sundry civil appropriation act approved August 24,
1912, as follows :
"After. June 30, 1912, postmasters, assistant post-
masters, collectors of customs, collectors of internal
revenue, chief clerks of the various executive depart-
ments and bureaus, or clerks designated by them for
the purpose, the superintendent, the acting superin-
tendent, custodian, and principal clerks of the various
national parks and other Government reservations,
superintendent, acting superintendents, and principal
clerks of the different Indian superintendencies of
Indian agencies, and chiefs of field parties, are re-
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 GOVERNMENT TRAVEL REGULATIONS 31
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rested
to administer oaths, required by law or other
wise, to
account for travel or other expenses against the
United States, with like force and effect as officers
having a seal; for such services, when so rendered,
or when rendered on demand after said date by nota-
ries public, who at the time are also salaried officers
or employees of the United States, no charge shall b(-
made; and on and after July 1, 1912, no fee or money
paid for the services herein described shall be paid
or reimbursed by the United States."
NOTE s.-IIospitais of Veterans' Bureau are not Government
reservations within the meaning of above act of August 24,
1912, and the custodians thereof are not thereby authorized
to administer oaths to accounts for travel. y e Arm
necessa be dminist edpby auyyoof lthe offlcers1ementio ed in 'atlis the one
hundred and fourteenth Article of War, if the travel relates
to military as distinguished from nonmilitary activities. In
the case of field employees of the Navy, the necessary oaths d sigh ninthmai tiicle sterefor the Governments of s then N v~ if the
travel relates to matters of naval justice or naval administra-
tion. (12 C. G. 489.)
94. Penalty. A penalty is' prescribed of a fine of
not more than $5,000, or imprisonment for not more
than 10 years, or both, for a false or fictitious entry or
record in a travel account. (See U. S. Code, p. 473,
sec. 189; p. 465, sec. 80.)
95. Travel by American ships.--Section 601 of the
merchant marine act of May 22, 1928 (45 Stat. 697),
provides:
"Any officer or employee of the United States
traveling on official business overseas to foreign
countries, or to any of the possessions of the
United States, shall travel and transport his per-
sonal effects on ships registered under the laws
of the United States when such ships are avail-
able, unless the necessity of his mission requires
the use of a ship under a foreign flag : Provided,
That the Comptroller General of the United States
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 2 GOVERNMENT TRAVEL REGULATIONS
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shall not credit any allowance for travel or s A-
ping expenses incurred on a foreign ship in the
absence of satisfactory proof of the necessity
therefor."
NOTE .-The eore1 of the United
October Gen. 196), has held
travel the eturning to asf well as foregoing from the UnitedStatesnppl9 to
REFERENCES TO EXECUTIVE ORDERS AND DEPART-
MENTAL CIRCULARS AND REGULATIONS INVOLVING
ACCOUNTING, REPORTING, AND RELATED PROCEDURES
REQUIRED IN CONNECTION WITH EXPENSES INCURRED
BY TRAVELERS ON OFFICIAL BUSINESS OF THE FED-
CONNECTION WITH
ERNMENT OF CERTAIN EXPEN ES N THE
THE SHIPMENT OF HOUSEHOLD GOODS; THE PREPA-
RATION AND SHIPMENT OF REMAINS OF FORMER EM-
PLOYEES DYING WHILE IN A TRAVEL STATUS;
CHARGES FOR TELEGRAMS SENT ON OFFICIAL BUSI-
NESS, AND RELATED MATTERS WHICH, TOGETHER
WITH OTHER INFORMATIONAL MATERIAL, ARE TO BE
PRINTED IN FULL IN A SEPARATE PUBLICATION FOR
THE USE OF ADMINISTRATIVE OFFICERS AND
EMPLOYEES
(1) Treasury Department (Accounts and Deposits)
Circular No. 369, issued February 1, 1929, and supple.
ments thereto relates to advances of public funds un-
der the provisions of the Subsistence Expense Act of
1926.
(2) Regulation No. 88, issued by the General Ac-
counting Office on July 19, 1937, and supplements
thereto relates to advances of public funds; per diem
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 GOVERNMENT TRAVEL REGULATIONS 33
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or reimbursement of expenses incident to official
travel ; travel by motor vehicle, and mileage vouchers.
(3) Regulation No. 46, issued by the General Ac-
counting Office on October 16, 1925, and supplements
thereto relate to standard transportation requests and
identification cards.
(4) Regulations of the General Accounting Office
dated July 16, 1932, and April 7, 1933, relate to trans-
portation requests for round-trip and one-way tickets.
(5) Executive Order No. 8557, approved September
30, 1940, effective as of September 6, 1940, relates to
rules and regulations with respect to expenses incurred
in connection with the death while in a travel status
of certain civilian officers and employees as authorized
by the Act of July 18, 1940 (Public, No. 729, 76th Cong.).
(6) Executive Order No. 8588, approved by the
President on November 7, 1940, effective as of October
10, 1940, relates to the transportation of household
goods as authorized by the Act of October 10, 1940
(Public, No. 839, 76th Cong.).
(7) Rates for telegrams sent on official business are
fixed by the Federal Communications Commission in
its Order No. 70, dated May 31, 19,10, which order re-
lates to the period July 1, 1940, to June 30, 1941.
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 Approved For Release 2003/05/27 : CIA-RDP86BOO269ROO0500050066-9
Par.
Absence from travel status ------ --------------------------- 4,45-a,48,49
Accounts. (See Expense accounts.)
Actual expenses. (See Expenses.)
Advance of funds --------------------------- ------------------?---
Affidavit:
Before whom made-------------------------------------------
93
Reimbursement accounts-------------------------------------
92
Airplane:
Hire of------------------------------------ -------------------
11
Use of---
8
Alterations and erasures-..----------------------------------------
23,86
American ships ---------------------------------------------------
05
Approval. (See Authorization.)
Arrival. (See Official station.)
Authorization for:
Travel--------------------------------------------------------
5,7
Per diem allowance------------------------------------------
45
Subsistence---------------------------------------------------
45
Miscellaneous services----------------------------------------
75
Hire of room--------------------------------------------------
76
Automobile:
Hire of----------------------------------------------------- 11,
80-e
Use of privately owned--------------------------- 12,12-a, 80-h,
83-e
Baggage:
Checked on ticket--------------------------------------------
40
Checking-----------------------------------------------------
43
Definition----------------------------------------------------
38
Excess--------------------------------------------------------
39
Hand---------------------------------------------------------
41
Stoppage in transit-------------------------------------------
40
Storage----------------------------------------------------- 42,80-p
Transfer------------------------------------------------------ 41
Berth:
Allowance---------------------------------------------------- 13-a
Checks as receipts-------------------------------------------- 80-n
Release of accommodations------------------------------ ---- 14
Bills, recelpted --------------------------------------------------- 80-f
Bills oflading ---------------------------------------------- 70,71,73,74
Boats ------------------------------------------------------------- 11
Broken travel---------------------------------------------------- 40,49
Bus fare ---------------------------------------------------------- 11
Cab hire---------------------------------------------------------- 11
Cablegrams. (See Telegrams.)
Car fares -- ----------- 8,44
Carriage fares -----?------------- 11
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 86 INDEX
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Par.
Chair, steamer ------------------------------------------------ ---- 8
Chair-car seats----------------------------------------------- 13,2$ 8o-n
Accommodations not used------------------------------------ 14
Checking of baggage---------------------------------------------- 43
Cleaning and pressing of clothes---------------------------------- 44
Clerical assistance------------------------------------------------ 75
Confidential business-------------------------------------------- 56
Conveyance special- -------------------------------------- 11,80-e, 83-e
Copies of oMcialrecords ------------------------------------------ 8o-s
Day defined------------------------------------------------------ 61
Departure. (See Official station.)
Emergency travel------------------------------------------------ 7
Erasures and alterations ------------------------------------------ 23,86
Excess baggage--------------------------------------------------- 39
M angefees. (See Fees.)
nditures:
Emergency--------------------------------------------------- 79
How to be stated--------------------------------------------- 85-a
Expense accounts:
Alterations and erasures-------------------------------------- 80
Expenses to be itemized-------------------------------------- 85-a
False statements in------------------------------------------- 94
Per diem in lieu of subsistence, statement of------------------ 85-b
Reimbursement, must be sworn to--------------------------- 92,93
Rendition of, involving per diem allowance ------------------- 84
Suspension from------------------------------------ 88
----------
Travel, preparation of------------------------------------- 83-a,b,c
Travel, expenditures to be stated in chronological order------- 85-a
Expe Travel, officials required to administer oaths------------------ 93
nses:
Accommodations shared with others-------------------------- 13-a
Itemization of------------------------------------------------ 85-a
Reimbursable------------------------------------------------ 2
Subsistence ------------------------------------?-------------- 44
Travel, unusual---------------------------------------------- 11,15
Vessels, on--------------------------------------------------- 47
Express:
Bills of lading------------------------------------------ 70, 71,73, 74
General regulations------------------------------------- ---- 70,74
Extra-fare trains- ??? 15,37
Family, members of 12
Fans and fires in room----------?-------------------------------- 44
Fares:
Boat---------------------------------------------------------- 11
Bus--------------- 11
Cash,Pullman ----------------------------------------------- 80-n
Extra, on limited trains-------------------------------------- 15,37
Shared with others------------------------------------------- 13-a
Sleeping or parlor car 13
Streetcar ----------------------------------------------------- 8
Taxicab---------------------------------`-------------------- 8-9
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 INDEX 37
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Par.
Feed and stabling of horses--------------------------------------- 12
Fees:
Bell boys and maids------------------------------------------ 44
Dining-room stewards ---------------------------------------- 44
Exchange------------------------------------------------- 8-d, 00, 91
Porter, Pullman---------------------------------------------- 44
Stewards----------------------------------------------------- 44
Subsistence--------------------------------------------------- 44
Waiters---------------------------------- --------- -------- 44
Foreign exchange. See fees.)
Fractional part of a ay------------------------------------------ 51
Freight:
Bills of lading------------------------------------------ 70, 71, 73, 74
Charges, receipt required---------------------------------- 74,80-rn
Funds, for travel expenses---------------------------------------- 1
Garage rent ------------------------------------------------------- 12
Gasoline, private automobile------------------------ 12, 12-a, 80-h, 83-e
Guides----------------------------------------------------------- ' 75
Hotel accommodations, telegrams regarding reservation of -------- 44
Identification of traveler------------------------------------------ 22
Indirect-route travel-------------------------------------- 9, 10, 27, 49, 87
Interpreters------------------------------------------------------ 75
Interrupted travel------------------------------------------------ 50,49
Items susended--------------------------------------- ......... 88
Furats. (See Oaths.)
Laborers ---------------------------------------- ----------------- 76
Lading, bills of--------------------------------------------- 70, 71, 73, 74
Laundry--------------------------------------------------------- 44
Leave of absence:
Telegrams regarding------------------------------------------ 58
While traveling------------______________________...... 4,49
Letters of authorization. (See Authorization.)
Livery----------------------------------------------------- 11,80-e,83-e
Lodging-------------------------------------------------------- 44,47-a
Meals--------------- '----------------------------------------_ 44,47-a
Memorandum of expenses---------------------------------------- 82
Messages. (See Telegrams and telephones.)
Miscellaneous expenses:
Expenditures------------------------------------------------- 79
Services------------------------------------------ 75,78
Mileage books---------------------------------------- 34
Motor vehicles--------------------------------- 11, 12,12-a,80-e, h, 83-e
Oaths:
Officials required to administer--------------------- -------- 93
Reimbursement accounts------------------------------------- 92
Offices, rent of. (See Rooms.)
Officiarecords, copies of------------------------------------------ 80-s
Official station:
Arrival and departure---------------------------------- 4,48, 48-a, h
Defined ------------------------------------------ `---------- 8,12-a
Subsistence at-----------------------------------------------. 46
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Par.
Official travel, authority for______________________________________ 5,6
oil, privateautomobile------------------------------- 12,12-a,80-h,83-e
Parlor-car--- 13,28,80-n
Accommodations not u--s-ed -------------------------------------- 14
Fare--------------------------------------------------------- 13-b
Payments to other employees_______________________________________ 89
Passports ------------------------------------- 75
Penalty for false statement of account____________________________ 94
Per diem in lieu of subsistence expenses:
Rules governing__________________________________ 44,47,48,49,50,51
Statement of accounts________________________________________ 85-b
Porter fees, Pullman ---------------------------------------------- 44
Porterage of baggage---------------------------------------------- 44
Pressing and cleaning of clothes----------------------------------- 44
Privately owned vehicles_________________ __________ 12, 12-a, 80-h, 83-e
Pullman accommodations (see also Fares):
Berth or seat shared with others______________________________ 13-a
Checks as receipts__ _________________________________________ 80-n
Release of accommodations___________________________________ 14
Radiograms. (See Telegrams.)
Rates,telegraphic ------------------------------------------------ 6 ,
Receipts: a
How stated--------------------------------------------------- 80-
When required--------------------------------------- 80,83-d, 85-d
When not required------------------------------------------- 81
Refunds on tickets_________________________________ _____________ 33,37
Reimbursement accounts. (See Expense accounts.)
Repairs of privately owned vehicles ------------------------------ 12
Reservations not used____________________________________________ 14
Resubmission of suspended items___________________ _________ 88
Return to travel status ____________________ 4, 45-a, 48, 49, 87
Rooms, rent of, for official business_______________________________ 76
Round-trip tickets----------------------------------------- - - 16
Routes, travel via drect__________________________________ 9, 10, 27, 49,87
Scrip books----------------------------------------------------- 34,83-c
Seat checks, parlor or chair car__________________________________ 80-n
Shipments, express and freight ------------------------------------ 70-74
Ships, American --------------------------------- - - 95
Sleeping-car accommodations____________________________ 13,14,28,80-n
Accommodations not used____________________________________ 14
$ ecial conveyances____________________________ 11, 12, 12-a, 8o-e, h, 83-e
Staterooms on steamers___________________________________ 13,14,29,80--n
Steamer.chair---------------------------------------------------- 8
Steamerrug ------------------------------------------------------ 8
Stenographic or typewriting services___________________________ 71,77,78
Stewards, cabin and deck________________________________________ 44
Stop-overs---------------------------------------?----------------- 26,40
Storage charges:
ftj,g, ------------------------------------------ 42
Public property--------------------------------------------- 75
Streetcar fares. (See Fares.)
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 INDEX 39
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Subsistence_ Par.
44
Allowances--------------------------------------------------- 45
At oflicialstation ------------------------------------- ----:_.. 46
Definition --d --------------------------------------------_ 44
Furnished in
kin 47
On vessels------------------------------------- 47
--------------
er diom, inlicuof------------------------ _---- 44,47-a,48,49,50,51
Taxicabs 8, 8 a
Telegrams 52, 67
Coding------------------------------------------------------- 61
Confidential 56
Copies required----------------------------------------- 56,60, 8?q
Endorsements of--------------------------- ------------ 55
Leave of absence------------------------------------------=-- 58
Official, prepayment of charges------------------------------ 56,60
Payment for--------------------------------------------- 59, G0, 80-q
Personal------------------------------------------------------ 52,58
Preparation of------------------------------------------------ 54
Priority of official massages----------------------------------- 67
Ratesfor----------------------------------------------------- 64-66
Reserving accommodations----------------------------------- 44,57
Telephone:
ocalcalls ---------------------------------------------------- 68
Long distance,tolls ----------------------------------------- 69,80-r
Personal calls------------------------------------------------- 69-a
Tickets:
Refunds------------------------------------------------------ 33,37
Special------------------------------------------------------- 16,30
Unused portion, disposition___________________________________ 32,40
Use of ----------------------------------------------------- 16,30,32
Tips. (See Fees.)
Tolls------------------------------------------------------------ 12
Transfer, baggage-------------------------------------------- 41
Transportation__________________ _ 8-16
Between lodgings and place of duty__________________________ 8-b
Charges. (See Fares.)
Definition---------------------------------------------------- 8
Requests. (See Transportation requests.)
Ships, American--------------------------------------------- 95
Special conveyances_________________________ 11,12,12-a, 80-e,h,83-e
Transportation requests------------------------------------------ 17-37
Alterations forbidden_________________________________________ 23
Appropriations chargeable____________________________________ 25
By whom Issued ------------------- --------------------- ------ 19
Definition---------------------------------------------------- 17
Emergency laborers------------------------------------------ 30
Extra-fare trains------------ 37
Identification oftraveler 22
Indirect-route travel------------------------------------------ 27
Lost or stolen requests________________________________________ 36
Memorandum copy------------------------------------------ 35
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 Approved For Release 2003/05/~l'? IA-RDP86B00269R000500050066-9
Transportation requests-Continued- Par.
Mileage books or scrip---------------------------------------- 34
Parlor, chair, and sleeping cars------------------------------- 28
Party tickets------------------------------------------------ 30
Payment of charges on--------------------------------------- 18
Preparation of------------------------------------------------ 21
Refunds----------------------------------------------------- 33
Scrip or mileage books----------------------------------- --- 34
.Staterooms --------------------------------------?-- 29
Unused tickets----------------------------------------------- 32
Used for all officialtravel------------------------------------- 20
When refused by carrier-------------------------------------- 22
When used------------------------------------------------ 20
Where no other expense isinvolved--------------------------- 35
Travel:
Accounts, preparation of-------------------------------------- 92,94
Actual expenses---------------------------------------------- 8
Authority for------------------------------------------------- 5,6
Direct routes------------------------------------------------ 9
Emergency-------------------------------------------------- 7
Expenses----------------------------------------------------- 5-16
Expenses,itemized ------------------------------------------- 85-a
Funds for---------------------------------------------------- 1
Personal---------------------------------------------- 10,13-?,20,27
Trunks-------------------------------------------------------- - 39
TYYppewriting service------------------------------------------- 75,77,78
Vehicles:
Rire of------------------------------------------------ 11,80-e,83-e
Privately owned---------------------------------- 12,12-a,80-h,83-e
Visa fees---------------------------------------------------------- 75
Waiterfeee------------------------------------------------------- 44
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