Under the following circumstances: § 301-11.200 Under what circumstances may my agency prescribe a (a) When your agency can determine in advance that reduced per diem rate lodging and/or meal costs will be lower than the per lower than the prescribed diem rate; and maximum? (b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel. Subpart D - Actual Expenses § 301-11.300 When is actual expense When: reimbursement warranted? (a) Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held; (b) Costs have escalated because of special events (e.g., missile launching periods, sporting events, World’s Fair, conventions, natural disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging; (c) Because of mission requirements; or (d) Any other reason approved within your agency § 301-11.301 Who in my agency can Any official designated by the head of your agency. authorize/approve my request for actual expense? § 301-11.302 When should I request Request for authorization for reimbursement under authorization for actual expense should be made in advance of travel. reimbursement under However, subject to your policy, after the fact agency’s actual expense? approvals may be granted when supported by an explanation acceptable to your agency. § 301-11.303 What is the maximum The maximum amount that you may be reimbursed amount that I may be under actual expense is limited to 300 percent (rounded reimbursed under actual to the next higher dollar) of the applicable maximum per expense? diem rate. However, subject to your policy, a agency’s lesser amount may be authorized. § 301-11.304 What if my expenses are When authorized actual expense and your expenses are less than the authorized less than the locality per diem rate or the authorized amount? amount, reimbursement is limited to the expenses incurred. § 301-11.305 What if my actual Your reimbursement is limited to the 300 percent
§ 301-11.200 Under what circumstances may my agency prescribe a reduced per diem rate lower than the prescribed maximum? Under the following circumstances: (a) When your agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate; and (b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel. Subpart D - Actual Expenses § 301-11.300 When is actual expense reimbursement warranted? When: (a) Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held; (b) Costs have escalated because of special events (e.g., missile launching periods, sporting events, World’s Fair, conventions, natural disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging; (c) Because of mission requirements; or (d) Any other reason approved within your agency § 301-11.301 Who in my agency can authorize/approve my request for actual expense? Any official designated by the head of your agency. § 301-11.302 When should I request authorization for reimbursement under actual expense? Request for authorization for reimbursement under actual expense should be made in advance of travel. However, subject to your agency’s policy, after the fact approvals may be granted when supported by an explanation acceptable to your agency. § 301-11.303 What is the maximum amount that I may be reimbursed under actual expense? The maximum amount that you may be reimbursed under actual expense is limited to 300 percent (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency’s policy, a lesser amount may be authorized. § 301-11.304 What if my expenses are less than the authorized amount? When authorized actual expense and your expenses are less than the locality per diem rate or the authorized amount, reimbursement is limited to the expenses incurred. § 301-11.305 What if my actual Your reimbursement is limited to the 300 percent
FTRJanuary2004.docx