JOINT FEDERAL TRAVEL REGULATIONS - DTMO

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Ch 3: Transportation, Accompanied Baggage, and Local Travel Part B: Travel by Common Carrier/Section 1: General U3120 ARRANGING OFFICIAL <strong>TRAVEL</strong> A. CTO Use 1. Mandatory Policy U3100-U3122 *a. It is mandatory policy that all travelers use an available CTO to arrange official travel, including transportation and rental cars, except when authorized IAW par. U3110. A command must not permit a CTO to issue other than the least expensive unrestricted economy/coach tickets purchased at GOV’T expense without prior proper authority (pars. U3125, U3130, and U3135 for exceptions). b. A command must not permit a CTO to issue a YCA airfare purchased at GOV’T expense to a traveler when a _CA airfare is available and the AO determines that a _CA airfare meets mission needs. NOTE: This does not establish the _CA airfare as the basis for policy-constructed airfare – that remains the YCA airfare. 2. Service Regulations. Service regulations for CTO use information. 3. Failure to Follow Regulations a. A command/unit is expected to take appropriate disciplinary action when a member and/or an AO fails to follow the regulations concerning CTO use (par. U1055). b. A command/unit is expected to take appropriate action for reimbursement to the GOV’T when a member and/or AO acquires/allows a YCA airfare to be acquired when there is a _CA airfare available that meets mission needs (CBCA 1511-TRAV, 7 May 2009). c. Disciplinary action should be for willful violations and may be in the form of counseling (oral/written), non-judicial action, or other appropriate means. Action must not be through refusal to reimburse. Par. U3120-A4 for the exception when reimbursement is not allowed. 4. Reimbursement Not Allowed. Reimbursement is not allowed when the member does not follow the regulations for foreign flag carriers (par. U3125-C5) and directed transoceanic transportation (par. U3110-A NOTE, and par. U5108-A). B. Requirements 1. When making travel arrangements, travelers should use the following: a. A CTO (APP A), or b. In-house travel offices, or 2. All travel arrangements must be made IAW: a. DoDD 4500.09E (Transportation and Traffic Management) at http://www.dtic.mil/whs/directives/corres/pdf/450009p.pdf; b. DoDI 4500.42 (DoD Passenger Transportation Reservation and Ticketing Services) at http://www.dtic.mil/whs/directives/corres/html/450042.htm; and c. Service regulations that supplement the DoDD and the DoDI. C. Non-U.S.-certificated Ship or Aircraft Transportation. Transportation on a non-U.S.-certificated ship or aircraft must not be authorized/approved unless the par. U3125-C or U3130-F conditions are met. Change 290 U3B1-4 02/01/11
Ch 3: Transportation, Accompanied Baggage, and Local Travel Part B: Travel by Common Carrier/Section 1: General D. Transportation Reimbursement U3100-U3122 1. CTO Available. When a CTO is available, but not used by the traveler, reimbursement for the transportation cost is limited to the amount the GOV’T would have paid if the arrangements had been made directly through a CTO. 2. CTO Not Available. When the AO certifies that a CTO was/is not available to arrange the required official transportation, reimbursement is for the authorized/approved transportation actual cost NTE the policyconstructed airfare (APP A) airfare that meets mission requirements. NOTE 1: CTO service not being available should be an extremely rare occurrence. Each event of nonavailability should lead to correction(s) that make CTO service available should the same situation arise again. When a CTO is not available to the member, the transaction fee incurred by the member for arranging transportation by other than a CTO is reimbursable under APP G. NOTE 2: The cost paid by the GOV’T for GOV’T/GOV’T-procured transportation, in house or CTO transportation, frequently includes a transaction fee for arranging the transportation. A CTO transaction fee incurred by a member is reimbursable under APP G. When an available CTO is not used and no transaction fee is included in the GOV’T/GOV’T-procured transportation, the transaction fee for personally procured transportation from other than a CTO may be reimbursed as long as the total reimbursable amount for the transaction fee and transportation cost does not exceed the GOV’T/GOV’T procured transportation cost. NOTE 3: DoDFMR 7000.14-R, Volume 9, Chapter 3, par. 031003 (available at: http://comptroller.defense.gov/fmr/09/09_03.pdf) indicates the purposes for which a GTCC may be used by a DoD traveler. Charging personal travel expenses is GTCC misuse. A DoD traveler who misuses the GTCC is subject to administrative and/or disciplinary action. To prevent misuse of the IBA GTCC and city-pair airfares for leisure travel, a copy of the relevant order must be provided to the CTO before ticketing. An electronic DTS generated order suffices to meet this requirement. A CTO may issue tickets for official travel authorized by proper oral, letter, or message authority if travel must begin or is performed before a written order is issued. The official who directed the travel is responsible for promptly providing a confirmatory order to the CTO. U3122 UNUSED GOV’T-PROCURED TRANSPORTATION DOCUMENTS AND TICKETS A. General. A member who returns unused GOV’T-procured transportation documents, complete tickets, or unused portions of tickets obtained on these documents is authorized travel and transportation allowances under Chs 3, 4 and 5 if otherwise authorized. B. Cost to the GOV’T Involved. When cost to the GOV’T is involved, the cost for any sleeping or parlor car accommodations furnished and used, and/or the cost of shipping baggage on tickets without the passenger must be deducted from the amount otherwise payable to the member in par. U3122-A for the travel involved. Change 290 U3B1-5 02/01/11
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Ch 10: Housing Allowances Part C: M
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APP A: Definitions & Acronyms (JFTR
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APP E: Invitational Travel (JFTR/JT
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APP G: Reimbursable Expenses Table
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APP H: Travel Purpose Identifiers a
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APP O: TDY Travel Allowances (JFTR/
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APP P: City-Pair Program (JFTR/JTR)
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APP Q: OCONUS Tour Lengths/Tours of
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APP R: Conferences (JFTR/JTR) Part
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APP T: Standard Data Elements for T
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JOINT FEDERAL TRAVEL REGULATIONS - DTMO

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