These rules establish comprehensive regulations for the authorization, payment, and reimbursement of travel expenses incurred (or requested to be incurred) by employees of the District government.
In the modern workforce, organizations and employees benefit from the continuous attainment of new skills and abilities. Certain government functions may also require employees to travel. To support t...
|4000||Purpose and Applicability|
|4001||General Policy and Standards|
|4003||Travel Expenses and Reimbursement, In General|
|4007||Heavy Rail and Intercity Bus|
|4008||Government and Rental Vehicles|
|4010||Responsibilities for Tickets|
|4013||Limitations on Lodging Expenses|
|4014||Meals and Incidental Expenses|
|4015||Meals and Incidental Expenses; Per Diem Rates|
|4018||Advance Payment of Expenses|
|4019||Reimbursement of Expenses|
|4020||Disputes as to Reimbursable Expenses|
|4021||Reconciliation of Expenses Against an Advance|
|4022||Cancellation and Curtailment of Travel|
|4023||Agency Policies and Procedures|
|4025||Frequent Traveler Benefits|
|4026||Transportation: Authorized Points of Origination and Return|
|4028||Travel Expenses for Employees with Special Needs|
|4029||Responsibility for Arranging for Travel and Purchasing Transportation and Lodging|
|4032||Local Travel: Approval of Local Travel and Local Travel Expenses|
|4033||Local Travel: Transportation|
|4034||Local Travel: Reimbursement of Local Travel Expenses|
|4035||Local Travel: Government-Owned Vehicle Expenses|
4000.1 This chapter establishes procedures for requesting, approving, and reimbursing travel expenses incurred by employees for authorized District government purposes.
4000.2 The provisions in this chapter apply to all employees of the District government under the Mayor's personnel authority.
4000.3 This chapter shall apply beginning on October 1, 2020. The Department of Human Resources shall issue all forms referenced in this chapter, issue guidance to District agencies regarding the implementation of this chapter, and provide training opportunities to District government employees on the requirements of this chapter by September 1, 2020.
4000.4 Except as provided in §§ 4031 through 4035 (regarding local travel), this chapter applies to travel beyond fifty (50) miles from the District of Columbia, as measured from the John A. Wilson Building, located at 1350 Pennsylvania Avenue, N.W.
4000.5 When an issue relating to the authorization or reimbursement of a travel expense is not covered by this chapter, agencies and employees should be guided by the Federal Travel Regulation, 41 CFR Chapters 300-304, in deciding whether the expense will be authorized or reimbursed.
4001.1 Travel expenses are necessary, in general, to effectively operate the District government.
4001.2 For specific employee travel expenses to be reimbursable by the District government, the expenses must be for:
4001.3 When incurring travel expenses, District employees shall be guided by principles of accountability, transparency, efficiency, and economy.
4001.4 In being guided by the principles of efficiency and economy, the following general standards shall apply:
4001.5 An employee must receive written authorization from his or her agency head, or the agency head's designee, before incurring any travel expense, unless circumstances beyond the control of the agency or employee make preauthorization impractical.
4001.6 An employee shall be responsible for payment of all expenses over the reimbursement limits established in this chapter, all expenses not authorized by his or her agency, and all expenses that are otherwise not consistent with the provisions of this chapter or District or federal law.
4002.1 Agency heads shall designate an employee to serve as the agency’s travel officer. In the absence of such a designation, the agency head shall be the travel officer.
4002.2 Travel officers are responsible for verifying that employee travel and training expenses are reasonable, necessary, consistent with the provisions of this chapter, and in compliance with the policies outlined in § 4001. This includes:
4002.3 All travel requests and expenses must be approved by the travel officer.
4002.4 The travel officer shall be responsible for:
4003.1 For the purposes of this chapter, travel expenses include:
4003.2 Travel expenses must be reasonable and necessary in order to be paid for or reimbursed by the District government. As used throughout this chapter, an expense is reasonable when it is the least expensive option, taking into consideration government accountability, efficiency, and economy, as well as employee safety.
4003.3 Subject to the availability of appropriated funds, the District government shall reimburse government travel expenses when approved in accordance with this chapter.
4003.4 No agency may approve or reimburse travel expenses that could reasonably be perceived to violate the public trust.
4003.5 If, for personal convenience, an employee travels by an indirect route or interrupts travel by a direct route, the employee shall be responsible for costs that exceed the approved cost of travel by a direct route on an uninterrupted basis.
4003.6 If, for personal convenience, an employee travels to the destination earlier than the date and time authorized for official travel or departs the travel destination later than the date and time authorized for official travel (such as by extending the employee’s stay at the travel destination for the purposes of a personal vacation), the employee shall be responsible for costs that exceed the approved cost of travel for the dates and times authorized for official travel.
4004.1 All District government travel must be approved in writing. Approval of training does not itself constitute approval of travel associated with the training.
4004.2 Travel approval requests shall be submitted, reviewed, and approved using a form approved by the personnel authority. The personnel authority may approve a travel request in another manner where there is a good reason that the approved form cannot be used.
4004.3 Each travel approval request shall include the following information:
4004.4 In addition to the information provided pursuant to § 4004.3, each travel approval request shall be accompanied by:
4004.5 If a travel authorization request is for a conference, training, or other event, the request shall include, in addition to the information required by §§ 4004.3 and 4004.4, the following:
4004.6 If transportation costs exceed basic coach-class service (or its equivalent); lodging costs exceed the lowest cost available; or costs otherwise deviate from the provisions of this chapter, a written justification shall accompany the travel authorization request.
4004.7 Travel approvals shall be processed as indicated in § 4017.
4005.1 The District shall pay for or reimburse transportation expenses incurred for approved employee travel to the extent authorized by the employee’s agency and consistent with this chapter.
4005.2 Allowable transportation expenses include:
4005.3 If an employee does not travel by the approved method or class of transportation, any additional expenses incurred which exceed the cost of the authorized method or class of transportation shall be borne by the employee.
4006.2 An agency may authorize the reimbursement of the costs of ground transportation for the following travel:
4006.3 An employee shall use courtesy transportation services, such as those furnished by places of lodging, to the maximum extent possible and as a first source of transportation between a place of lodging and common carrier terminals, places of official business, and meal locations.
4006.4 Whenever courtesy transportation services are not readily available, employees shall use the mode of ground transportation that is the least expensive mode of transportation, taking into consideration employee safety, cost, and efficiency.
4006.5 Tips more than twenty percent (20%) for a taxi, shuttle, ride hailing service, or similar means of transportation shall not be reimbursed. Tips exceeding two dollars ($2) per courtesy shuttle shall not be reimbursed.
4007.1 If heavy rail or intercity bus service is approved by an agency as a mode of employee travel, an agency shall pay for, and an employee shall only be reimbursed for, the cost of the lowest-price coach class heavy rail (for example, Amtrak) or intercity bus service that reasonably meets the travel needs of the employee, unless another class of service is authorized under § 4007.3.
4007.2 To determine and obtain the lowest-price coach class fare that reasonably meets the travel needs of the employee, the employee shall:
4007.3 An agency may approve a class of service other than basic, coach-class service if:
Mere preference or convenience is not an acceptable factor for an agency to consider.
4007.4 An employee may upgrade to other than basic, coach-class service, or to preferred seating or service in coach-class accommodations, at the employee’s personal expense. The employee shall be responsible for the payment of the cost of any upgrades.
4008.1 A government or rental vehicle may be authorized as a means of transportation to the travel destination and as a means of transportation while at the destination.
4008.2 Whenever practical, a government vehicle shall be used for ground travel to and from travel destinations within one hundred (100) miles of the District of Columbia, as measured from the John A. Wilson Building.
4008.3 If a government or rental vehicle is authorized as a mode of travel, the vehicle may be used at the destination only for the following purposes:
4008.4 Except for collision damage waivers, personal accident insurance, or theft insurance for travel within the United States, the District shall reimburse authorized and reasonable expenses associated with the use of government and rental vehicles, including the costs of fuel, parking fees, and tolls.
4008.5 An employee shall rent, and the agency shall only reimburse the expenses of, the least expensive compact car available, unless a waiver for another class of vehicle is approved by the employee’s agency. In general, a waiver should only be approved when:
4008.6 An employee shall refuel a rental vehicle before returning the rental vehicle to the drop-off location. An employee shall not be reimbursed for purchasing a pre-paid refueling option for a rental car or for rental car vendor refueling charges; except, that if it is not practical to refuel completely prior to returning the rental vehicle because of safety issues or the location of the closest fueling station, the employee may be reimbursed for rental car vendor refueling charges.
4008.7 An employee shall be responsible for any additional cost resulting from unauthorized use of a government or rental vehicle and may be subject to administrative and criminal liability for misuse of government property.
4009.1 An employee may use his or her personal vehicle for official government business only when authorized by the employing agency.
4009.2 An agency shall approve the use of an employee’s personal vehicle only when use of a common carrier, government vehicle, or rental vehicle is not reasonable under the circumstances. Use of personal vehicles shall be in accordance with the District’s policy regarding the use of personal vehicles, including Mayor’s Order 2009-210.
4009.3 Reimbursement for use of a personal vehicle shall be determined by multiplying the distance traveled, by the applicable mileage rate (see § 4009.5).
4009.4 The following standards shall apply to the calculation of mileage associated with the use of personal vehicles:
4009.5 The mileage rate shall be the rate published in the most recent Federal Travel Regulation bulletin establishing such rate or the rate displayed on the General Service Administration’s website (http://www.gsa.gov/mileage).
4009.6 When a personal vehicle is the authorized method of transportation, reimbursable expenses in addition to mileage shall include parking fees and bridge, road, ferry, and tunnel fees. Non-reimbursable expenses include charges for repairs, depreciation, replacements, grease, oil, antifreeze, towing, fuel, insurance, and state and federal taxes. Parking and tolls shall be reimbursed at the actual rate and shall be accompanied by a receipt, regardless of amount.
4009.7 An employee’s use of a personal vehicle may also be approved for transportation between his or her authorized origination point and an airport, train station, or bus depot from which the employee will depart for and arrive to if another means of transportation is not reasonably available.
4009.8 If an employee uses a personal vehicle for transportation to or from an airport, train station, or bus depot, when another means of transportation was authorized, the employee may be reimbursed for the expenses associated with the use of his or her personal vehicle pursuant to the standards, and at the rates, described in this section, except that the agency may reimburse such expenses (including mileage and parking expenses) only up to an amount equal to the estimated cost of the authorized mode of transportation.
4010.1 An employee shall be responsible for paying tickets for any moving or non-moving infractions, such as speeding tickets and parking tickets.
4011.2 To determine and obtain the lowest-price coach class fare that reasonably meets the travel needs of the employee, the employee shall:
4011.3 An agency may approve other than basic, coach-class service if:
4011.4 An employee may upgrade to other than basic, coach-class service, or to preferred seating or service in coach-class accommodations, at the employee’s personal expense. The employee shall be responsible for the payment of the cost of any upgrades.
4011.5 An agency may use its purchase card only to purchase employee air travel at the rates authorized by this section. If the employee is purchasing a more expensive air travel ticket, the employee must purchase the ticket with his or her own funds, and thereafter request reimbursement of an amount equal to the price of the air travel ticket authorized by this section and approved by the agency.
4011.6 If the agency determines that a lower price for air travel would have been available if the employee had arranged for the purchase of his or her air travel at an earlier point in time or used a comparative pricing website, the agency may refuse to approve payment or reimbursement in excess of the lower price, but only if the lower price was not available due solely to the employee’s delay.
4012.1 The District government shall provide reimbursement for lodging expenses when an employee is traveling for government-related purposes for more than twelve (12) hours, if the lodging expenses are authorized by the agency and are consistent with the requirements of this chapter.
4012.2 Reimbursement for the costs of lodging shall be made on the basis of actual and authorized expenses. An employee shall not be reimbursed for the costs of lodging on a per diem basis.
4012.3 The number of reimbursable lodging nights shall be determined by the conference, meeting, or training schedule, or other legitimate travel purposes, and the employee’s ability to depart or arrive home at a reasonable hour. The employee shall arrange his or her travel schedule so as to minimize the number of lodging nights needed.
4012.4 An employee shall be reimbursed for lodging incurred on weekends and other non-workdays if the employee’s travel status requires his or her stay to include a weekend day or non-workday and the agency determines that the weekend or other non-workday travel status is the most cost-effective situation (that is, remaining in a travel status and paying expenses is more cost-effective than having the employee return to his or her residence) or is otherwise in the best interest of the government.
4012.5 Lodging taxes paid by an employee are reimbursable as a miscellaneous travel expense. The amount of lodging taxes that are reimbursable are limited to the taxes paid on reimbursable lodging costs. For example, if an agency authorizes an employee a maximum lodging rate of fifty dollars ($50) per night, and the employee elects to stay at a hotel that costs one hundred dollars ($100) per night, the employee may only claim and be reimbursed for the amount of taxes paid on fifty dollars ($50), which is the maximum authorized, reimbursable lodging amount.
4012.6 Employees shall request exemption from any hotel taxes, based upon their government identification and their travel authorization form. An employee shall not be reimbursed for lodging taxes paid if the jurisdiction in which the lodging is located provides a tax exemption for purchases by the District of Columbia government or its employees. Employees shall be responsible for filing the appropriate paperwork, if any, to obtain the tax exemption.
4013.1 The District will generally provide reimbursement only for the lowest available lodging rate at the travel destination.
4013.2 An employee shall be reimbursed the single occupancy rate actually paid for the lodging at the approved rate. If the employee shares a room with another person, the employee’s reimbursement is limited to one-half (½) of the double occupancy rate if the person sharing the room is another government employee on official travel. If the person sharing the room is not a government employee on official travel, the employee’s reimbursement shall be limited to the single occupancy rate.
4013.3 If the employee stays with a friend or relative, with or without charge, the employee may be paid a flat “token” amount or be reimbursed for additional costs the host incurs in accommodating the employee only if the employee is able to substantiate the costs and the employee’s agency determines the costs to be reasonable. The employee shall not be reimbursed the cost of comparable conventional lodging in the area.
4013.4 An employee may upgrade his or her approved lodging at the employee’s personal expense. The employee shall be responsible for the payment of the cost of any upgrades.
4013.5 An agency may use its purchase card only to purchase employee lodging at the rates authorized by this section. If the employee is purchasing more expensive lodging, the employee must purchase the lodging with his or her own funds and thereafter request reimbursement of an amount equal to the price of the lodging authorized by this section and approved by the agency.
4013.6 If the agency determines that a lower price for lodging would have been available if the employee had arranged for the purchase of his or her lodging at an earlier point in time or used a comparative pricing website, the agency may refuse to approve payment or reimbursement in excess of the lower price.
4014.1 The District shall provide reimbursement for authorized meal and incidental expenses when an employee is on approved travel for government-related purposes for more than twelve (12) hours.
4014.3 An employee shall be reimbursed for meals and incidental expenses incurred on non-workdays, including weekends, if lodging for the employee at the travel location was authorized for such days.
4014.4 An agency should not authorize reimbursement of meals and incidental expenses by the actual expense method unless:
4014.5 The maximum amount that an employee may be reimbursed under the actual expense method is limited to one hundred fifty percent (150%) of the applicable maximum meal and incidental expense per diem rate, unless a higher amount is approved by the City Administrator, upon the recommendation of the employee’s agency head and personnel authority.
4014.6 To receive reimbursement at actual expense, an employee must itemize all expenses and provide a receipt for each expense, including meals, snacks, and incidental expense, except when a receipt is not normally provided for the expense.
4014.7 When reimbursement for meals and incidental expenses is made by the actual expense method, the following provisions shall apply:
4014.8 When reimbursement for meal and incidental expenses is made by the actual expense method, allowable incidental expenses are fees and tips given to porters, baggage carriers, and hotel staff.
4015.1 When meal and incidental expenses are authorized to be reimbursed on a per diem basis:
4015.2 If an employee’s meal and incidental expenses are reimbursed on a per diem basis, the amount of the per diem rate to which an employee shall be entitled shall be calculated as follows:
|Day of Travel||Meals and Incidental Expense Allowance|
|Day of departure||Seventy-five percent (75%) of the applicable meal and incidental expense rate|
|Full days of travel||One hundred percent (100%) of the applicable meal and incidental expense rate|
|Last day of travel||Seventy-five percent (75%) of the applicable meal and incidental expense rate|
4016.1 The District shall provide reimbursement for miscellaneous expenses related to approved government travel when an employee is on government travel for more than twelve (12) hours, subject to the limitations set forth in this section and chapter.
4016.2 The following expenses shall be reimbursable as miscellaneous expenses, to the extent necessary for the conduct of official business and approved by the employee’s agency:
4016.3 The District shall not provide reimbursement for personal phone calls, entertainment, alcohol, or other personal expenses.
4016.4 Any additional items reimbursable under 41 CFR § 301-12.1 shall be reimbursable as miscellaneous expenses, to the extent approved by the employee’s agency.
4017.1 Travel approvals shall be processed as follows:
4017.2 Each agency head, or the agency head’s designee, shall be the authorizing official for travel by an employee of the agency, except:
4017.3 Travel must be authorized before the travel begins, unless extenuating circumstances acceptable to the authorizing official make it infeasible for the travel authorization to be issued before the travel begins. The extenuating circumstances shall be described in the authorization.
4018.1 Whenever possible, an agency shall pay for travel expenses with the agency’s purchase card or through a requisition.
4018.2 When the purchase of travel expenses cannot reasonably be made using the agency’s purchase card or a requisition, an employee may be provided District government funds in advance of travel to pay for the estimated expenses.
4019.1 An employee shall be reimbursed for approved and eligible travel expenses.
4019.2 Reimbursement claim forms shall include:
4019.3 Receipts must include sufficient information to evidence each expense and to verify those expenses.
4019.4 Whenever a receipt is required by this section, and the required information is not provided on the receipt, the employee shall provide the missing information.
4019.5 The completed travel expense reimbursement form shall be signed by the employee, with a certification that the information provided in the form is true and correct to the best of the employee’s knowledge and belief.
4019.6 If an employee presents false information on a reimbursement claim form, the employee shall be subject to prosecution for criminal violations, including fraud under D.C. Official Code § 22-3221, and to disciplinary action under the District’s personnel regulations.
4019.7 The employee shall submit the completed travel expense reimbursement form to the travel officer.
4019.8 The travel officer shall review each submitted travel expense reimbursement form for completeness and accuracy and shall return to the employee any incomplete or inaccurate form.
4019.9 An employee shall be responsible for excess costs resulting from circuitous routes and delays caused by the employee and for expenses that are unauthorized or unnecessary or unjustified in the performance of official business.
4019.10 The travel officer must ensure:
4019.11 Following his or her review, the travel officer shall determine whether reimbursable travel expenses meet the requirements necessary for reimbursement under this chapter.
4019.12 Each travel expense reimbursement form signed by the travel officer shall be submitted to the agency head, or the agency head’s designee. The agency head, or the agency head’s designee, must review and sign the form to authorize the reimbursement of the travel expenses.
4020.1 An agency may disallow payment of an expense included on a travel expense reimbursement form if:
4020.2 When a claimed expense is denied, the agency shall provide notice to the employee and reimburse the employee’s claim for any remaining and allowable expenses. For each claimed expense that is denied, the notice shall explain the reason for the denial.
4020.3 To request reconsideration of a denied expense, an employee shall:
4020.4 An employee may appeal a denied reimbursement expense by filing a grievance pursuant to § 1628. When filing a grievance pursuant to this section:
4021.1 If an employee received a travel advance, the employee must file a travel expense reimbursement form even if the employee is not seeking reimbursement above the advance amount, in order to reconcile actual expenditures against the advance.
4021.2 If the amount advanced is less than the amount of the total actual and authorized expenses for which reimbursement is claimed, the employee shall be reimbursed the net difference.
4021.3 If the advance exceeds the total actual and authorized expenses for which reimbursement is claimed, the employee must refund the excess by cash or check, or through payroll deduction. The refund or authorization to refund the excess through payroll deduction shall accompany the travel expense reimbursement form.
4021.4 If an employee provides a refund to the District using a check, and the check is dishonored by the issuing financial institution, the employee shall be liable to the District for any resulting fees authorized by Section 1044(b) of the Delinquent Debt Recovery Act of 2012, effective September 20, 2012 (D.C. Law 19-168; D.C. Official Code § 1-350.03).
4021.5 Except when there is good cause, an advance shall be revoked and the employee shall be required to reimburse the agency for the full advance, if the employee does not file a claim for reimbursement within ten (10) business days after travel is completed.
4021.6 If funds are advanced to an employee and the employee does not travel, fails to submit a properly completed travel expense reimbursement form by the required date and thereafter fails to reimburse the agency for the full advance, or fails to reimburse the District for any advance in excess of actual and authorized expenses as required by § 4021.5, the agency shall take steps to collect the debt, including an offset against the employee’s salary, a retirement credit, or other amount owed to the employee or any other legal method of recovery.
4022.1 If authorized travel is cancelled:
4022.2 If authorized travel is cancelled based on an employee’s personal convenience, the employee shall be responsible for any expenses incurred.
4022.3 If authorized travel is cancelled for official purposes, or for a reason beyond the employee’s control that is acceptable to the employee’s agency, the agency shall be responsible for any expenses incurred that are not refundable. If the employee paid for the travel expenses with his or her own funds, the agency may reimburse the employee for those expenses that are not refundable.
4023.1 Each agency may implement agency-specific travel approval procedures to supplement this chapter, as long as the procedures are not inconsistent with these regulations. However, only the personnel authority may develop approved forms. No agency may impose requirements or restrictions that conflict with this chapter.
4023.2 Agency-specific travel rules shall not authorize the payment or reimbursement of any expenses not authorized by this chapter.
4024.1 The Department of Human Resources shall be responsible for implementing the rules and requirements of this chapter, including:
4024.2 The Director of the Department of Human Resources, with the concurrence of the City Administrator, may issue variances to these rules in accordance with Chapter 1 of this title.
4024.3 The Director of the Department of Human Resources is delegated the authority to promulgate, with the concurrence of the City Administrator, amendments to these rules.
4025.1 An employee may use frequent traveler benefits earned on official travel for the employee’s personal use. However, an employee shall not select a travel provider based on whether it provides frequent traveler benefits.
4026.1 The authorized points of origination and return for an employee’s travel shall be the employee’s place of work, unless the authorizing official approves another point of origination or return based on a determination that travel from or to such other point is more advantageous to the District government.
4027.1 Emergency travel is travel that interrupts authorized travel as a result of:
4027.2 Employees shall be reimbursed for expenses associated with emergency travel to the extent approved by the agency and allowable under federal government travel regulations.
4028.1 To be reimbursed, additional travel expenses for employees with special needs must be approved by the agency.
4028.2 Expenses that may be approved by an agency include:
4029.1 An employee shall be responsible for identifying his or her own transportation and for identifying reservations for his or her own lodging, unless the employee’s agency has designated its travel officer or another employee to make such purchases and reservations. The agency shall be responsible for paying for, or reimbursing the costs of, the transportation and lodging.
4030.1 In addition to the other requirements of this chapter, travel to a destination outside the United States shall be subject to approval by the City Administrator and the Mayor’s Chief of Staff.
4030.2 Employees, other than employees of offices and agencies that report to the Executive Office of the Mayor, must first submit International Travel Request Forms, outlined in Mayor’s Memorandum 2017-001, dated May 2, 2017, to the Office of the City Administrator for the City Administrator’s review at least forty-five (45) business days before the proposed travel. If approval from the City Administrator is granted, the Office of the City Administrator shall transmit the forms to the Mayor’s Office of General Counsel.
4030.3 International Travel Request Forms must be submitted to the Mayor’s Office of General Counsel for the Mayor’s Chief of Staff’s approval at least thirty (30) business days before the proposed travel. No employee may commit District funds for nonrefundable expenses before receiving the approval of the Mayor’s Chief of Staff.
4030.4 A proposed gift or donation of travel or travel expenses from a foreign government must be approved by the Mayor’s Chief of Staff and shall be made directly to an agency, not to an individual employee. In addition, the policies and procedures set forth in Mayor’s Memorandum 2015-001, dated August 21, 2015, and Mayor’s Memorandum 2017-001, dated May 2, 2017, shall be followed.
4030.5 An employee may consult with the Office of the Secretary in advance of international travel for advice on customs particular to the country to be visited.
4030.6 If an employee receives a gift from a foreign government or organization during international travel, the employee must submit the gift to the Mayor’s General Counsel within three (3) days after the employee returns from travel, with an attached notation of who presented the gift and the date it was presented. In addition, the policies and procedures set forth in Mayor’s Memorandum 2015-001, dated August 21, 2015, and Mayor’s Memorandum 2017-001, dated May 2, 2017, shall be followed.
4030.7 If a District agency is paying for an employee’s international travel, the employee shall adhere to the applicable international per diem rates established by DoS. Reimbursement of expenses shall be issued in accordance with § 4003.
4030.8 Pursuant to the Fly America Act, 49 USC § 40118, when air travel is financed by federal funds, employees must use a U.S. flag air carrier, except as provided in 41 CFR §§ 301-10.135, 301-10.136, and 301-10.137.
4030.9 An agency that proposes to use federal grant funds to engage in foreign travel (other than to Canada or Mexico) must receive prior approval from the grantor agency, as set forth in Office of Management and Budget Circular A-87, Attachment B, Section 43.e.
4031.1 The District may provide reimbursement for government-related local travel. As used in this section, local travel means government-related travel within fifty (50) miles of the John A. Wilson Building, 1350 Pennsylvania Avenue, N.W., Washington, D.C. 20004.
4031.2 Each agency shall purchase one (1) or more Metro SmartTrip cards for use by employees who engage in local travel. Authorizations, disbursement records, and documentation for the cards shall be maintained according to accounting requirements established by the Chief Financial Officer (CFO).
4031.3 Meals shall not be reimbursed for local travel, including local travel to attend a training, seminar, meeting, or conference, except as provided in § 4031.4(b).
4032.1 Local travel expenses shall be approved by the agency’s authorizing official or his or her designee.
4032.2 An agency’s authorizing official may delegate to supervisory personnel in the agency the authority to approve their supervised employees’ local travel if the local travel includes only subway, bus, taxi, or ride-hailing expenses or involves only the use of a government vehicle.
4032.3 Employee requests and agency approvals for local travel need not be in writing, if the agency head authorizes oral requests and approvals.
4032.4 An employee shall obtain approval in advance of the local travel and in advance of incurring any local travel expenses unless the authorizing official determines there is good cause for obtaining approval after the local travel.
4032.5 In order to receive written authorization to engage in local travel and incur local travel expenses, an employee shall prepare and submit to the authorizing official or the agency’s travel officer a local travel authorization form.
4032.6 The employee shall request authorization for local travel at least ten (10) calendar days before any local travel expenses are expected to be incurred; except, if the employee only becomes aware of the need to incur local travel expenses within ten (10) calendar days before any local travel expenses are expected to be incurred, the employee shall submit the form as promptly as possible after the employee becomes aware of the need to incur local travel expenses.
4032.7 An authorizing official or his or her designee (or supervisory personnel with delegated authority under § 4032.2) may authorize local travel only if he or she determines that the travel and associated expenses are consistent with the principles set forth in § 4000.
4033.1 An agency may pay for or reimburse the transportation expenses of local travel.
4033.2 In authorizing local travel transportation expenses, the agency shall require that the employee travel by bus or subway, unless:
4033.3 If transportation by automobile is authorized under § 4033.2(a) or (b):
4034.1 In order to be reimbursed for local travel expenses, an employee shall submit a completed local travel expense reimbursement form to the agency travel officer no later than ten (10) business days after the travel expenses were incurred.
4034.4 Authorized bus, subway, and taxi expenses shall be reimbursed at the actual rate of fare or fee.
4034.5 Tips for taxi or ride-hailing services shall also be reimbursed; provided, however, that tips in excess of twenty percent (20%) shall not be reimbursed.
4034.6 Authorized parking expenses shall be reimbursed at the actual amount of expenses; provided, if transportation by automobile is authorized under § 4033.2(c) or (d), reimbursement for parking expenses shall be limited to the actual parking expenses or the cost of travel by bus or subway (had the local travel occurred by bus or subway), whichever is less.
4035.1 Authorized users of District government vehicles shall obtain necessary gas, oil, maintenance, and repairs from a District government facility and will only be reimbursed for out of pocket expenses (gas, oil, repairs, and other vehicle expenses) when it is impractical to obtain such service at the District’s facilities.
4099.1 When used in this chapter, the following words and phrases shall have the meanings ascribed:
Agency – an office, department, board, commission or other entity within the District government, except any entity that possesses independent personnel authority which includes the authority to establish regulations for the authorization, payment, and reimbursement of travel expenses incurred (or requested to be incurred) by employees of that entity.
Incidental expenses – fees and tips given to porters, baggage carriers, bellhops, hotel maids and others. Incidental expenses do not include the cost of alcoholic beverages, tobacco, movie rentals, entertainment, or other expenses of a personal nature that are not related to the official business of the District.
Local travel – travel to a location that is less than fifty (50) miles from the John A. Wilson Building.
Lodging – a hotel, motel, inn, guest house, or other establishment that provides lodging to transient guests for overnight sleeping facilities.
Meal expenses – expenses for breakfast, lunch, dinner, and related tips and taxes. Alcoholic beverages and all entertainment expenses are specifically excluded from meal expenses.
Mileage rate – the reimbursable rate for the authorized use of an employee’s personal vehicle for travel for official government business as determined by the
General Services Administration (see www.gsa.gov for current rates).
Per diem allowance – a set daily payment provided to an employee, instead of actual expenses, for reimbursement for meals and related incidental expenses. A per diem allowance is separate from lodging expenses, transportation expenses, and miscellaneous expenses.