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  Transportation

  City-Pair Program (U3145)

  General Services Administration (GSA) airlift contracted through the Contract City Pair Program shall be used for uniformed members.

  Exception to the Use of Contract Carriers:

  One or more of the following travel conditions must be certified on the travel order, travel voucher, or other document provided by the traveler or OPDIV/Program/Agency-approved authorizing official and must apply if a non-contract carrier or a contract carrier other than the primary contractor is used for travel within a contract route.

  Federal and military travelers on official business are required to use the contract carrier unless a specific exception applies. This required use is the incentive necessary to obtain airline participation in the city pair program and fulfills the airline’s business volume necessary to offer discounted rates. Choosing not to use the contract carrier because of personal preference, frequent flyer clubs, etc., is a violation of the contract. The only exceptions to use of the contract carrier are:

  1. No seats/flights available in time to accomplish the purpose of the travel. (For example, the contract flight is fully booked.)
  2. A lower priced commercial fare is available. GSA advises travelers to read the restrictions on such fares carefully. Often the non-contract fares prohibit or charge for changes or cancellations, require advance purchases, Saturday stays, etc. If you can live with the terms of the fare, you can use it. (Most OPDIVs/Programs/Agencies find that non-contract fares are not beneficial to their program because of all the restrictions that apply). If you see an attractive rate, check the contract carrier first to see if they have a similar fare.
  3. All of the flights are outside your core work hours and your OPDIV/Program/Agency has a written policy prohibiting travel outside core work hours (this very seldom occurs). Cost effective rail service is available and is consistent with mission requirements.
  4. Amtrak offers discount rates to Federal travelers. GSA encourages use of Amtrak when appropriate.
  5. Smoking is permitted on the contract flight and the nonsmoking section of the aircraft for the contract flight is not acceptable to the traveler.

  Reimbursement for Personally Procured Common Carrier Transportation (U3110)

  U.S. Public Health Service officers may not be reimbursed for personally procured transportation when a specific mode of transportation is directed (as distinguished from authorized).

  Arranging for Official Travel (U3120)

  U.S. Public Health Service officers are required to use the Travel Management Centers (TMC) for official travel reservations including tickets (Air, Rail, Bus).

  A non-contract travel agent may be used in unusual circumstances when there is no alternative.

  A non-contract travel agent may be used in a foreign country if Contract Travel Office (CTO)/Travel Management Centers (TMC) services:

  1. are not reasonably available, and
  2. ticketing arrangements cannot be made through a branch office or general agent of an American flag carrier.

  Payment Limitations

  Reimbursement for transportation arranged through authorized/approved use of a non-contract travel agent or common carrier direct purchase, is limited to the amount the member would have paid if the arrangements had been made directly through the carrier(s).

  Rental Car

  PCS: If the privately owned vehicle of a member or member’s dependents, transported at Government expense for the member’s and/or dependent’s use, does not arrive at the authorized destination by the designated delivery date, the Secretary Concerned must have the member reimbursed for expenses incurred to rent a motor vehicle for the member’s and/or those dependents’ use. Reimbursement, by law, may not exceed $30 per day beginning the day a member first rents a motor vehicle after the designated required delivery and runs for 7 days or until the date the member’s POV is available for delivery to the member, whichever comes first. A POV has not arrived at the authorized destination if it is not made available for delivery to the member on or before the required delivery date. The maximum reimbursement is $210.

  TDY or SHORT TOURS OF ACTIVE DUTY: An authorizing official may authorize/approve a rental car when it is to the Government’s advantage. A traveler’s personal preference or minor inconvenience must not be the basis for authorizing/approving special conveyance use.

   

  Last Updated: 6/10/2024
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