Navigating government travel regulations can be complex, especially when it comes to per diem rates. The US General Services Administration (GSA) sets these rates, which dictate the reimbursement for lodging, meals, and incidental expenses for federal employees on official travel. Understanding the nuances of GSA per diem is crucial for both travelers and authorizing officials. This article breaks down key aspects of per diem, focusing on rules for the first and last days of travel, stopovers, rate reviews, and reduced rates.
First and Last Day of Travel: The 75% Rule
A common question among government travelers concerns per diem on the first and last days of a trip. According to GSA guidelines, on the day of departure from your permanent duty station and on the day of return, you will receive 75 percent of the applicable Meals and Incidental Expenses (M&IE) rate. This 75% rule applies regardless of your departure or return time, and there are no exceptions or waivers to this policy.
It’s important to note which M&IE rate applies on these days. For the day you depart from your permanent duty station, the M&IE rate is based on the locality rate of your temporary duty location (TDY). Conversely, for the day you return to your permanent duty station, the M&IE rate is determined by the M&IE rate at your last temporary duty location. This rule also extends to departures from a previous permanent duty station or arrivals at a new one in certain situations, with specific details available in the Joint Travel Regulations (JTR) Section 0503 for Service members and Section 0539 for civilian employees. Furthermore, the government meal rate or proportional meal rate does not apply on these first and last travel days.
Per Diem for Stopovers During Travel
Travel itineraries sometimes include stopovers. If your travel to or from a temporary duty location involves a stopover, you are entitled to the M&IE rate for the stopover point. If your return journey to your permanent duty station takes more than one day and necessitates additional stopovers, the per diem for the final travel day is based on the M&IE rate of your last stopover location. This ensures that travelers are appropriately compensated for expenses incurred at each location during their official travel.
Requesting a Review of Per Diem Rates
The GSA per diem rates are designed to cover necessary expenses, but sometimes, they might seem insufficient for certain locations. If you believe the per diem rate for a particular location is too low, there is a process for requesting a rate review. Members of the Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP), the Department of State (DoS) Office of Allowances, the GSA Office of Government-Wide Policy, or a Federal Agency Travel Manager can initiate this request.
To formally request a review, certain documentation is required. This includes a signed letter on agency letterhead detailing the location, the inadequacy of the current per diem rate, the number of government employees affected, and instances where “actual expense authorization” (AEA) was used in the previous year due to insufficient rates. Additionally, a complete Hotel and Restaurant Report (DS-2026) with current price data and supporting documentation for all reported prices must be submitted.
Rate review requests must be coordinated through the proper channels within your agency. For Uniformed Services, local commanders forward requests to their Service’s MAP member. DoD Civilian Employees submit through their component heads to the CAP member. DoS and GSA employees have their respective offices (DoS Office of Allowances and GSA Office of Government-wide Policy) handle submissions. All other government employees should submit through their Federal Agency Travel Managers. For non-foreign Outside Continental United States (OCONUS) rate reviews, email requests can be sent to [email protected]. More detailed guidance is available in the per diem reporting procedures document.
Reduced Per Diem Rates: When and How
In situations where an authorizing official (AO) anticipates that travel costs, particularly lodging or meals, will be lower than usual due to pre-arranged accommodations, special discounts, or other factors, a reduced per diem rate can be requested. It is critical to authorize this reduced rate before the travel commences.
Requests for reduced per diem should be submitted to the relevant Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) representative. These requests must include specific details: established lodging and meal costs, the traveler’s name, travel dates, the TDY location, contact information for the requestor, and the recommended reduced per diem rate. This process ensures that per diem rates are appropriately adjusted to reflect actual anticipated expenses, optimizing government travel funds.
Understanding the GSA per diem guidelines, especially concerning the first and last day rule, stopovers, rate reviews, and reduced rate options, is essential for efficient and compliant government travel. For further inquiries, you can email the DTMO Policy and Regulations Team.
