A lodgings-plus per diem system applies worldwide. Under the lodgings-plus system, travelers are reimbursed for the actual cost of lodging, supported by receipts, within prescribed limits plus a flat daily allowance for meals and incidental expenses (M&IE) that ranges from $46 to $71 in $5 increments.
The General Services Administration sets maximum per diem rates for about 400 localities within the contiguous United States (see table below). In some cases the lodging portion varies seasonally. For other locations, a standard rate of $83 for lodging and $46 for M&IE applies. See Parts 302-2, 302-4 and 302-5 of the Federal Travel Regulation.
The applicable rate is determined by the location of the temporary duty assignment. Unless otherwise s
specified, the per diem locality is defined as “all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties.”
The M&IE rate is payable without itemization of expenses or receipts. The meals portion is designed to cover expenses for breakfast, lunch, dinner and related tips and taxes (alcoholic beverages, entertainment expenses and expenses incurred for other persons are excluded). The incidentals portion is designed to cover fees and tips related to porters, baggage carriers and hotel staff. Certain other fees and tips are separately reimbursable as described in Miscellaneous Expenses in Section 1 of this chapter.
The first and last calendar days of travel are reimbursed at 75 percent of the applicable rate (Note: for government-provided meals on travel days, the entire allocated meal amount must be deducted from the decreased 75 percent rate; see FTR Amendment 2012-01). The accompanying table shows the breakdown.
Rates for travel to foreign destinations are determined by the Department of State (see http://aoprals.state.gov). Rates for non-foreign travel (such as to Alaska, Hawaii and U.S. possessions and territories) outside the contiguous states are set by the Department of Defense (see www.defensetravel.dod.mil/site/perdiem.cfm).
For travel within the contiguous United States, travelers generally must deduct from their M&IE allowance the value of meals that are part of a registration fee or otherwise paid for by the government, in conjunction with attendance at conferences or other events while on official travel, plus an additional $3 from the incidentals portion. See Federal Travel Regulation Section 301-11.18. Employees may receive the full M&IE allowance, with agency approval, if they are unable to consume furnished meals because of medical requirements or religious beliefs or if they were unable to take part in a government-furnished meal due to the conduct of official business.
GSA uses the “average daily rate,” a lodging industry performance measure, to determine lodging rates in the continental United States. Rates are based on “fire safe” properties that fall within a mid-price range during business travel dates of Monday through Thursday. Federal agencies may request GSA to review the costs covered by per diem in a particular city or area when travel to that location is repetitive or on a continuing basis and travelers’ experiences indicate that the prescribed rate is inadequate. Requests for per diem rate adjustments must be submitted by the agency travel manager or equivalent official, following procedures described in the FAQ section at www.gsa.gov/perdiem. Any such changes are made in the form of an FTR Bulletin and posted at www.gsa.gov/ftrbulletin.
Actual Subsistence Expense Reimbursement
Under FTR Chapter 301 Subpart D, an agency may authorize necessary actual subsistence expense reimbursement not to exceed 300 percent of the applicable maximum per diem rate for travel within the continental United States:
- when lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;
- when costs have escalated because of special events (for example sporting events, conventions, or natural or man-made 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;
- because of mission requirements; or
- for any other reason approved by the agency.
In cases of natural or man-made disasters or other emergencies, GSA may issue a government-wide FTR Bulletin authorizing actual subsistence expenses and waivers of certain other provisions of the FTR for temporary duty or relocation travel to designated areas for a specific time. The Bulletin may also advise delaying all non-essential travel and relocation to the affected areas. Such authorities are posted at www.gsa.gov/ftrbulletin.
Agencies also may pay actual subsistence expense reimbursement to protect law enforcement/investigative employees and their families when their lives are placed in jeopardy as a result of the employee’s assigned duties. See FTR Part 301-31.
Approval should be obtained by the employee before travel begins, but when justified, it may also be approved after completion of the travel. When you are 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.
You must itemize all expenses, including meals, for which you will be reimbursed under the actual expense method. Expenses that do not accrue daily may be averaged over the number of days your agency authorizes/approves actual expenses. Receipts are required for lodging, regardless of amount, and any individual meal when the cost exceeds $75. Your agency may require receipts for other allowable per diem expenses, but it must inform you of this requirement in advance of travel. When your agency limits M&IE reimbursement to either the prescribed maximum M&IE rate for the locality concerned or a reduced M&IE rate, it may require M&IE itemization.
Per diem rates are set on a fiscal year (October 1-September 30) cycle. Some rates may change during a fiscal year. Annual and periodic rate changes for locations within the contiguous states are at www.gsa.gov/perdiem. That site also has links to per diem rates for foreign areas, and to rates for non-foreign travel outside the contiguous states, which are set by the State Department and the Defense Department, respectively, as described above.
Employees should confirm the current rates at the time travel is performed.