Policy and Regs
What does DO stand for?
Director's Order
Can you purchase utilities?
Yes.
Individual bills within the micro-purchase supply threshold can be paid via charge card utilities. Bills over the micro-purchase limit need to be processed via Non IPP Process. You can also work with contracting on PO for utilities but this is not the preferred method.
When do you use a memo v. a letter?
Memos - Internal to DOI
Letter - External to DOI
What is TDY travel?
TDY travel is any official travel that is farther than 50 miles from both the employee's official duty station and residence. An official duty station can be a large contiguous area defined by a boundary that is designated as a location that an employee regularly maintains or patrols, and would not be limited to a 50 mile radius when determining an official TDY travel.
Is lodging an allowable and reimbursable expense?
Yes, Travelers must consider the least expensive conventional lodging available that facilitates successful completion of the official trip, while also evaluating additional transportation costs.
When obtaining conventional lodging, travelers must book reservations through Concur; and use FedRooms program lodging, whenever available.
Where do you find the regulations the govern all government activities?
Code of Federal Regulations (CFR)
Can you purchase insurance?
No.
The federal government is self-insured for loss or damage to government property and the liability of government employees insofar as the government is legally responsible or would ultimately bear the loss. Do not purchase insurance on your purchase card. Do not purchased insurance for a rental vehicle while in Travel Status.
Where are memos signed?
On the from line and/or on an approval line at the bottom.
What is the only method to obtain approval for TDY?
Submit a travel authorization through Concur.
The travel authorization process enables management oversight of travel and related expenditures. Specifically, the process completes the following tasks:
● Provide review of travel and associated expenses in advance of DOI expending funds;
● Commits DOI, once signed by an approving official, to pay for authorized expenses that are incurred in compliance with Federal and Department travel policy;
● Provide travelers with information about authorized travel expenses;
● Provide vendors with necessary information to reserve travel accommodations;
● Develop cost estimates for budget planning purposes; and
● Identify the types and purposes of trips performed Department-wide.
Can you be reimbursed for parking fees?
Yes, through the TV.
What is the FTR?
Federal travel regulations (FTR)
The FTR is the regulation contained in 41 Code of Federal Regulations (CFR), Chapters 300 through 304, which implements statutory requirements and Executive branch policies for trav?el by Federal civilian employees and others authorized to travel at Govern?ment expense.
Can you buy food for a training?
Not typically.
If the cost of the food is not included in a registration or attendance fee, the Comptroller General has held that the government can provide meals or refreshments under this authority ONLY if the agency determines that providing meals or refreshments is necessary to achieve the objectives of the training program. An example provided was a mock event staged by the Army where they were isolated in bunkers and were testing to see what types/amounts of food were needed to survive. Generally, at staff meetings and internal NPS trainings, food is NOT necessary to achieve the objectives of the training program.
What punctuation follows a salutation? (Dear Mr. Doe?)
A colon! :
When must you complete a travel voucher?
The traveler must submit a voucher claim within 5 business days after completing a TDY trip, or every 30 days if on continuous TDY travel status.
When can a traveler be reimbursed for POV use?
The use of a GOV or commercial carrier is more advantageous to the Government than use of a POV. Pre-authorization must be obtained on an authorization to perform TDY travel by POV, as it is the least preferred method of transportation. The approving official should consider the following factors when determining whether use of a POV is advantageous to the Government:
● Is there a safer mode of transportation available? o Common Carrier o GOV (because of known maintenance records) o Special Conveyance (Rental Car)
● Is the distance of the travel unreasonable to use common carrier transportation (i.e., does the time in travel extend arrival at the TDY location beyond an acceptable period)?
● Are all GOVs reserved or otherwise unavailable?
● Are there no rental car agencies within reasonable distance of the traveler’s official duty station or residence?
● Is the schedule for common carrier transportation between the points of the trip incompatible with the official schedule, and would the use of a POV result in more expeditious completion of the official business?
● Does the official purpose of the trip require the traveler to transport bulky Government equipment or supplies?
What does Handbook 44 provide policy for?
Property Management
Can you purchase membership fees?
Yes.
Membership fees may be purchased for yourself or others in your office when the primary purpose is to obtain direct benefit to the government and is necessary to accomplish the functions or activities for which the appropriation was made. The membership must be in the name of the office or bureau, not for individual employees. If it doesn't benefit the Agency then it is not permissible to pay the membership.
When do you use enclosures?
On a letter.
When do you need to fill out a cost comparison?
A cost comparison must be submitted as supporting documentation with the travel authorization when any of the following are used:
● Mode of transportation other than the one that is most advantageous to the Government;
● Route other than the most direct route;
● Mode of transportation is not the most advantageous per policy;
● Combined official and personal travel.
How are meals handled if they are provided as a part of a meeting, conference registration fee, or added to a base lodging rate?
If meals are provided as a part of a meeting, conference registration fee, or added to a base lodging rate, the associated cost must be deducted from the travelers M&IE reimbursement for each meal provided. Meals furnished as part of the cost of lodging are different from complimentary meals in that the lodging establishment factors the cost of each meal into the daily lodging rate. As a result, travelers are required to reduce their M&IE reimbursement by the amount associated with each meal that the establishment "built into" the lodging cost. This often occurs when traveling to facilities such as the U.S. Fish and Wildlife Service's National Conservancy Training Center (NCTC) for training or meetings. Similarly, when attending meetings or conferences, meals may be included in the cost of the registration fee. Since the meals are included in a fee paid by the Government, travelers must deduct the furnished meals from the amount of the daily M&IE reimbursement.
Complimentary Meals:
A complimentary meal is food provided by a hotel or air carrier that is not furnished at Government expense. Complimentary meals offered by hotels are those that are not factored into the cost of lodging or itemized on the hotel bill. Travelers are not required to deduct complimentary meals from their daily M&IE reimbursement.
What are the regulations that dictate what sources you can purchase from?
Federal Acquisition Regulations (FAR) part 8
Can you purchase clothing for non-uniformed employees? Ex. polos, t-shirts, etc.
No.
Employees that are assigned uniforms are given uniform funds to purchase their uniform, those funds are straight off the top of your budget. Non uniformed employees are just that -- non-uniformed. The purchasing of any non-specific uniform piece of clothing is prohibited with government funds as it is not a part of the standard uniform and not needed to do the safe and successful accomplishment of the job as assigned. Appropriations Law Chapter 4, Section I,
In order for an item to be authorized by 5 U.S.C. § 7903, three tests must be met:
(1) the item must be “special” and not part of the ordinary and usual furnishings an employee may reasonably be expected to provide for himself;
(2) the item must be for the benefit of the government, that is, essential to the safe and successful accomplishment of the work, and not solely for the protection of the employee, and
(3) the employee must be engaged in hazardous duty. See 32 Comp. Gen. 229 (1952); B-193104, Jan. 9, 1979. Thus, this provision is but a slight liberalization of the rule in 3 Comp. Gen. 433.
What is a reply due memo?
A memo that tasks parks or offices to submit information about a certain subject. These can be annual requests or one-time occurrences. (Ex. Call for proposals for condition assessment; reference manual 50B review; reporting for tribal consultation; etc.)
When is airfare the most advantageous mode of transportation?
For official business that is 350 miles or farther from an employee's residence or official duty station, common carrier is presumed to be the most advantageous and must be used when reasonably available.
The preferred method of common carrier is air transportation. Officials should only authorize other modes of transportation when the use of airfare would interfere with official business, impose an undue hardship upon the traveler or is lower in cost and would not add significant travel time while en route to the TDY location. (Per DOI travel policy)
Can you exceed the lodging per diem?
Yes, in limited circumstances.
Travelers must obtain authorization for actual expense reimbursement prior to the beginning of the trip. RD is authorized to approve up to 150% and the NPS Comptroller up to 300%.
If lodging costs exceed the per diem rate for the pre-authorized TDY location and the traveler did not obtain pre-approval to use the Actual Expense method of reimbursement, the difference is not a reimbursable expense. The traveler must assume the cost and pay for the difference with personal funds.
The only exceptions to this requirement are when performing travel to a Presidential declared disaster area, where DOI or Bureau has issued a blanket approval to incur actual expense reimbursement.
Bureaus may authorize actual expense reimbursement in the following situations:
● Costs are inflated due to special circumstances (e.g., conventions, natural disasters);
● Lodging or meals must be obtained at a prearranged site to accomplish the official purpose of a trip (e.g., a hotel where a meeting, conference or training session is held);
● Lodging or meals cannot be obtained within prescribed allowances nearby and travel to an area with lower-cost lodging or meals would be unduly burdensome;
● During emergency travel;
● Traveling to parts of the U.S. declared as a Federal disaster area by the President; or
● Official mission of the trip requires actual expenses to be incurred.