14 FAM 530
OFFICIAL TRAVEL
(CT:LOG-343; 02-11-2022)
(Office of Origin: A/LM)
14 FAM 531 EmploymenT and Assignment Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
When two or more types of travel are combined, the pertinent provisions apply separately to each segment of the trip. Types of official travel follow below.
14 FAM 531.1 Appointment Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized from place or places of residence or other place specifically authorized to official duty station.
b. Effects may be authorized to be shipped at U.S. Government expense from place of storage. Shipment of effects is authorized for employees whose tour of duty at post is one year or more or who serve less than a year and are transferred or otherwise removed from post for the convenience of the U.S. Government (see 3 FAM 2440 regarding curtailments).
14 FAM 531.2 Alternate-Seat-of-Government Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized to and from the alternate seat of government.
b. There is no per diem at destination unless specifically authorized. Shipment and storage of effects, and privately owned vehicle, may be authorized.
14 FAM 531.3 Relocation Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Official travel and transportation may be authorized for employees to move from one official duty station to another. This includes permanent change-of-station (PCS) and transfer moves.
14 FAM 531.4 Home Leave Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized for U.S. citizen employees and their families from post or any place abroad where presence is due to U.S. Government orders to home leave address within the United States (or U.S. commonwealth or possessions) and return to post of assignment or a new official duty station. Home leave travel is not authorized for family members already on separate maintenance allowance (SMA) authorization (see also 14 FAM 536.1).
b. Employees and their families traveling should spend 20 workdays in the United States (see 3 FAM 3434.2 for exceptions). Except as provided in 14 FAM 532.4 the family may not travel until the employee is eligible for home leave and has been issued home leave orders.
14 FAM 531.5 Rest and Recuperation Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Travel of an employee and eligible family members may be authorized and performed in accordance with 14 FAM 523.2-1, subparagraph f(1)(d) and in 3 FAM 3720.
b. Each post eligible for rest and recuperation (R&R) travel will fund one of the following three travel options to employees and eligible family members:
(1) Round-trip travel to post's designated foreign relief point. Lists of eligible posts by regional area and their designated relief points are in 3 FAH-1 Exhibit H-3722(1) through 3 FAH-1 Exhibit H-3722(5); or
(2) Round-trip travel to any one city in the United States (the 50 States and the District of Columbia) or one city in its territories including American Samoa, the Commonwealth of Puerto Rico, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands; or
(3) Travel to any other location or combination of
locations whether within the U.S. or abroad. Travel will be authorized against
post's R&R cost-construct cap for the fiscal year in which the travel
commences. When this option is selected, the traveler may proceed using any
mode of common carrier transportation, class of service, or fare type
(restricted or unrestricted). Any amount exceeding the cap is the financial
responsibility of the traveler. Cost-construct caps are established annually
using the methodology and timeline outlined in 3 FAH-1 H-3726.3.
c. Only the
designated foreign relief point, the traveler's selected city in the United
States or U.S. territory, or "R&R Cost-Construct Cap" can be
shown as the destination on the authorized itinerary of the R&R travel
authorization.
d. Travel under the cost-construct
cap is indirect travel; therefore, no Government fares may be utilized. If the
traveler selects a restricted airfare, any penalty fees, change fees, or
limitations associated with the restricted airfare over and above the cap
threshold are the traveler’s responsibility. All cost-constructed travel
must still comply with the provisions and requirements of the Fly America Act
(see 14 FAM 583).
e. Employees authorized premium class travel through MED/DRAD will have a cost-construct cap established on a case-by-case basis using the same methodology used for economy caps outlined in 3 FAH-1 H-3726.3.
f. The Department recommends that posts use the lowest cost unrestricted airfares for travel to the designated relief point or U.S. city or U.S territory. However, funding for R&R travel is a post function and, as such, the final decision whether to use restricted or unrestricted fares for R&R travel is a post responsibility.
14 FAM 531.6 Marine Security Guard
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
See 12 FAM 435.
14 FAM 531.7 Military Furlough, Resignation, Retirement, and Other Separation Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized for U.S. citizen employees, their eligible family members, and effects, from post or any place where presence is due to U.S. Government orders to designated place of residence in the United States (see definition of "United States" in 14 FAM 511.3).
b. When a U.S. citizen employee elects to reside at other than the designated place of residence, expenses must be allowed based on constructive cost (for "cost constructed travel," see 14 FAM 511.3 and 14 FAM 612.3) to designated place of residence in the United States. See 3 FAM 2510 on separation of U.S. citizen employees and 3 FAM 2560 on military furlough.
c. This regulation provides Civil Service employees, who mandatorily converted to Civil Service from Foreign Service under the Foreign Service Act of 1980, those benefits of travel and/or transportation of effects to which they were entitled at the time of such mandatory conversion.
14 FAM 532 Family tRAVEL
14 FAM 532.1 Family Travel for Representational Purposes
14 FAM 532.1-1 Eligibility and Purpose
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel for representational purposes may be authorized for one family member only. The authorizing officer is expected to make sparing and judicious use of this authorization. In all cases, the justification must demonstrate a clear advantage to the United States.
14 FAM 532.1-2 Within Country of Assignment
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. As a general guideline, local travel of a family member should be authorized when:
(1) Representation by the officer alone could not be accomplished effectively; or
(2) Protocol or local customs would be served; or
(3) The travel is necessary in connection with VIP visits or important meetings at which spouses of foreign dignitaries are present.
b. The chief of mission in consultation with heads of other agencies in their country of assignment will develop local rules and practices to promote the maximum degree of uniformity in the exercise of this authority.
14 FAM 532.1-3 Outside Country of Assignment
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Representational travel outside the country of assignment is restricted to family members of high-level officers and will be authorized only when a clear need for dual representation exists. Normally, travel will be restricted to eligible family members of chiefs of mission, deputy chiefs of mission, country public affairs officers, and USAID mission directors or USAID representatives. However, in exceptional circumstances, the eligible family members of a subordinate officer may be authorized such travel. Typical of the circumstances warranting representational travel outside the country are the following:
(1) When an ambassador or USAID mission director accompanies a foreign dignitary to the United States on a state visit or as a presidential guest and the dignitary is accompanied by a spouse or other members of the household;
(2) When a State, or USAID officer attends an international conference or meeting sponsored by a group or organization of nations, such as the United Nations, and the spouses of participants have also been invited to attend; and
(3) When the President sends U.S. delegations abroad or congressional or other high-level delegations proceed abroad, accompanied by their spouses.
14 FAM 532.1-4 Domestic-Based Employees
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Representational travel by family members of domestically assigned employees is restricted to the Secretary, Deputy Secretary, Deputy Secretary for Management and Resources, and Under Secretaries, unless a waiver is granted by M, and will be authorized only when a clear need for such representation exists.
14 FAM 532.1-5 Authorization and Documentation
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Department of State: The chief of mission may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment for employees at post. This authority may be redelegated only to the deputy chief of mission. The Assistant Secretary of the regional bureau may authorize for the chief of mission. For representational travel outside the country of assignment, advance approval must also be obtained from the assistant secretary of the regional bureau. For domestic based employees, the Under Secretary for Management must approve all representational travel for family members. Representational travel by a family member of M must be approved by D.
b. USAID: The director of the USAID mission or USAID representative may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment. This authority may not be redelegated. For representational travel outside the country of assignment, advance approval must also be obtained from the regional bureau Assistant Administrator in Washington.
c. The officials cited above must provide and sign a justification statement. For control and inspection purposes, the authorizing officer should record and file the justification statement in the Department's eTravel Services (ETS) software (currently E2 Solutions).
14 FAM 532.2 Adding New Eligible Family Members
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Employees who wish to add a new eligible family member – EFM - (see 14 FAM 511.3 for the definition of "eligible family member") do so by completing Form OF-126, Foreign Service Residency and Dependent Report, to GTM/EX/IDSD or HCTM/FSC for USAID staff. Once the new EFM is added to the Form OF-126 then the employee’s travel authorization will be updated to include new EFM and travel expenses may be incurred based on the updated travel authorization, notwithstanding the time limitation specified in 14 FAM 584.2. Travel will be authorized from either the location at which the new EFM joined the family (for example, place of birth or adoption) or from the employee’s official home of record. Shipment and storage of additional effects may be authorized in accordance with 14 FAM 613.2.
14 FAM 532.3 Advance Return of Family Financed by U.S. Government
14 FAM 532.3-1 General Policy
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
In certain cases, an employee's family may be authorized, before the employee's eligibility for travel, to return to employee's residence in the United States.
14 FAM 532.3-2 Conditions of Authorization
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. The Department of State, USAGM, Commerce, Agriculture, or the USAID mission director or USAID representative may authorize advance travel of an employee's family members when the chief of mission or the head of the agency establishment abroad determines that the public interest requires the return of a member of the family for compelling personal reasons of a humanitarian or compassionate nature, including but not limited to cases which may involve physical or mental health or death of any member of the immediate family.
b. The Department or Agency in Washington, DC, may authorize advance travel of family members when there is an obligation imposed by an authority or circumstances over which the individual has no control. Advance travel may be authorized by the Department or Agency in Washington, DC, after family members have been at the post at least 6 months under the following conditions:
(1) A child who is not eligible for educational travel (see 14 FAM 532.5) has been at a post abroad and educational needs (for the equivalent of grades 1 through 8 only) so require; or
(2) A child 21 years or older, is unmarried, and has traveled to the post before attaining such age (see 14 FAM 532.6).
14 FAM 532.3-3 Authorized Costs
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Only one-way transportation will be authorized for advance return of family. If a family member subsequently travels at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the advance return and subsequent travel may not exceed the cost which would have been incurred had the family member traveled at the same time as the employee.
14 FAM 532.3-4 Repayment Agreement
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Before any obligation of U.S. Government funds is incurred, the employee must execute a repayment agreement in accordance with the format in Form DS-4020, Repayment Agreement for Advance Travel of Family. The original and one copy should be forwarded to:
(1) State: GTM/CDA, by memorandum, subject: APER;
(2) USAID: M/PM, USAID/W as an attachment to a memorandum;
(3) Commerce: USFCS/OIO/OFSP as an attachment to a memorandum;
(4) USAGM: E/O, P/N, VOA/X, and D/OHR as an attachment to a memorandum.
(5) USDA/FAS: Foreign Agricultural Affairs, International Services Division; and
(6) APHIS: International Services/Administrative Services/Personnel.
14 FAM 532.3-5 Repayment Requirements
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
The conditions under which repayment must be made by the employee for travel expenses borne by the U.S. Government in connection with the advance return of employee's family are as follows:
(1) The employee fails to complete the service period (see 3 FAH-1 H-2423, subparagraph c) required to become eligible for travel and transportation at U.S. Government expense; or
(2) There is a change of dependency status which cancels the eligibility of family member(s) for return travel to the United States (see definition in 14 FAM 511.3) at U.S. Government expense. (A divorce or an annulment prior to the issuance of travel orders no longer cancels eligibility of family members for return travel to the United States.)
14 FAM 532.3-6 Repayment Liquidation or Refund
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
If the employee is subsequently transferred, assigned, separated, or returned on leave at U.S. Government expense to the United States and the expenses of the advance travel become a proper obligation of the U.S. Government, the employee will be relieved of the obligation set forth in the repayment agreements to the amount of allowable expenses (see 14 FAM 532.3-4). If the employee has previously made repayment, employee may request and receive an appropriate refund.
14 FAM 532.4 Advance Travel of Family Financed by the Employee
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. The employee may arrange for advance travel of family, paying the cost initially and claiming reimbursement after the employee has been issued travel authorization which covers the travel of family and after the employee has reached eligibility date. Reimbursement is limited to the amounts payable had the family traveled at the same time as the employee.
b. Reimbursement may be made for advance travel or return travel to the United States for a spouse or domestic partner as defined in 3FAM 1610 and/or minor children of an employee who have traveled to the post as eligible family members even if, because of divorce, annulment or dissolution of domestic partnership, such spouse or domestic partner as defined in 3 FAM 1610 and/or minor children have ceased to be eligible family members as of the date the employee becomes eligible for travel. Reimbursable travel may not be deferred more than 6 months after the employee completes personal travel pursuant to the authorization.
c. If the advance travel of family was to the employee's temporary duty (TDY) post and the employee was transferred to the post at the end of the employee's TDY, employee may claim reimbursement for expenses of allowable travel and transportation of family and effects which were incurred prior to the effective date of transfer of the employee and the date of employee's transfer travel authorization.
14 FAM 532.5 Educational Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Travel of a child may be authorized in lieu of an educational allowance, once each way annually between school and the employee's post for secondary education and for college education in accordance with section 280, Standardized Regulations (Government Civilians, Foreign Areas) and the Federal Travel Regulations.
b. Unaccompanied air baggage is allowable in accordance with 14 FAM 613.3-1.
14 FAM 532.6 Travel of Children 21 Years of Age or Older
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. An employee's child who is unmarried and who is 21 years of age or older may be authorized return travel to the employee's place of residence for separation purposes in the United States (see definition in 14 FAM 511.3), provided the child, when attaining the age of 21 was at, or proceeding to, a post abroad to which the employee was assigned. The first travel authorization that is issued to the employee authorizing travel of the family after a child has reached the age of 21, constitutes authority for such travel. The return of the child to the United States should be completed within 1 year of the date the employee's travel begins.
b. A child 21 years or older, who proceeds to the employee's post, may not be returned to the United States nor perform any travel at U.S. Government expense, except as provided for educational travel up to the 23rd birthday, plus additional years allowed for any military service, in subchapter 280 of the Standardized Regulations (Government Civilians, Foreign Areas).
c. Travel of a child who is under 21 will usually be authorized to an employee's next assignment if the employee's transfer is to occur before the child's 21st birthday. If that child's travel does not commence prior to turning 21, that authorization is no longer valid.
d. If a child commences R&R or home leave/return travel before attaining the age of 21 and turns 21 while in travel status, the child is authorized return to post under the travel authorization that was in effect prior to his turning 21.
14 FAM 532.7 Travel of Family While Employee Is on Temporary Duty (TDY) En Route to or from Post of Assignment
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Payment of per diem during an employee's period of TDY, which may not exceed 30 calendar days total, is authorized for members of an employee's family accompanying the employee to the post of assignment only under the following conditions:
(1) When the employee is ordered to stop within the country of destination for orientation, training, or consultation while en route to post of assignment;
(2) When the employee is ordered to stopover outside the country of destination for orientation, training, or other TDY while en route to the post of assignment, provided that the stopover is in the positive interest of the U.S. Government and is made necessary by a threat to the health, safety, or well-being of the employee’s family if required to continue on to post of assignment other than in the company of the employee;
(3) In cases where the family member, because of representative responsibility in the U.S. Government's interest, is required to stop at agency headquarters while en route abroad to employee's post of assignment in order to undergo special orientation and/or training designed to ensure the effective discharge of those responsibilities; or
(4) In any other cases when specifically authorized by the agency in advance in writing in travel orders.
b. When an employee is ordered to stop for TDY in the United States or abroad en route to or from employee's post of assignment, the family does not have to accompany the employee as long as they join the employee at the stopover point. Per diem at the stopover point may be allowed for members of the family only during the period of TDY of the employee and for the actual time at the TDY location.
c. Per diem, not to exceed 3 work days, may be authorized when an employee or the employee's family members who are at a constituent post and are traveling on home leave, transfer, or separation orders must stop, at the time of travel, at the Embassy in country or at an embassy in a neighboring country for the purpose of storing or retrieving effects or obtaining passports, visas, or immunizations.
d. Stopovers should generally not be authorized for family members in connection with international, interagency, interregional, or intermission conferences, unless specifically authorized by the agency in advance in writing and reflected in travel orders.
14 FAM 532.8 Return Travel of Spouse, Domestic Partner as Defined in 3 FAM 1610, and/or Dependent Children to the United States in Connection with Marital Separation, or Divorce, or Statement of Dissolution of Domestic Partnership
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Return travel of an employee's spouse or domestic partner as defined in 3 FAM 1610 may be authorized to the employee's service separation address in the United States (see definition of "United States" in 14 FAM 511.3) or any other location on a cost-constructive basis from the employee's post of origin to the employee's separation address when a permanent marital separation or divorce is intended, or a statement of dissolution of domestic partnership has been submitted. Generally, a separation agreement should exist, but in the absence of an agreement, the chief of mission or head of agency's establishment abroad may determine that such travel is warranted and may initiate authorization action. The circumstances upon which this determination is based should be summarized in writing and retained at post in accordance with 5 FAH-4, Records Management Handbook.
b. Return travel of spouse or domestic partner as defined in 3 FAM 1610 may be included in the first travel authorization issued to the employee authorizing travel of the family after an agreement to separate, divorce, or dissolve a domestic partnership is reached. In the circumstances referred to in paragraph a of this section, such travel may also be requested as advance travel in accordance with 14 FAM 532.3 and 14 FAM 532.4.
c. Only one-way transportation to the employee's service separation address, or to any other location in the United States on a cost-constructive basis from the employee's post of origin to his or her separation address, will be authorized for return travel of spouse or domestic partner as defined in 3 FAM 1610. If the employee subsequently requests travel of the spouse at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the return and subsequent travel may not exceed the cost which would have been incurred had the spouse or domestic partner as defined in 3 FAM 1610 traveled at the same time as the employee. In such cases, if the cost of the return and subsequent travel exceeds the employee's authorized travel, the employee will be liable for payment of the excess cost.
d. Before any expenses are incurred for return travel of spouse or domestic partner as defined in 3 FAM 1610, the spouse or domestic partner as defined in 3 FAM 1610 must execute an agreement in accordance with the format in Form DS-4021, Agreement for Return Travel of Spouse (or domestic partner). This agreement states that the spouse or domestic partner as defined in 3 FAM 1610 understands that travel back to the same post will not be authorized at U.S. Government expense, and that the agreement is signed voluntarily.
e. Travel of dependent children of an employee may be authorized under this provision only if a legal custody agreement exists or the employee otherwise agrees in writing to permit the children to leave post permanently with the spouse. The employee must also submit a revised Form OF-126, Foreign Service Residence and Dependency Report, to declare as a loss those children for whom return travel is requested under this provision (see 3 FAH-1 H-2347.8, subparagraph a). The employee may also request advance travel of children in accordance with 14 FAM 532.3, if travel is not intended to be a permanent return to the United States.
14 FAM 532.9 Transfer Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
a. Official travel and transportation may be authorized for U.S. citizen and Foreign Service national employees, their families and effects, from old post, or any place where presence is due to U.S. Government orders, to new post. Transportation of effects is allowed from old post to new post and/or to point of storage; or to new post from old post, previous posts, and/or points of authorized storage.
b. Effects may be shipped between places other than those authorized subject to provisions in 14 FAM 612.3. When emergency conditions exist at the new post, another destination may be designated for travel of the family and transportation and storage of effects and a motor vehicle. Upon termination of the emergency, travel and transportation to the new post may be authorized.
14 FAM 532.10 Spouse Travel to Obtain a Visa or Reset Residency
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Management officials at post may authorize, from post funds, travel expenses when the spouse of an employee assigned to post must travel out of country to obtain appropriate visas or reset residency permissions to remain in-country when the host government will not accredit the spouse. The travel expenses under this provision may include transportation expenses, per diem, and authorized miscellaneous expenses (e.g., visa fees, where authorized under 14 FAM 562.1, subparagraphs a(1) through a(4). Expenses incurred are for the spouse only. Time in travel status should be minimized to the extent possible to obtain a visa or reset residency permissions at the most cost-effective point to post. Spouses who are employed on family member appointments (FMA) or personal services agreements (PSA) are not authorized administrative leave for the purpose of the travel.
14 FAM 533 Temporary Duty (tdy) Travel
14 FAM 533.1 General
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Official travel and transportation may be authorized for U.S. citizen employees from any place to TDY station or stations and thence to such place or to post (see also 14 FAM 532.7 covering travel of eligible family members). Official travel and transportation may be authorized for Locally Employed (LE) Staff from their post of employment to TDY station or stations and for return to the post of employment.
14 FAM 533.2 Authorizing Temporary Duty (TDY) Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. State only: Form JF-144, Temporary Duty (TDY) Official Travel Authorization, is used for approving TDY travel. Approval may cover travel performed for administrative or medical purposes, rest and recuperation, short-term training, attendance at conferences, etc., between the United States and other countries, within the United States, or abroad. Authorizations issued in the form of telegrams, etc., are confirmed by the subsequent issuance of a Form JF-144, or equivalent official form.
b. USAID only: See ADS 522, Performance of Temporary Duty travel in the United States and Abroad.
c. Commerce only: Form CD-29, Travel Order, is used for authorizing TDY travel when headquarters, Washington, DC, issues the travel orders. Otherwise, Form JF-144 is used when post issues the travel orders. Included is travel for administrative purposes, rest and recuperation travel, short-term training, medical purposes, attendance at conferences, etc., performed abroad, within the United States, and between the United States and points abroad. Authorizations issued in the form of telegrams are confirmed by the subsequent issuance of either a Form CD-29 or a Form JF-144.
d. USDA only: Form AD-202, Travel Authorization, is used for authorizing TDY travel.
e. USAGM only: Form IA-34-A is used for authorizing TDY travel; Form JF-144 is used for overseas correspondence travel.
14 FAM 533.3 Training Attendance
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Official travel may be authorized for employees to receive training.
14 FAM 533.4 Conference Travel
14 FAM 533.4-1 Attendance
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Agencies must select conference sites that minimize conference costs and conference attendees' travel costs. Agencies must minimize conference attendees' travel costs by authorizing the minimum participation necessary to accomplish agency goals. The authorizing official must assure that the number of attendees from the Department is necessary and justified. In addition, the need for conference and meetings for which the total travel and per diem estimate exceeds $5,000 must be authorized by an Assistant Secretary, executive director, or equivalent.
14 FAM 533.4-2 Conference Site
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
When available, use U.S. Government-owned or U.S. Government-provided conference facilities to the maximum extent possible. The authorizing officer should avoid conference sites that might appear extravagant to the public.
14 FAM 533.4-3 Conference Site Selection Process
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Locality selection procedures:
(1) When arranging to conduct a conference, the authorizing officer must consider at a minimum three alternative conference sites;
(2) Each considered site must be selected based on the belief that it would result in lower overall conference costs and conference attendees' travel costs. The sponsoring or co-sponsoring office must survey the cost of conference facilities at each of the considered sites, and must determine the potential cost to the U.S. Government of conducting the conference at each of the alternative sites.
b. Exception: A conference site may be selected without following the procedures outlined above for the reason of disproportionate participation. The procedures outlined above do not apply when a majority of the U.S. Government attendees are from the locality proposed as the conference site, or when only one site accomplishes conference goals. In the latter case, the authorizing officer must certify in writing that the selected locality is the only conference site compatible with accomplishing the sponsoring or co-sponsoring office's objectives.
c. Documentation: The authorizing officer must document the cost of each alternative conference site, and must retain a record of the documentation for every conference held. The authorizing officer must also make the documentation available for inspection by the Office of Inspector General (OIG), or for other interested parties.
14 FAM 533.5 Experts and Consultants Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Persons employed intermittently as consultants or experts and persons serving without compensation (including citizens or subjects of other countries) are authorized travel expenses, including per diem, while away from their homes or regular places of business, in accordance with 14 FAM 560.
14 FAM 533.6 Information Meeting Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service and Civil Service)
Official travel and transportation may be authorized for employees to attend a meeting to discuss general agency operations, and/or to review status reports or discussion topics of general interest. If a site visit is conducted as part of the same trip, the entire trip should be considered a site visit (see 14 FAM 533.10).
14 FAM 533.7 International Conferences
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
When travel to, or in connection with, conferences is financed under Department of State appropriations available for international conferences, such travel must be performed in accordance with the provisions of the travel authorization and other appropriate instructions issued by the Department pertaining to the conference.
14 FAM 533.8 Invitational Travel Authorizations Federally Financed
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Each invitational travel authorization must specify the purpose of the travel (e.g., conference attendance, information meeting, speech presentation, etc).
14 FAM 533.9 Invitational Travel Authorizations Non-Federally Financed
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
To defray the cost of air travel, any donations from non-Federal sources must comply with the Department's regulations in accommodations on airplanes (14 FAM 567.2), including all applicable OMB guidelines (OMB 93-11), as well as the Department’s regulations regarding gifts of invitational travel (see 2 FAM 962.12).
14 FAM 533.10 Site Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Travel of an employee may be authorized to visit a particular site in order to perform operational or managerial activities; e.g., oversee programs, grant operations, or management activities for internal control purposes; carry out an audit, inspection or repair activity; conduct negotiations; provide instructions; or provide technical assistance.
14 FAM 533.11 Special Mission Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee may be authorized to carry out a special agency mission such as involvement in noncombat military unit movements; providing security to a person or a shipment (e.g., diplomatic pouch); moving witnesses from residence to other locations; and covering travel by Federal beneficiaries and other nonemployees.
14 FAM 533.12 Speech or Presentation Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee may be authorized to make a speech or a presentation, deliver a paper, or otherwise take part in a formal program other than a training course where the authorizing official makes a specific determination in writing that such activity is related to and in furtherance of the agency’s mission.
14 FAM 534 Medical Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Official travel and transportation may be authorized for U.S. citizen employees and their eligible family members from any place where presence is due to U.S. Government orders to nearest locality where suitable medical care can be obtained and thence to an official duty station.
b. Travel of attendants may be authorized. For other special provisions, see 16 FAM 316 and 14 FAM 523.2-1, paragraph e.
14 fam 535 oTHER TRAVEL
14 FAM 535.1 Directed Departure
14 FAM 535.1-1 General
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
When, in accordance with 3 FAM 2443, it is the judgment of a chief of a diplomatic mission that the departure of an employee assigned by the Department or Agency to a post under the chief of mission's jurisdiction would be in the interest of the U.S. Government, the authorizing officer at the post may issue a travel authorization detailing the employee to a nearby country. For the Department, the post-authorizing officer may issue a travel authorization transferring a State Department employee and that employee's eligible family members to Washington, DC. For USAID, a travel authorization transferring an employee to Washington, DC, must originate in or have prior approval of Washington, DC headquarters. For USAGM, a travel authorization transferring an employee to Washington, DC must originate in or have prior approval of Washington, DC headquarters.
14 FAM 535.1-2 Procedures in Connection with Directed Departure
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
To authorize purchase of transportation permitting the detail of an employee or to transfer an employee and eligible family members in accordance with 3 FAM 2443, chiefs of mission may allow issuance of Forms OF-1169, U.S. Government Transportation Request (GTRs). The travel order establishing the official obligation of funds will be issued by the Department or the Agency, after the travel commences, upon receipt of the report required in 3 FAM 2445. Travel will be chargeable to the current applicable appropriation. Other fiscal data will be supplied by Washington, DC. Movement of household effects and shipment of automobiles must not be authorized until receipt of instructions from the Department or Agency.
14 FAM 535.2 Travel under Authorized/Ordered Emergency Evacuation
14 FAM 535.2-1 General
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. When the Under Secretary for Management (M) makes a determination that an emergency exists at a post requiring the evacuation of official U.S. citizen employees, official travel and transportation may be authorized for the employees, their eligible family members, and effects from post of assignment to place designated in the travel orders, and thence to post.
b. When M makes a determination that an emergency exists at a post requiring the evacuation of Foreign Service national employees, official travel may be authorized for the Foreign Service national employees and their immediate families to the nearest practicable place for the duration of the emergency.
c. The authorizing officer at post must issue individual or blanket travel authorizations (see 14 FAM 628 for shipment and storage of household effects (HHE)).
14 FAM 535.2-2 Travel Authorizations under Authorized/Ordered Emergency Evacuation
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. State only: The authorizing officer at post must issue individual or blanket travel authorizations. Each authorization must cite the names of the persons traveling. In addition to the usual post distribution of copies, the authorizing officer must furnish information copies of all evacuation travel authorizations to the:
(1) Bureau of Global Talent Management (GTM/CDA/AD);
(2) Travel and Transportation Management Division (A/LM/OPS/TTM);
(3) Appropriate regional bureau; and
(4) Office of Accounting Operations (CGFS/F/AO).
b. Commerce only: The authorizing officer must furnish evacuation travel authorization copies to the:
(1) Office of Foreign Service Human Resources (USFCS/OFSHR);
(2) State's Travel and Transportation Management Division (A/LM/OPS/TTM); and
(3) Office of Planning and Management.
c. USAGM only: The authorizing officer must furnish evacuation travel authorization copies to the:
(1) Office of Foreign Service Personnel (D/OHR);
(2) Office of Administrative Operations Division (M/AO); and
(3) Appropriate administrative office.
d. USDA/FAS only: The authorizing officer must furnish evacuation travel authorization copies to the:
(1) Foreign Agricultural Affairs/International Services Division (USDA/FAS/OFSO/ISD); and
(2) State's Travel and Transportation Management Division (A/LM/OPS/TTM).
e. APHIS only: The authorizing officer must furnish evacuation travel authorization copies to the International Services/Administrative Services/Travel Section.
f. U.S. Despatch Agents: The Department's or Agency's transportation office will ensure that the appropriate U.S. Despatch Agent receives a copy of the evacuation order or request and authorization for use in clearing the employee's shipment(s) through U.S. Customs.
14 FAM 535.2-3 Prohibitions Against Official and Personal Travel to Posts under Authorized/Ordered Emergency Evacuation
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
See 3 FAM 3770 regarding requirements and restrictions for official and personal travel to posts under authorized departure, ordered departure, suspended operations, contingency operations, and posts designated partially unaccompanied or unaccompanied.
14 FAM 535.3 Emergency Visitation Travel
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
The cost of emergency visitation travel in connection with the serious illness, injury, or death of an immediate family member is performed in accordance with the provisions of 3 FAM 3740.
14 FAM 535.4 Visitation Travel
14 FAM 535.4-1 Authorization
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel of an employee or eligible family member may be authorized and performed in accordance with regulations in 14 FAM 523.2-1, subparagraph f(1)(h), and in 3 FAM 3730.
14 FAM 535.4-2 Travel to Countries With Closed Posts Or No U.S. Diplomatic or Consular Relations
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
See 3 FAM 3780 regarding requirements for official and personal travel of employees to countries with which the United States has no diplomatic or consular relations or where all U.S. posts have been closed, and where travel may be prohibited or restricted.
14 FAM 536 SPECIAL TRAVEL
14 FAM 536.1 Voluntary Separate Maintenance Allowance (SMA) Travel
14 FAM 536.1-1 Authorization
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Travel may be authorized for all eligible family members for whom SMA is granted under Section 260 of the Department of State Standardized Regulations (DSSR).
b. Per 3 FAM 3232.3-3, only one change of status of SMA for each family member will be permitted for a single tour of duty. See DSSR 264.2(b) regarding change in status in an evacuation.
14 FAM 536.1-2 Authorized SMA Location(s)
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
a. The following SMA travel at U.S. Government expense may be approved to authorized location(s):
(1) When the employee's point of origin is in the United States, an employee's family members may remain at the employee's last official duty station in the United States, or travel to the home leave location designated on Form OF-126 or Washington, DC when the employee is transferred to a foreign post of assignment;
(2) When an employee transfers from one foreign post of assignment to another, an employee's family member(s) may travel to the home leave location designated on Form OF-126, Foreign Service Residence and Dependency Report, or Washington, DC;
(3) If an SMA is granted during an employee's tour of duty abroad, the employee's family members may be authorized travel to the home leave location designated on Form OF-126, or Washington, DC.
b. For shipment of household effects under SMA Grant, see 14 FAM 613.7.
14 FAM 536.1-3 Alternate SMA Location
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. U.S. family members traveling to an alternate SMA location in the United States (see definition in 14 FAM 511.3) may do so on a cost-constructive basis. The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.
b. Foreign location: An employee's family members traveling to a foreign SMA location may do so on a cost-constructive basis. The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.
c. Should an employee's SMA grant be terminated due to the employee's subsequent transfer to another post of assignment while the family members are at a foreign location, the employee will be responsible for the payment of excess travel costs involved in relocating the family members to the new post of assignment. The excess travel costs, if any, must be determined through a constructive cost analysis that compares the travel cost of the employee's eligible family members that would have been authorized from an authorized SMA location to the next post of assignment compared to the amount that is actually incurred. Any amount in excess of the amount allowable is payable by the employee.
d. Family members in a foreign alternate SMA location have no diplomatic status or privileges.
14 FAM 536.1-4 SMA Travel Financed by Employee
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
An employee who initially pays the costs of advance travel of family members may subsequently claim reimbursement of travel and transportation expenses if the agency later authorizes an SMA grant for the affected family members. An employee may not recover a greater amount than would have been incurred had the U.S. Government procured the travel (see 14 FAM 544.2, paragraph c).
14 FAM 536.2 Death of U.S. Citizen Employee
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
The following applies to an employee abroad, on domestic assignment, or on TDY.
14 FAM 536.2-1 Expenses in Connection with Remains
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. Following the death of a Foreign Service employee or EFM while in a foreign area, expenses may be authorized for the reasonable cost of preparing remains including the cost of embalming, clothing, cremating, casket, or container suitable for shipment to the place of interment; expenses incurred in complying with local and U.S. laws; and transportation of remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air. For shipment of remains to a foreign country, see 14 FAM 536.2-4.
b. Following the death of a Foreign Service employee or EFM while on assignment in the United States or a non-foreign area, expenses may be authorized for transportation of the remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air.
c. For Civil Service employees, refer to FTR, chapter 303.
14 FAM 536.2-2 Family Travel Expenses
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Expenses may be authorized for the travel of the family from the last place at which dependents resided and traveled at U.S. Government expense, to any place in the United States designated by the next-of-kin as separation residence or place of interment. For travel to foreign countries, see 14 FAM 536.2-4.
14 FAM 536.2-3 Transporting Effects
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Expenses may be authorized for the transportation of effects from the last post of assignment, and safe haven if effects are located there, and from any place where effects are stored at U.S. Government expense, to separation residence designated by the next-of-kin. For transportation to foreign countries, see 14 FAM 536.2-4.
14 FAM 536.2-4 Foreign Destinations
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Actual authorized expenses may be authorized for travel, transportation of effects, and/or shipment of remains to a foreign country and are allowed up to the constructive cost to place last designated by employee as separation residence. Place of interment may differ from residence for travel and transportation of family. When one location or the other is in a foreign country, this does not limit the next-of-kin's discretion in designating an authorized location in the United States for either interment or travel and transportation of family. Authorized expenses may be incurred at any time within 12 months following the date of death, unless the time limitation is waived by the GTM/EX Director or USAID Executive Officer for USAID staff.
14 FAM 536.3 Family Member Death
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
a. This section applies when the employee is assigned abroad or is on domestic assignment.
b. Actual expenses may be authorized for round-trip travel of a family member and for transportation of remains to the separation address or on a cost-constructive basis to any other point in the U.S. or foreign country.
14 FAM 536.3-1 Expenses in Connection with Remains
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
See 14 FAM 536.2.
14 FAM 536.3-2 Family Travel Expenses
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel expenses are authorized for an employee or an eligible dependent to accompany the remains of a family member to the place of interment in the United States or abroad and return to the duty station (see 3 FAM 2550).
14 FAM 536.3-3 Transporting Effects
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)
Transportation of effects is not authorized in connection with a family member death.
14 FAM 536.4 Travel and Transportation Expenses Authorized in Connection with Deaths of Locally Employed (LE) Staff when in Temporary Duty (TDY) Travel Status
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Travel and transportation expenses are authorized when a LE Staff dies at a post abroad to which that LE Staff has traveled at U.S. Government expense. Types of expenses authorized are detailed below.
14 FAM 536.4-1 Expenses in Connection with Remains
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Expenses in connection with remains are authorized only as prescribed by 5 U.S.C. 5742, and within made available to the post. The chief of mission must determine the payments to be made.
14 FAM 536.4-2 Transportation of Effects
(CT:LOG-343; 02-11-2022)
(State/USAGM/USAID/Commerce/Agriculture)
Transportation of effects is authorized from the TDY post where death occurred to the LE Staff's post of employment. Payments are to be made from allotments made available to the post.
14 FAM 537 through 539 unassigned