MS 812: Staff Travel

Date: 3/31/86 (v.3)
Office: Travel (M/AS)
Supersedes: MS 812, 10/76


1.0	Purpose
2.0	Background
3.0	Scope
4.0	Policy
	4.1	Travel via Ship
	4.2	Shipment/Storage of Motor Vehicles
5.0	Authorization and Procurement of Travel and Related Items (6 FAM 121)
	5.1	Delegation of Authority to Authorize and Approve Travel
	5.2	Official Travel (6 FAM 125)
	5.3	Special Travel (6 FAM 126)
	5.4	Rest and Recuperation (R& R)
	5.5	Travel of Family for Representational Purpose
	5.6	Procurement of Travel and Transportation
6.0	Performance of Travel (6 FAM 130)
	6.1	Travel Within Workweek (6 FAM 130.1)
	6.2	Routing of Travel (6 FAM 131)
	6.3	Direct and Indirect Travel
	6.4	Delayed and Interrupted Travel
	6.5	Use of American Flag Airlines
7.0	Allowable Travel and Miscellaneous Expenses (6 FAM 140)
	7.1	Allowable Expenses
	7.2	Expenses not Allowable
	7.3	Special Tickets
	7.4	Cancelled Reservations
	7.5	Use of Privately Owned Conveyance
		7.5.1	Determination of Advantage to the Government
		7.5.2	Use of a Privately Owned Conveyance
		7.5.3	Mileage Rates
		7.5.4	Round Trip to Carrier Terminals when in Lieu of Taxicab
		7.5.5	Round Trip when in Lieu of Taxicab between Residence and Office on Day of Travel
		7.5.6	Parking When Automobile is Left at Terminal
	7.6	Rental Vehicles
		7.6.1	GSA Contract Rental Vehicles
		7.6.2	Use of a Commercial Rental Vehicle
		7.6.3	Damage Waiver or Insurance Costs
8.0	Accommodations (6 FAM 146)
	8.1	Trains
	8.2	Accommodations on Airplanes
		8.2.1	Business Class
		8.2.2	Authorization of First Class Travel
9.0	Baggage (6 FAM 147)
	9.1	Excess Personal Baggage
	9.2	Unaccompanied Baggage
10.0	Domestic Relocation Allowances (6 FAM 148)
	10.1	Transportation and Temporary Storage of Household Effects
11.0	Per Diem (6 FAM 150)
	11.1	General Application
	11.2	Reductions in Per Diem Allowances
		11.2.1	When Lodging is not Required
		11.2.2	Reduction for Meals
		11.2.3	Nominal Cost
		11.2.4	While on Temporary Duty in the United States
	11.3	Computation of Per Diem Payment
	11.4	When Per Diem is Payable
	11.5	Special Provisions Relating to Families
	11.6	Leave While on Official Travel
12.0	Allowance of Actual Subsistence (6 FAM 157)
	12.1	Conditions and Limitations
	12.2	Special Locality Subsistence for Temporary Duty
	12.3	Allowable Amounts for Meals and Lodging
13.0	Transportation of Effects (6 FAM 160)
	13.1	Allowable Transportation Expenses
	13.2	Allowances for Overseas Shipment and Storage of Effects
	13.3	Time Limitation on Shipping Effects
	13.4	Allowance for Consumables
	13.5	Change in Limitation
	13.6	Transitional Weight Allowance
	13.7	Use of Through Bill of Lading (6 FAM 162.7)
	13.8	Employee Responsible for Excess Transportation Cost (6 FAM 163)
	13.9	Loss or Damage to Effects (6 FAM 164)
	13.10	Shipment of Privately Owned Motor Vehicles (Pomv)
		13.10.1	Shipment of Privately Owned Motor Vehicles at Employee's Expense
		13.10.2	Shipment at Peace Corps' Expense
	13.11	Use of American Flag and Foreign Flag Carriers (6 FAM 166 & 167)
	13.12	General Provisions Affecting Shipment
	13.13	Free Entry of Effects Into the United States
14.0	Storage of Effects (6 FAM 170)
15.0	Cost of Preparing and Transporting Remains of U.S. Officer and Employees (see 6 FAM 182.2)
16.0	Specific Types of Travel
	16.1	Emergency Visitation Travel
	16.2	Educational Travel
		16.2.1	Exceptions to Educational Travel
	16.3	Training for Peace Corps Employees
		16.3.1	Training Within the Metropolitan Washington, D.C., Area
		16.3.2	Day Care Expenses
	16.4	Travel of Children of Separated Parents
17.0	Control of Official Travel
18.0	Preparation of the Travel Authorization
	18.1	Temporary Duty Travel
		18.1.1	Headquarters and Peace Corps Service Centers
		18.1.2	Originating Overseas
	18.2	Travel Authorization Policy
		18.2.1	Limited Open Authorization
		18.2.2	Group Authorization
		18.2.3	Trip-by-trip Authorization
	18.3	Approvals
	18.4	Authorization
	18.5	Preparation
	18.6	Amendments/Cancellations
	18.7	Assignment Travel
		18.7.1	Approvals
		18.7.2	Authorization
		18.7.3	Amendments
		18.7.4	Separation/Reassignment and Home Leave
	18.8	Change of Duty Station Travel Within the United States
		18.8.1	Approvals
	18.9	Travel Advances
	18.10	Travel Vouchers
	18.11	Travel Arrangements
		18.11.1	PC/W (Domestic Travel)
		18.11.2	International Travel
		18.11.3	Peace Corps Post
		18.11.4	Peace Corps Service Centers
	18.12	Passports
		18.12.1	Diplomatic
		18.12.2	Official
		18.12.3	Regular
19.0	Effective Date

Attachments

Attachment A	6 FAM 100-179
Attachment B	3 FAM 3750-3753

1.0 Purpose

This Manual Section describes Peace Corps travel regulations, policies, and procedures for both domestic and international travel and the entitlements to reimbursements and responsibilities of persons traveling on official business for the Peace Corps. In addition, it describes Peace Corps policy on shipment and storage of household and personal effects. (In-country travel is covered in MS 813, "Per Diem -- In-Country Travel of Overseas Staff and Contract Personnel".)

2.0 Background

Travel and transportation policy and allowances prescribed herein are derived from the authority of the Foreign Service Act of 1980; the Peace Corps Act of 1961, as amended; Executive Order 12137, May 16, 1979; and the Uniform Foreign Affairs Regulations.

3.0 Scope

The provisions of this Manual Section apply to all persons, except Trainees and Volunteers, traveling on official business for the Peace Corps. (See MS 218, "Applicant, Trainee and Volunteer Travel and Use of Hostels" for the sections applicable to Peace Corps Trainees and Volunteers.)

4.0 Policy

Unless indicated to the contrary in this Manual Section, the Peace Corps has adopted by reference the Department of State Travel regulations set forth in 6 FAM Sections 100-184.7 and amendments to these sections as they are issued (see Attachment A). References in these regulations to "the Department of State" shall be considered as references to the Peace Corps. References to "Chiefs of Mission" and "embassies" and "consulates" shall be read as references to the Country Directors and their offices.

4.1 Travel via Ship

Many FAM sections make reference to ship travel.Peace Corps employees and dependents are not authorized travel via ship. All FAM sections regarding ship travel are inapplicable to Peace Corps employees.

4.2 Shipment/Storage of Motor Vehicles

Many FAM sections make reference to the shipment or storage of motor vehicles. Peace Corps employees are not authorized storage of motor vehicles. Peace Corps employees are also not authorized shipment of a motor vehicle at Peace Corps expense except as authorized in paragraph 13.10.1. of this Manual Section. All FAM sections regarding shipment or storage of a motor vehicle are inapplicable to Peace Corps employees.

5.0 Authorization and Procurement of Travel and Related Items (6 FAM 121)

5.1. Delegation of Authority to Authorize and Approve Travel

6 FAM 121 does not apply to Peace Corps. 6 FAM 122 through 124 apply to Peace Corps.

Peace Corps international travel must be approved on the Quarterly Travel Report; and, if not included on the Quarterly Travel Report must be approved in advance by the Peace Corps Director or designee.

All domestic travel must be approved by the appropriate Associate Director or designee.

All Post assignment, transfer, home leave or separation travel must be approved by the Associate Director of International Operations and the Director of Personnel Management (M/PM).

5.2. Official Travel (6 FAM 125)

Peace Corps follows the guidelines stated in 6 FAM 125 which covers the usual and regular types of official travel. The exception to this is 6 FAM 125.4. Educational travel for Peace Corps is covered in detail in paragraph 16.2. of this Manual Section.

5.3 Special Travel (6 FAM 126)

Peace Corps/Washington must authorize all advance travel (travel authorized prior to employee's eligibility for travel) for dependents of Peace Corps employees. Requests for advance travel must be submitted to the Office of Personnel Management (M/PM) for consideration. Executed copies of the repayment agreement referred to in 6 FAM 126.1-4 must be forwarded to M/PM. All other provisions of 6 FAM 126 through 126.8 apply to Peace Corps.

5.4 Rest and Recuperation (R & R)

Peace Corps employees are not authorized travel for rest and recuperation (6 FAM 126.9-1) or visitation (6 FAM 126.9-2).

5.5 Travel of Family for Representational Purpose

6 FAM 127 through 127.2-1 apply to Peace Corps. The Director of the Peace Corps must approve all travel under these provisions based on a recommendation from the Chief of Mission.

5.6 Procurement of Travel and Transportation

6 FAM 128 through 6 FAM 128.4 apply to Peace Corps travel. (For more specific information, see paragraph

6.0 Performance of Travel (6 FAM 130)

6.1 Travel Within Workweek (6 FAM 130.1)

Applies to Peace Corps.

6.2 Routing of Travel (6 FAM 131)

6 FAM 131.1, Mode of Travel as stated in this section, does not apply to Peace Corps. All travel for appointment, transfer or separation will be performed via air, rail, or private conveyance.

6.3 Direct and Indirect Travel

All provisions of 6 FAM 131.2 and 131.3 apply to the travel of Peace Corps employees and dependents.

6.4 Delayed and Interrupted Travel

All sections of 6 FAM 132 through 132.5 apply to Peace Corps.

6.5 Use of American Flag Airlines

6 FAM 135 through 135.5 provide the guidelines and penalties for non-authorized use of Foreign Flag Airlines by Peace Corps travelers.

7.0 Allowable Travel and Miscellaneous Expenses (6 FAM 140)

7.1 Allowable Expenses

The provisions of 6 FAM 140 through 141 apply to Peace Corps.

7.2 Expenses Not Allowable

All provisions of 6 FAM 142 through 142.2 apply to Peace Corps.

7.3 Special Tickets

Section 6 FAM 143 applies to Peace Corps.

7.4 Cancelled Reservations

6 FAM 144 through 144.2 apply to Peace Corps.

7.5 Use of Privately Owned Conveyance

6 FAM 145, regarding applicable rates, applies to Peace Corps when advantageous to the Agency.

7.5.1 Determination of Advantage to the Government

6 FAM 145.2 does not apply to Peace Corps. The use of a privately owned conveyance shall be authorized only when such use is advantageous to the Government. A determination that the use of privately owned conveyance would be advantageous to the Government shall be preceded by a determination that common carrier transportation or Government-furnished transportation is not available. To the maximum extent possible, the determination and the authorization to use a privately owned conveyance shall be made by the office head before the performance of travel.

7.5.2 Use of a Privately Owned Conveyance

When an employee uses a privately owned conveyance as a matter of personal preference and such use is compatible with the performance of official business, although not determined to be advantageous to the Government (5 U.S.C. 5704), such use may be authorized or approved provided that actual reimbursement does not exceed the costs that would have been incurred using the mode of transportation authorized by Peace Corps on the travel order. In determining the constructive common carrier cost, the usual ground transportation costs to and from common carrier terminals shall also be included.

7.5.3 Mileage Rates

The mileage rates in 6 FAM 145.1 apply. Reimbursement rates vary when a privately owned vehicle is used in lieu of common carrier or a government furnished automobile. If necessary rates should be verified with the Travel Branch (M/AS/G/T).

7.5.4 Round trip to Carrier Terminals when in Lieu of Taxicab

In lieu of the use of a taxicab, a payment on a mileage basis and other allowable costs shall be allowed for the round trip mileage by an employee using a privately owned vehicle from either the employee's home or place of business to a terminal or from a terminal to either the employee's home or place of business. However, the amount of reimbursement for a round trip shall not in either instance exceed the taxicab fare, including tip, allowable for a one-way trip between the applicable points (see 6 FAM 145.1 for rates).

7.5.5 Round Trip when in Lieu of Taxicab between Residence and Office on Day of Travel

In lieu of the use of taxicab, payment on a mileage basis at the prevailing authorized rate shall be allowed for round trip mileage of a privately owned automobile used by an employee going from the employee's residence to the employee's place of business or returning from place of business to residence on a day travel is performed. However, the amount of reimbursement for a round trip shall not exceed the taxicab fare, including tip, allowable for a one-way trip between the points involved.

7.5.6 Parking When Automobile is Left at Terminal

The fee for parking an automobile at a common carrier terminal or other parking area while the traveler is away from his or her official station shall be allowed only to the extent that the fee plus the allowable mileage reimbursement to and from the terminal or other parking area does not exceed the estimated cost for use of taxicab and/or limousine, whichever is less, to and from the terminal.

7.6 Rental Vehicles

7.6.1 GSA Contract Rental Vehicles

In the selection of commercially rented vehicles, first consideration shall be given to government contract rental vehicles available under an appropriate GSA Federal Supply Schedule contract.

7.6.2 Use of a Commercial Rental Vehicle

A commercial rental vehicle may be used for official travel only when the circumstances of the travel can justify such use and administrative determination by the approving official has been made that a GSA motor pool vehicle or a GSA contract rental vehicle is not available or that it is more advantageous to Peace Corps.

Authorization to use a commercial rental vehicle must be included on the Travel Authorization with justification.

A subcompact car will be requested (GSA contract or other contractor) in all cases when subcompacts meet the requirements of the travel assignment. Standard sized vehicles will be requested only for multi-person use, transportation of bulky related material, or non-availability of smaller vehicles. If a subcompact car is not available, the next smallest car will be requested.

7.6.3 Damage Waiver or Insurance Costs

Peace Corps may not pay or reimburse the employee for the cost of vehicle collision damage waiver or collision damage insurance when official travel in the rental vehicle is performed wholly within the continental United States, Alaska, Hawaii, the Commonwealth of Puerto Rico, or the United States territories and possessions. However, if the damage occurs while the vehicle is being used for official business, the Peace Corps will act as a self-insurer in an amount equal to the deductible contained in the rental contract.

Peace Corps may pay or reimburse the employee for the cost of additional insurance (insurance collision damage waiver or collision damage insurance) when the vehicle is rented or leased for official travel in foreign areas (areas other than those listed above). However, reimbursement is limited to instances in which the purchase of such insurance is required to meet requirements of any country where purchase of vehicle insurance is authorized per MS 526, "Vehicle Insurance".

The cost of insurance for personal bodily injury, loss of life, or for the cost of medical services are personal expenses and are not reimbursable under travel regulations.

8.0 Accommodations (6 FAM 146)

8.1 Trains

6 FAM 146.1 applies to Peace Corps.

8.2 Accommodations on Airplanes

All provisions of 6 FAM 146.3 through 147.6 apply to Peace Corps travel. Peace Corps employees shall travel both domestically and internationally by economy or coach class. Through-fares, special fares, excursion, contract and reduced rate tickets shall be used for all official travel when it can be determined before the start of the trip that this type of service is practical and economical to Peace Corps. 6 FAM 146.3.a.(3) applies only to the Peace Corps Director and Deputy Director.

8.2.1 Business Class

The purchase of tickets on "Business or Clipper Class" fares is limited to official and direct routes which, due to tariff restrictions by the airlines, require the higher class fare.

8.2.2 Authorization of First Class Travel

Authority for authorizing and approving the use of first class air accommodations shall be limited to the Peace Corps Director and Deputy Director.

9.0 Baggage (6 FAM 147)

9.1 Excess Personal Baggage

The provisions of 6 FAM 147.1 apply to Peace Corps.

9.2 Unaccompanied Baggage

The provisions of 6 FAM 147.2 apply to Peace Corps except the reference to section 162.2 (shipping allowances). See paragraph 13 of this Manual Section for allowances of household effects for Peace Corps employees.

10.0 Domestic Relocation Allowances (6 FAM 148)

10.1 Transportation and Temporary Storage of Household Effects

The maximum weight limitations for shipment and storage of effects for Peace Corps employees relocated in the continental United States are 11,000 lbs. net weight for an employee with a family and 7,500 lbs. for a single employee.

11.0 Per Diem (6 FAM 150)

11.1 General Application

The provisions of 6 FAM 151 through 154.1 apply to Peace Corps.

11.2 Reductions in Per Diem Allowances

11.2.1 When Lodging is Not Required

6 FAM 154.2-2 does not apply to Peace Corps. The following formula will be applied to determine the maximum daily per diem rate when lodging is not required, is provided free of charge, or provided at Government expense:

46 percent of the prescribed per diem rate in the continental United States.
50 percent of the prescribed rate outside the United States.

11.2.2 Reduction for Meals

When meals are furnished without charge or furnished at Government expense, the following reductions will be made from the prescribed daily per diem rate:

	Domestic	Overseas
Breakfast	8%	8%
Lunch	12%	12%
Dinner	22%	25%

(See MS 813, "Per Diem -- In-Country Travel of Overseas Staff and Contract Personnel," for In-Country rates.)

11.2.3 Nominal Cost

When meals are furnished to an employee at a nominal cost by a U.S. Government Agency, the deductions in paragraph 11.2.2. above are offset by the amount actually paid by the traveler.

11.2.4 While on Temporary Duty in the United States

6 TAM 154.3 paragraph a and b apply to Peace Corps. The rates stated in 6 TAM 154.4 paragraph c does not apply to Peace Corps. (See paragraph 16.3. for provisions regarding Staff Training.)

11.3 Computation of Per Diem Payment

6 TAM 155 applies to Peace Corps.

11.4 When Per Diem is Payable

6 TAM 156 through 156.6-4 applies to Peace Corps.

11.5 Special Provisions Relating to Families

When an employee is authorized an official stopover in headquarters Washington, in conjunction with home leave, transfer, or separation travel; payment of travel and per diem will not be authorized for the employee's family via this stopover point unless specifically authorized by the Associate Director for International Operations, and only if such stopover is in the interest of the Agency. (This is an exception to 6 TAM 156.7 and 126.4.)

11.6 Leave While on Official Travel

In order to ensure that the only consideration in planning official travel is expeditious transaction of business, the Peace Corps limits leave while on official travel to three work days for any one trip. Exceptions to this policy must be approved by the appropriate Associate Director or by the Director of Peace Corps (for travel by Associate Directors or employees in staff offices reporting to the Director). A copy of the written approval must be submitted with the travel voucher. Travel time which exceeds that normally allowed for direct and immediate return will be charged to the employee's annual leave or leave without pay.

12.0 Allowance of Actual Subsistence (6 FAM 157)

12.1 Conditions and Limitations

6 FAM 157.1 through 157.4 apply to Peace Corps.

12.2 Special Locality Subsistence for Temporary Duty

6 FAM 158 through 158.2 apply to Peace Corps.

12.3 Allowable Amounts for Meals and Lodging

When travel is performed to high rate geographical areas in the United States and reimbursement is authorized on an actual subsistence basis, the following amounts are to be considered as guidelines for claiming meals and lodging expenses.

Cost	Percentage of Prescribed Daily Rates
Breakfast	10 percent
Lunch	15 percent
Dinner	25 percent
Lodging	60 percent
Miscellaneous	3 percent

NOTE: Even though the percentages indicated above exceed 100%, the total amount reimbursable may not exceed the rate prescribed for each area designated as a "high rate geographical area".

13.0 Transportation of Effects (6 FAM 160)

13.1 Allowable Transportation Expenses

Sections 161, 162.1-1 and 2 and paragraph 163 apply to Peace Corps. Paragraphs 162, 162.2 and 162.4 do not apply to Peace Corps. The schedule of shipping and storage allowances Peace Corps are covered in paragraph 13.2 below.

13.2 Allowances for Overseas Shipment and Storage of Effects

Peace Corps employees and dependents are authorized shipment and storage of personal and household effects in conjunction with overseas assignment. The allowance for combined shipment and storage, regardless of the number of dependents is 14,000 lbs. The maximum amount allowed for shipment is as follows:

	Maximum Shipment
Single Employee	2,500 lbs.
+1 Dependent	3,500 lbs.
Each additional dependent add	500 lbs.

All amounts shown are net weight allowances. See 6 FAM 162.1-1 for definition of net weight. The allowances for shipment and storage are in addition to any allowance authorized for excess baggage and unaccompanied baggage.

13.3 Time Limitation on Shipping Effects

See 6 FAM 132.2-1 for time limitation on shipment of effects.

13.4 Allowance for Consumables

Normally the shipment of consumables will be limited to a maximum of 500 pounds per family unit. The amount shipped is to be included in the weight allowances shown in paragraph 13.2. above.

When the Department of State has designated a Post as one where conditions make it difficult to obtain locally the consumables required by employees and their dependents, a separate additional allowance may be authorized for shipment of consumables; this additional allowance will be authorized for shipment to Post only. General guidelines are provided in 6 FAM 162.5.

13.5 Change in Limitation

The provisions of 6 FAM 162.6-1 and 2 will apply to Peace Corps as regarding increase or decrease in family status only since Peace Corps weight allowances are determined by the number of persons authorized to travel.

13.6 Transitional Weight Allowance

6 FAM 162.6-3 does not apply to Peace Corps.

13.7 Use of Through Bill of Lading (6 FAM 162.7)

Provisions of this section will apply to Peace Corps for this method of shipping.

13.8 Employee Responsible for Excess Transportation Cost (6 FAM 163)

The provisions under the paragraph entitled "For State and ICA" will also apply to Peace Corps.

13.9 Loss or Damage to Effects (6 FAM 164)

Peace Corps employees should refer to MS 762, "Employee Personal Property Losses and Damages", for specific details regarding property loss and damage. Peace Corps does not insure the effects of employees except as outlined in MS 762.

13.10 Shipment of Privately Owned Motor Vehicles (POMV)

Except as noted below,shipment of POMVs at Peace Corps expense is not authorized.

13.10.1 Shipment of Privately Owned Motor Vehicles at Employee's Expense

Employees may ship automobiles at their own expense, provided the American Embassy or the host country has not established rules to the contrary.

13.10.2 Shipment at Peace Corps' Expense

In certain extraordinary circumstances, the Associate Director for International Operations, upon the recommendation of the Regional Director, may approve the shipment of an employee's vehicle from one overseas Post to another if an employee is being reassigned for the convenience of the Peace Corps. Such shipments will generally be approved only when an employee is being reassigned prior to the end of a regularly scheduled tour of duty, and where the reassignment has been initiated by the Peace Corps, and where the employee either is allowed inadequate time to dispose of a vehicle or would otherwise Suffer unusual financial loss if shipment were not authorized at Peace Corps' expense.

13.11 Use of American Flag and Foreign Flag Carriers (6 FAM 166 & 167)

The provisions of 6 FAM 166 through 166.3-2 for State and ICA will apply to Peace Corps.

13.12 General Provisions Affecting Shipment

6 FAM 168 through 168.2 apply to Peace Corps.

13.13 Free Entry of Effects Into the United States

6 FAM 168.3 through 168.6 apply to Peace Corps.

14.0 Storage of Effects (6 FAM 170)

The provisions of 6 FAM 171 through 172(i) apply to Peace Corps. Section 173 applies to Peace Corps as stated in Attachment A, page 99.

15.0 Cost of Preparing and Transporting Remains of U.s. Officer and Employees (see 6 FAM 182.2)

16.0 Specific Types of Travel

16.1 Emergency Visitation Travel

Peace Corps employees or spouses may be authorized travel from an overseas Post to the United States due to severe illness, injury, or death of a member of the immediate family. Emergency visitation travel is covered in MS 636, "Staff Emergency Visitation".

16.2 Educational Travel

Eligible Peace Corps dependents may be authorized educational travel to a school in the United States for secondary education (in lieu of education allowance) and for college education.

The educational travel allowance, which permits payment of travel expenses from the employee's Post to a school in the United States and return to the Post for dependents of Peace Corps employees, is limited to one round trip per tour of duty (normally 36 months). [See the 06/12/98 Interim Policy Statement at the end of this Manual Section.] Educational travel must originate outside the United States.

Dependents must be outside the United States for 14 consecutive days prior to departure on the educational travel trip to the U.S., except when a dependent's trip abroad within the 14 days was not at Peace Corps expense.

16.2.1 Exceptions to Educational Travel

Educational travel is authorized for the child in addition to any other travel authorized for the employee (e.g., Post assignment or termination) except under the following conditions:

Educational travel to a foreign area shall not be authorized for the child when the Peace Corps anticipates authorizing the employee's transfer to the U.S., or home-leave travel for the employee is scheduled within 30 days of the scheduled date of the child's departure for the Post.
The age limit for a dependent to commence the last portion of educational travel from the United States is before the 21st birthday for secondary education and before the 23rd birthday for college education. When a dependent's basic education is delayed by military service, the age limit is extended an additional year for each year or fractional year of military service. For college education, the final trip from the U.S. must commence within three months from the date the child finishes college education (also see 6 FAM 126.3).

Educational travel is covered in Section 280 of the Standardized Regulations. However, as noted in paragraph 16.2., Peace Corps allows only one trip per child per tour of duty.

NOTE: Peace Corps FP employees may choose to receive an educational allowance in lieu of educational travel. The educational allowance is covered in Section 270 of the Standardized Regulations. Other authorized allowances are outlined in MS 642, "Conditions of Service for U.S. Overseas Staff".

16.3 Training for Peace Corps Employees

New Peace Corps employees, their spouses, and dependents may be authorized travel from their home-of- record via Washington, D.C. for training and consultation en route to the employee's Post of assignment. During such training and/or consultation subsistence rates are authorized to cover only authorized and necessary living expenses for the employee and family at the rates provided below. Peace Corps employees residing at the Post of assignment overseas are not authorized travel for dependents to Washington, D.C., for training.

The normal training cycle is for a 30 day period; the rates authorized for reimbursement will be limited to the following amounts for staff and family:

Single employee - maximum allowable actual subsistence rate in effect at time of training in Washington, D.C.
Employee with one dependent - 85 percent (each) of the maximum allowable actual subsistence rate in effect at time of training in Washington, D.C.
Employee with two or more dependents - 75 percent (each) of the maximum allowable rate actual subsistence in effect at time of training in Washington, D.C.

If Washington, D.C., is designated as a high rate geographical area at the time of training, reimbursement must be made on an actual subsistence basis. Hotel receipts will be required.

For children under 11 years of age, the applicable rate (either at 85 percent or 75 percent) will be reduced by one-half. If employees/dependents are required to remain in Washington, D.C., for the convenience of Peace Corps, beyond the initial 30 day training period, the rate stated above may be authorized for the additional period of consultation not to exceed a total of 45 days.

NOTE: Employees authorized additional time in Washington for training and/or consultation will receive per diem, rather than subsistence, for any time after the initial 45 days.

16.3.1 Training Within the Metropolitan Washington, D.C., Area

Employees/dependents whose residence is in the Washington, D.C., metropolitan area are not authorized per diem or actual subsistence for the portions of training conducted in Washington, D.C.

16.3.2 Day Care Expenses

Employees whose spouses are authorized to attend staff training in Washington, D.C., prior to overseas assignment, shall receive an allowance reimbursing them for day care expenses of up to $15.00 per child per day.

Authorization for such reimbursement must be made by the appropriate Regional Director. Although these expenses are not classified as travel expenses, the claim for reimbursement will be made by the employee on the travel voucher and must be accompanied by the above authorization and an original receipt from the child care facility.

The term "Child" includes any unmarried child who is under 16 years of age or who, regardless of age, is incapable of caring for himself or herself without supervision. The term shall include, in addition to natural offspring, step or adopted children and those under "legal" guardianship of the employee or the spouse.

16.4 Travel of Children of Separated Parents

The regulations regarding authorized travel for children of separated parents is covered in 3 FAM 699.3 through 699.8-8 (Attachment 8). These regulations will also apply to children of single and non-married parents, provided all legal requirements regarding custody have been fulfilled. Peace Corps will follow these guidelines with the following exceptions:

Peace Corps will authorize only one round trip per tour per child below the age of 21 years (Exception to 3 FAM 699.8-1).
Peace Corps employees who request this travel must provide all the information requested in 3 FAM 699.8-3 to the Office of Personnel Management (M/PM) for review and approval prior to issuance of travel orders. M/PM will authorize all travel for children of separated parents.
Application for an official passport will be provided by the Office of Personnel Management.

17.0 Control of Official Travel

Official domestic and international temporary duty travel of Peace Corps employees, including experts, consultants, personnel under personal service contracts, employees of other U.S. Government agencies detailed to Peace Corps or performing duties related to Agency programs is authorized when it is determined that such travel is essential to the needs of the programs of the Agency and that these needs cannot be satisfied by a more economical means.

It is Peace Corps policy that all temporary duty travel be restricted to that necessary for conducting Government business at home and abroad. Thus, all such travel shall be carefully planned and performed in the most economical and expeditious manner practicable.

18.0 Preparation of the Travel Authorization

18.1 Temporary Duty Travel

Peace Corps employees, personal services contractors, experts and consultants, employees of other agencies detailed to the Peace Corps, and invitational travelers will be issued the following forms for official travel. Travelers should carry a copy of the travel authorization while in travel status.

18.1.1 Headquarters and Peace Corps Service Centers

"Authorization of Official Travel" (Form PC-1537) constitutes the legal basis for performing official travel and incurring related expenses. Each travel authorization must specify the purpose of travel, the authorized point of departure, the final destination, official places to be visited, and any special expenses the traveler is authorized to incur. Blanket travel orders will be kept to a minimum and are to be issued on a quarterly basis only (see paragraph 18.3. below).

18.1.2 Originating Overseas

"Authorization of Official Travel" (PC-1537) or Department of State Optional Form 144, or any other prescribed form constitutes the same authority as specified in paragraph 18.1.1. above.

18.2 Travel Authorization Policy

In accordance with OMB Bulletin 82-ll, the following guidelines are established regarding "blanket" travel authorizations. To ensure managerial control as to the need for all travel, each employee's travel shall be authorized under one of the following types of travel authorization.

18.2.1 Limited Open Authorization

This may be issued to certain employees who travel frequently (three or four trips monthly) and will be limited as to the purpose of travel, the geographic area that may be visited, and the period of time. This type authorization may be issued on a quarterly basis only. All travel performed under this authorization should be reviewed by the office head in order to maintain control over the travel. An estimate of the travel costs to be incurred over the period covered by the authorization will be included on each travel authorization.

18.2.2 Group Authorization

This may be issued to permit a group of individuals to take a specific trip identified as to purpose, dates of travel, itinerary and estimated cost. This authorization may be issued to cover travel to a conference or a meeting.

18.2.3 Trip-By-Trip Authorization

This must be issued to authorize all international travel and travel performed by employees who travel on an infrequent basis.

18.3 Approvals

All Peace Corps temporary duty travel must be approved by the Director of Peace Corps; this authority may be redelegated, but the redelegation must be in writing (see MS 115, "Delegations of Authority").

18.4 Authorization

All travel must be authorized by the Chief, Transportation Branch (M/AS/G/T), the Country Director for travel originating overseas, or the Service Center Director.

18.5 Preparation

Travel authorizations should be typed and have all necessary approvals prior to performance of travel.

Any additional or unusual expense to be incurred in connection with the proposed travel; e.g., automobile rental, excess baggage, rental of a conference room, actual expense subsistence rates, etc. must be specified on the travel authorization with justification for each expense.

Official long distance telephone calls cannot be reimbursed unless authorized on the travel authorization. The approving officers stated herein are hereby delegated that authority. Each travel voucher must also specifically include certification by the appropriate approving official; e.g., Regional Director or Country Director or their delegated designee, of any long distance call that was made for official business.

18.6 Amendments/Cancellations

"Authorization of Official Travel" (Form PC- 1537) is to be used when amending or cancelling a previously issued travel authorization.

Headquarters may amend any travel authorization issued by an overseas Post. A Country Director or Service Center Director may amend travel authorizations issued by headquarters only after prior approval from the originating office.

18.7 Assignment Travel

"Authorization of Official Travel - Overseas Assignment" (PC 1513) constitutes the legal basis for performing official travel for Peace Corps employees and dependents; shipment and storage of effects; and authorized stopovers (including training in Washington) for travel between home of record and Post of assignment.

18.7.1 Approvals

Travel authorizations for assignment to Post are initiated and approved by the Office of Personnel Management (M/PM) and the Associate Director for International Operations.

18.7.2 Authorization

All travel authorizations for assignment to Post and amendments must be authorized by the Chief, Travel Branch (M/AS/G/T).

18.7.3 Amendments

The appropriate Regional Director will request in the form of a memorandum to the Office of Personnel Management (M/PM) that specific changes be made to the original travel authorization. M/PM will issue the amended travel authorization. Amended travel authorizations must be approved by the Associate Director for International Operations.

18.7.4 Separation/Reassignment and Home Leave

The Country Director will issue the necessary travel authorization based on cabled authority from the Office of Personnel Management (M/PM). The travel authorization may be issued and authorized only after authority has been received from M/PM. The travel authorization and ticket must conform to the travel as authorized in the cable.

18.8 Change of Duty Station Travel Within the United States

Peace Corps Form PC-1537, "Authorization of Official Travel", will be issued to authorize all change of duty station travel. The office head or Service Center Director requesting change of station travel shall initiate the travel authorization and coordinate the transfer with the Travel Branch (M/AS/G/T).

18.8.1 Approvals

Change of duty station travel within the United States shall be approved by the office head or Service Center Director, the appropriate Associate Director and the Director of Personnel Management.

18.9 Travel Advances

Travel advances are covered in detail in MS 811, "Advance of Funds for Official Travel".

18.10 Travel Vouchers

A travel voucher for each trip performed at Peace Corps expense must be completed and submitted within 5 working days after completion of travel. A guide for preparation of travel vouchers is available from the Accounting Division (M/FM/A).

Each traveler is responsible for the preparation and submission of his or her own travel voucher. A record of dates, hours of departure, and arrival is useful in such preparation. The following information must be recorded on the travel voucher:

The date and time of every departure and arrival and every change from one type of transportation to another;
Every cash payment for which reimbursement will be claimed; along with date, place, purpose, and amount; and
The serial number for each GTR used, nature and value of service or accommodation received, and name of transportation company.

All travel vouchers must be approved by the appropriate headquarters office director, Service Center Director, or Country Director.

18.11 Travel Arrangements

18.11.1 PC/W (Domestic Travel)

Each office handles its own arrangement for airline/rail reservations and tickets for all domestic travel. This includes all invitational travel. (Contact the Travel Branch (M/AS/G/T) for further information and guidance.)

18.11.2 International Travel

The Travel Branch (M/AS/G/T) will provide the following services for international temporary duty and Post assignment travel:

Assist in arranging for issuance of passport if necessary;
Secure all official visas;
Prepare itinerary in accordance with official travel schedule;
Make reservations and arrange for ticket; and
Make hotel reservations.

18.11.3 Peace Corps Post

Peace Corps administrative officers will make reservations and other travel arrangements for overseas employees.

18.11.4 Peace Corps Service Centers

Each Service Center is responsible for providing all necessary domestic travel arrangements for employees. The Travel Branch (M/AS/G/T) should be notified regarding any change of duty station travel.

18.12 Passports

18.12.1 Diplomatic

Only the Peace Corps Director, Deputy Director and Associate Director for International Operations are entitled to hold Diplomatic passports.

18.12.2 Official

Peace Corps employees and dependents should perform all official international Peace Corps travel on an official passport. Official passports must be obtained through the Travel Branch (M/AS/G/T).

Employees who anticipate that their work will require overseas travel should obtain an official passport immediately upon entering on duty. Official passports remain the property of Peace Corps. To avoid loss, and to facilitate revalidation and procurement of visas for future trips, return the passport to the Travel Branch after completing travel.

18.12.3 Regular

Anyone performing travel on a personal services contract must use their personal passport, as they are not eligible for Official or "No-Fee" passports.

Peace Corps employees and dependents should obtain regular passports for personal travel.

19.0 Effective Date

This Manual Section takes effect on the date of issuance.

Interim Policy Statement Educational Travel for Children

This policy is effective as of the date below and will be incorporated into MS 812, "Staff Travel," at its next revision.

1.0 Educational Travel

Pursuant to section 280, ?Educational Travel,? of the Department of State's Standardized Regulations (Government, Civilians, Foreign Areas), which is incorporated herein by reference, eligible children of Peace Corps employees may be authorized educational travel to a school in the United States for secondary education and for college education. Subject to the restrictions in section 280, which are summarized below, a child may receive one educational travel round trip per year.

1.1 Eligibility

A child must be a member of the employee?s family, described in section 040(m)(2) of the Standardized Regulations, and must be under 21 for secondary school and under 23 for post-secondary school. Additional eligibility requirements are described in section 284 of the Standardized Regulations.

1.2 Timing

The first leg of the first trip from Post normally establishes the anniversary date for travel eligibility purposes. In subsequent years, trips may not be begun before the anniversary date. See section 283(1)(b) of the Standardized Regulations for the rule when first travel is from school to Post.

Educational travel to a foreign area will not be authorized for the child when the Peace Corps anticipates authorizing the employee's transfer to the U.S., or when home-leave travel for the employee is scheduled within 30 days of the scheduled date of the child's departure for the Post.

Children must be outside the United States for 14 consecutive days prior to departure on educational travel trip to the U.S., except when a child's trip abroad within the 14 days was not at Peace Corps expense. The first round trip must originate from Post.

1.3 Education Allowance

A child may not receive both educational travel and an education allowance (though in some cases the education allowance includes travel). If the child may be authorized either, the employee must choose which to take advantage of. See MS 642, "Conditions of Service for U.S. Overseas Staff" and section 270, ?Education Allowance,? of the Standardized Regulations.

signature on file	6/12/98
Mark D. Gearan	Effective Date

Mark D. Gearan