In the realm of government travel, understanding the nuances of who can authorize and direct travel is crucial. SIXT.VN is here to guide you through the complexities of travel policies, ensuring seamless and compliant travel experiences. With SIXT.VN, navigate the world of travel authorizations and directives with ease, all while enjoying personalized support for all your travel needs, from airport transfers to hotel bookings. Discover how SIXT.VN simplifies your travel planning, saving you time and money with comprehensive travel solutions.
1. Understanding the Role of the Approving Official (AO)
The Approving Official (AO) plays a pivotal role in the administration of travel-related activities within organizations. An AO is a designated individual with the authority to approve travel documents, ensuring compliance with travel regulations and policies. Let’s delve deeper into who these AOs are and what their responsibilities entail.
1.1. Who is an Approving Official (AO)?
An Approving Official (AO) is a person within an organization who has the authority to approve travel documents. They are responsible for ensuring that all travel aligns with the organization’s mission and complies with relevant travel policies and regulations. According to the Federal Travel Regulations (FTR), AOs play a crucial role in overseeing travel-related activities.
1.2. Responsibilities of an AO
AOs have a range of responsibilities that ensure the proper management and oversight of travel-related activities. These responsibilities include:
- Ensuring Compliance: AOs must ensure that all travel is approved and reimbursed in accordance with the FTR and organizational travel policies.
- Supporting the Mission: AOs need to be knowledgeable about the employee’s travel plans and how they support the organization’s mission.
- Monitoring Processing: AOs are responsible for monitoring the timely processing of travel claims.
- Managing Documents: AOs must ensure that invalid travel documents are canceled (deobligated) in the travel system within specified timeframes.
- Completing Training: AOs are required to complete necessary travel training to stay informed about current policies and regulations.
2. Travelers Under the Purview of an AO
Determining which travelers an Approving Official (AO) can direct is crucial for maintaining compliance and ensuring smooth travel operations. AOs typically oversee a broad range of travelers, each with specific roles and responsibilities.
2.1. Federal Employees
Federal employees, regardless of their grade or status (part-time, full-time, term, or temporary), are entitled to authorized travel expense reimbursements. AOs are responsible for ensuring these employees’ travel plans align with the agency’s mission and adhere to all relevant regulations.
2.2. Invitational Travelers
Invitational travelers are individuals who are not directly employed by the government but are traveling on official business for the government.
This category includes consultants, experts, and current federal employees traveling in a non-duty status (e.g., pre-employment interviews). AOs must ensure that their travel adheres to FTR guidelines.
2.3. Fee Basis Employees
Fee basis employees are compensated through fees for their services rather than a salary or hourly wage. AOs do not typically grant these employees access to the travel system, as their travel costs are often included in their fees.
2.4. Non-Federal Employees
Non-federal employees, such as Office of Management and Budget examiners, may have their travel expenses authorized if their travel directly benefits the organization.
In these cases, AOs must verify that the organization is the primary beneficiary of the travel.
2.5. Congressional Members and Staff
AOs may oversee travel for congressional members or staff when they are examining, verifying, or developing budget estimates. This travel must comply with specific legal requirements outlined in 31 USC 1108(g).
3. Categories of Travel Subject to AO Direction
The direction of an Approving Official (AO) extends across various categories of travel, each with specific guidelines and requirements. Understanding these categories ensures compliance and effective management of travel resources.
3.1. Temporary Duty (TDY) Travel
TDY travel involves employees traveling to a designated location away from their local area for official business. AOs must approve travel authorizations (TAs) before the commencement of such travel, ensuring that the travel aligns with the organization’s objectives.
3.2. Local Travel
Local travel refers to official travel performed by an employee within their defined local area. AOs are responsible for overseeing and approving local travel claims, ensuring that all expenses are necessary and compliant with local travel policies.
3.3. Invitational Travel
Invitational travel involves non-employees or federal employees in a non-duty status traveling for the organization. AOs must ensure that invitational travel adheres to the same regulations as TDY travel, including proper authorization and documentation.
3.4. No-Cost Travel
No-cost travel typically involves the use of government-owned vehicles (GOVs) when no travel or per diem expenses are incurred. AOs may use manual TAs (VA Form 3036) to authorize this type of travel, ensuring proper documentation and compliance.
3.5. Extended Travel
Extended travel, or long-term TDY, lasts longer than 30 days and requires special annotation on the TA. AOs must ensure that extended travel complies with specific tax regulations and that appropriate type codes are indicated on the TA.
4. Policies Guiding AO Direction
Various policies guide Approving Officials (AOs) in directing travel, ensuring compliance, and efficient use of resources. These policies cover general travel guidelines, reimbursement eligibility, training requirements, and the use of travel systems.
4.1. General Policies
- Travel should be scheduled within the employee’s regular duty hours whenever possible.
- Telework travel entitlements are determined based on the employee’s specified official station.
- Authorization and payment of travel expenses should be limited to those necessary to accomplish the organization’s mission in the most economical and effective manner.
- Alternatives such as teleconferencing should be considered before approving travel.
4.2. Reimbursement Eligibility
- Federal employees are entitled to reimbursement for travel expenses regardless of their grade or status.
- Non-federal employees may be eligible for travel reimbursements if their travel directly benefits the organization.
- Contractors are not authorized or reimbursed for travel expenses through the travel system; their travel entitlements fall under the Federal Acquisition Regulation (FAR).
4.3. Travel Training Requirements
- All employees requesting access to perform any role in the travel system must complete the Basic Travel Authorization and Travel Claim training course.
- Supervisors must ensure employees have completed their required travel training before requesting access to the travel system.
- Employees requesting access as a Reviewer or AO must complete additional training in the Talent Management System (TMS).
4.4. Access to the Travel System
- No one may use credentials that are not their own to access the travel system.
- Organizations must ensure separation of duties in the assignment of Local Administrators (LAs) and Routing List Administrators (RLAs).
- LAs must ensure that required training has been completed before creating or reactivating an employee’s user profile in the travel system.
4.5. Required Use of the Travel System
- The travel system must be used for all reimbursable official travel and Non-Federally Sponsored (Donated Travel).
- Exceptions to the required use of the travel system may be granted under specific circumstances, such as attending a conference where the sponsor has negotiated a block of rooms or when the travel system is down.
- In the absence of an approved exception, travelers may be responsible for additional costs resulting from failure to use the travel system.
5. Specific Scenarios Affecting AO Direction
Certain scenarios require Approving Officials (AOs) to exercise specific judgment and follow detailed procedures. These situations include invitational travel, personal travel combined with official duties, and pre-employment interview travel.
5.1. Invitational Travel
- Invitational travel may be authorized for individuals to confer with department personnel, perform pre-employment interviews, or serve as attendants for disabled persons.
- TAs will not be issued to any invitational traveler who has received a grant that includes travel funds from the organization if the purpose of the travel is directly related to the grant.
- The AO must ensure that the inviting official notifies invitational travelers in advance that all travel reservations will be made using the travel system.
5.2. Personal Travel in Conjunction with Official Travel
- The travel system cannot be used to make reservations or arrangements for personal travel.
- Employees may not use government-contracted air fares for personal travel.
- When a person travels by an indirect route or interrupts travel by a direct route for personal travel, any extra expense must be borne by the traveler.
5.3. Cross-Funded Travel
- An organization may authorize the use of travel funds to pay for the travel expenses of employees outside their organization if a determination has been made that the use of such funds is mission-essential.
- The AO must ensure that the traveler receives Instructions to Travelers (ITT) providing the necessary guidance to submit a properly prepared cross-funded TA.
5.4. Pre-Employment Interview Travel
- Hiring officials determine pre-employment interview travel eligibility based on OPM guidelines.
- Travel documents for an interviewee will be processed in the travel system as an invitational traveler.
- An IBA travel card may not be used for pre-employment travel; interviewees must pay for travel expenses not authorized to be paid with the organization’s CBA travel card.
6. Travel Authorizations: The AO’s Key Tool
Travel authorizations (TAs) are essential documents for Approving Officials (AOs) to manage and direct travel. They outline the purpose, method, dates, and estimated costs of a trip, providing a framework for compliance and cost control.
6.1. Essential Elements of a TA
TAs must include:
- Purpose of the travel: A clear description of why the travel is necessary.
- Authorized method of travel: Specification of the mode of transportation (e.g., air, train, car).
- Travel dates: Precise start and end dates for the travel period.
- Estimated cost of the trip: A breakdown of anticipated expenses, including transportation, lodging, and per diem.
6.2. Amending a TA
An approved TA must be amended in advance of performing travel when:
- An AO determines a change to the authorized mode of transportation is required.
- A change in common carrier fares results in an increased cost of $200 or greater.
- A change includes expenses requiring advance approval under FTR § 301-2.5.
6.3. Post-Trip Adjustments
The correction of obvious errors in an approved TA, or adjustments resulting from mandatory FTR rate modifications, are allowed post-trip. If a TA is submitted for post-trip approval, the per diem and mileage rates will follow the GSA rates in effect at the time the travel was performed.
6.4. Virtual Employees
Virtual employees may receive TDY allowances for travel to their reporting organization’s official station when the travel is not considered local travel.
7. Authorizing Travel: The AO in Action
The process of authorizing travel is critical for Approving Officials (AOs). It involves verifying that the travel is necessary, aligns with the organization’s mission, and complies with all applicable regulations.
7.1. Key Considerations for AOs
AOs must consider the following when approving travel documents:
- The travel document is not for their own travel.
- They are knowledgeable about the employee’s travel and how it supports the organization’s mission.
- The authorization and payment of travel expenses are limited to those necessary to accomplish the organization’s mission in the most economical and effective manner possible.
- Employees will be in an official duty status while performing the travel.
7.2. Advance Approval Requirements
Certain expenses require advance approval, such as:
- Use of reduced fares for group or charter arrangements.
- Reduced per diem rate.
- Acceptance of payment from a non-Federal source for travel expenses.
- Travel expenses related to attendance at a conference.
7.3. Extenuating Circumstances
Under extenuating circumstances, when an approval chain member is unavailable, a Super Approving Official (SAO) may be requested to perform approval chain roles. The SAO must obtain written approval from the traveler’s supervisor confirming that funds are available and the travel supports the organization’s mission.
7.4. Seat Guarantees
When a TA includes common carrier reservations, approval must occur before the ticketing deadline to guarantee the traveler’s selected seat.
8. Managing Travel Advances and Cash
Approving Officials (AOs) play a crucial role in managing travel advances and cash, ensuring that these financial tools are used appropriately and in compliance with regulations.
8.1. Travel Advances
- AOs are discouraged from authorizing travel advances.
- A travel advance may be authorized when an employee has a pending application for a government-issued travel card, the card’s issuance would adversely affect the mission, or the employee is not eligible for a travel card.
- Travel advances will not be authorized for employees who refuse to apply for a travel card or who have had their card suspended or canceled due to non-payment or misuse.
8.2. Conditions for Authorization
Travel advances will also not be authorized for:
- Amounts less than $50 or for one-day trips.
- An amount greater than necessary for a 30-day period, to cover allowable expenses.
- AOs must limit travel advances to the minimum amount and approve them only when warranted.
8.3. Travel Claim Submission
Travelers are responsible for the timely submission of their travel claim, which should liquidate the travel advance. If a trip is canceled, the traveler must repay the advance.
8.4. Cash Advances
An ATM or over-the-counter bank cash advance must be requested and authorized in advance in the TA. Employees who have been issued a travel card may only request a cash advance when the use of the card is not practical or imposes unreasonable burdens.
9. Reimbursement and Documentation
Approving Officials (AOs) are instrumental in ensuring proper travel claim reimbursement. This includes adherence to regulations, meticulous review of claims, and verification of required documentation.
9.1. Compliance and Accuracy
Travelers who knowingly defraud or attempt to defraud the government will not only forfeit their rights to reimbursement but may also be subject to fines or criminal penalties. AOs must ensure that the traveler’s claim for reimbursement accurately reflects the facts involved and expenses incurred during the travel episode.
9.2. Timely Submission
Travelers are required to submit properly prepared travel claims in a timely manner, typically within five business days of their travel end date. AOs must review each claim to determine whether to approve or return it within three business days of receipt, identifying any required corrective actions.
9.3. Review Checklist
AOs should review the travel claim to ensure that:
- Required receipts, justifications, and documentation are attached.
- Expenses are reasonable and necessary.
- Lodging and meals claimed do not exceed the amount authorized.
- Meals provided by the government have been excluded.
9.4. Required Receipts
Receipts are required for all official temporary duty travel individual expenses greater than $75. Lodging expenses require a receipt regardless of the amount. AOs may waive documentation and/or receipt requirements for travel of a confidential matter or when collecting such data would compromise the security of threatened law enforcement officers.
10. Deobligating Travel: Closing the Loop
Deobligating travel involves canceling invalid travel documents in the travel system. This is an essential step in maintaining accurate financial records and preventing misuse of funds.
10.1. Cancellation of Invalid Documents
Travelers and AOs must cancel invalid travel documents in the travel system within 30 days after the end date of a planned travel episode when the travel was not taken.
10.2. Notification and Monitoring
The organization will monitor travel obligations and deobligate as necessary by canceling invalid travel documents in the travel system. The organization will contact travelers and AOs, notifying them of outstanding travel documents requiring action.
10.3. Reestablishing Canceled TAs
If a TA was previously found to be invalid and canceled but is subsequently found to be valid and must be reestablished, the traveler’s respective Deputy Under Secretary must approve the reestablishment.
10.4. Refiling Valid Claims
Nothing in this policy section prevents a traveler from filing or refiling a valid travel claim.
FAQ: Navigating Travel Policies
Q1: What is the role of an Approving Official (AO) in travel management?
AOs are responsible for approving travel documents, ensuring compliance with travel regulations and policies, and verifying that travel supports the organization’s mission. They monitor processing times and manage travel documents to maintain accurate records.
Q2: Who qualifies as an “Invitational Traveler” and how are their expenses handled?
Invitational Travelers include non-federal employees, consultants, and current federal employees traveling in a non-duty status. Their travel expenses are managed under the same regulations as TDY travel, requiring proper authorization and documentation.
Q3: Can travel advances be authorized for all employees?
No, travel advances are discouraged. They may be authorized in specific situations, such as when an employee has a pending application for a government-issued travel card or when issuing a travel card would adversely affect the mission.
Q4: What types of documentation are required for travel expense reimbursement?
Receipts are required for individual expenses over $75, and lodging expenses always require a receipt, regardless of the amount. Additional documentation may include justifications and cost comparisons, depending on the type of expense.
Q5: What should an AO do if a travel claim contains errors?
If a travel claim contains errors, the AO must return it to the traveler for correction, clearly identifying the required corrective actions. Once corrected, the traveler must resubmit the claim for approval.
Q6: Are contractors eligible for travel reimbursement through the organization’s travel system?
No, contractors are not authorized or reimbursed for travel expenses through the organization’s travel system. Their travel entitlements are governed by the Federal Acquisition Regulation (FAR).
Q7: What happens if a traveler combines personal travel with official travel?
The travel system cannot be used to make reservations for personal travel. Any extra expenses incurred due to personal travel must be borne by the traveler, and reimbursement is limited to the amount the government would have incurred for the official travel.
Q8: How often should employees complete travel training?
Employees must complete the Basic Travel Authorization and Travel Claim training course before accessing the travel system. Reviewers and AOs must also complete additional training and refresher training every two years to maintain access.
Q9: What is the process for canceling a travel authorization (TA)?
Travelers and AOs must cancel invalid travel documents in the travel system within 30 days after the end date of a planned travel episode when the travel was not taken. If a fee was incurred, a travel claim must be filed to pay the fee.
Q10: What steps should be taken if a valid TA was previously canceled in error?
If a valid TA was previously canceled in error, the traveler’s Deputy Under Secretary must approve its reestablishment. Additionally, the organization may need to reestablish a previous year’s Line of Accounting (LOA) before recreating the TA for approval.
SIXT.VN understands that navigating the complexities of travel policies can be challenging. Whether you are a seasoned traveler or new to government travel, SIXT.VN is committed to providing you with the support and resources you need to ensure seamless and compliant travel experiences.
Ready to experience hassle-free travel? Contact SIXT.VN today for personalized assistance with your travel plans, from airport transfers to hotel bookings. Let SIXT.VN simplify your travel planning, saving you time and money with comprehensive travel solutions.
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