The 75% Rule for First and Last Day of Travel
A fundamental rule within GSA travel regulations is the “75 percent rule.” This rule specifies that on both the day of departure from your permanent duty station and the day of return, you are entitled to 75 percent of the applicable M&IE rate. This applies regardless of your departure or return time, and no exceptions or waivers are permitted.
It’s important to note how the M&IE rate is determined for these days. On your departure day, the applicable rate is based on the locality rate of your temporary duty location. Conversely, on your return day, the rate is based on the M&IE rate of your last temporary duty location.
This 75 percent rule also extends to situations involving permanent duty station changes. Depending on whether you are a civilian employee or a service member, this rule may apply to the day of departure from a previous permanent duty station and the day of arrival at a new one. For detailed information specific to your status, refer to the Joint Travel Regulations (JTR), Section 0503 for service members and Section 0539 for civilian employees.
Notably, the government meal rate or proportional meal rate does not apply on the first and last days of travel, simplifying the calculation to the 75% M&IE rate.
Stopovers and Per Diem Rate Adjustments
Travel itineraries don’t always go directly from point A to point B. Stopovers are common, and GSA travel rates account for them. If your travel to or from your temporary duty location includes a stopover, the M&IE rate you receive is based on the rate for that stopover point.
Furthermore, if your return journey to your permanent duty station extends over more than one day and involves multiple stopovers, the per diem for the final day of travel will be based on the M&IE rate of the last stopover location before your return. This ensures that your per diem accurately reflects the costs associated with each location you are required to be in for official travel.
Rate Review Process: Ensuring Fair Compensation
Occasionally, the established per diem rate for a particular location might be insufficient to cover actual expenses. In such cases, there’s a mechanism to request a rate review. Members of the Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP), the Department of State (DoS) Office of Allowances, the GSA Office of Government-Wide Policy, or a Federal Agency Travel Manager can initiate this process.
To request a review for non-foreign Outside Continental United States (OCONUS) rates, responsible agencies should email [email protected]. For Continental United States (CONUS) or foreign locations, U.S. Government personnel should contact their Federal Agency Travel Manager. Detailed instructions for rate review requests are available on the GSA or DoS websites.
A comprehensive out-of-cycle Rate Review Request should include:
- A signed letter on agency letterhead detailing the location, the inadequacy of the current per diem rate, the number of government personnel affected, and instances of “actual expense authorization” (AEA) usage in the past year for that location.
- A completed Hotel and Restaurant Report (DS-2026) with current price data from the location.
- Supporting documentation verifying all price data in the DS-2026.
Rate review requests must be coordinated through the chain-of-command. Submission pathways are as follows:
- Uniformed Services: Local commanders forward requests to their Service’s MAP member.
- DoD Civilian Employees: DoD component heads forward requests to the appropriate CAP member.
- DoS Employees: The DoS Office of Allowances handles requests originating from DoS.
- GSA Employees: The GSA Office of Government-wide Policy handles requests from GSA.
- Other Government Employees: Federal Agency Travel Managers submit requests.
For further details, consult the guidance on per diem reporting procedures. For additional inquiries, contact the DTMO Policy and Regulations Team at [email protected].
Reduced Per Diem Rates: When Costs are Lower
In situations where an authorizing official (AO) anticipates lower lodging or meal costs due to pre-arranged accommodations, special discounts, or other circumstances, a reduced per diem rate can be requested. Crucially, this request must be authorized before travel commences.
Requests for reduced per diem are submitted to the relevant MAP or CAP representative. These requests should include itemized lodging and meal costs, the traveler’s information (name, travel dates, TDY location), contact details for the request, and the proposed reduced per diem rate. This flexibility ensures that travel expenses are managed responsibly and accurately reflect actual costs incurred.
Understanding GSA travel rates is essential for efficient and compliant government travel. By being aware of the 75% rule, stopover considerations, rate review processes, and options for reduced per diem, both travelers and authorizing officials can ensure accurate expense reporting and appropriate reimbursement for official travel duties.
