Navigating travel regulations can be complex, especially when it comes to per diem rates for Department of Defense (DoD) travelers. A common area of confusion revolves around the per diem 지급 (payment) on the first and last days of travel. This guide clarifies the rules and provides essential information for DoD personnel to ensure compliance and optimize their travel reimbursements.
Decoding the 75% Rule for Travel Days
For both the day of departure from your permanent duty station and the day of return, a specific rule applies: travelers are authorized to receive 75 percent of the applicable M&IE (Meals and Incidental Expenses) rate. This percentage is fixed, irrespective of your departure or return time. There are no exceptions or waivers to this established rule.
It’s crucial to understand which M&IE rate applies on these travel days. On the day you depart from your permanent duty station, the M&IE rate used is the locality rate of your temporary duty location. Conversely, on the day you return to your permanent duty station, the M&IE rate is based on the rate of your last temporary duty location.
This 75 percent rule extends to other scenarios as well. It is also applicable on the day of departure from a previous permanent duty station and the day of arrival at a new permanent duty station, although this can vary depending on whether you are a civilian employee or a Service member. For detailed information tailored to Service members, refer to JTR Section 0503, and for civilian employees, consult Section 0539 of the Joint Travel Regulations (JTR).
It’s also important to note that the Government meal rate or proportional meal rate is not applicable on these first and last days of travel, simplifying the per diem calculation.
Stopovers and Per Diem Rates
Travel itineraries sometimes include stopovers, either en route to or when returning from a temporary duty location. In such cases, travelers are entitled to receive the M&IE rate applicable to the stopover point. If the return journey to the permanent duty station extends over more than one day and necessitates additional stopovers, the per diem for the final day of travel will be determined by the M&IE rate at the last stopover location.
Addressing Insufficient Per Diem Rates: The Rate Review Process
In situations where the established per diem rate for a particular location is deemed inadequate, there is a formal process to request a rate review. Members of the Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP), representatives from the DoS Office of Allowances, the GSA Office of Government-Wide Policy, or a designated Federal Agency Travel Manager can initiate this request.
For non-foreign Outside Continental United States (OCONUS) locations, responsible agencies should direct their rate review requests via email to [email protected]. For locations within the Continental United States (CONUS) or foreign locations, U.S. Government personnel should contact their respective Federal Agency Travel Manager to begin the rate review process. Agencies should adhere to the specific instructions provided on the GSA or DoS websites for submitting these requests.
A comprehensive Out of Cycle Rate Review Request must include several key components:
- A signed letter on official agency letterhead. This letter should clearly state the location in question, justify the inadequacy of the current local per diem rate, specify the number of Government employees or Uniformed Service personnel affected, and provide data on the frequency of Actual Expense Allowance (AEA) usage by travelers to that location in the preceding year.
- A completed Hotel and Restaurant Report (DS-2026) providing current price data for lodging and meals at the location.
- Supporting documentation to validate all price data reported in the DS-2026 form.
It is essential that all rate review requests are submitted through the proper chain-of-command within the agency or component. The submission process varies depending on the affiliation:
- Uniformed Services: Local commanders must forward all rate review requests to their Service’s Military Advisory Panel (MAP) member for subsequent submission to the DTMO PRB (Per Diem, Travel and Transportation Allowance Policy and Rates Board) for review. Contact information for MAP members can be found at MAP member contact information.
- DoD Civilian Employees: Heads of DoD components are responsible for forwarding rate review requests to the relevant Civilian Advisory Panel (CAP) member for submission to the DTMO PRB. CAP member contact details are available at CAP member’s contact information.
- DoS Employees: The DoS Office of Allowances manages all non-foreign OCONUS rate review requests originating from the Department of State, submitting them to the DTMO PRB.
- GSA Employees: The GSA Office of Government-wide Policy handles all non-foreign OCONUS rate review requests originating from the General Services Administration, submitting them to the DTMO PRB.
- All other Government Employees: Federal Agency Travel Managers are responsible for submitting all other non-foreign OCONUS rate review requests to the DTMO PRB. These requests should be emailed to [email protected].
For more detailed information, refer to the guidance on per diem reporting procedures and responsibilities [PDF, 4 pages]. For any further inquiries, you can contact the DTMO Policy and Regulations Team via email at [email protected].
Requesting Reduced Per Diem Rates
In situations where an authorizing official (AO) anticipates that travel-related lodging or meal costs will be lower than the standard per diem rate due to pre-arranged accommodations, special discounts, or other factors, they have the option to request a reduced per diem rate. Crucially, this request for a reduced rate must be authorized before the travel commences.
Requests for reduced per diem should be directed to the appropriate Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) representative. These requests must include specific information: the established lodging and meal costs, the traveler’s name, travel dates, the Temporary Duty (TDY) location, contact information (name and phone number) for the request originator, and the recommended reduced per diem rate.
By understanding these guidelines, DoD travelers can confidently navigate per diem regulations, ensuring accurate reimbursements and compliance throughout their official travel.
