(Editor’s Note. Though only three parts of the Federal Travel Regulation provisions formally apply to government contractors – combined per diem rates, definitions of meals and incidentals and conditions justifying payment of up to 300% of per diem rates – many contractors choose to follow the FTR either because some contracts call for incorporation of it or auditors and contractors consider it to be the basis for determining “reasonableness”. This feature is a continuation of our effort to present new changes or decisions likely to affect contractors’ travel and relocation expenses.)

Susan was authorized temporary duty travel to attend a team conference on human resources topics. Travel arrangements were made for August 11 but her travel date was delayed where she assumed one of her team members had changed her travel arrangements. When she arrived at the airport she had no reservation and a first-class ticket for $1,037 was the only available option to reach her destination that day. The government reimbursed her $332 for coach and she appealed to receive the additional $705. The Board denied her request stating first class airfare may be used only (1) in order to accommodate a disability or other special need (2) in the event of exceptional security circumstances (3) in the event no coach or business class accommodations are reasonably available or (4) when required by an agency’s mission. The Board stated the third condition was not met because coach or business class were reasonably available because it was “neither reasonable nor prudent to wait until the day of travel” to obtain a reservation or to take no action to ensure necessary travel arrangements were made. The Board considered the fourth condition but concluded a human resources-related visit did not qualify as “required by the agency mission” (Susan Virgil, CBCA 712-TRAV).

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