B-173312, OCT 8, 1971

B-173312: Oct 8, 1971

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EVEN THOUGH CLAIMANT IS UNABLE TO PRODUCE RECEIPTS FOR HIS LODGING. TEMPORARY LODGING WAS AUTHORIZED INCIDENT TO PERMANENT CHANGE OF STATIONS. UNITED STATES DEPARTMENT OF THE INTERIOR: FURTHER REFERENCE IS MADE TO YOUR LETTER OF JUNE 11. YOU STATE THAT YOU HAVE NO QUESTION REGARDING THE EMPLOYEE'S CLAIM FOR REIMBURSEMENT OF EXPENSES INCURRED FOR MEALS. BOYD MAY BE ACCEPTED IN LIEU OF RECEIPTS WHICH ARE GENERALLY REQUIRED TO EVIDENCE LODGING EXPENSES ASSOCIATED WITH OCCUPANCY OF TEMPORARY QUARTERS RELATIVE TO A PERMANENT CHANGE OF DUTY STATION. THE EMPLOYEE WAS GRANTED A TEMPORARY QUARTERS ALLOWANCE IN CONNECTION WITH HIS CHANGE OF STATION FROM WASHINGTON. THAT DURING AN 8-WEEK PERIOD WHICH INCLUDED THE TIME HE WAS OCCUPYING TEMPORARY QUARTERS.

B-173312, OCT 8, 1971

CIVILIAN EMPLOYEE - TEMPORARY LODGING - REIMBURSEMENT WITHOUT RECEIPTS DECISION ALLOWING CLAIM OF MR. WILLIAM T. BOYD, EMPLOYEE OF THE BUREAU OF MINES, FOR EXPENSES OF TEMPORARY QUARTERS, EVEN THOUGH CLAIMANT IS UNABLE TO PRODUCE RECEIPTS FOR HIS LODGING. TEMPORARY LODGING WAS AUTHORIZED INCIDENT TO PERMANENT CHANGE OF STATIONS. SINCE CLAIMANT MAINTAINED A DAILY RECORD OF LODGING EXPENSES, AND AS THESE APPEAR REASONABLE, THEY MAY BE ACCEPTED IN LIEU OF RECEIPTS.

TO BUREAU OF MINES, UNITED STATES DEPARTMENT OF THE INTERIOR:

FURTHER REFERENCE IS MADE TO YOUR LETTER OF JUNE 11, 1971, AND ENCLOSURES, IN WHICH YOU ASK WHETHER THE RECLAIM VOUCHER SUBMITTED BY MR. WILLIAM T. BOYD, A MINING ENGINEER AND STATE LIAISON OFFICER FOR YOUR AGENCY, MAY BE CERTIFIED FOR PAYMENT. THE VOUCHER REPRESENTS TEMPORARY QUARTERS ALLOWANCE FOR THE PERIOD OCTOBER 7 TO NOVEMBER 7, 1970.

YOU STATE THAT YOU HAVE NO QUESTION REGARDING THE EMPLOYEE'S CLAIM FOR REIMBURSEMENT OF EXPENSES INCURRED FOR MEALS. SPECIFICALLY, YOU REQUEST OUR ADVICE AS TO WHETHER A MEMORANDUM DATED FEBRUARY 4, 1971, AND A RECORDED DAILY LISTING OF SUBSISTENCE EXPENSES SUPPLIED BY MR. BOYD MAY BE ACCEPTED IN LIEU OF RECEIPTS WHICH ARE GENERALLY REQUIRED TO EVIDENCE LODGING EXPENSES ASSOCIATED WITH OCCUPANCY OF TEMPORARY QUARTERS RELATIVE TO A PERMANENT CHANGE OF DUTY STATION.

BY VIRTUE OF TRAVEL AUTHORIZATION T9101034 DATED SEPTEMBER 16, 1970, THE EMPLOYEE WAS GRANTED A TEMPORARY QUARTERS ALLOWANCE IN CONNECTION WITH HIS CHANGE OF STATION FROM WASHINGTON, D.C., TO FRANKFORT, KENTUCKY.

IN HIS MEMORANDUM OF FEBRUARY 4, 1971, MR. BOYD EXPLAINS, IN ESSENCE, THAT DURING AN 8-WEEK PERIOD WHICH INCLUDED THE TIME HE WAS OCCUPYING TEMPORARY QUARTERS, HE WAS REQUIRED TO TRAVEL CONSTANTLY, MAKE PERSONAL CONTACTS WITH INDUSTRY AND STATE OFFICIALS, MOVE HIS PERSONAL BELONGINGS, AND MAINTAIN A DAILY WORK SCHEDULE. HE STATES THAT AS A CONSEQUENCE OF SUCH ACTIVITIES HE MISPLACED THE ENVELOPE CONTAINING THE RECEIPTS EVIDENCING HIS LODGING EXPENSES AND, IN LIEU THEREOF, HAS COMPLIED A DAILY LISTING OF HIS SUBSISTENCE EXPENDITURES DURING THE PERIOD OCTOBER 7 TO NOVEMBER 7, 1970, TAKEN FROM HIS DAILY ENTRIES RECORDED IN HIS DAILY WORK RECORD. HE STATES THAT HE ATTEMPTED TO OBTAIN DUPLICATE RECEIPTS FROM SOME OF THE NUMEROUS HOTELS AND MOTELS IN WHICH HE STAYED WITHOUT SUCCESS AND THAT EXPENSES ASSOCIATED WITH RETURNING TO THOSE FACILITIES TO OBTAIN THE REQUIRED RECEIPTS WOULD BE PROHIBITIVE.

SECTION 6.12F OF THE STANDARDIZED GOVERNMENT TRAVEL REGULATIONS, REVISED MARCH 1, 1965, CONSISTENT WITH SECTION 2.5D(1) OF OFFICE OF MANAGEMENT AND BUDGET CIRCULAR NO. 56, REVISED JUNE 26, 1969, REQUIRES THAT REIMBURSABLE EXPENSES BE ITEMIZED AND THAT RECEIPTS BE FURNISHED FOR AT LEAST THE COST OF LODGING. IN VIEW OF THE UNUSUAL CIRCUMSTANCES UNDER WHICH MR. BOYD WAS PERFORMING HIS OFFICIAL DUTIES WHILE OCCUPYING TEMPORARY QUARTERS, AND SINCE HE KEPT A DAILY RECORD OF HIS LODGING EXPENSES WHICH OTHERWISE APPEARS REASONABLE, WE WOULD NOT OBJECT TO THE ACCEPTANCE OF HIS FIGURES FOR LODGING WITHOUT BENEFIT OF RECEIPTS. HOWEVER, IT IS NOT ENTIRELY CLEAR TO US FROM THE RECORD WHETHER MR. BOYD, AT LEAST FOR PART OF THE PERIOD IN QUESTION, MAY HAVE BEEN TRAVELING OUTSIDE THE CORPORATE LIMITS OF FRANKFORT SO AS TO BE ENTITLED TO PER DEIM IN LIEU OF SUBSISTENCE RATHER THAN TEMPORARY QUARTERS ALLOWANCE. WE ASSUME THIS COULD BE ASCERTAINED FROM HIS ORIGINAL VOUCHER WHICH WAS NOT SUBMITTED HERE.

THE RECLAIM VOUCHER AND SUPPORTING PAPERS ARE RETURNED HEREWITH FOR HANDLING IN ACCORDANCE WITH THE FOREGOING.