B-195664.OM, SEP 12, 1980

B-195664.OM: Sep 12, 1980

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WAS ASSIGNED TO TEMPORARY DUTY IN GERMANY AND AUTHORIZED ACTUAL EXPENSES FOR TRAVEL DURING THE PERIOD OCTOBER 16. THE NAVY REGIONAL FINANCE CENTER REFUSED TO CERTIFY THE CLAIM BECAUSE NO LODGING RECEIPTS WERE INCLUDED AS REQUIRED AND ON JUNE 24. SULLIVANT WAS ABLE TO OBTAIN HIS AMERICAN EXPRESS RECEIPTS TOTALLING $1. SULLIVANT WAS REIMBURSED $17.80 PER DAY FOR THE HOTEL ROOM PLUS HE WAS REIMBURSED FOR MEALS AND OTHER EXPENSES AS SET OUT ON THE FIRST DAILY ITEMIZATION OF EXPENSES. HOTEL EXPENSES IN ARLINGTON WERE DISALLOWED FOR LACK OF RECEIPTS. IN WHICH HE STATED THAT THE SECOND DAILY ITEMIZATION OF EXPENSES WAS MISTAKENLY SUBMITTED BY HIS AGENCY AND REPRESENTED TRAVEL EXPENSES OF ANOTHER EMPLOYEE.

B-195664.OM, SEP 12, 1980

SUBJECT: WILLIAM H. SULLIVANT - CLAIM FOR REIMBURSEMENT FOR ACTUAL EXPENSES - Z- 2594357 - B-195664-O.M.

ASSOCIATE DIRECTOR, FGMSD - CLAIMS GROUP (ROOM 5858):

RETURNED. MR. SULLIVANT, AN EMPLOYEE OF THE DEPARTMENT OF THE NAVY, WAS ASSIGNED TO TEMPORARY DUTY IN GERMANY AND AUTHORIZED ACTUAL EXPENSES FOR TRAVEL DURING THE PERIOD OCTOBER 16, 1974 THROUGH NOVEMBER 22, 1974. FROM OCTOBER 16 TO OCTOBER 18 MR. SULLIVANT STAYED IN ARLINGTON, VIRGINIA, AND ON OCTOBER 19, HE FLEW TO GERMANY. FROM OCTOBER 20, 1974, TO NOVEMBER 15, 1974, MR. SULLIVANT STAYED AT A HOTEL IN BREMERHAVEN, GERMANY. AFTER THE INTERVENING WEEKEND AND 3 DAYS OF LEAVE MR. SULLIVANT TRAVELLED BY TRAIN TO LONDON ON NOVEMBER 21, AND FLEW BACK TO THE UNITED STATES THE NEXT DAY. ON DECEMBER 3, 1974, MR. SULLIVANT SUBMITTED A VOUCHER FOR HIS TRAVEL EXPENSES IN WHICH HE INCLUDED $25.54 A DAY FOR HIS HOTEL ROOM IN ARLINGTON AND $22 A DAY FOR HIS HOTEL IN BREMERHAVEN. THE NAVY REGIONAL FINANCE CENTER REFUSED TO CERTIFY THE CLAIM BECAUSE NO LODGING RECEIPTS WERE INCLUDED AS REQUIRED AND ON JUNE 24, 1975, THEY FORWARDED THE VOUCHER AS A DOUBTFUL CLAIM TO THE CLAIMS DIVISION.

ON AUGUST 12, 1976, THE CLAIMS DIVISION WROTE BACK TO THE NAVY REGIONAL FINANCE CENTER AND REQUESTED THAT THE NAVY SUBMIT ANY EVIDENCE SUBSTANTIATING THE AMOUNT CLAIMED FOR LODGING. SUCH EVIDENCE COULD INCLUDE RECEIPTS FROM OTHER EMPLOYEES WHO TRAVELLED TO SIMILAR PLACES DURING THE PERIOD OF MR. SULLIVANT'S CLAIM. MR. SULLIVANT WAS ABLE TO OBTAIN HIS AMERICAN EXPRESS RECEIPTS TOTALLING $1,654.02 FOR HIS HOTEL IN BREMERHAVEN. ON JANUARY 14, 1977, THE NAVY REGIONAL FINANCIAL CENTER SUBMITTED A PHOTOSTAT OF THE BILL ALONG WITH A SECOND AND DIFFERENT DAILY ITEMIZATION OF EXPENSES PAID. THE SECOND DAILY ITEMIZATION INCLUDED EXPENSES AT THE HOTEL IN BREMERHAVEN OF $17.80 A DAY BUT ONLY FOR THE PERIOD BETWEEN OCTOBER 20, 1974, TO NOVEMBER 9, 1974. BY SETTLEMENT CERTIFICATE DATED JANUARY 31, 1977, THE CLAIMS DIVISION ALLOWED ACTUAL SUBSISTENCE EXPENSES AS CLAIMED ON THE SECOND DAILY ITEMIZATION OF EXPENSES FOR THE PERIOD BETWEEN OCTOBER 20, 1974 THROUGH NOVEMBER 9, 1974. FOR THE PERIOD FROM NOVEMBER 9 TO NOVEMBER 15, MR. SULLIVANT WAS REIMBURSED $17.80 PER DAY FOR THE HOTEL ROOM PLUS HE WAS REIMBURSED FOR MEALS AND OTHER EXPENSES AS SET OUT ON THE FIRST DAILY ITEMIZATION OF EXPENSES. HOTEL EXPENSES IN ARLINGTON WERE DISALLOWED FOR LACK OF RECEIPTS.

WHEN MR. SULLIVANT RECEIVED THE CLAIMS SETTLEMENT HE SUBMITTED A RECEIPT FOR THE ARLINGTON HOTEL BILL AND REQUESTED THAT A COPY OF HIS TRAVEL VOUCHER AND DAILY ITEMIZATION OF EXPENSES BE RETURNED TO HIM. THE CLAIMS DIVISION RETURNED THE TRAVEL VOUCHERS AND ISSUED A SETTLEMENT CERTIFICATE WHICH ALLOWED HIS CLAIM FOR LODGING EXPENSES IN ARLINGTON, VIRGINIA.

MORE THAN 2 YEARS AFTER THE RECEIPT OF THE TRAVEL VOUCHER AND DAILY ITEMIZATION OF EXPENSES, MR. SULLIVANT WROTE A LETTER DATED JUNE 4, 1979, IN WHICH HE STATED THAT THE SECOND DAILY ITEMIZATION OF EXPENSES WAS MISTAKENLY SUBMITTED BY HIS AGENCY AND REPRESENTED TRAVEL EXPENSES OF ANOTHER EMPLOYEE. HE STATED THAT HE STAYED IN GERMANY WITH HIS WIFE AND THAT THE HOTEL ROOM WAS $27 A DAY DOUBLE OCCUPANCY OR $22 A DAY SINGLE OCCUPANCY. THEREFORE, MR. SULLIVANT IS STILL CLAIMING $22 A DAY FOR HIS ROOM IN GERMANY AND BELIEVES HE SHOULD BE REIMBURSED ON THE BASIS OF THE FIRST DAILY ITEMIZATION OF EXPENSES.

BASED ON THE RECORD SUBMITTED, IT APPEARS THAT THE SECOND DAILY ITEMIZATION OF EXPENSES DID NOT REPRESENT MR. SULLIVANT'S EXPENSES FOR THE FOLLOWING REASONS. THE SECOND DAILY ITEMIZATION OF EXPENSES DOES NOT COVER THE SAME TIME PERIOD IN WHICH MR. SULLIVANT WAS AT THE HOTEL IN BREMERHAVEN. THE SECOND DAILY ITEMIZATION OF EXPENSES WAS NOT SUBMITTED DIRECTLY BY THE EMPLOYEE, BUT INSTEAD BY THE AGENCY AFTER THE CLAIMS DIVISION REQUESTED THAT THE AGENCY FURNISH RECEIPTS FROM OTHER EMPLOYEES WHO TRAVELLED TO THE SAME PLACE AS MR. SULLIVANT. FURTHERMORE, MR. SULLIVANT CLAIMS THAT HE NEVER SUBMITTED TWO DIFFERENT DAILY ITEMIZATION OF EXPENSES. THEREFORE, SINCE MR. SULLIVANT DID NOT SUBMIT THE SECOND DAILY ITEMIZATION OF EXPENSES, HE SHOULD NOT BE REIMBURSED FOR HIS EXPENSES ON THE BASIS OF THOSE EXPENSES.

MR. SULLIVANT HAS SUBMITTED A DAILY ITEMIZATION OF EXPENSES WHICH HE CLAIMS REPRESENTS HIS ACTUAL EXPENSES IN BREMERHAVEN. HE HAS ALSO SUBMITTED A COPY OF HIS AMERICAN EXPRESS RECEIPTS WHICH SHOWS THAT HE SPENT $1,654.02 AT HIS HOTEL IN BREMERHAVEN. THE RECEIPTS SHOW THAT HE PAID MORE THAN $22 A DAY FOR HIS STAY AT THE HOTEL IN GERMANY. MR. SULLIVANT HAS CLAIMED $22 A DAY FOR HIS HOTEL IN BREMERHAVEN ALONG WITH OTHER EXPENSES IN HIS FIRST DAILY ITEMIZATION OF EXPENSES. ACCORDINGLY HE MAY BE REIMBURSED ON THE BASIS OF HIS ORIGINAL DAILY ITEMIZATION EXPENSES, TO THE EXTENT OTHERWISE PROPER.