Unexplained Loss of Travel Fund Advance

An authorized certifying officer of the Department of Housing and Urban Development (HUD) requested an advance decision as to whether a claim submitted by a former employee of HUD could be paid. The claim was for a refund of monies withheld from one travel voucher to cover two outstanding travel advances. The employee was issued two travel advances for trips which were subsequently canceled. The records indicated that the employee never actually obtained possession of the money. The advances were delivered to the employee's secretary who did not give them to the employee because she learned that the trips had been canceled. The secretary stated that she returned all of the advance funds to the imprest funds cashier, but failed to obtain a receipt for this transaction. The employee questioned her liability for funds which she never actually received. GAO held that the employee was liable for the full amount of unaccounted for funds because: (1) the funds were obtained by the secretary on the basis of the employee's signed request; (2) travel advancements are considered to be like loans to employees, and thus are personal funds; and (3) the employee cannot show that the funds were either expended for travel or refunded to the government. Accordingly, the claim may not be certified for payment.