Claim for Temporary Quarters Subsistence Expenses

An advance decision was requested concerning the propriety of certifying for payment a voucher submitted by a federal employee for temporary quarters subsistence expenses for himself and his daughter following his transfer. It was asked whether an employee who shares responsibility for private quarters with another individual is required to submit evidence of additional cost which resulted from his lodging in accordance with the standard of proof applicable to cases in which a friend or relative furnishes the employee's lodging. The employee's claim for his and his daughter's lodging was accompanied by cancelled checks and signed statements which showed the amount which the employee contributed to the monthly expenses. Federal Travel Regulations limit reimbursement for occupancy of temporary quarters to subsistence expenses actually incurred. The problems of proof associated with a claim for the costs of lodging with a friend or a relative are not present in a shared apartment arrangement since, in the latter situation, it is generally assumed that the expenses will be shared on a pro rata basis. Thus, the actual basis for reimbursement can be readily determined since the expenses are paid to a third party in a fixed amount. Since the employee and his daughter entered into shared apartment arrangements, rather than occupying temporary quarters in the homes of a friend or relative, the documentation submitted by the employee provided a sufficient basis for reimbursement. Accordingly, the voucher may be certified for payment.