B-103315, AUG. 18, 1967

B-103315, AUG. 18, 1967

TRAVEL EXPENSES - TRAVEL AGENTS DECISION TO SECY. OF INTERIOR RE TRAVEL ARRANGED BY TRAVEL AGENT FOR GROUP TRAVEL TO SWITZERLAND. SINCE TRAVEL FOR 12 EMPLOYEES TO ATTEND CONVENTION IN SWITZERLAND ON OFFICIAL BUSINESS, ARRANGED ON GROUP FLIGHT BASIS VIA AMERICAN AIR CARRIER BY TRAVEL AGENCY IS SHOWN TO BE MORE ECONOMICAL RESULTING IN EXCESS OF $1,000 FOR THE EMPLOYEES AN EXCEPTION TO 5 GAO 2013 RESTRICTING USE OF TRAVEL AGENCIES IS APPROVED. HOWEVER, THE CHARTER FARE SHOULD BE PAID BY EACH EMPLOYEE TRAVELER AND CLAIM FOR REIMBURSEMENT MADE ON TRAVEL VOUCHER.

TO MR. SECRETARY:

REFERENCE IS MADE TO THE LETTER DATED AUGUST 7, 1967, COPY ATTACHED, WITH ENCLOSURES, FROM MR. F. G. USHER, BUDGET AND FINANCE OFFICER, GEOLOGICAL SURVEY, OF YOUR DEPARTMENT, IN WHICH HE ASKS FOR A DECISION AUTHORIZING A DEVIATION FROM OUR REGULATIONS COVERING THE PROCUREMENT OF OFFICIAL PASSENGER TRANSPORTATION SERVICES. HE ALSO ASKS ADVICE AS TO WHETHER ONE GOVERNMENT TRANSPORTATION REQUEST COULD BE ISSUED TO COVER THE TRANSPORTATION OF THE 12 EMPLOYEES IN LIEU OF EACH EMPLOYEE PAYING THE CASH FARE AND CLAIMING REIMBURSEMENT ON HIS TRAVEL VOUCHERS.

MR. USHER IS, OF COURSE, NOT ENTITLED TO AN AUTHORITATIVE DECISION ON SUCH A MATTER. HOWEVER, IN VIEW OF THE FACT HIS LETTER INDICATES THAT ONLY A SHORT TIME REMAINS BEFORE NECESSARY TRAVEL ARRANGEMENTS LIKELY MUST BE MADE AND ASSUMING THAT YOUR DEPARTMENT CONTEMPLATES AUTHORIZING THE TRAVEL INVOLVED AS OFFICIAL GOVERNMENT BUSINESS, WE ADDRESS THIS LETTER TO YOU WITH A COPY TO MR. USHER.

SECTION 2013 OF TITLE 5 OF THE GENERAL ACCOUNTING OFFICE MANUAL, COVERING THE PROCUREMENT OF OFFICIAL PASSENGER TRANSPORTATION SERVICES, AMONG OTHER THINGS, GENERALLY PLACES RESTRICTIONS ON THE ISSUANCE OF GOVERNMENT TRANSPORTATION REQUESTS TO TRAVEL AGENCIES, AND SECTION 2020.10, IN EFFECT, PRECLUDES THE USE OF CASH TO PROCURE OFFICIAL PASSENGER TRANSPORTATION SERVICES WHEN THE COST OF THE TRANSPORTATION, WITHOUT CONSIDERING THE AMOUNT OF FEDERAL TRANSPORTATION TAX, IS OVER $15. COMPARE SECTION 4.2 OF BUREAU OF THE BUDGET CIRCULAR NO. A-7 REVISED, ENTITLED STANDARDIZED GOVERNMENT TRAVEL REGULATIONS (SGTR).

THE RESTRICTIONS IN OUR REGULATIONS ON THE USE OF TRAVEL AGENCIES AND THE REQUIREMENT THAT GOVERNMENT TRANSPORTATION REQUESTS (5 GAO 2010.20) BE USED TO PROCURE OFFICIAL PASSENGER TRANSPORTATION SERVICES, WHENEVER THE COST OF THE TRANSPORTATION EXCEEDS $15, ARE CONSIDERED NECESSARY TO INSURE PROPER ADMINISTRATIVE CONTROL OVER THE EXPENDITURE AND AUDIT OF APPROPRIATED FUNDS AND APPLY GENERALLY THROUGHOUT THE GOVERNMENT SERVICE. SECTION 2085.10 OF TITLE 5 OF THE GAO MANUAL PROVIDES THAT EXCEPTIONS MAY BE MADE "ONLY AFTER OBTAINING THE WRITTEN APPROVAL OF THE COMPTROLLER GENERAL OF THE UNITED STATES.'

MR. USHER STATES THAT IT IS PLANNED FOR 12 EMPLOYEES OF THE GEOLOGICAL SURVEY OF YOUR DEPARTMENT TO ATTEND THE XIV GENERAL ASSEMBLY OF THE INTERNATIONAL UNION OF GEODESY AND GEOPHYSICS, BERN, SWITZERLAND, SEPTEMBER 25 THROUGH OCTOBER 7, 1967.

IT IS REPORTED THAT ARRANGEMENTS HAVE BEEN MADE FOR THE EMPLOYEES TO PERFORM THE TRAVEL THROUGH A TRAVEL AGENCY BY USE OF AMERICAN EXPRESS PACKAGE TOUR NO. 3 AT A COST OF $285 PER PERSON, ROUND TRIP. IT IS STATED THAT THIS COMPARES WITH A ROUND TRIP JET ECONOMY FARE OF $511.60 PER PERSON OR A ROUND TRIP EXCURSION FARE OF $392.80 PER PERSON, OR A RESULTING SAVING TO THE GOVERNMENT IN EXCESS OF $1,000 FOR THE 12 EMPLOYEES. IT IS ALSO STATED THAT TRAVEL ARRANGEMENTS WOULD BE MADE BY THE TRAVEL AGENCY VIA TWA, AN AMERICAN FLAG CARRIER.

THE FACTS OF THIS CASE, BROUGHT TO OUR ATTENTION BEFORE THE TIME OF THE CONTEMPLATED TRAVEL, SHOW THE AVAILABILITY OF THE ECONOMICAL GROUP TRAVEL FARE THROUGH THE TRAVEL AGENCY. IN THESE CIRCUMSTANCES, AND SINCE SUCH PROCUREMENT WILL APPARENTLY SERVE TO PROMOTE THE MORE ECONOMICAL USAGE OF GOVERNMENT FUNDS (SEE SECTION 1.2 OF THE SGTR), AN EXCEPTION TO THE REGULATIONS APPEARS WARRANTED IN THE PARTICULAR CIRCUMSTANCES.

ACCORDINGLY, WE APPROVE MR. USHER'S REQUEST FOR USE OF THE GROUP FLIGHT FOR THE TRIP SUBJECT, OF COURSE, TO YOUR DEPARTMENT AUTHORIZING THE INVOLVED TRAVEL AS ON OFFICIAL BUSINESS. TO AVOID ISSUANCE OF A GOVERNMENT TRANSPORTATION REQUEST TO A TRAVEL AGENCY, WE SUGGEST THE CHARTER FARE BE PAID IN CASH BY EACH TRAVELER AND THAT HE CLAIM REIMBURSEMENT OF THE FARE ON HIS TRAVEL VOUCHER. ALSO, WE WOULD HAVE NO OBJECTION TO YOUR DEPARTMENT MAKING WHATEVER TRAVEL ADVANCE IT MAY DEEM APPROPRIATE AND NECESSARY TO COVER SUCH PROCUREMENT OF THE TRANSPORTATION SERVICE.