PDF version

U.S. Department of Energy					ORDER
 Washington, D.C.						DOE O 552.1A

						         Approved:  2-17-06

SUBJECT:  TRAVEL POLICY AND PROCEDURES

1.	OBJECTIVE.
		
	a.	To supplement the Federal Travel Regulation [41 Code of
		Federal Regulations (CFR), Parts 300–304], which is the principal
		source of policy for Federal employee travel and relocation
		matters.
		
	b.	To establish DOE M 552.1-1A, U. S. Department of Energy
		Travel Manual, dated 2-17-06, as the repository for the
		supplementary travel requirements information for the Department
		of Energy (DOE).

2.	CANCELLATION.  DOE O 552.1, Travel Policy and Procedures, dated
	09-04-02.  Cancellation of an Order does not, by itself,
	modify or otherwise affect any contractual obligation to
	comply with the Order.
	
3.	APPLICABILITY.
	
	a.	DOE Elements. Except for the exclusions in paragraph 3c, this
		Order applies to all DOE elements listed in Attachment 1.  
		This Order automatically applies to DOE elements
		created after it is issued.
		
		The Administrator of the National Nuclear Security
		Administration (NNSA) will assure that NNSA employees
		and contractors comply with their respective
		responsibilities under this Order.
		
	b.	DOE Contractors. This Order does not apply to contractors.
		
	c.	Exclusions. This Order does not apply to the Federal Energy
		Regulatory Commission as an independent commission.
		
4.	REQUIREMENTS. For specific requirements, see DOE M 552.1-1A (hereafter
	the Travel Manual).
	
5.	RESPONSIBILITIES. 
	
	a.	Assistant Secretaries, Deputy Assistant Secretaries, Deputy
		NNSA Administrators, and NNSA Assistant Deputy Administrators. 
		Designate isolated official duty stations under the
		conditions specified in Chapter 302, Part 8, of the
		Federal Travel Regulation (FTR).
		
	b.	Chief Financial Officer (CFO). 
		
		(1)	Ensures implementation of statutes, Executive orders, and
			regulations related to official travel, transportation, and
			relocation.
			
		(2)	Drafts policies relative to the payment of expenses for
			official travel, transportation, and relocation.

		(3)	Ensures travel-related training is made available when
			needed.

		(4)	Approves and/or designates employees to approve the use of
			first-class and business-class accommodations by employees under
			the cognizance of non-NNSA Headquarters organizations.  	(See
			DOE M 552.1-1A, 301-10.122.)

		(5)	Approves and/or designates employees to approve emergency
			cash purchases of common carrier transportation in excess of $100
			made by employees or invitational travelers under the cognizance
			of non-NNSA Headquarters organizations.  (See DOE M 552.1-1A,
			301-51.102.)

		(6)	Approves releases from terms of relocation service
			agreements when an employee under the cognizance of a non-NNSA
			Headquarters organization does not fulfill the terms of the
			agreement.  (See DOE M 552.1-1A, 302-2.14.)

		(7)	Waives regulatory relocation allowance limitations for
			employees under the cognizance of non-NNSA Headquarters
			organizations when the employees are relocating to or from remote
			or isolated locations.  (See DOE M 552.1-1A, 302-2.106.)

		(8)	Approves requests for extensions in time for Senior
			Executive Service (SES) employees under the cognizance of
			non-NNSA Headquarters organizations to begin their “last move
			home.”  (See DOE M 552.1-1A, 302-3.315.)

		(9)	Acts as the DOE liaison to the General Services
			Administration for all policy issues relating to employee travel
			and relocation.

		(10)	Provides oversight for the DOE travel management program
			involving use of travel management services, passenger
			transportation, relocation, and travel charge card services.

		(11)	On a case-by-case basis for employees under the cognizance
			of non-NNSA Headquarters organizations, approves exceptions to
			requirements in the Travel Manual.

		(12)	Approves requests for exemption from mandatory use of the
			travel charge card from employees under the cognizance of
			non-NNSA Headquarters organizations (does not apply when an
			employee’s card was canceled due to delinquency or misuse).

		(13)	Designates an employee to serve as the DOE program
			coordinator for travel charge card issues.

	c.	NNSA Associate Administrator for Management and
		Administration. 

		(1)	Approves and/or designates employees to approve the use of
			first-class and business-class accommodations by employees under
			the cognizance of NNSA organizations.  (See DOE M 552.1-1A,
			301-10.122.)  Within 10 business days after the end of the fiscal
			year, supplies report of approved requests in the format required
			by the FTR to the Director, Office of Financial Policy.
			
		(2)	Approves and/or designates employees to approve emergency
			cash purchases of common carrier transportation in excess of $100
			made by employees or invitational travelers under the cognizance
			of NNSA organizations.  (See DOE M 552.1-1A, 301-51.102.)

		(3)	Approves releases from terms of relocation service
			agreements when an employee under the cognizance of an NNSA
			organization does not fulfill the terms of the agreement.  (See
			DOE M 552.1-1A, 302-2.14.)

		(4)	Waives regulatory relocation allowance limitations for
			employees under the cognizance of NNSA organizations when the
			employees are relocating to or from remote or isolated locations.
			(See DOE M 552.1-1A, 302-2.106.)

		(5)	Approves requests for extensions in time for Senior
			Executive Service (SES) employees under the cognizance of NNSA
			organizations to begin their “last move home.”  (See
			DOE M 552.1-1A, 302-3.315.)

		(6)	On a case-by-case basis for employees under the cognizance
			of NNSA organizations, approves exceptions to requirements in the
			Travel Manual in consultation with the CFO.

		(7)	Approves requests for exemption from mandatory use of the
			travel charge card from employees under the cognizance of NNSA
			organizations (does not apply when an employee’s card was
			canceled due to delinquency or misuse).

	d.	Heads of Departmental Elements (including the NNSA
		Administrator). 
		
		(1)	Approve their own travel, official travel of employees and
			other persons traveling for DOE, and employee relocation
			allowances in accordance with the requirements set out in the
			Travel Manual.
			
			(a)	Approval authority (except authority to approve their own
				travel) may be delegated to subordinates with the authority to
				redelegate at any level.
				
			(b)	Individuals delegated this authority will be referred to as
				approving officials in the Travel Manual.

		(2)	Approve actual expense reimbursement not to exceed 300
			percent of locality per diem under special or unusual
			circumstances as identified in the FTR.
			
			(a)	Redelegation of this authority is limited to two levels
				below the head of the Departmental element.
				
			(b)	Requests for exceptions to this policy will be forwarded to
				the CFO for non-NNSA organizations or the NNSA Associate
				Administrator for Management and Administration for NNSA
				organizations.

		(3)	Ensure employees are fully informed of official travel and
			relocation rules and regulations and, as needed, are provided
			access to prescribed travel management services.
			
		(4)	Distribute travel charge card delinquency and misuse reports
			to supervisory personnel to ensure that supervisors are aware of
			noncompliant cardholders.

		(5)	Approve employee acceptance of payments by sources outside
			the Federal Government for travel expenses after obtaining legal
			review.

		(6)	Designate an employee and an alternate to serve as the
			element’s travel coordinators for travel issues.

	e.	Heads of Field Elements. In addition to responsibilities listed 
		in paragraph 5d, heads of field elements will do the following.
		
		(1)	Approve the use of first-class or business-class air
			transportation for employees under the cognizance of the
			respective field element.  (See DOE M 552.1-1A, 301-10.122.)
			Within 10 business days after the end of the fiscal year, supply
			report of approved requests in the format required by the FTR to
			the Director, Office of Financial Policy.
			
		(2)	Approve emergency cash purchases made by employees or
			invitational travelers for transportation expenditures in excess
			of $100.  (See DOE M 552.1-1A, 301-51.102.)

		(3)	Approve releases from terms of relocation service agreements
			when an employee under the cognizance of the respective field
			element does not fulfill the terms of the agreement.  (See
			DOE M 552.1-1A, 302-2.14.)
			
		(4)	Waive regulatory relocation allowance limitations for
			employees under the cognizance of the respective field element
			when the employees are relocating to or from remote or isolated
			locations.  (See DOE M 552.1-1A, 302-2.106.)
			
		(5)	Approve requests for extensions in time for SES employees
			under the cognizance of their respective field elements to begin
			their “last move home.”  (See DOE M 552.1-1A, 302-3.315.)

		(6)	Designate an employee and an alternate to serve as the field
			element’s travel charge card program coordinators for travel
			charge card issues.

		(7)	Approve field employees’ requests for exemption from use of
			the travel charge card (does not apply when an employee’s card
			was canceled due to delinquency or misuse).

		(8)	Report approval of exemptions from use of the travel charge
			card to the Office of Financial Policy within 5 working days of
			approval.

		(9)	Approve employee acceptance of payments by sources outside
			the Federal Government for travel expenses after obtaining legal
			review.

	f.	Designated Agency Ethics Official. 
		
		(1)	Establishes policies and procedures for DOE acceptance of
			travel payments from non-Federal sources.
			
		(2)	Provides advice, as necessary, regarding invitational travel
			under 5 United States Code 5703 (see 10 CFR, Part 1060, “Payment
			of Travel Expenses of Persons Who Are Not Government Employees”).

	g.	Human Resources Directors. When appropriate, concur with travel authorizations
		for interview travel of potential employees
		(invitational travel) initiated by the organizational
		elements requesting the interviews and, for current
		Federal employees, authorizations issued at the request
		of other DOE organizations wishing to interview.
		
	h.	Supervisors. 
		
		(1)	Authorize the issuance of travel charge cards, as needed, to
			subordinate employees.
			
		(2)	Counsel employees who are delinquent in paying their travel
			charge card bills or have questionable or inappropriate charges
			to their accounts; allow employees the opportunity to explain
			delinquencies or questionable charges and maintain records of the
			meetings and the explanations.
			
		(3)	Contact the servicing human resources office for
			determinations of appropriate disciplinary actions if
			explanations for delinquencies or other questionable
			charges/activities are inadequate, and take appropriate actions.
			At the discretion of the supervisor, the travel charge card may
			be canceled at this time.
			
		(4)	Notify the travel charge card program coordinator to suspend
			the travel charge card if there is a second instance of
			inappropriate use, and reactivate the card on an as needed basis.

		(5)	Notify the travel charge card program coordinator to cancel
			the travel charge card if there is a third instance of
			inappropriate use, an explanation for delinquency is inadequate,
			or the employee is leaving the Department.
			
		(6)	On an annual basis, identify those employees who have not
			traveled for 1 year or more and determine, based on the
			employees’ future travel requirements, whether their individual
			travel charge cards should be canceled.  For those travel charge
			cards that should be canceled, notify the travel charge card
			coordinator to cancel the cards.
			
		(7)	Sign relocation service agreements when required.

		(8)	Certify an itemized list of professional books, papers, and
			equipment (PBP&E) as necessary for the employee to perform
			his/her new job when relocation requires an excess weight
			allowance for PBP&E.

	i.	DOE Travel Charge Card Program Coordinator. 
		
		(1)	Manages the DOE travel charge card program.
			
		(2)	Serves as the primary contact point for the travel charge
			card contractor.

		(3)	Monitors DOE summary reports of delinquent activity for
			centrally billed travel accounts and individually billed travel
			accounts, and as necessary, consults with travel charge card
			program coordinators for improving delinquency performance.

		(4)	Notifies travel charge card program coordinators of changes
			in the travel charge card program.

	j.	Travel Charge Card Program Coordinators.
		
		(1)	Ensure completeness of information on travel charge card
			applications.
			
		(2)	Complete DOE information and authorization sections of
			travel charge card applications.

		(3)	Forward original applications to the travel charge card
			vendor and maintain copies of the applications with employee
			acknowledgment statements.

		(4)	Monitor presuspension reports and delinquency reports and
			notify the affected employees and the heads of their respective
			Departmental elements of the status of accounts.

		(5)	Review account activity reports on a monthly basis for
			charges that are not travel-related, and notify the employees and
			the heads of Departmental elements of inappropriate charges.

		(6)	Coordinate temporary increases or decreases in individual
			employee charge limits with the travel charge card vendor.
			Record permanent changes online on the travel charge card vendor
			Web site.

		(7)	Cancel an employee’s travel charge card when notified to do
			so by the employee’s supervisor when an employee has resigned,
			retired, transferred to another Agency, or transferred to another
			DOE duty station and the account has not transferred within 30
			days of the employee’s transfer.

		(8)	Contact the gaining organization’s travel charge card
			program coordinator when an employee transfers to another
			geographic location within the Department, and initiate transfer
			of responsibility for oversight of the travel charge card
			account.

		(9)	Obtain the new supervisor’s signed approval before
			transferring-in an employee’s travel charge card account at the
			new duty station.

		(10)	Monitor the individual travel charge card account listing to
			ensure that all open accounts are for current employees and that
			all accounts for employees who resigned, retired, transferred to
			another Agency, or otherwise left the employ of the Department
			have been canceled.

		(11)	Forward travel charge card vendor requests for salary offset
			of delinquent account balances to the appropriate payroll office.

	k.	DOE Site Relocation Coordinators (SRCs).
		
		(1)	Act as primary liaisons between DOE and relocation services
			companies.
			
		(2)	Provide advice and guidance to relocation coordinators
			regarding relocation issues.

	l.	Relocation Coordinators.
		
		(1)	Act as primary points of contact for employees and program
			offices to provide guidance on relocation allowances under the
			guidance of the FTR, Travel Manual, and SRCs.
			
		(2)	Provide required paperwork to employees eligible for
			relocation allowances.

		(3)	Review completed paperwork, including forms and travel
			authorizations, for compliance with the FTR and Travel Manual.
			Consult with program offices and approving officials regarding
			corrections and/or additional justifications/information to
			support authorizations.

		(4)	Facilitate or make arrangements for the relocation of
			eligible employees.

	m.	Travel Coordinators.

		(1)	Respond to inquiries from employees, including experts or
			consultants employed intermittently, regarding travel issues.
			
		(2)	Act as liaisons between employees, accounting service
			centers, and the Office of Financial Policy.

	n.	Employees.
		
		(1)	Meet travel charge card obligations in a proper and timely
			manner pursuant to 5 CFR, Part 2635, “Standards of Ethical
			Conduct for Employees of the Executive Branch,” or be subject to
			appropriate disciplinary action such as reprimand, suspension, or
			dismissal.
			
		(2)	Report lost or stolen travel charge cards to the travel
			charge card contractor and local travel office or travel charge
			card program coordinator immediately.

		(3)	Notify the local travel office or travel charge card program
			coordinator when they resign, retire, or transfer to another
			Agency.
		(4)	Immediately upon transferring to another duty station within
			DOE, obtain the new supervisor’s signed approval to transfer the
			travel charge card account to the new duty station and forward
			the approval to the travel charge card program coordinator at the
			new duty station.
			
6.	REFERENCES.
	
	a.	10 CFR 1060, Payment of Travel Expenses of Persons Who are
		Not Government Employees.
		
	b.	41 CFR 300–304, Federal Travel Regulation.

	c.	Title XXXII of P.L. 106-65, National Nuclear Security
		Administration Act, as amended.

	d.	5 U.S.C. 5703, Per Diem, Travel, and Transportation
		Expenses; Experts and Consultants; Individuals Serving Without
		Pay.

	e.	DOE O 440.2B, Aviation Management and Safety, dated
		11-27-2002.

7.	CONTACT. Questions concerning this Order should be addressed to
	the Office of Financial Policy at 202-586-4860.
	
BY ORDER OF THE SECRETARY OF ENERGY:
						CLAY SELL
						Deputy Secretary

ATTACHMENT 1. DOE ELEMENTS TO WHICH DOE O 552.1A IS APPLICABLE
						  
Office of the Secretary
Departmental Representative to the Defense Nuclear Facilities
Safety Board
Energy Information Administration
National Nuclear Security Administration
Office of the Chief Financial Officer
Office of the Chief Information Officer
Office of Civilian Radioactive Waste Management
Office of Congressional and Intergovernmental Affairs
Office of Counterintelligence
Office of Economic Impact and Diversity
Office of Electricity Delivery and Energy Reliability
Office of Energy Efficiency and Renewable Energy
Office of Environment, Safety and Health
Office of Environmental Management
Office of Fossil Energy
Office of General Counsel
Office of Hearings and Appeals
Office of Human Capital Management
Office of Inspector General
Office of Intelligence
Office of Legacy Management
Office of Management
Office of Nuclear Energy, Science and Technology
Office of Policy and International Affairs
Office of Public Affairs
Office of Science
Office of Security and Safety Performance Assurance
Secretary of Energy Advisory Board
Bonneville Power Administration
Southeastern Power Administration
Southwestern Power Administration
Western Area Power Administration