Planning for the Trip - The Travel Authorization and Cost Estimates

1. Determine the purpose of the trip, length, destination(s), dates of departure and return, and whether a vehicle is needed while at your destination.
2. Fill out a Travel Authorization (TA). This is the official authorization from your manager/supervisor to take the trip. Get the TA signed by your manager/supervisor and routed for other necessary approvals.
3. Information you will need for the TA:

Fares for air or train transportation, and/or mileage:

• GSA negotiates special reduced rates with airlines called Airline City Pair. The rates and schedules are listed at www.gsa.gov/citypair.
• Mileage rates for using privately owned vehicles (POV) are listed at www.gsa.gov/mileage.
• Check with your TMC for train transportation rates.

Travelers are reimbursed based on the following methods of reimbursement:

1. Per Diem:

• Lodging: Rates vary by location. To find per diem rates at the location(s) you will travel, visit www.gsa.gov/perdiem. Lodging taxes are reimbursable. A few states may honor federal tax exemption. Before leaving for travel make sure to view a copy of each state tax letter, visit www.gsa.gov/gsasmartpay. Click on "Agency Information" then "State Tax Letter". A state tax letter will let you know whether the state has granted state tax exemption for lodging on your individually billed travel charge card account. Be aware that some states may not grant exemption from state taxes. You may also check for state tax exemption forms at www.gsa.gov/statetaxforms.
• Meals and Incidental Expenses (M&IE): The allowance for meals and incidental expenses, such as tips and transportation between place of business and lodging are reimbursable. Refer to www.gsa.gov/travelpolicy and FTR 301-11, Per Diem Expenses, for more information.

2. Actual Expenses:

• In situations where normal per diem rates are not sufficient to cover costs, actual expenses are allowable. This method of reimbursement must be approved ahead of time on your Travel Authorization (TA). Refer to FTR 301-11.303, Actual Expense, for reimbursement on actual expenses.

3. Conference Attendance:

• Special rates apply for attendance at conferences. These rates must be indicated on the TA and approved ahead of time. Refer to FTR 301-74, Conference Planning, www.gsa.gov/ftr.
• Advanced payment of a conference or training registration fee may be reimbursed as soon as your TA has been approved for the event and once you have submitted a proper travel claim/voucher for the expenses incurred. Refer to FTR 301-74.25, Conference Attendees, www.gsa.gov/ftr.