Common use of Change from Per Diem Allowance to Actual Expenses Clause in Contracts

Change from Per Diem Allowance to Actual Expenses. A. Advance Authorization. An employee scheduled to travel in an area, for which a per diem allowance is prescribed, may request advance authorization for travel on the basis of actual expenses. Any such request will normally be approved when the supporting justification showing warranted circumstances for the request meet Agency-wide guidelines. B. Post Approval. Reimbursement for actual expenses allowable under law and/or government wide rules and regulations will normally be authorized on a post approval basis if the employee can justify that prudent expenses required by the ordered travel exceeds (as defined by Agency-wide guidelines) the prescribed per diem rate. This provision applies only to travel involving assignments of 30 calendar days or less. C. While employees are assigned to training or duty away from their regular duty station, they may elect to return home during non-workdays or non-work hours. In such cases, they will be reimbursed for travel expenses not to exceed the amount reimbursable had employees remained at the temporary duty station. However, if there is a personal or family emergency, such as the death or serious illness of a member of the traveling employee’s family or individual related by affinity; or, a catastrophic occurrence or impending natural disaster, such as fire or flood which directly affects the traveling employee’s home, requiring the employee to return to their principal residence, the Agency will pay the reasonable costs (including transportation and per diem) of the traveling employee returning to their principal residence. D. A copy of official SSA travel regulations will be made available for employees to review upon request. The Agency will inform employees of the appropriate website for travel regulations and tax implications for long term details. E. When an employee in travel status is injured or becomes ill and is expected to remain so for at least three (3) days, the Agency will reimburse the employee for expenses incurred in returning to the employee's normal duty station. In accordance with the provisions of Article 31, a Medical Certificate may be required. Allowances for expenses will be paid in accordance with applicable Federal Travel Regulations.

Change from Per Diem Allowance to Actual Expenses. A. Advance Authorization. An employee scheduled to travel in an area, for which a per diem allowance is prescribed, may request advance authorization for travel on the basis of actual expenses. Any such request will normally be approved when the supporting justification showing warranted circumstances for the request meet Agency-wide guidelines. B. Post Approval. Reimbursement for actual expenses allowable under law and/or government wide rules and regulations will normally be authorized on a post approval basis if the employee can justify that prudent expenses required by the ordered travel exceeds (as defined by Agency-wide guidelines) the prescribed per diem rate. This provision applies only to travel involving assignments of 30 calendar days or less. C. While employees are assigned to training or duty away from their regular duty station, they may elect to return home during non-workdays or non-work hours. In such cases, they will be reimbursed for travel expenses not to exceed the amount reimbursable had employees remained at the temporary duty station. However, if there is a personal or family emergency, such as the death or serious illness of a member of the traveling employee’s family or individual related by affinity; or, a catastrophic occurrence or impending natural disaster, such as fire or flood which directly affects the traveling employee’s home, requiring the employee to return to their principal residence, the Agency will pay the reasonable costs (including transportation and per diem) of the traveling employee returning to their principal residence. D. A copy of official SSA travel regulations will be made available for employees to review upon request. The Agency will inform employees of the appropriate website for travel regulations and tax implications for long term details. E. When an employee in travel status is injured or becomes ill and is expected to remain so for at least three (3) four days, the Agency will reimburse the employee for expenses incurred in returning to the employee's normal duty station. In accordance with the provisions of Article 31, a Medical Certificate may be required. Allowances for expenses will be paid in accordance with applicable Federal Travel Regulations.