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Travel
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Records of the White House Office of the Deputy Chief of Staff (Reagan Administration)
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Ronald Reagan Presidential Library
Digital Library Collections
This is a PDF of a folder from our textual collections.
Collection: Deaver, Michael
Folder Title: Travel
Box: 58
To see more digitized collections
visit: https://reaganlibrary.gov/archives/digital-library
To see all Ronald Reagan Presidential Library inventories visit:
https://reaganlibrary.gov/document-collection
Contact a reference archivist at: [email protected]
Citation Guidelines: https://reaganlibrary.gov/citing
National Archives Catalogue: https://catalog.archives.gov/
THE WHITE HOUSE
WASHINGTON
file
February 14, 1983
MEMORANDUM FOR MICHAEL K. DEAVER
DEPUTY CHIEF OF STAFF AND
ASSISTANT TO THE PRESIDENT
FROM:
COUNSEL TO THE PRESIDENT ESIDENT
FRED F. FIELDING
SUBJECT:
Spouses' Travel - Air Force One
It is my strong recommendation that any wives' traveling
to California on Air Force One for the Queen's visit
should be charged commercial air fare plus $1.00.
I am mindful that the President can invite anyone he
wants to travel as his guest aboard Air Force One.
However, I anticipate that this trip will be subject to
careful scrutiny as to cost, etc. "At a time of high
unemployment, budget cuts, cutbacks on programs for
the poor
The Reagan Administration lavishly spent
$
=
In this atmosphere it is just not worth
getting into a public debate over the official nature of
the wives' trips, or whether they were guests of the
President. Rather, I suggest their travel be treated in
accordance with normal procedures for unofficial travel
on military aircraft.
THE WHITE HOUSE
WASHINGTON
August 19, 1982
Pat
MEMORANDUM FOR:
ASSISTANTS TO THE PRESIDENT
FROM:
JAMES A. BAKER, III JABIM
SUBJECT:
TRAVEL BUDGETS
In order to meet the demands of the President's travel, we
are forced to freeze all staff travel, (other than with the
President), until the end of September. Available travel
funds assigned to staff offices will be shifted to the
Presidential travel fund.
Requests for exceptions to this policy should be forwarded
to me for approval via John Rogers' office.
Thank you.
THE WHITE HOUSE
WASHINGTON
March 16, 1982
MEMORANDUM FOR:
SENIOR STAFF
FROM:
JOHN F. W. ROGERS
DEPUTY ASSISTANT TO THE PRESIDENT
FOR MANAGEMENT
SUBJECT:
GUIDELINES FOR EXPENDITURE OF THE
ENTERTAINMENT ALLOWANCE FOR THE
EXECUTIVE OFFICE OF THE PRESIDENT
Congress has authorized and appropriated a modest sum to the
White House Office for official entertainment expenses of the
Executive Office of the President. The allowance is available
to cover expenses of those elements of the EOP which do not
have expense allowances included in their own appropriations
accounts; that is, the White House Office, Domestic Policy
Staff, National Security Council, Council of Economic Advisers,
and the Office of Administration.
Procedures for Drawing on the Funds
Because the fund is appropriated as part of the White House
Office account, all expenditures from it must be processed
through the White House Administrative Office.
Advance approval from my office is required before a planned
function can be funded from the account. Requests for approval
should be accompanied by a- cost estimate.
Incidental entertainment expenses for which reimbursement is
sought should be forwarded to the Administrative Office, Room 1,
together with a receipted bill, a description of the purpose
and nature of the entertainment, and a description of the
category of guests.
Reimbursement may be declined if funds are not available or the
entertainment is inconsistent with the guidance given below.
Entertainment
Page 2
Use of Entertainment Funds
1.
Appropriated funds may not be used for entertainment unless
specifically appropriated for that purpose, 43 Comp. Gen. 305.
Nor may funds appropriated to one agency for that purpose be
transferred to another.
2.
Entertainment funds are not intended for the benefit of
government officers or employees. Thus, they may not be used
to pay for the cost of meals, theater tickets or other
entertainment for federal officials but only for their non-
government guests. There are two exceptions:
a.
If a reception or similar event is scheduled for
the purpose of entertaining non-government guests,
the entire amount may be charged as entertainment
expenses without deducting the cost of government
officials who are present.
b.
If support staff who are not customarily expected
to work overtime are required to work during
dinner, entertainment funds may be used to provide
them something to eat.
3.
Entertainment funds expended should be proportionate to the
circumstances and the identity of the guest, keeping in mind
this Administration's commitment of frugality in government.
For example:
Meetings should not be scheduled for lunchtime if
a morning coffee and danish session would be as
productive.
Lunch or dinner expenses appropriate to a one-time
only foreign visitor may be considered excessive
with respect to a businessman who meets regularly
with government officials.
Efforts should be made to minimize the costs of
receptions being planned by using government
facilities or food service or by considering
cost in selecting the food and beverages to be
served.
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
July 20, 1982
TO:
JOHN ROGERS
DEPUTY ASSISTANT TO THE PRESIDENT
FOR MANAGEMENT
FROM:
MICHAEL K. DEAVER
ASSISTANT TO THE PRESIDENT MICH
DEPUTY CHIEF OF STAFF
SUBJECT:
Claim for Reimbursement
RE: White House Staff Mess statement DEAV-00
July 12, 1982
Reimbursement is requested for the following charges:
June 29, 1982 - Lunch $8.15 1/2
Lunch attended by Ambassador
Nicholas Henderson, British Embassy.
Purpose: Follow-up critique on the
President's trip to London, June 1982.
June 30, 1982 - Lunch $8.75 1/2
Lunch attended by Mr. Wm Plante - CBS
Purpose: Issues Interview.
Thank you.
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
February 1, 1982
TO:
NATIONAL SECURITY COUNCIL
FROM:
MICHAEL K. DEAVER
SUBJECT:
Out-of-Town Travel
In accordance with your memorandum dated August 24, 1981,
Subject: National Security Planning Group Locator, the
following information is submitted concerning proposed
out-of-town travel for the month of February 1982:
February 8th - Minneapolis, MN
Des Moines, Iowa
February 14 thru 21:
France
Italy
Austria
Belgium
Ireland
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
September 29, 1981
TO:
National Security Affairs Office
FROM:
MICHAEL K. DEAVER BP
SUBJECT:
Proposed Out-of-town Travel
In accordance with your memorandum dated August 24, 1981,
Subject: National Security Planning Group Locator, the
following information is submitted:
October 18th - Williamsburg
October 21 thru 24 - Cancun, Mexico
THE WHITE HOUSE
WASHINGTON
August 24, 1981
Pat
pholo
MEMORANDUM FOR THE SECRETARY OF STATE
THE SECRETARY OF DEFENSE
THE COUNSELLOR TO THE PRESIDENT
THE DIRECTOR OF CENTRAL INTELLIGENCE
THE CHIEF OF STAFF TO THE PRESIDENT
THE DEPUTY CHIEF OF STAFF TO THE PRESIDENT
SUBJECT:
National Security Planning Group Locator
It is requested that your office routinely provide the
White House Situation Room at the end of each month your
proposed out-of-town travel schedule for the next 30-day
period. This is required for the scheduling of meetings
of the group. City name and telephone numbers are
requested.
FOR THE PRESIDENT:
annual Richard V. Allen V Open
Assistant to the President
for National Security Affairs
WH
THE WHITE HOUSE
WASHINGTON
October 2 , 1981
MEMORANDUM FOR:
ALL WHITE HOUSE AND EOB STAFF
FROM:
JOHN F. W. ROGERS
SPECIAL ASSISTANT TO THE PRESIDENT
FOR ADMINISTRATION
SUBJECT:
WHITE HOUSE TRAVEL POLICY AND TRAVEL
AUTHORIZATION FORM
1.
Travel Policy
Attachment A to this memorandum is a statement of policy, effective
October 1, 1981, regarding White House travel. It establishes the
authorities and limitations on expenses that can be paid from official
appropriated funds.
2.
New Travel Authorization Form
Attachment B is a copy of a revised Travel Authorization form which
should be used for all travel by White House staff, effective
immediately. The actual form is multiple-copy, and stocks of the
form have been provided to the administrative contact in each office.
Additional stocks of the forms are available in the Supply Room. All
previous travel authorization forms are obsolete and should not be
used. Instructions for the use of this form are provided below.
General
A travel authorization must be fully completed in advance for every
trip taken by White House staff. A request for authorization must not
be submitted on a photocopied facsimile, but rather a true form must
be used as the various colored copies are required for different
purposes and a unique serial number is necessary to maintain reference
to a particular trip. (The numbers need not be submitted in sequential
order.)
Procedures
1.
The traveler must completely fill out sections 1 through 8 of the
form. Authorizations submitted for approval which are not completely
filled out will be returned without approval.
2.
The traveler and department head must sign in section 6, and then
submit the authorization to the Special Assistant to the President for
Administration.
Travel
Page 2
3. If government-paid airline tickets are required, the approved
authorization is presented to the transportation office, Room 88,
OEOB, where the GTR number and fare cost will be noted in section
nine.
4. Forward accounting copy (blue), and advance of funds copy
(yellow) to the Administrative Office, Room 1, OEOB.
5. If a cash travel advance is required, the approved form must
be presented in person in Room 1, OEOB, to pick up and sign for the
cash advance.
6. When the traveler returns from the trip, a voucher. must be
filed and the original (front copy) of the form must be included
with the voucher.
7.
Disposition of copies:
-
Original copy (white) - Return this copy with voucher upon
completion of travel.
-
Accounting copy (blue) - This copy will be used as an
obligating document.
-
Administrative Office copy (white) - This copy will be
retained by the Special Assistant to the President for
reference.
-
Advance of Funds copy (yellow) - This copy will be
retained with the imprest fund if a travel advance is
provided and attached to the voucher and schedule when
the advance is deducted from the traveler's entitlement.
-
Originating Office copy (green) - This copy may be
retained in the traveler's personal records.
-
Transportation Office copy (pink) - This copy will be
retained by the Transportation Office and attached to
the semi-monthly ticket report.
Attachments
ATTACHMENT A
TRAVEL POLICY FOR WHITE HOUSE OFFICE
1.
Travel Authorization
A fully completed travel authorization must be submitted to the
Special Assistant to the President for Administration for approval
prior to all trips (including political trips). All applicable
information must be shown on the authorization and it must be
signed by the traveler and the department head.
2.
Transportation
Itineraries, routing and ticketing for air and rail transportation
is provided by the transportation office in Room 87, OEOB. Official
travel will utilize the most economical fares possible, including
government contract fares and other special discounts. Travelers
desiring different routing, alternate carriers or a higher class of
service for personal reasons must pay any additional fare above the
minimum resulting from their deviation from the authorized routing.
Commercial travel agents shall not be utilized to obtain tickets,
as government discounts are not available to such agents.
Ground transportation, such as taxis, limousines, etc., will be paid
on the traveler's voucher. It is not necessary to obtain a receipt
if the cost is $15.00 or less, however, charges over $15.00 must be
supported by a signed receipt. If a rental car is used, the collision
damage waiver cannot be paid by the government, and will be deducted
from the traveler's voucher if billed. (The government is self-insured
and official travelers will be covered against liabilities arising from
their conduct of official business.)
3.
Per Diem Expenses
Travelers will be reimbursed for their out-of-pocket expenses for
meals and other miscellaneous costs according to the allowance
prescribed below:
A.
Travel with The President
When a person is traveling with The President (or in
connection with the travel of The President), their
hotel room charges will be paid directly by the
White House. Any meals or other incidental charges
to a room must be paid by the individual while checking
out of the hotel. All charges for such incidentals,
if billed to the White House, will be deducted from
the traveler's voucher. Travelers will be reimbursed
for their meals and miscellaneous expenses at a daily
per diem rate of $23.00. The actual payment will be
based on the number of quarter-days the traveler is
away.
Travel Policy for WH Office
Page 2
B.
Travel other than with The President
Any officially approved travel that is not in connection
with travel of The President will be paid in accordance
with the standard government-wide Federal Travel
Regulations as promulgated by the General Services
Administration. The statutory maximum that may be
paid under these regulations is $75.00 per day,
including the cost of lodging. The travel voucher
for such travel must show an itemization of the indivi-
dual meal and lodging costs, so that the proper reimburse-
ment can be computed. (Note: the back of the voucher
form is designed so that the individual meal and lodging
costs can be listed in a single line. Pocket-size note
pads for recording travel expenses are available from the
Administrative Office, Room 1, OEOB, to assist travelers
in maintaining accurate records of expenses while
traveling.) Hotel charges not in connection with travel
of The President should not be billed directly to the
White House, but should be paid by the traveler. If such
a bill is received by the White House, the charges in
excess of the allowable maximum will be deducted from the
traveler's reimbursement.
4.
Leave While Traveling
Taking leave while traveling is strongly discouraged as it creates
the appearance of using government funds for personal benefit. If
leave is taken while traveling, no expenses can be paid for the
period of leave.
5.
Mixed Official and Political Travel
Official funds can be used to pay only travel that is 100% official.
If a particular trip contains even the slightest bit of political
activity, it must be financed in its entirety from political com-
mittee travel funds. This applies to independent travel by staff
and does not apply to Presidential trips.
ATTACHMENT B
THE WHITE HOUSE OFFICE
OFFICIAL TRAVEL AUTHORIZATION
No. 0008
(TRAVELER TO COMPLETE SECTIONS 1-8.)
Date of Request
1.
TRAVELER
Name:
White House Staff
Extension:
Room:
Other
2.
PURPOSE(S) and DATE(S):
3. ITINERARY
(List all cities where stopover occurs.)
4.
DEPARTURE:
RETURN:
Date:
Date:
Time:
Time:
Mode:
Mode:
5.
NATURE:
100% Official
100% Political
6.
SIGNATURES:
Traveler:
(1 have read and agree to the terms set forth on the reverse side)
Department Head
Approving Officer
(Special Assistant to the President for Administration)
7.
ESTIMATED COSTS:
SPECIAL EXPENSES:
No. of Days Per Diem
Registration Fee of $
Hotel Name
Commercial Car Rental
Hotel Daily Rate $
Excess Baggage
Other
Other
8.
TRAVEL ADVANCE REQUESTED:
YES
No
Amount: $
Signature of Recipient:
Date:
REPAID:
Amount
Date
Schedule
Balance this trip
9.
FOR TRANSPORTATION OFFICE USE ONLY:
GTR No.
Amount $
(8/13/81)
ORIGINAL (Return with Voucher)
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
August 24, 1981
MEMORANDUM FOR THE WHITE HOUSE STAFF
FROM:
FRED F. FIELDING
COUNSEL TO THE PRESIDENT
SUBJECT:
Acceptance of Transportation and
Travel-Related Expenses
The following discussion is designed to provide general
guidance regarding the circumstances under which you may or
may not accept travel-related expenses (transportation,
lodging, food, entertainment), or reimbursement of same.
Since such situations are often unique, guidelines must be
general in scope. You are, however, strongly urged to seek
specific advice in regard to any proposed trip prior to
accepting the invitation or request.
A. Official Travel
In each instance for which you will seek Govern-
ment payment of expenses, approval shall be
obtained from the Special Assistant to the
President for Administration prior to acceptance
of the invitation or request.
Whenever you are traveling on official business of
the Government, traveling to attend a function or
give a speech as the representative of the White
House or the Administration, all travel-related
expenses must be paid from appropriated funds.
These funds may be from the White House Office
appropriations, or the appropriations of a par-
ticular Department or Agency, depending on the
circumstances of your travel.
There is one major exception to this general rule.
If you are traveling to attend a training sem-
inar, meeting or conference sponsored by a non-
profit organization granted tax-exempt status
under the law (Section 501 (c) (3) of the Internal
Revenue Code), that organization may pay for your
2
normal, reasonable travel expenses under most
circumstances unless the acceptance of such
expenses creates an actual or apparent conflict of
interest with your official duties. Such payment
shall never be solicited by a staff member. In
each instance where such an offer of payment or
reimbursement is made, you should check with the
Counsel's office before acceptance of the invitation
for a determination of (a) the tax exempt status
of the organization , and (b) the propriety of
accepting the proferred expenses.
You may, of course, accept food or refreshments of
nominal value in the ordinary course of your
meeting or while in attendance at functions where
you are otherwise properly in attendance. Likewise,
it is acceptable to stay at the private residence
of your host if this would be appropriate under
the circumstances of your visit.
Ordinarily, all official travel should be on
commercial transportation. In a very unique
circumstance, where private or chartered aircraft
or other means of transportation is the only
transportation available the individual or cor-
poration providing the transportation must be
reimbursed. In this regard, please bear in mind
that this restriction generally prohibits accepting
free transportation while on official business if
someone offers you a ride on a private plane that
is otherwise going to the same destination as
yours.
B.
Official Travel Abroad
Normally, the U.S. Government should pay the cost
of official travel abroad. However, the Foreign
Gifts and Decorations Act, 5 U.S.C. $7342, permits
a Government official to accept transportation and
lodging while abroad from a foreign government or
international governmental organization if
refusal to accept would embarrass the foreign
government or the United States. This does not
permit acceptance of travel expenses to or from
the United States.
The rules applicable to officials also apply to an
accompanying spouse except that Government funds
may not be used to pay for the spouse's transportation
to or from the United States nor may a foreign
government do so.
3
C.
Travel on Political Campaigns
If an official travels for a political committee
or on behalf of a particular candidate, Government
funds may not be used to cover travel or lodging
expenses. These should be paid by the appropriate
committee or campaign fund.
The Federal Election Commission has detailed rules
on allocating costs when a trip combines both
political and official activities. Staff should
consult the Counsel's Office before undertaking
such trips.
D.
Personal Travel
It is sometimes difficult to determine whether
travel to and attendance at a particular event
should be deemed to be "official" travel or
personal travel. Very often you may be invited to
attend a conference or meeting or to make a
presentation where the circumstances do not make
clear whether the invitation is being issued to
you in your private or official capacity. Like-
wise, there are some instances where you may wish
to attend a meeting, but you would not normally be
officially requested or directed to attend.
As a rule of thumb, if your travel is in further-
ance of your official duties or the Administration's
policies, it should be considered as "official"
travel for purposes of determining whether you may
accept expenses. If not, your travel may be
deemed personal.
When your travel is not official, but for personal business
or pleasure, the law provides that you may not accept or be
reimbursed for normal, ordinary travel expenses from non-
Government sources if the individual or organization so
providing it:
1)
has, or is seeking to obtain, contractual
or other business relations with your agency;
2)
conducts business or activities that are
controlled or regulated by your agency;
3)
otherwise has interests that may be sub-
stantially affected by the performance or
non-performance of your official duty.
4
In the case of all White House personnel, these prohibitions
must be scrupulously observed. If there is any doubt as to
the appropriateness of accepting travel expenses or reim-
bursement, it must be resolved in favor of not accepting.
These limitations do not apply when the gift of transportation
or travel expenses is a result of an obvious friend of the
family or close personal relationship, and it is clear that
the relationship is the motivation for the gift. Again, any
doubt must be resolved in favor of not accepting. Remember
that the appearance of a conflict often creates far greater
problems and embarrassment than a true conflict.
Some other rules of thumb in regard to personal travel:
You may accept normal and reasonable expenses in
connection with travel to receive a personal award
or honor, if not otherwise proscribed by the
business activity of the individual or organization.
If you hold an official position in a professional
organization, or serve on a board or committee,
you may accept reimbursement for travel expenses
while attending meetings if reimbursement of such
expenses is customary for others in similar
positions, and the position is personal to you
rather than by virtue of your position in the
White House.
Except under the most unusual or special cir-
cumstances, travel on corporate aircraft shall not
be accepted. This is a constant and recurring
source of embarrassment to Government officials.
Questions of legality aside, you should not
accept any gift of travel expenses which you are
not willing to have discussed in the press.
E.
Travel Expenses of Spouse/Family Members
Except in the most unusual circumstances, Govern-
ment funds are not available to cover the travel
expenses for a spouse or other family member
accompanying a staff member on official business.
Such expenses may not be accepted from the sponsor
of the event you are attending, or from any third
party, except under those few circumstances where
a personal gift would be acceptable.
Other than on official Government-paid travel, in
evaluating whether travel expenses of your spouse
or other family members may be accepted, you must
be guided by the same restrictions that are
5
applicable to your acceptance of such expenses or
reimbursement. You must always be alert to avoid
embarrassing appearances and if you accept such
reimbursement, the amount must appear to be
reasonable.
F.
Honoraria
In connection with travel, it is the policy of the
Adminstration that White House personnel should
not accept an honorarium for any speaking, teaching,
writing or appearance, on a subject which is in
any way related to your official position, or to
the operations or activities of the White House or
the Administration. Further, you may not designate
a charity to receive such honoraria.
This restriction does not preclude the acceptance
of a personal award, honorary degree, etc., or
from accepting a suitable memento of a function in
which you were honored.
G.
Public Reporting Requirements (Not applicable to
all Staff Members)
Subject to certain exclusions you are required to
report, on Schedule C of your annual Financial
Disclosure Report (SF 278), "Gifts and Reimburse-
ments," the source, description and approximate
value of gifts of transportation, lodging, food,
and entertainment aggregating $250 or more in the
preceding year from one source which were received
by you, your spouse or dependent children, or the
reimbursement for the same.
H.
Additional Information
If you have any questions regarding the propriety
of accepting transportation and/or travel-related
expenses, you are urged to contact the Office of
the Counsel to the President for further guidance.
Except in emergency situations, such consultations
and clearance should be obtained prior to accepting
an invitation or request to travel.
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
February 4, 1981
TO:
ALL WHITE HOUSE STAFF
FROM:
ART PETTIPAS
ACTING CHIEF, ADMINISTRATIVE OFFICE
SUBJECT:
TRAVEL GUIDELINES
Attached is a set of general guidelines covering official,
mixed and political travel by White House Staff members.
Please note that these are not detailed procedures, but
rather a statement of the fundamental principles and
responsibilities associated with such travel.
Names and phone numbers of specific individuals to be
contacted for further details are contained on the last
page of this memo.
Thank you.
INDEX
PAGE
I.)
DEFINITIONS
1
1) Official Travel
2) Political Travel
3) Individual Travel
4) Presidential Travel
5) Mixed Trips
6) Advance persons
7) Sponsor
II.) INTRODUCTION
2
-To Whom Applicable
-Underlying Principles
III.)
GENERAL RESPONSIBILITIES
3
1) Familiarity with regulations
2)
Time Records
3) Financial Records
4) Gifts of Travel Expenses
5) Use of Government Resources
IV.)
INDIVIDUAL TRAVEL
4
1) General
2) 100% Political Travel
3) Mixed
V.)
PRESIDENTIAL TRAVEL BY ADVANCE PERSONS 5
1) Prepayment Policy
2) Estimate of Expenses
3) Non-receipt of Prepayment
4) RNC Apprised of Trips
5) Advance Persons Apprised of Rules
6) Timekeepers Apprised of Political Travel
VI.
TRAVEL VOUCHER PREPARATION
6
VII. CONTACTS
7
-White House Accounting
-White House Travel
-White House Counsel
-Vice President's Counsel
-RNC
-Campaign Committee
I.
DEFINITIONS
1) Official Travel is travel strictly to carry out
assigned duties for the Federal Government.
2) Political Travel: Travel relating to or on behalf
of political candidates or political organizations.
3) Individual Travel: Personal or political travel by
a White House Staff member unrelated to any Presidential
travel.
4) Presidential Travel: Any travel in advance of, with
or in conjunction with the President.
5) Advance Persons includes all scheduling advance, press
advance, or First Lady's advance, regular White House
Staff, SBA consultants, volunteers or detailees who
work on a Presidential trip.
6) Sponsor: Whoever is paying for a political event, be
it the campaign, the RNC, a local party organization,
or a local candidate's campaign organization.
1
II. INTRODUCTION
These guidelines outline general policies on official
and political travel, and designate offices and in-
dividuals responsible for various administrative
facets of such travel.
These guidelines apply to White House staff members
and consultants (except Travel Office personnel).
They do not apply to the U.S. Secret Service, the
White House Communications Agency or other military
support personnel.
In general, the underlying principles are:
1) On "individual travel" (i.e. non-Presidential
travel) involving political activities, it is
up to the individual traveler to make their
own arrangements and obtain their own re-
imbursement.
2) It is each individual's personal responsibility
for avoiding any possible violations of Federal
laws or regulations covering activities of
government employees.
3) One designated individual in the Advance/
Scheduling Office will coordinate all admini-
strative facets of Presidential trips.
4) Political sponsors will generally be required
to pay in advance to assure prompt settlement.
5) No political expenses will be charged to or
paid by the government.
6) Allocation of political and official portions of
mixed travel will be based on "hard event time".
2
III. GENERAL RESPONSIBILITIES
Each traveler is individually responsible for:
1) Familiarity with the Hatch Act, Federal Election
Commission regulations, government travel reg-
ulations, White House Standards of Conduct,
other government regulations, and for seeing that
they do not violate nor inadvertently contribute
to a violation.
2) Keeping sufficient time records to establish that
all time for which they are paid by the government
involved official activities, and if paid at a
rate under Level V, advising their timekeeper to
place them in leave status if engaged in unofficial
activities during periods for which they would other-
wise be compensated.
3) Keeping track of all expenses incurred and for
promptly turning in expense reimbursement and
compensation claims along with receipts to the
appropriate office.
4) Not charging any political expenses to the White
House. Any such charges may be deducted from the
staff member's salary.
5) Not accepting gratuitous travel, lodging, or other
support from any entity except as described in the
White House Standards of Conduct or otherwise
permitted by the F.E.C. and/or approved by Counsel.
Particular care must be taken with offers of private
aircraft.
6) Seeing that no government time, equipment, materials,
facilities, services, funds or credit are used to
support political activities.
7) Knowing whether a trip is 100% official, 100% political
or mixed.
3
IV.
PERSONAL TRAVEL
(i.e. on individuals own behalf, un-related to a
Presidential trip)
1) General:
No White House issued tickets (unless paid for
personally), cash advances, or direct charges
may be used for any political travel.
All such individual political travel should be
cleared in advance with the sponsor who is ex-
pected to pay. The campaign and the RNC have made
it clear that their prior approval is a pre-
requisite to their payment of any travel expenses.
2) 100% Political Travel:
Traveler will personally either arrange for pay-
ment of all costs by the political sponsor, or
else pay for all expenses personally, and seek
reimbursement from the political sponsor.
Claims for reimbursement should be submitted
directly to the political sponsor.
3) Mixed Political/Official Travel:
Each traveler must pay for expenses themselves
and submit claims for reimbursement to the White
House Administrative Office along with details of
all political and official activities.
Each traveler is responsible for documenting the
political vs. official division of the time
based on hard event time, conferring with the
Administrative Office if desired.
The Administrative Office will promptly apportion the
expenses and forward a statement of the political share
back to the traveler, who will seek reimbursement
directly from the sponsor.
4
V.
PRESIDENTIAL TRAVEL BY ADVANCE PERSONS
The Scheduling/Advance Office shall designate one
individual who shall have cognizance and control
over all administrative facets of Presidential
travel by advance persons.
This individual shall be the one White House focal
point for all administrative facets of the trip
and perform all liaison between advance persons,
White House Accounting, and, if possible, the sponsor.
This individual signs off on all travel requests,
bills and claims for expenses or compensation before
forwarding to White House Administrative Office or
the sponsor. He or she is also responsible for returning
any incomplete travel vouchers and obtaining information
on bills which are not clear.
The individual designated will, in addition, be re-
sponsible for assuring that:
1)
A political sponsor is advised of pre-payment
policy.
2)
An estimate of expenses is prepared and trans-
mitted to the sponsor (s) and the RNC, if applicable,
in a timely fashion.
3)
Counsel's Office is advised if pre-payment is
not received by the RNC one week prior to trip.
4)
The RNC is apprised of all political trips (except
campaign) to prepare them for sorting out bills
they may receive, and eventual disbursement of
prepaid funds.
5)
All advance persons are properly advised of general
rules applicable to all travelers, particularly
that no political expenses will be charged to the
White House, and that the proper form is submitted
for claims for compensation and expenses within 15
days after the trip.
6)
Timekeepers of advance persons performing political
travel are apprised of the dates on which such travel
is performed and that they are placed in a leave
status for those days.
7)
The breakdown of official vs. political time on a
mixed trip plus the designation of who is political
and who is official is received by the Accounting
Office within 15 days after completion of a trip.
VI. TRAVEL VOUCHER PREPARATION
The following is a list of guidelines to help in
expediting payment of your travel vouchers.
- Authorization must be obtained from John Rogers
prior to all travel.
- Prepare travel vouchers in triplicate.
- Show exact times of departure and arrival at all
points.
- Items covered as per diem include hotel, meals,
tips, fees, etc.
- Receipts must be attached for all expenses over $15
and noted on voucher.
- We do not reimburse for any insurance coverages on
auto rentals.
If you have any problems computing the per diem or
actual expenses call Suzanne Shean for assistance: x2500.
6
VII. CONTACTS
Approvals
John Rogers
-official or mixed travel
WW/WW GFL
x7052
requests, and approvals
White House Accounting Office
Art Pettipas or
-Claims for reimbursement
Suzanne Shean
Room 1, OEOB, x2500
-Administrative/procedural
questions
White House Travel Office
Bob Manning or Billy Dale
-Arrangements for official
Room 87, OEOB, x2250
travel after prior approval
-Arrangements for other
travel paid for personally
by traveler
White House Counsel's Office
Fred E. Fielding
-Legal questions/White
Room 106, OEOB, x7866
House policies/FEC regula-
tions
7
THE WHITE HOUSE
WASHINGTON
February 3, 1981
MEMORANDUM FOR:
THE WHITE HOUSE STAFF
SUBJECT:
Federal Travel Allowances and Preparation
of Necessary Travel Forms
1.
The provisions of this Memorandum apply to all official
travel performed by members of the White House Staff.
2.
Travel Authorizations (Available in Supply, Room 082, OEOB)
An authorization to travel at government expense is
required to be completed in full prior to all trips.
It must be signed by your department head or deputy
and forwarded to John Rogers
for his approval.
It should then be forwarded as quickly as possible to
the Administrative Office, Room 1, OEOB, for accounting
purposes.
3.
Travel Allowances
A. Within the conterminuous United States the following
Per Diem rates apply:
1) The maximum Per Diem rate is $50 per day
except in the High Rate Geographical Areas
(which will be covered later in this Memorandum).
The Per Diem rate shall be established on the
basis of the average amount the traveler pays
for lodging plus an allowance of $23 for meals
and miscellaneous. However, the resulting
amount rounded to the next whole dollar shall
be a daily rate not in excess of $50 per day;
2) The average cost of lodging is determined by
dividing the total amount paid for lodging during
the period covered by the voucher by the number
of nights for which lodging was or would have
been required while away from the official duty
station. Exclude from this computation the
night of the employee's return to his/her residence
or official duty station;
2
3)
No minimum allowance is authorized for lodging
since these allowances are based on actual
lodging costs. Receipts for lodging costs are
required and must be submitted along with the
Travel Voucher requesting reimbursement.
4)
Per Diem is paid in terms of quarter days.
However, for trips of 24 hours or less where
a night's lodging is not required, the Per Diem
rate is $14 and payment is requested on an actual
elapsed time basis.
NOTE: no Per Diem is allowed when the travel
period is 10 hours or less during the same
calendar day, except when the travel period is
6 hours or more and begins before 6 a.m. or
terminates after 8 p.m.
4.
High Rate Geographical Areas
A.
For temporary duty travel to or within the designated
High Rate Geographical Areas a traveler shall
automatically be placed in an actual subsistence
expense status and shall be reimbursed for the actual
and necessary subsistence expenses incurred not to
exceed the maximum rates prescribed for the particular
geographical area involved. These are uniform maximum
actual subsistence expense rates and are not subject
to change unless unusual circumstances dictate approval
of a higher rate.
The Areas involved are specified in the appendix.
5.
Actual Subsistence Expenses
A.
Actual expenses not to exceed $75 per day may be
authorized for actual and necessary subsistence
expenses during official travel when it has been
determined that the authorized maximum Per Diem
allowance ($50 per day) would be inadequate to
cover the actual and necessary expenses of the
traveler;
B.
Authorization of actual expenses would only be
granted if unusual circumstances are involved and
prior approval for actual expenses is obtained;
C.
In the event that actual expenses are approved
the traveler must provide receipts along with
his/her Travel Voucher.
3
6.
Travel to Camp David
From time to time certain staff will be invited
to Camp David. There is no charge for lodging
there. However, you are expected to pay the
White House Staff Mess for all meals you order.
If your travel to Camp David is of an official
nature, you may be reimbursed for your meals,
but only while in official travel status.
7.
Methods of Transportation
A.
Official vehicles as available will be provided
for all official local travel and should be
requested before any other means of transportation
is utilized;
B.
Taxicabs
The use of taxicabs may be allowed if authorized
or approved as advantageous to the Government;
C.
Use of Taxicabs
1)
To and From Carrier Terminals
Reimbursement will be allowed for the usual
taxicab and limousine fares, plus tips, from
common carrier or other terminal to either
the employee's home or place of business,
from the employee's home or place of business
to the common carrier or other terminal, or
between an airport and airport limousine
terminal. However, the use of taxicabs can
be restricted hereunder or a monetary limit
can be placed on the amount of taxicab reim-
bursement when suitable Government or common
carrier transportation service, including
airport limousine service, is available for
all or part of the distance involved;
2)
Between Residence and Office on the Day Travel
is Performed
Reimbursement may be authorized or approved
for the usual taxicab fare plus tip from the
employee's home to his/her office on the day
he/she departs from the office on an official
4
trip requiring at least 1 night of lodging
and from his/her home on the day of return
to the office from the trip, in addition to
taxi fares between the office and the carrier
terminal. However, in any case, prior approval
must be obtained before taxis are used in the
above situation;
3) Between Residence and Office in Case of
Necessity
Reimbursement for the usual taxicab fare
paid by an employee for travel between office
and home may be authorized or approved incident
to the conduct of official business at an
employee's designated post or duty when the
employee is dependent on public transportation
for such travel incident to officially ordered
work outside of regular working hours and when
the travel is during hours of infrequently
scheduled public transportation or darkness.
However, use of taxicabs for this purpose must
be approved or authorized before it is utilized
or claims for reimbursement will not be honored.
D.
Reimbursement for Use of Taxicabs
In addition to reimbursement of taxicab fares the
employee will be allowed reimbursement of tips in
the amount of 15¢ when the fare is $1.00 or less
or 15% of the total fare when it exceeds $1.00.
If the 15% is not a multiple of 5 the reimbursable
tip may be increased to the next multiple of 5.
Receipts are requested for any fare exceeding $5.00.
E.
Privately Owned Conveyance
The use of a privately owned vehicle will be approved
only when a determination is made that its use would
be advantageous to the Government. However, the
determination must be provided by the fact that both
the common carrier and Government owned vehicle
transportation are not feasible in the circumstance
or that transportation by these means would be more
costly to the Government. This determination shall
be based on both the direct transportation costs and
the economies which result from the more expeditious
5
and effective performance of Government business
through the use of one or another method of transpor-
tation. Additional factors in reaching determinations
are total distance of travel, number of places or
points to be visited and the number of travelers.
1)
Mileage rates
When the use of a privately owned conveyance
is authorized the reimbursement for mileage
shall be as follows:
a)
20 cents per mile for use of a
personally owned motorcycle;
b)
22.5 cents per mile for use of a
personally owned automobile;
c)
45 cents per mile for use of a
privately owned airplane.
2)
Use of Personally Owned Conveyance in Lieu
of Common Carrier
When a personally owned conveyance is used
for official purposes as a matter of personal
preference in lieu of common carrier transpor-
tation payment for such travel shall be made
on the basis of the actual travel performed
at the mileage rate authorized plus the
Per Diem allowable for the actual travel.
However, the total allowable expenses shall
be limited to the total constructive cost of
an appropriate common carrier transportation
including constructive Per Diem by that method
of transportation.
8.
Travel Voucher (SF-1012) (Available in Supply Room 082, OEOB)
A.
Standard Form 1012 is the prescribed form used for
travelers to claim reimbursement for travel expenses.
This Standard Form 1012 should be completed and
submitted along with all receipts for payment to
Art Pettipas, Chief of Accounts and Travel,
Room 1, OEOB.
6
B.
Pertinent Factors in Completing SF- 1012
1)
Time of departure and return -- except
where excursion fares are used or annual
leave is involved -- the time of departure
will not be earlier than necessary to arrive
at the first place of temporary duty at a
reasonable hour and the traveler will
return as soon as possible after completion
of his/her official business to arrive home
at a reasonable hour;
2)
Official travel begins at the time the
traveler leaves his/her home, office or
other point of departure and ends when the
traveler returns to his/her home, office or
other point at the conclusion of the trip;
3)
When the time of departure is within
30 minutes to the end of a quarter day or
the time of return is within 30 minutes
after the beginning of a quarter day
Per Diem for either quarter will not be
allowed.
9.
Trips of a Political Nature
Any member of the Staff on a trip of a political nature
will not be reimbursed by the Federal Government for
expenses incurred. Expenses incurred on such trips will
be paid for by the Republican National Committee.
Expenses for such trips should be submitted to
1. DEPARTMENT OR ESTABLISHMENT,
2. TYPE OF TRAVEL
3. VOUCHER NO.
TRAVEL VOUCHER
BUREAU DIVISION OR OFFICE
TEMPORARY DUTY
(Read the Privacy Act
PERMANENT CHANGE
4. SCHEDULE NO.
OF STATION
Statement on the back)
a. NAME (Last, first, middle initial)
b. SOCIAL SECURITY NO.
6. PERIOD OF TRAVEL
a. FROM
b. TO
TRAVELER (PAYEE)
c. MAILING ADDRESS (Include ZIP Code)
d. OFFICE TELEPHONE NO.
7. TRAVEL AUTHORIZATION
a. NUMBER(S)
b. DATE
e. PRESENT DUTY STATION
f. RESIDENCE (City and State)
10. CHECK NO.
9. CASH PAYMENT RECEIPT
11. PAID BY
8. TRAVEL ADVANCE
a. Outstanding
a. DATE RECEIVED
b. AMOUNT RECEIVED
$
b. Amount to be applied
c. Amount due Government
C. PAYEE'S SIGNATURE
(Attached:
Check
Cash)
D. Balance outstanding
12. GOVERNMENT
I hereby assign to the United States any right I may have against any parties in connection with reimbursable
Traveler's Initial
TRANSPORTATION
REQUESTS, OR
transportation charges described below, purchased under cash payment procedures (FPMR 101-7)
TRANSPORTATION
ISSUING
MODE,
POINTS OF TRAVEL
TICKETS, IF PUR-
AGENT'S
CAR-
CLASS OF
CHASED WITH CASH
(List by number below
VALUATION
RIER
SERVICE
DATE
and attach passenger
OF TICKET
AND ACCOM-
ISSUED
FROM
TO
coupon; if cash is used
(Initials)
MODATIONS
show claim on reverse
(a)
(b)
(c)
(d)
(e)
(f)
side.)
13. I certify that this voucher is true and correct to the best of my knowledge and belief, and that payment or credit has not been
received by me. When applicable, per diem claimed is based on the average cost of lodging incurred during the period covered by
this voucher.
TRAVELER
DATE
AMOUNT
CLAIMED
$
SIGN HERE
NOTE: Falsification of an item in an expense account works a forfeiture of claim (28 U.S.C. 2514) and may result in a fine of not more
than $10,000 or imprisonment for not more than 5 years or both (18 U.S.C. 287; i.d. 1001).
14. This voucher is approved. Long distance telephone calls, if any, are certified as
17. FOR FINANCE OFFICE USE ONLY
necessary in the interest of the Government. (NOTE: If long distance telephone calls
COMPUTATION
are included, the approving official must have been authorized in writing by the
$
head of the department or agency to so certify (31 U.S.C. 680a).)
a. DIFFER-
ENCES,
IF ANY
DATE
(Explain
APPROVING
and show
OFFICIAL
amount)
SIGN HERE
15. LAST PRECEDING VOUCHER PAID UNDER SAME TRAVEL AUTHORIZATION
b. TOTAL VERIFIED CORRECT FOR
a. VOUCHER NO.
b. D.O. SYMBOL
C. MONTH &
CHARGE TO APPROPRIATION
YEAR
$
Certifier's initials:
16. THIS VOUCHER IS CERTIFIED CORRECT AND PROPER FOR PAYMENT
C. APPLIED TO TRAVEL ADVANCE
(Appropriation symbol):
$
AUTHORIZED
CERTIFYING
DATE
OFFICIAL
SIGN HERE
d.
NET TO TRAVELER
$
18. ACCOUNTING CLASSIFICATION
STANDARD FORM 1012 (REV. 10-77)
1012-114
Prescribed by GSA, FPMR (41 CFR) 101-7
Complete this
INSTRUCTIONS TO TRAVELER (Unlisted items are self-explanatory)
PAGE
information
SCHEDULE
Col. (c) If the voucher includes
Com-
Col.
OF
per diem allowances for
(d) } Show amount incurred for each meal including tax and tips and daily total
if this is a
plete
thru
(g)
meal cost.
continuation
OF
sheet.
members of employee's
only
(h) Show expenses, such as: laundry, cleaning and pressing of clothes, tips to bellboys,
PAGES
EXPENSES
immediate family, show
for
porters, etc. (other than for meals).
TRAVEL AUTHORIZATION NO.
(i) Complete for per diem and actual expense travel.
members' names, ages,
actual
AND
(j) Show total subsistence expense incurred for actual expense travel.
and relationship to em-
expense
(m) Show per diem amount, limited to maximum rate, or if travel on actual expense, show
AMOUNTS
ployee and marital status
travel
the lesser of the amount from col. (j) or maximum rate.
of children (unless infor-
(n) Show expenses, such as: taxi/limousine fares, air fare (if purchased with cash), local or
TRAVELER'S LAST NAME
CLAIMED
long distance telephone calls for Government business, car rental, relocation other than
mation is shown on the
subsistence, etc.
travel authorization.)
DATE
ITEMIZED SUBSISTENCE EXPENSES
MILEAGE
AMOUNT CLAIMED
TIME
DESCRIPTION
RATE:
MISCEL-
19
(Hour
(Departure/arrival city, per diem
MEALS
TOTAL
e
LANEOUS
and
computation, or other explanations
MILEAGE
SUBSISTENCE
OTHER
BREAK-
SUBSIS-
LODGING
SUBSISTENCE
NO. OF
am/pm)
of expense)
FAST
LUNCH
DINNER
TENCE
EXPENSE
MILES
TOTAL
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(1)
(m)
(n)
SUBTOTALS
If additional space is required, continue on another SF 1012 BACK, leaving the front blank.
TOTALS
In compliance with the Privacy Act of 1974, the following information is pro-
criminal, or regulatory investigations or prosecutions, or when pursuant to a
Enter grand total of columns (1), (m) and
vided: Solicitation of the information on this form is authorized by 5 U.S.C.
requirement by this agency in connection with the hiring or firing of an
Chap. 57 as implemented by the Federal Travel Regulations (FPMR 101-7),
employee, the issuance of a security clearance, or investigations of the per-
(n), below and in item 13 on the front of
E.O. 11609 of July 22, 1971, E.O. 11012 of March 27, 1962, E.O. 9397 of
formance of official duty while in Government service. Your Social Security
this form.
November 22, 1943, and 26 U.S.C. 6011(b) and 6109. The primary purpose
Account Number (SSN) is solicited under the authority of the Internal
of the requested information is to determine payment or reimbursement to
Revenue Code (26 U.S.C. 6011(b) and 6109) and E.O. 9397, November 22,
eligible individuals for allowable travel and/or relocation expenses incurred
1943, for use as a tax payer and/or employee identification number; disclosure
under appropriate administrative authorization and to record and maintain
is MANDATORY on vouchers claiming travel and/or relocation allowance
costs of such reimbursements to the Government. The information will be
expense reimbursement which is, or may be, taxable income. Disclosure of
TOTAL
used by officers and employees who have a need for the information in the
your SSN and other requested information is voluntary in all other instances;
AMOUNT
performance of their official duties. The information may be disclosed to
however, failure to provide the information (other than SSN) required to
CLAIMED
appropriate Federal, State, local, or foreign agencies, when relevant to civil,
support the claim may result in delay or loss of reimbursement.
STANDARD FORM 1012 BACK (10-77)
U.S.GPO:1978-0-261-647/3358