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Military PCS Allowances

pcs travel expenses

PCS Travel Allowances

You can travel from your old duty station to the new one via common carrier (air, rail, etc.) or privately owned vehicle (POV). The rules and reimbursements are different for each, so we will discuss them separately:

Common carrier (air, rail, etc.): You must normally use a government-provided ticket when you travel by common carrier. You are authorized transportation from the airport/train station to and from your old and new permanent stations. If this is not provided, you will be reimbursed -- as always, save your receipts. You and your dependents receive per diem for the actual travel time and authorized delays.

Privately owned vehicle: You will be paid mileage between your old and new duty station. The reimbursement rate changes every year. The official distance is determined by the Defense Table of Official Distances. If you travel with your dependents and use more than one vehicle, you may be authorized mileage reimbursement for each vehicle. You will also be reimbursed for any tolls incurred during the trip -- save your receipts, just in case. You will be authorized one day of per diem for each 350 miles of official distance. For more information about mileage reimbursement, see our PCS: How to Calculate Mileage Rates page.

Per diem: You and your dependents are authorized per diem for the allowed travel time. If you are traveling with your dependents, they are also authorized per diem but at a reduced rate: Dependents 12 and older receive 75% of the authorized per diem; dependents under the age of 12 receive 50% of the authorized per diem. Additional per diem also covers your hotel expense along the way -- receipts are needed for reimbursement.

Special Cases:

Dependents authorized to travel separately: Sometimes dependents are authorized to travel separately. For example, if you receive orders to a deployed ship or unit, your family may be authorized to delay their travel until you return from deployment. In these cases, the dependents will receive full travel allowances including per diem at the 100% rate for your spouse and applicable rates for children.

Retirement: A member who retires is authorized travel for themselves and their dependents to anywhere in the U.S., their home of record outside the U.S., or anywhere in the world if the cost does not exceed transportation to a continental U.S. location.

Separation from active duty: A member who separates from active duty is authorized travel for themselves and their dependents to their home of record or any other location, not to exceed the cost of travel from their old permanent station to their home of record.

Overseas dependents: In some cases, overseas dependents may be authorized to travel back to the U.S. alone and receive full travel allowances. This may happen in the case of divorce, custody proceedings, legal situations, or dangerous conditions.

Keep Up-to-Date for Your Next PCS

Get the inside information from those who know. Get PCS help and all the news and benefits information you need delivered straight to your inbox.  Subscribe to Military.com now.

Jim Absher, Military.com

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Getting Reimbursement for a PPM Move

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It’s that time again. You’ve received your orders and it’s time to get ready for a permanent change of duty station (PCS) .

You have two options. You can let the military take care of the arrangements, or you can handle a Personally Procured Move (PPM) yourself (what used to be known as a DITY move, or Do It Yourself move). Anyone who has to move, separate from the military, or retire under orders or make a PCS, Temporary Duty, or Temporary Additional Duty (TAD) move is eligible to handle a PPM.

Get Reimbursed for a Personally Procured Move (PPM)

There are definitely some benefits to handling a PCS yourself. For example, you’re in charge of your belongings, and you don’t have to worry about reckless movers breaking your belongings. Even though it’s more of a physical and stressful move to do a PPM, you could actually profit off of your move.

If you decide to handle a personally procured move, read the following carefully, to ensure that you receive full reimbursement for your time and efforts.

Why Should I Make a PPM Move?

With a PPM, you can now receive reimbursement for up to 100% of what it would have cost the federal government to move you, even if it didn’t cost you that much to move. If you’re able to DIY much of your move and keep costs low, the difference between the actual costs of your move and your reimbursement is money in your pocket.

With a PPM move, if your move meets the time and distance requirements, you also may be eligible to receive travel allowances for yourself and your family.

It’s also nice to have complete control over your belongings. There are some unbelievable horror stories about military moves that will make you want to pack your belongings yourself.

ADVERTISEMENT

How to Make a PPM Move?

DIY moves will only be reimbursed if your PPM move was officially authorized by the Personal Property Transportation Office.

To receive authorization, you need to fill out all of the necessary forms, including the form DD 2278 which is the Application for DITY Move & Counseling Checklist. Make sure you get your approval form signed before making moving arrangements.

Once you have written approval for your move, it’s up to you to arrange the actual packing and loading of your household goods. Those details are beyond the scope of this article, but you can find an excellent reference with downloadable checklists at The Ultimate PCS Guide to Packing Out .

How to Get Reimbursement for Your PPM Move

After you’ve completed your move, in order to receive the 100% reimbursement compensation you need to submit your settlement. To do this, you will need to present the following documents to the Personal Property Transportation Office:

  • a copy of your travel orders
  • DD 1351-2 : Travel Voucher
  • DD 2278 : Application for DITY Move & Counseling Checklist
  • Certified Weigh Tickets, one for Gross (full) weight and one for Tare (empty) weight.  Please tape each ticket to a piece of paper
  • Copy of Paid Rental Agreement
  • Copy of vehicle registration when utilizing POV and/or boat/trailer

Also, keep your receipts for all of your moving expenses. This is perhaps the most stressful and time-consuming aspect of a PPM move, but it will be worth it in the end. According to DFAS , the Common Operating Personal Expenses (OPE) eligible for compensation include:

  • Packing materials (boxes, tape, paper, bubble wrap, etc.)
  • Vehicle, truck, or trailer rentals
  • Furniture blanket or padding rentals
  • Hand truck rental
  • Cost of gas, oil, and tolls for your rental moving vehicle

The following are unauthorized expenses, for which you will not receive compensation:

  • Auto transportation
  • All insurance fees
  • Meals and lodging
  • Gas in a second vehicle

Since all costs you procure while making your PPM aren’t taxable, they will be deducted from your reimbursement to determine what your financial profit from the move will be because only the profit will be taxed. By keeping track of every expense, and keeping the receipts, you will be able to maximize your reimbursement.

You only have 45 days following your completed move to submit a claim for reimbursement of your PPM allowance. So, as soon as you have your records in order, go back to the Personal Property Transportation Office to submit your claim.

Any costs of moving that are greater than the government cost for moving will be at your own expense. For this reason, if you are thinking about making a PPM, make sure that can accomplish the move for less than a government arranged move.

Other PCS Related Reimbursement Costs

Military members may also file for reimbursement for En Route Travel costs using the DD Form 1351-2 Travel Voucher or Subvoucher (PDF) .

Service members completing a PCS within the Continental United States may also receive reimbursement for temporary lodging and meal expenses (TLE), up to $180 per day, to offset the costs of lodging during the move. This allowance covers both service members and their immediate family taking part in the move.

Temporary Lodging Allowance is paid for up to 60 days for temporary lodging and meal expenses for service members and their family who are waiting for permanent housing in an overseas move.

Military members are also authorized to receive mileage reimbursement when driving their personally owned vehicle (POV) to the authorized port for shipment to an overseas PCS, and when picking up the vehicle from the authorized receiving port for transportation of their privately owned vehicles (POV). In certain situations,

There is only limited authority for POV shipment within CONUS. Shipment within the CONUS is authorized only when medically unable to drive, homeport change, or not enough time to drive.

Making the Move

If you decide that handling a PPM is the right move for your family, make sure to keep good records, handle all of the necessary paperwork and authorizations both before and after the move, and to submit your claim within 45 days of your completed move.

Have you ever handled a PPM? Do you have any advice for service members who have never done a PPM for a PCS?

About Post Author

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Kristi Muse

Kristi Muse is a military reservist spouse and freelance writer. She loves writing about strategies to save military families money, get out of debt, and live a frugal life.

See author's posts

Posted In: Military Life PCS

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These responses are not provided or commissioned by the bank advertiser. Responses have not been reviewed, approved or otherwise endorsed by the bank advertiser. It is not the bank advertiser’s responsibility to ensure all posts and/or questions are answered.

Gil Almodovar says

October 20, 2021 at 4:51 pm

Kristi, I have a question that hopefully you can clear up for me. My son is moving from USAF tech school at Keesler to Hurlburt Field FL. He’s going to rent a compact vehicle to carry his bags and luggage, no Household goods. He said he needs to weight the vehicle empty and loaded for reimbursement. Is that necessary for a compact vehicle?

Ryan Guina says

November 1, 2021 at 4:45 pm

Gil, the military may request the empty weight and the full weight of the vehicle so they know how much total luggage was moved. If this is the case, this is because the military will reimburse him for the weight of the goods moved. The size of the car doesn’t have much to do with the process.

February 5, 2017 at 11:08 am

My wife is AD Air Force and this is our first ever PCS…we are super nervous having never done this before. We are considering a PPM because we do not have much to move. Does anyone have advice for a first time PCS? She is in Texas and I live in California. We are still trying to figure out how it will work getting our belonging and myself to her new duty station in Ohio.

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UNCLASSIFIED (U)

OFFICIAL TRAVEL

(CT:LOG-343;   02-11-2022) (Office of Origin:  A/LM)

14 FAM 531  EmploymenT and Assignment Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture)

When two or more types of travel are combined, the pertinent provisions apply separately to each segment of the trip.  Types of official travel follow below.

14 FAM 531.1  Appointment Travel

a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized from place or places of residence or other place specifically authorized to official duty station.

b. Effects may be authorized to be shipped at U.S. Government expense from place of storage.  Shipment of effects is authorized for employees whose tour of duty at post is one year or more or who serve less than a year and are transferred or otherwise removed from post for the convenience of the U.S. Government (see 3 FAM 2440 regarding curtailments).

14 FAM 531.2  Alternate-Seat-of-Government Travel

a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized to and from the alternate seat of government.

b. There is no per diem at destination unless specifically authorized. Shipment and storage of effects, and privately owned vehicle, may be authorized.

14 FAM 531.3  Relocation Travel

Official travel and transportation may be authorized for employees to move from one official duty station to another.  This includes permanent change-of-station (PCS) and transfer moves.

14 FAM 531.4  Home Leave Travel

a. Official travel and transportation may be authorized for U.S. citizen employees and their families from post or any place abroad where presence is due to U.S. Government orders to home leave address within the United States (or U.S. commonwealth or possessions) and return to post of assignment or a new official duty station.  Home leave travel is not authorized for family members already on separate maintenance allowance (SMA) authorization (see also 14 FAM 536.1 ).

b. Employees and their families traveling should spend 20 workdays in the United States (see 3 FAM 3434.2 for exceptions).  Except as provided in 14 FAM 532.4 the family may not travel until the employee is eligible for home leave and has been issued home leave orders.

14 FAM 531.5  Rest and Recuperation Travel

a. Travel of an employee and eligible family members may be authorized and performed in accordance with 14 FAM 523.2-1 , subparagraph f(1)(d) and in 3 FAM 3720 .

b. Each post eligible for rest and recuperation (R&R) travel will fund one of the following three travel options to employees and eligible family members:

(1) Round-trip travel to post's designated foreign relief point.  Lists of eligible posts by regional area and their designated relief points are in 3 FAH-1 Exhibit H-3722(1) through 3 FAH-1 Exhibit H-3722(5) ; or

(2)  Round-trip travel to any one city in the United States (the 50 States and the District of Columbia) or one city in its territories including American Samoa, the Commonwealth of Puerto Rico, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands; or

pcs travel expenses

c.  Only the designated foreign relief point, the traveler's selected city in the United States or U.S. territory, or "R&R Cost-Construct Cap" can be shown as the destination on the authorized itinerary of the R&R travel authorization.

e.  Employees authorized premium class travel through MED/DRAD will have a cost-construct cap established on a case-by-case basis using the same methodology used for economy caps outlined in 3 FAH-1 H-3726.3 .

f.  The Department recommends that posts use the lowest cost unrestricted airfares for travel to the designated relief point or U.S. city or U.S territory.  However, funding for R&R travel is a post function and, as such, the final decision whether to use restricted or unrestricted fares for R&R travel is a post responsibility.

14 FAM 531.6  Marine Security Guard

See 12 FAM 435 .

14 FAM 531.7  Military Furlough, Resignation, Retirement, and Other Separation Travel

a. Official travel and transportation may be authorized for U.S. citizen employees, their eligible family members, and effects, from post or any place where presence is due to U.S. Government orders to designated place of residence in the United States (see definition of "United States" in 14 FAM 511.3 ).

b. When a U.S. citizen employee elects to reside at other than the designated place of residence, expenses must be allowed based on constructive cost (for "cost constructed travel," see 14 FAM 511.3 and 14 FAM 612.3 ) to designated place of residence in the United States.  See 3 FAM 2510 on separation of U.S. citizen employees and 3 FAM 2560 on military furlough.

c.  This regulation provides Civil Service employees, who mandatorily converted to Civil Service from Foreign Service under the Foreign Service Act of 1980, those benefits of travel and/or transportation of effects to which they were entitled at the time of such mandatory conversion.

14 FAM 532  Family tRAVEL

14 FAM 532.1  Family Travel for Representational Purposes

14 FAM 532.1-1  Eligibility and Purpose

Travel for representational purposes may be authorized for one family member only.  The authorizing officer is expected to make sparing and judicious use of this authorization.  In all cases, the justification must demonstrate a clear advantage to the United States.

14 FAM 532.1-2  Within Country of Assignment

a. As a general guideline, local travel of a family member should be authorized when:

(1)  Representation by the officer alone could not be accomplished effectively; or

(2)  Protocol or local customs would be served; or

(3)  The travel is necessary in connection with VIP visits or important meetings at which spouses of foreign dignitaries are present.

b. The chief of mission in consultation with heads of other agencies in their country of assignment will develop local rules and practices to promote the maximum degree of uniformity in the exercise of this authority.

14 FAM 532.1-3  Outside Country of Assignment

Representational travel outside the country of assignment is restricted to family members of high-level officers and will be authorized only when a clear need for dual representation exists.  Normally, travel will be restricted to eligible family members of chiefs of mission, deputy chiefs of mission, country public affairs officers, and USAID mission directors or USAID representatives.  However, in exceptional circumstances, the eligible family members of a subordinate officer may be authorized such travel.  Typical of the circumstances warranting representational travel outside the country are the following:

(1)  When an ambassador or USAID mission director accompanies a foreign dignitary to the United States on a state visit or as a presidential guest and the dignitary is accompanied by a spouse or other members of the household;

(2)  When a State, or USAID officer attends an international conference or meeting sponsored by a group or organization of nations, such as the United Nations, and the spouses of participants have also been invited to attend; and

(3)  When the President sends U.S. delegations abroad or congressional or other high-level delegations proceed abroad, accompanied by their spouses.

14 FAM 532.1-4  Domestic-Based Employees

Representational travel by family members of domestically assigned employees is restricted to the Secretary, Deputy Secretary, Deputy Secretary for Management and Resources, and Under Secretaries, unless a waiver is granted by M, and will be authorized only when a clear need for such representation exists.

14 FAM 532.1-5  Authorization and Documentation

a. Department of State : The chief of mission may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment for employees at post.  This authority may be redelegated only to the deputy chief of mission.  The Assistant Secretary of the regional bureau may authorize for the chief of mission.  For representational travel outside the country of assignment, advance approval must also be obtained from the assistant secretary of the regional bureau.  For domestic based employees, the Under Secretary for Management must approve all representational travel for family members.  Representational travel by a family member of M must be approved by D.

b. USAID :  The director of the USAID mission or USAID representative may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment.  This authority may not be redelegated. For representational travel outside the country of assignment, advance approval must also be obtained from the regional bureau Assistant Administrator in Washington.

c. The officials cited above must provide and sign a justification statement.  For control and inspection purposes, the authorizing officer should record and file the justification statement in the Department's eTravel Services (ETS) software (currently E2 Solutions).

14 FAM 532.2  Adding New Eligible Family Members

Employees who wish to add a new eligible family member – EFM - (see 14 FAM 511.3 for the definition of "eligible family member") do so by completing Form OF-126, Foreign Service Residency and Dependent Report, to GTM/EX/IDSD or HCTM/FSC for USAID staff.  Once the new EFM is added to the Form OF-126 then the employee’s travel authorization will be updated to include new EFM and travel expenses may be incurred based on the updated travel authorization, notwithstanding the time limitation specified in 14 FAM 584.2 .  Travel will be authorized from either the location at which the new EFM joined the family (for example, place of birth or adoption) or from the employee’s official home of record.  Shipment and storage of additional effects may be authorized in accordance with 14 FAM 613.2 .

14 FAM 532.3  Advance Return of Family Financed by U.S. Government

14 FAM 532.3-1  General Policy

In certain cases, an employee's family may be authorized, before the employee's eligibility for travel, to return to employee's residence in the United States.

14 FAM 532.3-2  Conditions of Authorization

a. The Department of State, USAGM, Commerce, Agriculture, or the USAID mission director or USAID representative may authorize advance travel of an employee's family members when the chief of mission or the head of the agency establishment abroad determines that the public interest requires the return of a member of the family for compelling personal reasons of a humanitarian or compassionate nature, including but not limited to cases which may involve physical or mental health or death of any member of the immediate family.

b. The Department or Agency in Washington, DC, may authorize advance travel of family members when there is an obligation imposed by an authority or circumstances over which the individual has no control.  Advance travel may be authorized by the Department or Agency in Washington, DC, after family members have been at the post at least 6 months under the following conditions:

(1)  A child who is not eligible for educational travel (see 14 FAM 532.5 ) has been at a post abroad and educational needs (for the equivalent of grades 1 through 8 only) so require; or

(2)  A child 21 years or older, is unmarried, and has traveled to the post before attaining such age (see 14 FAM 532.6 ).

14 FAM 532.3-3  Authorized Costs

Only one-way transportation will be authorized for advance return of family.  If a family member subsequently travels at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the advance return and subsequent travel may not exceed the cost which would have been incurred had the family member traveled at the same time as the employee.

14 FAM 532.3-4  Repayment Agreement

Before any obligation of U.S. Government funds is incurred, the employee must execute a repayment agreement in accordance with the format in Form DS-4020, Repayment Agreement for Advance Travel of Family.  The original and one copy should be forwarded to:

(1)  State :  GTM/CDA, by memorandum, subject:  APER;

(2)  USAID :  M/PM, USAID/W as an attachment to a memorandum;

(3)  Commerce : USFCS/OIO/OFSP as an attachment to a memorandum;

(4)  USAGM :  E/O, P/N, VOA/X, and D/OHR as an attachment to a memorandum.

(5)  USDA/FAS :  Foreign Agricultural Affairs, International Services Division; and

(6)  APHIS :  International Services/Administrative Services/Personnel.

14 FAM 532.3-5  Repayment Requirements

The conditions under which repayment must be made by the employee for travel expenses borne by the U.S. Government in connection with the advance return of employee's family are as follows:

(1)  The employee fails to complete the service period (see 3 FAH-1 H-2423 , subparagraph c) required to become eligible for travel and transportation at U.S. Government expense; or

(2)  There is a change of dependency status which cancels the eligibility of family member(s) for return travel to the United States (see definition in 14 FAM 511.3 ) at U.S. Government expense.  (A divorce or an annulment prior to the issuance of travel orders no longer cancels eligibility of family members for return travel to the United States.)

14 FAM 532.3-6  Repayment Liquidation or Refund

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture)

If the employee is subsequently transferred, assigned, separated, or returned on leave at U.S. Government expense to the United States and the expenses of the advance travel become a proper obligation of the U.S. Government, the employee will be relieved of the obligation set forth in the repayment agreements to the amount of allowable expenses (see 14 FAM 532.3-4 ).  If the employee has previously made repayment, employee may request and receive an appropriate refund.

14 FAM 532.4  Advance Travel of Family Financed by the Employee

a. The employee may arrange for advance travel of family, paying the cost initially and claiming reimbursement after the employee has been issued travel authorization which covers the travel of family and after the employee has reached eligibility date.  Reimbursement is limited to the amounts payable had the family traveled at the same time as the employee.

b. Reimbursement may be made for advance travel or return travel to the United States for a spouse or domestic partner as defined in 3FAM 1610 and/or minor children of an employee who have traveled to the post as eligible family members even if, because of divorce, annulment or dissolution of domestic partnership, such spouse or domestic partner as defined in 3 FAM 1610 and/or minor children have ceased to be eligible family members as of the date the employee becomes eligible for travel.  Reimbursable travel may not be deferred more than 6 months after the employee completes personal travel pursuant to the authorization.

c.  If the advance travel of family was to the employee's temporary duty (TDY) post and the employee was transferred to the post at the end of the employee's TDY, employee may claim reimbursement for expenses of allowable travel and transportation of family and effects which were incurred prior to the effective date of transfer of the employee and the date of employee's transfer travel authorization.

14 FAM 532.5  Educational Travel

a. Travel of a child may be authorized in lieu of an educational allowance, once each way annually between school and the employee's post for secondary education and for college education in accordance with section 280, Standardized Regulations (Government Civilians, Foreign Areas) and the Federal Travel Regulations.

b. Unaccompanied air baggage is allowable in accordance with 14 FAM 613.3-1 .

14 FAM 532.6  Travel of Children 21 Years of Age or Older

a. An employee's child who is unmarried and who is 21 years of age or older may be authorized return travel to the employee's place of residence for separation purposes in the United States (see definition in 14 FAM 511.3 ), provided the child, when attaining the age of 21 was at, or proceeding to, a post abroad to which the employee was assigned.  The first travel authorization that is issued to the employee authorizing travel of the family after a child has reached the age of 21, constitutes authority for such travel.  The return of the child to the United States should be completed within 1 year of the date the employee's travel begins.

b. A child 21 years or older, who proceeds to the employee's post, may not be returned to the United States nor perform any travel at U.S. Government expense, except as provided for educational travel up to the 23rd birthday, plus additional years allowed for any military service, in subchapter 280 of the Standardized Regulations (Government Civilians, Foreign Areas).

c.  Travel of a child who is under 21 will usually be authorized to an employee's next assignment if the employee's transfer is to occur before the child's 21st birthday.  If that child's travel does not commence prior to turning 21, that authorization is no longer valid.

d. If a child commences R&R or home leave/return travel before attaining the age of 21 and turns 21 while in travel status, the child is authorized return to post under the travel authorization that was in effect prior to his turning 21.

14 FAM 532.7  Travel of Family While Employee Is on Temporary Duty (TDY) En Route to or from Post of Assignment

a. Payment of per diem during an employee's period of TDY, which may not exceed 30 calendar days total, is authorized for members of an employee's family accompanying the employee to the post of assignment only under the following conditions:

(1)  When the employee is ordered to stop within the country of destination for orientation, training, or consultation while en route to post of assignment;

(2)  When the employee is ordered to stopover outside the country of destination for orientation, training, or other TDY while en route to the post of assignment, provided that the stopover is in the positive interest of the U.S. Government and is made necessary by a threat to the health, safety, or well-being of the employee’s family if required to continue on to post of assignment other than in the company of the employee;

(3)  In cases where the family member, because of representative responsibility in the U.S. Government's interest, is required to stop at agency headquarters while en route abroad to employee's post of assignment in order to undergo special orientation and/or training designed to ensure the effective discharge of those responsibilities; or

(4)  In any other cases when specifically authorized by the agency in advance in writing in travel orders.

b. When an employee is ordered to stop for TDY in the United States or abroad en route to or from employee's post of assignment, the family does not have to accompany the employee as long as they join the employee at the stopover point.  Per diem at the stopover point may be allowed for members of the family only during the period of TDY of the employee and for the actual time at the TDY location.

c.  Per diem, not to exceed 3 work days, may be authorized when an employee or the employee's family members who are at a constituent post and are traveling on home leave, transfer, or separation orders must stop, at the time of travel, at the Embassy in country or at an embassy in a neighboring country for the purpose of storing or retrieving effects or obtaining passports, visas, or immunizations.

d. Stopovers should generally not be authorized for family members in connection with international, interagency, interregional, or intermission conferences, unless specifically authorized by the agency in advance in writing and reflected in travel orders.

14 FAM 532.8  Return Travel of Spouse, Domestic Partner as Defined in 3 FAM 1610, and/or Dependent Children to the United States in Connection with Marital Separation, or Divorce, or Statement of Dissolution of Domestic Partnership

a. Return travel of an employee's spouse or domestic partner as defined in 3 FAM 1610 may be authorized to the employee's service separation address in the United States (see definition of "United States" in 14 FAM 511.3 ) or any other location on a cost-constructive basis from the employee's post of origin to the employee's separation address when a permanent marital separation or divorce is intended, or a statement of dissolution of domestic partnership has been submitted.  Generally, a separation agreement should exist, but in the absence of an agreement, the chief of mission or head of agency's establishment abroad may determine that such travel is warranted and may initiate authorization action.  The circumstances upon which this determination is based should be summarized in writing and retained at post in accordance with 5 FAH-4, Records Management Handbook.

b. Return travel of spouse or domestic partner as defined in 3 FAM 1610 may be included in the first travel authorization issued to the employee authorizing travel of the family after an agreement to separate, divorce, or dissolve a domestic partnership is reached.  In the circumstances referred to in paragraph a of this section, such travel may also be requested as advance travel in accordance with 14 FAM 532.3 and 14 FAM 532.4 .

c.  Only one-way transportation to the employee's service separation address, or to any other location in the United States on a cost-constructive basis from the employee's post of origin to his or her separation address, will be authorized for return travel of spouse or domestic partner as defined in 3 FAM 1610 .  If the employee subsequently requests travel of the spouse at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the return and subsequent travel may not exceed the cost which would have been incurred had the spouse or domestic partner as defined in 3 FAM 1610 traveled at the same time as the employee.  In such cases, if the cost of the return and subsequent travel exceeds the employee's authorized travel, the employee will be liable for payment of the excess cost.

d. Before any expenses are incurred for return travel of spouse or domestic partner as defined in 3 FAM 1610 , the spouse or domestic partner as defined in 3 FAM 1610 must execute an agreement in accordance with the format in Form DS-4021, Agreement for Return Travel of Spouse (or domestic partner).  This agreement states that the spouse or domestic partner as defined in 3 FAM 1610 understands that travel back to the same post will not be authorized at U.S. Government expense, and that the agreement is signed voluntarily.

e. Travel of dependent children of an employee may be authorized under this provision only if a legal custody agreement exists or the employee otherwise agrees in writing to permit the children to leave post permanently with the spouse.  The employee must also submit a revised Form OF-126, Foreign Service Residence and Dependency Report, to declare as a loss those children for whom return travel is requested under this provision (see 3 FAH-1 H-2347.8 , subparagraph a).  The employee may also request advance travel of children in accordance with 14 FAM 532.3 , if travel is not intended to be a permanent return to the United States.

14 FAM 532.9  Transfer Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture) (Foreign Service)

a. Official travel and transportation may be authorized for U.S. citizen and Foreign Service national employees, their families and effects, from old post, or any place where presence is due to U.S. Government orders, to new post.  Transportation of effects is allowed from old post to new post and/or to point of storage; or to new post from old post, previous posts, and/or points of authorized storage.

b. Effects may be shipped between places other than those authorized subject to provisions in 14 FAM 612.3 .  When emergency conditions exist at the new post, another destination may be designated for travel of the family and transportation and storage of effects and a motor vehicle.  Upon termination of the emergency, travel and transportation to the new post may be authorized.

14 FAM 532.10  Spouse Travel to Obtain a Visa or Reset Residency

Management officials at post may authorize, from post funds, travel expenses when the spouse of an employee assigned to post must travel out of country to obtain appropriate visas or reset residency permissions to remain in-country when the host government will not accredit the spouse.  The travel expenses under this provision may include transportation expenses, per diem, and authorized miscellaneous expenses (e.g., visa fees, where authorized under 14 FAM 562.1 , subparagraphs a(1) through a(4).  Expenses incurred are for the spouse only.  Time in travel status should be minimized to the extent possible to obtain a visa or reset residency permissions at the most cost-effective point to post.  Spouses who are employed on family member appointments (FMA) or personal services agreements (PSA) are not authorized administrative leave for the purpose of the travel.

14 FAM 533  Temporary Duty (tdy) Travel

14 FAM 533.1  General

Official travel and transportation may be authorized for U.S. citizen employees from any place to TDY station or stations and thence to such place or to post (see also 14 FAM 532.7 covering travel of eligible family members). Official travel and transportation may be authorized for Locally Employed (LE) Staff from their post of employment to TDY station or stations and for return to the post of employment.

14 FAM 533.2  Authorizing Temporary Duty (TDY) Travel

a. State only :  Form JF-144, Temporary Duty (TDY) Official Travel Authorization, is used for approving TDY travel.  Approval may cover travel performed for administrative or medical purposes, rest and recuperation, short-term training, attendance at conferences, etc., between the United States and other countries, within the United States, or abroad.  Authorizations issued in the form of telegrams, etc., are confirmed by the subsequent issuance of a Form JF-144, or equivalent official form.

b. USAID only :  See ADS 522, Performance of Temporary Duty travel in the United States and Abroad.

c.  Commerce only :  Form CD-29, Travel Order, is used for authorizing TDY travel when headquarters, Washington, DC, issues the travel orders.  Otherwise, Form JF-144 is used when post issues the travel orders.  Included is travel for administrative purposes, rest and recuperation travel, short-term training, medical purposes, attendance at conferences, etc., performed abroad, within the United States, and between the United States and points abroad.  Authorizations issued in the form of telegrams are confirmed by the subsequent issuance of either a Form CD-29 or a Form JF-144.

d. USDA only :  Form AD-202, Travel Authorization, is used for authorizing TDY travel.

e. USAGM only :  Form IA-34-A is used for authorizing TDY travel; Form JF-144 is used for overseas correspondence travel.

14 FAM 533.3  Training Attendance

Official travel may be authorized for employees to receive training.

14 FAM 533.4  Conference Travel

14 FAM 533.4-1  Attendance

Agencies must select conference sites that minimize conference costs and conference attendees' travel costs.  Agencies must minimize conference attendees' travel costs by authorizing the minimum participation necessary to accomplish agency goals.  The authorizing official must assure that the number of attendees from the Department is necessary and justified.  In addition, the need for conference and meetings for which the total travel and per diem estimate exceeds $5,000 must be authorized by an Assistant Secretary, executive director, or equivalent.

14 FAM 533.4-2  Conference Site

When available, use U.S. Government-owned or U.S. Government-provided conference facilities to the maximum extent possible.  The authorizing officer should avoid conference sites that might appear extravagant to the public.

14 FAM 533.4-3  Conference Site Selection Process

a. Locality selection procedures :

(1)  When arranging to conduct a conference, the authorizing officer must consider at a minimum three alternative conference sites;

(2)  Each considered site must be selected based on the belief that it would result in lower overall conference costs and conference attendees' travel costs.  The sponsoring or co-sponsoring office must survey the cost of conference facilities at each of the considered sites, and must determine the potential cost to the U.S. Government of conducting the conference at each of the alternative sites.

b. Exception :  A conference site may be selected without following the procedures outlined above for the reason of disproportionate participation.  The procedures outlined above do not apply when a majority of the U.S. Government attendees are from the locality proposed as the conference site, or when only one site accomplishes conference goals.  In the latter case, the authorizing officer must certify in writing that the selected locality is the only conference site compatible with accomplishing the sponsoring or co-sponsoring office's objectives.

c.  Documentation :  The authorizing officer must document the cost of each alternative conference site, and must retain a record of the documentation for every conference held.  The authorizing officer must also make the documentation available for inspection by the Office of Inspector General (OIG), or for other interested parties.

14 FAM 533.5  Experts and Consultants Travel

Persons employed intermittently as consultants or experts and persons serving without compensation (including citizens or subjects of other countries) are authorized travel expenses, including per diem, while away from their homes or regular places of business, in accordance with 14 FAM 560 .

14 FAM 533.6  Information Meeting Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture) (Foreign Service and Civil Service)

Official travel and transportation may be authorized for employees to attend a meeting to discuss general agency operations, and/or to review status reports or discussion topics of general interest.  If a site visit is conducted as part of the same trip, the entire trip should be considered a site visit (see 14 FAM 533.10 ).

14 FAM 533.7  International Conferences

When travel to, or in connection with, conferences is financed under Department of State appropriations available for international conferences, such travel must be performed in accordance with the provisions of the travel authorization and other appropriate instructions issued by the Department pertaining to the conference.

14 FAM 533.8  Invitational Travel Authorizations Federally Financed

Each invitational travel authorization must specify the purpose of the travel (e.g., conference attendance, information meeting, speech presentation, etc).

14 FAM 533.9  Invitational Travel Authorizations Non-Federally Financed

To defray the cost of air travel, any donations from non-Federal sources must comply with the Department's regulations in accommodations on airplanes ( 14 FAM 567.2 ), including all applicable OMB guidelines (OMB 93-11), as well as the Department’s regulations regarding gifts of invitational travel (see 2 FAM 962.12 ).

14 FAM 533.10  Site Travel

Travel of an employee may be authorized to visit a particular site in order to perform operational or managerial activities; e.g., oversee programs, grant operations, or management activities for internal control purposes; carry out an audit, inspection or repair activity; conduct negotiations; provide instructions; or provide technical assistance.

14 FAM 533.11  Special Mission Travel

Travel of an employee may be authorized to carry out a special agency mission such as involvement in noncombat military unit movements; providing security to a person or a shipment (e.g., diplomatic pouch); moving witnesses from residence to other locations; and covering travel by Federal beneficiaries and other nonemployees.

14 FAM 533.12  Speech or Presentation Travel

Travel of an employee may be authorized to make a speech or a presentation, deliver a paper, or otherwise take part in a formal program other than a training course where the authorizing official makes a specific determination in writing that such activity is related to and in furtherance of the agency’s mission.

14 FAM 534  Medical Travel

a. Official travel and transportation may be authorized for U.S. citizen employees and their eligible family members from any place where presence is due to U.S. Government orders to nearest locality where suitable medical care can be obtained and thence to an official duty station.

b. Travel of attendants may be authorized.  For other special provisions, see 16 FAM 316 and 14 FAM 523.2-1 , paragraph e.

14 fam 535  oTHER TRAVEL

14 FAM 535.1  Directed Departure

14 FAM 535.1-1  General

When, in accordance with 3 FAM 2443 , it is the judgment of a chief of a diplomatic mission that the departure of an employee assigned by the Department or Agency to a post under the chief of mission's jurisdiction would be in the interest of the U.S. Government, the authorizing officer at the post may issue a travel authorization detailing the employee to a nearby country.  For the Department, the post-authorizing officer may issue a travel authorization transferring a State Department employee and that employee's eligible family members to Washington, DC.  For USAID, a travel authorization transferring an employee to Washington, DC, must originate in or have prior approval of Washington, DC headquarters.  For USAGM, a travel authorization transferring an employee to Washington, DC must originate in or have prior approval of Washington, DC headquarters.

14 FAM 535.1-2  Procedures in Connection with Directed Departure

To authorize purchase of transportation permitting the detail of an employee or to transfer an employee and eligible family members in accordance with 3 FAM 2443 , chiefs of mission may allow issuance of Forms OF-1169, U.S. Government Transportation Request (GTRs).  The travel order establishing the official obligation of funds will be issued by the Department or the Agency, after the travel commences, upon receipt of the report required in 3 FAM 2445 .  Travel will be chargeable to the current applicable appropriation.  Other fiscal data will be supplied by Washington, DC.  Movement of household effects and shipment of automobiles must not be authorized until receipt of instructions from the Department or Agency.

14 FAM 535.2  Travel under Authorized/Ordered Emergency Evacuation

14 FAM 535.2-1  General

a. When the Under Secretary for Management (M) makes a determination that an emergency exists at a post requiring the evacuation of official U.S. citizen employees, official travel and transportation may be authorized for the employees, their eligible family members, and effects from post of assignment to place designated in the travel orders, and thence to post.

b. When M makes a determination that an emergency exists at a post requiring the evacuation of Foreign Service national employees, official travel may be authorized for the Foreign Service national employees and their immediate families to the nearest practicable place for the duration of the emergency.

c.  The authorizing officer at post must issue individual or blanket travel authorizations (see 14 FAM 628 for shipment and storage of household effects (HHE)).

14 FAM 535.2-2  Travel Authorizations under Authorized/Ordered Emergency Evacuation

a. State only :  The authorizing officer at post must issue individual or blanket travel authorizations.  Each authorization must cite the names of the persons traveling.  In addition to the usual post distribution of copies, the authorizing officer must furnish information copies of all evacuation travel authorizations to the:

(1)  Bureau of Global Talent Management (GTM/CDA/AD);

(2)  Travel and Transportation Management Division (A/LM/OPS/TTM);

(3)  Appropriate regional bureau; and

(4)  Office of Accounting Operations (CGFS/F/AO).

b. Commerce only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Office of Foreign Service Human Resources (USFCS/OFSHR);

(2)  State's Travel and Transportation Management Division (A/LM/OPS/TTM); and

(3)  Office of Planning and Management.

c.  USAGM only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Office of Foreign Service Personnel (D/OHR);

(2)  Office of Administrative Operations Division (M/AO); and

(3)  Appropriate administrative office.

d. USDA/FAS only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Foreign Agricultural Affairs/International Services Division (USDA/FAS/OFSO/ISD); and

(2)  State's Travel and Transportation Management Division (A/LM/OPS/TTM).

e. APHIS only :  The authorizing officer must furnish evacuation travel authorization copies to the International Services/Administrative Services/Travel Section.

f.  U.S. Despatch Agents :  The Department's or Agency's transportation office will ensure that the appropriate U.S. Despatch Agent receives a copy of the evacuation order or request and authorization for use in clearing the employee's shipment(s) through U.S. Customs.

14 FAM 535.2-3  Prohibitions Against Official and Personal Travel to Posts under Authorized/Ordered Emergency Evacuation

See 3 FAM 3770 regarding requirements and restrictions for official and personal travel to posts under authorized departure, ordered departure, suspended operations, contingency operations, and posts designated partially unaccompanied or unaccompanied.

14 FAM 535.3  Emergency Visitation Travel

The cost of emergency visitation travel in connection with the serious illness, injury, or death of an immediate family member is performed in accordance with the provisions of 3 FAM 3740 .

14 FAM 535.4  Visitation Travel

14 FAM 535.4-1  Authorization

Travel of an employee or eligible family member may be authorized and performed in accordance with regulations in 14 FAM 523.2-1 , subparagraph f(1)(h), and in 3 FAM 3730 .

14 FAM 535.4-2  Travel to Countries With Closed Posts Or No U.S. Diplomatic or Consular Relations

See 3 FAM 3780 regarding requirements for official and personal travel of employees to countries with which the United States has no diplomatic or consular relations or where all U.S. posts have been closed, and where travel may be prohibited or restricted.

14 FAM 536  SPECIAL TRAVEL

14 FAM 536.1  Voluntary Separate Maintenance Allowance (SMA) Travel

14 FAM 536.1-1  Authorization

a. Travel may be authorized for all eligible family members for whom SMA is granted under Section 260 of the Department of State Standardized Regulations (DSSR).

b. Per 3 FAM 3232.3-3 , only one change of status of SMA for each family member will be permitted for a single tour of duty.  See DSSR 264.2(b) regarding change in status in an evacuation.

14 FAM 536.1-2  Authorized SMA Location(s)

a. The following SMA travel at U.S. Government expense may be approved to authorized location(s):

(1)  When the employee's point of origin is in the United States, an employee's family members may remain at the employee's last official duty station in the United States, or travel to the home leave location designated on Form OF-126 or Washington, DC when the employee is transferred to a foreign post of assignment;

(2)  When an employee transfers from one foreign post of assignment to another, an employee's family member(s) may travel to the home leave location designated on Form OF-126, Foreign Service Residence and Dependency Report, or Washington, DC;

(3)  If an SMA is granted during an employee's tour of duty abroad, the employee's family members may be authorized travel to the home leave location designated on Form OF-126, or Washington, DC.

b. For shipment of household effects under SMA Grant, see 14 FAM 613.7 .

14 FAM 536.1-3  Alternate SMA Location

a. U.S. family members traveling to an alternate SMA location in the United States (see definition in 14 FAM 511.3 ) may do so on a cost-constructive basis.  The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.

b. Foreign location: An employee's family members traveling to a foreign SMA location may do so on a cost-constructive basis.  The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.

c.  Should an employee's SMA grant be terminated due to the employee's subsequent transfer to another post of assignment while the family members are at a foreign location, the employee will be responsible for the payment of excess travel costs involved in relocating the family members to the new post of assignment.  The excess travel costs, if any, must be determined through a constructive cost analysis that compares the travel cost of the employee's eligible family members that would have been authorized from an authorized SMA location to the next post of assignment compared to the amount that is actually incurred.  Any amount in excess of the amount allowable is payable by the employee.

d. Family members in a foreign alternate SMA location have no diplomatic status or privileges.

14 FAM 536.1-4  SMA Travel Financed by Employee

An employee who initially pays the costs of advance travel of family members may subsequently claim reimbursement of travel and transportation expenses if the agency later authorizes an SMA grant for the affected family members.  An employee may not recover a greater amount than would have been incurred had the U.S. Government procured the travel (see 14 FAM 544.2 , paragraph c).

14 FAM 536.2  Death of U.S. Citizen Employee

The following applies to an employee abroad, on domestic assignment, or on TDY.

14 FAM 536.2-1  Expenses in Connection with Remains

a. Following the death of a Foreign Service employee or EFM while in a foreign area, expenses may be authorized for the reasonable cost of preparing remains including the cost of embalming, clothing, cremating, casket, or container suitable for shipment to the place of interment; expenses incurred in complying with local and U.S. laws; and transportation of remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air.  For shipment of remains to a foreign country, see 14 FAM 536.2-4 .

b. Following the death of a Foreign Service employee or EFM while on assignment in the United States or a non-foreign area, expenses may be authorized for transportation of the remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air.

c.  For Civil Service employees, refer to FTR, chapter 303.

14 FAM 536.2-2  Family Travel Expenses

Expenses may be authorized for the travel of the family from the last place at which dependents resided and traveled at U.S. Government expense, to any place in the United States designated by the next-of-kin as separation residence or place of interment.  For travel to foreign countries, see 14 FAM 536.2-4 .

14 FAM 536.2-3  Transporting Effects

Expenses may be authorized for the transportation of effects from the last post of assignment, and safe haven if effects are located there, and from any place where effects are stored at U.S. Government expense, to separation residence designated by the next-of-kin.  For transportation to foreign countries, see 14 FAM 536.2-4 .

14 FAM 536.2-4  Foreign Destinations

Actual authorized expenses may be authorized for travel, transportation of effects, and/or shipment of remains to a foreign country and are allowed up to the constructive cost to place last designated by employee as separation residence.  Place of interment may differ from residence for travel and transportation of family.  When one location or the other is in a foreign country, this does not limit the next-of-kin's discretion in designating an authorized location in the United States for either interment or travel and transportation of family.  Authorized expenses may be incurred at any time within 12 months following the date of death, unless the time limitation is waived by the GTM/EX Director or USAID Executive Officer for USAID staff.

14 FAM 536.3  Family Member Death

a. This section applies when the employee is assigned abroad or is on domestic assignment.

b. Actual expenses may be authorized for round-trip travel of a family member and for transportation of remains to the separation address or on a cost-constructive basis to any other point in the U.S. or foreign country.

14 FAM 536.3-1  Expenses in Connection with Remains

See 14 FAM 536.2 .

14 FAM 536.3-2  Family Travel Expenses

Travel expenses are authorized for an employee or an eligible dependent to accompany the remains of a family member to the place of interment in the United States or abroad and return to the duty station (see 3 FAM 2550 ).

14 FAM 536.3-3  Transporting Effects

Transportation of effects is not authorized in connection with a family member death.

14 FAM 536.4  Travel and Transportation Expenses Authorized in Connection with Deaths of Locally Employed (LE) Staff when in Temporary Duty (TDY) Travel Status

Travel and transportation expenses are authorized when a LE Staff dies at a post abroad to which that LE Staff has traveled at U.S. Government expense.  Types of expenses authorized are detailed below.

14 FAM 536.4-1  Expenses in Connection with Remains

Expenses in connection with remains are authorized only as prescribed by 5 U.S.C. 5742, and within made available to the post.  The chief of mission must determine the payments to be made.

14 FAM 536.4-2  Transportation of Effects

Transportation of effects is authorized from the TDY post where death occurred to the LE Staff's post of employment.  Payments are to be made from allotments made available to the post.

14 FAM 537  through 539 unassigned

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  • Per Diem Lookup

Frequently asked questions, per diem

What is per diem?

How do I find the per diem rate for (city/county, state)?

What is the difference between non-standard areas (NSA) and standard CONUS locations?

How are the CONUS per diem rates set for NSAs?

How does GSA set boundary lines for where per diem rates apply?

How can a CONUS non-standard area (NSA) receive a special review?

How can I request the establishment of a new NSA?

What if a city is not listed on the CONUS Per Diem website?

Can hotels refuse to honor the per diem rate to federal government employees and federal government contractors?

Is the hotel’s GOV rate the same as the federal per diem rate?

Are lodging taxes included in the CONUS per diem rate?

Are taxes and gratuity (tips) included in the Meals and Incidental (M&IE) expense rate?

What is considered an incidental expense?

How often is a study conducted on the M&IE expense rates?

What is the M&IE reimbursement rate during the first and last travel day?

Can I combine the lodging and M&IE per diem rates ("mix and match") in order to get a nicer hotel room or spend more on meals?

Do I need to provide receipts?

What do I do if there are no hotels available at per diem?

Do I receive a meal reimbursement for day travel away from my regular duty station?

How much per diem can I pay a contractor?

How much can a trucker deduct for meals per day?

Per diem is an allowance for lodging, meals, and incidental expenses. The U.S. General Services Administration (GSA) establishes the per diem reimbursement rates that federal agencies use to reimburse their employees for subsistence expenses incurred while on official travel within the continental U.S. (CONUS), which includes the 48 contiguous states and the District of Columbia. The U.S. Department of Defense (DOD) establishes rates for travel in non-foreign areas outside of CONUS, which includes Alaska, Hawaii, and U.S. territories and possessions. The U.S. Department of State establishes rates for travel in foreign areas. For more information on rates established by DOD and the State Department visit travel.dod.mil and aoprals.state.gov .

Please visit www.gsa.gov/perdiem  to find the rates. Click on a state on the map to view that state's rates or enter the location in the search box. Even though some cities are listed for your lookup convenience, not all cities can or will be listed. To look up the county a destination is located in, visit the Census Geocoder . If neither the city nor county you are looking for is listed on the GSA per diem rate page, then the standard CONUS rate applies.

Non-standard areas (NSAs) are frequently traveled by the federal community and are reviewed on an annual basis. Standard CONUS locations are less frequently traveled by the federal community and are not specifically listed on our website.

Per diem rates are set based upon contractor-provided average daily rate (ADR) data of local lodging properties. The properties must be fire-safe and have a FEMA ID number. The ADR is a travel industry metric that divides room sales rental revenue by the number of rooms sold. All rates are evaluated to ensure that they are fair and equitable in the GSA and Office of Management and Budget approval process. For more detailed information, visit the Factors Influencing Lodging Rates page.

5 U.S.C § 5702 gives the Administrator of the U.S. General Services Administration (GSA) the authority to establish the system of reimbursing Federal employees for the subsistence expenses (lodging, meals, and incidentals) of official travel. The law governs how GSA sets rates today, and allows the GSA Administrator to establish locality-based allowances for these expenses with a reporting requirement back to Congress. The law was established to protect Federal employees by fairly reimbursing them for travel expenses. In addition, if a Federal employee cannot find a room within the established per diem rates, the travel policy allows the agency to reimburse the actual hotel charges up to 300 percent of the established per diem rates.

The per diem program has several standards that it follows in its systematic structured per diem methodology. The first level is having a "standard rate" that applies to approximately 85 percent of counties in the continental United States.

It is GSA's policy that, if and when a Federal agency, on behalf of its employees, requests that the standard rate is not adequate in a specific area to cover costs of travel as intended by the law, GSA will study the locality to determine whether the locality under study should become a "non-standard area." If the study recommends a change, a change will be implemented as deemed appropriate. GSA has implemented a process to review and update both the standard and non-standard areas annually.

The standard "boundary line" for where non-standard areas apply is generally one county. This is the case for approximately 85 percent of the non-standard rates that GSA sets. However, in some cases, agencies have requested that the rate apply to an area larger than one county, such as a metropolitan area. In a very small number of cases, an agency can and has requested that a rate apply to just a city and not the entire county. In some rural areas, a rate sometimes applies to more than one county due to lack of an adequate data sample to set a rate otherwise.

GSA uses the Federal Information Processing Series (FIPS) code standard for its apply areas. While GSA often uses ZIP codes to select hotel data samples, the apply area is coded by a FIPS code, unless a Federal agency only wants the rate to apply to certain ZIP codes. These codes are managed by the American National Standards Institute (ANSI) to ensure uniform identification of geographic entities through all federal government agencies.

In order for GSA to conduct a "special" review of a non-standard area (NSA) during the current fiscal year, a Federal Agency Travel Manager or an equivalent individual in grade or title must submit a signed letter on agency letterhead or stationery stating that the present per diem rate is inadequate. The request should contain the following information:

  • The geographical areas you want us to study, especially ZIP codes.
  • The property names (including addresses, ZIP codes, and rates) where your federal travelers stay while on temporary duty travel and those properties (including addresses, ZIP codes, and rates) that will not honor the federal lodging per diem rate.
  • The number of times actual expenses were used and/or federal travelers had to use another lodging facility to stay within the maximum allowable lodging per diem rate, which resulted in additional transportation expenses (rental car, taxi) being incurred.

All valid requests postmarked no later than 12/31 will be eligible for this review. All valid requests received after 12/31, but before 4/1 will be evaluated during the following fiscal year's annual review cycle. After all the requirements are submitted, GSA will obtain updated data from our contractor to determine whether a per diem rate should be increased, decreased or remain unchanged. We will conduct no more than one "special" review for a particular NSA annually.

Letters should be sent to: General Services Administration, Office of Government-wide Policy, 1800 F St. NW., Washington, DC 20405. For more direct service, please also scan and email your request (a signed letter on agency letterhead must be attached) to [email protected] .

The procedure and the request deadline are the same as FAQ #6. However, requests received after 3/31 will not be included in the following fiscal year's annual review cycle because the annual review will have already begun.

If a city is not listed, check to ensure that the county within which it is located is also not listed. Visit the Census Geocoder to determine the county a destination is located in. If the city is not listed, but the county is, then the per diem rate is the rate for that entire county. If the city and the county are not listed, then that area receives the standard CONUS location rate.

Hotels are not required to honor the federal per diem rates. It is each property’s business decision whether or not to offer the rate. Hotels also may or may not choose to extend the rate to other individuals, such as government contractors.

Hotels sometimes offer a "GOV" rate, which might be different than the federal per diem rate. If it is higher, you need to receive approval for actual expense prior to travel in order to receive full reimbursement. It is the traveler’s responsibility to know the federal per diem reimbursement rates, and should not assume a GOV rate is the same as the federal per diem rate. See the FTR Chapter 301, Subpart D-Actual Expense and follow your agency's guidelines.

Lodging taxes are not included in the CONUS per diem rate. The Federal Travel Regulation 301-11.27 states that in CONUS, lodging taxes paid by the federal traveler are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For foreign areas, lodging taxes have not been removed from the foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas not allowed. Some states and local governments may exempt federal travelers from the payment of taxes. For more information regarding tax exempt status, travelers should visit the State Tax Forms page.

Yes, the meals and incidental expense (M&IE) rate does include taxes and tips in the rate, so travelers will not be reimbursed separately for those items.

The Federal Travel Regulation Chapter 300, Part 300-3 , under Per Diem Allowance, describes incidental expenses as: Fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

An M&IE study has traditionally been conducted every three to five years. Based upon the recommendations of the Governmentwide Travel Advisory Committee, GSA began reviewing rates every three years starting with rates for FY 2016.

On the first and last travel day, Federal employees are only eligible for 75 percent of the total M&IE rate for their temporary duty travel location (not the official duty station location). For your convenience, the M&IE breakdown page has a table showing the calculated amount for the "First and Last Day of Travel."

For federal employees, the Federal Travel Regulation (FTR) does not make a provision for "mixing and matching" reimbursement rates. The lodging per diem rates are a maximum amount; the traveler only receives actual lodging costs up to that maximum rate. Therefore, there is no "extra" lodging per diem to add to the M&IE rate. Likewise, the M&IE per diem cannot be given up or transferred to lodging costs. See FTR 301-11.100 and 301-11.101 for more information.

For any official temporary travel destination, you must provide a receipt to substantiate your claimed travel expenses for lodging and receipts for any authorized expenses incurred costing over $75, or a reason acceptable to your agency explaining why you are unable to provide the necessary receipt (see Federal Travel Regulation 301-11.25 ).

You may ask your agency to authorize the actual expense allowance provision. The Federal Travel Regulation (FTR) 301-11.300 through 306 notes that if lodging is not available at your temporary duty location, your agency may authorize or approve the maximum per diem rate of up to 300% of per diem for the location where lodging is obtained. You should also ensure you have checked www.fedrooms.com to confirm there are no rooms available at per diem in the area where you need to travel.

According to the Federal Travel Regulation (FTR), travelers are entitled to 75% of the prescribed meals and incidental expenses for one day travel away from your official station if it is longer than 12 hours. Please see FTR 301-11.101 .

GSA establishes per diem rates and related policies for federal travelers on official travel only, and cannot address specific inquiries concerning the payment of contractors. If the contractor is on a federal contract, check with the contracting officer to see what is stated in their contract. Contractors should also check the travel regulations of their company.

GSA establishes per diem rates, along with its policies for federal employees on official travel only. Truck-related questions should be addressed either to the Department of Transportation ( www.dot.gov ) or the Internal Revenue Service ( www.irs.gov ).

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

pcs travel expenses

Small Business Trends

10 tax deductions for travel expenses (2023 tax year).

deductions for travel expenses

Tax season can be stressful, especially if you’re unaware of the tax deductions available to you. If you’ve traveled for work throughout the year, there are a number of deductions for travel expenses that can help reduce your taxable income in 2024 and save you money.

Read on for 10 tax deductions for travel expenses in the 2023 tax year.

Are business travel expenses tax deductible?

Business travel expenses incurred while away from your home and principal place of business are tax deductible. These expenses may include transportation costs, baggage fees, car rentals, taxis, shuttles, lodging, tips, and fees.

It is important to keep receipts and records of the actual expenses for tax purposes and deduct the actual cost.

What kinds of travel expenses are tax deductible?

To deduct business travel expenses, they must meet certain criteria set by the IRS.

The following are the primary requirements that a travel expense must meet in order to be eligible for a tax deduction:

  • Ordinary and necessary expenses: The expense must be common and accepted in the trade or business and be helpful and appropriate for the business.
  • Directly related to trade or business: The expense must be directly related to the trade or business and not of a personal nature.
  • Away from home overnight: The expense must have been incurred while away from both the taxpayer’s home and the location of their main place of business (tax home) overnight.
  • Proper documentation: The taxpayer must keep proper documentation, such as receipts and records, of the expenses incurred.

Eligible Business Travel Tax Deductions

Business travel expenses can quickly add up. Fortunately, many of these expenses are tax deductible for businesses and business owners.

Here is an overview of the types of business travel expenses that are eligible for tax deductions in the United States:

Accommodation Expenses

Accommodation expenses can be claimed as tax deductions on business trips. This includes lodging at hotels, rental costs of vacation homes, and other lodgings while traveling.

Meal Expenses

Food and beverage expenses incurred on a business trip may be deducted from taxes. This includes meals while traveling and meals during meetings with clients or contractors.

Transportation Expenses

Deducting business travel expenses incurred while on a business trip may also be claimed.

This includes flights, train tickets, car rentals, gas for personal vehicles used for the business trip, toll fees, parking fees, taxi rides to and from the airport or train station, and more.

Expenses of operating and maintaining a car

Expenses of operating and maintaining a car used for business travel may also be claimed as tax deductions.

This includes fuel, insurance, registration costs, actual costs of repairs, and maintenance fees. Fees paid to hire a chauffeur or driver may also be deducted.

Operating and maintaining house-trailers

Operating and maintaining house trailers for business travel may be eligible for tax deductions, provided that the use of such trailers is considered “ordinary” and “necessary” for your business.

This includes any costs associated with renting or owning a trailer, such as fuel costs, repair and maintenance fees, insurance, and registration charges.

Internet and phone expenses

Internet and phone expenses associated with business travel can also be claimed as tax deductions. This includes the cost of any internet service, such as Wi-Fi or data plans, and phone services, such as roaming charges or international calls.

Any communication devices purchased for business use, such as smartphones and laptops, may also be eligible for tax deductions.

Computer rental fees

Rental fees for computers and other computing devices used during business travel may also be deducted from taxes. This includes any applicable charges for purchasing, leasing, or renting a computer, as well as the related costs of connecting to the Internet and other digital services.

All such expenses must be necessary for the success of the business trip in order to qualify for a tax deduction.

Travel supplies

Travel supplies, such as suitcases and other bags, are also eligible for tax deductions when used for business travel. Any costs associated with keeping the items protected, such as locks and tracking devices, can also be claimed as tax deductions.

Other necessary supplies, such as office equipment or reference materials, may also be eligible for deductions.

Conference fees and events

Conference fees and events related to business travel may also be eligible for tax deductions. This includes fees associated with attending a conference, such as registration, accommodation, and meals.

Any costs related to the organization of business events, such as venue hire and catering, may also be claimed as tax deductions.

Cleaning and laundry expenses

Business travel expenses associated with cleaning and laundry may also be claimed as tax deductions. This includes a portion of the cost of hotel and motel services, such as cleaning fees charged for laundering clothing, as well as any other reasonable expenses related to keeping clean clothes while traveling away from home.

Ineligible Travel Expenses Deductions

When it comes to business expenses and taxes, not all travel expenses are created equal. Some expenses are considered “Ineligible Travel Expenses Deductions” and cannot be claimed as deductions on your income taxes.

Here is a list of common travel expenses that cannot be deducted, with a brief explanation of each:

  • Personal Vacations: Expenses incurred during a personal vacation are not deductible, even if you conduct some business while on the trip. In addition, expenses related to personal pleasure or recreation activities are also not eligible for deductions.
  • Gifts: Gifts purchased for business reasons during travel are not deductible, even if the gifts are intended to benefit the business in some way.
  • Commuting: The cost of commuting between your home and regular place of business is not considered a deductible expense.
  • Meals: Meals consumed while traveling on business can only be partially deducted, with certain limits on the amount.
  • Lodging: The cost of lodging is a deductible expense, but only if it is deemed reasonable and necessary for the business trip.
  • Entertainment: Entertainment expenses, such as tickets to a show or sporting event, are not deductible, even if they are associated with a business trip.

How to Deduct Travel Expenses

To deduct travel expenses from income taxes, the expenses must be considered ordinary and necessary for the operation of the business. This means the expenses must be common and accepted business activities in your industry, and they must be helpful, appropriate, and for business purposes.

In order to claim travel expenses as a deduction, they must be itemized on Form 2106 for employees or Schedule C for self-employed individuals.

How much can you deduct for travel expenses?

While on a business trip, the full cost of transportation to your destination, whether it’s by plane, train, or bus, is eligible for deduction.

Similarly, if you rent a car for transportation to and around your destination, the cost of the rental is also deductible. For food expenses incurred during a business trip, only 50% of the cost is eligible for a write-off.

How do you prove your tax deductions for travel expenses?

To prove your tax deductions for travel expenses, you should maintain accurate records such as receipts, invoices, and any other supporting documentation that shows the amount and purpose of the expenses.

Some of the documentation you may need to provide include receipts for transportation, lodging, and meals, a detailed itinerary or schedule of the trip, an explanation of the bona fide business purpose of the trip, or proof of payment for all expenses.

What are the penalties for deducting a disallowed business expense?

Deducting a disallowed business expense can result in accuracy-related penalties of 20% of the underpayment, interest charges, re-assessment of the tax return, and in severe cases, fines and imprisonment for tax fraud. To avoid these penalties, it’s important to understand expense deduction rules and keep accurate records.

Can you deduct travel expenses when you bring family or friends on a business trip?

It is not usually possible to deduct the expenses of taking family or friends on a business trip. However, if these individuals provided value to the company, it may be possible. It’s advisable to speak with an accountant or financial expert before claiming any deductions related to bringing family and friends on a business trip.

Can you deduct business-related expenses incurred while on vacation?

Expenses incurred while on a personal vacation are not deductible, even if some business is conducted during the trip. To be eligible for a deduction, the primary purpose of the trip must be for business and the expenses must be directly related to conducting that business.

Can you claim a travel expenses tax deduction for employees?

Employers can deduct employee travel expenses if they are ordinary, necessary, and adequately documented. The expenses must also be reported as taxable income on the employee’s W-2.

What are the limits on deducting the cost of meals during business travel?

The IRS permits a 50% deduction of meal and hotel expenses for business travelers that are reasonable and not lavish. If no meal expenses are incurred, $5.00 daily can be deducted for incidental expenses. The federal meals and incidental expense per diem rate is what determines the standard meal allowance.

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Overview of Travel Insurance Coverage

What does travel insurance cover, what does credit card travel insurance cover, what travel insurance coverage do you need to pay more for, choosing the right travel insurance, what does travel insurance cover frequently asked questions, understanding what travel insurance covers.

Affiliate links for the products on this page are from partners that compensate us (see our advertiser disclosure with our list of partners for more details). However, our opinions are our own. See how we rate insurance products to write unbiased product reviews.

The information for the following product(s) has been collected independently by Business Insider: Chase Freedom Flex℠. The details for these products have not been reviewed or provided by the issuer.

  • Travel insurance is intended to cover risks and financial losses associated with traveling.
  • Coverage can include trip cancellation, baggage protection, medical care, and emergency evacuation.
  • When filing a claim, be specific and comprehensive in your documentation to ease the process.

Whether it's a trip across the world or a trip across the state, having travel insurance provides major relief if things go awry. Flight delays, lost baggage, illness, injuries, and other unforeseen events can disrupt even the best-laid plans. With a major disruption comes the potential for unanticipated expenses.

Travel insurance and the coverage it offers can help keep you protected and save you money in the long run.

Travel insurance policies protect travelers from financial losses should something go wrong during their trip. You can customize which coverages you want to include, and there are several to choose from.

"Common types of coverage include trip cancellation, trip interruption, baggage protection, coverage for medical care if you get sick or hurt during your trip, and emergency medical evacuation," says Angela Borden, a travel insurance expert and product strategist for travel insurance company Seven Corners.

Travel insurance plans offer nonrefundable payments and other trip-related expenses. While monetary compensation is a primary benefit, there is another valuable perk of travel insurance. It can provide peace of mind.

Your specific travel insurance plan (and its terms and conditions) will determine the minutia and specifics of what is covered. As with most other forms of insurance, a general rule of thumb is the more you spend, the better your coverage.

"Travel insurance can be confusing, so it's best to research a reputable company that specializes in travel insurance and has a long history of successfully helping travelers all over the world," says Borden.

Trip cancellation and interruptions

A travel insurance policy can reimburse you for a prepaid, nonrefundable trip if it is canceled for a covered event, such as a natural disaster or a global pandemic.

Trip interruption insurance covers you if you're already on your trip and you get sick, there's a natural disaster, or something else happens. Make sure to check with your travel insurance providers to discuss any inclusions, coverage, and more.

Travel delays and missed connections

Travel delay insurance coverage provides reimbursement for any expenses you incur when you experience a delay in transit over a minimum time. Reimbursements can include hotels, airfare, food, and other related expenses.

Medical emergencies and evacuations

Typically, US healthcare plans are not accepted in other countries. So travel insurance with medical coverage can be particularly beneficial when you are abroad. Medical coverage can also help with locating doctors and healthcare facilities.

Medical transportation coverage will also pay for emergency evacuation expenses such as airlifts and medically-equipped flights back to the US. Out of pocket, these expenses can easily amount to tens of thousands of dollars. Certain plans may even transport you to a hospital of choice for care.

Travel insurance generally does not include coverage for pre-existing conditions. That said, you can obtain a pre-existing condition waiver, which we will talk about later.  

Baggage and personal belongings

Most airlines will reimburse travelers for lost or destroyed baggage, but be prepared for limitations. Travel insurance plans will typically cover stolen items, such as those stolen out of a hotel room. This may not include expensive jewelry, antiques, or heirloom items. Typically, airlines have a few days to recover your bag.

In the meantime, you can make a claim to pay for items like certain toiletries and other items you need to pick up. If your bag is truly lost or you don't get it for an extended period, you can file a true lost baggage claim.

A major perk on several travel credit cards is embedded credit card travel insurance . Typically, you will need to use the specific card for the transaction (at least with partial payment) for travel coverage to kick in.

Each card has specific rules on what exactly is covered. But one of the industry leaders is the $550-per-year Chase Sapphire Reserve credit card. Here's a snapshot of what is covered with this specific card:

  • Baggage delay: up to $100 reimbursed per day for up to five days if a passenger carrier delays your baggage by more than six hours.
  • Lost and damaged baggage: up to $3,000 per passenger per trip, but only up to $500 per passenger for jewelry and watches and up to $500 per passenger for cameras and other electronic equipment.
  • Trip delay reimbursement: up to $500 per ticket if you're delayed more than six hours or require an overnight stay.
  • Trip cancellation and interruption protection: up to $10,000 per person and $20,000 per trip for prepaid, nonrefundable travel expenses.
  • Medical evacuation benefit: up to $100,000 for necessary emergency evacuation and transportation when on a trip of five to 60 days and traveling more than 100 miles from home.
  • Travel accident insurance: accidental death or dismemberment coverage of up to $100,000 (up to $1,000,000 for common carrier travel).
  • Emergency medical and dental benefits: up to $2,500 for medical expenses (subject to a $50 deductible) when on a trip arranged by a travel agency and traveling more than 100 miles from home.
  • Rental car coverage: primary coverage for damages caused by theft or collision up to $75,000 on rentals of 31 days or fewer

More protections are included with cards with an annual fee, but there are exceptions. The no-annual-fee Chase Freedom Flex, for instance, includes up to $1,500 per person (and up to $6,000 per trip) in trip cancellation and trip interruption coverage.

However, there are some differences between credit card travel coverage and obtaining coverage from a third party.

"Credit card coverage does not typically provide travel medical benefits," Borden says. "For protection if you get sick or hurt while traveling, you'll want a travel insurance plan with medical coverage."

Whether you get your travel insurance in a standalone policy or through a credit card, it's important to review your plan details carefully. In either case, there may be exclusions and other requirements such as deadlines when filing a claim, Borden notes.

Knowing what travel insurance doesn't cover is as important as knowing what it does cover.

"Travelers should understand that travel insurance benefits come into play only if a covered reason occurs," Borden says. Most standard travel insurance plans won't reimburse you for the following:

Cancel for any reason (CFAR)

Cancel-for-any-reason travel insurance covers a trip cancellation for any reason, not just a covered event. your standard benefits won't kick in unless it's a covered event. For instance, you'll be reimbursed simply for changing your mind about taking a trip.

That said, CFAR travel insurance is not without its downsides. For one, it's more expensive than traditional insurance, and most CFAR policies will only reimburse you for a percentage of your travel expenses. Additionally, CFAR policies aren't available for annual travel insurance . 

You can find our guide on the best CFAR travel insurance here.

Foreseen weather events

Sudden storms or unforeseen weather events are typically covered by standard travel insurance plans. There are exceptions to be aware of. For example, an anticipated and named hurricane will not be covered.

Medical tourism

If you're going to travel internationally for a medical procedure or doctor's visit, your travel insurance plan will not cover the procedure itself. Most medical travel plans also won't cover you if something goes wrong with your procedure.

Pre-existing conditions and pregnancy

Those with specific pre-existing conditions, such as someone with diabetes and needing more insulin, will not be covered by most plans. In addition, pregnancy-related expenses will likely not be covered under most plans.

That said, you can obtain a pre-existing condition waiver for stable conditions. In order to obtain a wavier, you will need to purchase travel insurance within a certain time frame from when you booked your trip, usually two to three weeks, depending on your policy.

Extreme sports and activities

Accidents occurring while participating in extreme sports like skydiving and paragliding will typically not be covered under most plans. However, many plans offer the ability to upgrade to a higher-priced version with extended coverage.

Navigating claims and assistance

When a trip goes awry, the first thing you should do is document everything and be as specific as possible with documentation. This will make the claims process easier, as you can substantiate and quantify your financial losses due to the delay.

For example, your flight home has been delayed long enough to be covered under your policy, you'll want to keep any receipts from purchases made while waiting. For instances where your luggage is lost, you will need to file a report with local authorities and document all the items you packed.

Cancellation protection also requires meticulous attention to detail. If you're too sick to fly, you may need to see a doctor to prove your eligibility. If an airline cancels a flight, you'll also need to document any refunds you received as travel insurance isn't going to reimburse you for money you've already gotten back. 

Part of the benefit of CFAR insurance is the reduced paperwork necessary to file a claim. You'll still need to document your nonrefundable losses, but you won't have to substantiate why you're canceling a trip.

Each plan should be personalized to meet the insured party's needs. Some travelers prefer to stick to the bare minimum (flight cancellation benefits through the airline). Others want a comprehensive plan with every coverage possible. Before you buy anything, set your destination. Are there any travel restrictions or changes pending? Does your destination country require emergency or other medical coverage?

If the destination airport is known for lost or delayed luggage, travelers should keep important items in carry-ons. Lost or delayed luggage coverage protects insured parties in the event of a significant delay or total loss.

Second, check current credit card travel benefits to avoid redundancies. Savvy travelers don't need to pay for the same coverage twice.

Finally, consider your individual needs. Do you have a chronic medical condition, or do you feel safe with emergency-only medical coverage? Keep in mind, this does not include coverage for cosmetic surgery or other medical tourism. Do you have a budget limit for travel insurance? Asking and answering these important questions will help every traveler find the right product.

Most travel insurance plans are simple, and Business Insider's guide to the best travel insurance companies outlines our top picks. Remember, read your policy and its specifics closely to ensure it includes the items you need coverage for.

No one likes to dwell on how a trip might not go as planned before even leaving. However, at its core, travel insurance provides peace of mind as you go about your trip. While the upfront cost may seem significant, when you compare it to the potential expenses of a canceled flight, emergency evacuation, or a hefty medical bill, it's a small price to pay in the grand scheme of things.

Coverage for pandemics vary from policy to policy. Some travel insurance companies have specific provisions for pandemic-related cancellations, while others may exclude them entirely.

Sports injuries are often covered under travel insurance, but high-risk or adventure sports might require additional coverage or a special policy.

Travel advisories have different effects on your travel insurance depending on your policy. Traveling to a country already under travel advisory may invalidate your coverage, but if you're already traveling when a travel advisory is announced, you may be covered.

Travel insurance usually covers the cost of emergency medical evacuations to the nearest suitable medical facility, and sometimes back to your home country, if necessary.

Many travel insurance policies provide coverage for the cost of replacing lost or stolen passports during a trip.

pcs travel expenses

Editorial Note: Any opinions, analyses, reviews, or recommendations expressed in this article are the author’s alone, and have not been reviewed, approved, or otherwise endorsed by any card issuer. Read our editorial standards .

Please note: While the offers mentioned above are accurate at the time of publication, they're subject to change at any time and may have changed, or may no longer be available.

**Enrollment required.

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    PCS Entitlements for Active Military Service Members. When completing a PCS move, you will in-process with your local pay office who will help answer any of your entitlement questions. Monetary Allowance in Lieu of Transportation (MALT) Plus (Per Diem) Temporary Lodging Expense. Dislocation Allowance. Personally Procured Moves. Dependent Travel.

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    Calculation of Standard CONUS Per Diem: (Effective 1 Oct 19) Drivers of vehicles moving on different days receive $151.00 per travel day. If traveling by "convoy", a second driver counts as a family member. Family member(s) 12 years or older receive $113.25 and family member(s) under 12 receive $75.50 per travel day.

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    Announcements: Civilian Relocation Debt Notification - If you incur a travel related debt, a letter will be sent through e-billing that will allow you to pay the debt in 30 days using the pay.gov system.This letter will provide a link to pay.gov and an access code specific to your debt. If you have not paid your travel debt within 30 days, you will receive another debt letter with additional ...

  6. PCS Entitlements, Expenses & Per Diems

    During a PCS, service members are entitled to a travel per diem, which can vary based on your location, rank, branch and other factors. In most cases, this is provided as a flat daily rate, but you may be eligible to receive an additional per diem based on the number of dependents you have. This travel per diem is separate from some of the ...

  7. How to Get Reimbursement for Your PPM Move

    Military members may also file for reimbursement for En Route Travel costs using the DD Form 1351-2 Travel Voucher or Subvoucher (PDF). Service members completing a PCS within the Continental United States may also receive reimbursement for temporary lodging and meal expenses (TLE), up to $180 per day, to offset the costs of lodging during the ...

  8. DoD Authorizes an Increase to 2022 PCS Related Allowances

    As part of Secretary Austin's Taking Care of People initiative and to ease costs that can strain budgets and cause financial uncertainty during Permanent Change of Station (PCS) moves, the Department of Defense (DoD) has authorized changes to two PCS allowances: Dislocation Allowance (DLA) and Temporary Lodging Expense (TLE) that will take effect October 1, 2022.

  9. Computation Examples

    Computation Examples. Select a topic to display related computation examples. Actual Expense Allowance (AEA) City Pair Program. Overseas Cost-of-Living Allowances (OCONUS COLA) Deductible Meals. Dual Lodging. Emergency Leave. Flat Rate Per Diem Transition.

  10. PDF Permanent Change of Station (PCS) Travel Entitlements and Benefits Handbook

    FSC PCS Travel Permanent Change of Station Handbook PCS Travel Handbook 7 March 2020 The term . Outside the Continental United States (OCONUS), for the purposes of this handbook only, refers to the following non- foreign areas: Alaska, Guam, Hawaii, Pacific Islands, Puerto Rico, American Samoa, and the U.S. Virgin Islands. The terms

  11. Mileage Rates

    A mileage allowance for using a privately owned vehicle (POV) for local, temporary duty (TDY), and permanent change of station (PCS) travel is reimbursed as a rate per mile in lieu of reimbursement of actual POV operating expenses. TDY mileage rates are provided for the three POV types (Car, Motorcycle, and Airplane) and the PCS monetary allowance in lieu of transportation rate for which the ...

  12. PCS Advance Information

    The GTCC must be used for all other PCS travel expenses. For additional information, please see this memo. * Accession and Separation PCS moves are excluded from the mandatory IBA use requirement and therefore advances may be authorized for allowable PCS entitlements if not prohibited in the orders.

  13. Military PCS Taxes Explained

    What PCS expenses cannot be claimed on taxes? Meals, any already reimbursed PCS expenses, non-reasonable travel expenses, expenses for someone outside your household, or goods acquired along the way to your new location. Reimbursements received that are greater than actual expenses incurred must be claimed as income on line 1 of form 1040.

  14. En Route Travel

    En Route travel expenses are a taxable entitlement. En route travel is authorized for one trip for you and your dependents from the old to new duty station. If your dependents are NOT traveling with you, they are performing an en route at an earlier/later date, be sure to mark unaccompanied in Block 12 of the 1351-2 and complete a separate 1351 ...

  15. PCS and Taxes: Deducting Military Moving Expenses

    Only active-duty military members who relocate due to PCS orders or, in some cases, their unaccompanied family members, can deduct moving expenses. ... To be a reasonable travel expense, the route you take, for example, must be the shortest, most direct one available from your previous home to your new one.

  16. Joint Travel Regulations

    Joint Travel Regulations. The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members (i.e., Army, Navy, Air Force, Marine Corps, Space Force, Coast Guard, National Oceanic and Atmospheric Administration Commissioned Corps, and Public Health Service Commissioned Corps), Department of Defense (DoD) civilian ...

  17. 14 FAM 530 OFFICIAL TRAVEL

    This includes permanent change-of-station (PCS) and transfer moves. 14 FAM 531.4 Home Leave Travel ... Travel expenses are authorized for an employee or an eligible dependent to accompany the remains of a family member to the place of interment in the United States or abroad and return to the duty station (see 3 FAM 2550).

  18. PDF all receipts, including those under $75 include the name of the pet

    A: Yes, if a mil-to-mil couple are traveling on separate valid PCS orders, both may seek reimbursement for a household pet, two household pets total. Each should claim a pet when they file their travel vouchers. Q: Can I reimburse the hotel pet fees using this entitlement? A: Yes, hotel pet fees are a valid expense to be reimbursed.

  19. PDF Army PCS TrAvel vouCher Guide

    Army PCS TrAvel vouCher Guide how To ComPleTe The dd 1351-2 May 2015. Army PCS Travel Voucher Guide ... • All receipts for expenses incurred for $75.00 or more must be submitted. • Form DA 31 leave form (or leave must be annotated on the DD 1351-2) • IF APPLICABLE: Statement of Non-Availability for commercial ...

  20. Frequently asked questions, per diem

    The Federal Travel Regulation 301-11.27 states that in CONUS, lodging taxes paid by the federal traveler are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For foreign areas, lodging taxes have not been removed from the foreign per diem rates established by the Department of State.

  21. 10 Tax Deductions for Travel Expenses (2023 Tax Year)

    The IRS permits a 50% deduction of meal and hotel expenses for business travelers that are reasonable and not lavish. If no meal expenses are incurred, $5.00 daily can be deducted for incidental expenses. The federal meals and incidental expense per diem rate is what determines the standard meal allowance.

  22. DoD Approves Pet Expenses Reimbursement Due to PCS

    The Department of Defense has approved a new policy to cover pet travel expenses, like pet transportation or quarantine fees, incurred by Service members during a Permanent Change of Station (PCS). As of January 1, 2024, military Service members going through a PCS within the continental United States can be reimbursed up to $550 for one ...

  23. What Does Travel Insurance Cover? Key Features Explained

    Emergency medical and dental benefits: up to $2,500 for medical expenses (subject to a $50 deductible) when on a trip arranged by a travel agency and traveling more than 100 miles from home.

  24. Civilian PCS Entitlement Guide

    Temporary Quarters Subsistence Expenses (TQSE) Miscellaneous Expense Allowance (MEA) Movement and Storage of Household Goods (HHG) ... Department of State Civilian Personnel Mgmt Service DTS Travel Center System for Award Mgmt (SAM) ... (PCS) Civilian PCS Entitlement Guide. Customer Service. Resources. askDFAS. Understanding Orders.

  25. Microsoft debuts first Surface PCs with dedicated Copilot AI button

    Microsoft on Thursday revealed the Surface Pro 10 for Business and Surface Laptop 6 for Business. The new PCs feature a dedicated Copilot button on the keyboard for quickly accessing the chatbot ...

  26. PDF Cardholder Reference Edition

    The Government Travel Charge Card (GTCC) is mandated to be used by DoD personnel to pay for authorized expenses (including meals), when on official travel unless an exemption is granted. This includes temporary duty (TDY) and per component guidance, Permanent Change of Station (PCS) travel. 2.

  27. Miscellaneous Expense Allowance (MEA)

    Miscellaneous Expense Allowance (MEA) Miscellaneous expenses are the various costs associated with PCS that are not covered by other PCS allowances in the JTR. A MEA is payable when a civilian employee vacates a residence at the old Permanent Duty Station (PDS) and establishes a new temporary or permanent residence at the new PDS.