[Federal Register: June 30, 2003 (Volume 68, Number 125)]
[Proposed Rules]
[Page 38661-38665]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr30jn03-35]
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GENERAL SERVICES ADMINISTRATION
41 CFR Parts 300-3, 301-50, 301-52, 301-70, and 301-73
[FTR Case 2003-303]
RIN 3090-AH83
Federal Travel Regulation; eTravel Service (eTS)
AGENCY: Office of Governmentwide Policy, General Services
Administration (GSA).
ACTION: Proposed rule.
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SUMMARY: The General Services Administration (GSA) is proposing to
amend the Federal Travel Regulation (FTR) by revising the term Travel
Management System (TMS) to Travel Management Service and by revising
its definition. New terms and definitions for the eTravel Program
Management Office (PMO) will also be added. This proposed rule will
also amend the FTR requirements dealing with employees' use of their
agencies' Travel Management Service (TMS) and the eTravel Service
(eTS). The eTravel PMO will provide migration planning tools,
coordinate migration planning meetings, and provide migration planning
support beginning July 2003. This proposed rule requires agencies to
begin implementing the eTS no later than December 31, 2004, and to
complete migration to eTS for full agency-wide use by September 30,
2006. This proposed rule will also require agencies to submit migration
plans and schedules to the eTravel PMO no later than March 31, 2004.
This proposed rule specifies that award of a task order to a vendor
under the impending eTS Master Contract for implementation services,
authorization and travel claim services, and (if applicable)
reservation and fulfillment services will constitute the beginning of
eTS implementation for an agency. Agency-wide use of the eTS
(accommodating FedTrip through September 30, 2004, and agency-
contracted Travel Management Center support, if applicable) for all
travel management processes and travel claim submissions will
constitute complete migration. Under this proposed rule, agencies will
be required to allocate the budget and personnel resources necessary to
support eTS implementation, training, and use data exchange. This will
include programming agency funds to establish interfaces between the
eTS standard data output and their applicable business systems. This
proposed regulation is in accordance with the President's Management
Agenda for fiscal year 2002.
DATES: Comments must be received on or before July 30, 2003.
ADDRESSES: Submit written comments to--General Services Administration,
Regulatory Secretariat (MVA), 1800 F Street, NW., Room 4035, ATTN:
Laurie Duarte, Washington, DC 20405.
Submit electronic comments via the Internet to FTRCase.2003-
303@gsa.gov. Please submit comments only and cite FTR Case 2003-303 in all
correspondence related to this proposed rule.
FOR FURTHER INFORMATION CONTACT: The Regulatory Secretariat, Room 4035,
GS Building, Washington, DC, 20405, (202) 208-7312, for information
pertaining to status or publication schedules. For clarification of
content, contact Umeki Thorne, Program Analyst, Office of
Governmentwide Policy, Travel Management Policy, at (202) 208-7636.
Please cite FTR case 2003-303.
SUPPLEMENTARY INFORMATION:
A. Background
The President's Management Agenda (PMA) for fiscal year 2002
identified five Governmentwide goals to improve Federal management and
deliver results. As a result of the PMA, a governmentwide task force
known as QuickSilver was established to address performance gaps in
existing Government systems as they relate to E-Government, and to
improve internal efficiency and effectiveness throughout the Federal
Government. Accordingly, in support of the PMA, the Government is
procuring the eTravel Service (eTS). The eTS will automate and
consolidate the Federal Government's travel process in a web-centric
environment, covering all aspects of travel from authorizations and
reservations to travel claims and voucher reconciliation. It will
eliminate the paper process still in place in many agencies, while
leveraging administrative, financial and information technology best
practices. The eTS will support reengineering of the entire travel
process to realize significant cost savings and improved
[[Page 38662]]
employee productivity. The eTS will replace Executive branch agencies'
current Travel Management System (TMS). To obtain management
efficiencies and cost savings across the executive branch, this
proposed regulation will require all agencies subject to the Federal
Travel Regulation (FTR) to begin implementation of the eTS as soon as
possible, but no later than December 31, 2004. Award of a task order to
a vendor under the eTS Master Contract for implementation services,
authorization and travel claim services, and (if applicable)
reservation and fulfillment services constitutes the beginning of eTS
implementation for an agency. Agency-wide use of the eTS (accommodating
FedTrip through September 30, 2004, and agency-contracted Travel
Management Center support, if applicable) for all travel management
processes and travel claim submission constitutes complete migration.
The Department of the Defense (DoD) is not subject to this requirement.
B. Proposed Changes
This proposed rule:
[sbull] Amends FTR 300-3.1 by adding a new terms and definitions,
``eTravel Program Management Office (eTravel PMO), and ``eTravel
Service,'' removing the definition ``travel management system'' and
adding a new definition ``travel management service.''
[sbull] Revises FTR Part 301-50 to incorporate the required use of
the eTravel Service in its entirety;
[sbull] Revises FTR Part 301-52.3;
[sbull] Revises FTR 301-70.1;
Revises FTR Part 301-73, Subpart A, General Rules, to incorporate new
policy and guidance on agency requirements, and Subpart B, Travel
Management Services.
C. Executive Order 12866
GSA has determined that this proposed rule is not a significant
regulatory action for the purposes of Executive Order 12866 of
September 30, 1993.
D. Regulatory Flexibility Act
This proposed rule is not required to be published in the Federal
Register for notice and comment; therefore, the Regulatory Flexibility
Act, 5 U.S.C. 601, et seq., does not apply.
E. Paperwork Reduction Act
The Paperwork Reduction Act does not apply because this proposed
rule does not impose recordkeeping or information collection
requirements, or the collection of information from offerors,
contractors, or members of the public which require the approval of the
Office of Management and Budget under 44 U.S.C. 501 et seq.
F. Small Business Regulatory Enforcement Fairness Act
This proposed rule is also exempt from congressional review under 5
U.S.C. 801 since it relates solely to agency management and personnel.
List of Subjects in 41 CFR Parts 300-3, 301-50, 301-52, 301-70, and
301-73
Government employees, Travel and transportation expenses.
Dated: June 24, 2003.
G. Martin Wagner,
Associate Administrator, Office of Governmentwide Policy.
For the reasons set out in this preamble, 41 CFR parts 300-3, 301-
50, 301-52, 301-70 and 301-73 are proposed to be amended as set forth
below:
PART 300-3--GLOSSARY OF TERMS
1. The authority citation for 41 CFR part 300-3 is revised to read
as follows:
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118;
E.O. 11609, 3 CFR, 1971-1975 Comp., p.586.
2. Amend Sec. 300-3.1 by removing the term and definition ``Travel
Management System (TMS)''; and adding in alphabetical order the terms
and definitions ``eTravel Program Management Office (eTravel PMO)'',
``eTravel Service (eTS)'' and ``Travel Management Service (TMS)'' to
read as follows:
Sec. 300-3.1 What do the following terms mean?
* * * * *
eTravel Program Management Office (eTravel PMO)--(1) The office
within the General Services Administration (GSA) that is responsible
for eTravel Service (eTS) contract management and administration,
including the following activities:
(i) Agency eTS task order coordination;
(ii) Guidance for agency implementation of the eTS;
(iii) Travel business data warehouse; and
(iv) Professional Federal travel manager development programs.
(2) This office will operate under the policy direction of the
Office of Governmentwide Policy, which will continue to lead Federal
travel process reengineering, agency Federal travel management program
coordination, and related activities that support world class travel
management across the Federal Government.
eTravel Service (eTS)--The common Governmentwide end-to-end travel
management service that automates and consolidates the Federal travel
process in a web-centric environment, covering all aspects of travel
planning, from authorization, reservations, expense reporting, and
reimbursement. The eTS replaces Travel Management Services (TMS) for
Executive branch agencies. (See Sec. 301-73.100 of this chapter.)
* * * * *
Travel Management Service (TMS)--A service for booking common
carrier (e.g., air, rail, bus confirmations and seat assignments),
lodging, and car rental reservations; fulfilling (i.e. ticketing)
reservations; providing basic management information on those
activities; and meeting other requirements as specified in Sec. 301-
73.105 of this chapter. A TMS may include a Travel Management Center
(TMC), Commercial Ticket Office (CTO), an electronically available
system, an in-house system, or other commercial methods of arranging
travel.
3. Part 301-50 is revised to read as follows:
PART 301-50--ARRANGING FOR TRAVEL SERVICES
Sec.
301-50.1 To whom do the pronouns ``I'', ``you'', and their variants
throughout this part refer?
301-50.2 How should I arrange my travel?
301-50.3 Must I use the eTravel Service to arrange my travel?
301-73.1 Who in my agency has the authority to waive the required
use of a Travel Management Service or the eTravel Service?
301-50.5 What is my liability if I do not use my agency's Travel
Management Service or the eTravel Service?
301-50.6 Are there any limits on the travel arrangements I may make?
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c).
Sec. 301-50.1 To whom do the pronouns ``I'', ``you'', and their
variants throughout this part refer?
In this part, the pronouns ``I'', ``you'', and their variants refer
to the employee.
Sec. 301-50.2 How should I arrange my travel?
You must arrange your travel as designated by your agency and in
accordance with these regulations.
Sec. 301-50.3 Must I use the eTravel Service to arrange my travel?
Yes, you must use the eTravel Service when it becomes available in
your agency, unless a waiver has been granted as provided in Sec. Sec.
301-50.4,
[[Page 38663]]
301-73.102 or Sec. 301-73.103 of this chapter. Until then, you must
use your agency's Travel Management Service (TMS) to make your travel
arrangements. The eTS replaces the TMS for Executive branch agencies no
later than September 30, 2006. The Department of Defense is not
presently subject to this requirement.
Sec. 301-50.4 Who in my agency has the authority to waive the
required use of a Travel Management Service or the eTravel Service?
The head of your agency or his/her designee(s) has (have) the
authority to grant individual waivers from the required use of a Travel
Management Service or the eTravel Service on a case-by-case basis.
Waivers must be limited to security reasons, necessity of disability
accommodations or special needs in accordance with Part 301-13 of this
chapter, or invitational travel.
Sec. 301-50.5 What is my liability if I do not use my agency's Travel
Management Service or the eTravel Service?
You are responsible for any additional costs resulting from the
failure to use the Travel Management Service or eTravel Service,
including service fees, cancellation penalties, or other additional
costs (e.g. higher airfares, rental car charges, or hotel rates). In
addition, your agency may take appropriate disciplinary action.
Sec. 301-50.6 Are there any limits on the travel arrangements I may
make?
Yes, there are limits on the travel arrangements you may make for
common carrier, commercial lodging, and car rental accommodations.
(a) Common carrier accommodations.
(1) If your agency is a mandatory user of the GSA city-pair
contracts for air passenger transportation services, you must use the
contract carrier, unless you have an approved exemption (See Sec. Sec.
301-10.107 and 301-10.108 of this chapter);
(2) You may only use Premium-class accommodations in accordance
with Sec. Sec. 301-10.121 through 301-10.124, 301-10.162, and 301-
10.143 of this chapter; and
(3) You must always use a U.S. Flag Air Carrier unless your travel
circumstances meet one of the exceptions in Sec. Sec. 301-10.131
through 301-10.143 of this Subchapter B.
(b) Lodging accommodations. You should always stay in a ``fire
safe'' facility. This is a facility that meets the fire safety
requirements of the Hotel and Motel Fire Safety Act of 1990, as amended
(see 5 U.S.C. 5707a). When selecting a commercial lodging facility,
first consideration must be given to the commercial lodging facilities
contracted by GSA under the Federal Premier Lodging Program (FPLP) (a
list of FPLP facilities may be found at http://www.gsa.gov/fplp), all
of which meet fire safety requirements), unless one or more of the
following conditions exist:
(1) A FPLP facility is not available at the location you need (e.g.
there are no FPLP facilities under contract within a reasonable
proximity of your temporary duty station, or there are no vacancies at
the FPLP facilities at the location). Your agency's TMS or eTravel
Service (eTS) must provide you with a list of alternative facilities
that meet the fire safety requirements of the Act.
(2) Your agency has other contractual arrangements with commercial
lodging facilities that meet the FEMA fire safety requirements at a
lower cost than FPLP properties.
(3) Your agency determines on a case-by-case basis that it is not
practical to use FPLP facilities to meet mission requirements.
(4) You are attending a conference with prearranged lodging
accommodations and are required to book lodging directly with the
lodging facility; or
(5) Your travel is OCONUS.
(c) Car rental accommodations. When authorized to use a rental
vehicle under Sec. 301-10.450 of this chapter, you must rent a vehicle
from a vendor that participates in the Military Traffic Management
Command (MTMC) Government Car Rental Agreement, unless you are OCONUS,
and no agreement is in place for your TDY location. MTMC has negotiated
rental car agreements that include automatic unlimited mileage,
collision damage insurance, and fixed rates.
PART 301-52--CLAIMING REIMBURSEMENT
6. The authority citation for 41 CFR part 301-52 is revised to read
as follows:
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2., Pub.L. 105-
264, 112 Stat. 2350 (5 U.S.C. 5701 note).
7. Revise Sec. 301-52.3 to read as follows:
Sec. 301-52.3 Am I required to file a travel claim in a specific
format and must the claim be signed?
As soon as your agency migrates to the eTS, and no later than
September 30, 2006, you must use the eTS to file all of your travel
claims. Until that time you must file your travel claim in the format
prescribed by your agency. If the prescribed travel claim is hardcopy,
the claim must be signed in ink; if your agency has electronic
processing, use your electronic signature where applicable. Any
alterations or erasures to your hardcopy travel claim must be
initialed.
PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS
8. The authority citation for 41 CFR part 301-70 is revised to read
as follows:
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec 2, Pub.L. 105-
264, 112 Stat. 2350 (5 U.S.C. 5701 note.)
9. Revise Sec. 301-70.1 to read as follows:
Sec. 301-70.1 How must we administer the authorization and payment of
travel expenses?
When administering the authorization and payment of travel
expenses, you:
(a) Must limit the authorization and payment of travel expenses to
travel that is necessary to accomplish your mission in the most
economical and effective manner, in accordance with the rules stated
throughout this chapter;
(b) Should give consideration to budget constraints, adherence to
travel policies, and reasonableness of expenses;
(c) Should always consider alternatives, including
teleconferencing, prior to authorizing travel; and
(d) Must require employees to use the eTS to process travel
authorizations and claims of travel expenses once you migrate to the
eTS, and no later than September 30, 2006, unless a waiver has been
granted in accordance with Sec. 301-73.102 or Sec. 301-73.103 of this
chapter.
10. The authority citation for 41 CFR part 301-73 is revised to
read as follows:
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c).
11. Part 301-73 is amended by revising Subparts A and B to read as
follows:
PART 301-73--TRAVEL PROGRAMS
Subpart A--General Rules
Sec.
301-73.1 What does the Federal travel management program include?
301-73.2 What are our responsibilities as participants in the
Federal travel management program?
Subpart B--eTravel Service and Travel Management Service
301-73.100 Must we require employees to use the eTravel Service?
301-73.101 How must we prepare to implement the eTravel Service?
301-73.102 May we grant waivers to the use of the eTravel Service or
the Travel Management Service?
[[Page 38664]]
301-73.103 May additional waivers be granted to the required use of
the eTravel Service or the Travel Management Service?
301-73.104 What are the consequences of an employee not using the
eTravel Service or the Travel Management Service?
301-73.105 What are the basic services that should be covered by a
Travel Management Service?
Subpart A--General Rules
Sec. 301-73.1 What does the Federal travel management program
include?
The Federal travel management program includes the following:
(a) A travel authorization and claim system that implements the
related requirements of the Federal Travel Regulation. (See Sec. Sec.
301-2.1 and 301-52.3 and part 301-71 of this chapter for those
requirements).
(b) A Travel Management Service that provides reservation and
ticketing support and management reports on reservation and ticketing
activities. (See Sec. 301-73.105 for specific services that should be
provided by a TMS.).
(c) A travel payment system for paying travel service providers
(e.g., Government contractor-issued individually billed cards,
centrally billed accounts, and travelers checks in accordance with
Sec. Sec. 301-70.700 through 301-70.707 of this chapter).
(d) Contracts and similar arrangements, with transportation and
lodging providers (e.g. government-contract air carriers, rental car
companies, trains, hotels (e.g. FPLP properties), etc.) that give
preferential rates and other benefits to Federal travelers on official
business.
(e) A Travel Management Reporting System that covers financial and
other travel characteristics required by the biennial Travel Survey
(see Sec. Sec. 300-70.1 through 300-70.4 of this subtitle) that are
not covered by the Travel Management Service.
(f) The eTravel Service (eTS), upon its implementation by your
agency. The eTS will replace the functions performed by the travel
authorization and claim system, the Travel Management Service (TMS) and
Travel Management Reporting Systems listed above. You must begin
migration to the eTS no later than December 31, 2004, and must fully
implement the eTS no later than September 30, 2006.
Note: Award of a task order to a vendor on the eTravel PMO eTS
Master Contract for implementation services, authorization and
travel claim services, and (if applicable) reservation and
fulfillment services constitutes the beginning of eTS implementation
for an agency. Agency-wide use of the eTS (accommodating FedTrip
through September 30, 2004, and agency-contracted Travel Management
Center support, if applicable) for all travel management processes
and travel claim submission constitutes complete migration.
Sec. 301-73.2 What are our responsibilities as participants in the
Federal travel management program?
As a participant in the Federal travel management program, you
must--
(a) Designate an authorized representative to administer the
program including leading your agency's implementation of the eTS;
(b) Ensure that you have internal policies and procedures in place
to govern use of the program including a plan and timeline to begin eTS
implementation no later than December 31, 2004, with agency-wide
adoption of eTS completed no later than September 30, 2006;
(c) Establish a plan that will measure cost savings and management
efficiencies through the use of the eTS once implemented. This plan
must include your migration plan and schedule for eTS implementation
which must be submitted by March 31, 2004 to the eTravel PMO, U.S.
General Services Administration, 1 Crystal Park, Mail Stop 1AA, 2011
Crystal Drive, Suite 911, Arlington, VA 22202 for coordination and
approval;
(d) Require employees to use the eTS in lieu of your Travel
Management Service as soon as it becomes available in your agency, but
no later than September 30, 2006; and
(e) Ensure that any agency-contracted travel agent services outside
the eTS complement and support the eTS in an efficient and cost
effective manner.
Note: The eTravel Program Management Office (eTravel PMO) will
provide agency migration planning tools and templates, coordinate
migration planning meetings, and provide migration planning support
beginning July 2003.
Subpart B--eTravel Service and Travel Management Service
Sec. 301-73.100 Must we require employees to use the eTravel Service?
Yes, as soon as possible, but no later than September 30, 2006, you
must have fully implemented eTravel Service (eTS) across your agency
and require employees to use the eTS for all temporary duty travel,
unless a waiver has been granted. (See Sec. Sec. 301-73.102 and 301-
73.103). You must begin migration to the eTS no later than December 31,
2004, and require employees to use the eTS as soon as it becomes
available in your agency. Agencies must submit their eTS migration
plans and schedules by March 31, 2004, to the eTravel PMO, U.S. General
Services Administration, 1 Crystal Park, Mail Stop 1AA, 2011 Crystal
Drive, Suite 911, Arlington, VA 22202 for coordination and approval.
The Department of Defense is not presently subject to this requirement.
Note to Sec. 301-73.100: (1) You have the option to use
contracted travel agent service(s) of your choice (through the eTS
or other contract vehicles). (2) Award of a task order to a vendor
on the eTravel PMO eTS Master Contract for implementation services,
authorization and travel claim services, (and if applicable)
reservations and fulfillment services constitutes the beginning of
eTS implementation for your agency. Agency-wide use of the eTS
(accommodating FedTrip through September 30, 2004, and agency-
contracted Travel Management Center support, if applicable) for all
travel management processes and travel claim submission constitutes
complete migration.
Sec. 301-73.101 How must we prepare to implement the eTravel Service?
You must prepare to implement the eTravel Service (eTS) as
expeditiously as possible by--
(a) Developing a migration plan and schedule to implement eTS
across your agency as early as possible with full implementation
required no later than September 30, 2006;
(b) Submitting your eTS implementation plan and schedule by March
31, 2004 to the eTravel PMO, U.S. General Services Administration, 1
Crystal Park, Mail Stop 1AA, 2011 Crystal Drive, Suite 911, Arlington,
VA 22202, for coordination and approval; and
(c) Allocating your budget and personnel resources to support eTS
implementation, training, and data exchange. Agencies must program the
funds required to establish interfaces between the eTS standard data
output and your applicable business systems (e.g.,, financial, human
resources, etc.)
Sec. 301-73.102 May we grant waivers to the use of the eTravel
Service or the Travel Management Service?
Your agency head or his/her designee(s) has (have) the authority to
grant waivers from the use of a Travel Management Service or the
eTravel Service, on a case-by-case basis (i.e., you may not grant a
waiver for your entire agency). Such waivers are limited to security
reasons, necessity of disability accommodations or special needs (in
accordance with part 301-13 of this chapter), or invitational travel.
[[Page 38665]]
Sec. 301-73.103 May additional waivers be granted to the required use
of the eTravel Service or the Travel Management Service?
(a) The Associate Administrator for the Office of Governmentwide
Policy within the General Services Administration, or his/her designee,
may grant agency waivers, from the required use of the eTravel Service
(eTS) or a Travel Management Service (TMS) only when--
(1) It is in the best interest of the United States Government; or
(2) Arranging travel services through a TMS or the eTS is
impractical or imposes unreasonable burdens or costs on your agency.
(b) Requests for such waivers should be sent to the General
Services Administration, Office of Governmentwide Policy (Attention:
MTT), 1800 F Street, NW., Washington, DC 20405 with full justification
addressing items (a)(1) or (a)(2) of this section.
Sec. 301-73.104 What are the consequences of an employee not using
the eTravel Service or the Travel Management Service?
If an employee does not use the eTravel Service (eTS) (when
available) or your agency's designated Travel Management Service (TMS),
he/she is responsible for any additional costs (See Sec. 301-50.5)
resulting from the failure to use the eTS or your TMS. In addition, you
may take appropriate disciplinary actions.
Sec. 301-73.105 What are the basic services that should be covered by
a Travel Management Service?
The Travel Management Service (TMS) must, at a minimum--
(a) Include a travel management center, commercial ticket office
(CTO), an in-house system, an electronically available system, or other
method(s) of arranging travel, which has the ability to provide the
following as appropriate to the agency's travel needs:
(1) Booking and fulfillment of common carrier arrangements (e.g.,,
flight confirmation and seat assignment, compliance with the Fly
America Act, Governmentwide travel policies, contract city-pair fares,
electronic ticketing, and ticket delivery, etc.).
(2) Lodging information (e.g., room availability, reservations and
confirmation, compliance with Hotel/Motel Fire Safety Act, availability
of Federal Premier Lodging Program properties, per diem rate
availability, etc.).
(3) Car rental and rail information (e.g., availability of MTMC
Government agreement rates where applicable, confirmation of
reservations, etc.).
Note to Sec. 301-73.105(a): You have the option to use the
contracted travel agent service(s) of your choice (through the eTS
or other contract vehicles). You must ensure that agency-contracted
travel agent services complement and support the eTS in an efficient
and cost effective manner (see Sec. 301-73.2).
(b) Provide basic management information, such as--
(1) Number of reservations by type of service (common carrier,
lodging, and car rental);
(2) Extent to which reservations are in compliance with policy and
reasons for exceptions;
(3) Origin and destination points of common carrier usage;
(4) Destination points for lodging accommodations;
(5) Number of lodging nights in approved accommodations;
(6) City or location where car rentals are obtained; and
(7) Other tasks, e.g., reconciliation of charges on centrally
billed accounts and processing ticket refunds.
[FR Doc. 03-16454 Filed 6-27-03; 8:45 am]
BILLING CODE 6820-14-P