September 3, 1999

MAP-99009

FMD-99005

It has recently been brought to our attention that there is a need to communicate FAS’ policy concerning reimbursement for authorized telephone calls while in a travel status.

The Federal Travel Regulations (41 CFR § 301-12.1) instruct each Agency to set its own policy regarding the types of authorized calls and the limitations associated with the calls.

!calls made to conduct official business. Official business means specifically related to the MAP or FMD program.

!emergency calls to notify a family member or doctor of the occurrence of an injury or illness.

!personal calls when a travel schedule change occurs or to check on family or residence.

A program participant may seek reimbursement for any authorized call. However, total reimbursement for personal calls may not exceed the number of lodging nights multiplied by:

! $5.00 from locations in the United States, Puerto Rico, and the Virgin Islands (domestic).

! $7.00 from all other locations (foreign).

For example, a traveler outside the United States, Puerto Rico, or the Virgin Islands with lodging for 10 nights, may be reimbursed up to $70.00 (7 X 10) in personal telephone charges while in a travel status.

Travelers are required to maintain and provide for audit, itemized telephone billings for all calls submitted for reimbursement. The billings must be clearly annotated as personal, emergency or official business related to approved programs.

Please contact our office at (202) 720-4327 if you have any questions.