2018FOREST SERVICE CASUAL HIRE TRAVEL EXPENSE REIMBURSEMENT CLAIMED ONTHE INCIDENTTIME REPORT(OF-288)

AlltemporarydutytravelforcasualhiredemployeeswillbeprocessedinaccordancewithGSAFederal Regulations,DepartmentofAgricultureTravelRegulations,andForestServiceTravelDirection:

  • FederalTravelRegulations(FTR)Chapters300–Generaland301–TemporaryDuty(TDY)TravelAllowances
  • Agriculture Travel Regulations (ATR) Department Manual2300-001
  • Forest Service Handbook (FSH) 6509.33, Chapters 300 and301

Non-compliancewiththeseregulationsmayresultinabillforcollectionissuedtothecasualemployees.

TRAVEL REIMBURSEMENTMETHODS

Therearetwomethodsforcasualemployeestoclaimallowedtravelexpenses;ontheIncidentTimeReport,alsocallOF-288or,theofficialelectronictravelvoucheringsystem.

IncidentManagementTeams(IMTs),orhiringunits,shouldprocesscasualtravelforincidentassignments utilizingtheOF-288wheneverpossible(thisprocessdoesnotapplyfortravelassociatedwithcasual’s attending training). Only the following items should be reimbursed utilizing theOF-288:

  • Privately Owned Vehicle (POV)Mileage
  • Per Diem (lodging andM&IE)
  • Travel related baggage fees, parking, tolls, and laundryexpenses
  • GasforrentalcarsleasedunderIBPAandEERAwithreceipts
  • Travel reimbursement for assignments of 30 days orless

Receiptsforlodging,baggagefees,rentalcargas,andairportparkingmustbeattachedtotheOF-288 when submitted toASC-IF.

CasualEmployeePayonOF-288,IncidentTimeReport,willnotbeheldformorethanseven

(7)daysinIncidentFinanceforpendingtravelreimbursementissues.Whentravelissuescannotbe resolvedafterinitialcontactandonefollowupbyIncidentFinance;travelclaimswillberemovedfromthe OF-288andpaymentforworktimewillbeprocessed.Home/hiringunitswillbenotifiedinwritingand travelwillneedtobereclaimedthroughoneofthetwosystemswhenresolvedbyhiringunit.

Theofficialelectronictravelsystemmustbeusedforcasualreimbursementunderthefollowing circumstances:

  • Lodging exceeds the local GSA per diemallowance
  • Rental Car leased by CasualEmployee
  • Alltrainingandnon-emergencyrelatedtravelthatcanbeplannedandAuthorizedinadvance
  • Extended incident assignments (over 30 days excluding traveldays)
  • OtherexpensesnotallowedforreimbursementviatheOF-288(carwash,supplies,etc.)
  • Anyunusualorcomplextravelreimbursementclaims(privatelyownedairplanemileage,RV rental space fees, extended duration,etc.)

Acopyoftheemployee’sOF-288(TimeReport)isrequiredtobeuploaded,withotherdocumentsandreceipts,intotheofficialelectronictravelsystemfortheperiodoftravel.

WhenacasualhasreimbursableexpensesthatarenotapprovedforreimbursementontheOF-288the entiretravelreimbursementshouldbeprocessedthroughtheelectronic travelsystem.Travel reimbursementcannotbesplitbetweenthetwosystems;oneortheothermustbeutilizedforthe complete trip, orassignment.

RATES OFREIMBURSEMENT

Ratesofreimbursementforperdiem[lodgingandmealsandincidentalexpenses(M&IE)]willcorrespond to the current rates posted on the GSA website at The location of theincidentdeterminesthemaximumperdiemreimbursementrate.UsetheStandardRateforIncidentCampslocated in unlisted counties. First and last day reimbursements will be made at 75% of the applicable M&IErate, andmustbeadjustedformealsfurnishedtothecasualbytheGovernment.

Thefollowingtableshowsthecalculationof75%amountsforalloftheperdiemrates,aswellasexamples ofcalculatingfirstandlastdaywhenmealsareprovided.

2018 M&IE Breakdown - STANDARD CONUSRATES

M&IE Total / $51.00 / $54.00 / $59.00 / $64.00 / $69.00 / $74.00
Breakfast / $11.00 / $12.000000 / $13.00 / $15.00 / $16.00 / $17.00
Lunch / $12.00 / $13.00 / $15.00 / $16.00 / $17.00 / $18.00
Dinner / $23.00 / $24.00 / $26.00 / $28.00 / $31.00 / $34.00
Incidentals / $5.00 / $5.00 / $5.00 / $5.00 / $5.00 / $5.00
75% M&IE Total (first and last day) / $38.25 / $40.50 / $44.25 / $48.00 / $51.75 / $55.50

FirstDay-lessdinnerprovidedEXAMPLES

M&IETotal / $38.25 / $40.50 / $44.25 / $48.00 / $51.75 / $55.50
Dinner / $23.00 / $24.00 / $26.00 / $28.00 / $31.00 / $34.00
REVISED PERDIEM / $15.25 / $16.50 / $18.25 / $20.00 / $20.75 / $21.50

LastDay-lessbreakfastprovided

M&IETotal / $38.25 / $40.50 / $44.25 / $48.00 / $51.75 / $55.50
Breakfast / $11.00 / $12.00 / $13.00 / $15.00 / $16.00 / $17.00
REVISED PERDIEM / $27.25 / $28.50 / $31.25 / $33.00 / $35.75 / $38.50

FirstDay-lesslunchdinnerprovided

M&IETotal / $38.25 / $40.50 / $44.25 / $48.00 / $51.75 / $55.50
Lunch / $12.00 / $13.00 / $15.00 / $16.00 / $17.00 / $18.00
Dinner / $23.00 / $24.00 / $26.00 / $28.00 / $31.00 / $34.00
REVISED PERDIEM / $5.00 / $5.00 / $5.00 / $5.00 / $5.00 / $5.00

Note:CannotbelessthanIncidentalRateof$5.00

LastDay-lessbreakfastlunchprovided

M&IETotal / $38.25 / $40.50 / $44.25 / $48.00 / $51.75 / $55.50
Breakfast / $11.00 / $12.00 / $13.00 / $15.00 / $16.00 / $17.00
Lunch / $12.00 / $13.00 / $15.00 / $16.00 / $17.00 / $18.00
REVISED PERDIEM / $15.25 / $15.50 / $16.25 / $17.00 / $18.75 / $20.50

***NOTE:RevisedperdiemratesintablesaboveINCLUDEthe$5.00incidentalrate.

Lodgingwillbereimbursedatactualexpenditurerates,nottoexceedcurrentGSArates,andmustbe accompanied by areceipt.

PROCEDURES

Thetypeofexpensesincurredwilldeterminehowtheemployeewillbereimbursedfortravelcostsandwho will process the travel. If the casual has only travel expenses not requiring a receipt, it ismandatory forthereimbursementtobemadethroughtheOF-288.IMTsshouldprocesstravelreimbursement requests on OF-288 whenever possible. An IMT may process travel expenses that require areceipt (lodging). The receipts must be attached to the casual’s OF-288 and forwarded to ASC-IF.Additional casualtravelexpensesnotprocessedbytheIMTwillbesubmittedbythehiring unit.

WhenacasualincursonlyM&IEand/orPOVmileage,thetravelwillbeprocessedbytheIMT. ReimbursementwillbeincludedwiththepaymentoftheIncident TimeReport(OF-288)for salary. This process also applies when other travel costs were incurred during the assignment but paidbyapurchasingofficial(suchasarentalvehicleorlodging).

ReimbursableexpenseswillbedocumentedbytheIMTwhensubmittingthefinalOF-288forpayment.If anIMTisnotpresent,thepaymentwillbeprocessedbytheunitsubmittingthefinalOF-288toASC- IFfor payment.

  • RatesofreimbursementforPOVmileagemustcorrespondtothecurrentpostedGSArateat rates are 0.545 (subject tochange)
  • Ratesofreimbursementformeals andincidentalexpenses (M&IE)willcorrespondtothe currentratespostedontheGSAwebsiteat incident determines the maximum per diem reimbursement rate. First and lastday reimbursementswillbemadeat75%oftheapplicableM&IErate,andalldaysmustbe adjustedformealsfurnishedtothecasualbytheGovernment.(Seetheabovetablesfor examplescalculatingfirstandlastdaywhenmealsareprovided.)
  • Whenmealsareavailableatgovernmentexpense,suchasfromacaterer,theymustbe deductedwhetherconsumedornotincludingfirstandlast daysat75%).

Casuals,awayfrompointofhire,willdocumentdailyPOVmileageontheCrewTimeReport. Reimbursablemilesdrivenduringtheassignmentshouldbepostedtoappropriatecalendardates.Return mileagewillbepostedtothelastdateoftheassignmentatthesamenumberofmilesasarrivalunlessthe casualisreassignedtoadifferentincident.Ifthecasualisnotreassignedandplansto deviatefromthe previoustravelroute,reimbursementwillbemadeatthesamenumberofmilesasforarrival.Thereturn mileagewillbedocumentedonthecasual’sfinalCrewTimeReport.Ifnecessary,milescanbedetermined usingMapQuestorothermappingsoftware.

Incidentalexpenseallowances,separatefrommeals,maybepostedasanindividualentryforeach calendarday,orasalumpsumcombinationofdays.IncidentalexpenseincludedintheM&IEtotal allowance(MealsandIncidentalExpenses),donotneedtobepostedasaseparateentry.

Whene-ISuiteisusedtocreatethepaymentdocument,theTIMEUnitorlocalofficewill utilizethe TIMEModuletopostadjustmentsforeachoftheitemsaboveasappropriate.

Scenario #1–CampAssignment–Mileage,FirstLastDayPerDiem(dinnerprovidedfirstday& breakfastprovidedlastday),andDailyIncidentals

POVMileage

Date:ActualdatethemileageoccurredCategories:Travel-Add

Commodity:Mileage#miles@rateusingcurrentGSArate,e.g.,MILEAGE100 @.545Amount:Enterthedollaramount,e.g.,54.50

PerDiem

Date:First or lastdateofassignmentCategories:Travel-Add

Commodity:Enterfirstdayperdiem,e.g.,FIRSTDAYPERDIEM Amount:Enterperdiemrate,e.g.,15.25

Or

Commodity:Enterlastdayperdiem,e.g.,LASTDAYPERDIEMAmount:Enterperdiemrate,e.g.,27.25

Incidentals

(Post a Range ofDays)

Date:Enterdate ofpostingCategories:Travel-Add

Commodity:Enterincidentalstartdate – enddate,e.g.,INCIDENTAL3/02/18–3/09/18Amount: EntertotaldollaramountusingcurrentGSAincidentalrate,e.g.,40.00

e-ISuite AdjustmentScreen

(Posteachdayofentitlement)

Date:Enterdate ofentitlementCategories:Travel-Add

Commodity:Enterincidental,e.g.,INCIDENTALAmount:EntercurrentGSAincidentalrate,e.g.,5.00

e-ISuite AdjustmentScreen

Scenario#2–AssignmentwithMileageNoMealsProvided

PerDiem(includesdailyincidentals)

Date:First or lastdateofassignmentCategories:Travel-Add

Commodity:Enterfirst or lastdayperdiem,e.g.FIRSTDAYPERDIEM Amount:EntercurrentGSAperdiemrateat75%,e.g.,38.25

Date:Enterdate ofpostingCategories:Travel-Add

Commodity:Enterrange of fullperdiemdates,e.g.,PER DIEM 03/02/18–03/09/18Amount: EntertotaldollaramountusingcurrentGSAperdiemrate,e.g.,408.00

e-ISuite AdjustmentScreen

Whene-ISuiteisNOTusedtorecordtimeandadjustmentsforacasualthehardcopyform OF-288shouldbecompletedtoincludereimbursementfortheseexpensesinthe“CommissaryRecord” section. Strikethrough the title “Commissary Record” and notate “Travel Reimbursement”. When ane-ISuiteIncident Time ReportCommissaryRecordisnotgenerated,itisrecommendedtousea calculation spreadsheet for backup documentation. Go to forsamples.

IftheoriginalOF-288wassentdirectlyfromtheincidenttoASC-IFforthesalarypayment,thecasual’s copyoftheoriginaltimesheetwillbeusedtoprepareasupplementalfortravelreimbursement.Onthe copywrite“TravelSupplement”acrossthetopandaddthetravelreimbursementasoutlinedbelow. HiringunitwillsignoffastheTimeOfficer.

Scenario #1–CampAssignment–Mileage,FirstLastDayPerDiem(dinnerprovidedfirstday& breakfastprovidedlastday),andDailyIncidentals

TravelReimbursement
Date / Item / Amount
3/01/2018 / POV Mileage 100 miles @.545 / $54.50
3/01/2018 / First Day PerDiem / $15.25
3/10/2018 / Incidentals 3/02 –3/09/2018 / $40.00
3/10/2018 / Last Day PerDiem / $27.25
3/10/2018 / POV Mileage 100 miles @.545 / $54.50
TOTAL / $191.50

Scenario#2–AssignmentwithNoMealsProvided

TravelReimbursement
Date / Item / Amount
3/01/2018 / POV Mileage 100 miles @.545 / $54.50
3/01/2018 / First Day PerDiem / $38.25
3/10/2018 / Per Diem 3/02 –3/09/2018 / $408.00
3/10/2018 / Last Day PerDiem / $38.25
3/10/2018 / POV Mileage 100 miles @.545 / $54.50
TOTAL / $593.50

IftravelreimbursementwasnotincludedbytheIMTontheoriginalOF-288,uponreturnor completionof assignment,hiringunitswillberesponsibleforprocessingtravelforcasualsusingtheelectronictravel systemortheOF-288.IMTswillcontinuetosubmitalloriginalOF-288sforFScasualsdirectfromthe incident to ASC-IF for salary payments (copies to casuals). Travel reimbursement will be made asa supplementuponreturntothehiringunitandsubmittedtoASC-IF,orprocessedthroughtheelectronic travelsystem.

Whene-ISuiteisusedbythehiringunittocreatethepaymentdocumentthelocalofficewill utilizetheTIMEModuletopostadjustmentsforeachoftheitemsaboveasappropriate.Thefollowing guidelinesapply:

Scenario–AssignmentwithMileage,LodgingExpensesandNoMealsProvided(See“ProcessingTravelWhen NoReceiptsAreRequired”sectionforcalculationswhenmealsareprovided.)

PerDiem

Date:First or lastdateofassignmentCategories:Travel-Add

Commodity:Enterfirst or lastdaymeals,e.g.FIRSTDAYPERDIEMAmount:EntercurrentGSAperdiemrateat75%,e.g.,38.25

Date:Enterdate ofpostingCategories:Travel-Add

Commodity:Enterrange of fullperdiemdates,e.g.,PER DIEM 03/02/18–03/09/18Amount: EntertotaldollaramountusingcurrentGSAperdiemrate,e.g.,408.00

Lodging

Date:Enterdate ofpostingCategories:Travel-Add

Commodity:Enterrange of lodgingexpenses,

e.g.,LODGING03/01/18–03/09/18

Amount:Entertotaldollaramount,e.g.,702.00*(using$70.00$8.00taxpernightasexample)

*Ensurelodgingratefallswithinallowableamountbasedonperdiemlocation

e-ISuite AdjustmentScreen

Whene-ISuiteisNOTusedtorecordtimeandadjustmentsforacasualthehardcopyform OF-288shouldbecompletedtoincludereimbursementfortheseexpensesinthe“CommissaryRecord” section.Strikethroughthetitle“CommissaryRecord”andnotate“TravelReimbursement”.

IftheoriginalOF-288wassentdirectlyfromtheincidenttoASC-IFforthesalarypayment,thecasual’s copyoftheoriginaltimesheetwillbeusedtoprepareasupplementalfortravelreimbursement.Onthe copywrite“TravelSupplement”acrossthetopandaddthetravelreimbursementasoutlinedbelow.

Scenario–AssignmentwithLodgingExpensesandNoMealsProvided(See“ProcessingTravelWhenNo ReceiptsAreRequired”sectionforcalculationswhenmealsareprovided)

TravelReimbursement
Date / Item / Amount
3/01/2018 / POV Mileage 100 miles @.545 / $54.50
3/01/2018 / First Day PerDiem / $38.25
3/10/2018 / Per Diem 3/02 –3/09/2018 / $408.00
3/10/2018 / Last Day PerDiem / $38.25
3/10/2018 / Lodging 3/01 –3/09/2018 / $702.00
3/10/2018 / POV Mileage 100 miles @.545 / $54.50
TOTAL / $1295.50