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Programs & Services > Allowances > Frequently Asked Questions > Contractor Travel Regulations

Contractor Travel Regulations
Frequently Asked Questions
Updated: 1 October 2014

  1. Which regulations apply to contractor's travel and transportation allowances?
  2. I was awarded a Government contract and want to use the JTR for the company's employees performing official business under the contract; but the Government Contracting Officer Representative said no. Why?
  3. What are the consequences if a contractor uses the JTR as travel and transportation regulations for contractors' employees?
  4. Why aren't I able to use the Government CTO/TMC to booked my rental car and lodging for official travel as a contracted employee?
  5. The CTO/TMC refused to schedule my airlines reservation despite the DD Form 1610 issued by the Government Contractor Office Representative authorizing the use of City Pair Program. Why?

1. Which regulations apply to contractor's travel and transportation allowances?

If a contract contains limits on allowable travel costs, allowable cost rules for contractor's travel and transportation allowances are usually IAW Part 31 of the Federal Acquisition Regulation (FAR) (which relies in large part on each contractor's own travel rules).  Sometimes a contract includes a special clause that addresses travel costs.  The contractor should speak with the Contracting Officer or Contracting Officer Representative for rules that apply to the individual contract.

2. I was awarded a Government contract and want to use the JTR for the company's employees performing official business under the contract; but the Government Contracting Officer Representative said no. Why?

The Joint Travel Regulations are written for and apply to civilian employees of the Defense Department and the Uniformed Services.  The contractors' employees traveling under their contracts CANNOT use the JTR as the JTR contains provisions that cannot be applied to contractor's personnel.

3. What are the consequences if a contractor uses the JTR as travel and transportation regulations for contractors' employees?

It can easily cause the contractor to misunderstand what the contractor's employees can/can't do/be paid under the Government contract.  The contracting officer should be consulted and perhaps the contract made to reflect what specific travel and transportation rules are to be followed - recognizing that the use of the JTR is NOT appropriate.

4. Why aren't I able to use the Government CTO/TMC to booked my rental car and lodging for official travel as a contracted employee?

Contractors are NOT Government employees.  Therefore, any travel rates offered by transportation carriers, negotiated by the Government for employees or uniformed personnel (such as the city-pair air fare contracts negotiated by GSA and the rental car rate agreements negotiated by the (Military) Surface Deployment and Distribution Command (SDDC)) for official government business) do NOT apply to contractors or contractors' employees.  Commercial car or hotel vendors may voluntarily offer discounted rates for contractors' employees at their discretion or contractors can even negotiate rates for their employees with the carrier, hotel, or rental car vendor.

5. The CTO/TMC refused to schedule my airlines reservation despite the DD Form 1610 issued by the Government Contractor Office Representative authorizing the use of City Pair Program. Why?

The DD Form 1610 is reserved for DoD civilian employees performing official travel in accordance with the JTR.  Some Services, at their option, use the DD Form 1610 for their uniformed personnel as well.  The DD Form 1610 is NOT available for contractors traveling in the execution of their contracts as its use would tend to disguise

 

 

     
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