USDA Regulation DM 2300-1

U.S. DEPARTMENT OF AGRICULTURE
WASHINGTON, D.C. 20250

DEPARTMENTAL MANUAL
SUBJECT:

DATE:

Agriculture Travel Regulation

May 1, 2008

NUMBER:

2300-001

OPI:

Office of the Chief Financial Officer
1. PURPOSE
This manual, commonly referred to as the Agriculture Travel Regulation (ATR), is the
primary source of United States Department of Agriculture (USDA) policy on managing
temporary duty travel. The ATR supplements the Federal Travel Regulation (FTR) issued by
the General Services Administration (GSA). All provisions of this manual shall abide by
applicable federal regulations including the FTR.
This manual applies to travel of Departmental employees, and to travel of individuals either
employed intermittently by the Department or not employed but carrying out official
activities of the Department. This includes consultants or experts paid on a daily “whenactually-employed” basis; and individuals, who are not contractors, serving without pay or at
$1 a year when they are acting in a capacity that is directly related to, or in connection with,
official activities of the Department.
This manual does not apply to employees on loan or detail to another Department or agency;
contractors or Departmental Foreign Service employees. The Department or agency paying
for the travel is responsible for policy and procedures for preparing and controlling the travel
documents.
2. CANCELLATION
This manual cancels and replaces Departmental Manual 2300-001, dated October 3, 1994.
All chapters and parts referenced of the ATR have been renumbered.
3. MAJOR POLICY CHANGES
This update of the ATR, which addresses recent issues regarding travel, incorporates relevant
updates, and revises the format of the document for ease of use. The update includes the
following changes:
a. Incorporates the new policy on authorization of premium class travel. The new policy
supersedes Acting Secretary Conner’s memorandum, Authorization Process for Business
Class or First Class Travel, dated October 2, 2007, by delegating to the General Officers
the authority to approve the use of premium class travel within the areas they oversee.
The Chief Financial Officer (CFO) will be the authorizing official for premium class

DM 2300-001

May 1, 2008

travel of the Secretary of Agriculture and General Officers with the exception of the CFO
and Inspector General (IG). The Chief of Staff will be the authorizing official for
premium class travel of the CFO. The Secretary or the Deputy Secretary will be the
authorizing official for premium class travel of the IG.
b. Eliminates sections that are already located in the Federal Travel Regulation (FTR). The
new rewrite incorporates relevant changes, such as the retention of Frequent Traveler
Benefits (FTBs) and the associated use of those benefits.
c. Eliminates sections that have been addressed in Departmental Regulation (DR) 2300-004,
USDA Evacuation Policies and Procedures, dated March 6, 2006; and DR 2300-002,
USDA Relocation Allowance Regulation, dated May 31, 2007.
4. RESPONSIBILITIES
As management officials are delegated authorities under this manual, there must also be
corresponding accountability. The delegated officials will be required to maintain necessary
records to respond to any internal audits or external inquiries from the Congress, the Office
of Inspector General, the Government Accountability Office, and other agencies regarding
these approvals. Management officials are required to timely report any violation of these
regulations to the Chief Financial Officer.
a. Delegation from the Administrator of General Services to the Secretary of Agriculture.
The Secretary is delegated authority by the Administrator of General Services (General
Services Administration), through the FTR, to implement policies for travel by
employees and others authorized to travel at USDA expense. The Administrator of
General Services promulgates the FTR to:
(1) interpret statutory and other policy requirements in a manner that balances the need to
assure that official travel is conducted in a responsible manner with the need to
minimize administrative costs; and
(2) communicate the resulting policies in a clear manner to Federal agencies and
employees.
b. Delegation from the Secretary to the Chief Financial Officer.
The CFO is delegated full responsibility for Departmental travel policy as contained in
this regulation. The CFO also has the authority to approve all forms of travel for special
situations including, but not limited to, pandemics, natural disasters, and acts of
terrorism, in order to ensure the safety of Government employees, continuity of
Government, and the safety of the general public.
c. Delegation to General Officers and the Director, Homeland Security Office.

2

May 1, 2008

DM 2300-001

General Officers and the Director, Homeland Security Office, may authorize, within the
requirements of the ATR and FTR, all types of travel, including premium class travel for
their employees, and other individuals traveling for their office on Departmental
business.
(1) General Officers and the Director, Homeland Security Office, may not authorize
premium class travel for themselves.
(2) General Officers and the Director, Homeland Security Office, are authorized to
approve payments for expenses incurred as a result of the death of an employee while
the employee was in a travel status as specified in this manual.
(3) General Officers and the Director, Homeland Security Office, are authorized to
approve payments for expenses incurred as a result of the illness or injury of an
employee while the employee was in a travel status as specified in this manual.
(4) General Officers and the Director, Homeland Security Office, may not delegate the
authority to approve the following types of travel: premium class travel; travel to
resort areas as outlined in this manual; and conference and training events where the
majority of USDA employee attendees are from one commuting area.
d. Delegation from the Secretary to Agency Heads.
Agency Heads may authorize, within the requirements of the ATR and FTR, all types of
travel for their employees and other individuals traveling for their agencies, except
premium class travel; travel to resort areas; and conference and training events where the
majority of USDA employee attendees are from one commuting area.
(1) Agency Heads may approve all foreign and domestic travel, unless specifically
restricted by this document.
(2) Agency Heads are authorized to approve payments for expenses incurred as a result
of the death of an employee while the employee was in a travel status.
(3) Agency Heads are authorized to approve payments for expenses incurred as a result
of the illness or injury of an employee while the employee was in a travel status.
e. Delegation from Agency Heads to Approving Officials.
In view of the authority granted to Agency Heads, Agency Heads are instructed to use
special care to insure that delegations of authority are held to a sufficiently high level to
ensure proper review and control of travel. Delegations must be in writing and be
contained in agency internal regulations. Agency Heads may delegate their authority,
except for the following:

3

DM 2300-001

May 1, 2008

(1) Authority to determine which positions are eligible for limited open and Nation-wide
travel authorizations. Agency Heads must designate which positions qualify for the
limited open and Nation-wide travel authorizations.
(2) Authority to approve payment of subsistence and transportation expenses for
threatened law enforcement/investigative employees. The Office of Inspector
General (OIG) must be notified of all instances where threatened individuals are
moved into temporary living accommodations either at or away from the official duty
station.
(3) Authority to designate the specific award ceremonies for which employees (and one
individual related by blood or affinity of the employee's choosing) may be reimbursed
for travel expenses.
(4) Authority to approve reimbursement of actual subsistence expenses in lieu of per
diem. All requests for increases to actual subsistence reimbursements up to 150
percent of the established rate may be approved by the Agency Head. All requests,
with the exception of OIG, for increases to actual subsistence reimbursements from
150 percent to 300 percent (maximum) of the established rate must be sent to the
Office of the Chief Financial Officer (OCFO) for review and approval. The IG will
approve all requests for actual subsistence reimbursements up to 300 percent for all
OIG employees and may delegate in writing the approval authority up to 150 percent
to an appropriate approving official.
f. Authorization and Approval of Travel.
Except as noted above, General Officers and the Director, Homeland Security Office are
authorized to approve their own travel, but are encouraged to have his or her travel
authorized by a subordinate. No employee of the Department, other than General
Officers and the Director, Homeland Security Office, may authorize or approve his or her
own travel; or have his or her travel authorized or approved by a subordinate employee.
g. Annual Review of Agency Travel Regulations.
USDA agency travel regulations are supplemental to the FTR and ATR. Agency travel
regulations are encouraged to be procedural interpretations and are a supplement to the
ATR. The USDA agency travel regulations can not grant additional benefits or adjust
processes defined in the FTR or ATR.
To ensure agency policies and procedures are consistent with the FTR and ATR, no later
than June 30th of each year, agencies are required to submit their travel regulations to the
Office of the Chief Financial Officer for review.

4

May 1, 2008

DM 2300-001

5. DEFINITIONS
a. Agency. For purposes of this policy an agency is an organizational unit of the
Department, whose head reports to an Under Secretary; or a staff office as defined below.
b. Agency Head. The head of an organizational unit of the Department who reports to an
Under Secretary; the head of an administrative staff office who reports to the Secretary;
and the Inspector General.
c. General Officers. The work of the Department is under the supervision and control of
the Secretary who is assisted by the following general officers:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
(17)
(18)
(19)
(20)

Deputy Secretary
Under Secretary for Farm and Foreign Agricultural Services
Under Secretary for Rural Development
Under Secretary for Food Safety
Under Secretary for Food, Nutrition and Consumer Services
Under Secretary for Natural Resources and Environment
Under Secretary for Research, Education, and Economics
Under Secretary for Marketing and Regulatory Programs
Assistant Secretary for Congressional Relations
Assistant Secretary for Administration
Assistant Secretary for Civil Rights
General Counsel
Inspector General
Chief Financial Officer
Chief Information Officer
Judicial Officer
Director, Office of Budget and Program Analysis
Chief Economist
Director, National Appeals Division
Director of Communications

d. High-mileage driver. Traveler whose average yearly mileage reimbursement equals or is
greater than the cost of operating a Government-furnished vehicle.
e. Resort area. For official travel purposes, the term resort area includes named resorts,
spas; gambling centers, and other recreational establishments; ski resorts; beach areas;
and locations known for their emphasis on tourist type activities. Use of resort areas is
discouraged and requires a detailed analysis for consideration.
f. Rest period. A break of more than 10 hours.
g. Staff Office. A Departmental administrative office whose head reports to the Secretary.

5

DM 2300-001

May 1, 2008

6. OFFICIAL PURPOSE
Approving officials and travelers are reminded that they are traveling for official
Government purposes at taxpayer expense. Accordingly, they shall ensure that their
activities are prudent in terms of cost, location, appropriateness, and public perception.
7. CONTROLS
Each agency and OIG is expected to maintain effective controls over travel and travel
payments. Essential elements of such controls include but are not limited to:
a. Reviewing all proposed travel to determine its necessity.
b. Limiting the authorization of payment of travel related expenses to only those that are
necessary to accomplish the agency’s and Department’s mission in the most economical
and effective manner.
c. Determining the method of travel most advantageous to the Government. Special
consideration should be given to minimize travel time and cost to the Government.
d. Monitoring travel obligations and expenditures.
8. RECORDS RETENTION
Records relating to reimbursing individuals, such as travel authorizations, travel vouchers,
and all other supporting documents relating to official travel by officers, employees,
dependents, or others authorized by law to travel should be maintained for a period of 6 years
and 3 months from the date the final claim is paid.
9. POLICY AND PROCEDURES
a. Travel Authorizations.
(1) A travel authorization is the official approval to perform temporary duty travel. The
travel authorization must specifically itemize, in detail, the travel to be performed and
the expenses to be incurred. This will minimize disagreements over travel
reimbursement. All authorizations must have a written or electronic signature by an
authorized official.
(2) Except for General Officers and the Director, Homeland Security Office, no travelers
may authorize their own travel or have a subordinate authorize their travel. General
Officers and the Director, Homeland Security Office, may not authorize premium
class travel for themselves. Each travel authorization prepared should be detailed to
allow improved reporting to oversight agencies and to clearly communicate with
travelers what expenses are authorized and are not authorized.

6

May 1, 2008

DM 2300-001

(3) Each travel authorization must provide a purpose of the travel. This key element
must be completed correctly and reported to oversight agencies. Travelers, who
normally use a blanket travel authorization and need to travel for a different purpose,
must prepare a new travel authorization with the correct purpose of travel identified.
(4) Travel authorizations for premium class travel must follow the procedures as detailed
in this regulation. A blanket travel authorization can not be used for premium class
travel.
b. Open or “Blanket” Travel Authorizations.
Agencies are to submit any plans to issue open or “blanket” travel authorizations to
employees, other than General Officers and the Director, Homeland Security Office, for
the upcoming fiscal year by June 30th each year to OCFO. OIG shall submit a plan to the
Secretary or Deputy Secretary. Plans should include a justification for using open or
“blanket” travel authorizations instead of the preferred trip by trip travel authorizations;
strategies that will be used to prevent unauthorized travel expenses and wasteful travel
practices; and the methodology to track and control annual travel costs.
OCFO will respond with recommended changes or concurrence with the agency plans by
August 30th or within 60 days of submission (whichever is later). Any open or “blanket”
travel authorizations for travelers, other than General Officers and the Director,
Homeland Security Office, that have not received OCFO concurrence may be deleted
from the travel system.
c. Travel Vouchers.
(1) Travel vouchers submitted in connection with authorized travel must be approved for
payment by the traveler's designated approving official. For General Officers and the
Director, Homeland Security Office, a subordinate may approve the travel voucher.
The official approving the travel voucher determines that the travel was for official
purposes and the travel voucher claims are in compliance with the FTR; Departmental
travel regulations and manuals; and applicable agency travel policy. In addition, an
appropriate official at a traveler's duty station may be authorized to approve travel
vouchers for an employee whose supervisor is located at a different geographic
location. All travel vouchers are subject to post payment audit by the OCFO.
(2) Travelers must submit a travel voucher to their designated approving official, as
required by the FTR, within five working days after completion of the trip or period
of travel. Travelers in a continuous travel status must submit a travel voucher, at a
minimum, every two weeks.
d. Post Approval of Actual Subsistence Expenses.
A request for authorization for actual expense reimbursement should be made, to the
fullest extent possible, in advance of travel. Actual expense reimbursement may also be

7

DM 2300-001

May 1, 2008

approved after travel is completed (“post-approval”) when one of the following occurred:
Emergency situations in which requests for prior travel authorization were not possible;
or unanticipated, unusual, and exceptional circumstances resulted in the incurrence of
actual and necessary subsistence expenses that were much greater than the authorized per
diem allowance. Agency Heads are authorized to approve requests for increases to actual
subsistence reimbursements up to 150 percent of the established rate.
e. Travel to Resort Areas.
(1) An employee may attend events that are not under the Department’s administrative
control. If attendance is considered necessary for official business, this is sufficient
justification for the employee to attend. Information should be included on the travel
authorization to indicate that the event is not under the Department’s administrative
control and that the travel is necessary for official business.
(2) Travel to named resorts. Travel to a named resort or other recreational establishments
must have General Officer or the Director, Homeland Security Office, approval
unless it meets the criteria above. Documentation for the approval of this type of
travel must be attached to the travel authorization. Authorization for travel to these
areas must be on a case-by-case basis. Traveler’s whose permanent duty station is
located in "resort areas," should have sufficient information on the travel
authorization to indicate the purpose of the travel and the timing of that travel.
f. Conference and Training Events.
(1) General Guidelines.
All conference and training events shall be held at the most cost-effective location
(considering such factors as per diem, transportation, and rental of conference rooms),
unless programmatic considerations dictate otherwise. Conference and training events
where a majority of the USDA attendees are in the same commuting area must be held at
a location within the local commuting area, unless it is more cost effective at another
location. Only General Officers and the Director, Homeland Security Office may
authorize an exception to this rule. FTR Part 301-74, Conference Planning and FTR
Appendix E to Chapter 301, Suggested Guidance for Conference Planning, must be
followed when planning a conference.
(2) Location.
Consideration must be given to less costly alternatives to conference and training events,
whenever possible. Use of resort areas are to be minimized, but may be used only if it
satisfies the requirements noted above. The order of preference, for USDA-sponsored
conference and training events, is:
(a) Local USDA facilities.

8

May 1, 2008

DM 2300-001

(b) Other Federal, State, and local Government facilities.
(3) Requests for Approval.
Agencies are to submit all proposals to conduct events (conferences and training)
which have a total agency cost in excess of $40,000 to the OCFO for prior approval.
OIG proposals must be submitted to the Secretary or Deputy Secretary for prior
approval.
Before submitting a proposal, the event must pass the following evaluation:
(a) The conference will help further the agency’s mission or the Department’s
strategic plan;
(b) The information cannot be effectively shared through another means such as a
teleconference or the Internet;
(c) The location is appropriate and justified and a prudent person would not think it a
waste of their tax dollars for this conference in this location;
(d) The number of employees attending is justified;
(e) The meeting location is near where most attendees are stationed. If not, the
detailed cost analysis is to include cost comparisons to locations near the majority
of attendees. The cost comparison should include all travel costs and employee
payroll for travel time. Multiple meetings should be considered to reduce total
cost; and
(f) The conference or training event is “must-do” considering the limited budgets of
the agency.
(4) Timing.
All requests for approval must be submitted at least 21 days before the
commencement of the conference or training event.
(5) Annual Conference and Training Plan.
Annually, no later than November 15th, each agency is required to submit to the
OCFO its plan for conference and training events that have a total agency cost in
excess of $20,000. OIG’s annual conference and training plan must be submitted to
the Secretary or Deputy Secretary. The plan should outline how each conference and
training event supports the Department’s or the agency’s strategic plan for the
execution of programs and administrative management.

9

DM 2300-001

May 1, 2008

(6) Reporting.
Agencies and OIG are to submit quarterly conference/training data to the OCFO
within one month of quarter’s end. The format for the report will be provided by the
OCFO. Reports should include all training and conferences used to inform or train
USDA staff. Due dates for the quarterly submissions are outlined below:
QUARTER

PERIOD

First
Second
Third
Fourth

October 1st – December 31st
January 1st – March 31st
April 1st – June 30th
July 1st – September 30th

REPORT DUE
DATE
January 31st
April 30th
July 31st
October 31st

(7) Events Less than $40,000.
General Officers and the Director, Homeland Security Office are authorized to approve
conference and training events that have a total cost of less than $40,000. General
Officers and the Director, Homeland Security Office, may not delegate the authority to
approve events that have a total cost of more than $20,000. For reporting purposes,
supporting documentation related to these events must be retained for 6 years and 3
months after the date of the event. The report format and requirements will be provided
by the OCFO.
g. Mixed Official and Personal (Leisure) Travel.
Booking personal (leisure) travel using the Department’s official travel systems is
prohibited. Travelers may not use the electronic booking engine or Travel Management
Center (TMC) to book personal (leisure) travel. Personal (leisure) travel must be booked
outside the travel system. When mixing personal (leisure) travel with official travel, the
following procedures must be used:
(1) Receive written approval from the delegated approving official to mix official and
personal (leisure) travel. General Officers and the Director, Homeland Security
Office, through the delegation of authority, may approve their own mixed travel,
except for premium class travel. This would include taking annual leave to arrive at
the travel location early or leaving at a later date. These travel adjustments also
include the use of indirect routes. This documentation should be attached to the
traveler’s travel authorization or travel voucher.
(2) Book the official travel using the Department’s official travel system using normal
processes.
(3) Modify the official travel arrangements outside of the official Departmental travel
system. For example, the traveler may contact their TMC’s public reservation
number (i.e., the number available to the general public) to modify their itinerary, or

10

May 1, 2008

DM 2300-001

take their ticket to the airline and have it reissued to accommodate the leisure
(personal) travel portion. The traveler is responsible for all risks related to deviating
from the official travel authorization.
(4) When mixing personal (leisure) travel, the following items must be noted:
(a) Government fares may not be used for personal (leisure) travel.
(b) Per Diem will not be paid for personal days taken in conjunction with official
travel.
(c) Government rental cars may not be used for personal (leisure) travel.
(d) Government charge cards may only be used for official business travel. Any
expenses related to leisure (personal) travel must be paid by the traveler using
personal funds (including personal charge cards).
(e) Any fees and costs resulting from leisure (personal) travel must be paid by the
traveler and will not be reimbursed by the Department.
(f) Any additional costs including change fees, will not be paid by the Department.
(g) Any other additional costs for leisure (personal) travel due to the official travel
being canceled will not be paid by the Department.
(h) Any cost savings resulting from modified travel, such as exchanged tickets, must
be reflected on the travel voucher and returned to the Government.
h. Transportation Expenses.
(1) Rental Car.
(a) Travelers should select the rental car most advantageous to the Government. The
Departmental preferred class of car is economy using the lowest cost vendor. The
determination of most advantageous to the Government is determined by
discussions between the traveler and authorizing official after considering factors
such as cost, number of passengers, security and location of rental facilities, office
hours and wait times.
(b) Travelers using the eTravel System will be prompted to provide a justification for
all rental cars larger than an economy size.
(c) Miscellaneous expenses such as global positioning systems will not be
reimbursed.

11

DM 2300-001

May 1, 2008

(2) High-mileage driver.
(a) High-mileage drivers shall use Government-furnished vehicles for official
business travel, if available. However, because of fluctuations in the cost factors
involved in this decision process, an analysis must be completed to determine and
use the least costly means of transportation. At a minimum, consideration must
be given to current commercial lease costs, fuel costs, expected mileage charges,
and privately-owned vehicle (POV) reimbursement rates. Therefore, travelers
who will drive more miles per month than the number of miles for which
reimbursement would equal lease and operating costs shall use Governmentfurnished vehicles.
(b) Annually, by May 15th, all employees designated as high-mileage drivers will
make a written commitment for the upcoming fiscal year. The commitment will
state whether the employee will drive Government-furnished automobiles
specifically assigned for their individual use or their POV.
(c) While the commitment is normally intended to cover a fiscal year period, the date
of Government vehicle availability may require that 12 months other than a fiscal
year be used. The actual commitment period begins when the vehicle is delivered
and runs for 12 months thereafter. The commitment will be the basis for
reimbursement to the employee for the commitment period.
(3) Agency Use of Non-Refundable Fares.
(a) Government Contract Fares are the USDA preference as they protect the
Government and/or traveler from penalties associated with changes in travel.
(b) Travelers may not purchase non-refundable tickets unless their agency has
received an annual waiver from the OCFO to purchase non-refundable fares.
Non-refundable fares are typically non-transferable, and are susceptible to penalty
fees associated with flight changes or trip cancellations.
(c) In its annual waiver request, the agency must include a determination that its
mission requires the use of non-Government contract fares, including nonrefundable fares. By requesting a waiver, the agency is accepting responsibility
for using non-refundable fares. Renewal waiver requests must include data on the
items listed below.
(d) Agencies and OIG must establish internal controls to address the following when
utilizing non-refundable fares:
1 use (i.e., for travel not likely to be cancelled, addressing both travel purpose
and traveler);
2 authorization (i.e., high enough within the agency to prevent abuse);

12

May 1, 2008

DM 2300-001

3

cost-benefit analysis (i.e., the change fees associated with travel changes for a
trip not likely to be cancelled are less than the cost of a refundable ticket);
4 disposal of unused tickets; and
5 consequences (i.e., ensuring the traveler understands the penalties involved if
the trip is cancelled prior to purchasing the non-refundable fare).
i. Premium Class Travel.
(1)

General.
(a) Coach class travel is the USDA preference. Authorization can be requested for
the use of premium class (i.e., first class and business class) travel. Authorization
is not needed when Frequent Travel Benefits are used to upgrade to premium
class from coach class; or for business class service on AMTRAK Acela or
Metroliner trains.
(b) A blanket travel authorization can not be used for premium class travel.

(2)

Requests for Approval. OCFO will provide the format to request approval for
premium class travel. The format includes the documentation required for
justification for all requests. General Officers and the Director, Homeland Security
Office, may add additional requirements, but must include all elements on the
USDA form.

(3)

Justification for Approval
(a) First Class Travel
1

No space is available in coach class accommodations in time to accomplish
the mission, which is urgent and cannot be postponed. Supporting
documentation must be provided to document that coach class
accommodations are not available (screen prints of available flights or
certification from the travel management center are examples of acceptable
documentation), explain why flight is so urgent, why the traveler's schedule
cannot be adjusted, and/or why the meeting cannot be adjusted. Travel
schedule showing traveler reporting for duty the next day or before is also
required.
2 Use of premium class is required to accommodate a disability or special need.
In accordance with Departmental Manual 4300-002, Reasonable
Accommodation Procedures, the disability must be substantiated in writing by
a medical authority and provided to the supervisor. Certification from the
supervisor must indicate other than coach travel is required. Documentation
must be dated within the prior six months of travel or must be a permanent
disability. The documentation also needs to indicate that the disability cannot
be accommodated using a cheaper alternative method (example: two coach
seats).

13

DM 2300-001

May 1, 2008

3
4

Security Purposes. Documentation must be provided explaining the security
issue.
Agency Mission. Agency mission is not an acceptable justification for first
class travel.

(b) Business Class Travel
1

2

3
4

5
6

7

No space is available in coach class accommodations in time to accomplish
the mission, which is urgent and cannot be postponed. Supporting
documentation must be provided to document that coach class
accommodations are not available (screen prints of available flights or
certification from the travel management center are examples of acceptable
documentation), explain why flight is so urgent, why the traveler's schedule
cannot be adjusted, and/or why the meeting cannot be adjusted.
Use of premium class is required to accommodate a disability or special need.
In accordance with DM 4300-002, disability must be substantiated in writing
by a medical authority and provided to the supervisor. Certification from the
supervisor must indicate other than coach travel is required. Documentation
must be dated within the prior six months of travel or must be a permanent
disability. The documentation also needs to indicate that the disability cannot
be accommodated using a cheaper alternative method (example: two coach
seats).
Security Purposes. Documentation must be provided explaining the security
issue.
Regularly scheduled flights only provide business class accommodations.
Documentation must be provided showing that no coach seating is offered on
that flight and an alternative flight is not available. Screen prints of available
flights or certification from the travel management center are examples of
acceptable documentation.
Use of business class results in cost savings to the Government. A cost
comparison must be provided showing cost savings to the Government.
Where the origin and/or destination are outside the continental United States
(OCONUS), and the scheduled flight time, including stopovers and change of
planes, is in excess of 14 hours. Rest periods may not be taken during or
immediately following the flight. Documentation of flight time, need for
business class must be provided. Travel schedule showing traveler reporting
for duty immediately following the flight with no rest is also required.
Exceptional circumstances. Full documentation of the exceptional
circumstances must be provided. This justification includes the Federal Travel
Regulation justifications for foreign flight sanitation, payment from a nonfederal source and mission criteria. USDA anticipates very few instances
where the mission criteria would be applicable.

14

May 1, 2008

(4)

DM 2300-001

Approving Officials.
(a) General Officers and the Director, Homeland Security Office (and those officially
acting in the position), are authorized to approve the use of premium travel within
their area of authority. The CFO is authorized to approve premium travel for
General Officers, except the IG, and the Director, Homeland Security Office. The
Chief of Staff is authorized to approve premium travel for the CFO. The
Secretary or Deputy Secretary will approve premium travel for the IG.
(b) When the Deputy Secretary; Under Secretary for Farm and Foreign Agricultural
Services; Under Secretary for Rural Development; Under Secretary for Food
Safety; Under Secretary for Food, Nutrition and Consumer Services; Under
Secretary for Natural Resources and Environment; Under Secretary for Research,
Education, and Economics; Under Secretary for Marketing and Regulatory
Programs; Assistant Secretary for Congressional Relations; Assistant Secretary
for Administration; Assistant Secretary for Civil Rights; General Counsel; Chief
Financial Officer; Chief Information Officer; Judicial Officer; Director, Office of
Budget and Program Analysis; Chief Economist; Director, National Appeals
Division; Director of Communications and Director, Homeland Security Office
(and those officially acting in the positions) is on travel or leave or is otherwise
not available at the primary duty location, the authority to approve premium class
travel may be exercised by the Chief Financial Officer. If the Chief Financial
Officer or the Acting Chief Financial Officer is on travel or leave or is otherwise
not available at the primary duty location, any General Officer may authorize
premium class travel within the requirements of this regulation.

(5)

Timing. All requests for premium class travel should be submitted, to the
approving official, at least 72 hours before the commencement of travel and
approved in advance of booking travel. Requests are approved on an individual trip
basis.

(6)

Reporting. Agencies and OIG will report quarterly to the OCFO on use of premium
class travel using the format provided by the OCFO. Reporting will include first
class and business class travel.

j. Local Travel.
(1) Travelers may be reimbursed for travel expenses incurred in the performance of
official duties in and around their duty station. When the expense appears reasonable
and necessary to conduct business, the traveler should be reimbursed for out of pocket
expenses. Local travel expenses must be claimed within the fiscal year the expenses
were incurred. However, a traveler may not be reimbursed for their normal
commuting expenses, except under the Commuter Transit Subsidy Benefits Program.
(2) Local travel expenses may include such things as the cost of subway, bus, train, taxi,
mileage, tolls and parking. Local travel expenses could be incurred in a variety of

15

DM 2300-001

May 1, 2008

work related situations including, but not limited to, required attendance at meetings,
conferences, other official functions, training, periodic work assignments at
alternative duty locations in or around the duty station.
(3) Approval for local travel expenses shall be made on a case by case basis. It is the
responsibility of the traveler seeking reimbursement to clearly illustrate and justify
that local travel costs incurred were additional out of pocket expenses and not part of
their normal commuting expense.
(4) Local travel may be reimbursed using one of three methods:
(a) a standard form SF 1164, Claim for Reimbursement for Expenditures on Official
Business, processed through a Departmental time and attendance system;
(b) a standard form SF 1164, Claim for Reimbursement for Expenditures on Official
Business, processed through the Foundation Financial Information System; or
(c) through a local travel authorization through the legacy travel system.
Agency Heads or their designees are responsible for determining which of the three
methods are appropriate for their employees.
(5) Agencies should issue guidance on the definition of local travel and how to calculate
the additional out of pocket expenses not part of the employee’s normal commuting
expense. If no agency guidance exists, the following guidelines should be used:
(a) Local travel – Any travel lasting less than twelve hours, within 35 miles of the
duty station, or within 35 miles of the employee’s residence.
(b) Method of calculating out of pocket expenses – The practice of automatically
deducting the cost of an employee’s daily commute will not be used. Employees
must justify out of pocket expenses and the employee’s supervisor (or designated
approving official) will determine whether those expenses are reasonable and
should be reimbursed.
k.

Use of Paper Tickets.
There are only two situations where paper tickets are allowed: 1) Foreign travel, or 2)
when electronic tickets are not available. Travelers are responsible for all transportation
tickets and other transportation documents for official travel issued to them. Travelers are
personally responsible for any additional cost for official travel resulting from improper
safeguarding of these transportation documents. For example, travelers may be personally
responsible for any airline fee to reissue a lost or stolen airline ticket for official travel.
Travelers must return any unused tickets, coupons, or other evidence of refund to their
Travel Management Center.

16

May 1, 2008

DM 2300-001

l. Disputed Charge Card Transactions.
As noted in Departmental Regulation (DR ) 2300-001, Government Travel Card
Regulation, section 6.f(8), it is the traveler’s responsibility to dispute, within 60 days of
first appearance, any charge on the billing statement not made by the traveler. This
includes unused tickets awaiting a refund. For centrally billed accounts, the primary
point of contact for the account is responsible for disputing transactions.
m. Emergency Travel of an Employee Due to Illness or Injury.
Agency Heads are authorized to make payments for travel expenses incurred as a result
of an illness or injury of an employee while the employee was in a travel status away
from his official station in the United States or while performing official duties outside
the continental United States or in transit to or from the temporary duty station. For
specific instructions, refer to the FTR.
n. Expenses Incurred Due to the Death of an Employee In Travel Status.
(1) Agency Heads are authorized to make payments for expenses incurred as a result of
the death of an employee while the employee was in a travel status away from his
official station in the United States or while performing official duties outside the
continental United States or in transit to or from the temporary duty station. For
specific instructions, refer to the FTR.
(2) The appropriation or fund available for the activity in which the deceased employee
was engaged shall be charged with the allowable expenditures.
o. Miscellaneous Expenses.
Miscellaneous expenses may be authorized for official travel if the approving official
deems them appropriate. Approving officials should evaluate the need to reimburse
miscellaneous expenses on a case by case basis and disallow any expenses that are not in
the best interests of the Government. Many of these expenses can often be avoided with
proper planning or use of Government provided alternatives. Travelers and approving
officials should discuss and establish a clear understanding of which miscellaneous
expenses are authorized for a specific trip. Travelers should itemize each miscellaneous
expense with its estimated cost on the travel authorization.
(1) Personal telecommunications.
Personal telecommunications may be authorized for travel lasting more than one
night. Personal telecommunications expenses may be authorized for official travel if
the approving official deems them appropriate. Personal telephone calls, Internet
access for personal use and all other methods of personal communications (personal
telecommunications) are covered by this policy. Personal telecommunications may
be made to any location on any day of travel, but reimbursement is limited to $5 a day

17

DM 2300-001

May 1, 2008

in the 50 states, District of Columbia, Puerto Rico or the Virgin Islands; and $15 a
day outside of the 50 states, District of Columbia, Puerto Rico or the Virgin Islands.
The total telecommunication cost may exceed the daily limit on a particular day, but
the total reimbursement cannot exceed the daily limit multiplied by the number of
lodging nights.
(2) Hotel Taxes.
The Federal Government, generally, is exempt from local and State taxes. However,
not all States and localities offer tax exemption and some locations do not specify a
particular form on which to claim the tax exemption. When available, travelers
should complete the necessary documentation required to waive State and local hotel
taxes. In locations where these taxes cannot be waived, the taxes may be reimbursed
as a miscellaneous expense. Additional information can be found on the General
Services Administration Web site (www.gsa.gov). Search: State Tax Exemption
Forms.
p. Expenses Not Authorized.
Expenses related to office supplies, conference fees, training fees, shipping costs,
conference/meeting rooms, and light refreshments are not travel expenses. They may not
be authorized or paid through the Department’s travel system.
q. Travel Allowances for Intergovernmental Personnel Act (IPA) Assignees.
(1) Overview.
The InterGovernmental Personnel Act (5 U.S.C. § 3371) provides for temporary
exchanges of personnel between the Federal Government and State or local
Governments, institutions of higher education, Indian tribes or tribal organizations,
and any other eligible organization. Each such exchange is carried out under the
provisions of a specific agreement that states the purpose and duration of the
exchange, the places, hours, and conditions of work, and the methods of financing the
individual’s pay and allowances.
(2) Coverage.
State or local Government agency employees assigned to USDA under IPA
appointments and USDA employees assigned to State and local Government agencies
may be paid travel and transportation allowances. Department appropriations may be
used to pay for all or part of these expenses. The type and extent of expenses to be
authorized are based on an administrative determination by an authorized official and
must be set forth in a written IPA Agreement. IPA assignees may receive either
certain change of official duty station allowances or per diem for each assignment,
but not both.

18

May 1, 2008

DM 2300-001

(3) Service Agreement.
Expenses for either per diem or change of official duty station allowances may not be
authorized unless the IPA assignee has agreed, in writing, to complete the entire
period of assignment or one year, whichever is shorter, unless separated or reassigned
for reasons beyond the assignee's control and acceptable to USDA. If the IPA
assignee violates the agreement, the money spent for expenses other than those for
official travel while away from the assignment location is recoverable from the
assignee as a debt due, unless waived in whole or in part by the head of the agency in
which the assignee is located.
(4) Assignments where change of official duty station allowances are not involved.
The following travel allowances are authorized for the IPA assignee only:
(a) Between home and assignment location. Travel between assignee's home and the
assignment location to include coach transportation or mileage as allowed in the
FTR for use of POV plus the standard CONUS per diem rate during travel when
initially reporting for duty and when returning to original duty station upon
completion of the assignment.
(b) While at assignment location:
(c) Assignment of 30 days or less. The applicable maximum per diem rate (standard
CONUS or locality rate from FTR Chapter 301, Appendix A) will be paid to the
assignee for the first 30 calendar days after reporting for duty.
(d) Assignment greater than 30 days. For the first 30 calendar days of an assignment,
per diem, as shown in (1) above, may be paid to the assignee. During this 30-day
period, the assignee shall seek long-term residence accommodations. After the
first 30-day period, a lower per diem rate of up to 55 percent of that paid during
the initial period may be authorized for the remainder of the assignment. If the
reduced rate is not known at the time the travel authorization is prepared, state
that a Travel Authorization Amendment will be issued during the first 30 days of
the assignment which will specify the reduced rate. A travel authorization must
be issued before the start of the assignment and must specify exactly what travel
allowances are approved.
(5) Dual per diem rates.
An IPA assignee, who is receiving per diem at the assignment location, is authorized
receipt of an additional per diem allowance while on official temporary duty at
another location (except as noted above). The additional per diem is allowed only if
the assignee is occupying long-term residence accommodations and is limited to the
increased expenses resulting from the temporary duty travel.

19

DM 2300-001

May 1, 2008

(a) Full per diem at a temporary duty location will be paid to assignees who will not
incur dual lodging costs or who received change of official duty station
allowances instead of per diem. Assignees are authorized the same allowances as
USDA employees.
(b) In computing dual per diem allowances, the lodgings portion of the authorized per
diem rate at the assignment location will be paid. For the first and last days of
travel, only a proportionate share of the amount allowed for meals may be paid.
r. International Travel.
(1) Specific authorities and rates pertaining to foreign travel are contained in the FTR.
The requirements in this part are in addition to those generally applicable to all travel.
Please refer to the Appendix, International Travel Procedures for guidance.
(2) International travel will be authorized when it is in the interest of the work of the
Department and the expenses to be incurred can be justified in the furtherance of its
programs. International travel may also be performed for the benefit of another
Department, a foreign Government, an international organization, etc., subject to such
laws and regulations as may be most appropriate under the circumstances involved.
The most careful administrative consideration should be given to all authorizations
for international travel and to the costs involved. Before issuance of each
authorization for such travel, it is the responsibility of the authorizing official to
exercise prudent judgment as to its necessity and to determine that the purpose of the
travel:
(a) relates directly to the accomplishment of authorized programs or functions of the
Department and, therefore, that the expenses may be properly paid from funds
appropriated or otherwise available to the agency;
(b) concerns the authorized program or functions of another Federal agency and that
the expenses are chargeable to the funds of that agency; or
(c) is for the joint benefit of the Department and some other Federal agency, a foreign
country, an international organization, etc., and that such benefit warrants a
sharing of expenses by the parties involved.
(3) General.
When international travel is necessary, careful consideration must be given to the
following:
(a) A determination of the number of persons necessary to accomplish the mission.
(b) Selection of the best qualified person for the job.

20

May 1, 2008

DM 2300-001

(c) Careful planning of itineraries to avoid duplicate travel and to assure effective use
of resources.
(d) Selection of the most economical means of transportation.
(e) The possibility that Department travelers, either stationed in a foreign country or
traveling on other official business, could handle matters for Department agencies
other than their own agencies.

21

May 1, 2008

DM 2300-001
Appendix A

APPENDIX A
INTERNATIONAL TRAVEL PROCEDURES
Are these procedures applicable to USDA Foreign Service Employees?
No, these procedures do not apply to USDA Foreign Service Employees. The U.S. Department
of State Foreign Assistance Manual applies to travel by Foreign Service Employees.
What are the administrative requirements related to international travel?
Agencies involved in international travel shall appoint an International Travel Coordinator who
is responsible for assuring that all the requirements of this section are met, in particular, the
return of official and diplomatic passports. General information not included in the regulation
may be obtained from the Foreign Agricultural Service (FAS), International Travel Section.
What is an international travel country clearance?
International travel must be cleared in the country of destination to ensure that all post
responsibilities, including official traveler support, can be carried out effectively and to protect
your health and welfare while in official travel status. Your agency is responsible for obtaining
the country clearance from the Agricultural Counselor/Attaché (AC/A) well in advance of the
proposed visit. If no AC/A resides near the country to be visited, the clearance must be obtained
from the post nearest the country to be visited. An information copy must be sent to the country
where the AC/A resides. Clearance of the communication by the appropriate FAS Area Director,
Office of Foreign Service Operations is mandatory.
The country clearance approval by the overseas post is required before you depart the U.S. The
importance and requirement of obtaining proper country clearance is to:
•
•
•

Obtain needed post support
Accomplish traveler responsibilities
Protect and inform post of U.S. Government employees in
official travel status

How do I obtain a country clearance?
USDA FAS cable or State cable are the official means of communication with overseas posts.
The following cable format shall be used:
SUBJECT: COUNTRY CLEARANCE REQUEST: [Last Name, First Name]
Note: If request is for a group traveling together for the same purpose, then use the word
“GROUP” instead of traveler’s name.

A-1

DM 2300-001
Appendix A

May 1, 2008

1. COUNTRY CLEARANCE IS REQUESTED FOR: [Full Name], [Position Title], [Agency
Name].
Note: If request is for a group traveling together for the same purpose, enter info for each
traveler.
2: TO VISIT: [city or cities, country and dates - see examples below]
PRETORIA 11/02 TO 11/05
CAPETOWN 11/06 TO 11/10
3. PURPOSE OF VISIT: [Provide a detailed explanation of the official business, to be
conducted in each city (if more than one), requiring this country visit]
4. EMBASSY OR FAS SUPPORT REQUIRED: [If none, so state; otherwise, see various
examples below]
a. LODGING: PLEASE MAKE APPROPRIATE HOTEL RESERVATIONS IN
[cities] AND ADVISE ON RATES TO INCLUDE ALL TAXES.
b. TRANSPORTATION: PLEASE ADVISE ON TRANSPORTATION FROM
AIRPORT TO HOTEL OR OFFICE.
c. ITINERARY: Note: For security reasons, travelers should fax specific
information concerning flight numbers.
d. Identify and request any other support requirement, such as;
•
•

Request arrangements be made with security office to allow for entry into
embassy of specified items and for customs clearance at airport as necessary.
Request arrangements with security office to allow entry of laptop PC, video
camera, etc., into the Embassy offices where working/visiting.

5. SECURITY CLEARANCE: [i.e., TOP SECRET, SECRET, NONE]
[If clearance request is for more than one person, list persons name and respective clearance]
6. CONTACT POINTS WHILE IN COUNTRY: [List cities, telephone numbers and persons
that could reach you at that location. See examples below]
[Pretoria - Hilton Hotel, tele #] and/or [SA Food Aid Conference, Jim Jones, tele #][Capetown Marriott Hotel, tele #]
7. TRAVELER CONTACT POINT PRIOR TO DEPARTURE: [Name, telephone number]
8. EMERGENCY CONTACT AT HOME OFFICE: [Name, telephone and fax numbers]
When do I need a Department of State clearance?

A-2

May 1, 2008

DM 2300-001
Appendix A

Travel to Taiwan and China requires the Bureau of East Asian and Pacific Affairs, Department
of State, clearance. You should contact the FAS, International Travel Section to obtain copies of
the clearance forms required for travel to these countries.
Who are my diplomatic contacts when I travel internationally?
When traveling to a foreign country on official business you must comply with the following
requirements regarding U.S. diplomatic contacts abroad:
•

Contact foreign consular officers for information regarding any additional requirements
for entry into a foreign country

•

Contact the Agricultural Counselor/Attache upon arrival in the foreign country and
before transacting business with officials of Foreign Governments

•

Cooperate with any directions given by U.S. representatives during the visit

•

Consult the American Embassy or consulate if itinerary changes after arrival in the
country

Do I need security training when traveling overseas?
If you are traveling to an overseas post for temporary duty (TDY) for 30 days or more, you are
required to complete overseas personal security training prior to your travel. The Department of
State’s Foreign Service Institute (FSI) conducts the approved four-day training class, Serving
Abroad for Families & Employees (S.A.F.E.). The S.A.F.E. course includes two Department of
State courses, the “Security Overseas Seminar” and “Working in an Embassy.” Your agency
must provide the Chief of Mission certification that training will be completed prior to travel.
This can be included in the country clearance cable. If time or urgency of your mission does not
allow for the completion of this mandatory security training, the country clearance request
should note the circumstances and request a waiver from the Chief of Mission. You can contact
the Department of State, FSI Office of the Registrar for additional information.
Are there any special requirements if I am traveling to a High Risk Security Post?
Yes, all U.S. Government employees traveling overseas to certain sensitive destinations are
REQUIRED to have a special briefing by the Department of State before traveling. Your
International Travel Coordinator should contact the USDA’s Personnel and Document Security
Division, within the Office of Security Services, IMMEDIATELY upon notification of an
international trip. The Coordinator shall indicate the country or countries that you are traveling to
and they will be told if you must have this special briefing.
How do I obtain information related to Travel Warning and Advisories?
Travel Warnings and Public Advisories are available at the following Web site:
www.travel.state.gov.

A-3

DM 2300-001
Appendix A

May 1, 2008

Do I need a medical clearance for international Travel?
If you are going to be TDY overseas for 60 days or more then you must obtain a medical
clearance. Medical appointments may be made through the Department of State Medical Unit or
through your private physician if located outside the Washington, D.C. area.
What are the requirements for a Government passport?
Diplomatic, Official, and Personal passports are issued by the Department of State. FAS, as the
lead Foreign Affairs Agency within USDA, has been designated as the USDA agency
responsible for requesting Diplomatic and Official passports for all USDA employees.
Who needs a Government Passport?
If you are an employee who is a U.S. citizen traveling to a foreign country to conduct official
business you will travel using either an Official or Diplomatic passport. You are not permitted to
use your Personal passport to travel overseas (except when traveling to Taiwan), including
Canada, to conduct official Government business.
Are there different types of passports?
Yes, Official passports are issued by the Department of State to employees of the U.S.
Government proceeding, traveling, or on assignment abroad and have a maximum validity of
five years. Diplomatic passports are issued to Foreign Service officers, persons in the diplomatic
service, or persons who have diplomatic status either because of the nature of their foreign
mission or by reason of the office they hold. Diplomatic passports also have a maximum validity
of five years.
What type of passport do I use if I am traveling to Taiwan?
If you are a Government employee traveling to Taiwan, you must use a Personal Passport. If
your agency pays for the Personal passport, it remains the property of the U.S. Government and
the passport must be returned to the FAS International Travel Section within five working days
after returning from the trip.
What are the prohibited uses of an Official or Diplomatic Passport?
You cannot use an Official or Diplomatic passport, in any capacity, if you are travel abroad on
personal (leisure) travel or, if you are detailed to a private or international organization. The fact
that your salary is still being paid by the employing agency does not constitute a reason to use an
Official or Diplomatic passport.
Are there any provisional uses for Official or Diplomatic Passports?
There are 3 provisional uses for Official and Diplomatic Passports. They are:

A-4

May 1, 2008

DM 2300-001
Appendix A

1. If you are assigned overseas in an official capacity you may use your Official or
Diplomatic passport for personal travel during your tour.
2. If you are traveling abroad on official business (TDY) you may use your Official or
Diplomatic passport for Agency approved personal stops incident to the official trip.
3. If you are traveling abroad on military travel orders to countries requiring a passport. A
copy of the signed military travel order must be presented to FAS, International Travel
Section.
What forms are required to obtain a passport?
1. Electronic International Passport and Travel Tracking System (IPATTS)/Visa Request this form must be completed in conjunction with the appropriate DSP form listed below.
Failure to use the proper form will result in a delay in the issuance of your passport.
2. DSP-82, Application for Passport by Mail - This form should be used for renewing a
previously issued U.S. passport. There are four criteria for using Form DSP-82. Use the
following checklist to see if you are eligible to apply with form DSP-82:
•
•
•
•

I can submit my most recent passport
I was at least 16 years old when my most recent passport was issued
I was issued my most recent passport less than 15 years ago
I use the same name as on my recent passport, OR, I have had my name changed
by marriage or court order and can submit proper documentation to reflect my
name change.

If you answered NO to any of the above.......STOP! You cannot use form DSP-82!! You
must apply on application form DSP-11.
The DSP-82 is available for downloading from the Web site at:
www.travel.state.gov/passport/forms/ds82/ds82_843.html
3. DSP-11, Application for Passport - this form must be presented to and signed in person of
an authorized passport agent. If you have never had a passport or if your most recent
passport was lost or stolen, you must use this form. The DSP-11 can be downloaded from
the Web site at: www.travel.state.gov
What is the application process for a passport if I am in the Washington, D.C. Metro Area?
After your International Travel Coordinator submits the request through IPATTS, you must
submit the following:
1. Completed, but unsigned, DSP-11, Application for Passport. (This form can be
downloaded from the Web site at: www.travel.state.gov);
2. Birth evidence; and
3. Two Passport Photos.

A-5

DM 2300-001
Appendix A

May 1, 2008

What is the application process for a passport if I am outside the Washington, D.C. Metro
Area?
You must appear in person and present a complete passport package. You can apply for a
passport at many Federal and State courts, probate courts, and some post offices. More than 2500
courts and 900 post offices accept passport applications. To locate the closest facility, refer to the
following Web site: http://iafdb.travel.state.gov.
NOTE: If you are using form DSP-11, DO NOT sign the form until instructed to do so. You
must also have a form AD-121 signed by the Director, International Services Staff, attached to
your passport package.
What is acceptable birth evidence?
A previous U.S. passport (if the passport is less than 15 years old use form DSP-82), or if you
were in the U.S., a certified copy of your birth certificate issued by the State, city, or county of
your birth. A certified copy will have a registrar’s raised, embossed, impressed or multicolored
seal and the date the certificate was filed. If you have neither a passport nor a certified birth
certificate, submit a notice from the registrar of the State of your birth that no birth record exists.
If born abroad, submit a Certificate of Naturalization, Certificate of Citizenship, Report of Birth
Abroad of a U.S. Citizen, or a Certificate of Birth issued by the Department of State.
How can I request a birth record?
The Federal Government does not maintain copies of birth records of persons born in the U.S. or
its Territories. Therefore, if you must obtain your birth record, you can request a copy in writing
from the State vital statistics office or the city, county or other local office where the birth
occurred. The addresses of all States and Territories are listed and the fees that each State or
Territory charges for a copy(s) of birth records and additional information needed to obtain birth
records is available on the following Web site:
http://www.cdc.gov/nchs/howto/w2w/w2welcom.htm
Are there special requirements for passport photos?
Two identical photographs are required to be attached to the passport application. Photos must be
2x2 inches in size and taken within the past six months.
For Washington, D.C.-based employees: Photos are taken daily in the International Travel
Section between 9:00 a.m. and 3:30 p.m. Appointments should be scheduled, in advance.
For field office employees: You are responsible for obtaining your own photos, which must be
attached to the passport application. Photos must be clear, front view, full face, normal street
attire without a head covering (unless a signed statement is submitted indicating that the head
covering is worn daily for religious or medical reasons), and/or without dark glasses, unless they
are normally worn for medical reasons (a statement from a doctor must be submitted supporting
this). Photos must be printed: 1) on thin paper; 2) with a white or off-white background; 3) in

A-6

May 1, 2008

DM 2300-001
Appendix A

black and white or color, and; 4) capable of withstanding a mounting temperature of 225 degrees
Fahrenheit. Photographs that are retouched so that your appearance is changed are unacceptable,
as are snapshots. MOST vending machine print magazines or full-length photos are
unacceptable.
When should I submit my application for a passport?
For Washington, D.C.-based employees: You must submit the required forms to obtain a new or
renewal passport 15 working days prior to the date of departure. Forms submitted less than 15
working days in advance of departure will require a letter of justification for expedited handling.
Travel to more than two countries or to Russia, China, or Vietnam will require additional
working days.
For field office employees: You must submit the required forms to obtain a new or renewal
passport 40 working days prior to the date of departure. Forms submitted less than 40 working
days in advance of departure will require a letter of justification for expedited handling. Travel to
more than two countries or to Russia, China, or Vietnam will require additional working days.
My passport is ready to expire - what do I need to do?
Official and Diplomatic passports issued by Department of State (DOS) are valid for 5 years
from the date of issuance. If you have a passport on file which is expiring just before or during a
proposed trip, you must allow adequate time for renewal. Some embassies will not put a visa in a
passport which has less than six months of validity and/or less than three months of validity
beyond the end of the visit to that country. Passports are the property of the U.S. Government
and when they expire they must be returned to DOS for cancellation or destruction. The FAS,
International Travel Section generates a report each month that lists the passports which will
expire during the next ninety days which is provided to your International Travel Coordinator
(ITC) notifying them of the date the designated employee’s passport will expire. It is also your
responsibility to take action in conjunction with your ITC to renew your passport if required.
What happens if I lose my passport or it is stolen?
Form DSP-64 is required when your passport has been lost or stolen. The information on the
form should be as accurate as possible and include date and location of loss or theft. You should
also document what efforts were made to recover the passport. You should indicate whether or
not the loss was reported to the police and if so, the police report number. The completed form
should be submitted to the FAS, International Travel Section for processing, NOT to the
Department of State. The DSP-64 is available for downloading from the following Web site:
www.travel.state.gov

A-7

DM 2300-001
Appendix A

May 1, 2008

What should I do if I change my name?
The following Web site explains the process for a name change on your passport; however, the
required forms and supporting information are to be sent to the FAS, International Travel Section
instead of the Department of State (www.travel.state.gov).
Who is accountable for my passport?
Your Responsibility
In compliance with 2 CFR 51.9, a passport shall at all times remain the property of the U.S.
Government and shall be returned to the Government upon demand. In order to maintain
continuous accountability of the Official and Diplomatic passports, passports must be returned to
the FAS, International Travel Section within 5 working days after completion of the trip for
which it was used. DO NOT return your passport via a chain messenger envelope or any mail
envelope as these are Government accountable documents.
International Travel Section Responsibility
The FAS, International Travel Section has been delegated the authority by the Department of
State to manage procurement, execution, control, and distribution of Official and Diplomatic
passports for all USDA employees. Passports are released to travelers with the understanding
that all proper clearances are in order. As noted above, passports must be returned to ITS within
5 working days after completion of trip.
How do I obtain a visa?
Visa requirements are different for each country and it is recommended that you check the
following Web site when making travel plans to help determine how long it may take to obtain
the necessary visa(s): www.fas.usda.gov/scriptsw/visa_requirements/default.htm
The FAS, International Travel Section has no control over the timing in which foreign embassies
will issue visas. Most foreign embassies require that the passport be left for at least 24 hours to
obtain a visa. A number of embassies only accept visa applications and allow the pickup of visas
between specified hours on specified days. Countries such as China, Russia, Vietnam,
Yugoslavia, and Cuba require from 7 to 20 working days dependent on the purpose of the trip. In
addition, most foreign embassies observe their country’s holidays as well as U.S. holidays,
which may increase the time requirements to obtain visas.
Are there any restrictions on obtaining visas?
Yes, only the FAS, International Travel Section has the signature authority to request visas. No
other USDA agency, organization or individual employee is authorized to acquire visas from
foreign embassies. You should not attempt to contact embassies unless asked to do so by ITS.
You must not try to pick up passports/visas directly from embassies/consulates unless directed to
do so by ITS. Failure to follow this requirement may jeopardize authority for the trip to occur.

A-8