Finance

HANDBOOKS REVISION

F-15, Travel and Relocation, and F-19, Accountability of Disbursing Officers

Effective September 20, 2001, travel advances for bargaining employees are no longer issued from imprest funds. Travel advances for bargaining employees will be issued only through the Accounts Payable and Reporting System (APARS). Managers need to make every effort to notify bargaining employees far enough in advance of the travel dates to enable them to obtain their advances through APARS.

We will incorporate these changes into the next printed editions of Handbooks F-15 and F-19 and into the online version of Handbook F-15 at http://blue.usps.gov/cpim.

Handbook F-15, Travel and Relocation

4 Preparing to Travel

4-2 Getting Advances

4-2.1.1 If You Are a Bargaining Unit Employee

[Revise the table, delete the final paragraph, and delete the Important note in 4-2.1.1 to read as follows:]

If you are a bargaining unit employee and are required to travel away from your duty station for official business or training, you may receive an advance to cover the cost of your lodging plus per diem.

Advances are paid from the San Mateo Accounting Service Center. Be sure to allow sufficient time for your request to be approved, submitted to the payment office, and a check issued.

Handbook F-19, Accountability of Disbursing Officers

8 Imprest Funds

820 Use of Imprest Funds

822 Expenditures and Related Policies

[Delete section 822.3.]

822.3 Travel Advances for Bargaining Employees

[Delete section 822.31.]

822.31 Requests for Advances

[Delete section 822.32.]

822.32 Regular Travel Advances Other Than Headquarters

[Delete section 862.26.]

862.2 How to Reimburse

- Corporate Accounting, Finance, 9-20-01

HANDBOOK REVISION

F-15, Travel and Relocation

Effective September 20, 2001, Handbook F-15, Travel and Relocation, is revised to reflect changes in per diem claims versus actual expenses, how per diem works, policy for calculating per diem, and reimbursable expenses while traveling on your advance round trip.

We will incorporate these revisions into the next printed edition of Handbook F-15 and into the online version on the Postal Service Intranet at http://blue.usps.gov/cpim; click on Handbooks.

Handbook F-15, Travel and Relocation

7 Determining Daily Expenses

7-1.1.1.2 What's Allowed

[Revise 7-1.1.1.2c to read as follows:]

c. Miscellaneous expenses such as renting viewgraphs or movie screens for training sessions or meetings.

!Important: To claim miscellaneous expenses, you must attach a receipt for any expenditures over $50 and explain the expense on your travel voucher.

[Delete 7-1.1.3. Renumber 7-1.1.4 as 7-1.1.3 and revise it to read as follows:]

7-1.1.3 International Travel

If you are traveling to another country, your daily expenses are reimbursed at the per diem established by the Department of State for the areas where you are traveling. These rates are published monthly by the Department of State.

To claim your standard per diem, you do not need receipts or an itemized list of expenses.

Your trip must be preauthorized.

7-1.2 According to the Duration of Your Trip

[Revise title and text of 7-1.2.1 to read as follows:]

7-1.2.1 Travel Completed Within 12 Hours During the Same Day

If you are in travel status for less than 12 hours during the same calendar day, no per diem is allowed.

[Revise title and text of 7-1.2.2 to read as follows:]

7-1.2.2 Travel Lasting More Than 12 Hours but Less Than 24 Hours With or Without Lodging

Without Lodging - If you are in a travel status for 12 hours but less than 24 hours, you are reimbursed 75 percent of a full day's per diem at the rate listed for your travel destination.

With Lodging - If you are in a travel status for 12 hours but less than 24 hours and lodging is required, you are reimbursed 75 percent of the two days per diem at the rate listed for your travel destination.

7-2 What Per Diem Includes

[Revise 7-2 to read as follows:]

Per diem includes the following expenses:

a. Meals.

b. Incidental expenses, such as fees, and any tips to waiters, bellhops and porters, laundry and cleaning expenses.

c. Laundry and dry cleaning.

7-3 How Per Diem Works

[Delete introductory paragraph in 7-3.]

[Revise title and text of 7-3.1 to read as follows:]

7-3.1 The Per Diem Calculation

On the first day of your trip, you are reimbursed 75 percent of the daily per diem rate of your destination, regardless of the time that you left to go on official travel. On the last day of your trip, you are reimbursed 75 percent of the daily per diem rate of the last destination of your trip regardless of the time that you returned to your home or duty station. The location of your permanent duty station or residence is not considered a destination for per diem purposes.

If your trip has a single destination, the per diem for the entire trip is that of your destination. For example: if you travel to Denver, CO, for a three-day meeting, your per diem for the entire trip is at the rate for Denver.

If your trip has multiple destinations, the destination where you end the day determines the per diem rate for the entire day. For example: if you travel from Washington, DC, to Minneapolis, MN, for a morning meeting and then travel on to St. Louis, MO, that afternoon for business and you spend the night in St. Louis, you are reimbursed at the rate for St. Louis for the entire day.

7-3.2 Different Types of Rates

7-3.2.1 According to Your Destinations

[Revise 7-3.2.1 to read as follows:]

Some areas that you travel to are more expensive than others. Per diem rates are set to reflect this difference.

The high-cost rates are in appendix A.

If you travel to several areas with different rates in the same trip, you will need to use different rates for each area. See 7-4.2.1.2 for more information.

7-3.2.2 According to Whether Meals Are Provided

[Revise 7-3.2.2a to read as follows:]

a. If you stay with your immediate family while performing temporary duty at a former permanent duty station from which your family has not moved, you must reduce the cost of per diem for any meals they provide.

[Revise 7-4 to read as follows:]

7-4 Policy for Calculating Per Diem

Although the fundamental concept of per diem is straightforward, travel isn't. When you travel to several areas in one trip, each with different per diem rates, when must you switch from one rate to another? How do you handle combining official travel with annual leave? What about nonworkdays? Are you eligible for per diem then? This section covers the details on how to calculate per diem in a variety of circumstances.

7-4.1 Determining the Beginning and End of Your Official Travel Status

7-4.1.1 Standard Policy

[Revise 7-4.1.1 to read as follows:]

When calculating per diem allowances, your official travel begins when you leave your permanent duty station, home, or other authorized point, and ends when you arrive back at your permanent duty station, home, or other authorized point. Official travel may include nonworkdays.

!Important: If your travel status is interrupted for any reason, you must clearly document these periods on your travel voucher.

[Revise title and text in 7-4.1.2 to read as follows:]

7-4.1.2 Policy for Nonworkdays While in a Travel Status

If you are en route to or from a temporary duty station on a nonworkday, you are entitled to per diem (75 percent of the daily rate) for the day.

If you are in travel status on a nonworkday but are not en route to or from your permanent duty station or home, you are entitled to per diem for the full day.

7-4.1.3 Policy for Annual Leave

[Revise 7-4.1.3 to read as follows:]

If you take annual leave while in a travel status, the following rule applies:

If you take 4 hours or less of annual leave, you are reimbursed per diem for the full day.

If you take more than 4 hours of annual leave, you are not reimbursed per diem for the day.

If you take more than 4 hours of annual leave on the day immediately before or after a nonworkday, you are not reimbursed per diem for the nonworkday.

[Revise 7-4.2.1.2 to read as follows:]

7-4.2.1.2 When Traveling Between Average- and High-Cost Areas

When you travel from an average-cost area to a high-cost area or vice versa, the per diem rate for the entire day becomes that of your final destination for the day.

[Delete 7-4.2.2. Renumber 7-4.2.3 as 7-4.2.2 and revise it to read as follows:]

7-4.2.2 For International Travel

For international travel, you must use the current rates provided monthly by the Department of State.

Part 3 - Relocation (Non-bargaining Only)

Introduction

[Click on "Policies and Procedures."]

[Click on "Finding a Place to Live."]

[Under "Taking an Advance Trip," click on "Reimbursable Expenses While Traveling on Your Advanced Round Trip."]

[In the "ALL NON-EXECUTIVE EMPLOYEES, THEIR SPOUSE, AND THEIR DEPENDENTS" table, revise the first bulleted item in the "Per diem" row to read as follows:]

Temporary Quarters

[Click on "Reimbursable Expenses."]

[In the table, revise the NOTE in the "Non-executive employees" row to read as follows:]

[Go back to "Policies and Procedures"; click on "Traveling to Your New Assignment."]

[Click on "Your Reimbursable Expenses While Traveling."]

What's Allowed

[In the table, revise the first bulleted item in the "Per diem (non-executive employees)" row. Revise the last bulleted item and add subbullets to read as follows:]

- National Accounting, Finance, 9-20-01

HANDBOOKS REVISION

Travel Per Diem Rates - Handbooks F-15 and F-12

Effective October 1, 2001, Handbook F-15, Travel and Relocation, Appendix A, and Handbook F-12, Relocation Policy, Appendix B. II. C., are revised as follows to reflect changes in travel per diem rates.

The per diem rates for Handbook F-12 are the same as for Handbook F-15.

We will incorporate these revisions into the next printed editions of both handbooks. We will also incorporate the revisions into the online version of Handbook F-15, available at http://blue.usps.gov; click on Handbooks.

Handbook F-15, Travel and Relocation

Appendix A Rates

A-1 Standard Mileage Rates

A-1.1 Mileage Rates

A-1.2 Reimbursement for Postal Supervisors

Postal supervisors (see 5-5.2.1.2) will be reimbursed at the rate of $6.00 per day or 32.5 cents per mile, whichever is greater, when a privately owned vehicle is used.

Odometer readings are not required on the respective claim forms; the integrity of the claim is the responsibility of the traveler. However, should the approving official have reason to question the claim, the claimant must provide evidence that supports the claim of distance traveled.

A-2 Travel Per Diem Rates

A-2.1 What Per Diem Includes

The per diem allowance includes all charges for meals; laundry and cleaning expenses; all fees and tips to waiters, bellboys, and porters; and other similar expenses.

A-2.2 Per Diem Calculation (See chapter 7.)

A-2.3 Average Cost Localities

Unless a city is listed in the table in A-2.5, High Cost Localities, the daily per diem rate is $30.

A-2.4 High Cost Localities

The following key cities and/or areas are classified as localities with above average lodging costs. The daily per diem rate applicable for each of these localities is indicated:

¹ A city locality is defined as all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries.

² A county is defined as all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties.

³ Military installations or government-related facilities (whether or not specifically named) that are located partially within the city or county boundary shall include all locations that are geographically part of the military installation or government-related facility, even though part(s) of such activities may be located outside the defined per diem locality.

⁴ Denotes independent cities.

A-2.5 Special Situations - Meal Reductions<

When meals are furnished at no charge or nominal fee by a federal government agency, private company, etc., at a temporary duty station, meeting, conference, or training session, the per diem will be appropriately reduced as follows:

- National Accounting, Finance, 9-20-01

HANDBOOK REVISION

F-12, Relocation Policy

Effective September 20, 2001, Handbook F-12, Relocation Policy, is revised to reflect per diem changes.

We will incorporate these revisions into the next printed edition of Handbook F-12.

Handbook F-12, Relocation Policy

3 Advance Round Trip and En Route Travel

310 Taking an Advance Round Trip

[Revise 312.5a, b, and c to read as follows:]

a. For you: Standard per diem rules apply, plus actual lodging. The standard per diem rules include 75 percent of the first and last days' per diem and 100 percent of the rest of the days claimed.

b. For your spouse: 75 percent of your per diem rate.

c. For advance round trips to Alaska, Hawaii, Puerto Rico, or U.S. possessions, per diem for you is allowed at the rate published in Appendix A of Handbook F-15, Travel and Relocation. Per diem for your spouse is 75 percent of the per diem allowed you.

332 Computing per diem for minimum driving distance

[Revise 332 to read as follows:]

When computing the per diem amount for a prescribed minimum driving distance per day, the Postal Service reimburses you 75 percent of the daily rate for per diem for the first and last day of your en route travel and 100 percent of all other days of your en route travel. However, you must average 300 miles per day in order to claim this reimbursement. If you do not average 300 miles per day, you must prorate the per diem based on the mileage driven.

If you take annual leave during your en route trip, the following rules apply:

· If you take less than 4 hours of annual leave during a day, you are reimbursed per diem for the full day.

· If you take more than 4 hours of annual leave during the day, you are not reimbursed per diem for the day.

· If you take more than 4 hours of annual leave on the day immediately before or after a nonworkday, you are not reimbursed per diem for the nonworkday.

The per diem rate used should be that of your destination.

335.1 Expenses for lodging and per diem.

[Revise 335.1a to read as follows:]

a. For you: Appropriate daily per diem rate.

[Revise 335.2 to read as follows:]

335.2 Expenses for spouse when traveling alone. When your spouse is not accompanying you, but travels at a different time, his or her per diem is at the appropriate daily per diem rate.

[Revise 335.3 to read as follows:]

335.3 Exclusion for the 12-hour rule. The limitation provision that allows no per diem for travel less than 12 hours does not apply to en route travel.

5 Temporary Quarters

510 Allowances for Temporary Quarters

[Revise 512.4 to read as follows:]

512.4 Determining temporary quarters starting and/or ending periods. When computing temporary quarters allowances, you must consider the following:

· The time period is computed from the beginning of the calendar day for which you claim reimbursement for the temporary quarters lodging. If you arrive at your temporary quarters during the day, the computation for temporary quarters for the first day includes lodging plus 75 percent of the per diem for the day (since it is the last day of your en route travel).

· On whatever day you begin to occupy permanent quarters, the temporary quarters' period is continued for that day.

- National Accounting, Finance, 9-20-01

NOTICE

District Accounting Offices Statement of Account Submission - AP 1, PFY 2002

The normal submission schedule is extended for transmitting data from the standard field accounting system (SFAS) to the Eagan Accounting Service Center for accounting period (AP) 1, postal fiscal year (PFY) 2002.

District accounting offices (DAOs) will have until COB Tuesday, October 9, 2001, to transmit a statement of account (SOA) via the SFAS.

The deadline is also extended for submission of official mail accounting system (OMAS) transactions for AP1, PFY 2002.

DAOs will have until 4 p.m. CT on Tuesday, October 9, 2001, to input OMAS data.

- Post Office Accounting, Finance, 9-20-01

International Mail

IMM REVISION

International Mail - Address Correction for Chicago International Service Center

Effective September 20, 2001, International Mail Manual (IMM) 292.153, 293.32, 611.22, 612.22, and 613.22 are revised to show the address correction for the Chicago International Service Center (ISC).

We will incorporate these revisions into both the printed version of IMM Issue 26 and the online IMM, which can be accessed via Postal Explorer at http://pe.usps.gov.

International Mail Manual (IMM)

2 Conditions for Mailing

290 Commercial Services

292 International Priority Airmail Service

292.1 Description

292.15 Deposit

292.153 Drop Shipment Locations

[Revise the address for the Illinois drop shipment location to read as follows:]

JT WEEKER INTERNATIONAL SERVICE CENTER
US POSTAL SERVICE
OHARE INTERNATIONAL AIRPORT
514 EXPRESS CENTER DR
CHICAGO IL 60688-9998

293 International Surface Air Lift (ISAL) Service

293.3 Service Options

293.32 Drop Shipment ISAL International Service Centers

[Revise the address for the Illinois drop shipment location to read as follows:]

JT WEEKER INTERNATIONAL SERVICE CENTER
US POSTAL SERVICE
OHARE INTERNATIONAL AIRPORT
514 EXPRESS CENTER DR
CHICAGO IL 60688-9998

6 Special Programs

610 Global Direct Service

611 Global Direct - Mexico

611.2 Qualifying Mailers and Mailing Locations

611.22 Mailing Locations

[Revise the address for the Illinois mailing location to read as follows:]

JT WEEKER INTERNATIONAL SERVICE CENTER
US POSTAL SERVICE
OHARE INTERNATIONAL AIRPORT
514 EXPRESS CENTER DR
CHICAGO IL 60688-9998

612 Global Direct - Canada Admail

612.2 Qualifying Mailers and Mailing Locations

612.22 Mailing Locations

[Revise the address for the Illinois mailing location to read as follows:]

JT WEEKER INTERNATIONAL SERVICE CENTER
US POSTAL SERVICE
OHARE INTERNATIONAL AIRPORT
514 EXPRESS CENTER DR
CHICAGO IL 60688-9998

613 Global Direct - Canada Publications Mail

613.2 Qualifying Mailers and Mailing Locations

613.22 Mailing Locations

[Revise the address for the Illinois mailing location to read as follows:]

JT WEEKER INTERNATIONAL SERVICE CENTER
US POSTAL SERVICE
OHARE INTERNATIONAL AIRPORT
514 EXPRESS CENTER DR
CHICAGO IL 60688-9998

- Marketing, International Business, 9-20-01

IMM AND PUBLICATION 51 REVISIONS

International Mail - Mailing Global Express Mail Items to Belarus

Effective September 20, 2001, the International Mail Manual (IMM) and Publication 51, International Postal Rates and Fees, are revised to show the reduction (from 66 to 44 pounds) in the maximum weight limit for Global Express Mail (EMS) items that are mailed to Belarus.

We will incorporate this revision into both the printed version of IMM Issue 26 and the next printed version of Publication 51. We will also incorporate the revision into the online versions of the IMM and Publication 51, both of which can be accessed via Postal Explorer at http://pe.usps.gov.

International Mail Manual (IMM)

Country Conditions for Mailing - Belarus

Global Express Mail (EMS) (220)

[Revise the bottom portion of the Global Express Mail (EMS) rate table to read as follows:]

For each additional pound or fraction: Add $3.10
Weight Limit: 44 lbs.

Publication 51, International Postal Rates and Fees

Country Listing

[Revise the entry for Belarus in the "EMS Max. Weight Limit (lb.)" column to read as follows:]

- Marketing, International Business, 9-20-01

ICM UPDATE

International Customized Mail

On April 30, 2001, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a qualifying mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service hereby makes public the following information concerning the Agreement:

a. Term: May 1, 2001, through April 30, 2003.

b. Type of mail: Global Express Mail (EMS) and Airmail Parcel Post (APP). Every item must conform to the mailing requirements set forth in the IMM for Qualifying Mail.

c. Destination countries: Worldwide.

d. Service provided by the Postal Service: The Postal Service has agreed to:

1. Furnish Mailer with the equipment and supplies for the use of Qualifying Mail.

2. Provide Mailer with the preparation requirements for Qualifying Mail and any training necessary to prepare Qualifying Mail in conformity with Postal Service requirements.

3. Provide Mailer with technical assistance to prepare the information linkages, electronic data files, and data exchanges.

4. Transport Qualifying Mail to international destinations for delivery by the appropriate authority.

5. Return EMS items refused by an addressee and undeliverable items to the Mailer via Express Mail at no charge provided that the return rate is no more than four (4) percent of total volume.

6. Return APP items refused by an addressee and undeliverable items to the Mailer in accordance with IMM.

7. Furnish Mailer with tracking reports and delivery performance reports on a regular basis.

8. Apply a Postal Service shipping label and Customs documentation to each package intended for delivery in Japan.

e. Minimum volume commitments: The Mailer has agreed to tender a minimum of 1,000 packages of Qualifying Mail.

f. Worksharing: The Mailer has agreed to:

1. Establish the linkages with the Postal Service.

2. Exchange electronic information with the Postal Service according to the instructions the Postal Service provides.

3. Provide the Postal Service with notification of new permit numbers used for Qualifying Mail, 1 week in advance of using the new permit numbers.

4. Provide the appropriate Postal Service acceptance sites a schedule of mailings, including the intended date of tender, weight, volume, and location where mail will originate, in accordance with instructions the Postal Service provides.

g. Rates: The Mailer has agreed to pay postage for Qualifying Mail according to the rate chart in Exhibit 1.

Exhibit 1
Global Express Mail (EMS)

Airmail Parcel Post (APP)

Global Express Mail (EMS)