Idaho Bulletin 250-6-3

May 1, 2006

SUBJECT:  FNM - Policy for authorized telephone calls while on travel status

TO:  All Employees, NRCS, Idaho

Purpose.  To outline policy in claiming reimbursement for telephone call expense incurred while in official travel status.

Expiration Date.  September 30, 2006

Background:  The Federal Travel Regulations (FTR 301-12.1) states that Official telephone calls/service may be claimed and reimbursed as a miscellaneous expense.  Agencies must establish policies and procedures governing when it will pay for communication services, including whether it will pay for a telephone call to the employee’s home or place where the employee’s dependent children are (FTR 301-70.301).

USDA policy states that USDA will pay for brief long-distance personal calls when employee travels for more than one night; however, the employee may not exceed the agency daily, authorized reimbursement rate.  Employees should use agency provided phone cards or government issued cell phones.  In the event that the employee’s agency does not provide a phone card or cell phone, employees should use a government provided telephone system whenever possible.  When the government provided services are not available commercial services may be used.  For travel within the 50 states, the District of Columbia, Puerto Rico; or the Virgin Islands; the maximum reimbursement is $5.00 per day.  The maximum aggregated amount that may be approved for each travel period (consecutive days of official travel) cannot exceed the amount equal to the daily reimbursement rate multiplied by the number of lodging nights.

Idaho Policy

Idaho NRCS has determined that employees who are considered frequent travelers should obtain a government provided calling card to utilize in making official phone calls while in travel status.  This includes making brief personal phone calls to home or alternate location where dependents may be staying.   Work with your supervisor to determine if you have need for this card. Requests for a calling card will be made through your supervisor  (and your AC, if appropriate) to Chris Catherman at the State Office (208-685-6982).

Employees will NOT be reimbursed for use of their personal cell phones to make calls home or alternate location where dependents may be staying while in travel status.

Employees will NOT be reimbursed for the purchase of phone cards.

Employees may be reimbursed for calls made using commercial services (ie: hotel, motel), but reimbursement is limited to actual costs not to exceed the average of $5/day for the number of nights in travel status.  There is no reimbursement for personal phone calls if the travel only involves one overnight stay.

/s/                                           
RICHARD SIMS                                         
State Conservationist               

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