Sometimes it is interesting to see how the government responds to new travel fees. With the advent of the baggage fees, seat upgrade fees, telephone reservation fees, gate agent fees, airport ticketing fees and others, the US government has just released a new Federal Travel Regulation — GSA Bulletin FTR 09-02.
Basically, the first-checked-bag fee is a permissible expense; if additional baggage fees are charged they may be expensed if needed for official business. Paid seating upgrades normally are not considered reimbursable expenses unless, authorized by the government agency.
Here are the current federal rules:
4. What additional airline fees are allowable under the FTR? For TDY and relocation travel, the following applies:
a. For airlines that charge additional fees for checked baggage, Federal travelers are authorized reimbursement for all pertinent fees dealing with the first checked bag, which will be treated as a miscellaneous expense. Federal agencies may also reimburse their employees for excess baggage (the second and subsequent checked bags) when the agency determines that this baggage was needed for official reasons. Travelers should verify their agencies’ current policies and procedures regarding excess baggage.b. Generally, the use of upgraded/preferred coach seating options is a
traveler’s personal choice and is at the traveler’s personal expense. Coach class seating upgrade programs are often referred to by airlines as “Coach Elite,” “Coach Plus,” “Preferred Coach” or by some other identifier. Under these airline programs, a passenger may obtain, for a fee, a more desirable seat choice in the coach class cabin. These upgrades or preferred seat choices within the coach cabin are generally available for an annual fee, at an airport kiosk or gate, or as a frequent flier benefit. These coach upgrade options are not considered a new or higher class of accommodation since the seating is still in the coach cabin. An agency may authorize and reimburse the additional seat choice fee when it is determined that doing so is in the interest of the Government. Travelers should verify their agencies’ current policies and procedures regarding reimbursement for seat choice options.c. The policies outlined in the FTR (41 CFR Part 301-13) regarding
travel of employees with special needs remain in effect. However, if the special needs employee is authorized an upgraded seat choice, the attendant accompanying the employee may also be authorized the upgrade, if the attendant needs to be close to the traveler en route.5. What other miscellaneous fees or expenses may the agency pay? The agency will determine what is allowable as a miscellaneous expense, and should limit payment of miscellaneous expenses to only those expenses that are necessary and in the interest of the Government (41 CFR §301-70.300 and §70.301).
Charlie Leocha is the President of Travelers United. He has been working in Washington, DC, for the past 14 years with Congress, the Department of Transportation, and industry stakeholders on travel issues. He was the first consumer representative to the Advisory Committee for Aviation Consumer Protections appointed by the Secretary of Transportation from 2012 through 2018.
