Instructor Travel Guidelines

Overview

This document outlines Federal Travel Regulations governing official travel for instructors and other contract staff. Its primary objective is to ensure responsible and cost-effective travel, in compliance with federal travel regulations and policies.

Scope

This procedure applies to all First Responder Instructors and authorized individuals (Minus First Responder Training Course Participants) traveling on official First Responder business. It encompasses domestic travel.

Over-Limit Travel Authorization

Pre-Approval is needed from NMT/EMRTC Training Associate Director or Program Manager for accommodations or services over the reimbursement limits established by the Federal Travel Regulations. Federal travel regulation | GSA.

Failure to receive prior approval will limit your reimbursement to the constructive cost of the amount authorized versus the amount claimed.

Travel Expenses

This section provides detailed guidelines on transportation, rental vehicles, per diem expenses, and baggage for First Responder Instructors and authorized individuals traveling on official business.

A. Transportation

Guiding resource: eCFR :: 41 CFR Part 301-10 -- Transportation Expenses (FMR Part 301-10)

Travelers must select the most cost-effective mode of transportation that meets mission requirements.
If you choose to travel by an indirect route or interrupt travel by a direct route without prior approval, your reimbursement will be limited to the cost of travel by a direct route or on an uninterrupted basis. You will be responsible for any additional costs.
Mileage is reimbursed for use of a privately owned automobile or motorcycle. The distance between your origin and destination is as shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from your odometer readings. NMT does require a printout from a standard highway website for each trip. NMT will no longer print on your behalf. If this is not attached, the invoice will be delayed until the traveler provides the printout. NMT suggests using Google Maps Google Maps.
Parking fees are eligible for reimbursement, but cannot exceed the cost of a taxi, TNC fare, or an innovative mobility technology company.

B. Rental Vehicles

Guiding resource: eCFR :: 41 CFR Part 301-10 Subpart E - Rental Automobiles (FMR Part 301-10 Subpart E - ECFRdc40e902fb0c049)

NMT has negotiated rates with Enterprise and National Car Rental. The code is L341113. Collision Damage Waiver is included in the negotiated rate.
No other insurance is reimbursed.
Rental vehicles should only be used when there is no practical alternative.
The least expensive compact car is authorized, unless prior approval for a larger class is received by NMT’s Associate Director of Training or the Program Manager.
IF a larger size vehicle is the same cost or less than a compact size, you are authorized to rent the larger size. You MUST provide the quote for the compact size as well showing that the larger was in fact the same cost or less. IF this quote is not provided, you will be reimbursed for the cost of a compact car.
Pre-Paid fuel is not an allowable expense. You will be reimbursed to fill up (with a receipt).

C. Per Diem Expenses

Guiding resource: eCFR :: 41 CFR Part 301-11 -- Per Diem Expenses (FMR Part 301-11)

Travelers are eligible for per diem allowances for meals, lodging, and incidental expenses. Rates are determined by the General Services Administration (GSA) per diem tables.
Per Diem is reimbursed if you are in a travel status of more than 12 hours. For anything less than 12 hours, you will not receive per diem. Actual start and end times are required and must be included on your travel sheet.
If you are attending back-to-back classes, please provide an airfare quote with your reimbursement paperwork. You will be reimbursed the total that is most advantageous to the program.
Lodging must be at the Government rate. IF you have exhausted all options to obtain lodging at or near your TDY location, you can send a request prior to your travel to NMTs Associate Director of Training or Program Manager for approval. https://www.ecfr.gov/current/title-41/subtitle-F/chapter-301/subchapter-B/part-301-11/subpart-A/section-301-11.30

Meals and Incidentals Expenses (M&IE)

When travel is	Your allowance is
More than 12 hours, but less than 24 hours	75% of the applicable M&IE rate for each calendar day you are in a travel status
24 hours or more on the day of departure	75% of the applicable M&IE rate
Full day of travel	100% of the applicable M&IE rate
Last day of travel	75% of the applicable M&IE rate

For days of travel which	Your applicable M&IE rate is
Require lodging	The M&IE rate applicable for the TDY location or stopover point
Do not require lodging, and travel is more than 12 hours, but less than 24 hours	The M&IE rate applicable to the TDY site (or the highest M&IE rate applicable when multiple locations are involved)
Travel is 24 hours or more, and you are traveling to a new TDY site or stopover point at midnight	The M&IE rate applicable to the new TDY site or stopover point
Travel is 24 hours or more, and you are returning to your official station	The M&IE rate applicable to the previous date of travel

D. Baggage

Guiding resource: eCFR :: 41 CFR Part 301-12 -- Miscellaneous Expenses (FMR Part 301-12)

All fees pertaining to the first checked bag are reimbursable.
Approval for more than one checked bag requires prior approval from NMT’s Associate Director of Training or the Program Manager.

Receipts

Travelers must retain all receipts for expenses incurred during official travel. Original, itemized receipts are required for reimbursement. Items that need to be included with your travel reimbursement include:

Your name, dates, and TDY location
Flight Itinerary with the itemized charges (fare, taxes, fees, and or personal upgrades)
Baggage fee(s) receipt
GSA print out for per diem. If you have multiple locations, a printout for each location is required if the per diem is different
Hotel itemized receipt
Rental Car itemized receipt or transportation receipt (Uber, Lift, Taxi, etc.)
Fuel receipt (pre-paid receipt is not allowed)
Parking fee(s) receipt(s)
Mileage printout (we recommend www.googlemaps.com), but we’ll accept any other electronic standard highway mileage guide
Notes – Add the class # for resident courses or the class date and class name for mobile deliveries. Use this section to give explanations for anything that is outside of the “normal” travel