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State Department and USIA Ship Travel and Travel Advances

NSIAD-85-130 Published: Sep 11, 1985. Publicly Released: Oct 24, 1985.
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Highlights

In response to a congressional request, GAO examined travel practices at the Department of State and the U.S. Information Agency (USIA) to determine whether they were in accordance with applicable laws and regulations and in the government's best interest.

Recommendations

Recommendations for Executive Action

Agency Affected Recommendation Status
Department of State The Secretary of State and the Director, USIA, should: (1) revise travel regulations for home leave and transfer travel to require a cost comparison on all transportation costs between the points of origin and destination; and (2) require the traveler to pay the difference between the least costly method, which provides reasonable travel comfort and safety, and any other travel route or mode the traveler chooses. Regulations should preclude ship travel unless required for medical reasons or unless the traveler pays additional costs.
Closed – Implemented
Foreign Service Regulations were changed and instructions were sent to all posts covering all aspects of this recommendation.
United States Information Agency The Secretary of State and the Director, USIA, should: (1) revise travel regulations for home leave and transfer travel to require a cost comparison on all transportation costs between the points of origin and destination; and (2) require the traveler to pay the difference between the least costly method, which provides reasonable travel comfort and safety, and any other travel route or mode the traveler chooses. Regulations should preclude ship travel unless required for medical reasons or unless the traveler pays additional costs.
Closed – Implemented
Regulations were changed in agency operating manuals to incorporate this recommendation. The USIA Operating Manual governs USIA.
Department of State The Secretary of State and the Director, USIA, should reconcile all delinquent travel advance accounts immediately and take the necessary steps to ensure that travel advances are properly managed in the future.
Closed – Implemented
State actions are completed. Outside contractors were hired to reconcile the travel advance accounts. An agreement was made with the Department of Agriculture's National Finance Center to process vouchers, thus eliminating backlog. Travel advances are limited to 90 percent of the estimated cost. State is also experimenting with the use of Diner Club cards for hotel expenses.
United States Information Agency The Secretary of State and the Director, USIA, should reconcile all delinquent travel advance accounts immediately and take the necessary steps to ensure that travel advances are properly managed in the future.
Closed – Implemented
The following actions were taken: (1) additional staff was added to reconcile vouchers; (2) travel advances were limited to 90 percent of the estimated cost; (3) the use of Diner Club cards for travelers to control travel advance costs; (4) require that vouchers be submitted within 5 working days of trip completion; and (5) all of the actions are a continuing process.
Department of State The Secretary of State and the Director, USIA, should reemphasize to authorizing and certifying officers the importance of enforcing existing regulations.
Closed – Implemented
A cable was sent to all posts reemphasizing the importance of enforcing regulations concerning travel documents.
United States Information Agency The Secretary of State and the Director, USIA, should reemphasize to authorizing and certifying officers the importance of enforcing existing regulations.
Closed – Implemented
The USIA overseas administration official was notified by a cable announcement, No. 84-2-7-86.

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Topics

Administrative errorsAmericans employed abroadCost analysisExpense allowancesFederal regulationsInternational travelLeaveTravel allowancesTravel costsDependents