This guide clarifies the often-misunderstood regulations surrounding the use of Privately Owned Vehicles (POVs) for official government travel. It details the critical "advantageous to the government" standard, explains how the constructed travel cost comparison works, and breaks down mileage reimbursement policies. Whether you are driving to the airport or across the country, this guide ensures you know exactly what expenses will be covered.
This lesson is a preview from Graduate School USA's Travel Regulations for Defense Agencies JTR (TDY only) course.
For many Defense Agency travelers, the idea of driving a personal car to a Temporary Duty (TDY) assignment is appealing. It offers familiarity, the convenience of having your own vehicle after duty hours, and the ability to pack more than a standard carry-on allows. However, before you grab your keys and hit the road, it is crucial to understand the strict regulations governing Privately Owned Vehicle (POV) usage.
The Joint Travel Regulations (JTR) are specific about when you can use your own car and how much the government will pay you for it. Driving your POV isn't always an automatic right, and assuming it is can lead to a significantly lower reimbursement than you expected. This guide breaks down the "advantageous to the government" rule, explains mileage reimbursement rates, and helps you navigate the decision to drive vs. fly.
When is POV Use Advantageous to the Government?
The golden rule of government travel is that the selected transportation mode must be "advantageous to the government." This usually boils down to cost and mission requirements.
The "Constructed Travel" Cost Comparison
If you want to drive your POV to a location where flying is the standard mode of transport, you will likely face a "constructed travel" comparison. This is a cost-benefit analysis performed by your Authorizing Official (AO).
They will compare the total cost of your POV travel (mileage, per diem for extra travel days, tolls) against the cost of the standard commercial airfare (usually the City Pair Program rate) plus the local transportation costs you would have incurred at the destination.
If driving your POV costs more than flying, you can still drive, but your reimbursement will be capped. You will be reimbursed strictly up to the cost of the constructed airfare. Any expenses exceeding that amount, including extra lodging nights or meals required because the drive took longer than the flight, will come out of your own pocket.
Authorized vs. Preferred
- Authorized: Your AO determines that driving is more cost-effective or mission-essential than flying. You get full mileage reimbursement.
- Preferred: You prefer to drive for personal reasons, even though flying is cheaper or faster. You are reimbursed only up to the cost of the flight (Constructed Travel cost).
Understanding Mileage Reimbursement Rates
When you use your POV, you aren't reimbursed for gas receipts. Instead, you are paid a flat rate per mile, which is designed to cover fuel, wear and tear, insurance, and maintenance. These rates fluctuate, so it's vital to check the current GSA mileage rates before you travel.
TDY Mileage Rates
For official TDY travel, the standard mileage rate applies when POV use is authorized as advantageous. This is the highest rate available.
However, if you are driving a government-furnished automobile (GOV) but choose to use your own car instead, or if you are committed to driving when a government vehicle is not available, you may be reimbursed at a significantly lower rate.
Terminal Travel
Even if you fly, you can use your POV to drive to and from the airport. You are authorized reimbursement for the round trip from your residence or Permanent Duty Station (PDS) to the terminal. This includes:
- Mileage for the drop-off and pick-up.
- Parking fees (often capped at the cost of two taxi fares).
Calculating Travel Time and Distance
Driving a POV changes how your travel days are calculated. Unlike flying, where you can cross the country in a few hours, driving takes time.
The 400-Mile Rule
The Defense Table of Official Distances (DTOD) is the official source for mileage calculations. Generally, travelers are expected to drive an average of 400 miles per day.
- If the distance is 400 miles or less, one day of travel is authorized.
- If the distance exceeds 400 miles, the authorized travel days are calculated by dividing the official distance by 400. Remaining distances are handled according to specific JTR remainders rules.
This calculation is critical because it determines how many days of Per Diem (lodging and meals) you are authorized. If you decide to take a leisurely pace and drive only 200 miles a day, you will only be reimbursed for the days authorized by the 400-mile rule. The extra days are charged as leave.
Liability and Insurance
A common misconception is that the government covers your car insurance while you are on official business. This is false.
The mileage reimbursement rate includes a portion intended to cover insurance costs. Therefore, if you are in an accident while driving your POV on official business:
- The government generally does not pay for repairs to your vehicle.
- You must rely on your personal insurance policy.
- The government may defend you against liability claims from third parties under the Federal Tort Claims Act, provided you were acting within the scope of your employment, but this does not fix your car.
Final Thoughts
Using a POV for TDY travel offers great flexibility, but it requires careful financial planning. Always perform a cost comparison before requesting authorization. If the drive is long, ensure you understand the constructed travel cost cap so you aren't surprised by a smaller reimbursement check. By understanding the distinction between what is advantageous to you versus what is advantageous to the government, you can make informed decisions that protect your wallet and your travel schedule.
