ACN 054/18 - MAY 2018 RECAPITULATION OF ALCOAST FOR ANNOUNCEMENT OF U.S. COAST GUARD ACCEPTANCE OF IN-KIND TRANSPORTATION, TRAVEL AND SUBSISTENCE

ALCOAST COMMANDANT NOTICE              CANCEL DATE  22 MAY 2019

R 231402 MAY 18
FM COMDT COGARD WASHINGTON DC//CG-5P/CG-094//
TO ALCOAST
UNCLAS//N05370//
ACN 054/18
SUBJ:  RECAPITULATION OF ALCOAST FOR ANNOUNCEMENT OF U.S. COAST GUARD ACCEPTANCE OF
IN-KIND TRANSPORTATION, TRAVEL AND SUBSISTENCE
A. Howard Coble Coast Guard Authorization Act of 2014
B. Standards of Ethical Conduct, COMDTINST M5370.8 (series)
C. Foreign Affairs Manual (FAM)
D. Joint Travel Regulations (JTR)
E. Federal Travel Regulations (FTR)
F. Coast Guard Air Operations Manual, COMDTINST M3710.1 (series)
G. COMDT COGARD WASHINGTON DC 131150 FEB 17/ ACN 018/17
1. The content of this message remains the same as the original message (Reference G above),
and the policy from that message is recapitulated until the cancellation date of this message.
2. This ACN announces the intention of the U.S. Coast Guard to allow acceptance
of offered in-kind transportation, travel, and subsistence in accordance with section
311 of Reference A. This authority can be used only while providing a service or
thing of value to regulated industry or individuals at their request. Whenever possible,
requests from industry should come in a written format, inclusive of email correspondence.
3. Coast Guard personnel engaged in inspections and examinations activities may accept
in-kind transportation, travel and subsistence when authorized in advance by an O-5
Commanding Officer, or an O-6/GS-15 and above in their chain of command or as
delegated or authorized in written command policy. In-kind transportation, travel, and
subsistence may not be solicited or requested by Coast Guard personnel and should
follow the guidance for ethical conduct outlined in Reference B. However, merely
informing a non-Federal source of the Coast Guard’s legal authority to accept in-kind
transportation, travel, and subsistence is not considered a solicitation. Offers of
in-kind transportation, travel, and subsistence may be refused. Possible reasons for
refusal could include, but are not limited to: if acceptance would make it appear that
the Coast Guard cannot carry out Prevention responsibilities in a fair and impartial
manner, travel offered clearly violates Coast Guard policy as is outlined in the above
references, or for any reason the unit or traveler feels that non-acceptance would be prudent.
4. Acceptance of offers for in-kind transportation, travel, and subsistence is authorized
when the Coast Guard provides a service or thing of value during the execution of Prevention
Activities, which include, but are not limited to, inspections and examinations conducted
at the convenience of the owner/operator, or non-Federal source requesting the service and
providing transportation travel, or subsistence. Acceptance of in-kind transportation,
travel, and subsistence for routine investigation activities is not allowed due to the
potential for a conflict of interest during the investigation. If no other options are
available, the Coast Guard may accept in-kind transportation, travel, and subsistence during
an investigation if it is a matter of immediate response, vessel or industry security, or
pending safety situation. Explicit written approval from the O-5 Commanding Officer or first
O-6/GS-15 in the chain of command is required.
5. Payment in kind means transportation, food, lodging, or other travel-related
services provided by a non–Federal entity directly to the service provider in lieu of
funds paid to the agency. Travel, subsistence, and related expenses (travel expenses)
means the same types of official travel expenses payable pursuant to References C-E
for transportation, food, lodging or other travel-related services. The accepting agency
and traveler is responsible for ensuring that offered in-kind travel, transportation, or
subsistence is in accordance with the above regulations and manuals and does not exceed
applicable per diem rates. If the actual cost is unknown, the transportation in-kind and
travel expenses  should not exceed that which would normally be afforded a person providing
a similar service to the vessel or facility (e.g) would include meals taken with ships
officers or crew consisting of standard fare, overnight accommodations that are at the
discretion and convenience of the vessel/facility owner/operator and are not unduly upgraded
based on position or rank, or airfare class that is commonly used by persons providing a
similar service, with the exception of first class airfare which is always prohibited
for government travelers).
6. A service or thing of value means the expenditure of any Coast Guard personnel
hours or resources which improves safety or security, or addresses an emergent need
for Coast Guard attendance in the execution of the Prevention Mission. (e.g;
industry or vessel inspection or examinations conducted at the request of an
owner/operator requiring transportation, travel, or subsistence).
7. Acceptance of in-kind transportation, travel, or subsistence while in a travel
status must be noted on orders and costs must not be claimed by traveler.
8. Acceptance of offers for in-kind transportation, travel, or subsistence, including
helicopter transportation must be tracked and reported by the command within seven
calendar days following the end of each calendar quarter via the CVC Portal page at
https://cg.portal.uscg.mil/units/cgcvc/SitePages/Home.aspx. All spreadsheet fields
must be filled out for a successful submission. Information reported will include:
unit, name and position of traveling employee, name and address of offeror;
description of service provided including MISLE Activity number; time and place of
services; nature of expenses covered i.e. mode of transportation, lodging, and meals.
9. Transportation via helicopter shall only be accepted if the helicopter meets or
exceeds the guidance established in Reference F.
10. Coordination at the Headquarters level is ongoing and is centered on refining this
process while meeting the requirements outlined in Howard Coble Coast Guard Authorization
Act of 2014.
11. Reimbursable Travel Program. 46 U.S.C. 3317 requires that when an inspection or
examination of a documented vessel or a foreign vessel is conducted at a foreign port
or place at the request of the owner or managing operator of the vessel, the owner or
operator shall reimburse the Secretary for the travel and subsistence expenses incurred
by the personnel assigned to perform the inspection or examination. If the choice is
made to accept in-kind travel, transportation, or subsistence for overseas travel, all
arrangements must be in accordance with paragraph 5 above. The owner or managing operator
remains responsible for all other associated charges (e.g; per diem and the overseas fee).
The inspector accepting the in-kind reimbursement must file receipts for lodging and
transportation, or other documentation of the accepted in-kind reimbursement along with
billing information as required for overseas reimbursable travel.
12. This policy will be updated in the next revision of Reference B, which will be released
within the next year.
13. Released by RDML John P. Nadeau, Assistant Commandant for Prevention Policy, and
Released by RADM Steven J. Andersen, Judge Advocate General and Chief Counsel.
14. Internet release authorized.