Employees working with the U.S. Agency for International Development (USAID) travel frequently under Temporary Duty (TDY) and relocation orders. Understanding USAID travel regulations is essential for smooth reimbursement and compliance. These regulations determine how per diem is applied, what types of housing are allowed, and what documentation employees must provide.

Overview of USAID travel regulations

USAID travel regulations are based on the Federal Travel Regulation (FTR) and the Foreign Affairs Manual (FAM). Together, these policies guide how employees receive reimbursement for lodging, meals, and incidental expenses during travel or relocation. In many cases, regulations overlap with Department of State policies since USAID is part of the same system.

Per diem rules for USAID employees

Per diem covers both lodging and Meals and Incidental Expenses (M&IE). Lodging requires receipts that match the General Services Administration (GSA) per diem rates for the location. M&IE is reimbursed as a daily allowance and must be adjusted if meals are provided by a conference, host, or agency program.

Housing options under USAID regulations

  • Hotels: Allowed for short-term stays but costly for long assignments
  • Corporate housing: Available in some locations but often exceeds per diem
  • Furnished apartments and homes: Best option for long TDY assignments when properly documented and within GSA rates

Documentation requirements

USAID travel regulations emphasize complete documentation. Employees must keep itemized lodging receipts, note dates and locations, and provide proof of payment. Without this documentation, vouchers may be delayed or denied.

Special allowances

USAID employees may also qualify for programs such as TQSE or HSTA, depending on the type of assignment. Each program has its own rules for duration, coverage, and receipts, but all must comply with broader USAID travel regulations.

Key takeaways

USAID travel regulations are built to ensure compliance, fairness, and transparency in government-funded travel. By understanding per diem rules, choosing housing carefully, and keeping complete records, employees and families can focus on their assignments without worrying about reimbursement issues.

Learn more about TDY Rentals