federal government travel tax exempt form

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• Per Diem Lookup

Frequently asked questions

• What is GSA's role in governing the federal government-wide Standard and Optional forms program?
• How do I create, change, or cancel a Standard Form or Optional Form?
• What is the procedure to introduce a new GSA Form or request changes to an existing GSA Form?
• Occasionally when I attempt to open pdf forms in Adobe Reader, I get a blank page.  What is causing this and how do I recover?
• When it isn't possible to use an electronic version of a form, how do I order a supply of paper forms?
• What is www.usa.gov and how can it help the public citizenry and small businesses find the forms needed to do business with the federal government?
• What forms do I fill out to become a GSA Vendor?
• Where can I find Department of Defense (DOD) Forms?
• Where can I find a copy of a military specification?
• Where can I find lodging tax exempt forms for travel?
• I am a former federal employee and I need to get a copy of my SF50 Notification of Personnel Action form.  What is the fastest way to obtain it?
• Where can I find forms for Medicare and Medicaid?
• Where can I obtain information on federal grants and loans?
• Where can I obtain the forms to obtain or update my passport?

1.  What is GSA's role in governing the Federal government-wide Standard and Optional Forms program?

GSA’s role was assigned by the Office of Management and Budget (OMB) and is contained in FMR (41 CFR) 102-194, Standard and Optional Forms Management Program .  The program was established to achieve government-wide economies and efficiencies through the development, maintenance, and common use of conventional forms.  Furthermore, the program achieves federal goals to replace paper forms with electronic versions to enable electronic completion and transmittal of form data and to reduce the information collection burden to the public to the maximum extent possible.

2.  How do I create, change, or cancel a Standard or Optional form?

Standard Forms (SF) and Optional Forms (OF) promote economies and efficiencies through the development, maintenance and use of common forms.  The process is as follows:  

• Review the inventory of SF and OF forms available in the GSA Forms Library to verify that an existing form doesn't already meet your needs.  Automated business processes/systems should also be considered in your review.  
• Cite a prescribing directive or regulation that justifies the SF form's creation, change, or cancelation.  (No directive or regulation is required for OF.)
• Collaborate with other agencies who may use the form and with potential users to determine their requirements.  Follow the procedures of the Privacy Act, Paperwork Reduction Act (PRA), and other regulatory requirements if and as appropriate, such as establishing a System of Records Notice (SORN) and obtaining an OMB Control Number, etc.
• Complete Standard Form 152 , obtain your agency’s authorization, and submit the request to [email protected]

3.  What is the procedure to introduce a new GSA Form or request changes to an existing GSA Form?

The process for a GSA Form is similar to that of Standard and Optional Forms as outlined in FAQ 2 above regarding the establishment of need; assurance an existing form/automated business process doesn’t already suffice; citing prescribing directive(s) as applicable; complying with Privacy Act, PRA, and other regulatory requirements; and collaborating with content customers and stakeholders as appropriate.  For a GSA Form, complete and obtain needed authorizations on a GSA 2192  to request Forms Management Services (GSA Forms).

Submit your request(s) via a completed GSA 2192 to [email protected]

4.  How do I find and use the electronic forms I need it?

The GSA Forms Library includes listings of current and obsolete Standard Forms (SF), Optional Forms (OF), GSA forms, a few other agencies’ forms that are frequently used by our visitors, and this list of FAQs to help you find forms.  Electronic forms are available in Adobe portable document format (pdf). GSA’s Forms Management Team is available via e-mail at [email protected] for creating, modifying and discontinuing GSA, SF or OF forms and for help finding forms on this website.

• Occasionally when I attempt to open pdf forms in Adobe Reader, I get a blank page. What is causing this and how do I recover? This could be caused by an incompatibility between an older version of Adobe Reader and a user's web browser.  You can correct this by downloading the latest Reader version from Adobe’s website. You can also try right-clicking on the form icon and using SAVE TARGET AS… on the menu to save the form to your desktop.  Opening the form using Adobe Reader directly rather than through your web browser should correct the problem.

5.  When it isn't possible to use an electronic version of a form, how do I order a supply of paper forms?

Paper copies of Standard Forms (SF) and Optional Forms (OF) may be ordered online through GSA Advantage or by calling GSA Global Supply at 800-525-8027 and selecting option 3 on the phone menu.

Requests for paper copies of GSA forms may be sent to [email protected] .

Please include form number, title, and quantity needed.

6.  What is www.usa.gov and how can it help the public citizenry and small businesses find the forms needed to do business with the federal government?

USA.gov is a portal that provides citizens and businesses with a common access point to a wealth of government information, including access to over 6,000 federal agency forms.  It provides citizens and businesses with the ability to search for federal forms needed to interact with the Federal Government.  This reduces the burden on citizens and businesses associated with locating federal forms for both voluntary and regulatory interaction with the Federal Government.  There are several ways to search forms at USA.gov; e.g., by agency, form number, alphabetically by form name, or by keyword.

7.  Here are some of the most frequently asked questions we receive about how to find subject matter forms, including GSA and other federal agencies’ forms.  While GSA is not responsible for other agencies’ information, we offer these links only as an assist.  Further questions should be addressed to the sponsoring agencies.

• What forms do I fill out to become a GSA vendor? Contact information: Multiple Awards Schedule (MAS) Helpdesk (National Customer Service) Phone 800-488-3111 Fax 816-926-6952 [email protected] Website: www.gsa.gov/gettingonschedule
• Where can I find Department of Defense (DD) forms? Department of Defense (DOD) forms are available on the DOD Forms website.
• Where can I find a copy of a military specification? Military specifications can be found at the Defense Standardization Program website.
• Where can I find lodging tax exempt forms for travel? They can be found on our  state tax exemptions  page.
• I am a former federal employee and I need to get a copy of my SF50 Notification of Personnel Action form.  What is the fastest way to obtain it? Federal law [5 USC 552a(b)] requires that all requests for records (such as an SF50) and information be submitted in writing.  Each request must be hand signed (in cursive) and dated (within the last year).  Please identify the documents or information needed and explain the purpose of your request.  Certain basic information needed to locate civilian personnel records and to answer the request , includes:
• Full name used during federal employment.
• Date of birth.
• Social Security number (if applicable).
• Name and location of employing Federal agency.
• Beginning and ending dates of Federal service.
• Complete return mailing address and/or authorized return fax number.

Written requests ( hand signed in cursive and dated ) may be mailed or faxed to: National Personnel Records Center, Annex 1411 Boulder Boulevard Valmeyer, IL 62295 Fax: 618-935-3014 For more information, visit the National Personnel Records Center website.

• Where can I find forms for Medicare and Medicaid? Medicare and Medicaid forms may be downloaded from the  Centers for Medicare and Medicaid Services .
• Where can I obtain information on federal grants and loans? Information on federal grants and loans may be obtained at www.grants.gov .
• Where can I obtain the forms to obtain or update my passport? Passports are issues by the U.S. Department of State. Information and forms may be downloaded from the  U.S. Department of State website.

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

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Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS A lock ( Lock Locked padlock ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

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Charge Card Travel Frequently Asked Questions

Our FAQs provide information on frequent questions or concerns. If you have questions about specific topics not included here, please contact us or  your A/OPC .

• Travel Card

How much is the ATM fee?

Citibank ATM terminals do not charge an ATM terminal or access fee when using their card. Non-Citibank ATMs will usually charge a terminal fee. In the event you need to use an ATM that charges a terminal fee, Citibank will assess a 2.75% per cash advance fee, which can be claimed on your travel voucher.

How can I find an ATM?

Employees in the Washington, DC metro area may also use their Citibank cards for cash advances at the DOI Federal Credit Union ATMs located in the Main Interior Building and the USGS Headquarters in Reston, VA. The DOI Federal Credit Union does not charge terminal access fees, but the 2.75% per cash advance fee from Citibank will still apply.

Citibank ATMs locator .

Can I pay for Uber, Lyft, or other similar services with my travel card?

The short answer is yes, if the use of these services is more advantageous to the Government compared to other traditional counterparts (e.g., car rental). However, travelers are responsible for ensuring these services are used during non-peak periods to avoid premium surcharges. Be sure, if you use an Uber, Lyft, or another similar service for personal use that your government card is not associated with the transaction/charge.

Can I use my travel card if my purchase card does not work?

No, travel cards may only be used for expenses related to official travel. If your card has a decline, you should contact your A/OPC or Citibank to resolve the issue.

What fees are associated with the Travel program?

• Late Fee – If your account has been cancelled, a 2.5% late fee of the balance due will be charged for any payment not received within 96 calendar days past the closing date on the statement of account in which the charge first appeared.
• Travel Card Cash Advance Fee/ATM – The travel card cash advance fee is 2.75% of the amount of each cash advance transaction. In some cases, an additional surcharge may be imposed by ATM operators.
• Returned/Rejected Payment Fee – If your check or electronic payment is not honored, or if Citibank must return it to you because it cannot be processed, then you will be charged a returned/rejected fee of $10.00. In most cases the merchant’s bank will impose additional fees and Citibank will pass those on to the cardholder.
• Collection Fees – If Citibank refers your account to an attorney for collection, you will be responsible for any attorney’s fees, not to exceed one third of recovered amount plus actual court costs, except where prohibited by law.
• Expedited Card Fee – The expedited card fee is fixed at $25.00 per request for expediting a card via courier to the cardholder or a company location.
• Foreign Transaction Fees – For transactions made with a foreign merchant in foreign currently or the account billing currency, fees established by the Card Association and levied to Citi will be passed on, plus a fee of 1.5%.

Other than the cash advance, expedited card fees, and foreign transaction fees, these fees cannot be paid or reimbursed by the government.

How will I pay for individually billed transactions on my Citibank card?

There are three ways to make payment at no charge:

• Mail in your payment with the coupon from your monthly statement;
• On-line in CitiManager at www.citimanager.com/login ; or,
• By telephone at 800-790-7206 (within the United States); or 904-954-7850 (collect calls from outside the United States).

Payment cannot be made at Citibank branch offices.

How can I distinguish individually billed travel transactions from centrally billed transactions on my monthly Citibank cardholder statement of account?

Look for the balance due amount. Those are individually billed items. Centrally billed items will be on the memo statement section of the statement and will be listed under Diverted Transactions. Individually billed transactions will appear in a separate section at the top of the statement.

How can my hotel know that my GSA Tax Advantage Card is tax exempt?

To determine whether the travel account is a CBA, IBA, or Tax Advantage Travel Account, refer to the 6th digit of the account number.

Federal government travelers using GSA SmartPay Travel Accounts may be exempt from state taxes in select states. In addition, state tax exemption forms, official business travel documentation, or a Federal Government ID may be required to receive state tax exemption. Visit the State Tax Information page on the GSA website to find out the details for each state.

Best Practices

• Visit the US State Tax Map to determine if the state you are traveling to exempts taxes.
• If the state exempts taxes, determine what additional information is required (tax exemption form, official travel documentation or a Federal Government ID) and bring it with you on travel.
• When traveling to a tax-exempt state, contact the hotel before you travel to verify that taxes will not be charged to your GSA SmartPay Travel Account.
• If the hotel does not recognize tax exemption status, please refer hotel representatives to the GSA SmartPay website or the state’s taxation authority to verify tax exemption.
• Maintain copies of all receipts in order to verify taxes assessed; receipts should be maintained for6 years and 3 months in the bank’s EAS or ConcurGov.
• In accordance with the Travel and Transportation Reform Act of 1998 (PL 105-264), please use the GSA SmartPay Travel Account when you are on official federal government travel. States will not exempt taxes on personal accounts and your agency will not have the ability to earn important refunds.

See GSA’s SmartPay3 website for more information.

• Purchase Card
• Fire/Emergency Card

Review tax exemptions and requirements that might apply prior to your next domestic trip

Understanding Lodging Taxes for Your Next FedRooms Stay

FedRooms travelers may have come across an unexpected charge for a state sales tax on a past hotel stay. Prior to booking your next trip, it is important to understand that sales tax policies differ from state to state.

Tax charges will depend on the location of your hotel, in addition to the charge card that you use.

This General Services Administration (GSA) SmartPay program map highlights states and territories that currently exempt government travelers from state sales tax for their hotel stays when they use their Government travel card.

When you stay in these states, you’re not charged state sales tax when you pay with an Individually Billed Account (IBA) travel card. An IBA is a travel card authorized by your agency and issued in your name specifically for use when you’re on official travel. IBAs can be identified by the sixth number on the card.

Even in tax exempt states, you may still be charged for some local taxes. These local taxes are usually listed on your hotel invoice as lodging or room taxes.

In addition to paying with your travel card, certain states also require you to complete a tax exemption form. FedRooms hotels may be able to provide the form; however, you should check the requirements before you leave on your trip as some forms require your supervisor’s signature prior to check-in.

If you’re using a Centrally Billed Account (CBA), which is a government travel card held by an organization, state sales taxes are exempt in all states and territories. This typically only applies to direct-billed group bookings. If you request a state sales tax exemption and the hotel refuses, or if you see taxes on your bill at checkout, first double check that the state truly is tax exempt. Then, confirm that the charges aren’t local taxes. Finally, confirm with the hotel that you have completed the forms required by that state for tax exempt status as each state has different requirements.

Please review tax exemptions and requirements that might apply prior to your next domestic trip. If you’re still in doubt, or if you want to learn more, check out these GSA SmartPay resources .