Secretary's travel adhered to all requirements and policy guidance.
Report No.: 7AN-G03-015
Date: December 18, 1996
Office of Inspector General
Washington DC 20420
1. In accordance with Congressman Frank D. Riggs' letter of October
9, 1996, and a follow-up meeting on October 15, 1996, with a member
of his staff and staff members of the Subcommittee on Government
Management, Information and Technology, the Committee on Government
Reform and Oversight, and the Committee on Veterans' Affairs (VA),
we reviewed the recent travel of the Secretary of the Department
of Veterans Affairs to Northern California and assessed adherence
to all applicable requirements. This letter reports our determinations
on the Secretary's trip to Northern California in October 1996.
Our broader review of the Department's use of political versus
official travel continues and will be reported on at a later date.
2. Our review concluded that the requirements and policy guidance
for political activities and related travel were met and an appropriate
distribution was made for the travel costs allocable between appropriated
funds and campaign funds.
3. The Secretary's visit to Northern California on October 8,
1996, was part of a "mixed" purpose trip during which
the Secretary visited 13 cities between October 5 and 18, 1996.
The trip was "mixed" in that official business was
conducted as well as certain permitted political activities.
Federal regulations, White House policy, and VA policy delineate
what expenses can be paid from appropriated funds, which must
be paid by campaign funds, and which must be prorated with appropriated
funds being reimbursed by the campaign(s) for the political portion.
The regulations also define, for government employees, which
activities are allowed and which are not allowed on behalf of
political candidates, political parties, and political elections.
The Secretary was accompanied by two VA employees who served
as liaisons and were appropriately considered to be on official
business for the entire trip.
4. Between October 5 and 18, the Secretary traveled to the following
destinations in the order presented: Detroit, Michigan; Fairfield,
and Suisun City, California; Rapid City and Sioux Falls, South
Dakota; Grafton, North Dakota; Minneapolis, Fergus Falls, Duluth,
St. Cloud, and Mankato, Minnesota; San Diego, California; and
Rochester, New York. The appearances in Grafton and Rochester
were for official business. The activities in Detroit and San
Diego were on behalf of the Presidential Campaign. The remaining
appearances in California, South Dakota, and Minnesota were on
behalf of the campaigns for candidates for Congressional offices.
Each type of visit - official business, the Presidential Campaign,
and Congressional campaigns - is covered by
regulation as to which costs are appropriate for the Government
to pay and those costs that must be paid or reimbursed by others.
5. The Code of Federal Regulations (CFR), in Titles 5 and 11,
addresses campaign-related travel. The White House and VA have
issued interpretations of these regulations in various papers
and guidelines. These interpretations include which costs will
be paid by campaigns, and in the case of trips which have a mix
of official and political travel, the costs which are appropriate
to be paid by the Government. Three basic principles were emphasized:
6. An October 18, 1995 White House memorandum addresses the payment
of travel by senior Administration officials on behalf of the
Presidential Campaign. Any activity on behalf of the President
must be paid by the President's campaign committee. As the Secretary's
trip involved more than travel on behalf of the President, the
portion of that trip (stops in Detroit and San Diego) allocable
to the President's campaign committee was determined using the
"hypothetical trip formula". This formula requires calculating
what the trip would have cost from the point of origin through
each campaign-related stop and back to the point of origin. We
confirmed that the President's campaign committee reimbursed VA
for the hypothetical air and ground transportation costs. Also,
we found that government funds were not used to pay other travel
expenses of the Secretary at these two campaign stops.
7. This same White House memorandum also addressed other political
travel. As the remainder of the Secretary's trip was both for
official and political reasons, the costs were required to be
allocated by using the "hard time" formula. The "hard
time" formula, set in regulation at 5 CFR 734.503, requires
cost apportionment based on time spent on political activities
and time spent performing official duties. We found that the
VA was reimbursed for travel costs of the Secretary as computed
by the hard time formula.
8. We found that for this 2-week trip, VA incurred travel expenditures
for the Secretary totaling $4,403.59. We verified that the VA
has been reimbursed for $3,211.78 by the various campaigns and
is due a $468.00 refund on a returned airplane ticket. We determined
that the remaining $723.81 is the cost of the two official stops
in North Dakota and New York.
9. A VA non-career employee traveled with the Secretary for the
entire trip. The Assistant Secretary for Congressional Affairs
joined them for a portion of the trip. The two served as liaisons
and were considered to be on official business. The previously
cited October 18, 1995 White House memorandum states that there
are some persons whose official duties may require them to be
with a senior Administration official whether or not that official
is on agency business. According to this memorandum, expenses
incurred during travel with a senior Administration official by
this group of individuals are official regardless of the character
of the event that may be involved. We determined that VA correctly
applied the guidance.
10. On another subject - notification of Congressional delegations
when the Secretary was to visit their district/state - we found
that VA usually sent written notice a few days prior to the Secretary's
arrival. In some instances, the notification was informal, and
if the Secretary was appearing at an event with a Member of Congress,
arrangements were made through other means. Before October 8,
1996, all written notices stated that the Secretary would be visiting
the district/state on official business and then briefly described
the event(s) he would attend. This format was confusing, as it
was used for both political visits and official business visits.
On October 8, these notices were changed to announce only that
the Secretary would be visiting the district/state, without stating
whether the visit was official or political, and continued to
briefly describe the events to be attended.
11. As we found adherence to regulatory and policy guidance,
this report has no recommendations. The Office of the Secretary
reviewed the draft report and concurred with the facts.
[Signed]
MICHAEL G. SULLIVAN
Assistant Inspector General
for Auditing
Page
Summary Memorandum i
APPENDICES
I DETAILS OF THE SECRETARY'S
TRAVEL 1
II DUTIES OF VA EMPLOYEES ACCOMPANYING
THE SECRETARY 6
III NOTIFICATION TO CONGRESS
OF SECRETARIAL VISITS 8
IV REGULATIONS AND POLICY
ON PAS POLITICAL TRAVEL 10
V OBJECTIVES, SCOPE, AND
METHODOLOGY 15
VI FINAL DISTRIBUTION
16
As requested, we reviewed the Secretary's travel
between October 5 and 18, 1996, during which the Secretary appeared
in 13 cities to attend official and political events. During
this trip the Secretary visited two VA facilities and attended
events sponsored by four political campaign organizations. White
House policies refer to this as a "mixed" trip; cost
allocations for travel are defined by regulation. VA funds were
not used for certain "political" travel expenses. For
all other "political" travel expenses, as allowed by
regulation, VA funds were used and then the involved political
campaign organizations reimbursed VA within a reasonable period
of time. Travel costs for the Secretary to attend official events
were paid from appropriated funds.
The Secretary's Itinerary
Details of the Secretary's itinerary and the events
he attended are provided in the following chart.
October 5 | N/A | Travel to Michigan | N/A |
October 6 | Detroit, Michigan | Debate Watch Party (sponsored by the Clinton-Gore '96 Campaign) | Political
(Presidential) |
October 7 | N/A | Travel to California | N/A |
October 8 | Fairfield, California | Veterans Leaders Breakfast (sponsored by Alioto for Congress) | Political
(Congressional) |
Suisun City, California | Veterans Rally, Press Conference (sponsored by Alioto for Congress) | Political
(Congressional) | |
October 9 | N/A | No Activity | N/A |
Rapid City,
South Dakota | Veterans Rally, Press Conference (sponsored by Tim Johnson for South Dakota) | Political
(Congressional) | |
October 10 | Sioux Falls,
South Dakota | Meetings with Weiland Veterans Committee, Veterans Leaders, Rally (sponsored by Tim Johnson for South Dakota) | Political (Congressional) |
October 11 | Grafton,
North Dakota | Dedication of VA Clinic (sponsored by VA) | Official |
October 12 | N/A | No Activity | N/A |
October 13 | Minneapolis, Minnesota | Speech in Church (sponsored by Wellstone for Senate) | Political
(Congressional) |
Minneapolis, Minnesota | Meet with Leadership of Minnesota Veterans Community (sponsored by Wellstone for Senate) | Political
(Congressional) | |
Duluth, Minnesota | Airport Press Conference (sponsored by Wellstone for Senate) | Political
(Congressional) | |
October 14 | Fergus Falls, Minnesota | Event on Behalf of Representative Peterson (sponsored by Wellstone for Senate) | Political
(Congressional) |
St. Cloud, Minnesota | Airport Press Conference (sponsored by Wellstone for Senate) | Political
(Congressional) | |
Mankato, Minnesota | Press Conference, Dinner at Veterans of Foreign Wars Post (sponsored by Wellstone for Senate) | Political
(Congressional) | |
October 15 | N/A | No Activity | N/A |
October 16 | San Diego, California | Attend Presidential Debate (sponsored by the Clinton-Gore '96 Campaign) | Political
(Presidential) |
October 17 | N/A | Travel to New York | N/A |
October 18 | Rochester,
New York | Dedication of VA Clinic (sponsored by VA) and travel to Washington, DC | Official |
Allocation of the Secretary's Travel Costs
The Secretary's travel between October 5 and 18,
1996, involved participation in official VA events, activities
in support of the President's reelection, and political activities
on behalf of congressional candidates. The Secretary's travel
costs totaled $3,935.59 (VA paid a total of $4,403.59 and will
obtain a refund of $468.00 in unused airfare from American Express,
resulting in a net cost of $3,935.59). Travel costs were paid
from appropriated VA travel funds and the following political
organizations:
The Presidential campaign committee paid $1,152 to VA for the Secretary's campaign related activities. Title 11, Code of Federal Regulations (CFR), Part 9004, requires that travel expenses incurred on a trip that includes both campaign and non-campaign stops be allocated. The prescribed allocation method, called the "hypothetical trip" formula, required VA to calculate what the trip would have cost from the point of origin, through each campaign related stop, and back to the point
of origin. (See Appendix IV, page 11 for additional
information on this regulatory requirement.) We found that the
Secretary's lodging and subsistence costs associated with the
Presidential campaign events on October 6 and 16, 1996, were not
paid from VA funds. We verified that the campaign organization
reimbursed VA for the Secretary's "hypothetical" round-trip
airfare and ground transportation from Washington, DC to Detroit,
Michigan, and San Diego, California, the sites of the Presidential
campaign functions.
We found the remaining $2,783.59 was allocated between
VA and the three Congressional campaign organizations based on
the formula prescribed by Title 5, CFR, Section 734.503. This
regulation stipulates that travel costs must be apportioned based
on the amount of time spent on political activities and the time
spent performing official duties. Using this "hard-time"
formula, officials in the Office of the Secretary and the Office
of the General Counsel calculated the Secretary's total activity
time for the events sponsored by the three Congressional campaign
organizations and for the two official VA events that occurred
during the trip and prorated the time spent on each type of activity.
(See Appendix IV, page 13 for additional information on this
regulatory requirement.) Travel costs were allocated as follows.
|
| ||
Michela Alioto for Congress | 160 | 15 % | $417.52 |
Tim Johnson for Senate | 210 | 22 % | 584.53 |
Wellstone for Senate | 390 | 38 % | 1,057.73 |
Official VA Events | 270 | 26 % | 723.81 |
Total | 1,030 | 100 % | $2,783.59 |
Cost of the Secretary's Travel
We found that after the trip was completed, the four political organizations were informed of the amounts owed VA. We verified that as of November 22, 1996, all four political organizations had paid VA the amounts due. Our computation shows that the net amount of the Secretary's travel cost paid from appropriated VA travel funds was $723.81 as summarized below.
Amounts disbursed by VA | |
Reimbursements to VA | |
Net cost of the Secretary's Travel |
Details of the financial transactions are provided
in the following charts which shows disbursements and reimbursements
associated with the Secretary's travel.
Payment to the Secretary for lodging and per diem expenses claimed on his travel voucher. |
| $1,103.65 |
Payment to the Special Assistant to the Assistant Secretary for Public and Intergovernmental Affairs for the cost of the rental car used to transport the Secretary from Sioux Falls, South Dakota to Grafton, North Dakota and Minneapolis, Minnesota. | 584.94 | |
Payment to American Express for the original cost of the Secretary's airline tickets. | 2,715.00 | |
Total disbursements by VA | $4,403.59 |
| |||
Reimbursement from Presidential campaign committee for the hypothetical cost of the Secretary's round-trip airfare from Washington, DC to the two presidential campaign events |
| $992.00 | |
Reimbursement from Presidential campaign committee for the hypothetical cost of the Secretary's round-trip ground transportation from his residence to the airport | 160.00 | ||
Reimbursement from the Michela Alioto for Congress campaign committee | 417.52 |
||
Reimbursement from Wellstone for Senate | 1,057.73 | ||
Reimbursement from Tim Johnson for South Dakota | 584.53 | ||
Reimbursement due from American Express for unused airline tickets returned to Omega Travel | 468.00 | ||
Total Reimbursements to VA | $3,679.78 |
CONCLUSION:
We concluded that an appropriate distribution was made for the travel costs allocable between appropriated funds and political campaign funds. Further, we determined that regulatory and policy requirements were met as the President's Campaign Committee and the three Congressional Campaigns reimbursed VA the appropriate funds.
During his travels, whether they are for political
or official purposes, the Secretary, according to regulations,
may be accompanied by VA employees in order for him to continue
to carry out his official duties. These VA employees are considered
liaisons and as such need to be present with the Secretary in
order to be the VA link for the Secretary while away from his
office. The liaison needs to be present at events the Secretary
attends, including political events or events attended by Members
of Congress.
We interviewed officials in the Office of the Secretary
to learn of the role of VA employees who accompanied the Secretary
during his travel. We also interviewed the two employees who
traveled with the Secretary on this 2-week trip. We referred to
the regulation in Title 5 CFR, Section 734.503(b)(3), concerning
the use of appropriated funds for payment of travel costs of Departmental
employees who accompany senior Administration officials. The
regulation provides that the compensation and expenses of any
Government employee, required in the performance of their duties
to accompany or assist a person engaging in political activity,
are expenses that may be paid from appropriated funds.
The two VA employees who accompany the Secretary
are: (i) the Assistant Secretary for Congressional Affairs; and,
(ii) a Special Assistant from VA's Office of Public and Intergovernmental
Affairs. During the subject trip, the Assistant Secretary did
not accompany the Secretary at the Presidential Campaign event
in Detroit, Michigan. Instead, on October 7, he joined the Secretary
in California. He also did not travel with the Secretary to the
last two events during the trip, instead returning to his office
on October 15. The Special Assistant traveled with the Secretary
during the entire October 5-18 trip.
The general duties and responsibilities performed
by each of the two VA employees who travel with the Secretary
are described in the following sections as they were related to
us by each employee.
Assistant Secretary for Congressional Affairs
The Assistant Secretary for Congressional Affairs
is a Presidential Appointee with Senate confirmation (PAS). The
Assistant Secretary traveled with the Secretary on the majority
of the Secretary's October 5-18, 1996 trip. He often travels
with the Secretary on official trips and political trips. When
doing so, he acts as a close advisor to the Secretary as well
as a liaison with Members of Congress. In addition, while traveling
with the Secretary, the Assistant Secretary will normally contact
Congressional officials of an area visited and discuss matters
with them.
He also provided the Secretary with any needed information
regarding issues affecting Departmental clientele or news relating
to the Department. For example, during the subject trip, the
Secretary heard news of a report from the Institute of Medicine
concerning Persian Gulf veterans. The Assistant Secretary contacted
VA Central Office staff to obtain more details about the report
and surrounding issues, and he then briefed the Secretary during
the trip.
The Assistant Secretary stated that on these trips
with the Secretary, he does not engage in any political activity,
including the wearing of political buttons.
Office of Public and Intergovernmental Affairs
Special Assistant
The Office of Public and Intergovernmental Affairs
Special Assistant is a Schedule C employee who accompanies the
Secretary on all trips. His responsibilities are to act as an
advance person and as a liaison for the Secretary. Prior to the
Secretary's travel, the Special Assistant discusses logistical
facts of the trip with organizational sponsors to ensure the schedule
is workable. The Special Assistant arranges ground transportation,
ensures hotel reservations are made, and performs any other duties
necessary for the Secretary's travel.
As liaison, the Special Assistant keeps track of
any requests to the Secretary for information during his appearances.
For example, veterans or other beneficiaries often ask the Secretary
to help them in some manner, and the Special Assistant ensures
that each request referred to him by the Secretary is followed
up. In such cases, the Special Assistant obtains the requester's
name and other pertinent information for follow-up by appropriate
VA staff.
The Special Assistant stated that he does not engage
in any political activity while on trips with the Secretary.
CONCLUSION
Based on our regulatory review, the duties described by officials in the Office of the Secretary, the representations of the two individuals involved, and our analysis of the trips, we determined that the VA employees accompanying the Secretary on the subject trip were properly considered to be acting in an official capacity. Therefore, VA funds were appropriately used to pay for their travel expenses.
The staff of the office of Congressman Frank Riggs
brought to our attention an inconsistency in the wording of VA
notifications to Members of Congress when the Secretary would
attend events in their districts/states. Consequently, we reviewed
VA's process for notifying Members of Congress about the Secretary's
arrival at sites during his travel October 5-18, 1996.
The Office of the Secretary informed us that as a
courtesy to Members of Congress, VA normally will notify offices
of Senators of each State visited by the Secretary as well as
Representatives in or near areas visited by the Secretary. Written
notices to Members of Congress are made by the Office of the Assistant
Secretary for Congressional Affairs. We interviewed staff in
that office and obtained copies of 76 notices regarding Secretarial
appearances that were sent by VA staff to Members of Congress
from July 1996 through October 18, 1996. Included in the 76 notices
we reviewed were 14 notices that VA sent to Members of Congress
regarding the Secretary's October 5-18, 1996 trip as follows:
|
| ||
Senator Abraham (Michigan) | 10/4/96 3:09pm | ||
Senator Levin (Michigan) | 10/4/96 2:33pm | ||
Representative Rivers (Michigan) | 10/4/96 2:37pm | ||
Detroit, MI | Representative Levin (Michigan) | 10/4/96 2:34pm | |
(October 6, 1996) | Representative Dingell (Michigan) | 10/4/96 2:43pm | |
Representative Collins (Michigan) | 10/4/96 2:46pm | ||
Representative Conyers (Michigan) | 10/4/96 3:41pm | ||
Fairfield and | Senator Boxer (California) | 10/4/96 2:00pm | |
Suisun City, CA | Senator Feinstein (California) | 10/4/96 1:56pm | |
(October 8, 1996) | Representative Riggs (California) | 10/4/96 1:57pm | |
Rapid City and Sioux | Senator Daschle (South Dakota) | 10/8/96 4:30pm | |
Falls, South Dakota (October 10, 1996) | Senator Pressler (South Dakota) | 10/8/96 4:40pm | |
Grafton, North Dakota | Senator Dorgan (North Dakota) | 10/2/96 9:06am | |
(October 11, 1996) | Representative Pomeroy (North Dakota) | 10/2/96 9:05am |
According to the Office of Congressional Affairs,
notices were not sent to some of the Senators or Representatives
from the States of California, Minnesota, New York, or South Dakota
because the Secretary was either with them at events or they were
notified through other means. For example, the VA facility, which
the Secretary was to visit, made the notifications.
Office of the Assistant Secretary for Congressional
Affairs staff stated that on October 4, 1996, they were preparing
notices to the affected Congressional Delegation regarding planned
Secretarial visits in California. While preparing those notices,
the staff member stated that he received a telephone inquiry from
staff of the office of Congressman Frank Riggs about the nature
of the Secretary's planned appearances in Fairfield and Suisun
City, California. The VA staff member stated that he informed
the inquiring Congressional office that the Fairfield and Suisun
City appearances were political in nature and would be sponsored
by the Alioto for Congress Campaign.
That staff member continued by stating that shortly
after the telephone inquiry, VA sent three notices of the Secretary's
planned political visits in California to the offices of the affected
Congressional Delegation - Senators Boxer and Feinstein, and Representative
Riggs. However, these notices to the California Delegation contained
inconsistent wording. The notices contained a statement that
the Secretary would be visiting on official business and then
provided a narrative that described the events as political.
We noted, in our reading of the notices, that VA
staff used similar terminology indicating official purposes of
visits in 10 other notices that were for politically-related Secretarial
visits. These were sent on September 27 to three Members of Congress
from the State of Florida and on October 4 to seven Members from
the State of Michigan.
On October 8, 1996, the responsible VA staff recognized
that they had used inconsistent wording. The VA staff immediately
acted to change the terminology in notices issued from that date
forward by using words that announced the Secretary would be making
a visit, without stating whether the visit was official or political,
and by continuing to use words that briefly described the events
to be attended.
To validate this action, we reviewed 12 notices sent on or after October 8, 1996 regarding Secretarial visits, including five for visits that were political in nature. We found that all 12 notices, including those for political visits, had the revised wording.
The following is a general narrative summary of the
statutes and regulations governing PAS travel and does not purport
to be an exhaustive recitation of either.
When considering the payment of travel expenses incurred
by PAS (senior Administration officials who were appointed by
the President and confirmed by the Senate) on behalf of the President's
authorized campaign Committee, three principles govern - use of
appropriated funds, augmentation of appropriations, and Federal
election laws.
The first basic principle is that appropriated funds
are to be used only for the purposes for which they were appropriated.
Accordingly, funds appropriated for the official functions of
the departments and agencies are to be used for travel expenses
only if the travel is reasonably related to an official purpose.
If an expense is incurred purely for partisan political purposes,
official funds are not to be used to pay the expenses.
The second principle is that, in general, official
activities should be paid only from funds appropriated for such
purposes, unless Congress has authorized the support of those
activities by other means. This principle prevents unauthorized
augmentation of appropriations.
The third principle involves the requirements of
the Federal election laws. Once the President is a "candidate",
all travel by senior Administration officials on behalf of the
President's authorized campaign committee must be paid by that
committee.
The regulations and policies that cover official
and political travel by PAS are as follows:
Each of these will be discussed in the remainder
of this Appendix.
Title 5 CFR, Part 734
Historically, under the Hatch Act (5 United States
Code (USC) sections 7324-7328), PAS have been free to engage in
partisan political campaigns. Under the Hatch Act Reform Amendments
of 1993, which became effective on February 3, 1994, PAS may continue
to take active part in partisan politics, both on and off duty.
However, the costs associated with this activity may not be paid
by money derived from the U.S. Treasury (Section
7324(b)(1) of 5 USC). It is important to note that, funds from
the U.S. Treasury are not considered used if the Treasury is reimbursed
within a reasonable period of time (5 CFR, Section
734.503(a)).
The type and degree of political activities political
appointees can participate in vary according to the type of appointment.
For this review, the significant differences between PAS (excluding
Inspectors General) and other political appointees is that PAS
can use official time for political activity, including writing
a speech for a PAS to deliver at a partisan political event.
Costs associated with a political activity do not
include any costs that the Government would have or had incurred
regardless of whether the activity was political. An example
is the compensation of PAS and the compensation and expenses of
any government employee who is required in the performance of
his or her duties to accompany or assist the person engaging in
the political activity (5 CFR, Section 734.503(b)).
Title 11 CFR, Parts 106, 9004, and 9034
Title 11 CFR, Part 106 sets forth the allocation
of expenses between campaign and non-campaign related travel with
respect to campaigns of candidates for Federal office, other than
Presidential and Vice Presidential candidates who receive federal
funds.
Where a candidate's trip involves both campaign-related
and non-campaign-related stops, the expenditures allocable for
campaign purposes are reportable, and are calculated on the actual
cost-per-mile of the means of transportation actually used, starting
at the point of origin of the trip, via every campaign-related
stop and ending at the point of origin. Where a candidate conducts
any campaign-related activity in a stop, the stop is a campaign-related
stop and travel expenditures made are reportable. Where an individual,
other than a candidate, conducts campaign-related activities on
a trip, the portion of the trip attributed to each candidate shall
be allocated on a reasonable basis.
Title 11 CFR, Section 9004.7(b) states that, for
a trip which is entirely campaign-related, the total cost of the
trip shall be a qualified campaign expense and a reportable expenditure.
For a trip which includes campaign-related and non-campaign related
stops, that portion of the cost of the trip allocable to campaign
activity shall be a qualified campaign expense and a reportable
expenditure. Such portion shall be determined by calculating
what the trip would have cost from the point of origin of the
trip to the first campaign-related stop and from the stop through
each subsequent campaign-related stop to the point of origin.
If any campaign activity, other than incidental contacts, is
conducted at a stop, that stop shall be considered campaign-related.
Campaign-related activity shall not include any incidental contacts.
Campaign activity includes soliciting, making or accepting contributions,
and expressly advocating the election or defeat of the candidate.
Other factors, including the setting, timing, statements or expressions
of the purpose of an event, and the substance of the remarks or
speech made, will also be considered in determining whether a
stop is campaign related. For each trip, an itinerary shall be
prepared and such itinerary shall be made available. The itinerary
shall show the time of arrival and departure and the type of event
held (11 CFR, Section 9034.7 (b) (2) & (3)).
White House Policy
The Counsel to the President, in a memorandum to
the Cabinet dated February 17, 1994, provided advice with respect
to the payment of travel expenses incurred by PAS. The memorandum
focused on the legal principles that govern the allocation and
payment of costs associated with mixed official and political
travel. An October 18, 1995 memorandum from the Counsel to the
President to the Cabinet, reiterated regulations and policy already
discussed, in previous regulations and policy, including the following
discussion from the 1994 memorandum to the Cabinet.
For non-Presidential election campaign events (e.g.,
state, local, and congressional campaigns), applicable laws and
regulations do not provide a specific method for allocating the
costs of mixed official and political travel by individuals other
than candidates. There also is no precise test for distinguishing
between official and political events. As a result, the guidelines
set forth are based on general legal principles, guidance from
Office of Legal Counsel opinions, and policies established over
a period of years by previous administrations.
When considering payment of expenses associated with
travel by PAS, two major principles governing the use of appropriated
funds must be kept in mind. First, appropriated funds may be
used only for the purposes for which they were appropriated, and
second, official activities should be paid for only from funds
appropriated for such purposes.
The President's authorized campaign committee must,
under Federal Election Campaign (FEC) regulations, pay all Presidential
"campaign-related" travel costs using the "hypothetical
trip formula" for all travelers: calculating what the trip
would have cost from the point of origin through each campaign-related
stop.
Costs associated with political activity for sponsors
other than the Presidential campaign are allocated according to
the "hard-time formula": splitting the allocable costs
according to the proportion each aspect (official and political)
bears on the total activity time for the trip. However, if any
Presidential campaign-related activity at all occurs on a trip,
the costs of the Presidential campaign stops must be allocated
according to the "hypothetical trip formula".
Briefly discussed earlier, there are some individuals
whose official duties require them to be with the Cabinet member,
whether or not the Cabinet member is on official business. Expenses
incurred by this group during travel with a Cabinet member should
be considered official, regardless of the character of the event
that may be involved in a given trip.
Normally, the allocation formula is applied to all
of the relevant costs of a mixed trip. However, there may be
occasions when application of the formula to all costs of a total
trip may not be equitable to the government. For example, if
the Secretary attended only campaign-related functions during
the first 3 days of a 4-day trip, and on the fourth day attended
an official VA function, it would not be equitable for VA to pay
a percentage of each hotel bill or air fare if there was no inordinate
amount of travel during the first 3 days.
Each trip must be analyzed based on the circumstances
of that trip, and while the goal is an equitable allocation, the
situation in which the government pays a disproportionately large
share of the cost of a particular trip as a result of the political
activity, must be avoided. Expenses that are associated specifically
with a political activity and not with any official activity must
be treated as political, and expenses associated specifically
with an official activity must be treated as official.
In allocating the costs of travel other than air
travel, the allocation formula should be applied to any government
maximum for that type of expenditure. For example, if on a mixed
trip (50% official and 50% political) a government employee is
only entitled to $26 per diem for food on a wholly official trip,
the government share would be 50% of $26, not 50% of the actual
amount spent.
The cost of air travel on a mixed trip for PAS traveling
separately from the President or Vice President may be paid for
in one of several ways. First, if the political sponsor provided
the ticket for the entire trip, it may be accepted and used by
the PAS. Then, upon completion of the travel and settlement of
the PAS's travel claim, the political sponsor must be immediately
reimbursed for the official portion of the trip. In no case should
the government ever pay more for official travel than the official
government rate. Second, based on an estimated advance allocation
of the trip, the department could issue a Government Travel Request
or a travel advance in cash covering that portion of the trip
that pertains to its official business. The balance of the air
fare would be paid for in advance by the political sponsor by
a check issued to the air carrier. Third, the traveling PAS may
purchase the tickets with personal funds or credit cards and subsequently
collect the properly allocated reimbursement from the department
and the group sponsoring the political event. In any event, it
is essential that the details of the "mixed trip" be
worked out well in advance by the traveling PAS with the appropriate
department staff, the election committee, and/or political sponsor.
Objectives
The Office of Inspector General reviewed the circumstances
surrounding Secretary Brown's travel between October 5 and 18,
1996. The purpose of the review was to assess adherence to all
applicable requirements.
Scope and Methodology
We reviewed applicable sections of the Code of Federal
Regulations, Office of Personnel Management regulations, opinions
of the Office of Legal Counsel, and guidance on political activities
by political appointees issued by the White House and VA General
Counsel. We reviewed travel expenditures and reimbursements,
the Secretary's itinerary and speeches, and written notices of
the Secretary's appearances sent to Members of Congress. In addition
we interviewed responsible personnel in the Office of the Secretary
and other VA offices.
We performed our review between October 16 and November
25, 1996, at VA Central Office in Washington, DC. This review
was part of a broader review of the Department's use of political
versus official travel which was performed under generally accepted
government auditing standards.
VA DISTRIBUTION
Secretary (00)
General Counsel (02)
Assistant Secretary for Congressional Affairs (009)
NON-VA DISTRIBUTION
Office of Management and Budget
Congressional Committees:
Chairman, Senate Committee on Veterans' Affairs
Ranking Member, Senate Committee on Veterans' Affairs
Chairman, House Committee on Veterans' Affairs
Ranking Member, House Committee on Veterans' Affairs
Chairman, Committee on Governmental Affairs
Ranking Member, Committee on Governmental Affairs
Chairman, Committee on Government Reform and Oversight
Ranking Member, Committee on Government Reform and Oversight
Chairman, Subcommittee on Government Management, Information and Technology, Committee on Government Reform and Oversight
Ranking Member, Subcommittee on Government Management, Information and Technology, Committee on Government Reform and Oversight
Chairman, Subcommittee on VA, HUD, and Independent Agencies, Senate Committee on Appropriations
Ranking Member, Subcommittee on VA, HUD, and Independent Agencies, Senate Committee on Appropriations
Chairman, Subcommittee on VA, HUD, and Independent Agencies, House Committee on Appropriations
Ranking Member, Subcommittee on VA, HUD, and Independent Agencies,
House Committee on Appropriations