As part of its announcement of the new per diem rates, GSA issued a reminder “that the Federal Travel Regulation allows for actual expense reimbursement when per diem rates are insufficient to meet necessary expenses.”
Under that provision, reimbursement of actual expenses is allowed when lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held; costs have escalated because of special events; lodging and meal expenses within prescribed allowances cannot be obtained nearby; or costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging.
Further, GSA sometimes waives the standard restrictions against actual expense reimbursement in emergency situations such as natural disasters, where it is expected that finding lodging facilities and/or adequate meals in the affected areas may be difficult, and distances involved may be great resulting in increased costs for per diem expenses
