Like appointed attorneys, other authorized service providers are reimbursed for the actual cost of reasonably incurred travel expenses for travel in connection with representation under the Criminal Justice Act (CJA). [18 U.S.C. § 3006A(d)(1)] [18 U.S.C. § 3006A(e)]

Reimbursement may be claimed on the pertinent CJA voucher as reimbursable out-of-pocket expenses. Per diem may not be claimed in lieu of subsistence (e.g., lodging and meals). [Guide, Vol. 7, § 230.63.40(b)] [Guide, Vol. 7, § 320.80]

In determining whether actual expenses incurred are "reasonable," counsel and other authorized service providers should be guided by the prevailing limitations placed upon travel and subsistence expenses of federal judiciary employees in accordance with existing government travel regulations. [Guide, Vol. 7, § 230.63.40(c)] [Guide, Vol. 7, § 320.80.10] Those regulations, accessible through the court, are the Judiciary Staff Travel Regulations.

Under those regulations, reimbursable expenses include those that would constitute subsistence (e.g., lodging and meals) and certain miscellaneous expenses (e.g., taxi fares and tips to the taxi driver, and checked baggage fees). [Guide, Vol. 19, § 450.30.30] [Guide, Vol. 19, § 460.20]

The following are excerpts from the Judiciary Staff Travel Regulations [Guide, Vol. 19, § 410.40.10]:

• As a general rule, travelers on "official business" must exercise the same care in incurring expenses that a prudent person would exercise in conducting personal business using the person's own money. Excess costs, circuitous routes, services unnecessary or unjustified in the performance of official business are not acceptable under this standard.
• Travelers will be responsible for “additional expenses incurred for personal preference or convenience.”

When a service provider incurs travel or other expenses applicable to more than one CJA representation, the entire amount of the expenses must be billed on one voucher. [Guide, Vol. 7, § 310.65.10(b)]

The service provider must disclose to the court when travel or other work is for a purpose in addition to a CJA representation, so that the court can consider whether, in fairness to the provider, the expenses should be apportioned and the service provider reimbursed for expenses reasonably attributed to the CJA. [See Guide, Vol. 7, § 310.65.50 and § 320.15.30(d)] Note: There is no apportionment between a contract court interpreter's work for a court unit and the CJA. [Guide, Vol. 7, § 320.15.30(a)]