The U.S. Department of Health and Human Services approved an employee’s official travel to Paris, France to attend a medical conference. Several months prior to his trip, the employee asked his agency travel preparer as to how to go about securing a hotel for the upcoming conference. By two email messages dated May 5, 2011, the agency travel preparer advised him:
You can book the room as long as you are going through the housing reservation office connected with the meeting.
And
… we will do better cost-wise to make reservations through the organization [the Alzheimer's Association] at what looks like a special rate for attendees. You can do that and send me the information. Use your government credit card.
The agency travel preparer modified her advice the following day, in another email message to the employee, in which she told him that he could not “book just any hotel,” but that it had to be “a meeting-blocked one [by the Conference] or that I have to do it through Omega [the agency’s travel management center (TMC)].” In response to a further inquiry from the employee about incurring a cancellation fee, the agency travel preparer advised: “I spoke to the management officer, who said not to worry about it. If we have to cancel your hotel reservation and rebook it, we will reimburse you for the fee.” Following these instructions, the employee booked his reservation for a “meeting-blocked” room, charging the reservation to his government credit card.
On June 9, 2011, approximately one month before the conference was scheduled to start, the travel preparer informed the employee that she had to make hotel reservations for him through Omega. She stated further that, although she tried to have Omega take over the employee’s reservation, she was unable to keep the hotel reservation he previously booked. Subsequently, when the employee attempted to cancel his reservation with his previously booked hotel, he was told that the hotel would charge him a cancellation fee equal to 100% of his room rate for the entire five night stay, because the cancellation was after the cutoff date. Ultimately, a cancellation fee was negotiated for 50% of the total, or $838. Thereafter, the employee sought reimbursement from the agency of the reduced $838 cancellation fee. Contrary to earlier assurances, however, his claim was denied by the agency. Consequently, the employee sought review by the Civilian Board of Contract Appeals (the “Board”).
Unfortunately for the employee, the Board has repeatedly held that detrimental reliance on erroneous advice from a government official will not confer on a claimant entitlement to recovery, where there is no authority under statute and regulation for the relief being sought. Kristin L. Loer, CBCA 2155-RELO, 11-1 BCA ¶ 34,700; Carl H. Welborn, Jr., CBCA 2151-RELO, 11-1 BCA ¶ 34,650 (2010); Barbara A. Maloney, CBCA 2023-RELO, 10-2 BCA ¶ 34,593; Romeo Ayalin, III,CBCA 1533-RELO, 09-2 BCA ¶ 34,218. Thus, although the Board found that the employee would not have incurred the cancellation fee in question had it not been for his reliance on clearly erroneous advice provided by the agency’s travel preparer and on her guarantee that any cancellation fee would be reimbursed, the Board held that the agency was correct in denying reimbursement to the employee for the $838 cancellation fee. In the Matter of Nicholas Kozauer, 112 LRP 1002 (Civilian Board of Contract Appeals, Dec. 20, 2011).