Defense Travel System (DTS) Guide for Reviewers

created by the Ohio National Guard

Defense Travel System (DTS)

Guide for Reviewers


Defense Travel System (DTS)

Guide for Reviewers


Pre-Travel Authorization Checklist for Reviewing Officials

• Is the TDY mission necessary?• Do amounts claimed appear reasonable?• Is the Line of Accounting correct?• Are there organizational funds available

based on the “should cost” amount for that trip record request?

• Are all claimed expenses charged against the correct line of accounting?

• If Constructed Travel is being requested, is the requested travel mode more or less expensive than the “usual” travel mode?

• LOA: If unsure about the LOA leave blank and it will be attached at the approval level.


• Have you ensured the availability of government quarters and/or dining facilities?

• Is a rental car authorized?

• Are registration fees authorized?

• Is leave in conjunction with the TDY being authorized?

• Have you verified that no Per Diem has been authorized for a TDY trip of 12 hours or less?

• If you were unsure whether a travel a entitlement is authorized, have you referred to the Joint Federal Travel Regulation/Joint Travel Regulation (JFTR/JTR), Appendix O?

• Have you digitally signed the trip as Reviewer to authorize the travel?

• Are receipts attached under substantiating documents?

Pre-Travel Authorization Checklist for Reviewing Officials ~ Continued


Post-Travel Checklist for Reviewing Officials and Certifying Officials

• Does the voucher agree with the authorization?• Do the amounts claimed for the following items

appear reasonable?• Are receipts for all expenses of $75.00 or more

and all lodging, rental car, airline invoices and any registration/conference fees of any amount included. Excess Baggage fees no matter the amount must be included.

• Did the traveler take leave or use excess travel time that should be recorded as leave?

• Were any meals or quarters included in the registration fees or were any periods of the TDY under field conditions and did the traveler claim them correctly?

• Did the traveler pay more than the allowed rate for lodging and was it approved?


References

• Joint Federal Travel Regulation (JFTR) dated 1 March 2010

• Joint Travel Regulation (JTR) dated 1 March 2010

• DTS Business Rules Guide Version 4.0 dated 3 Oct 2005

• Defense Travel Administrator (DTA) Manual Version 4.4.16 updated 5 November 2009

• USPFO Traveler’s Claim Guide 21 July 2005

• JTR = Dual Status Technicians and Non-Dual Status Technicians

• JFTR = AGR, Traditional Members


DTS Permission Levels

• Levels 0-7• Document Processing – 0• Budget – 1, 3• DTA Maintenance – 1, 5• Reports – Must have Organization

Access• For Reviewers: 0,1,2, and 5


DTS Travel Policy

Defense Travel Management Office (DTMO)

• Mission: Serve as the single focal point for commercial travel within the Department of Defense. Establish strategic direction, set policy, and centrally manage commercial travel programs.

DTS: www.defensetravel.osd.mil

DTMO: www.defensetravel.dod.mil


JFTR/JTR, Appendix O

• JFTR, Appendix O

• Uniformed Personnel

• JTR, Appendix O

• DOD Civilian Employees

• Travelers affected

• Uniformed Members, including Reserve Component personnel on Active Duty

• DOD Civilian Employees

• When performing TDY travel for

• Business, schoolhouse training or group travel


Government Travel Card

• Possession is mandatory for all unless exempted

• Use for official expenses only

• Use is mandatory for all travel-related expenses:

• Pre-approved exceptions for mandatory use:

– Vendor does not accept

– Local transportation, parking

– Taxi

– Phone calls

– Meals


Government Travel Card

• If traveler has a government travel card, must use card for ATM advance to be reimbursed fees

– SERVICE FEE: Bank fee that is charged for using the terminal

– ADVANCE FEE: Cash advance fee that is charged by contracted GOVCC vendor

• If traveler does not have a government travel card

– Uniformed members: Will be reimbursed for both fees if they use personal card

– DOD Civilian: Currently will not be reimbursed for fees


Commercial Air

• As directed/authorized by supervisor or approving official to meet mission requirements

• Contract “City Pairs”

• American Flag Carriers (Fly America Act)

• Coach Class


Rental Cars

• Cannot be directed to take rental vehicle TDY• Authorized for official business only• Reimbursement for all costs associated with

rental• Should be from rental agency with a Surface

Deployment & Distribution Command (SDDC) government agreement

• No insurance required if using agency with SDDC agreement

• Vehicle size/quantity necessary to meet mission requirements

• Compact is the default size


Privately-Owned Vehicle (POV)• Cannot be directed to use POV

• Standard mileage rates apply

– Must use Defense Table of Official Distances (DTOD) to get official mileage

• Travel must be clear whether approval is:

– For the benefit of the government (Full reimbursement)

– For the convenience of the traveler (Reimbursement based on “constructive cost” of authorized travel mode)

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Travel Days

• Commercial Air

– In CONUS = 1 Day

• POV/Rental Vehicle/government vehicle

– 400 miles per day


Government Lodging

• To meet mission requirements

• Government quarters should be used if available and TDY is at an installation

• If government quarters are not available, must obtain non-availability statement

• Cannot direct DOD Civilian employees to stay in government quarters

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Commercial Lodging

• To meet mission requirements

• Lodging taxes are not included in Per Diem rate

– Claim as separate reimbursable non-mileage expense

• No reimbursement if staying with relatives/friends


Meals

• First/last day – 75% rule

• If TDY to an installation and staying in quarters, use government mess rate may be prescribed

– (Must be prescribed before travel begins)


Proportional Meal Rate (PMR)

• PMR is the average of the locality Full Meal Rate and the Government Mess Rate (cost for three meals in a government mess/dining facility)

• The appropriate amount for incidentals must be added

• DTS will compute correct rate• When PRM is used:

–Lodged in base quarters – one or two meals available (but not all three) in government mess

–One or two meals are otherwise paid for by the government (e.g. a registration fee)


Incidental Expenses

• The “IE” portion of Meals & Incidental Expenses (M&IE)

• Covers miscellaneous expenses

– (Do not confuse with reimbursable)

• CONUS = $3.00


Reimbursable Expenses

• Travelers are to be reimbursed for necessary travel related expenses

– Expenses must be “travel” related such as:– Cost of traveler’s checks, money orders, or

certified checks– ATM fees– Lodging taxes– Resort fees– CTO fees– Use of computer/printer/fax machines, etc.

for official business– Internet access fees (if authorized by

supervisor or AO


Reimbursable Expenses (con’t)

– Tips for taxis/limousines

– Parking fees at terminal

– Costs of transportation to/from terminal

– Baggage tips (For civilians: only for government property)

– Laundry/dry cleaning/clothes pressing

• Civilians: CONUS only (4 nights TDY)

• Uniformed Member: CONUS only (7 nights/Max $2 per day)


Reimbursable Expenses

• The following expenses must be pre-approved by AO/Supervisor:

– Calls home (AO/supervisor must limit amount)

– Typing services/Clerical assistance– Storage of property used for official business– Room rental used for official business– Connections used for computers– Excess Baggage– Registration Fees– Dual Lodging Costs– Lodging Late Checkout Fees


1-Day TDY• For 1-day TDY outside established commuting

area, the Approving Official will:– Approve transportation, government travel

should be used if available– Authorize 75% locality rate of M&IE if TDY is

more than 12 hours (highest rate if traveling to more than one location)

– Not authorize meals if TDY is 12 hours or less

– Refer to FAQ 19 in this manual when orders are required to support 1-day travel


Local Travel

• For 1-day travel within the established local commutable area

• Receive mileage reimbursement for transportation, if government transportation is not available

• If POV is used, receive mileage minus normal distance driven to and from duty station

• Use odometer reading for mileage

• No meals, no per diem


Instructions for Reviewing an

Authorization/Order





This is the main screen

when reviewing.

Check Comments


This should always be AA – routine

TDY/TAD

Check the following to make sure it is

accurate:

Trip PurposeTrip Description

Airline Information


Check the rental car and lodging

confirming dates


Confirm non-mileage and mileage dates and expense

type


Accounting code will be added by

Approving Official


Click the “Proceed To Other Auths”

button


Verify other authorizations then

click here


Verify the flags.. Traveler must have justifications

noted.

Click “Save and Proceed To Digital

Signature”


Click “Submit Completed Document”

Make sure the stamp is “reviewed”


Click “Close”


DTS FAQSQuestions and Answers


1. When do I need an Authorization/Orders? A. You need an Authorization/order for temporary duty (TDY) currently

an Authorization/order is requested for:

– Full-time technicians required to perform TDY for travel and/or training.

– AGR personnel for travel only.

AGR Travel = AGR Business, inspections, USR reviews, conferences, etc.

Medical Travel = Scheduled medical appointments through the AGR office outside of local area.

Augmentee Travel = AGR Augmentee back filling (specific ADOS orders) for a Mobilized AGR (business travel).

FTE (full time equivalent) Travel = Soldiers serving as plus ups for AGR Manning during the period prior to mobilization. Business travel only.

Dual Status Technicians = If traveling in military status you currently cannot use DTS. You must obtain manual orders through proper Channels and submit a manual DD Form 1351-2 (Travel Voucher).

2. When do I need a local voucher?A. A local voucher is a request for reimbursement of expenses incurred while conducting government business less than 12 hours outside the established local commutable area. POV mileage expense (if approved) or miscellaneous expenses if preapproved by Approving Official. Example: turnpike tolls, parking fees.

FAQs


FAQs - Continued

3. What do I do when I need to make a change or addition to my authorization?

Follow procedures on “Amendments / Adjustments” located in this manual.

Note: If travel has already commenced DO NOT amend your authorization, all adjustments are made to your voucher.

4. When is In and Around mileage authorized?A. 1. It must be authorized by your supervisor.

2. For instances when government business and/or training is not co-located with lodging or you must drive to obtain meals.

3. A log must be kept with your daily mileage recorded. *See sample at the end of this manual.


FAQs - Continued

5. I can’t find a hotel in DTS?A. The recommended method is to coordinate your reservation directly with a hotel at your TDY location. Verify the per diem rate prior to making your reservation. Add receipts to your voucher upon your return.

6. I am going to a conference. Rooms are blocked. Do I book my hotel through DTS?A. No. Contact the hotel and make your reservations under the blocked rooms. Upon your return, attach your hotel

receipt with your substantiating documents on your voucher.

7. How do I add “Other Ticketed Transportation” if I coordinated an airline ticket directly from Carlson Wagonlit?A. Refer to Chapter 7, Amendments, section 7.2.5.1 “Add ticket Information” of the DTS Document Processing Manual located in the DTS folder under the HRO section of TAGNET and Chapter 2, Authorization (2.6.6). “Other Ticketed Transportation”

8. Can I purchase my airline ticket through an airline service or directly with that specific airline? A. No. You must coordinate airline tickets through DTS or the contracted commercial travel office (CTO).


FAQs - Continued

9. What do I do if I don’t have a Government Travel Card (GOVCC)?A. Use of the Government Travel Card is mandatory. Anyone without a GOVCC must be entered in DTS as exempt. Exempted travelers will use the centrally billed account (CBA) for airline tickets only. The traveler is responsible for all other expenses.

Note: Exempted travelers may request an advance of their per diem entitlement in their authorization.

GOVCC holders are not authorized an advance through their authorization but can use their card to take out a cash withdrawal at most ATMs.

10. How do I cancel an Authorization?A. Refer to “Canceling an Authorization” located in this manual.

11. When do I complete a Voucher?A. Vouchers are to be completed by the traveler within 5

business days upon return from their trip. Refer to “Create a Voucher” located in this manual.


FAQs - Continued

12. Do I use DTS if I have manual orders?A. No. If you have manual orders you cannot use DTS.

Complete a Manual Travel Voucher, DD Form 1351-2, upon your return.

13. Do I use DTS for Over-Seas Travel (OCONUS) ?A. At this time OCONUS travel is NOT to be processed through DTS. You must use manual orders. Hawaii, Alaska, PR and VI are not considered OCONUS in DTS

14. What source documents do I need to submit with my voucher under Substantiating Documents?A. Excess/Checked baggage receipt, rental car receipt, lodging receipt, rental car gas receipt (if over $75), parking receipt (if over $75), registration fee receipt,

airline e-invoice (unless it was centrally billed), Approved Actual Expense Allowance (AEA) (if applicable), non-availability statement (if applicable), copy of signed DD Form 1351-2 (if T-entered).

15. Where do I get my e-invoice for my airline ticket?A. Once you receive a ticketed email notification from CTO, print the attached invoice or use the locator code in the subject line of the email to print the e-invoice from www.virtuallythere.com

http://www.virtuallythere.com/


FAQs - Continued

16. When do I need a Constructive Cost Worksheet?A. If you are authorized by your supervisor to use your POV for Out of State TDY, you must complete a Constructive Cost Worksheet. Approved POV Travel within the state does not need a Constructive Cost Worksheet. See sample located at the end of this manual.

17. What document needs to be submitted with an Authorization for a Technician Attending training?A. An SF 182 “Authorization Agreement and Certification of Training” See sample located at the end of this manual.

18. What if I need a larger rental vehicle?A. Refer to the section on “Booking a Rental Car” located in this manual. If requesting a larger vehicle during the authorization, you will be prompted to provide justification.


FAQs - Continued

19. Do I need an Authorization for one day travel?A. Yes, if traveling out of state (example: one day trip to

Washington DC with No lodging).Yes, if traveling within the state over 12 but less than

24 hours. Lodging is not authorized. Reimbursement will be 75% of the M&IE rate for the TDY location.

No, if traveling within the state less than 12 hours. A local voucher will be submitted if Pre-authorization for POV

travel by command or directorate has been Approved. Refer to section on “1 Day TDY” located in the

Reviewer section of this manual. 20. What if my lodging is over the per diem rate?

A. Every effort should be made to obtain lodging within the per diem rate. If circumstances prevent you from obtaining the per diem rate, submit an Actual Expense Allowance (AEA) request memorandum to the United States Property and Fiscal Officer (USPFO) for approval. ONLY the USPFO can approve lodging above the per diem rate. Attach approved memo with your substantiating documents. *see sample located at the end of this manual. To adjust the entitlements on the voucher once the approved AEA is received, contact your Approving Official for guidance.

21. What if I want to take leave in conjunction with my TDY? A. Refer to DTS Document Processing Manual, Chapter 2,

Authorization section 2.7.3.5, “using leave while on TDY”. Contact your Reviewing Official for guidance.


FAQs - Continued

22. What if meals are provided during a portion or all of my TDY?A. Refer to DTS Document Processing Manual, Chapter 2, Authorization Section 2.7.3.3 “update per diem entitlements-meals” or contact your Reviewing Official for guidance.

23. What if I stay with a friend or relative during my TDY?A. You will not be entitled to reimbursement for lodging per diem, but you will receive per diem for meals and incidental expenses. Ensure you adjust your lodging to zero within the voucher.

24. What if I have to travel to multiple destinations?A. Contact your HRO DTS team for assistance

25. When am I required to use government lodging?A. Military members are required to use government lodging TDY is to a military installation. If government lodging is not available at that location, traveler must obtain a statement of non-availability. NDS Technicians are not required to utilize government lodging but may do so if available.**Uniformed travelers to Columbus OH area are required to stay at the Buckeye Inn.**Uniformed travelers to Camp Perry OH area are required to stay at Camp Perry lodging.**Reference AGOH-ZA memo dated 17 March 2005.


Sample Forms


Sample Actual Expense Allowance Request


Sample Log Sheet for In & Around Mileage

LOG SHEET FOR IN & AROUND MILEAGE

NAME OF TRAVELER: _______________ SSN: ___________________ TRAVEL ORDER NUMBER: ____________________ DATE: FROM: TO: TOTAL MILEAGE:


Sample SF 182


SF 182 – second page