defense travel management · pdf filedefense travel management office ... –...
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)Department of Defense
For Official Use Only
Travel Policies
DTA JumpStart @ Connect 2011 Seminar April 2011
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Agenda
• Sources of DoD TDY Travel Policy• Government Travel Charge Card (GTCC)• Transportation• Per Diem – Lodging, Meals, Incidental Expenses• Reimbursable Expenses• Special Situations• Filing Vouchers
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Resources
• Joint Federal Travel Regulations, Volume 1 (JFTR)– For uniformed members
• Joint Travel Regulations, Volume 2 (JTR)– For DoD civilians
• JFTR/JTR – Appendices– G = Reimbursable expenses while TDY– O = TDY travel (going away)– P = City pair program
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
The Most Important Regulation of All
• Absence of prohibition does not imply permission– Paraphrased from JFTR, par. U1000-C and JTR, par.
C1050-A
• When deciding whether to approve reimbursement for a particular expense– Must prove the regulations allow it– Never need to prove they don’t allow it
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ANY GUESSES?
WHAT DOES THAT MEAN?
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Government Travel Charge Card
• Mandatory for all, but exceptions exist– Most common = infrequent traveler (up to 2x per year)
• Use– Must use for official travel expenses when possible– May withdraw cash at ATM
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – Government Travel Charge Card
• Only claim for reimbursable, travel-related expenses– Some travel-related expenses are not reimbursable– Some require pre-travel authorization
• ATM advances– Claim for fees charged– Don’t claim for amount of advances received
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Commercial Air Basics
• Default transportation mode for official travel• Must be arranged by Commercial Travel Office (CTO)
(if available)• DoD standard is for traveler to use:
– American flag carrier (Fly America Act)– Government contracted air fare (City Pairs)– Economy/Coach class seat
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Commercial Air Approval
• AO can authorize some non-standard requests– Non-government air fare– Foreign flag carrier (if specific criteria are met)
• However, for “other than economy/coach class” travel– Regulations very complex
• Specifics available in JFTR/JTR– Authorization level varies per chain of command
• First class = Min. 3-star or civilian equivalent• Business class = Min. 2-star or civilian equivalent
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – Commercial Air
• Claim correct amount– DTS quote on authorization is estimate– Actual expense required
• Provide receipt if claiming $75 or more– Even if booked in DTS
• Don’t claim reimbursement if paid via CBA
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Rental Car Basics
• Most important rules:– Encourage using a company that participates in U.S.
Government Rental Car Agreement– Must use a CTO to obtain vehicle– Compact is default size– First choice is lowest cost that meets mission needs
• Justification required for any variance
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Rental Car Costs
• Standard reimbursable items– Rental price + tax– Local assessments– Gasoline and oil– Transportation to and from the rental facility
• Standard reimbursable items (if mission-essential)– GPS– Snow tires – Toll-collection transponders
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – US Government RCA
• Participating companies generally available at CONUS and OCONUS locations
• Covers• Unlimited mileage• All necessary insurance CONUS
– Extra insurance MAY be required OCONUS• Underage driver fee• Additional driver fee
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Rental Car Use
• Official business only– Duty sites– Lodging– Dining facilities– Drugstores– Barber shops– Places of worship– Cleaning establishments– For traveler’s subsistence, health, comfort
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – POC Use
• Privately-owned conveyance (POC) – If advantageous to Government: full reimbursement– Otherwise: limited reimbursement
• Mileage– Drive to / from TDY location (aka, en route)
• Use Defense Table of Official Distances (DTOD)– ZIP to ZIP in CONUS & non-foreign OCONUS– City to city in foreign OCONUS
– Drive at TDY location (aka, in-and-around)• Use odometer
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – POCs and Rental Cars
• No mileage reimbursement for rental cars• No gas/oil reimbursement for POC (usually)• No mileage allowance for passengers• Claim en route and in-and-around mileage separately
– Avoid appearance of too much en route mileage
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Transportation – Allowable Travel Days
• Commercial air– In CONUS or one OCONUS area = 1 day– Between CONUS and OCONUS = Ticketed times– Between OCONUS areas = Ticketed times
• Ticketed ground transportation (bus, train)– Ticketed times
• POC, Government vehicle, rental vehicle– 400 miles (or part thereof) per day
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Government Lodging
• AO may direct Government quarters only if:– Traveler is a uniformed member,– Traveler is TDY to installation, AND– Quarters exist on that installation
• Traveler must include non-availability number if directed Government lodging is not available
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Commercial Lodging
• Maximum daily reimbursement limited by locality– Taxes do not count against CONUS lodging limit
• Also applies to non foreign-OCONUS• Claim as a reimbursable expense
• If CTO cannot find lodging under per diem, AO can authorize higher rate– 300% rule– DTS calculates for you
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Other Lodging
• Civilians can be reimbursed if staying with relative or friend– Actual documented additional expense– Not a fixed rate– Estimated costs are not acceptable
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – Lodging
• Hotel bill– Only claim actual (not default or estimated) cost– Only claim reimbursable costs
• OK: Parking, official phone calls, etc. (if authorized)• NO: Restaurant charges, bar tabs, movies, etc.• Receipt required for ANY lodging expense
• Tax– If foreign OCONUS, include with lodging cost– Otherwise, claim tax separately– Don’t claim full tax if voluntarily paying over per diem
• Attach non-availability statement if applicable
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Meals
• First /last day = 75% of TDY rate
• Other days– Full (locality) meal rate unless meals are:
• Available (in Government facility)• Provided (purchased by Government)
– Does not apply to complementary meals
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Alternate Meal Rates
• Proportional Meal Rate (PMR)– 1 or 2 meals available or provided– Average of locality rate and GMR
• Government Meal Rate (GMR)– 3 meals available
• TDY to installation• Staying in Government quarters• Government mess on same installation
• No meal rate– 3 meals provided
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Alternate Meal Rates (continued)
• Authorized before TDY commences– May be increased for “missed meals”– May be reduced if meal provided
• Typically authorized by AO– Training facility commander can also authorize PMR
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Per Diem – Incidental Expenses
• How much?– CONUS = $5.00 / day– OCONUS = Locality rate or $3.50/ day
• Covers small, ad hoc expenses
• Received with authorized meal rate– Can receive without meal rate if Essential Unit Messing
(EUM) authorized
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – M&IE
• DTS applies per diem rates for TDY location
• Identify correct TDY location– If exact location is unavailable
1. Use default county rate2. Use standard CONUS rate
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Reimbursable Expenses
• Travelers reimbursed for necessary, reasonable travel-related expenses– ATM fees– Passport + associated fees– CTO fees– Energy surcharge/resort fees– Lodging taxes (except foreign OCONUS)– Cost of traveler’s checks, money orders– Currency conversion fees/government check cashing
• Nothing for gains/loses on back and forth– Use of computers/printers/fax machines, etc.– Use of in-flight communications/computer connections
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Reimbursable Expenses (continued)
• More reimbursable expenses:– Costs of transportation to / from terminal– Driving fees (parking, tolls, ferry) – Transportation tips– Baggage tips (ex. civilians for personal property)– Parking fees at terminal (up to cost of taxi)– Transportation costs at TDY location– Laundry / dry-cleaning:
• CONUS only, during TDY• Military – after 7 nights TDY, max $2/day • Civilians – after 4 nights TDY, no published limit
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Reimbursable Expenses (continued)
• More reimbursable expenses:– Official calls home– Typing services/clerical assistance– Service fees for interpreters/guides/drivers– Storage of property used for official business– Room rental used for official business– Excess baggage– Registration fees– Dual lodging costs– Lodging late checkout fees
• See JFTR/JTR, Appendix G for details
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – Reimbursable Expenses
• Only claim an expense once– Change estimate vs. add new expense– Don’t add reservations again– Know your CTO fare rules
• Claim for actual amount, not estimate
• Civilians can’t claim for personal baggage tips
• Taxis are not rental cars!
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
More Key Points – Reimbursable Expenses
• Currency exchange– Claim correct currency ($30 vs. €30 or ¥30)– Provide and claim currency conversion rate
• Don’t claim non-reimbursable expenses– Curbside baggage check-in fees– Hotel concierge or housekeeping– Workout /gym fees– Batteries, tools, or film– Gifts for child or pet care givers
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Special Situations – No Lodging TDY
• TDY outside limits of PDS– Transportation can be reimbursed
• Reservations should be made through CTO– TDY over 12 hours
• Receive 75% of locality M&IE for each day• Highest rate if more than one TDY location
– TDY 12 hours or less• Usually no M&IE approved
– Uniformed members may receive actual meal expense, up to PMR
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Special Situations – No Lodging Local
• Within limits of PDS (local travel)– Transportation can be reimbursed– Special rule for POC use
• Use odometer for miles driven• Reimbursement = rate x miles less:
– Normal commute cost OR– Normal commute distance
– Per diem not authorized• Exceptions
– Threat to life or Government equipment– Arms control inspector escorts
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Special Situations – Field Duty and Vessels
• Field Duty– No per diem
• Lodging, meals normally provided• Civilians may be reimbursed for food costs
• TDY aboard vessels– No per diem
• Lodging, meals normally provided• Civilians may be reimbursed for food costs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Filing Vouchers
• Submit voucher within 5 business days– Per DoDFMR
• Provide receipts for:– Lodging (regardless of cost)– Single expenditures of $75 or more
• Comply with local policies and procedures
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Key Points – Filing Vouchers
• #1 Issue: RECEIPTS– Not attached to voucher– Not legible– Don’t match claims
• Itinerary/traveler– Incorrect itinerary dates or locations– Incorrect trip length indicator (1-day travel)– Incorrect form (voucher / local voucher)
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
For Official Use Only
Summary
• Sources of DoD TDY travel policy– JFTR, JTR (incl. App. G, O, P)
• GTCC• Transportation
– Comm. Air, Rental Car, POC• Per diem
– Lodging, meals, incidental expenses• Reimbursable expenses• Special situations
– No lodging, field duty, vessels• Filing vouchers (DoDFMR)
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