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PREFACE

The Directorate for Network Operations (DNO) has established a goal to make all Travel Payments within 10 work days from our date of receipt in order to reduce the baseline cost while maintaining effective and efficient customer service. The DNO Travel Guide is a major step towards meeting our goal. DNO, Travel Division, believes by providing fundamental information on travel claims processing, as a ready reference to all our customers, we can achieve our goals.

This Travel Guide provides relevant information that will benefit all of our customers from the Reservists who may travel once a year, to those Active Duty customers who travel year round. It is our intent to provide the widest dissemination of this document so that all customers can benefit from our processing expertise.

This pamphlet is a joint endeavor of representatives of DFAS-IN/DNO Travel, Accounting, Disbursing and Systems Divisions. The DNO Travel Guide is not intended to replace guidance found in the Joint Federal Travel Regulations (JFTR) Volume 1 or the Joint Travel Regulations (JTR) Volume 2. To better serve our customers please provide comments, recommendations or changes to:

DEFENSE FINANCE AND ACCOUNTING SERVICE - INDIANAPOLIS CENTER

DIRECTORATE FOR NETWORK OPERATIONS

8899 East 56th Street

DEPT. 3700

INDIANAPOLIS IN 46249-3700

I solicit your support on behalf of the entire DNO Travel Division, so that we can maximize customer service and economic benefits. With your support, DNO looks forward to improving our customer service while streamlining our Travel Claims Processing Turn Around Time.

 

 

Robert V. Kurrus

COL, U.S. Army

Director, Network Operations

 

Table of Contents Page

Submission of Travel Claims

Mailing Address - TDY Travel ........................................................................................ 4
Payment of Travel Claims ................................................................................................ 4
Trip Cancellation or Payment of Travel Debt ................................................................... 4
Points of Contact ............................................................................................................. 4
General Policy and Procedures ................................................................................................ 5

Temporary Duty (TDY)

TDY Advances ................................................................................................................ 5
TDY Settlements Completion .......................................................................................... 7
Review of Travel Vouchers ............................................................................................. 9
Attachments for DD 1351-2 TDY Settlements ................................................................ 9
Submission Procedures .................................................................................................... 10

Claims for Reimbursement for Expenditures on Official Business (SF 1164)

SF 1164 (Local/Vicinity Travel) Completion ................................................................... 11
Attachments for SF 1164 ................................................................................................. 12
Submission Procedures .................................................................................................... 12

Other TDY Provisions

Actual Expense Authorization (AEA) .............................................................................. 12
ATM Fees ....................................................................................................................... 12
Direct Deposit/Electronic Funds Transfer (DD/EFT) ....................................................... 13
Extended TDY ................................................................................................................ 13
Supplemental Payments ................................................................................................... 13
Group Orders for Reservists ............................................................................................ 14
TDY Indebtedness ........................................................................................................... 14
Per Diem Allowances ...................................................................................................... 14
New Proportional Per Diem Rates Affect TDY Travelers ................................................ 14
Internet Travel Aids ................................................................................................................. 15
Forms Utilized ........................................................................................................................... 16
Acronyms Used in Travel ......................................................................................................... 16

APPENDIX A - Direct Deposit/Electronic Fund Transfer (DD/EFT)

APPENDIX B - Travel Voucher or Subvoucher (DD Form 1351-2 Oct. 91) and Continuation Sheet

APPENDIX C - Claim For Reimbursement For Expenditures On Official Business (SF 1164) and

  • Continuation Sheet
    •

    • APPENDIX D - Extended TDY Voucher Preparation (Initial and Final Submission)

     

    MAILING ADDRESSES - TRAVEL - The use of First Class and U.S. Priority mail is recommended for the mailing of all travel claims. The following address should be used to mail all travel correspondence/documents for those activities serviced by Directorate for Network Operations. In addition, personnel assigned to the Military Entrance Processing Command and U S Army Retirees filing FINAL SEPARATION vouchers should submit their documents to:

    DEFENSE FINANCE AND ACCOUNTING SERVICE - INDIANAPOLIS CENTER

    DIRECTORATE FOR NETWORK OPERATIONS

    8899 East 56th Street

    DEPT. 3700

    INDIANAPOLIS IN 46249-3700

    The following address should be used to mail all travel correspondence for personnel with travel funded by the Secretary of the Army Financial Operations and Headquarters Military Traffic Management Command:

    DEFENSE FINANCE AND ACCOUNTING SERVICE - INDIANAPOLIS CENTER

    DIRECTORATE FOR NETWORK OPERATIONS

    8899 East 56th Street

    DEPT. 3180

    INDIANAPOLIS IN 46249-3180

    PAYMENT OF TRAVEL CLAIMS - All travel claims should be paid by Direct Deposit/Electronic Funds Transfer (DD/EFT) into your bank account. Submit a SF 1199A (Direct Deposit) located at APPENDIX A to one of the addresses identified above.

    TRIP CANCELLATION OR PAYMENT OF TRAVEL DEBT - If a trip is canceled, the travel advance must be returned. The traveler may return the Treasury Check or send a personal check or money order (made payable to US TREASURY or DFAS-IN/DNO) attached to a copy of the travel orders, to the following address:

    DEFENSE FINANCE AND ACCOUNTING SERVICE -INDIANAPOLIS CENTER

    DIRECTORATE FOR NETWORK OPERATIONS

    8899 East 56th Street

    DEPT. 3700

    INDIANAPOLIS IN 46249-3700

    Personal checks or money orders to make restitution for travel related indebtedness also need to be made out to US TREASURY or DFAS-IN/DNO and mailed to the above address. Travelers should attach a copy of the debt letter to the check or money order.

    POINTS OF CONTACT - All travel inquiries should be directed to the DNO Customer Service representatives at phone number:

    For Dept 3700 call:

    1-888-DFAS-DNO

    (1-888-332-7366)

    		  

    For Dept 3180 call:

    1-317-542-4636

    The Customer Service Representatives have all the resources needed to answer travel questions.

    GENERAL POLICY AND PROCEDURES - The information provided in this pamphlet is designed to assist travelers in the proper preparation of travel claims and to answer questions which may arise concerning travel policies. The Customer Service number listed on page 4 should be used as a first resource to answer such questions.

    a. Travel regulations do not require travel orders to be amended unless the number of days TDY authorized is exceeded by 100 percent or 7 days, whichever is less. Example: If TDY is for 8 days, the traveler may be on TDY for 15 days, including travel time, before an amendment is required. Additionally, official travel may begin as many as 7 days before or after the date indicated on the travel order before an amendment is required.

    b. Travel advance payment policies conform to the Joint Federal Travel Regulations (JFTR), Volume I and the Joint Travel Regulations (JTR), Volume II. Our policy is to process advances 10 workdays prior to the proceed on or about date on a travel order. Requests for advances should be forwarded at least 15 workdays in advance of the proceed date, if at all possible.

    c. Travel advances not properly liquidated will receive one advisory letter and, if not settled in the prescribed 30 day time frame, will be promptly collected from the traveler’s pay unless other arrangements have been approved by DFAS-IN/DNO.

    d. DFAS-IN/DNO requests that the SF 1164 (Claim for Reimbursement for Expenditures on Official Business) be submitted to the travel office on a monthly basis. DFAS-IN/DNO requires that all applicable sections be completed to include block 1 and the "Accounting Classification" section.

    We currently process advances and travel claims using the Integrated Automated Travel System (IATS). Because of the vast geographical area serviced by our office, travel settlements (i.e. SF 1164 and DD-1351-2) are transmitted by Electronic Funds Transfer (EFT) to the traveler’s bank account or paid by check and mailed to the traveler. In accordance with Under Secretary of Defense (Comptroller) policy, EFT will be the standard method of payment for all DOD employees, effective October 1, 1995. EFT for travel payments is not based on your payroll check being direct deposited.

    TEMPORARY DUTY ADVANCES - As a convenient alternative to the issuance of a travel advance, travelers are to use, to the maximum extent possible, the American Express ATM Network for obtaining cash withdrawals for meals and incidental expenses for official travel. Personnel using this service will be billed on their personal American Express Government Card account for ALL cash withdrawals obtained from the ATMs, plus a 2.75% administrative fee.

    Employees may be reimbursed for the administrative fees they are billed, on any amount up to and including that which otherwise would have been advanced for the travel concerned, by claiming the administrative fee as a reimbursable expense in the remarks section of the Travel Voucher or Subvoucher (DD 1351-2). If an ATM advance is obtained, and the TDY is canceled, the administrative fee can be claimed on a SF 1164 submitted with a copy of the TDY orders and cancellation orders.

    NOTE: ADVANCES WILL NOT BE ISSUED TO TRAVELERS HAVING ATM ACCESS WITH THEIR GOVERNMENT ISSUED AMERICAN EXPRESS CARD, EXCEPT IN THE RARE INSTANCES WHERE ATM USE IS NOT PRACTICAL OR IS UNAVAILABLE (i.e., THE LOCATION DOES NOT ACCEPT THE AMERICAN EXPRESS GOVERNMENT CHARGE CARD OR AMERICAN EXPRESS FACILITIES ARE NOT AVAILABLE). TRAVEL ORDERS MUST SPECIFICALLY AUTHORIZE A CASH TRAVEL ADVANCE IF THE AFOREMENTIONED SITUATION ARISES.

    No voucher is required for the payment of travel advances. Fax one copy or mail two copies of your orders to DNO. Include a cover sheet requesting an advance with your name, address and day-time phone number. If you do not have EFT, also include a completed SF 1199A (See Appendix A). If the traveler is an Electronic Funds Transfer (EFT) customer, an address is still required to ensure that the paperwork is mailed to the proper address. An advance can be requested anytime prior to travel but will not be processed until 10 days prior to departure. American Express cardholders may not receive advances except in rare instances.

    Advances will be paid in accordance with the policies provided in the Joint Federal Travel Regulations and Joint Travel Regulations. Unless the travel order specifies otherwise, the travel advance will be limited to the M&IE (Meals and Incidental Expense) rate ($30, $34, $38, or $42) plus itemized miscellaneous "out-of-pocket" expenses for employees who travel more than twice a year and other employees who have been issued an American Express Government Charge Card.

    The travel approving official may, under limited circumstances, increase the amount of the travel advance in such cases when circumstances preclude the use of the Government issued charge card, or the charge card was not offered to the employee or member. The authorization will be shown in the remarks section of the travel order. This exception may not be exercised for travelers who have elected not to accept the Government issued charge card or whose Government charge card has been suspended or revoked because of delinquent payments. All other travelers will receive an 80% advance of the TDY locality rate (lodging, M&IE) plus 100 % other reimbursable expenses, if requested and otherwise authorized. Advances may not be more than 80% unless authorized by the traveler’s major command.

    Generally, advances will not be issued for TDY of one (1) night or less than $50.00. An advance will not be granted if the traveler has failed, for reasons unacceptable to an approving official, to submit a claim on a previous travel order under which an advance was paid, or has not made arrangements for settlement of an outstanding advance or overpayment. An employee will be informed that any overpayment must be paid in full by the employee/member within 30 days. If the employee/member does not make voluntary settlement of the indebtedness, collection action will be taken by payroll deduction plus a $15.00 administrative fee and any applicable interest.

    TEMPORARY DUTY (TDY) SETTLEMENTS: COMPLETION

    General Complete by typewriter, ink or ball point pen. PENCIL WILL NOT BE ACCEPTED. All entries must be legible and complete.
       
    Vouchers DD 1351-2 Travel Voucher or Subvoucher (dated October 1991)

    DD 1351-2C Travel Voucher or Subvoucher (Continuation Sheet) (as needed)

    The 1978 version of the DD 1351-2 should
    not be used if the 1991 version is available.

    The checklist below refers to the October 1991 version of the DD 1351-2 (only) located at APPENDIX B.
       
    Block 1 Put an "X" in the appropriate box of choice.
       
    Block 2 Put an "X" in the box that indicates what type of travel was performed.
       
    Block 3 Do not complete this section.
       
    Blocks 4-7 Self explanatory.

    Note: A current mailing address is needed even if the payment is paid via EFT. The address is used to mail a completed copy of the travel voucher to the proper address.
       
    Block 8 Enter a complete duty/work (DAY TIME) phone number to include area code.
       
    Block 9 Obtained from the travel order.
       
    Block 10 Include all payments applicable to referenced travel order or NONE if not applicable. DO NOT LIST ATM WITHDRAWALS HERE.
       
    Block 11 Complete with permanent duty station information.
       
    Blocks 12-14 Complete as applicable for PCS claims only. DO NOT USE THESE BLOCKS FOR TDY TRAVEL.
       
    Block 15 Itinerary must be complete and exact! The date and hour of departure from and arrival at the permanent duty station or other place where official travel begins and ends, and points at which temporary duty is performed must be shown. These locations should be listed as City and State. All overnight stops must be listed.

    a. Deviations from the TDY orders, such as all non-government travel and return trips home during the TDY, must be shown. When deviations occur, include a statement on the voucher as to the duty beginning and ending time at the TDY point. Use appropriate symbols from the reverse side of the DD 1351-2 for blocks 15d, 15e and 15f.

    b. The number of miles traveled by privately owned conveyance (POC) to and from the TDY point must be shown in 15g.

    c. Do not list unit names or Home of Record (HOR)/Home in the itinerary.
       
    Block 16 Reimbursable Expenses - Show all itemized expenses in this area to include: all lodging costs, mileage to/from commercial transportation terminals, mileage within the vicinity of the TDY point, parking, tolls, taxis, rental car, gas for rental car, commercial airfare (where applicable), registration/conference fees, official local and long distance telephone calls, ATM fees and other authorized miscellaneous expenses.
       
    Block 17 Show all leave taken in conjunction with TDY, enroute to/from TDY point(s) or during the period of TDY. (Civilians include times.)
       
    Block 18 Complete this section only when you use a privately owned conveyance.
       
    Block 19 Blank.
       
    Block 20 Blank.
       
    Block 21 SIGNATURE AND DATE ARE REQUIRED.
       
    Block 22 Authorized approving official will sign and date attesting to the validity of information in the Remarks Section, Block 30.
       
    Blocks 23-29 These blocks are for Finance and Accounting Office use.
       
    Block 30 Complete this section when special authorization is not included in DD1610 prior to travel being performed. May also be used to explain unusual circumstances or to clarify voucher entries on front of the DD 1351-2. No signature is required for clarification statements.

    REVIEW OF TRAVEL VOUCHERS - There is no longer a requirement for a reviewer’s signature on the upper right hand corner. The approving official still must sign in block 22a if they have included an extra entitlement not in the orders in block 30.

    ATTACHMENTS FOR DD 1351-2 TEMPORARY DUTY (TDY) SETTLEMENTS

    Orders (3 copies) DD1610, Format 400 orders or other travel orders and all amendments to the original orders.
       
    Lodging (2 copies) All lodging claimed, enroute or at site. Travelers must include itemized receipt from hotel, motel, other commercial establishment or government facility. If TDY is performed at a military installation where government quarters are available, commercial lodging will not be allowed unless supported by a statement or confirmation number of non-availability or other appropriate justification.

    If double occupancy rates are charged, the voucher must show the name of the other government employee on official travel. One half of the double occupancy charge will be allowed for each employee. If the person sharing the room is not a government employee on official travel, the name is not required. The traveler is responsible for obtaining the single room rate if only the double rate is shown on the lodging receipt.
       
    Rental Car (2 copies) The use of a rental car must be authorized in the travel orders (DD1610). When an authorized rental car is reserved in advance, it is the traveler’s responsibility to see that he or she is charged only the reserved rate. This information is usually on the flight itinerary from SATO or other authorized U. S. Government ticket issuing agency. If the traveler is charged more than the reserved rate, an explanation is required on the voucher. Reimbursement for insurance paid by the traveler will not be authorized (except overseas). Upgrade charges are not reimbursable unless the approving official certifies that the upgrade was necessary to the mission.

    NOTE: PRE-CALCULATION RECEIPTS ARE NOT VALID. TRAVELER MUST BE IN POSSESSION OF FINAL BILL FROM RENTAL AGENCY, WHICH SHOWS PROOF OF PAYMENT AND ITEMIZED EXPENSES.
       
    Transportation (2 copies) Whenever the traveler purchases his or her own commercial transportation tickets, a copy of the receipt (airline, train, etc.), must be submitted with the travel voucher. Reimbursement will be made not to exceed the cost which would have been incurred if transportation had been purchased by the Government.

    NOTE: WHEN TICKETS ARE PURCHASED FROM A TRAVEL AGENCY OTHER THAN THOSE UNDER CONTRACT WITH THE U. S. GOVERNMENT, REIMBURSEMENT OF THE COST OF TICKETS COULD BE DENIED.
       
    DD730/ Proof of Return of Unused Tickets (2 copies) of any cancellation form for government procured transportation issued. Do NOT send unused airline tickets with the travel voucher. Turn them in to the issuing activity.
       
    Registration/ Conference Fees (2 copies) Registration/conference fees must be included in the travel orders. List all meals included in the cost of registration fees, by meal(s), i.e. (B-breakfast, L- lunch, D-dinner) and the date(s).
       
    Miscellaneous Expense (2 copies) of any additional authorized expense receipts that are $75 or more. If small items of expense, such as gas, tolls, or parking charges are lumped together and exceed $75, show on the voucher the individual breakdown of expenses. Example: a claim for $26 in gas would be entered as follows:

    Block 16a = Feb. 1-7;

    Block 16b = Gas $6, $7, $13;

    Block 16c = $26.
       
    Foreign Travel If travel was to a foreign country, include on the voucher the amount claimed in foreign currency, amount claimed in U. S. Currency and the CONVERSION RATE USED.
       
    Miscellaneous Attachments (2 copies) of certificates for non-availability of government (quarters and/or meals for military), letters approving actual expense allowance or other pertinent letters/forms. Control numbers for statements of non-availability may also be used instead of the paper copy. These numbers must be on the voucher and list what wasn’t available (i.e.; meals and/or lodging).
     
    NOTE: CREDIT CARD RECEIPTS CANNOT BE USED AS THE PRIMARY RECEIPT FOR LODGING, RENTAL CAR OR COMMERCIAL TRANSPORTATION (AIRLINE TICKET, TRAIN, OR BUS). RECEIPTS ARE REQUIRED FOR LODGING REGARDLESS OF THE AMOUNT AND RENTAL CARS IF OVER $75 DOLLARS.

    SUBMISSION PROCEDURES - Submit each DD 1351-2 separately. If you have several vouchers, each voucher must be assembled as a separate claim and mailed in the same envelope. DO NOT STAPLE SEPARATE CLAIMS TOGETHER. To allow each budget officer to effectively track the expenditure of funds, each DD 1351-2 should be submitted for payment within five (5) days of return.. However, in all instances a voucher must be submitted for payment no later than 30 days after the end of the fiscal year in which travel was performed. In all cases the traveler should retain a complete copy of the claim.

     

    F1164 (Local/Vicinity Travel) Completion:

    General Complete by typewriter, ink or ball point pen. PENCIL WILL NOT BE ACCEPTED. All entries must be legible and complete.
       
    Voucher Claims For Reimbursement For Expenditures On Official Business (SF 1164) and Continuation Sheet.

    The checklist below refers to the sample SF 1164 located at APPENDIX C.
       
    Section 1 Show the complete address of the traveler’s assigned organization.
       
    Section 2-3 Finance and Accounting Office use.
       
    Section 4a Complete NAME, RANK or GRADE.
       
    4b Must include social security number.
       
    4c Complete address is required even if payment is being made by Electronic Funds Transfer (EFT).
       
    4d Include complete duty telephone number.
       
    Section 5 Finance and Accounting Office use.
       
    Section 6 Complete this section fully, explaining the nature of expenses being claimed and total amounts of reimbursement being requested.

    a. If round trip mileage is being claimed to an alternate duty location, and this trip was performed on additional days, only one trip needs to be shown and an annotation as to the dates the same additional trips were made.

    b. If reverse side is needed for additional expenses be sure to carry amounts to the front page.
       
    Section 7 Include in this section the TOTAL amount of the claim. Transfer subtotals from the reverse to the front.
       
    Section 8-9 Must have the original signature and date of an authorized approving official. Voucher CANNOT be processed without this signature!
       
    Section 10 Must have the traveler’s original signature and date.
       
    Section 11-12 For Finance and Accounting Office use.
       
    Accounting Classification This section must be completed by the funds certifying official, resource advisor or person appointed by the organization for funds control. SF 1164, payment vouchers, will be returned if this section is not complete.

    NOTE: A STANDARD DOCUMENT NUMBER AND MONEY AMOUNT MUST BE INCLUDED OR CLAIM WILL BE RETURNED UNPAID.

    ATTACHMENTS FOR SF 1164

    Voucher (original plus one) front and back pages (if used).
    Receipts (2 copies) of any receipt for an item of expense $75.00 or more.

    SUBMISSION PROCEDURES - Submit each SF 1164 monthly. If you have several SF 1164s to submit, each voucher must be assembled as a separate claim and may be mailed in the same envelope. DO NOT STAPLE SEPARATE CLAIMS TOGETHER. To allow each budget officer to more effectively track the expenditure of funds, each SF 1164 should be submitted for payment within five days of the end of the claim. In all cases the traveler should retain a complete copy of the claim.

    OTHER TDY PROVISIONS

    1. ACTUAL EXPENSE AUTHORIZATION (AEA) - AEA may be authorized before travel begins or approved after travel has been performed. AEA requests should be sent to the appropriate office listed in the Joint Travel Regulations (JTR), paragraph C4603.E (Civilian) or Joint Federal Travel Regulations (JFTR), Chapter 4, Part C (Uniformed Service Members). Three copies of the approved Actual Expense Authorization should be attached to the voucher.
       
    2. ATM FEES - ATM cash withdrawals shall be limited to amounts to cover the meals and incidental expenses portion of per diem, plus miscellaneous reimbursable expenses which cannot be charged to the card, such as taxis, local public transportation, tolls, parking fees, and gasoline. Funds will not be withdrawn for lodging, car rental or commercial transportation. These expenses may be charged to the American Express Card.

    When travel is performed enter the amount of the withdrawal(s) in block 16 of the DD 1351-2, e.g; "ATM withdrawal 200.00." In the column titled "amount" enter the 2.75 percent ATM transaction fee, in this case, $5.50. However, when travel is not performed, submit a request for reimbursement on a SF 1164. Enter "ATM withdrawal (amount)" in section 6 and in the column titled "amount claimed" enter the 2.75 percent ATM transaction fee. Additionally, a copy of the order and cancellation must be attached to the SF 1164.

    NOTE: ATM WITHDRAWAL FEES WILL NOT BE REIMBURSED IF THE TRANSACTION OCCURRED MORE THAN TWO WORK DAYS PRIOR TO THE SCHEDULED DEPARTURE DATE OF THE TDY. FEES FOR ATM WITHDRAWALS MADE AFTER THE LAST DAY OF TRAVEL ARE NOT REIMBURSABLE.
    3. DIRECT DEPOSIT / ELECTRONIC FUNDS TRANSFER (DD/EFT) - EFT for travel payments is not based on your payroll check being direct deposited. Each traveler must apply to this office to start or change direct deposit of his/her travel payments. (DD/EFT is the standard method payment within DOD for all travel related payments, effective October 1, 1995.)
       
    4. EXTENDED TDY (located at APPENDIX D) - Extended TDY includes travel for training (courses of instruction) in excess of 30 calendar days and less than 140 days or a TDY assignment over 180 days in one location.
       
      Advance of Funds: DFAS-IN/DNO will issue a travel advance covering the first 30 days of TDY. Include statements of non-availability if you are going to a military installation. You may be refused an advance if you do not include this information. We will advance 80% of the total Per Diem rate if you do not have an American Express charge card.
       
      Filing Procedures: You should file your first 15-30 days of expenses for long term TDY as soon as this filing period has elapsed; however, it must cover at least 15 days. We suggest that you submit your claim to receive the payment in time to pay your monthly lodging costs in a timely manner.

    For example, TDY begins June 20. Lodging costs are from June 20 to July 19. You may want to submit your first claim on July 5, for the period June 20 through July 4, 2400 hours local time.

    DFAS-IN/DNO will process your travel claim for the initial 15 days. Subsequent claims should be submitted for 30 day periods (in this example, for the period July 5 through August 3.) Travel vouchers are to clearly show all travel (including authorized and voluntary returns to the permanent duty station (PDS)/residence, side trips, all other travel to locations other than the PDS, etc.).

    All leave and/or return to the PDS or residence must be shown on the travel claim. Leave or return to the PDS/residence will reduce your entitlements since per diem is not payable in these situations.

    NOTE: ADVANCE(S) WILL NOT BE DEDUCTED UNTIL THE FINAL VOUCHER FOR THAT SPECIFIC TDY IS SUBMITTED. MOST OFTEN THIS CREATES A DEBT, SINCE MOST INITIAL ADVANCES ARE FOR 30 DAYS AND THE FINAL VOUCHER PAYMENT IS FOR LESS THAN 30 DAYS.
       
    5. SUPPLEMENTAL PAYMENTS - When it is suspected that an error/omission has been made in the payment of a settlement voucher, please contact our Travel Customer Service representatives for information on filing a supplemental claim. As a minimum the following must be included:
    a. A revised DD 1351-2 marked SUPPLEMENTAL (for items incorrectly claimed/paid, or not claimed on the original voucher). Provide a full explanation of the item(s) of expense in question on the revised claim or separate sheet of paper.
    b. A copy of the computer generated Travel Voucher Summary.
    c. A copy of the initial DD 1351-2 and continuation pages.
    d. Two copies of the orders and any amendments (to include reverse side if applicable).
       
       
    e. A copy of all supporting documentation applicable to the supplemental claim. If not available, provide a written statement attesting to the accuracy of items claimed for which no receipt is available. Statements should reflect, as a minimum, the same information that would have been on the receipt had it been available.
       
    6. GROUP ORDERS FOR RESERVISTS - Reservists on group travel orders must include either an Annex E or an amendment for transportation entitlements and/or statements of non-availability for mess and/or lodging with all vouchers. You must also include any specialized instructions (e.g.; rental car authorization).

    NOTE: DO NOT FILE THE VOUCHER IF YOU DO NOT HAVE ANY OF THESE DOCUMENTS!
       
    7. TDY INDEBTEDNESS - Travelers should never remit a personal check or money order for payment of a suspected travel indebtedness until they have received a letter of notification of the exact amount of overpayment from DFAS-IN/DNO. This letter is very important. It indicates the proper accounting classification necessary for deposit purposes for our Disbursing Office and the "remit to" address. In addition, the submission of a personal check or money order prior to the submission of a supplemental claim could result in the collection being improperly applied and the travel indebtedness erroneously remaining outstanding.
       
       
    8. PER DIEM ALLOWANCES - The per diem allowance is a daily payment instead of actual expenses for lodging, meals and related incidental expenses. The per diem allowance is distinguished from transportation and other miscellaneous travel expenses and covers charges, including taxes and service charges where applicable, for the following types of expenses:

    a. Lodging. The term "lodging" includes expenses for overnight sleeping facilities and personal use of the room during the daytime. The term "lodging" doesn’t include accommodations on airplanes, trains, buses or vessels. Such cost is included in the transportation cost and isn’t considered a lodging expense.

    b. Meals. Includes the cost of breakfast, lunch and dinner and all taxes and tips (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons).

    c. Incidental Expenses. Such expenses include:

    1. Fees and tips to bellhops, maids, porters, and baggage persons in hotels, stewards or stewardesses and others on vessels, and hotel servants in foreign countries (see par. U3610-C for reimbursement of fees and tips at transportation terminals);

    2. Personal laundry and cleaning and pressing of clothing;

    3. Service charges for fans, air conditioners, and heaters furnished in rooms when the charges aren’t included in the room rate;

    4. Telegrams and telephone calls necessary to reserve lodging accommodations;

    5. Mailing cost associated with filing travel vouchers and payment of Government travel charge card billings;

    6. Local transportation including usual tips, between places of lodging or duty and place where meals are taken when not otherwise reimbursable under Chapter 3, Part F and Chapter 4, Part F;

    7. Taxes and service charges on any of the expenses in items 1 through 3f;

    8. In addition to the expenses in items ‘8a’ through ‘8c8’, any other necessary expenses related to rooms, lodging, or valet service (other than barbers, hairdressers, manicurists or masseurs) which are listed in the account.
    9. NEW PROPORTIONAL PER DIEM RATES AFFECT TDY TRAVELERS - New proportional per diem rates, that affect the amount of per diem temporary duty travelers receive, went into effect October 1, 1996. Under the new system, the rates travelers are paid will be determined by their order approving official, based on the availability of government meals at the TDY location and the mission requirements. The new rates apply only to the meal portion of per diem; the lodging and incidental expense portion of per diem are not affected. There are now FIVE per diem options available: Actual Expense, Government Meal Rate (GMR), Commercial Meal Rate (CMR), Deductible Meal Rate, or the new Proportional Meal Rate (PMR).

    The order-approving officials WILL select one of the following options:

    a. Actual Expense - no change.

    b. Government Meal Rate (GMR) - $7 plus the appropriate incidental expenses portion of per diem or the OCONUS locality incidental rate as prescribed by JFTR.

    c. Commercial Meal Rate (CMR) - The full amount of the applicable locality meal rate plus incidental portion of per diem.

    d. Deductible Meal Rate - Incidental Expense portion of per diem is $2 per day in CONUS, and $3.50 per day OCONUS.

    e. Proportional Meal Rate (PMR) - The (GMR) plus the locality meal rate divided by 2, rounded to the nearest dollar, plus the appropriate incidental portion of per diem.

    The Order Approving Official WILL DIRECT in the orders:

    a. the use of a government mess when the government mess is available and the traveler is quartered on a U.S. installation.

    b. the PMR when it is known in advance one or two government meals WILL NOT be available for the duration of the TDY or on a specific day, and the member is quartered on a U.S. installation.

    NOTE: IF THE ORDER APPROVING OFFICIAL DOES NOT "DIRECT" GMR OR PMR, THE MEMBER WILL BE REIMBURSED AT THE COMMERCIAL MEAL RATE.

    It is the traveler's responsibility to satisfy the Order Approving Official’s requirements in order to effect these changes after the travel has been completed.

    INTERNET TRAVEL AIDS

    http://www.dtic.mil/perdiem/ The current per diem rates are included on this page. The automated JFTR is also located here. The main DFAS home page is http://www.dtic.mil.
       
       
       
    http://www.MAPQUEST.COM This page gives the mileage from point A to point B. Just click on the interactive atlas entry point. This may not be the exact mileage travel will pay, but it will be very close.
    http://www.olsen.ch/ or http://www.oanda.com/site/ cc_index.html This is a currency converter page. Click on the currency converter entry point or the 164 Currencies Converter option on the second site (which will eventually replace the first). This will give the exchange rates by date. You only need to use this if you neglected to obtain that rate while you were overseas. Travel will use this page to verify any rate you use.
       
    http://www.mit.edu:8001/geo This page will give you the county of the TDY point. Per Diem rates are based on the county, so you can use this in conjunction with the Per Diem rate page to obtain proper dollar figures.

    FORMS USED - DFAS-IN/DNO processes the following travel forms:

    a. DD 1351-2 (Travel Voucher or Subvoucher) - Used for the submission of temporary duty claims and supplemental payments. May also be used as a continuation sheet if DD 1351-2C is not available.

    b. DD 1351-2C (Travel Voucher or Subvoucher) (Continuation Sheet) - Used as a continuation sheet with the DD 1351-2 when additional items or space are required.

    c. DD1351-3 (Statement of Actual Expense) - Used to claim actual expenses when authorized while on official travel. Must be accompanied by a completed DD 1351-2. Three copies of the approved Actual Expense Authorization (AEA) must be attached to your voucher.

    d. SF 1164 (Claim For Reimbursement For Expenditures On Official Business) - Used for submission of local/vicinity travel and other miscellaneous expenses when a travel order is not required. May also be used with the DD 1351-2, as an attachment, for vicinity mileage in the area of a TDY point.

    e. SF 1199 (Direct Deposit) - Used to initiate or change financial institution information you desire travel DD/EFT transactions of this form to be sent to. If used for payroll purposes, and you desire your travel deposits to be sent to the same financial institution, please ensure Travel is given a copy because the payroll and travel systems use separate databases.

    ACRONYMS USED IN TRAVEL

     

    AEA Actual Expense Authorization
       
    AMEX American Express Credit Card Program
       
    CMR Commercial Meal Rate
       
    DFAS-IN Defense Finance and Accounting Service - Indianapolis
       
    DNO Directorate for Network Operations
       
    DSN Defense Switching Network (Formerly AUTOVON)
       
    EFT Electronic Funds Transfer (direct deposit of travel payments to bank accounts)
       
    GMR Government Meal Rate
       
    IATS Integrated Automated Travel System (system used in the computation of travel claims)
       
       
    JFTR Joint Federal Travel Regulation (regulation that governs military members’ travel)
       
    JTR Joint Travel Regulation (regulation that governs civilian employees travel)
       
    PDS Permanent Duty Station (the place where an employee reports for duty)
       
    PMR Proportional Meal Rate
       
    SATO Scheduled Airline Ticket Office (office that issues government procured (contract) commercial transportation - also known as LIFCO, Wagon Lit, Crimson Travel, etc.)
       
    TDY Temporary Duty (travel away from a permanent duty station to perform duties for a temporary period of time and upon completion of assignment return or proceed to permanent duty station)

    APPENDIX A - Direct Deposit/Electronic Fund Transfer (DD/EFT)

    APPENDIX B - Travel Voucher or Subvoucher (DD Form 1351-2 Oct91)

    APPENDIX B - Travel Voucher or Subvoucher (DD Form 1351-2 Oct. 91) Back Page

    APPENDIX B - Travel Voucher or Subvoucher (Continuation Sheet) (DD Form 1351-2C Oct. 91)

    APPENDIX C - Claims For Reimbursement For Expenditures On Official Business (SF 1164)

     

    APPENDIX C - Claims For Reimbursement For Expenditures On Official Business (SF 1164

  • Continuation)
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    APPENDIX D - Extended TDY Voucher Preparation (Initial Submission)

     

     

    APPENDIX D - Extended TDY Voucher Preparation (Final Submission)