Army Active Duty TDY Deployment - Temporary Change of Station (TCS)

Transportation Allowances

Most deployment orders authorize Government Transportation at no cost to you. You will be reimbursed per diem for travel days.

When government transportation is not directed, commercial travel by airplane, rail, bus, or ship is generally the most advantageous method of transportation and should be selected when reasonably available. Of these types, the most preferable is travel by airplane if the distance is greater than 250 miles. Rail, public transit, or rental car are the most advantageous methods of travel for distances of 250 miles or less.

If traveling by POV, reimbursement will be limited to the constructed cost of airfare unless the AO authorizes the use of POV on a case-by-case basis in accordance with guidance. Travelers using POV rather than the authorized mode of transportation are required to provide a constructed travel worksheet. The constructed cost is the sum of the transportation ticket cost, the Travel Management Company (TMC) fee, and other related costs that include, but are not limited to, taxi and Transportation Network Companies (TNC) fares, terminal mileage, baggage fees, ferry fees, parking, or rental car when authorized and necessary.

If your travel arrangements are missed or cancelled, notify the Travel Management Company (TMC)  and your AO as soon as possible to change travel arrangements.

If you drive to the transportation terminal (airport or rental car facility) enter the number of miles to the transportation terminal in box 15f of the 1351-2. Once TDY is completed ensure miles are entered back to HOR. If you drive to the TDY location mileage will be paid per the Defense Table of Official Distances.

If your travel arrangements are missed or cancelled, notify the Travel Management Company (TMC)  and your AO as soon as possible to change travel arrangements.

If you drive to the transportation terminal (airport or rental car facility) enter the number of miles to the transportation terminal in box 15f of the 1351-2. Once TDY is completed ensure miles are entered back to HOR. If you drive to the TDY location mileage will be paid per the Defense Table of Official Distances.

Types (Block 15 of 1351-2):

• Government provided transportation
  ​Is owned leased or chartered and operated by the Government and is provided at no cost to you. 

• ​Purchased commercial transportation
  If authorized, your orders will state transportation mode is authorized via centrally billed account (CBA).

• Personally purchased transportation
  Your orders will state transportation mode is authorized via individually billed account (IBA) for airfare reimbursement and/or rental car. Be sure to use the TMC to purchase transportation or reimbursement may be limited to the Government cost.

• Privately owned vehicle or private auto (POV/PA)
  You cannot be directed to use a POV for official travel.  Reimbursement amount depends on if it is more advantageous to the Government than other modes.  Reimbursement may be limited.

Miscellaneous Reimbursable Expenses by Authorized Transportation Mode (Block 18 of 1351-2):

The following is provided for your convenience and are the most common expenses. The following list is NOT all inclusive, for additional items, please see: JTR Chapter 2 paragraph 020207 through 020213.

• Commercial Transportation - Air, Train, Ship or Bus
  • ​Fees for first checked bag
  • Excess accompanied baggage when it is authorized or approved
  • Transportation terminal mileage
  • Baggage handling tips (traveler with a disability)
     
• Government Automobile
  • Gas and oil
  • Ferry fares
  • Tolls
  • Parking fees (when authorized or approved)
     
• Rental Vehicle
  • Gas or oil (prepaid fueling is not authorized)
  • Tolls (when authorized or approved)
  • Ferry fares (when authorized or approved)
  • Parking fees (when authorized or approved)
  • Toll-collection transponder (when authorized or approved)
     
• POV (only approved if it is more advantageous to the Government)
  • Ferry fares
  • Tolls
  • Parking fee (Reimbursement for parking POV at the terminal is limited to the cost of two one-way taxi fares.)
  • In and around mileage (The current rate is updated annually and can be found at Defense Travel Management Office (DTMO) within the Travel & Transportation Rates tab.)

Per Diem (Meals & Incidentals)

Once you have arrived at your TDY location you will receive the daily incidental expense (IE) rate of $3.50 at OCONUS locations and $5.00 at CONUS locations. For additional information regarding Per Diem allowances, please see below.  

Rates:

Per diem rate is based on your TDY location. To determine per diem visit Defense Travel Management Office (DTMO). 

Meals (Block 19 of 1351-2):

• Government Meal Rate (GMR) must be directed on your orders
  Applies when TDY to a U.S. Installation and in Government lodging or Integrated Lodging Program (ILP) facility.  All three meals are available in a Government dining facility. 
  NOTE: Government meal rate does not apply on the first and last days of travel.
   
• Proportional Meal Rate (PMR)
  Applies when one or two meals are provided to you at no cost. The PMR is computed by averaging the standard GMR and the meals portion of the applicable locality rate. 
  NOTE: Proportional meal rate does not apply on the first and last days of travel.
   
• Commercial Meal Rate (CMR)
  Based on the TDY location or stopover point.  All meals are purchased on the economy.
   
• Deductible (DED)
  Applies when all three meals are provided to you at no cost. You will receive incidental expenses (IE) only.
  • CONUS-IE rate is $5.00. 
  • OCONUS-IE rate is $3.50.

Incidental Expenses (IE) (Block 18 of 1351-2):

• Covers expenses to include but not limited to:
  • Fees and tips for porters, baggage carries, and hotel staff
  • Courtesy transportation
  • Laundry and dry cleaning (OCONUS only)
  • Service charges

Per Diem Lodging Expenses

If the Government directed quarters and meals are not available, you will need a statement of non-availability (SNA) for reimbursement. 

Rates:

Per diem rate is based on your TDY location. To determine per diem visit Defense Travel Management Office (DTMO).

Lodging (Block 15 of 1351-2):

• Integrated Lodging Program (ILP)
  A traveler must use the Integrated Lodging Program facilities, if available. ILP has Government lodging, Privatized Lodging and Preferred Commercial Lodging. Failure to follow the ILP guidelines will result in reduce lodging reimbursement.  For more information please see the program information on the DTMO website. 
   
• Government Quarters
  When you are ordered to a U.S. Installation you must use available Government quarters.
   
• Commercial Lodging
  You are responsible for any charges in excess of the per diem rate. Note: Lodging receipt must include:
  • Lodging name and address
  • Your name
  • Check-in/check-out dates
  • Means of payment (VISA, Mastercard, etc...)
  • Dollar amount with charges itemized
  • A zero balance (proof that you paid for your entire stay)
    Note: Lodging or room taxes are claimed separately in block 18 on your 1351-2.

Miscellaneous Reimbursable Lodging Expenses (Block 18 of 1351-2):

• ​Internet (Wi-Fi) if required for official purposes
• Certain fees that are not optional-please note: must be authorized prior to travel
  • Tourism
  • Safe
  • Service
  • Resort
• If the TDY is canceled or curtailed
  • Non-refundable deposits
  • Prepaid rent
  • Late and early departure fees
• Retained lodging
• Airport daytime lodging
• Dual lodging
• Early or late check-in fee

Miscellaneous Reimbursable Expenses (Block 18 of 1351-2)

The following is provided for your convenience and are the most common expenses. The following list is NOT all inclusive, for additional items, please see: JTR Chapter 2 - Table 2-24.

• International transaction fee of up to 1% for qualifying transactions charged by the Government Traveler Charge Card (GTCC) provider or a personal charge card if exempt from using the GTCC
• Merchant surcharge of up to 4% on the GTCC or a personal charge card if exempt from using the GTCC
• Foreign currency conversion fees
• Charges for immunizations, inoculations, and other disease preventative medical prophylaxes required for official travel to or from OCONUS
• Cost of a birth certificate when required for travel to foreign locations
• Costs related to obtaining a visa, passport, or green card when required for official travel

Additional TDY Allowances (Block 18 of 1351-2):

If the following expenses are authorized you may receive reimbursement for:

• Temporary Storage of  household goods (HHG) and or privately owned vehicle (POV)
• Shipment of HHG at the TDY Weight allowance
• Excess baggage

Documentation

Required Forms:

• DD 1351-2 Travel Voucher
   
• DD 1351-2C Travel Voucher Continuation
  If you need additional space to complete your travel itinerary (block #15), reimbursable expenses (block #18), or government/deductible meals (block #20), please complete and submit this form along with the DD 1351-2.
   
• TCS Orders to include all amendments
   
• DD 1351-5 Government Quarters and or Mess aka Statement of Non-availability (SNA)
  If the Government directed quarters and meals are not available. This is a statement issued by the billeting office at the TDY site that authorizes reimbursement of per diem for lodging and/or meals.
   
• Paid Itemized Receipts
  Receipts are required for lodging costs paid and must show the location, dates, and who occupied the lodging. Receipts are also required for any single reimbursable expense claimed in the amount of $75.00 and more. If you are missing receipt(s), you may be eligible to claim the expense(s) by submitting a ‘Statement in Lieu of Actual Receipts’ or ‘Statement in Lieu of Lodging Receipts.’

Additional Forms, as needed:

• DA 31 - Leave Form (Indicate leave in Block 29 of 1351-2)
  This form is only required if you take leave in conjunction with your TDY.
   
• Red Cross Letter
  Only required if taking emergency leave and if the commander granting leave has requested information to determine the need for the Service Member’s emergency leave. This document should be requested from the American Red Cross or Military Service Personnel nearest the location of the emergency.
   
• DTS Advice of Payment (AOP) (Indicate any advances in Block 9 of 1351-2)
  DTS payments in conjunction with TDY, may be required if you have already received partial reimbursement for current TDY expenses. This form can be obtained in DTS.

DD Form 1351-2 Instructions:

To view instructions that will walk you through the DD1351-2 step-by-step with examples to ensure that you are filling the form out correctly, visit Completing your TDY Travel Voucher DD Form 1351-2.

This form, alongside your travel orders, tells DFAS how much to reimburse you for allowances, per diem, and expenses incurred while on travel. This guide highlights “Key Points” and outlines actions to “Get Started” that will help you complete your travel voucher successfully on your first attempt.

Things to keep in mind...

For additional information on Deployment Travel, please see the Joint Travel Regulations, Chapter 3, Paragraph 0329 or the Army Mobilization and Deployment Reference (AMDR) Guide.

Submission Instructions

Once you have completed your voucher and gathered all required documents, follow the steps below to submit your travel claim:

Defense Travel System (DTS)	When to use DTS:  Individuals on temporary duty assignments are to use DTS with the following exceptions which are to be submitted on a manual DD1351-2: Deployment to a Contingency Area. Classified travel. TDY in conjunction with a Permanent Change of Station (PCS) Contractor travel. Foreign national travel. Cadet/Midshipman travel. Retirees recalled to active duty. A traveler who initiates a TDY trip in a travel system other than DTS must finalize the trip in the original system and cannot use DTS for any portion of that trip. IMPORTANT: DFAS Travel Pay cannot assist you with your DTS payments. If you have questions, ask your Defense Travel Administrator (DTA) for assistance or select Frequently Asked Questions about DTS.
	When to use Travel Voucher Direct:  If traveling under a manual travel order and not DTS.   Upload your travel voucher and supporting documents online! Travel Voucher Direct is available for all travel claims computed and paid by DFAS.   The following are supported/accepted document types for travel voucher submissions: PDF (.pdf) Microsoft Word (.doc / .docx) JPEG Image (.jpg / .jpeg) TIFF Image (.tif / .tiff) Lotus Forms (.fdl / .xfdl) Excel (.xls / .xlsx) PowerPoint (.ppt / .pptx) Rich Text (.rtf) PNG Image (.png) Text (.txt)
	When to use Other Submission Methods: If you are not using Travel Voucher Direct or DTS to submit your voucher, please email your claim to dfas.rome.jft.mbx.army-travel@mail.mil   When emailing your documents, submit your travel voucher and supporting documents as one email file attachment with the DD1351-2 as the first page.   The following are supported/accepted document types for travel voucher submissions: PDF (.pdf) Microsoft Word (.doc / .docx) JPEG Image (.jpg / .jpeg) TIFF Image (.tif / .tiff) Lotus Forms (.fdl / .xfdl) Excel (.xls / .xlsx) PowerPoint (.ppt / .pptx) Rich Text (.rtf) PNG Image (.png) Text (.txt)