Army Active Duty Training TDY

Transportation Allowances

Types (Block15 of 1351-2):

• Government provided transportation
  ​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)

Rates:

Per diem rate is based on your TDY location. To determine per diem visit the 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

Rates:

Per diem rate is based on your TDY location. To determine per diem visit the 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 reduced 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):

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 2-16.

• ​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

Double Occupancy (Block 15 of 1351-2):

If double occupancy rates are charged, the voucher must show the name of the other traveler on official travel. One half of the double occupancy charge will be allowed for each official traveler. If the person sharing the room is not an official traveler, 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.

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):

• The schoolhouse commander determines the availability of meals and lodging.
  • Your meal rate may differ between weekdays and weekends/holidays.
  • Meals provided at no cost during the week – deductible meal rate ($5.00 per day).
  • When meals are not provided on weekends/holidays – Commercial Meal Rate (CMR) at the locality per diem rate is reimbursed.
  • Government mess provided (GMR) will be reimbursed.
  • Proportional meals may apply any day when 1 or 2 meals are provided.
     
• In and around mileage (must be authorized in your orders). The current mileage rate is updated annually and can be found at Defense Travel within the Travel & Transportation Rates tab.
   
• Field Duty - Transportation only - no per diem payable while in field duty status.

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.
   
• Temporary Duty Orders (TDY), to include all amendments
  This document should be provided to you by your unit prior to your departure.
   
• 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:

Things to keep in mind...

✓ Your official travel must begin seven days before or seven days after the departure date on your orders, amended travel orders will be required if you depart out of the seven day window.
✓ You are required to use your GTCC for all authorized expenses related to official travel. ✓ When you are performing a TDY en route, you cannot use DTS for the TDY portion. You must have a DD1610 travel order.
✓ When your TDY is expected to last 31 days or more, this is considered a long term TDY. When on long term TDY you can submit a travel claim for each 30 day period, known as
    an accrual/partial payment. Each accrual request should indicate the 30 day period being requested. A final settlement is required upon completion of travel and any travel advances received will be collected.
✓ Missed or Canceled Travel Arrangements - If your travel arrangements are missed or cancelled, notify the Travel Management Company and Approving Officer (AO) as soon as possible to change travel arrangements, and ensure you notify your AO.
✓ Commercial aircraft is the preferred mode for official travel more than 400 miles one way or more than 800 miles round trip.
✓ If travel was to a foreign country, claim all lodging and reimbursable expenses incurred in foreign currency as U.S. currency and include on the voucher the Conversion Rate used.
✓ For additional information on travel allowances see the Joint Travel Regulations.
✓ For per diem rate information see the Defense Travel Management Office (DTMO).

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)