Army Reservist (Called to Active Duty) - Deployment - Temporary Change of Station (TCS)

Important Order Information

When you are mobilized in support of a contingency operation, you will receive mobilizations orders (MOB orders) to report to your home station first.  Then, you will go to your mobilization station prior to deployment.  In addition to your MOB orders, you will receive Temporary Change of Station (TCS) orders. 

You must depart within seven days before or after the proceed date; otherwise you will need amended orders.

At the end of your deployment, you will receive Released from Active Duty (REFRAD) Orders for your return travel. If your orders are for Contingency Operations Active Duty for Operational Support (CO-ADOS), they are self-terminating and allow for return travel upon completion.

Mobilization Orders: 

• If your residence or the primary residence or place from which entered (or called) to active duty (PLEAD) is within commuting distance to your home station, you will be reimbursed mileage on the first day of travel and the last day of travel. To claim mileage, enter your miles to your duty location in block 15 of the date your report to duty.  Again, enter your miles to your residence in block 15 on the final TDY date. 

• If your residence or PLEAD is outside of commuting distance you are authorized transportation and per diem

Temporary Change of Station (TCS) Orders:

• Your TCS orders will name your TCS location, duration and proceed date. 
• Travel days to the TCS location will be reimbursed. Most TCS orders authorize government transportation, quarters and meals, at no cost to the traveler. 
• Once you are at your TCS location you will receive the daily Incidental Expense (IE) rate of $3.50 OCONUS and $5.00 at CONUS locations.
• If the Government directed quarters and meals are not available, you will need an Statement of Non-Availability (SNA) for reimbursement. 

Transportation Allowances

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 incurred by travelers. 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, Ferry fares, 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 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 Defense Travel Management Office (DTMO). 

Lodging (Block 15 of 1351-2):

• Integrated Lodging Program (ILP)
  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 Defense Travel website.  
  Note: You must use the Integrated Lodging Program facilities, if available.
   
• 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.
  • Lodging receipt must include:
    • A zero balance (proof that you paid for your entire stay)
    • Dollar amount with charges itemized
    • Means of payment (VISA, Mastercard, etc...)
    • Check-in/check-out dates
    • Your name
    • Lodging name and address
      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 incurred by travelers.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
  • Pre-paid 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
   
• Mobilization Orders (MOB), to include all amendments

    You are entitled to TDY allowances to your mobilization station.  It is imperative to read your MOB orders for authorized transportation mode and travel allowances.

• DD214 or Released from Active Duty (REFRAD) Orders
   
• 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.

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.
✓ If you are delayed for more than 14 days at a location, you will need amended travel orders authorizing the location as a TDY location.
✓ If you are traveling from one location in an Area of Responsibility (AOR) to another location within the same AOR, the per diem does not change unless lodging, meals or incidentals are NOT available and you will need a Statement of Non-availability (SNA). You will NOT be reimbursed for travel days.
✓ If you are traveling into or out of an AOR, then you will be reimbursed for the regular travel days while en route between TDY locations. (This is limited to 3 days over and 2 days back if no stops are indicated on the DD Form 1351-2, please show all overnight stops.)
✓ Copies of all Travel orders and amendments must be submitted with your voucher.
✓ Accrual/Partial Payment - 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 and any travel advances received will be collected. 
✓ When submitting accrual vouchers all prior travel should be reflected and match previous submissions.
✓ Reimbursement can only be claimed up to and including the date of the claimants digital signature.
✓ For additional information on travel allowances, please see the Joint Travel Regulations.   
✓ For per diem rate information, please see the Defense Travel Management Office (DTMO).  
✓ 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.

 

Completing Your Travel Voucher

When submitting your Travel Voucher, you must complete the DD Form 1351-2 and attach all required supporting documentation listed under ‘Documentation’. Failure to do so may result in a delayed processing. For instructions on completing your DD Form 1351-2, please see below.

DD Form 1351-2 Instructions (Print Version):

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: To submit your voucher via email, find the appropriate email address listed below for your type and duration of travel. If orders state Contingency Active Duty for Operational Support (CO_ADOS) for 180 days or less submit to DFAS Rome Contingency Travel Pay: DFAS-ContingencyTravel@mail.mil. If PCS is mentioned in the Body of the order, or if orders have US Code 12301(d) and 181 days or greater at one location - and ordered to a non-Hostile Fire/Imminent danger pay duty location, please submit your voucher to DFAS-MILPCS@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)