Army Reservist (Called to Active Duty) - Inactive Duty Training (IDT)

Eligibility Requirements

IDT is normally performed at your home station, you are not authorized TDY allowances. Exceptions include:

• If in the local commuting area you perform travel in and around the training duty station, drill site, or city you may receive local travel allowances.
• If you travel between home and an alternate duty or work site in the local commuting area, TDY mileage is authorized if the distance exceeds the distance between the home or assigned unit.
• If you are directed to travel to an alternate TDY location outside the local area, you are authorized the standard travel and transportation allowances.

IDT Outside of the Normal Commuting Distance - The Secretary concerned may authorize reimbursement for TDY allowances for certain Reserve members in the Selected Reserve of the Ready Reserve who perform IDT that requires them to commute outside the local commuting distance.

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 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)
  ILP has Government lodging, Privatized Lodging and Preferred Commercial Lodging. Failure to follow the ILP guidelines will result in reduced lodging reimbursement. If TDY at an Integrated Lodging Program location the lodging reimbursement will be limited to the ILP rate unless an SNA is submitted. 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. Note: Lodging receipt must include:
  ​Note: Lodging or room taxes are claimed separately in block 18 on your 1351-2.
  • 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 incurred by travlers. 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:

• Conference fees (not for training)
  If the conference registration fee includes charges for meals, you must annotate on your voucher the date and how many meals were furnished. The proportional meal rate (PMR) will apply any day one or two meals are included in the registration fee.

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.’ For more information about claiming expenses and receipt requirements, see supporting documentation here.

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 the stated purpose of a conference is educational or instructional and more than half of the time is scheduled for a planned exchange of information, please see Training TDY.
✓ Government Travel Charge Card (GTCC) - You are required to use your GTCC for all authorized expenses related to official travel.
✓ If claiming mileage reimbursement DD1351-2 box 16 Own/Operate box must be checked.
✓ Missed or Canceled Travel Arrangements - If your travel arrangements are missed or cancelled, you must notify the Travel Management Coordinator (TMC) as soon as possible to change travel arrangements, and ensure you notify your Approving Official (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 the Conversion Rate Used.
✓ For per diem rate information please see the Defense Travel Management Office (DTMO).  
✓ For additional information on travel allowances please see the Joint Travel Regulations.
 

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: If you are not using Travel Voucher Direct or DTS to submit your voucher, please email your claim to dfas-reservetravel@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)