Submitting your travel voucher can involve a lot of work to complete the DD Form 1351-2 and compile the required information. The following is provided to help you complete your travel voucher.
When submitting a Travel Voucher, you must complete the DD Form 1351-2 and attach all required supporting documentation. Failure to do so may result in a delayed processing or a rejection.
For a step-by-step guide to help fill the form out correctly, click here. The numbers listed correspond to the numbers shown in the blocks on the DD 1351-2.
IMPORTANT: If you are submitting more than one TDY claim at one time, then please print and insert the separator page between each claim before sending. This ensures that the documents for each separate claim remain together.
Things to Keep in Mind…
Additional information regarding supporting documentation is provided below.
Include one legible copy or original receipts for all lodging claimed, whether en route or at TDY location. Travelers must include a paid, itemized receipt from hotel, motel, or other commercial establishment or Government facility. If TDY is performed at a military establishment where government quarters are available, commercial lodging will be limited to the Government quarters cost unless non-use of the Government quarters is supported by a statement or confirmation of non-availability or other appropriate justification.
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.
Include one legible copy or the original receipt for the costs related to a rental car. The use of a rental car must be authorized in the travel orders or approved after the fact by the Approving Official (AO). 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 and signs box 21 of the DD Form 1351-2.
Whenever the traveler purchases his or her own commercial transportation tickets, a copy of the receipt must be submitted with the travel voucher. Reimbursement will not exceed that cost that would have been incurred if transportation had been purchased by the Government or other limitations as prescribed by the governing travel regulations. Please note that when commercial transportation 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.
AIRLINE TICKET REIMBURSEMENT - Travel orders must state the method of purchase, whether the transportation ticket was purchased using an individually billed account (IBA) or centrally billed account (CBA) or was otherwise personally purchased by the traveler.
- Under a CBA, the traveler is not responsible for personally purchasing their airline tickets. A traveler will make their flight reservations through a Travel Management Company (TMC), the TMC charges the airfare costs to a CBA and then submits the claim for direct reimbursement to Commercial Pay.
- An IBA is when a traveler makes their airfare reservations through a TMC and their government charge-card was charged for the amount of the ticket. The traveler now has an out-of-pocket expense that they can claim on their travel voucher.
- Personally procured airfare is when the traveler purchases their own airfare.
If the purchase method changes after the travel order is published, then the AO may approve the changed method after the fact on the travel voucher. In order to avoid potential reimbursement issues, always ensure that your travel orders state “IBA Authorized” or you have AO approval, when paying for airfare related to a TDY with your government charge-card.
Separate Legs of Travel - If the trip involves more than one leg of travel, then each leg is computed separately and should be listed separately on your DD 1351-2. Official points include:
- Actual residence
- Home of record
- Primary residence
- Privately owned vehicle storage facility
- TDY location
- Safe haven location
- Renewal agreement travel leave location
- Passenger point of embarkation
- Passenger point of debarkation
- Place Entering Active Duty (PLEAD)
Include one legible copy or the original receipt for costs related to registration/conference fees. Registration/conference fees must be authorized in the travel orders in order to be reimbursed. 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) in block 19 of the DD Form 1351-2.
Include one legible copy or the original receipt for any additional authorized expense that is $75 or more. If small items of expense, such as gas, tolls, or parking charges are lumped together and exceed $75, show the individual breakdown of expenses on the voucher.
For Example: A claim for $76 in gas charges would be entered on the DD Form 1351-2 as follows:
Block 18 = Feb 1-15
Block 18 = Gas $11, $15, $18, $20, $12
Block 18 = $76
TDY travelers must state what types of tips they are claiming for reimbursement. Please note: Not all tips are reimbursable. The following tips may be reimbursable for Military and Civilian TDY travelers:
Taxis and courtesy shuttle (must be included as part of taxi/shuttle fare. Up to 20% of fare authorized)
Baggage check-in fee at curbside and baggage handling tips for a traveler with a disability. NOTE: These are only for travelers with medical or special needs. There is no limitation on the amount that can be reimbursed.
Tips to maids, waiters/waitresses, room service, and to bellhops for personal baggage handling are not separately reimbursable. These types of tips are included in the daily incidental portion of the meal rate.
Supplemental Travel Voucher
If your TDY settlement voucher was not fully paid because of an error or omission, you can submit a supplemental travel voucher.
Make sure you have the most current version of the DD Form 1351-2 dated May 2011.
When preparing a supplemental claim, the following information must be included:
- a DD Form 1351-2 marked ‘SUPPLEMENTAL’ with a full explanation of the item(s) in error
- a copy of the original payment voucher
- a copy of the initial DD Form 1351-2 and continuation sheets (if any)
- a copy of the travel orders and any amendments
- a copy of all supporting documentation applicable to the supplemental claim
What documents do I need to keep…
We strongly recommend that you save every document showing expenses incurred while en route to your TDY destination (i.e., receipts, bills, invoices, proof of payment etc.) these items may be needed for approval of your travel voucher. In the event that you do not have a receipt or proof of payment, you may submit a ‘Statement in Lieu of Actual Receipts’ or ‘Statement in Lieu of Lodging Receipts’ with the travel voucher to validate the expense.
Page Updated April 14, 2022