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Defense Travel System Helpful Hints. George Greiling. 2009 GSA Expo June 10 & 11, 2009. Agenda . Travel Regulations Travel Agent Fees Premium Class Travel Lodging, Meals and Incidental Expenses Rental Car Miscellaneous Reimbursable Expenses Foreign Currency Receipts

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defense travel system helpful hints

Defense Travel System Helpful Hints

George Greiling

2009 GSA Expo

June 10 & 11, 2009

agenda
Agenda
  • Travel Regulations
  • Travel Agent Fees
  • Premium Class Travel
  • Lodging, Meals and Incidental Expenses
  • Rental Car
  • Miscellaneous Reimbursable Expenses
  • Foreign Currency
  • Receipts
  • Government Travel Charge Card

2

travel regulations
Travel Regulations
  • Defense Transportation Regulation Part I (DOD 4500.9-R) – for all travelers
  • Joint Travel Regulations (JTR) – for civilians
  • Joint Federal Travel Regulations (JFTR) – for uniformed members
travel agent fees
Travel Agent Fees
    • Fees may be entered as an expense when it has already been automatically entered in document
    • Some contracts are centrally funded and individual fees are not charged
  • Individual fees are billed to the same form of payment as the air or rail ticket
  • Some travel agents return fee data electronically and DTS AUTOMATICALLY inputs the expense in air/rail reservation screen
    • DO NOT duplicate as an expense item (unless a second fee was charged for ticket changes)

Know your local business rules

premium class travel
Premium Class Travel
  • High area of interest from Congress, the Office of Management and Budget (OMB) and the Government Accountability Office (GAO)
  • ALL first and business class air travel requires outside DTS approval IAW the JFTR/JTR
    • Must have prior authorization
    • Approval MUST be reported in a DTMO Premium Class reporting tool
  • Upgrades purchased with traveler’s

funds or frequent flyer miles do not

have to be approved or reported

lodging
Lodging
    • CONUS & non-foreign OCONUS claim for hotel taxes
    • Ask for government tax exemption
    • Claim as a non-mileage expense
      • Enter as one total cost for the trip or one daily cost
  • Foreign OCONUS
    • Taxes are part of the Per Diem rate – do NOT claim as a separate expense
    • Enter with room cost on Per Entitlements screen
    • Rate is based on location of TDY mission – NOT where you slept or airport used
meals incidental expenses
Meals & Incidental Expenses
  • Adjust arrival date for any overnight flights
  • Must be adjusted for special duty conditions (e.g., leave, meals provided, field conditions)
  • Claim proportional meal rate on any day one or two meals are provided (via a conference registration fee, etc)
  • For overseas locations, AO has the authority to determine if the $3.50 incidental expense (IE) rate is sufficient rather than the locality IE rate
    • Must be done before the authorization is approved
    • If the AO does not act, the locality rate applies
rental car
Rental Car
  • Book through CTO (mandatory)
    • Use approved vendors, using the government rate
  • Rental car cost can be entered as a single cost item
    • Claimed on the Travel tab>Rental Car if reserved through DTS
    • Claimed as a non-mileage expense if NOT reserved through DTS
  • Gas normally claimed as a reimbursable expense
    • Watch for prepaid gas on the receipt and traveler claiming as a reimbursable expense
  • GPS is NOT reimbursable
rental car continued
Rental Car (continued)
  • Government rate includes insurance
    • Extra insurance in CONUS & non-foreign OCONUS is NOT reimbursable
    • Base rate is in even dollars for US locations
    • $5 per day Government Administrative Rate Supplement (GARS)
airport transportation
Airport Transportation
  • Travelers are authorized a round trip from home to airport/train terminal
    • Parking not to exceed round trip cab fare
    • Mileage and tolls for 2 round trips if someone (e.g., spouse) transports traveler and traveler incurs the cost
      • Mileage based on the odometer
      • No long term airport parking
    • Cab or shuttle fare
  • If riding with another traveler, no reimbursement authorized
    • Driver can claim extra mileage to pickup passengers
use of privately owned vehicle
Use of Privately Owned Vehicle
  • If more advantageous to the government, use can be authorized by AO
  • Authorized mileage IAW the Defense Table of Official Distances (DTOD)
    • Mileage rate adjusted by General Services Administration (GSA)
    • Service members may claim actual gas expense in lieu of mileage rate (if AO authorizes before travel begins) BUT NOT BOTH
    • Can claim tolls and parking
miscellaneous reimbursable expenses continued
Miscellaneous Reimbursable Expenses (continued)
  • Watch for:
    • Curbside baggage fees - NOT reimbursable
    • Airline baggage fees
      • Must be consistent with local business rules for excess baggage
    • Double claim for travel agent fee
      • May have been automatically entered in document
      • Do not duplicate as an expense
foreign currency
Foreign Currency
  • For cash transactions, use currency exchange rate paid at bank, hotel, airport, etc.
  • For travel charge card charges, use bank charge card data to determine exchange rate
    • Use link in DTS
    • Use CitiDirect
  • International currency transaction fees for official transactions on government charge cards are reimbursable
receipts
Receipts
  • Receipts must be submitted with voucher
    • Must show services provided and associated costs
    • Must be electronically attached to the DTS voucher
  • Remember to:
    • Consolidate smaller receipts on one page
    • Create multiple page scanned or faxed documents
    • Fax each document separately
    • Make sure they are readable
  • Air travel
    • Airline boarding passes are NOT sufficient
      • Travel agent receipt (not itinerary or invoice) is OK
      • Can obtain an airline receipt at airport check-in kiosk
receipts continued
Receipts (continued)
  • Lodging
    • Required for ALL lodging
    • Individual expenses $75 or more (includes airline and rail tickets on both IBA AND CBA)
    • Hotel receipts cannot be imported
      • Electronic receipts do not include sufficient level of detail
      • Receipts include charges that are paid in different parts of DTS
    • Charges that are NOT reimbursable expenses:
      • Movies
      • Spa services
      • Room service
lodging receipt example
Lodging Receipt - Example

Per Diem Entitlement Screen

Non-mileage expense

Not reimbursable – get M&IE

Non-mileage expense

Not reimbursable

Not reimbursable

Non-mileage expense if authorized*

Non-mileage expense if authorized*

*See Appendix G for miscellaneous reimbursable expenses

government travel charge card
Government Travel Charge Card
  • Split Disbursement
    • DTS has ability to add money to your individually billed account (IBA) payment to cover:
      • ATM advances
      • Meals
    • Balance of travel allowance is paid to the traveler’s bank account
    • ADDITIONAL OPTIONS > PAYMENT TOTALS
still have questions
Still Have Questions?
  • Contact your Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) member with specifics

http://www.defensetravel.dod.mil/perdiem/phdir.html