OPERATIONAL SUPPORT
AIRLIFT AGENCY
OPERATIONAL SUPPORT
AIRLIFT COMMAND
TRAVEL GUIDE
Prepared: 11 May 01
POC: Chief, Program & Budget
703-806-7588/7501 DSN 656-7588/7501
SECTION I: SUBMISSION OF REQUESTS
FOR TRAVEL ORDERS:
A. You will need to use the correct
form when requesting travel orders:
1. OSACOM Request
for Temporary Duty Orders (TDY), OSACOM Form 105-R, dated Dec 97, will
be used for all OSAA mission and school training related travel.
2.
OSACOM Request for Temporary Duty Orders (TDY), OSACOM Form 106-R, dated
Apr 01,
will be used for conferences/seminars/conventions
and other non-OSAA mission and training travel.
A detailed explanation and strong justification
in Block 19 is required and critical to the approval process.
Block 22 must be signed by the Division
Chief or Commander. The OSAA Deputy Commander will sign as the
approver in the FOR BUDGET OFFICE USE ONLY section.
B. TYPES OF TDY ORDERS:
Blanket (BTO): are issued
by HQ OSAA, Program and Budget Branch, to support approved
OSA missions scheduled by JOSAC or the
DAS (CONUS RFCs, USAPAT, state detachments), the local scheduling authority
(OCONUS), or in support of published contingency missions. Blanket
orders will not be used for travel to schools, training, ferry flights,
operational use missions, etc. When in doubt, call the travel
section at 703-806-7501/7583 or DSN 656-7501/7583.
Regular: Issued to support
other operational facets of the command (i.e., maintenance,
schools, ferry flights, operational use
missions, etc.).
Verbal Orders of the Commanding
Officer (VOCO): The OSACOM Commander has
authorized the HQ OSACOM S-3 only
to order VOCO TDY. This type of order is rarely used.
C. TIMELY SUBMISSION OF REQUESTS:
OSAA personnel are not authorized to travel without
written travel orders in hand when travel
commences. All OSAA personnel are required to submit a properly
completed and signed request for orders (RFO) to the OSAA Travel Office
five (5) days PRIOR to the commencement of TDY. If, in the case
of mission travel, an employee receives verbal orders to travel and
the RFO is submitted to the Travel Office after TDY has started, the
following information MUST be submitted with the RFO in the form of
a memorandum for record:
Name of official who gave
verbal order to travel.
Date the verbal order was
given.
Reason RFO was not provided
in a timely manner.
Signature of official.
The memorandum for record and the RFO
must be sent to the Travel Office immediately, or as soon as possible.
Upon receipt of the RFO and MFR, the OSAA Travel Office will prepare
confirmatory travel orders. The MFR will substantiate the fact
that TDY was properly authorized as required by regulation. (JFTR, par
U2115, and DoDFMR, Vol 9, Ch 2) Confirmatory travel orders will
not be issued for non-mission travel.
OSAA Travel Guide
Page Two
SECTION II: MEMBER’S RESPONSIBILITY
WHEN TRAVELING IN A TEMPORARY DUTY (TDY) STATUS ON OFFICIAL GOVERNMENT
TRAVEL ORDERS:
OBLIGATION TO EXERCISE PRUDENCE.
When traveling on official orders, the member is
expected to exercise the same care and
regard for expenses incurred as a prudent person would exercise when
traveling at personal expense. The member should be aware of the
Army’s right to review
claims and therefore, should maintain
adequate records to validate expenses incurred. Translation:
always keep copies of everything in your files.
OBLIGATION TO RELINQUISH PROMOTIONAL
ITEMS. A member is obligated to account for
any gift, gratuity or benefit received
from private sources when performing official travel. This includes
promotional materials given to the member by airlines, rental car companies,
and motels; for example, bonus flights, reduced-fare coupons, cash,
merchandise gifts, and credits toward free or reduced costs of future
services or goods. When a member receives promotional material,
the member is accepting it on behalf of the government and must relinquish
it in accordance with regulations (JFTR Vol 1 2010).
NOTE:
Complimentary low-dollar value items from Fixed-Base Operators (FBOs),
such as baseball caps, etc., are okay to accept for fuel or services
purchased, provided the FBO gives such complimentary items to all customers.
(reference: OSACOM Commander memorandum)
PASSPORT, VISA AND RELATED
FEES. A member performing official travel outside CONUS
normally travels on the no-fee official
(red) passport. A member traveling on official orders to or from
a high threat area or through a high risk airport by commercial air
may be authorized to obtain and use a regular fee passport (aka commercial/tourist
passport). Members are authorized reimbursement for the cost of
the passport. Prior authorization by the Chief, Program &
Budget, for reimbursement of the fees
for a commercial/tourist passport is
mandatory. Blanket approval and reimbursement for the use of regular
fee passports is not authorized. (U4525 (A) JFTR Vol 1)
SECTION III: INDIVIDUAL TRAVEL
ADMINISTRATIVE AND/OR DOCUMENTATION REQUIREMENTS:
A. GENERAL. While on TDY
you should keep a record of your mode of travel, the date/time you departed
or arrived at each location, and reason for stopping. In addition,
you should record each expenditure and obtain a receipt for each payment
of $75.00 or more. You must provide a receipt for lodging, car
rental, and registration/tuition fees even if under $75.00. The
original receipt, plus one copy, of each expenditure are required attachments
to the travel voucher. (DFAS Rule Book)
B. GOVERNMENT QUARTERS AND MESS.
A member in a travel status will not be required to use government quarters
designated as inadequate by the appropriate authority of the service
concerned except when directed because of military necessity.
Available government quarters and mess designated as adequate will be
used by members in a travel status to the maximum extent practical.
(U4400 Par E JFTR Vol 1) Whenever duty is at a military installation
for over 24 hours and quarters/mess are not available, a statement of
nonavailability or control number must be obtained, usually from the
installation BOQ or billeting office.
C. JOINT OCCUPANCY OF LODGING.
In the case of joint occupancy with other government travelers, make
every attempt to get a receipt of the cost of your portion of the lodging.
If this is impractical (e.g., the hotel desk clerk and/or manager on
duty (MOD) refuse to separate charges), note the name of the individual
who shared lodging on your copy of the receipt.
D. LODGING WITH FRIENDS OR RELATIVES.
If a member stays with friends or relatives while on TDY, no cost for
lodging will be allowed, whether or not any payment of lodging is made
to the friend or relative. (U4125 JFTR VOL 1)
OSAA Travel Guide
Page Three
TRANSPORTATION DOCUMENTS.
Copies of transportation documents used during travel must be
kept and submitted with the claim.
When the transportation request or similar document is issued, but not
used, it must be returned to the transportation officer. The officer
will issue a receipt for unused transportation request (DD Form 730).
You must attach the original and one copy of this document to the claim.
RENTAL CAR. Authority
for hire of a rental vehicle/special conveyance while conducting official
government business will be written into
travel orders and approved by the order issuing authority. The
rental company selected will be that which permits satisfactory accomplishment
of the traveler’s mission at the lowest possible cost to the government.
Generally, this will be the rental vehicle available under the Military
Traffic Management Command negotiated agreements. When an automobile
is rented for official business, at government expense, use of the automobile
for non-official business is not authorized. Use of rented autos
will be limited to official travel, which includes transportation between
places where the traveler’s presence is required incident to official
business; between official business places and temporary lodging and
eating places, drug stores, barber shops, places of worship, cleaning
establishments and similar for sustenance, comfort or health and to
foster continued efficient performance of government business.
If an auto is rented for official business, at government expense and
used partially for non-official business, the traveler will be responsible
for the excess cost incurred. The temporary duty status of an
individual does not in itself justify the use of a rented vehicle as
a substitute for public transportation. (U3415 JFTR Vol 1 &
2)
LONG DISTANCE TELEPHONE CALLS.
You may only be reimbursed for official telephone calls if
your TDY orders (or amendment) specifically
state that “reimbursement for official telephone calls is
authorized.” Since your original
orders normally will not have that statement on them, contact the OSAA
Travel Section if you need an amendment. Obtain the dollar amount
for the call(s) from the long distance provider or phone company and
claim it in block 18 of your voucher. Though the process has changed,
the original intent of the policy remains the same: these calls
must be certified as necessary and in the interest of the U.S. Government.
SECTION IV: INSTRUCTION FOR
PREPARATION OF TRAVEL VOUCHER (DD FORM 1351-2, Aug 97)
A. GENERAL: All vouchers
will be prepared by use of typewriters or ball point pens with black,
blue or blue-black ink. Lead pencils will not be used. Travelers
may also use approved automated travel voucher software printed on a
laser printer. The voucher will be completed to show the name,
grade, social security account number and official duty station of the
payee. The surname, in capital letters, will be entered before
the first name and middle initial. All travel will be presented
on a completed, original travel voucher over an original signature.
This original will not be a carbon impression. If the voucher
is PC produced (i.e., Form Flow software), original plus one copy is
required, each with an original signature. The travel voucher
will be completed in its entirety, to include the block pertaining to
prior travel payments or advances. In Block 8, enter the DSN or
commercial phone number that the travel clerk can contact you directly
if any questions arise during processing. An incomplete voucher
will not be processed by DFAS; they will return it to you. Required
attachments to the travel voucher are: 1) original claim receipts
plus one copy; 2) two copies of the travel order and 3) two copies of
the quarters/mess nonavailability statement/control number, when applicable,
unless the statement/control number has been stamped on the travel order.
B. EVIDENCE OF TRAVEL. Each
transaction by an officer, employee, or agent of the government of the
United States, which requires the expenditure of public money, must
be evidenced by a written or printed signed document or series of documents
which will contain a complete record of the transaction. The travel
voucher (DD Form 1351-2, Aug 97) and its substantiating attachments
(travel order, receipts, airline ticket stub, etc.) constitute such
a record for travel and transportation allowances.
OSAA Travel Guide
Page Four
C. SIGNATURE OF CLAIMANT.
An original signature by the claimant is required in block 20a.
The claimant, by signing the voucher, becomes responsible for the claim’s
validity, certifies that payment has not been received, and attests
that all statements and information furnished and included on the voucher
(and/or attached) are factual, complete and accurate. (AR 37-106)
D. LODGING TAXES FILING INSTRUCTIONS.
For CONUS travel: when claiming lodging expenses on the travel
voucher, list the lodging cost in block 15e and the taxes (all taxes)
separate in block 18. For OCONUS travel: list the total
lodging bill (including all taxes) in block 15e.
E. RECEIPT INADVERTENTLY DESTROYED
OR LOST. If a receipt is destroyed or lost, you should get a replacement.
However, if that is not possible, prepare a statement outlining the
circumstances of the destruction or loss of receipt. Include the
amount paid, date, place and establishment name of the original receipt.
This statement must be signed by both you and the reviewing supervisor.
F. REIMBURSEMENT FOR OCCASIONAL
MEALS. The actual amount paid by each member for meals not to
exceed the maximum amount allowed for meals concerned within the applicable
per diem rate for the locality where the meals are procured. (U4235(b)
JFTR Vol 1)
G. TRAVEL OR TDY WITHIN LIMITS
OF PERMANENT DUTY STATION. A member is not entitled to per diem
for travel or TDY performed within the limits of the permanent duty
station.
H. TDY OF MORE THAN 12 HOURS BUT
LESS THAN 24 HOURS. Per diem for military crew members will be
determined by allowing one fourth of the Meals & Incidental Expenses
(M&IE) rate for the location of the TDY for each quarter of the
day that the member is in a travel status. If more than one location
is involved, the per diem will be based on the M&IE rate for the
location where the majority of the time was spent performing official
business. (JFTR, Vol 1, U4125)
I. REIMBURSEMENT FOR TRAVEL TO
AND FROM HOME OF RECORD. Reimbursement for travel to and from
Home of Record (HOR) is not authorized for aircrews reporting to their
normal place of work to fly an OSA mission. Travel to and from
HOR is only authorized when required on orders, to report to a location
other than the individual’s permanent duty station for temporary duty
or to obtain transportation to TDY location. (JFTR U2200 C(1)).
J. ACTUAL EXPENSE ALLOWANCE (AEA):
AEA must be authorized before travel begins. Requests for reimbursement
for actual and necessary expenses for official travel above the allowable
per diem rate will be submitted to the OSAA Travel Office for review/signature
at least 10 working days prior to start of travel, if possible.
OSAA Travel Office will then forward to NGB-ARC (MAJ Goodrich, 703-607-7590)
for processing and approval. The
maximum amount of reimbursement for AEA for each calendar day is 150%.
If approved, a memorandum will be provided with appropriate authorization
format and returned for submission with the travel voucher. It
is understood that on a case-by-case basis an AEA authorization will
be needed after the fact. The required memorandum format to request
AEA is available on the OSAA web site under Resource Management/Budget/Travel.
SECTION V: ADMINISTRATIVE REVIEW
AND SIGNATURE ON TRAVEL VOUCHERS (DD FORM 1351-2)
Travelers must submit their
completed settlement vouchers to their command/supervisor for review
and signature (blocks 20c and 20d, DD
Form 1351-2, dated March 2000) prior to submitting to DFAS for payment.
(When command/supervisor is unavailable, use designated representative.)
If an old version of the DD
Form 1351-2 is used, the reviewer will sign and date over his/her
printed
name in the upper right corner of the
DD Form 1351-2.
Signature cards are not required
for individuals performing this administrative review.
OSAA Travel Guide
Page Five
Travel settlement vouchers
received by the DFAS Travel Pay Office without the required review
signature and date will be returned to
the traveler without payment. Travelers must resubmit their travel
vouchers after getting the required reviewer’s signature on the voucher.
An administrative review checklist
follows:
The claim is presented on
an original voucher with an original signature and date. If PC
generated, submit original and one copy,
each with an original signature.
Administrative data on the
voucher agrees with the orders. Submit two copies of the travel
orders
(DD Form 1610).
Original receipt for lodging,
rental cars, etc., plus one copy attached.
Advance and partial payments
are properly indicated in block 10. If there are no advance or
partial payments, the traveler annotates
“none” in the block.
Statement/control number for
non-availability of quarters is attached when applicable.
If statement/control number is not stamped
on the orders, submit 2 copies.
Statement of non-availability
of mess is attached when applicable (military only).
The claim is reasonable and
consistent with the mission, and claims for reimbursement are
authorized on the travel order (DD Form
1610).
If a rental car is authorized,
was the most economical car or company used? When
transportation has made advance reservations
for a rental car and the traveler used other than what was reserved,
an explanation must be provided. Determine if the traveler acted
in a prudent manner by purchasing gas, or was the car refueled by the
rental car company at a higher cost?
Ensure the traveler did not
use more days than necessary to perform the mission, or request
reimbursement for additional expenses
incurred for personal convenience or pleasure.
All single items of expense
of $75.00 or more are supported by a receipt.
When foreign currency is
used while traveling on official business, the traveler will report
reimbursable expenditures, by item, in
foreign currency converted into U.S. Dollars, showing the exchange rate
and commission charges for the foreign currency at the time of the transaction.
After the reviewer finishes
the review, the reviewer signs the travel settlement voucher in block
20c and dates the signature in block
20d.
NOTE: This review and signature
is not intended as a payment computation, nor is it for approval of
items on the claim requiring specific approval. The review ensures
that the claim is complete and proper, and complies with the intent
of the orders.
Any person who knowingly presents
a false, fictitious, or fraudulent claim is liable to a fine of no more
than $10,000.00 or imprisonment for not
more than five years, or both.
When a review identifies a
questionable or fraudulent voucher, it will not be processed for payment.
The voucher will be hand delivered to
the Comptroller for determination of necessity for an investigation
A suspect claim will be protected as possible evidence and will not
be returned to the claimant under any circumstances until after the
element in question has been resolved.
OSAA Travel Guide
Page Six
When the voucher is faxed
to DFAS, the Chief, Program and Budget will sign block 21a indicating
that the claim complies with
the above.
I.All claims will be sent to OPLOC-ROME
at the address below.
DFAS-RO/FPT
124 Chappie James Blvd
Rome, NY 13441-4511
Customer Service No.: 1-800-447-1150
DSN 220-6692/3 or CML 315-330-6692/3
Other helpful web sites:
Access to regulations and other information
on travel:
www.dtic.mil/perdiem
Access to Defense Table of Official Distances:
www.dtod-mtmc.belvoir.army.mil
Access to other blank forms:
www.usapa.army.mil/forms
Note: Use SEARCH function and enter form
number as indicated.
Access to foreign per diem rates and
Dept of State Regulations:
www.state.gov