Defense Travel System (DTS)
Questions Concerning DTS
The DTS can be accessed directly by going to http://www.defensetravel.osd.mil/dts/site/index.jsp.
The Defense Travel Management Office (DTMO) maintains their website at https://www.defensetravel.dod.mil/index.cfm which provides a source for travel programs and services, training, references, news, and events.
Questions specific to the DTS functionality can be addressed through your local Defense Travel Administrator (DTA) by locating them on the DTS website at Find Your Local DTA.
The DTMO manages a DTS Help Desk for all DOD travelers. This center operates 24 hours a day, 7 days a week. Travelers can contact the Travel Assistance Center (TAC) by dialing 1-888-Help1Go (888-435-7146) or by opening up a trouble ticket in Travel Explorer (TraX). If the traveler is calling from overseas, the TAC can be reached directly from any Defense Switched Network (DSN) line.
Navy and Marine Corps travelers can also obtain additional assistance through the following Program Management Offices:
- If you are a Naval Reservist, call the Reserve Help Desk at 1-800-537-4617
- Email: Navy DTS
- Webpage: https://www.navsup.navy.mil/ccpmd/DTS
- Navy traveler detachment: (717) 605-9367
- Navy DTS Program Office: (717) 605-9367
- USMC Help Desk, Phone: 1-855-DTS-USMC (1-855-387-8762)
- Email: DTS MCST
- Webpage: http://www.quantico.usmc.mil/activities/?Section=DTSB
- Marine Corps DTS Project Office: (703) 432-9168
News and Events
Department of Defense (DoD) Expands Capabilities of its Travel Policy Compliance Program
Beginning August 15, 2013, the DoD Travel Policy Compliance Program will expand its capabilities to query potential errors of $100 or more for vouchers approved on or after October 1, 2012. Managed by the Defense Travel Management Office (DTMO), the Travel Policy Compliance Program is currently in its Pilot Phase. The Pilot Phase includes select organizations from each Service and two Defense Agencies. However, with the implementation of this query, the program will reach all DoD organizations and travelers.
II. What is the Travel Policy Compliance Program and what does this mean for me?
In December 2012, the Department established an operational travel policy compliance program that ensures travel claims do not exceed reasonable or actual expenses and, minimizes inaccurate, unauthorized, overstated, inflated, or duplicate travel claims. An automated application, known as the Travel Policy Compliance Tool, reviews Defense Travel System (DTS) vouchers in near real time and identifies potential improper payments. The DoD Travel Policy Compliance Program not only ensures travel claims are paid in accordance with regulations and assists the Department with recouping funds, but mitigates budget cuts for travel, improves post pay audits, educates travelers and administrators on travel policy, identifies travel trends, and training needs/opportunities for greater controls in the future.
If you are NOT part of the Pilot Phase:
For organizations that are not a part of the Pilot Phase, vouchers with potential errors totaling $100 or more will be managed by DTMO until the DoD Travel Policy Compliance Program has been formally rolled out to your organization. Oversight of this expansion will be managed by the DTS Navy PMO. Echelon II Lead Defense Travel Administrators should contact the DTS Navy PM for more details.
- The DoD Travel Policy Compliance Tool will automatically send an email to the traveler, Non-DTS Entry Agent (NDEA) (if applicable), and Authorizing Official (AO) with a description of the error and instructions for correcting the error. (Note: The Tool will continue to send email reminders until action is taken to resolve the potential error).
- If the potential error results in an overpayment, the traveler must amend and the AO must reapprove the voucher in DTS. At that time, the already established Debt Management process is triggered and the traveler will receive an email explaining the debt and instructions for repayment.
- If the potential error is an authorized expense that complies with travel policy, the traveler must email DTMO at firstname.lastname@example.org and courtesy copy (cc) the AO with justification for why it was an authorized expense.
Defense Travel System (DTS) Navy Business Rules
News: The DTS Navy Program Management Office (PMO) has published the business rules to provide all Navy travelers, administrative and supervisory personnel, as well as, travel services providers, with a common set of transportation and financial rules for implementing and operating the standard automated Department of Defense (DoD) travel program, known as the Defense Travel System (DTS). Questions on the document can be sent to NAVYDTS@navy.mil. Detailed information and access to the rules are found in the link below.
72-Hour Air Reservation – Automatic Cancellation of Flights
News: Beginning October 1, 2012, any travel authorization that includes air travel must be approved and ticketed at least 72 hours in advance of the scheduled flight departure to avoid airline reservations from being cancelled. This is due to a new policy being instituted by the airlines under the FY13 GSA City Pair contract.
Under the new policy, if an Authorizing Official (AO) does not approve an authorization within 72 hours of departure, the airline reservation will be cancelled and the traveler will arrive at the airport without a ticket or a reservation in the airline’s system. This applies to all City Pair and non-contract government flights that are either booked through DTS or through a Commercial Travel Office (CTO).
Tips for Travelers
- Monitor the status of your travel authorization. If your trip is approaching and your authorization has not been approved, contact your Authorizing Official (AO) immediately. If your AO is unavailable, contact your Defense Travel Administrator (DTA).
- Ensure your DTS profile is current. Often, travelers forget to update their profile with the Government Travel Charge Card expiration date if they received a new card. Without a current card in your profile, a reservation cannot be purchased.
- Take your travel itinerary with your to the airport. If your reservation has been cancelled, the itinerary will provide contact information for your CTO as well as reservation details to help you rebook.
Tips for Authorizing Officials (AO)
- Monitor documents awaiting your approval.
- Ensure a back-up AO is designated if you will be on leave or deployed.
Tips for Defense Travel Administrators (DTA)
- Run the new “Pending Airline Cancellation” report to identify those authorizations at risk for cancellation.
- Run Traveler Status Reports to notify Agency Program Coordinators which travelers are scheduled for travel to ensure Government Travel Charge Cards (GTCC) are activated.
Tips for Agency Program Coordinators (APC)
- Review the Accounts Information Reports and advise DTAs regarding invalid and expired GTCCs.
- Review the Approved Status Reports and assist with activating GTCCs for travelers with upcoming trips.
General Services Administration (GSA) SmartPay Lodging Tax Exemption Site Update
News: The GSA SmartPay website tax exemption map has been completed. The site is updated to reflect tax exemption status using a map instead of using a column of states and information. The Government Travel Credit Card’s Individually Billed Account (GTCC IBA) provides an exemption to lodging taxes in eleven states. Five of these states require a form. For more information, please see the detailed information link below.
New DTS Constructed Travel Worksheets and Instructions
The Constructed Travel Comparison Worksheets and Instructions have been updated within DTS. Knowledge Center FAQs have been updated and expanded.
The worksheets and instructions can also be viewed directly using links, as listed below. DTS Constructed Travel Comparison Worksheet - Authorization https://www.defensetravel.dod.mil/CnstTvl/auth.cfm
DTS Constructed Travel Comparison Worksheet - Voucher from Authorization https://www.defensetravel.dod.mil/CnstTvl/voucher.cfm
Instructions for Completion of the DTS Constructed Travel Worksheet - Authorization https://www.defensetravel.dod.mil/CnstTvl/CT_Authorization_Instructions.pdf
Instructions for Completion of the DTS Constructed Travel Worksheet – Voucher from Authorization https://www.defensetravel.dod.mil/CnstTvl/CT_Voucher_Instructions.pdf
Mandatory Electronic Funds Transfer (EFT) Mandated by Treasury
News: Effective as of March 1, 2013, the Treasury Department is mandating all federal government payments should be delivered by EFT methods such as direct deposit. Military members, military retirees and annuitants, and federal civilian employees receiving paper checks from the Defense Finance and Accounting Service will soon get their pay electronically to comply with new mandates from the U.S. Department of the Treasury.
Detailed information on the DFAS Announcement of Mandatory EFT
Tax Requirements for Long-Term TDY
News: Effective as of 25 Jan 2012, updates have been made to the Joint Federal Travel Regulation (JFTR) and the Joint Travel Regulation (JTR) on the Internal Revenue Service (IRS) tax requirements for long-term TDY. Long-term taxable travel is travel generally lasts for more than one year, or for which there is a realistic expectation that such travel will last for more than one year, or for which there is no realistic expectation that such travel will end within one year. As such, long-term taxable travel includes:
- Local (daily) travel between a residence and a non-temporary work location. Revenue Ruling 99-7 C.B. 361, contains a full description of this type of travel.
- Travel away from the residence involving, overnight travel to a single location. Revenue Ruling 93-86, 193-2 C.B. 71, contains a full description of this type of travel.
An AO must advise the employee of the potential federal, state, and local income tax obligations if the TCS or TDY assignment (including training assignment) is at one location for more than a year. Tax rules may differ by state and locality.
News: The Defense Travel Management Office (DTMO) is launching a new Travel Policy Compliance Program Pilot which ensures travel claims do not exceed reasonable or actual expenses as well as, minimize inaccurate, unauthorized, overstated, or duplicate travel claims. This Congressionally-mandated program is part of the National Defense Authorization Act of FY 2012, Section 463. As part of the program, all DTS vouchers will be reviewed to identify potential improper payments to travelers.
The Navy has identified participants for this pilot. Participants have been trained and will provide feedback over the course of this event. A plan for the full implementation will be developed and coordinated through the DTS Navy and Marine Corps Program Management Offices.
How Does The Program Work?
When a potential error is identified, the traveler, Non-DTS Entry Agent (if applicable), and Authorizing Official who approved the voucher, will receive an email that describes the potential error and provides instructions for correction. If you receive an email with the subject line “FOUO: DoD Travel Compliance,” it means that a travel claim that you submitted or approved has been identified as having a potential improper payment. The traveler or Non-DTS Entry Agent must resolve the error, either by amending the voucher or by providing additional justification as to why the payment was valid. If the item was incorrectly identified as an error, a process will be developed to notify the Compliance Tool Administrator to close the action. The Navy asks that you do not ignore these emails as unresolved errors are subject to further administrative action. The Travel Policy Compliance Program is intended to shape traveler and Authorizing Official (AO) behavior by educating on travel policy. Alerting you to these errors will help prevent errors when approving future travel vouchers.
News: Effective as of 26 Sep 2012, the Per Diem Travel, Transportation and Allowance Committee (PDTATAC) have eliminated the need for a cost comparison/worksheet. The new update to the regulation authorizes the use of a Privately Owned Conveyance (POC) for TDY under 800 miles roundtrip. This update will appear in the update to the Joint Federal Travel Regulation (JFTR), change 311, and the Joint Travel Regulation, change 565, dated 1 Nov 2012.
News: The Transportation Security Administration (TSA) Secure Flight Program was implemented in the Defense Travel System (DTS) on Saturday, 26 September. The goal of the TSA Secure Flight Program is to enhance the security of domestic and international commercial air travel using improved watch list matching.
Under the program, TSA requires airlines to provide a traveler’s Secure Flight Personal Data (SFPD) via a secure web portal, 72 hours before a flight’s departure. SFPD consists of a traveler’s full name (first, middle, and last) as it appears on their government issued identification, as well as date of birth, and gender. Airlines are not allowed to issue a boarding pass until the SFPD is transmitted and an authorization to print a boarding pass is received from TSA. If cleared, travelers are able to print boarding passes up to 24 hours before departure. If a traveler does not pass the review, TSA may provide instructions to the airline to conduct enhanced screening at the airport or to deny flight access.
For travelers seeking redress for any adverse screening experiences or to resolve possible watch list misidentification issues, TSA also provides a central point for inquiries through the Department of Homeland Security’s Travel Redress Inquiry Program (DHS TRIP) at: http://www.dhs.gov/dhs-trip. Once cleared by TSA, the traveler is issued a Redress Number that can be used for future flights. The program offers “consistent application of an expedited and integrated redress process for misidentified individuals,” according to TSA.
To comply with the Secure Flight Program, the Defense Travel System (DTS) has been modified to capture SFPD as required by TSA and send that information to the traveler’s Commercial Travel Office (CTO) during the booking process. DoD travelers making reservations in DTS will be asked to verify or add their name as it appears on the state or federal government issued identification that the traveler plans to use at airport security, as well as date of birth and gender. In addition, travelers can provide a TSA-issued Redress Number. This information is saved to the traveler’s profile and the system will continue to prompt travelers to verify or update this information each time they attempt to make any travel reservations.
Travel Regulations & Policy
The following regulations and publications listed below should be used as references for all travel and financial policies and for resolving concerns with DTS functionality.
- Defense Transportation Regulations (DTR) (DoD 4500.9-R, Part 1) http://www.transcom.mil/dtr/part-i/
- DoD Financial Management Regulation (DoDFMR) (DoD 7000.14-R) http://comptroller.defense.gov/fmr
- Joint Federal Travel Regulations (JFTR)/Joint Travel Regulations (JTR) http://www.defensetravel.dod.mil/site/travelreg.cfm
- DTS Financial Field Procedures Guide https://www.defensetravel.dod.mil/Docs/Training/Financial_Field_Procedures_Guide.pdf
- DTS Document Processing Manual http://www.defensetravel.dod.mil/Docs/Training/Document_Processing_Manual.zip
- Defense Travel Administrator’s (DTA) Manual http://www.defensetravel.dod.mil/Docs/Training/DTA_Manual.zip