TDY travel creates complex cash flow situations. Advances, reimbursements, and out-of-pocket expenses all require careful tracking to ensure you receive proper compensation without creating financial stress during travel.
Travel Advances
DTS allows requesting advances for estimated trip costs. The system calculates eligible amounts based on your authorization. Advances arrive in your account before travel, providing funds for upfront expenses.
However, advances create debt that must be settled through your travel voucher. If actual reimbursements are less than the advance, you owe the difference. Accurate estimates prevent unpleasant surprises.
Government Travel Card
Most travelers must use the government travel card for transportation and lodging expenses. This card keeps official travel separate from personal finances and provides certain protections.
Paying the government card promptly after receiving reimbursement prevents late payment issues. Split disbursement can route part of your voucher payment directly to the card account. Missing payments affects credit ratings and can result in card revocation.
Personal Expense Management
Separating personal and official expenses during travel simplifies voucher preparation. Using the government card only for authorized expenses prevents confusion. Personal entertainment, side trips, and non-duty purchases come from personal funds.
Tracking the M&IE allowance versus actual food spending helps budget effectively. The flat rate nature of M&IE means eating economically creates personal savings. Understanding this incentive structure allows strategic choices.
Post-Travel Settlement
Filing vouchers promptly after travel completion accelerates reimbursement. Delays in filing extend the period before receiving funds and complicate memory of trip details. Setting immediate post-travel voucher completion as a priority prevents problems.
Discrepancies between authorization and actual travel require explanation. Documenting changes as they occur simplifies later justification. Maintaining trip records throughout travel beats trying to reconstruct details weeks later.
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