Common TDY Mistakes: What to Avoid

Even experienced travelers make TDY mistakes that delay reimbursement, reduce entitlements, or create unnecessary complications. Learning from common errors helps avoid repeating them on your own trips.

Poor Documentation

Failing to keep receipts ranks among the most frequent problems. Lodging receipts are always required. Other expenses over seventy-five dollars need documentation. Losing receipts during travel creates voucher complications that delay payment.

Photographing receipts immediately after receiving them provides backup. Email copies of hotel bills before checkout. These habits protect against lost paper and water-damaged documents that become unreadable.

Authorization Mismatches

When actual travel differs from authorized travel, problems arise. Date changes, location additions, and transportation method switches all need proper authorization. Making changes without updating orders complicates voucher processing.

Amendments to existing authorizations take time. When travel changes become likely, initiating amendment processes early prevents last-minute scrambles. Waiting until after travel to fix authorization issues invites reduced reimbursement.

Government Card Misuse

Using the government travel card for personal expenses or at unauthorized times creates problems. The card should fund only official travel expenses. Mixing personal and official charges complicates accounting and can result in card revocation.

Making timely payments on the government card protects your credit and maintains good standing. Even when waiting for voucher reimbursement, minimum payments keep accounts current.

Delayed Voucher Filing

Procrastinating on travel vouchers extends the period before receiving full reimbursement. Details fade from memory, making accurate claims harder. Setting aside time immediately after travel completion for voucher preparation yields best results.

Late filing can also result in reduced entitlements under certain circumstances. Understanding filing deadlines and treating them as priorities prevents losses from administrative negligence.

Not Asking Questions

When travel situations seem unclear, asking the travel office for guidance before making decisions prevents costly mistakes. Finance and travel personnel can clarify regulations that seem ambiguous. Getting answers in writing protects against later disputes.