Navigating the Defense Travel System from Start to Finish
The Defense Travel System is the official platform for creating travel authorizations, booking reservations, and filing vouchers for TDY travel. Mastering DTS streamlines your travel experience and ensures compliant, timely reimbursement.
Getting Started with DTS
Access to DTS requires a Common Access Card and appropriate system permissions. New users should contact their organization’s Defense Travel Administrator to ensure their profile is complete and permissions are correctly assigned. Your profile includes personal information, banking details for direct deposit, and organizational routing that determines who approves your travel.
Before creating your first authorization, spend time familiarizing yourself with the interface. DTS training modules are available through the Travel Explorer website and provide hands-on practice in a training environment where mistakes have no consequences.
Creating a Travel Authorization
Every TDY trip begins with a travel authorization document in DTS. This document captures your travel purpose, dates, destination, and requested allowances. Start by selecting the correct document type and entering your basic trip information.
The per diem section automatically calculates based on your travel dates and destination. Review these calculations carefully, ensuring the correct locality is selected. DTS does not always identify the precise location, so manual adjustments may be necessary to capture the correct rates.
Transportation arrangements through DTS connect to the Commercial Travel Office for booking flights and rental cars at government rates. The system guides you through selecting flights and lodging while flagging options that exceed per diem limits or policy requirements.
Routing and Approval
After completing your authorization, it routes through your chain of command for approval. The routing depends on your organizational setup and may include supervisors, resource managers, and budget officials. Each approver can approve, return for corrections, or reject the authorization.
Monitor your document status and respond promptly to any returned documents. Delays in the approval process can affect flight availability and rates. If you need to travel before approval is complete, coordinate with your approving officials to expedite the process.
Making Reservations
Once approved, your authorization becomes the basis for booking travel. DTS integrates with contracted vendors for flights, lodging, and rental cars. Booking through the system ensures government rates and proper documentation for your voucher.
Flight bookings through DTS show available options ranked by policy compliance. Selecting a flight that deviates from the lowest cost option requires justification. Common justifications include mission timing requirements, connection preferences, or seating needs for medical conditions.
Lodging reservations can be made through DTS or directly with hotels using your authorization number. Either way, ensure your reservation matches the dates and rates in your authorization. Discrepancies create voucher complications later.
During Your Trip
While traveling, keep DTS in mind for any changes that occur. Flight delays, extended stays, or additional expenses should be documented. Some changes require amending your authorization before incurring the expense. Others can be documented on your voucher after the fact with proper explanation.
Collect and organize receipts as you go. Taking photos immediately ensures you have documentation even if paper receipts are lost. Note any unusual circumstances or expenses that will need explanation on your voucher.
Filing Your Voucher
Upon returning from travel, convert your authorization to a voucher within five business days. The voucher captures actual expenses against your authorized amounts. DTS populates much of the voucher from your authorization, but you must update it with actual costs and dates.
Enter all expenses with supporting receipts. Upload receipt images directly to DTS for each expense requiring documentation. Ensure dates match your receipts and that expense descriptions accurately reflect what you purchased.
Review the calculated reimbursement before submitting. Verify per diem calculations match your actual travel days. Check that lodging and other expenses appear correctly. Once satisfied, digitally sign and submit your voucher for approval.
After Submission
Track your voucher through the approval and payment process. DTS shows the current status and estimated payment date. Direct deposit typically occurs within three to five days of final approval, though this varies by finance office workload.
If your voucher is returned for corrections, address the issues promptly. Delayed voucher processing delays your reimbursement and can create GTCC payment challenges. Keep copies of all voucher documentation for your records in case questions arise later.
Proficiency with DTS develops through practice. Each trip builds familiarity with the system, making future travel administration faster and more accurate.
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