What Is Not True About Dod Travel Policy

The Department of Defense (DoD) travel policy, a complex and often misunderstood set of regulations, governs the travel of millions of service members, civilian employees, and their families. Over time, numerous misconceptions have taken root regarding what the policy actually entails. Separating fact from fiction is crucial for ensuring compliance, maximizing benefits, and avoiding potential pitfalls. This article will delve into some of the most prevalent untruths about the DoD travel policy, providing clarity and accurate information to dispel these myths.

Misconception 1: All DoD Travelers are Entitled to the Same Reimbursement Rates

One of the most widespread misconceptions is that all DoD travelers receive identical reimbursement rates for travel expenses. This is simply not the case. The DoD travel policy, primarily outlined in the Joint Travel Regulations (JTR), establishes a framework for reimbursement, but the specific rates and allowances can vary considerably depending on a multitude of factors.

These factors include:

• Rank/Grade: Generally, higher-ranking personnel may be entitled to higher allowances, particularly for lodging.
• Location of Travel: The JTR uses locality-based rates for per diem (daily allowance for meals and incidental expenses) and lodging. These rates are determined by the cost of living in the specific location and fluctuate regularly. A trip to New York City will have drastically different reimbursement rates than a trip to rural Kansas.
• Type of Travel: Temporary Duty (TDY), Permanent Change of Station (PCS), and other types of travel each have their own distinct reimbursement rules. PCS travel, for instance, involves allowances for moving household goods, temporary lodging expenses (TLE), and other relocation-related costs that are not applicable to TDY travel.
• Availability of Government Lodging: If government lodging is available, travelers are generally required to utilize it. Failure to do so without proper justification may result in a reduced lodging reimbursement rate.
• Specific Authorizations: Certain individuals may be authorized special allowances or exceptions to the standard rules, such as those traveling under specific programs or circumstances.

It is critical for each traveler to consult the JTR and their designated travel office to ascertain the applicable reimbursement rates and allowances for their specific trip. Blindly assuming that all DoD travelers are treated equally in terms of reimbursement can lead to inaccurate budgeting, denied claims, and financial surprises.

Misconception 2: "Fly America Act" Always Means Flying on a US Carrier

The "Fly America Act" is a federal regulation that mandates the use of U.S. air carriers for travel funded by the U.S. government, including DoD travel. However, the misconception lies in believing that it always means flying on a U.S. carrier, regardless of circumstances. The reality is more nuanced.

While the Fly America Act prioritizes U.S. carriers, there are exceptions:

• "Open Skies" Agreements: The U.S. has "Open Skies" agreements with certain countries (e.g., the European Union, Australia, Japan) that allow the use of airlines from those countries under specific conditions. These agreements aim to promote competition and facilitate international air travel.
• Code-Share Flights: If a U.S. carrier code-shares on a flight operated by a foreign carrier, and the U.S. carrier's code is on the ticket, it generally satisfies the Fly America Act, even though the actual flight is on a foreign airline.
• Non-Availability of U.S. Carrier: If a U.S. carrier does not offer service between the origin and destination, or if using a U.S. carrier would unreasonably delay the travel, a foreign carrier may be used.
• Cost Considerations: In some limited circumstances, if the cost of using a U.S. carrier is significantly higher than using a foreign carrier, a waiver may be granted.

Travelers must be aware of these exceptions and document the reasons for using a foreign carrier if applicable. Simply assuming that only U.S. carriers are allowed, without considering potential exceptions, can lead to missed opportunities for more convenient or cost-effective travel options. The key is proper research, documentation, and justification when utilizing an exception to the Fly America Act.

Misconception 3: You Can Pocket the Difference if You Find Cheaper Lodging

A common misconception is that if a traveler finds lodging that costs less than the authorized lodging allowance, they can keep the difference. This is incorrect. The DoD travel policy generally operates on a reimbursement basis, meaning that travelers are reimbursed for their actual expenses, up to the authorized limit.

If a traveler's actual lodging costs are less than the authorized allowance, they will only be reimbursed for the actual amount spent. They cannot pocket the difference. Furthermore, travelers are expected to exercise prudence and seek reasonable lodging options. Excessively cheap lodging that compromises safety or hygiene could raise red flags and potentially lead to questions during the reimbursement process.

The focus of the lodging allowance is to cover reasonable and necessary expenses, not to provide a profit opportunity for the traveler. While finding cost-effective lodging is encouraged, the savings ultimately benefit the government, as it reduces the overall travel costs. Transparency and accurate reporting of actual expenses are paramount.

Misconception 4: Per Diem Covers All Meal Expenses

Many travelers believe that the per diem rate is a fixed amount that covers all meal expenses, regardless of actual costs. This is a simplification that can lead to inaccurate budgeting. While per diem is designed to cover meals and incidental expenses, the actual amount received can be affected by several factors.

• Government-Provided Meals: If the government provides meals (e.g., at a conference or training event), the per diem is typically reduced to account for the provided meals. The JTR specifies the deduction amounts for each meal provided.
• Partial Per Diem: On the first and last day of travel, travelers typically receive a reduced per diem rate (usually 75% of the full rate). This is because it is assumed that they will only need to cover a portion of the day's meals.
• High-Cost Areas: In particularly expensive locations, the standard per diem rate may not be sufficient to cover reasonable meal costs. In such cases, travelers may need to seek authorization for a higher per diem rate, but this typically requires justification and documentation.

Travelers should carefully review their travel orders and the JTR to determine the applicable per diem rate and any potential deductions. Planning meals strategically and keeping receipts (especially in high-cost areas) can help ensure that they are adequately reimbursed for their meal expenses.

Misconception 5: You Can Always Get a Rental Car

The belief that DoD travelers are always entitled to a rental car is another common misconception. The DoD travel policy does not automatically grant rental car privileges. Instead, the use of a rental car must be justified and deemed the most cost-effective and practical mode of transportation for official business.

Several factors influence the authorization of a rental car:

• Availability of Alternatives: If government vehicles, public transportation, or shuttle services are available and suitable for the traveler's needs, a rental car may not be authorized.
• Cost Comparison: The cost of a rental car (including gas, insurance, and parking) is compared to the cost of alternative transportation options. If a rental car is significantly more expensive, it may be denied.
• Mission Requirements: The nature of the traveler's mission is a key consideration. If the mission requires frequent travel to multiple locations, or if the traveler needs to transport equipment or materials, a rental car may be more easily justified.
• Approving Authority: The traveler's approving authority ultimately decides whether a rental car is necessary and appropriate. They will consider the justification provided and weigh the costs and benefits.

Travelers who believe they need a rental car should clearly articulate the reasons in their travel authorization request, providing specific details about their mission requirements and the limitations of alternative transportation options. Obtaining pre-approval is essential to avoid potential issues with reimbursement.

Misconception 6: PCSing Entitles You to Unlimited Weight Allowance

Permanent Change of Station (PCS) moves involve a complex set of allowances, and a common misunderstanding revolves around the weight allowance for household goods. Many believe that they are entitled to ship an unlimited amount of belongings at the government's expense. This is incorrect.

The DoD travel policy establishes weight allowances based on rank/grade and family size. Exceeding the authorized weight allowance can result in significant out-of-pocket expenses for the traveler. The government will only cover the cost of shipping the authorized weight; any excess weight is the traveler's responsibility.

Travelers planning a PCS move should:

• Consult the JTR: The JTR provides detailed information on weight allowances and related regulations.
• Weigh Their Belongings: Estimate the weight of their household goods as accurately as possible.
• Consider a "Do It Yourself" (DITY) Move: A DITY move, also known as a Personally Procured Move (PPM), allows travelers to manage their own move and potentially earn incentive payments. However, it also requires careful planning and execution.
• Purge Unnecessary Items: Reducing the amount of belongings to be shipped can save money and reduce stress.

Careful planning and adherence to the weight allowance are crucial for a successful and cost-effective PCS move. Failing to do so can lead to unexpected expenses and logistical challenges.

Misconception 7: You Can Always Choose Your Preferred Airline and Hotel

While travelers may have preferences for certain airlines and hotels, the DoD travel policy does not guarantee that they can always choose their preferred options. Cost considerations and mission requirements often take precedence over personal preferences.

• Lowest Acceptable Fare: The DoD travel policy generally requires travelers to select the lowest acceptable airfare that meets their mission needs. This may mean flying on a less preferred airline or at a less convenient time.
• Government Lodging: As mentioned earlier, if government lodging is available, travelers are typically required to utilize it.
• Contracted Rates: The DoD often has negotiated rates with specific hotels. Travelers may be encouraged or required to use these hotels to take advantage of the discounted rates.

While travelers can certainly express their preferences, they should be prepared to compromise if necessary to comply with the DoD travel policy and minimize costs. Flexibility and a willingness to adapt are essential for successful travel.

Misconception 8: Travel Vouchers are Always Processed Quickly

The processing time for travel vouchers can vary significantly depending on a number of factors, and the assumption that they are always processed quickly is often unrealistic. Delays can occur due to:

• Incomplete or Inaccurate Information: Errors or omissions on the travel voucher can lead to delays while the necessary corrections are made.
• High Volume of Claims: Travel offices often experience periods of high claim volume, which can slow down processing times.
• System Issues: Technical glitches or system outages can disrupt the processing of travel vouchers.
• Complexity of the Claim: Complex claims involving multiple expenses or exceptions may require more time to review.

Travelers can expedite the processing of their travel vouchers by:

• Submitting Complete and Accurate Information: Double-check all information on the voucher and ensure that all required documentation is attached.
• Submitting Vouchers Promptly: Submitting vouchers as soon as possible after the completion of travel can help prevent delays.
• Following Up with the Travel Office: If a voucher has been pending for an extended period, follow up with the travel office to inquire about its status.

Patience and proactive communication are key to navigating the travel voucher process effectively.

Misconception 9: You Don't Need to Keep Receipts for Expenses Under $75

While the JTR does allow for some exceptions to the receipt requirement, the blanket statement that receipts are not needed for expenses under $75 is a dangerous oversimplification. The specific rules regarding receipts can be complex and depend on the type of expense.

Generally, receipts are required for:

• Lodging: Regardless of the amount, receipts are almost always required for lodging expenses.
• Any Expense Over $75: This is the general rule of thumb, but there are exceptions.
• Expenses Where Required by Local Policy: Some local commands or agencies may have stricter receipt requirements than the JTR.
• Expenses That Seem Unusually High: Even if an expense is under $75, if it seems unusually high for the circumstances, a receipt may be requested.

It is always best practice to keep receipts for all travel-related expenses, regardless of the amount. This provides a clear and auditable record of spending and can prevent potential issues during the reimbursement process. Relying on the assumption that receipts are not needed for expenses under $75 can lead to denied claims and financial losses.

Misconception 10: The JTR is the Only Document You Need to Consult

While the Joint Travel Regulations (JTR) is the primary source of information on DoD travel policy, it is not the only document that travelers need to consult. Other relevant documents and resources include:

• Travel Orders: Travel orders specify the purpose, dates, and authorized expenses for a particular trip. They may also contain specific instructions or limitations that are not found in the JTR.
• Local Command Policies: Individual commands or agencies may have their own supplemental travel policies that are more restrictive than the JTR.
• Defense Travel System (DTS): DTS is the online system used to create travel authorizations and submit travel vouchers. It contains helpful information and guidance on travel policy.
• Travel Office: The travel office is a valuable resource for answering questions and providing assistance with travel-related issues.

Travelers should consult all relevant documents and resources to ensure that they are fully informed about the applicable travel policies and procedures. Relying solely on the JTR can lead to missed information and potential errors.

Conclusion

Navigating the DoD travel policy can be challenging, and the proliferation of misconceptions only adds to the complexity. By understanding the realities behind these common untruths, travelers can ensure compliance, maximize their benefits, and avoid potential problems. It is essential to consult the JTR, travel orders, and local command policies, and to seek guidance from the travel office when needed. A proactive and informed approach to travel planning and reimbursement is the key to a smooth and successful travel experience within the Department of Defense. Diligence in understanding the nuances of the DoD travel policy empowers travelers to make informed decisions and contribute to the responsible stewardship of government resources.