Unit HomeDefense Travel System (DTS)FAQ's
Defense Travel System

 

Defense Travel System

General FAQ's

The Defense Travel System (DTS) is a fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (TAD travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC).

 

Every unit has an appointed Organization Defense Travel Administrator (ODTA). They are responsible to assist you in setting up your DTS account and ensuring you are receiving the proper DTS training and support.  Your unit ODTA is your Tier 1 Help Desk and you should reach out to them for assistance.

You may just be locked out if you have been detached from your previous DTS organization. If this is the case, your ODTA will need to receive you into your new DTS organization.

The Quantico DTS Help Desk recommends that you attend initial Traveler training provided by the help desk and available to sign up under the Training tab.  After the initial training, refresher training can be completed through two TRAX DTS online classes:  DTS (Basic)-About DTS and DTS (Basic)-DTS Travel Documents (DTS 101).  These classes can be located on the TRAX website.

Click on the view button to open the document. Go to the Sign and Submit tab and you can see the status of your document and all previously stamps applied.

No. Only those appointed to be Non-DTS Entry Agents (NDEAs) or unit ODTAs can prepare authorizations and vouchers on behalf of another traveler.

PROFILE FAQ's

 Your DTS profile being correct and updated is extremely important for successful travel.  When you create a new document, DTS will prompt you to review your profile, please make sure you do that and don’t skip it.  We get calls all the time that could have been prevented simply by the traveler making sure their profile is correct. 

The other way you can update your profile without creating a new document is to click the down caret next to your name in the top right-hand corner and select “My Profile”.  You should be checking your profile every time you travel or at least every 6 months.  When reviewing your profile you want to make sure your EFT, GTCC, and current home address are correct. If you get new GTCC, you need to make sure an update the expiration date to match your new card. There is a how to guide on the DTMO website for step by step instructions.

Yes! Each traveler is responsible to update their own DTS profile, see “How do I update my profile?” under FAQs. A traveler can also update their EFT information by going into their travel document in edit mode. The option to change the EFT information can be found by going to the profile tab on the left side tool bar and selecting Review Profile, Open Profile, then EFT and Credit Card Accounts.  Changes made in the document profile only updates the information in the document unless the check-box is selected to update the permanent profile.

Authorization FAQ's

Your authorization should be done as soon as possible or within 30 days of the TAD trip. This will ensure that the authorization gets routed and approved in time. If the TAD trip involves a flight, the authorizations must be approved 72 hours before the trip begins. If not, the reservations will be cancelled. For short notice TAD, (if an authorization is being done within 3 days of the start of the TAD), then the authorization must be approved within 24 hours. If not, the flight reservations will be canceled. Reservations made within 24 hours of departure, DTS will inform you of the deadline for approval before cancellation.

If you need to cancel a trip that you’re not going on or didn’t go on, you need to make sure to cancel it correctly.  If you have never signed the authorization, simply delete the authorization be selecting the ellipses (3 dots) next to it and select “Remove Authorization”.  If it was signed or approved then you need to select “Cancel Trip”.  DO NOT GO INTO THE DOCUMENT AND TRY TO REMOVE ANY RESERVATIONS OR EXPENSES.  If you were charged a TMC fee or have any other reimbursable expenses then you would use the “with expenses” option and it will create a voucher for you to claim that specific expense.  If you had no expenses you would select “no expenses incurred” and then sign the authorization so it will route to your AO.  Your AO must apply the cancelled stamp before it’s actually cancelled.  We’ve received calls because travelers are still getting emails for unsettled vouchers because the authorization wasn’t fully cancelled.  Ultimately, if you have any questions on this process you need to contact your unit ODTA for assistance.  You can also visit the DTMO website for a helpful guide.

Yes, if your Command authorizes it. The leave must be approved in the appropriate payroll system and it must also be reflected in the authorization and voucher.  Please contact your unit ODTA and JTR for further information and specific guidelines such as how to record leave, if a CTW is required, etc…

We all know Murphy’s Law so if you have any changes to your trip and it’s prior to your reservations being ticketed, just amend your authorization and make the necessary changes then route it back through.  If it’s already been ticketed or you’re mid-travel then you need to contact the TMC directly after you’ve obtained verbal or written approval from your AO.  For more information, please visit the DTMO website.

DTS will have an alert if you are traveling to a tax exempt state, that link will bring you to the GSA state tax webpage. Click on the state that you will be TAD in and find out if a form is needed for the tax exemption. (IBA refers to the individually billed government travel charge card issued to you.)   

TRANSPORTATION FAQ's

A compact size rental vehicle is what the JTR 020209 authorizes. Your AO can authorize a bigger vehicle only if the mission requires it. If you require a bigger vehicle, ensure there is a justification on the authorization by the approving official.  If no justification is made, Finance and TECOM will limit the reimbursement to a compact size.

The JTR mandates that travelers make travel arrangements through an electronic travel system (DTS) when it is available or contact the TMC if it is not available.  Any DoD traveler who cannot reach the TMC must contact the AO or designee for assistance.  (JTR 0102).  Failure to follow this requirement can lead to limited or no reimbursement.

Voucher FAQ's

Per MARADMIN 619/13 GTCC is mandatory for all reimbursable / travel related expenses. This can be done on the financial summary page of your voucher.  For more information, step 5 of the trifold on how to create a voucher has instructions.

All local travel is calculated with your regular commute in mind.  DTS is programmed to compute the calculation for you, you simply need to claim the mileage driven if it’s from your residence and when prompted input your normal commute distance/cost.  If you need further instructions on how to calculate, please contact your ODTA or visit the DTMO website for the procedures.

You will create a voucher from an approved authorization.  There is a “Create New Document” button that you can choose for creating the voucher.  You can visit the DTMO website for a How To guide for further assistance.

Your unit has 4 working days to forward the voucher to Disbursing or TECOM (Level 30). Level 30 has 10 working days to approve the voucher. Once the voucher is approved by Level 30, it usually takes 1 or 2 business days for the payment to be made.

You have 5 working days to complete and sign your voucher. Your unit can require you to have it done in a shorter time than that. 

Your Authorization must be approved for you to be able to create a voucher. If the amend link was selected on the Authorization, have that document approved and you will be able to create a Voucher. If the authorization was approved but you still can’t do a voucher, contact your ODTA.

An AR Reject is an Accounts receivable reject stamp. AR Rejects also mean payments were not processed correctly. You or the unit ODTA needs to contact the Comptroller’s office for them to determine what needs to be done to correct the reject.

If you see the status showing Voucher Submitted, it is pending payment.  If it stays in that status beyond 24-48 hours, contact your ODTA for assistance.

If you check your authorization or voucher and see the EFT Return or SPP Return stamp was applied to the document, this stamp means your money went to a closed or incorrect account and the bank returned the money to DFAS.

 

If you see an EFT Return or SPP Return stamp: amend the document and change the EFT account information under Additional Options/Profile/My Account Information. Make sure you click the “Save Changes” to permanent traveler information and sign the document for approval.
 
If the document does not have an EFT Return or SPP Return stamp then an EFT Trace Request needs to be submitted to identify where the money was sent to.  Contact your ODTA for assistance.

Go to the voucher’s Sign and Submit page and scroll to comments. The individual who returned the voucher is required to let you know why the voucher was returned and the corrective action. Correct all the discrepancies and sign the voucher for approval. 

Expense FAQ's

The JTR 0204 Miscellaneous Reimbursable Expenses identify what non-mileage (also called “reimbursable”) expenses that can be claimed. Listed are all expenses able to be authorized by the unit AO.  If the JTR is silent, then it is not reimbursable.

These and other similar expenses are considered mission related expenses. Mission-related expenses are prohibited from being reimbursed through a travel voucher/local voucher. 

You will need to change your travel itinerary in the itinerary section of your voucher (do not change the authorization).  You can utilize the step by step guide on vouchers with itinerary changes on the DTMO website.

DEBT FAQ's

If you have received notification of a debt via DTS, there is a link for repayment in that email.  Your ODTA can assist you for further information.  Due to the complicated nature of debt, it is recommended that you contact the individual from the DTS Help Desk that sent you the debt notification.  The number one priority is validating the debt and assisting you through the repayment process.