What is DTS?
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).
Who is supposed to assist me with DTS?
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.
Why am I getting a login error when I try to log into DTS?
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.
What online training can I do as a DTS traveler?
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.
How do I check the status of my DTS document?
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.
Can I create a DTS Authorization or Voucher for someone else?
No. Only those appointed to be Non-DTS Entry Agents (NDEAs) or unit ODTAs can prepare authorizations and vouchers on behalf of another traveler.
How do I update my profile?
A correct DTS profile is the cornerstone of successful travel. Numerous calls are received concerning incorrect information within their profile. There are three ways for you, the traveler, to correct your profile.
1) Upon creating a new travel authorization, DTS will prompt you to review your profile. Any changes made to this prompt will update your DTS profile and be reflected in the newly created authorization.
2) If the profile was not corrected at the time the authorization was created, you may update your profile by selecting “Review Profile” followed by “Open Profile.” In order to save to your permanent DTS profile, you must use select that option upon saving.
3) In the upper right-hand corner next to your name, select the down caret next to your name, then select “My Profile.” Any changes made using this prompt will update your DTS profile.
There is a how-to guide on the DTMO website for step by step instructions.
Can I update my own EFT (bank account) information?
Yes. Each traveler is responsible for ensuring their EFT is correct. Recommend you follow the “How do I update my profile?” guidance under FAQs. Changes made in the document profile only update the document's information unless the check-box is selected to update the permanent profile.
When should I prepare my authorization if I am going TAD?
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 authorization 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.
Can I go on leave as part of my TAD trip (before/during/after)?
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. Leave with travel can get complicated. It is best to contact your unit ODTA, consult the JTR and your organization’s leave policy for further information and specific guidelines such as; how to record leave, if a Constructed Travel Worksheet (CTW) is required, etc…
Am I exempted from paying state taxes for lodging while on TAD?
Several states and cities have exempted Service members and civilian employees from paying a hotel occupancy tax when certain requirements are met. If you are traveling to a tax exempt state, there will be a "pop-up" alert in DTS, with a link to the GSA state tax webpage. You can select the state and the site will let you download the form if it’s needed for that state. There will also be Pre-Audit notification in DTS.
What if I have to change my reservations?
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 sign it to route it back through for approval. 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.
How do I cancel my authorization?
If you need to cancel a trip that you cannot or did not take, be sure to cancel it correctly. If you never signed the authorization, simply delete the authorization by selecting the ellipses (3 dots) next to it and choose “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 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.
Why am I not allowed to buy my own plane ticket through expedia.com when going TAD?
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.
If I am authorized a rental car, what size car can I get?
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.
How do I create my voucher?
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..
I cannot create a Voucher from my existing Authorization, why?
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.
How much time do I have to do a voucher once I return?
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.
How long will it take from the time I submit my voucher for me to get paid?
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.
What do I do if I receive an email from DTS stating my voucher was returned?
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.
My voucher was approved but I have not been paid. What do I do?
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.
My voucher shows an AR Reject status, what do I do?
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.
How do I pay my GTCC on my voucher?
Per MARADMIN 691/13 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.
How do I calculate local mileage for a local voucher?
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.
What non-mileage expenses can I claim?
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.
How can I claim tuition fees, postage, batteries, photocopies and other expenses that are not included in the JTR?
These and other similar expenses are considered mission related expenses. Mission-related expenses are prohibited from being reimbursed through a travel voucher/local voucher.
What do I do if my travel itinerary changed during my TAD?
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.
What do I do if I have a debt?
If you have received notification of a debt via DTS, there is a link for repayment in that email. 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.
What is a Notification of Debt email?
A Notification of Debt email is generated whenever a negative balance is present in a DTS voucher. Negative balances can be caused when expense obligations on the authorizations are set too high when partial payments are scheduled. Disallowed expenses on vouchers, post payment reviews or compliance tool errors, etc.
What should I do?
If your profile is in any DTS org under DM6105, or Marine Barracks 8th&I, you will receive a follow-up email from your Debt Management Monitor (DMM). Any questions or concerns you may have, can be addressed directly with the DMM at that time.
I am not in DM6105 or Marine Barracks 8th & I, who do I contact?
Recommend you reach out to your unit ODTA for assistance with locating your DMM. Do not “reply to all” on the Notification of Debt email.
Must I pay this back lump sum or can I make installments?
In most cases installments are available and you are encouraged to engage with your DMM on all of the available options.
Can I file a waiver?
If you desire to take this step, you are encouraged to notify the DMM who will provide the appropriate references and next steps.