What is Not True About DoD Travel Policy?

Introduction

The Department of Defense (DoD) travel policy is designed to regulate official travel for military personnel, civilian employees, and authorized contractors. It ensures compliance with federal laws, cost-effectiveness, and operational efficiency. However, many misconceptions exist about the DoD travel policy, leading to confusion and potential mistakes. This article aims to clarify these misunderstandings, debunk common myths, and provide accurate, actionable information to help DoD travelers navigate the system smoothly.

Common Misconceptions About DoD Travel Policy

1. All Travel Expenses Are Fully Covered by the DoD

A common myth is that the DoD covers all travel-related expenses with no restrictions. While the DoD reimburses authorized expenses, strict limitations exist on what is covered.

Fact:

• Reimbursement follows the Joint Travel Regulations (JTR), which define allowable expenses.
• Travelers must adhere to per diem rates, lodging limits, and transportation guidelines.
• Unauthorized expenses (luxury hotels, high-end meals, non-mission-related purchases) are not covered.
• Travelers may need to pay out-of-pocket if costs exceed the approved limits.

2. Service Members Can Choose Any Airline or Hotel

Some believe that military personnel and DoD employees can freely book any airline or hotel. However, official travel must follow specific regulations.

Fact:

• Mandatory use of the Defense Travel System (DTS) for official bookings.
• Flights must be booked through the City Pair Program (CPP), which provides discounted government fares.
• Hotels must be DoD-approved or part of the FedRooms Program unless an exemption applies.
• Unauthorized bookings can result in denied reimbursements.

3. Personal Travel Can Be Combined with Official Travel Without Restrictions

While mixing personal and official travel is allowed in some cases, it is subject to strict guidelines.

Fact:

• Travelers must obtain prior approval before extending official trips for personal reasons.
• Government funds cannot cover personal travel costs.
• Any cost differences caused by personal deviations must be paid by the traveler.
• If an extended personal stay causes a higher airfare or lodging cost, the traveler must cover the additional expense.

4. Per Diem Covers All Meals and Incidentals Without Exception

Many assume that the per diem allowance is a fixed amount that fully covers meals and incidentals without deductions.

Fact:

• Per diem rates vary by location and are set by the Defense Travel Management Office (DTMO).
• If meals are provided (e.g., at a training facility), the per diem is adjusted accordingly.
• Incidentals such as tips and minor expenses must fall within set limits.
• Travelers should check their per diem rates before planning meal expenses.

5. Receipts Are Not Required for Reimbursement

Some believe that receipts are unnecessary for DoD travel reimbursement. While small expenses may not require documentation, major expenses do.

Fact:

• Lodging receipts are always required for reimbursement.
• Receipts are generally required for expenses over $75.
• Without proper documentation, travelers may face delays or denials in reimbursement.

6. Travel Advances Are Always Available

It is often assumed that travelers can always receive travel advances for their expenses. However, this is not guaranteed.

Fact:

• Travel advances are only available under specific conditions.
• The government travel card is the preferred method for covering authorized expenses.
• Advances are typically provided only when using the travel card is not feasible.

Step-by-Step Guide to Avoiding Travel Policy Missteps

To ensure compliance and avoid unnecessary expenses, follow these steps:

1. Plan and Book Through Official Channels

✅ Use the Defense Travel System (DTS) for booking flights, lodging, and rental cars. ✅ Ensure that government-preferred rates are selected for cost savings. ✅ If DTS is unavailable, consult with a travel office for guidance.

2. Understand Per Diem Rates and Limits

✅ Check the DTMO website for location-specific per diem rates. ✅ Be aware that meal allowances may be reduced if government-provided meals are available. ✅ Track daily expenses to avoid overspending.

3. Keep and Submit Necessary Documentation

✅ Save all receipts for expenses over $75. ✅ Submit an itemized expense report promptly after travel completion. ✅ Ensure lodging receipts are included in the reimbursement claim.

4. Separate Personal and Official Travel

✅ Obtain written approval before adding personal travel to official trips. ✅ Keep personal expenses separate from government-funded expenses. ✅ Pay any cost difference from personal funds if travel deviations increase expenses.

5. Use the Government Travel Card Properly

✅ Use the government-issued travel card for official expenses whenever possible. ✅ Avoid using the travel card for personal purchases, as misuse can result in penalties. ✅ Pay off balances promptly to maintain financial responsibility.

Frequently Asked Questions (FAQ)

Conclusion

Understanding and adhering to the DoD travel policy is essential for ensuring compliance, avoiding unnecessary expenses, and maintaining financial accountability. Misconceptions can lead to mistakes, financial losses, and even disciplinary action. By following the official travel guidelines, utilizing the Defense Travel System (DTS), and keeping proper documentation, travelers can ensure a smooth and hassle-free travel experience.

For the most accurate and up-to-date information, visit the Defense Travel Management Office (DTMO) website or consult with your unit’s travel coordinator.

Also Read: Is Travel Insurance Worth It? A Comprehensive Guide?