Navigating official military travel doesn't have to be an administrative headache. If you've recently received orders for a temporary duty assignment or a permanent change of station, you'll quickly encounter the Defense Travel System (DTS). It's the Department of Defense's automated, end-to-end web-based platform designed to manage authorizations, reservations, and travel vouchers for millions of service members and civilian employees every year.
Understanding how the system functions can save you from delayed reimbursements and out-of-pocket expenses. Whether you're a first-time traveler setting up your profile or a seasoned NCO filing a complex voucher, mastering the mechanics of this platform ensures your travel claim clears finance without a hitch.
What is the Defense Travel System
The Defense Travel System is a centralized, digital application that replaces paper travel claims and streamlines how the military handles official travel expenses. It integrates travel authorizations, commercial booking tools, and financial reimbursement into a single platform governed by the Joint Travel Regulations (JTR).
Instead of dealing with multiple offices or physical paperwork, travelers use the platform to plan itineraries, obtain command approvals, book flights and lodging through the Defense Travel Management Office network, and submit post-trip vouchers. It connects directly with the Defense Finance and Accounting Service to disburse funds straight to your government-issued travel card or personal bank account.
Setting Up Your Profile and Authorizations
Before you can book a single flight, your DTS profile must be accurate and up to date. Neglecting this foundational step is why many travel requests stall before they even leave the starting gate.
Profile Essentials
Your profile contains your personal details, line of accounting, split-disbursement preferences, and Government Travel Charge Card information. If your GTCC number expires or your organization's routing list changes, your authorization will fail validation.
Building an Authorization
An authorization is your official permission slip to travel. It outlines estimated costs for transportation, lodging, and meals.
- Timing: Create your authorization at least 3 to 5 business days before departure, or earlier if you're deploying or traveling during peak seasons.
- Line of Accounting: Ensure your unit's resource advisor provides the correct funding code. Using an old or incorrect LOA will trigger an immediate rejection from finance.
- Routing Officials: Know who your Approving Official is. If they are TDY or deployed, set up a secondary or alternate AO in your preferences so your trip isn't held up.
Mastering the Post-Trip Voucher Process
Traveling is only half the battle. Getting paid requires submitting a meticulous travel voucher within five working days of returning from your trip.
When you log back into the system after your trip, your approved authorization serves as the template for your voucher. You'll update estimated costs with actual expenses incurred on the road.
Receipts and Documentation
You can't skip paperwork here. The JTR mandates itemized receipts for specific expenses.
- Any lodging expense regardless of cost.
- Rental car and fuel receipts.
- Any individual expense exceeding seventy-five dollars.
- Flight itineraries and boarding passes when required by local command policy.
For example, if you stayed at a hotel for four nights, you need the complete itemized folio showing a zero balance, not just the credit card slip showing the total amount charged. Scan these documents clearly and attach them digitally to the voucher before submission.
Common Pitfalls and How to Avoid Them
Even experienced personnel stumble through military travel software due to minor oversights. Recognizing these traps keeps your bank account whole.
- Failing to Split Disburse: Your GTCC bill comes due whether your voucher is processed or not. Always ensure your DTS voucher splits the payment so funds go directly to the card issuer for official charges, with the remainder routed to your checking account.
- Mixing Personal and Official Travel: If you tack on a weekend of leave during a temporary duty trip, you must calculate and deduct personal lodging and meal costs. DTS allows you to flag personal days, but you have to input the comparative cost of flights if you altered your itinerary for personal convenience.
- Late Submissions: Sitting on your voucher for weeks after returning violates financial regulations. Your unit commander and finance office track overdue vouchers closely, and persistent delays can result in administrative flags or restrictions on your GTCC.
Frequently Asked Questions
What should I do if my credit card is declined while traveling?
First, check that your card is activated for travel through the card issuer's portal. If funds are low because a voucher is delayed, contact your unit's Agency Program Coordinator or local finance office immediately. They can request an administrative limit increase or expedite a lingering voucher.
Can I book my own hotel instead of using the Defense Travel System?
Generally, you must use the official corporate lodging or DTS booking tools. If lodging is not available or you have a valid exception documented in the system, you can book off-base accommodations, but you risk not getting fully reimbursed if you fail to secure prior authorization.
How long does it take for reimbursement to hit my account?
Once your Approving Official signs off on your voucher, DFAS typically processes the payment within two to three business days. If you set up split disbursement correctly, the credit card portion clears first, followed shortly by any remaining per diem or out-of-pocket reimbursements.
What happens if an expense is rejected by the Approving Official?
The system will route the voucher back to you with comments explaining the rejection. Fix the flagged item—such as uploading a missing receipt or correcting an accounting code—and resubmit it promptly.
