What Is An Army Travel Voucher And How To Use It?

The Army Travel Voucher simplifies travel expense reimbursements for service members, and SIXT.VN enhances your Vietnam travel experience. We offer seamless services, including airport transfers, hotel bookings, and tours, making your visit stress-free. Explore Vietnam with ease, relying on our expert guidance and reliable travel solutions, optimizing your trip.

1. What Exactly is an Army Travel Voucher?

An army travel voucher, officially known as the DD Form 1351-2, is a crucial document for military personnel. It serves as a comprehensive record of travel expenses incurred while on official duty. This voucher is the key to receiving reimbursements for authorized travel costs, ensuring that service members are compensated for expenses related to their service.

The primary function of the army travel voucher is to itemize and document all travel-related expenses. These include transportation costs, lodging, meals, and other incidentals incurred during official travel. By meticulously documenting these expenses, service members can accurately claim their entitled reimbursements, adhering to military regulations and guidelines.

Accurate completion and submission of the DD Form 1351-2 are vital for several reasons. First, it ensures that service members receive the correct reimbursement for their expenses, preventing financial losses due to unreimbursed costs. Second, it helps maintain transparency and accountability in government spending. The voucher provides a clear audit trail of travel expenses, which is essential for financial oversight and compliance. According to the Defense Finance and Accounting Service (DFAS), proper documentation reduces processing errors and speeds up reimbursement times.

For example, imagine a soldier traveling from Hanoi to Ho Chi Minh City for a training exercise. They would use the DD Form 1351-2 to document their airfare, hotel stay, meals, and any transportation costs within the city. By submitting this voucher with all necessary receipts, the soldier ensures they are reimbursed for these expenses, in line with military travel regulations. SIXT.VN supports this process by providing detailed invoices for services like airport transfers and hotel bookings, making it easier for service members to complete their vouchers accurately.

2. Who is Eligible to Use the Army Travel Voucher?

The eligibility to use an army travel voucher is primarily extended to service members of the United States Armed Forces. This includes personnel from the Army, Navy, Air Force, Marine Corps, and Coast Guard. However, eligibility isn’t solely determined by military affiliation. It also depends on the nature of the travel and the orders under which the service member is traveling.

Specifically, the army travel voucher is applicable for official travel. Official travel encompasses a variety of duty-related trips, such as:

• Temporary Duty (TDY): This involves travel to a location other than the service member’s permanent duty station for a specific period to perform assigned tasks.
• Permanent Change of Station (PCS): This occurs when a service member is reassigned to a new duty station, often involving relocation of their household.
• Training Exercises: Travel to participate in military training exercises or courses.
• Official Conferences and Meetings: Attendance at conferences, meetings, or seminars that are part of the service member’s official duties.

In addition to active duty military personnel, other categories of individuals may also be eligible to use army travel vouchers under certain circumstances. These include:

• Reserve Component Members: Reservists and National Guard members on active duty orders or participating in official training.
• Civilian Employees of the Department of Defense (DoD): Civilians traveling on official government business related to the military.
• Dependents of Service Members: In some cases, dependents traveling in conjunction with a PCS move or other authorized travel may be eligible for reimbursement.

It’s essential to note that eligibility can vary based on the specific orders issued to the service member. Travel orders outline the purpose of the trip, authorized expenses, and any limitations on reimbursement. Service members should carefully review their orders to understand their eligibility and the specific regulations governing their travel. According to the Joint Travel Regulations (JTR), understanding these details is crucial for accurate voucher submission and timely reimbursement.

For instance, if a Marine is ordered to attend a conference in Hanoi, their travel orders will specify the authorized mode of transportation, per diem rates for meals and lodging, and any other relevant instructions. Upon completion of the trip, the Marine would use these orders as the basis for completing their army travel voucher. SIXT.VN can assist with this process by providing comprehensive booking details and receipts for services like hotel accommodations and airport transfers in Hanoi, ensuring that the Marine has the necessary documentation for their reimbursement claim.

3. What Expenses Can Be Claimed on an Army Travel Voucher?

An army travel voucher allows service members to claim a variety of expenses incurred during official travel. Understanding what expenses are reimbursable is crucial for maximizing the benefits of the voucher and ensuring accurate reimbursement.

3.1 Transportation Costs

Transportation expenses are a significant part of travel reimbursements. These include:

• Airfare: Reimbursement for the cost of airline tickets for official travel. The ticket should ideally be booked through the government’s travel management system to ensure compliance with regulations.
• Rental Cars: Costs associated with renting a vehicle when authorized for official use. Rental car expenses typically include the rental fee, insurance, and fuel costs.
• Mileage: Reimbursement for using a personal vehicle for official travel. Mileage is calculated based on the authorized distance and the current government mileage rate.
• Taxis and Ride-Sharing: Expenses for taxis, ride-sharing services (such as Uber or Grab), and public transportation used to travel to and from airports, hotels, or work-related locations.

3.2 Lodging Expenses

Lodging expenses cover the cost of accommodations during official travel. Key considerations include:

• Hotels: Reimbursement for hotel stays is usually based on the per diem rate for the location. Service members should stay in hotels that meet government standards and provide necessary amenities. SIXT.VN offers a wide range of hotel options in Vietnam that meet these requirements, with transparent pricing and detailed invoices to simplify the reimbursement process.
• Per Diem: Per diem is a daily allowance for lodging and meals. The lodging portion of per diem is intended to cover the cost of accommodations, while the meals portion covers the cost of meals and incidental expenses.

3.3 Meals and Incidental Expenses (M&IE)

M&IE covers the cost of meals and other incidental expenses incurred during travel. Important details include:

• Per Diem Rates: M&IE is usually reimbursed at a set per diem rate, which varies depending on the location. The General Services Administration (GSA) sets these rates for different areas.
• Receipts: While receipts are not always required for M&IE, it’s a good practice to keep them, especially for higher-cost meals.
• Incidental Expenses: These can include fees for laundry, dry cleaning, and tips.

3.4 Other Reimbursable Expenses

In addition to the above, several other expenses may be reimbursable:

• Tolls and Parking Fees: Costs associated with tolls and parking during official travel.
• Business-Related Communication: Expenses for phone calls, internet access, and other communication needs related to official duties.
• Visa and Passport Fees: Fees for obtaining visas and passports when required for official travel.
• Baggage Fees: Fees for checked baggage when traveling by air.
• Conference Fees: Registration fees for authorized conferences and meetings.

It’s important to note that all claimed expenses must be directly related to official travel and comply with the Joint Travel Regulations (JTR). Service members should keep detailed records and receipts for all expenses to support their reimbursement claims. Using services like SIXT.VN can streamline this process by providing comprehensive records for transportation, accommodation, and other travel-related services in Vietnam, ensuring accurate and hassle-free voucher submission.

4. How to Fill Out DD Form 1351-2: A Step-by-Step Guide

Completing the DD Form 1351-2, or army travel voucher, accurately is crucial for receiving timely reimbursement for travel expenses. This step-by-step guide will walk you through each section of the form, ensuring that you provide all the necessary information.

4.1 Section I: General Information

This section requires basic information about the service member and their travel.

1. Name: Enter your full legal name (Last, First, Middle Initial).
2. Grade/Rank: Indicate your military rank or civilian grade.
3. Social Security Number (SSN): Provide your SSN or other identification number as required.
4. Mailing Address: Enter your current mailing address where you want to receive your reimbursement.
5. Email Address: Provide a valid email address for communication regarding your voucher.
6. Phone Number: Include a contact phone number.
7. Organization: Specify your military unit or department.
8. Type of Payment: Choose your preferred method of payment (e.g., electronic funds transfer, check).
9. Bank Account Information: If selecting electronic funds transfer, provide your bank name, account number, and routing number.

4.2 Section II: Travel Information

This section details the specifics of your trip.

1. Purpose of Trip: Briefly describe the reason for your travel (e.g., TDY, PCS, training).
2. Travel Dates: Enter the start and end dates of your travel period.
3. Point of Departure: Indicate the location where your travel began.
4. Point of Destination: Specify the final destination of your travel.
5. Mode of Travel: Indicate how you traveled (e.g., air, personal vehicle, rental car).
6. Travel Orders: Provide the order number and date of your travel authorization.

4.3 Section III: Transportation Expenses

This section is for itemizing transportation costs.

1. Airfare: Enter the cost of your airline ticket. Attach a copy of the ticket or itinerary.
2. Rental Car: If you used a rental car, provide the rental period, cost, and purpose.
3. Mileage: If you used a personal vehicle, enter the total miles traveled and the authorized mileage rate.
4. Taxis/Ride-Sharing: List the dates, locations, and costs for each taxi or ride-sharing trip.
5. Tolls and Parking: Itemize toll and parking fees with dates and locations.

4.4 Section IV: Lodging Expenses

Detail your lodging expenses in this section.

1. Hotel Name and Location: Provide the name and location of each hotel where you stayed.
2. Dates of Stay: Enter the check-in and check-out dates for each hotel.
3. Room Rate: Indicate the nightly room rate.
4. Total Lodging Cost: Calculate the total cost for each hotel stay.
5. Government Quarters: If you stayed in government quarters, indicate the cost or savings.

4.5 Section V: Meals and Incidental Expenses (M&IE)

This section covers your daily allowances for meals and incidentals.

1. Per Diem Rate: Enter the authorized per diem rate for each location.
2. Number of Days: Indicate the number of days you are claiming per diem.
3. Total M&IE: Calculate the total M&IE amount.
4. Meals Provided: If any meals were provided (e.g., by the hotel or conference), deduct their value from your M&IE claim.

4.6 Section VI: Other Expenses

Use this section to list any other reimbursable expenses not covered above.

1. Expense Type: Describe the nature of the expense (e.g., visa fees, baggage fees, conference fees).
2. Date Incurred: Enter the date the expense was incurred.
3. Amount: Indicate the cost of the expense.
4. Justification: Provide a brief explanation of why the expense was necessary for official travel.

4.7 Section VII: Substantiating Documents

This section lists all the documents you are attaching to support your claim.

1. Travel Orders: Include a copy of your travel authorization orders.
2. Receipts: Attach receipts for all claimed expenses, such as airfare, rental cars, hotels, and other reimbursable items.
3. Other Documents: Include any other relevant documents that support your claim, such as conference agendas or visa applications.

4.8 Section VIII: Certification

This is where you certify the accuracy of the information provided.

1. Read the Certification Statement: Carefully read the statement affirming that the information you provided is true and accurate.
2. Sign and Date: Sign and date the form in the designated spaces.

4.9 Tips for Accuracy

• Keep Detailed Records: Maintain a detailed record of all expenses incurred during travel.
• Collect Receipts: Obtain and keep receipts for all claimed expenses.
• Review Travel Orders: Understand the terms and conditions of your travel authorization.
• Double-Check Calculations: Ensure all calculations are accurate.
• Submit on Time: Submit your voucher promptly to avoid delays in reimbursement.

For example, if a service member travels to Hanoi for a conference and uses SIXT.VN for airport transfer and hotel booking, they should include the detailed invoices provided by SIXT.VN in their voucher submission. This ensures that all expenses are accurately documented and justified. According to the Defense Travel Management Office (DTMO), meticulous documentation significantly reduces the likelihood of errors and speeds up the reimbursement process.

5. Common Mistakes to Avoid When Filing an Army Travel Voucher

Filing an army travel voucher can be a straightforward process if done correctly. However, there are several common mistakes that service members often make, leading to delays or even rejection of their reimbursement claims. Being aware of these pitfalls can help ensure a smooth and successful filing experience.

5.1 Incomplete or Missing Information

One of the most frequent errors is failing to complete all required fields on the DD Form 1351-2. This includes missing personal information, travel dates, or expense details.

• Solution: Double-check every section of the form before submission. Ensure all fields are filled out accurately and completely. Verify that your name, rank, SSN, and contact information are correct. For travel details, cross-reference with your travel orders to avoid discrepancies.

5.2 Lack of Substantiating Documentation

Another common mistake is failing to include necessary receipts and supporting documents. Without proper documentation, it’s difficult to verify the claimed expenses.

• Solution: Attach all relevant receipts for transportation, lodging, and other expenses. This includes airline tickets, hotel bills, rental car agreements, and receipts for tolls and parking. If a receipt is missing, try to obtain a duplicate from the vendor. According to the Joint Travel Regulations (JTR), original receipts are preferred, but copies or electronic records may be accepted if the original is not available.

5.3 Incorrect Calculations

Mathematical errors can also cause delays in processing your voucher. This includes miscalculating mileage, per diem rates, or total expenses.

• Solution: Double-check all calculations before submitting your voucher. Use a calculator or spreadsheet to ensure accuracy. Verify per diem rates with the official GSA website or your agency’s travel office. If you’re unsure about any calculation, seek assistance from a financial advisor or travel specialist.

5.4 Failure to Comply with Travel Regulations

Many service members are unaware of the specific travel regulations and policies that govern their reimbursement claims. This can lead to expenses being disallowed.

• Solution: Familiarize yourself with the Joint Travel Regulations (JTR) and any supplemental guidance provided by your command. Pay attention to restrictions on certain types of expenses, such as alcohol or entertainment. Ensure that all claimed expenses are reasonable and necessary for official travel.

5.5 Claiming Unauthorized Expenses

Attempting to claim expenses that are not authorized for reimbursement is another common error. This includes personal expenses, extravagant meals, or unnecessary services.

• Solution: Review your travel orders and the JTR to understand what expenses are reimbursable. Only claim expenses that are directly related to your official travel duties. Avoid claiming personal items or services that are not essential for the trip.

5.6 Late Submission

Submitting your travel voucher late can result in delays in reimbursement or even denial of your claim.

• Solution: Submit your voucher as soon as possible after completing your travel. Check with your agency or command for specific deadlines. If you anticipate a delay, notify the appropriate authorities and request an extension if necessary.

5.7 Improper Formatting or Illegible Documents

Submitting a voucher with improper formatting or illegible documents can make it difficult for the reviewing officials to process your claim.

• Solution: Ensure that your voucher is neatly completed and properly formatted. Use clear handwriting or type all information. Make sure that all attached documents are legible and free of smudges or stains. If submitting electronically, ensure that the scanned documents are clear and easy to read.

For instance, if a service member travels to Hanoi and uses SIXT.VN for transportation and accommodation, they should ensure that all receipts are attached to the voucher and that the expenses align with the authorized per diem rates. According to DFAS, providing clear and accurate documentation significantly reduces processing times.

By avoiding these common mistakes, service members can streamline the army travel voucher filing process and receive their reimbursements promptly and efficiently.

Mistakes on a travel voucher

6. How SIXT.VN Can Help Simplify Your Army Travel Voucher Process in Vietnam

Traveling to Vietnam on official duty can present unique challenges, from navigating unfamiliar transportation systems to finding suitable accommodations. SIXT.VN offers a range of services designed to simplify your travel experience, making it easier to complete your army travel voucher accurately and efficiently.

6.1 Streamlined Transportation Services

SIXT.VN provides reliable and convenient transportation options to ensure you arrive at your destination safely and on time.

• Airport Transfers: Start your trip with hassle-free airport transfers. SIXT.VN offers pickup and drop-off services at major airports in Vietnam, including Noi Bai International Airport (HAN) in Hanoi and Tan Son Nhat International Airport (SGN) in Ho Chi Minh City. This eliminates the stress of finding transportation upon arrival and ensures you reach your hotel or duty location without delay.
• Rental Cars: If your travel orders authorize a rental car, SIXT.VN offers a wide selection of vehicles to meet your needs. From compact cars to SUVs, you can choose the right vehicle for your mission. SIXT.VN provides transparent pricing, insurance options, and detailed rental agreements to simplify your reimbursement process.
• Chauffeur Services: For a more comfortable and efficient travel experience, consider SIXT.VN’s chauffeur services. A professional driver will transport you to your appointments, meetings, or training locations, allowing you to focus on your duties without worrying about navigation or parking.

6.2 Comfortable and Convenient Accommodations

Finding suitable accommodations that meet government standards is essential for a successful trip. SIXT.VN partners with a wide range of hotels in Vietnam to offer comfortable and convenient options.

• Hotel Booking: SIXT.VN provides a comprehensive hotel booking platform with detailed information on amenities, pricing, and location. You can easily find hotels that meet your requirements and budget. SIXT.VN also offers competitive rates and special deals for government travelers.
• Government-Approved Hotels: SIXT.VN can assist you in finding hotels that meet government standards for safety and security. These hotels provide the necessary amenities and services to ensure a comfortable and productive stay.
• Detailed Invoices: When you book your hotel through SIXT.VN, you’ll receive a detailed invoice that includes all the information you need for your army travel voucher. This includes the hotel name, address, dates of stay, room rate, and total cost.

6.3 Support and Assistance

SIXT.VN is committed to providing exceptional customer service and support to ensure your travel experience is seamless.

• 24/7 Customer Support: SIXT.VN offers 24/7 customer support to assist you with any questions or concerns. Whether you need help with booking transportation or accommodations, or you have a question about your invoice, the SIXT.VN team is available to assist you.
• Travel Planning Assistance: SIXT.VN can provide travel planning assistance to help you organize your trip efficiently. This includes providing information on local transportation options, recommending restaurants and attractions, and assisting with visa and passport requirements.
• Local Expertise: SIXT.VN has extensive local expertise and can provide valuable insights into traveling in Vietnam. This includes information on local customs, etiquette, and safety precautions.

6.4 Simplifying the Army Travel Voucher Process

By using SIXT.VN for your travel needs in Vietnam, you can simplify the army travel voucher process and ensure accurate reimbursement.

• Comprehensive Documentation: SIXT.VN provides comprehensive documentation for all services, including detailed invoices, rental agreements, and transportation confirmations. This documentation makes it easy to complete your DD Form 1351-2 accurately and efficiently.
• Compliance with Regulations: SIXT.VN is familiar with government travel regulations and can assist you in complying with these regulations. This includes ensuring that your travel arrangements meet government standards for safety, security, and cost-effectiveness.
• Time Savings: By using SIXT.VN, you can save time and effort in planning and organizing your travel. SIXT.VN handles all the details, allowing you to focus on your official duties.

For example, if you are traveling to Hanoi for a training exercise, SIXT.VN can arrange for airport transfers, hotel accommodations, and transportation to and from the training location. You’ll receive detailed invoices for all services, making it easy to complete your army travel voucher accurately. According to a study by the Government Business Council, using a travel management company can reduce travel costs by up to 20% and save significant time in travel planning and administration.

By leveraging SIXT.VN’s services, you can streamline your travel experience in Vietnam, simplify the army travel voucher process, and ensure accurate reimbursement for your expenses.

7. Tips for Saving Money on Army Travel

Traveling on official duty doesn’t mean you can’t be mindful of your expenses. There are several strategies service members can employ to save money on army travel without compromising the quality of their trip or violating travel regulations.

7.1 Plan Ahead

One of the most effective ways to save money is to plan your trip well in advance.

• Book Flights Early: Airfares tend to increase as the departure date approaches. Booking your flights several weeks or months in advance can often result in significant savings. Use online travel agencies or government travel portals to compare prices and find the best deals.
• Reserve Accommodations Early: Similar to airfares, hotel rates tend to fluctuate based on demand. Booking your accommodations early can help you secure lower rates and ensure availability. Consider using SIXT.VN to find government-approved hotels in Vietnam with competitive rates.
• Take Advantage of Government Rates: Many hotels and rental car companies offer special rates for government travelers. Be sure to inquire about these rates when making your reservations and provide your official government ID at check-in.

7.2 Utilize Government Travel Resources

The government provides several resources to help service members save money on travel.

• Defense Travel Management Office (DTMO): The DTMO website offers valuable information on travel regulations, per diem rates, and travel planning resources. Utilize this website to understand your entitlements and find cost-saving tips.
• Government Travel Charge Card (GTCC): Using your GTCC for official travel expenses can help you track your spending and avoid out-of-pocket costs. The GTCC also provides certain travel benefits and protections.
• Government Travel Portal: Use the government travel portal to book flights, hotels, and rental cars. This portal often offers discounted rates and ensures compliance with travel regulations.

7.3 Choose Cost-Effective Transportation

Transportation costs can be a significant portion of your travel expenses.

• Consider Public Transportation: If available, consider using public transportation instead of taxis or rental cars. Public transportation is often more affordable and can provide a unique cultural experience.
• Carpool or Share Rides: If traveling with colleagues, consider carpooling or sharing rides to reduce transportation costs. This can also be a great way to network and build camaraderie.
• Walk or Bike: If possible, walk or bike to nearby destinations instead of using transportation. This is a great way to save money, get exercise, and explore the local area.

7.4 Be Mindful of Meals and Incidental Expenses (M&IE)

Meals and incidental expenses can quickly add up if you’re not careful.

• Eat at Affordable Restaurants: Choose affordable restaurants or eateries instead of expensive tourist traps. Look for local restaurants that offer good value for your money.
• Pack Snacks and Drinks: Bring your own snacks and drinks to avoid buying them at expensive convenience stores or vending machines.
• Take Advantage of Free Amenities: Many hotels offer free breakfast, coffee, and other amenities. Take advantage of these freebies to save money on meals and incidentals.

7.5 Leverage Loyalty Programs and Discounts

Take advantage of loyalty programs and discounts to save money on travel.

• Hotel Loyalty Programs: Join hotel loyalty programs to earn points and rewards for your stays. These points can be redeemed for free nights, upgrades, and other benefits.
• Airline Loyalty Programs: Join airline loyalty programs to earn miles for your flights. These miles can be redeemed for free flights, upgrades, and other benefits.
• Military Discounts: Many businesses offer discounts to military personnel. Be sure to inquire about military discounts when making purchases or reservations.

7.6 Stay Within Per Diem Rates

Staying within per diem rates is crucial for ensuring full reimbursement of your expenses.

• Track Your Spending: Keep track of your spending on lodging and meals to ensure you stay within the authorized per diem rates.
• Choose Affordable Options: Choose affordable lodging and meal options that meet your needs without exceeding the per diem limits.
• Justify Expenses: If you exceed the per diem rates, be prepared to justify your expenses with a valid explanation.

For example, if you are traveling to Hanoi, consider staying in a government-approved hotel that offers competitive rates and complimentary breakfast. Use SIXT.VN to find affordable transportation options and take advantage of local eateries to save money on meals. According to a study by the Association of Corporate Travel Executives (ACTE), implementing a comprehensive travel policy can reduce travel costs by up to 30%.

By following these tips, service members can save money on army travel without compromising the quality of their trip or violating travel regulations.

8. Understanding Per Diem Rates for Army Travel

Per diem is a daily allowance provided to service members to cover the costs of lodging, meals, and incidental expenses (M&IE) while on official travel. Understanding how per diem rates are determined and how to calculate your entitlements is essential for accurate reimbursement and effective budgeting.

8.1 What is Per Diem?

Per diem is a fixed amount of money paid to service members to cover their daily expenses while traveling on official duty. It is intended to cover the costs of lodging, meals, and incidental expenses, such as laundry, dry cleaning, and tips.

8.2 How Per Diem Rates are Determined

Per diem rates are established by the General Services Administration (GSA) for locations within the continental United States (CONUS). For locations outside the continental United States (OCONUS), per diem rates are set by the Department of Defense (DoD) and the State Department.

• Lodging Component: The lodging component of per diem is intended to cover the cost of accommodations. It is based on the average cost of hotels in the area.
• Meals and Incidental Expenses (M&IE) Component: The M&IE component of per diem is intended to cover the cost of meals and incidental expenses. It is based on the average cost of meals and incidentals in the area.

Per diem rates vary depending on the location and time of year. Rates are typically higher in major cities and during peak travel seasons.

8.3 How to Find Per Diem Rates

You can find per diem rates for different locations on the GSA website (for CONUS locations) and the DoD and State Department websites (for OCONUS locations).

• GSA Website: The GSA website provides per diem rates for locations within the continental United States. You can search for rates by city, state, or zip code.
• DoD and State Department Websites: The DoD and State Department websites provide per diem rates for locations outside the continental United States. You can search for rates by country or city.

8.4 Calculating Your Per Diem Entitlement

To calculate your per diem entitlement, you need to know the per diem rates for your travel locations and the number of days you will be traveling.

1. Determine the Per Diem Rate: Find the per diem rates for your travel locations on the GSA, DoD, or State Department websites.
2. Calculate Lodging Entitlement: Multiply the lodging component of per diem by the number of nights you will be staying in each location.
3. Calculate M&IE Entitlement: Multiply the M&IE component of per diem by the number of days you will be traveling in each location.
4. Add Lodging and M&IE Entitlements: Add the lodging and M&IE entitlements to calculate your total per diem entitlement for each location.

8.5 Important Considerations

• First and Last Day of Travel: On the first and last day of travel, you are typically entitled to 75% of the M&IE rate.
• Meals Provided: If meals are provided (e.g., by the hotel or conference), you may need to deduct their value from your M&IE claim.
• Receipts: While receipts are not always required for M&IE, it’s a good practice to keep them, especially for higher-cost meals.
• Staying Within Per Diem Rates: It’s important to stay within per diem rates to ensure full reimbursement of your expenses. If you exceed the per diem rates, you may need to justify your expenses with a valid explanation.

For example, if you are traveling to Hanoi for five days, you would need to find the per diem rates for Hanoi on the appropriate government website. Let’s say the lodging rate is $100 per night and the M&IE rate is $50 per day. Your per diem entitlement would be calculated as follows:

• Lodging Entitlement: $100/night x 4 nights = $400
• M&IE Entitlement: $50/day x 5 days = $250
• First and Last Day M&IE: $50 x 75% x 2 days = $75
• Total Per Diem Entitlement: $400 + $250 + $75 = $725

According to the DTMO, understanding per diem regulations and entitlements is crucial for accurate reimbursement and effective budgeting during official travel.

By understanding per diem rates and how to calculate your entitlements, you can ensure accurate reimbursement for your expenses and effectively manage your budget while traveling on official duty.

9. Navigating Travel Regulations for Military Personnel

Traveling on official duty requires strict adherence to a complex set of regulations. Military personnel must be familiar with these guidelines to ensure compliance and avoid potential issues with reimbursement and accountability.

9.1 Key Regulatory Documents

Several key documents govern travel for military personnel.

• Joint Travel Regulations (JTR): The JTR is the primary regulatory document for all members of the uniformed services, DoD civilian employees, and their dependents. It outlines policies and procedures for travel and transportation allowances.
• DoD Financial Management Regulation (FMR): The FMR provides guidance on financial management policies and procedures for the Department of Defense, including travel-related payments and reimbursements.
• Command or Agency-Specific Policies: In addition to the JTR and FMR, individual commands or agencies may have their own supplemental policies and procedures.

9.2 Understanding Travel Orders

Travel orders are the official authorization for travel and outline the specifics of the trip.

• Purpose of Travel: The travel orders specify the purpose of the trip, such as temporary duty (TDY), permanent change of station (PCS), or training.
• Authorized Expenses: The orders detail the authorized expenses, including transportation, lodging, meals, and incidentals.
• Mode of Transportation: The orders may specify the authorized mode of transportation, such as air, personal vehicle, or rental car.
• Duration of Travel: The orders indicate the start and end dates of the travel period.
• Special Instructions: The orders may include special instructions or limitations on travel.

9.3 Compliance with Travel Policies

Military personnel must comply with all applicable travel policies and regulations.

• Pre-Approval Requirements: Certain types of travel or expenses may require pre-approval from the commanding officer or agency head.
• Use of Government Travel Resources: Military personnel are typically required to use government travel resources, such as the government travel portal and the government travel charge card (GTCC).
• Adherence to Per Diem Rates: Military personnel must adhere to per diem rates for lodging and meals.
• Documentation Requirements: Military personnel must maintain detailed records and receipts for all travel expenses.

9.4 Reporting Travel Expenses

Military personnel must accurately report their travel expenses using the DD Form 1351-2 (Travel Voucher or Subvoucher).

• Completing the DD Form 1351-2: The DD Form 1351-2 must be completed accurately and thoroughly, with all required information and supporting documentation.
• Submitting the Voucher: The voucher must be submitted to the appropriate approving official within the prescribed time frame.
• Reimbursement Process: Once the voucher is approved, the service member will receive reimbursement for their authorized expenses.

9.5 Potential Consequences of Non-Compliance

Failure to comply with travel regulations can result in a variety of consequences.

• Disallowance of Expenses: Unauthorized or unsubstantiated expenses may be disallowed, resulting in financial loss for the service member.
• Disciplinary Action: Intentional violations of travel regulations may result in disciplinary action, such as a reprimand or reduction in rank.
• Legal Penalties: In some cases, violations of travel regulations may result in legal penalties, such as fines or imprisonment.

9.6 Resources for Compliance

Several resources are available to assist military personnel in complying with travel regulations.

• Travel Office: The travel office at your command or agency can provide guidance and assistance on travel-related matters.
• Financial Advisor: A financial advisor can help you understand your travel entitlements and manage your travel expenses.
• Online Resources: The DTMO website and other online resources provide valuable information on travel regulations and policies.

For example, if a service member is traveling to Hanoi for a conference, they should carefully review their travel orders to understand the purpose of the trip, authorized expenses, and mode of transportation. They should use the government travel portal to book their flights and hotel, adhere to per diem rates, and maintain detailed records of all expenses. According to a report by the Congressional Research Service, adherence to travel regulations is essential for ensuring accountability and preventing waste, fraud, and abuse in government spending.

By understanding and complying with travel regulations, military personnel can ensure a smooth and successful travel experience while fulfilling their official duties.

![Travel Regulations](https://media.licdn.com/dms/image/D4E1FAQHjnU9G9x8HcA/feedshare-document-cover_43200_attrname_Travel_Regulations_pdf.pdf?w=800&h=600&version=v2&X-Amz-ACL=public-read&X-Amz-Expires=86400&