Dod travel policy is a set of regulations that govern the travel of Department of Defense personnel. It is a complex system that is designed to ensure that travelers are reimbursed for their expenses while traveling for official business. However, there are many misconceptions and misunderstandings about the policy that can lead to confusion and frustration for travelers. In this article, we will explore what is not true about Dod travel policy and provide some clarity on the most common misconceptions.
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One of the most common misconceptions about Dod travel policy is that travelers can be reimbursed for any expense related to their travel. While the policy does provide for reimbursement of many expenses, there are limits to what can be reimbursed. For example, travelers cannot be reimbursed for expenses that are not directly related to their official business. Additionally, travelers may be required to use government transportation or lodging in certain situations.
Another common misunderstanding about Dod travel policy is that travel orders are always required for official travel. While travel orders are typically required for travel that is more than 50 miles from the traveler’s duty station, there are exceptions to this rule. For example, travelers may be authorized to travel without orders in emergency situations or when there is a compelling reason to do so.
Key Takeaways
- There are limits to what can be reimbursed under Dod travel policy.
- Travel orders are not always required for official travel.
- Travelers may be required to use government transportation or lodging in certain situations.
Misconceptions About Reimbursements
There are several misconceptions about reimbursements under the Department of Defense (DoD) travel policy. Here are some of the most common ones:
Per Diem Rates
One of the most common misconceptions about DoD travel policy is that the per diem rates are fixed and cannot be changed. This is not true. In fact, per diem rates can vary depending on the location and the time of year. For example, per diem rates may be higher in expensive cities or during peak travel seasons. Additionally, the per diem rates for meals and incidental expenses (M&IE) can vary depending on the length of the trip. It is important to note that the per diem rates are not a maximum limit, but rather a reimbursement for actual expenses incurred.
Incidental Expenses
Another misconception about DoD travel policy is that incidental expenses are not reimbursable. This is not true. Incidental expenses, such as tips for baggage handlers or taxi drivers, are reimbursable under the policy. However, it is important to note that incidental expenses are included in the per diem rates and should not be claimed separately.
Lodging Expenses
A common misconception about lodging expenses is that the DoD will only reimburse for the cost of a single room. This is not true. The DoD will reimburse for the actual cost of lodging, up to the maximum lodging per diem rate for the location. However, if a traveler chooses to stay in a more expensive hotel or suite, they will be responsible for paying the difference out of pocket.
Overall, it is important for travelers to understand the DoD travel policy and the reimbursement process to avoid any misunderstandings or incorrect assumptions.
Misunderstandings About Travel Orders
Individuals who are not familiar with DoD travel policies may have some misunderstandings about travel orders. This section will address some of the common misconceptions about travel orders.
Amendments
One common misunderstanding is that travel orders cannot be amended. However, travel orders can be amended if there is a valid reason. Amendments can be made to correct errors, add or remove travel destinations, or make changes to the duration of the trip. It is important to note that amendments must be approved by the authorizing official and the traveler must receive a copy of the amended travel orders.
Cancellations
Another misunderstanding is that travel orders cannot be cancelled. However, travel orders can be cancelled if there is a valid reason. For example, if the mission is cancelled or the traveler becomes ill, travel orders may need to be cancelled. It is important to note that cancellations must be approved by the authorizing official and the traveler must receive a copy of the cancelled travel orders.
When travel orders are cancelled, the traveler is responsible for cancelling any travel reservations that were made. If the traveler has already received a travel advance, they must return the funds to the government. If the traveler has already incurred expenses related to the trip, they must submit a claim for reimbursement.
Overall, it is important to understand that travel orders can be amended or cancelled if there is a valid reason. However, any changes must be approved by the authorizing official and the traveler must receive a copy of the amended or cancelled travel orders.
Incorrect Beliefs About Transportation
Private Vehicle Use
One incorrect belief about DoD travel policy is that it allows the use of a privately owned vehicle (POV) for official travel without prior authorization. However, this is not true. According to the Joint Travel Regulations (JTR), an AO must authorize the use of a POV for official travel, and the traveler must receive a mileage reimbursement. Moreover, the AO must ensure that the use of a POV is cost-effective and in the best interest of the government.
Another incorrect belief is that the government will reimburse the traveler for any expenses incurred while using a POV for official travel. However, this is not true either. The government will only reimburse the traveler for mileage, tolls, and parking fees. Any other expenses, such as repairs or insurance, are the responsibility of the traveler.
Air Travel
One incorrect belief about air travel is that the government will pay for first-class or business-class tickets for official travel. However, this is not true. According to the JTR, the government will only pay for coach-class tickets, unless the AO approves a higher class of service for a valid reason, such as a medical condition.
Another incorrect belief is that the government will reimburse the traveler for any expenses incurred while waiting for a flight, such as meals or lodging. However, this is not true either. The government will only reimburse the traveler for reasonable expenses incurred during the actual travel, such as meals and lodging during a layover or delay.
In summary, it is important for travelers to understand the correct policies and procedures for using a POV or air travel for official travel to avoid any misunderstandings or financial issues.
False Assumptions About Duty Status
When it comes to DoD travel policy, there are many false assumptions that people make about duty status. Some of the most common false assumptions are related to temporary duty and permanent change of station.
Temporary Duty
One of the most common false assumptions about temporary duty is that it is the same as a business trip. While both involve travel for work, there are some key differences. Temporary duty is defined as “travel away from a permanent duty station, under orders that provide for further assignment to a new permanent duty station or for return to the old permanent duty station.” In other words, temporary duty is travel that is part of a larger assignment, whereas a business trip is typically a one-time event.
Another false assumption about temporary duty is that travelers are entitled to reimbursement for all expenses. While the DoD does provide reimbursement for certain expenses, there are limitations. For example, travelers are not entitled to reimbursement for personal expenses such as laundry or dry cleaning.
Permanent Change of Station
One of the most common false assumptions about permanent change of station is that the government will pay for all expenses related to the move. While the government does provide some assistance, there are limitations. For example, the government will only pay for one trip to the new duty station, and there are limits on the amount of household goods that can be shipped.
Another false assumption about permanent change of station is that the traveler will automatically receive a housing allowance. While housing allowances are available, they are not guaranteed. The amount of the allowance depends on a variety of factors, including the location of the duty station and the size of the traveler’s family.
In conclusion, it is important to understand the facts about DoD travel policy, particularly when it comes to duty status. By avoiding false assumptions, travelers can ensure that they receive the appropriate reimbursement and assistance.
Erroneous Ideas About Exceptions and Special Circumstances
There are several misconceptions about the DoD travel policy regarding exceptions and special circumstances. This section aims to clarify some of the most common misunderstandings.
Emergency Leave
One of the most common misconceptions is that emergency leave is not covered by the DoD travel policy. However, emergency leave is considered official travel and is subject to the same rules and regulations as other types of official travel.
In cases of emergency leave, the traveler must obtain approval from their supervisor or commanding officer before making travel arrangements. The traveler must also provide documentation to support the emergency leave, such as a death certificate or a doctor’s note.
Evacuation
Another area of confusion is the DoD travel policy regarding evacuation. In the event of a natural disaster or other emergency, the DoD may authorize the evacuation of personnel and their families.
When authorized, the evacuation is considered official travel, and the traveler is subject to the same rules and regulations as other types of official travel. The traveler must obtain approval from their supervisor or commanding officer before making travel arrangements and must provide documentation to support the evacuation.
It is important to note that the DoD travel policy does not cover personal travel or leisure travel. Any travel arrangements made for personal reasons are the responsibility of the traveler and are not reimbursable under the DoD travel policy.
In summary, emergency leave and evacuation are both considered official travel and are subject to the same rules and regulations as other types of official travel. It is important to obtain approval from the supervisor or commanding officer and provide documentation to support the travel. Personal travel is not covered by the DoD travel policy and is the responsibility of the traveler.
Frequently Asked Questions
Which statements about the use of POV on official travel are true?
An AO can approve payment for items not addressed by the JTR, but they cannot approve payment for the use of a POV on official travel. The use of a POV on official travel is not authorized unless the AO determines that the use of a POV is advantageous to the government.
Which expenses are not included in the per diem rate when traveling in CONUS?
The per diem rate covers lodging, meals, and incidental expenses. Expenses such as transportation, laundry, and personal phone calls are not included in the per diem rate and must be reimbursed separately.
What items must be mentioned in JTR for AO to approve reimbursement?
The JTR is an AO’s primary reference for DoD travel regulations. To approve reimbursement, the JTR must include information on the purpose of the travel, the mode of transportation, the duration of travel, the destination, and the traveler’s status.
What is the JTR’s policy on reimbursable expenses?
The JTR provides guidelines for reimbursable expenses. Reimbursement is authorized for expenses that are necessary and reasonable for the performance of official travel. Expenses that are not necessary or reasonable, such as entertainment or personal expenses, are not reimbursable.
What are the limitations of the GSA City Pair Program?
The GSA City Pair Program provides discounted airfare for official travel. However, the program has limitations. For example, the program only covers certain routes and only applies to economy-class tickets.
What are the requirements for TDY to a U.S. installation?
Travelers on TDY to a U.S. installation must comply with the installation’s policies and procedures. They must also obtain the necessary security clearance and follow security protocols while on the installation.
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