Joint Federal Travel Regulations - Defense Travel Management Office

Ch 1: General
Part B: DTS (Within DoD)
B. During the Trip
1. Changing Plans
a. If travel plans change the traveler should call the CTO toll-free number (if possible) to modify the
itinerary.
U1100-U1115
b. The CTO must update the traveler’s Trip Record. Although the AO may approve changes after trip
completion, the traveler should obtain the AO’s authority in advance, and update the Trip Record.
c. The traveler is reimbursed AO approved Trip Record changes.
2. Receipts
a. Receipt Requirement. The DoDFMR 7000.14-R, Volume 9 based on an IRS requirement, requires that
each traveler provide each receipt(s) for:
(1) Lodging, and
*(2) Individual official travel expenses of $75 or more (*NOTE: A receipt must be submitted for
each transportation ticket of $75 or more for which reimbursement is desired regardless of how
acquired, except that a ticket received in exchange for frequent traveler benefits is not reimbursable
and should not be submitted.)
b. Lodging Obtained through an Online Booking Agent. Lodging reimbursement is authorized for hotel
lodging obtained through an online booking agent only when the traveler can provide a documented
itemized receipt for room costs from the hotel or online booking agent showing the following charges
(CBCA 2431-TRAV, 13 September 2011):
(1) Daily hotel room costs;
(2) Daily hotel taxes; and
(3) Daily miscellaneous fees, if applicable.
C. After the Traveler Returns
1. Completing the Expense Report. IAW DoDFMR 7000.14-R, Volume 9requirement:
a. A traveler should complete and submit the Trip Record expense portion within 5 working days after
returning from the trip.
b. Required receipts (lodging, and individual expenses of $75 or more) must be attached to the expense
report.
2. AO Approval. The AO must approve the expenses on the Trip Record, and review required receipts, before
the traveler is reimbursed.
3. Submitting the Expense Report
a. If using the DTS, the expense report is automatically routed to a disbursing office for payment.
b. If not using the DTS, a finance office or an office contractually arranged by the traveler’s Service/
Agency may provide this service.
c. The amount paid is the amount the AO approves.
Change 305 U1B-4
05/01/12