Air Force to implement TDY policy changes

  • Published
  • By Staff Report
  • 366th Fighter Wing Public Affairs
MOUNTAIN HOME AIR FORCE BASE, Idaho --  Recently, the Air Force started implementing two temporary duty policy changes that will impact travel reimbursements for Airmen.

The first change, which took effect Oct. 1, made changes to the Joint Travel Regulations, Reimbursable and Incidental Expense Policy. The second will be a change in long-term TDY per diem expenses and take effect Nov. 1.

Reimbursable and Incidental Expense Policy Changes

Effective October 1, 2014, the policy for Reimbursable and Incidental Expenses has changed. In an effort to simplify policy, align with industry best practices, and reduce travel costs for the Department, the Incidental Expense policy in Appendix A of the Joint Travel Regulations (JTR) will be revised to expand the definition of incidental expenses to include various miscellaneous reimbursable expenses including CONUS laundry, baggage tips, and ATM fees. As of October 1, 2014, these expenses will now be covered under the incidental expense portion of per diem ($5/day in CONUS and at various rates OCONUS) and will no longer be reimbursed as separate miscellaneous expenses. Additionally, this policy revision also designates certain expenses, such as cell phone use and phone calls, as mission-related versus travel-related expenses that are to be paid outside the travel system. Analysis of travel vouchers data shows that the incidental expense portion of per diem is sufficient to cover such costs if incurred by the traveler.

In the event the traveler justifies spending more than the applicable per diem rate on incidental expenses averaged over the TDY period, the Approving Official can authorize Actual Expense Allowance (AEA) for reasonable and necessary meals and incidental expenses. As is the case today, justification must show itemized daily actual meals and expenses authorized with the total compared to the standard meals and incidental expense payments. The free form text field on the Non-Mileage Expense page in DTS is available to itemize expenses that do not appear in the drop down selection list.

The Government Travel Charge Card (GTCC) can be used for most, if not all expenses, eliminating the need for travelers to use cash via an ATM. In unique circumstances when this is not the case, such as travel to remote parts of Africa, Approving Officials may authorize the traveler an advance in travel pay.

This policy change has been coordinated with the Uniformed Services, applicable Governance Boards and stakeholders.

For more detailed information, please see the Defense Travel Management Office's Reimbursable and Incidental Expense Policy Key Messages memo.

To view the official policy change, including a regulation crosswalk of all changes, please view the UTD/CTD for MAP 186-13/CAP 186-13 - Incidental Expenses memorandum.

The Defense Travel System (DTS) has been modified to comply with this revised travel regulation. Those expenses now covered by the incidental expense portion of per diem (as of 1 October) will be removed from the Non-Mileage Expenses drop down menus.

Flat Rate Per Diem Policy Change

Policy changes to the Flat Rate Per Diem for Long Term TDY go into effect on November 1, 2014. In order to encourage travelers to take advantage of cost saving opportunities available for long term travel, travelers performing TDY for more than 30 days in one location (CONUS and OCONUS) will receive a flat rate per diem. For Long-term TDY of 31 -180 days, the authorized flat rate is 75% of the locality rate (lodging plus meals; incidental expenses - M&IE) payable for each full day of TDY at that location.  For long-term TDY greater than 180 days, the authorized flat rate is 55% of the locality rate (lodging plus M&IE) payable for each full day of TDY at that location.  On the travel day to the TDY location, the traveler receives up to 100% lodging per diem at the locality rate and 75% meals and incidental expenses (M&IE).

When authorized flat rate per diem, travelers are not required to submit a lodging receipt, but may be required to demonstrate that they incurred valid lodging expenses. All TDY in excess of 180 days must be justified and authorized/approved at a senior level. The commercial lodging industry considers stays greater than 30 days to be "extended stays" and typically offers reduced rates to ensure occupancy. Travelers may also consider furnished apartments or similar types of lodging which are typically cheaper than room rates in commercial lodging. Data analysis demonstrates the flat rate per diem adequately covers lodging, meals, and incidental expenses, more accurately reflecting actual costs incurred.

Any traveler unable to find suitable commercial lodging at the reduced per diem rate should contact their Commercial Travel Office (CTO) for assistance. If both the traveler and the CTO determine that lodging is not available at the reduced per diem rate, the Authorizing Official may authorize reimbursement of actual lodging expenses (not to exceed the locality per diem rate). However, the traveler will receive M&IE at the reduced rate.

Travelers should follow their component guidelines for how to handle the flat rate per diem in DTS.

This policy change has been coordinated with and approved by the Uniformed Services and applicable Governance Boards and stakeholders.

For more detailed information, please see the Defense Travel Management Office's Flat Rate Per Diem Policy Key Messages memo.