Chapter 7 IDT Travel Reimbursement Program

CHAPTER 7 Inactive Duty Training Travel Reimbursement Program (IDT TRP) 7-1. Purpose The Inactive Duty Training Travel Reimbursement program provides reimbursement for authorized transportation expenses up to a maximum of $300 for eligible TPU Soldiers attending Battle Assembly (BA). IDT TRP authorizes reimbursement for travel from Soldier’s Home of Record (HOR) to the Soldier’s assigned unit for scheduled BA or Rescheduled Training (RST).

7-2. IDT Program Eligibility a. Soldiers assigned to an 807th MCDS unit (This includes APMC Soldiers) and living greater than 150 miles away from their unit duty location. The official distance from a Soldier’s Home of Record to their unit location will be determined using the Defense Table of Official Distances (DTOD), located in DTS under the Administrative heading > Calculate Distance. b. Commanders are responsible to ensure that eligible Soldiers are identified on the Commanders Certification Memo, that each Soldier does not receive more than twelve IDT travel reimbursements during a fiscal year, and that IDT travel is limited to only one round trip per month. c. IDT Control measures/special considerations.

(1) IDT TRP MAY NOT be used to attend Professional Military Education (PME), visits to other units, or other non-home station BA related activities.

(2) IDT travel program does not pay for lodging and/ or meals. In an effort to ensure there is enough funding for the whole fiscal year, the 807th MCDS IDT travel program does not pay lodging and/ or meals. The Lodging-In-Kind (LIK) and Subsistence in Kind (SIK) programs fund lodging and meals.

(3) No travel arrangements are made in DTS. Travelers are free to pick their own travel arrangements through online booking-sites (Expedia, ORBITZ, etc.), Sky miles, or other special traveler programs to complete travel arrangements.

(4) As of 1 Jan 17, IDT Travel Mileage is paid at the rate of $0.17 / per mile, and not the standard TDY rate. Mileage rates are published by the U.S. General Services Administration (GSA) and are subject to change; verify current rates at https://www.gsa.gov/portal/content/100715.

(5) Only direct travel costs are reimbursable. (ex: air fare, rental car, rental car gas) (6) G8 completes random audits on approved IDT vouchers to verify proper documentation, reimbursement of authorized expenses, and that transportation expenses do not exceed $300.

(7) Approving Officials and Commanders may receive adverse administrative action for authorizing ineligible travelers or approving DTS in excess of $300.

(8) UCMJ action or adverse administrative action may be initiated against Soldiers that submit unauthorized reimbursement claims.

7-3. IDT Travel Reimbursement a. IDT Travel is reimbursed through a local voucher in DTS. b. The LOAs used for IDT travel are "FY RPA IDTTRP E” for enlisted Soldiers and "FY RPA IDTTRP O" for Officers. FY represents the two-digit fiscal year. c. The following substantiating documents are required to be uploaded into the local voucher: (1) DD Form 1351-2. See Section 7-4.

(2) Copy of the Battle Assembly sign-in roster. See section 7-5.

(3) The most current copy of the Commander’s Certification Memo. See section 7-6.

(4) Receipts to verify actual expenses (excluding mileage which is paid at a flat rate).

7-4. Substantiating Documentation - DD Form 1351-2 Completion of the DD Form 1351-2 manual travel voucher is the traveler’s responsibility and is always required. This document is a legally binding record of what the traveler is claiming for reimbursement and allows the NDEA to T-enter the voucher for the traveler. See Figure 1 for a sample DD Form 1351-2. a. Due to the high number of vouchers that are filed incorrectly and a desire that the unit input all Soldier IDT TRP DTS vouchers, a DD Form 1351-2 is required for all IDT Travel local vouchers.

b. DD Form 1351-2’s generated from DTS are not acceptable documents. The DD Form 1351-2 from the Army Publishing Directorate (APD) is the only acceptable form and can be found at http://www.apd.army.mil/. c. The DD Form 1351-2 must be completed, signed by the traveler, and signed by their supervisor (or another designated Soldier/NCO/Officer) as the Reviewer. The form can be completed either manually or digitally, but it must be the same format throughout the entire form to include the signature. d. The signature date on the DD Form 1351-2 must not be before the last day of duty. e. See figure 7-1a for an example of a complete DD Form 1351-2 claiming reimbursement for mileage. f. See figure 7-1b for an example of a complete DD Form 1351-2 claiming reimbursement for airfare.

7-5. Substantiating Documentation - Battle Assembly Sign-In Roster A copy of the Battle Assembly Sign-In Roster showing the traveler’s signature and Commander’s duty certification at the bottom of the sign-in roster must be uploaded to the IDT travel local voucher. A DA Form 1380 will be uploaded if the duty was an approved RST. a. The Battle Assembly Sign-In Roster should be redacted so that no Personally Identifiable Information (PII) is visible. b. The Sign-In Roster is not valid unless the Commander has signed the duty certification.

7-6. Substantiating Documentation - Commander’s Certification Memo The Commander’s Certification Memo verifies the Soldier’s eligibility for the IDT travel program. See Figure 7.2 for a sample Commander’s Certification Memo. a. The memo will include all eligible travelers’ rank, full name, last four of the SSN, MOS/AOC, and mileage from Home of Record to BTA duty location. b. The official distance from a Soldier’s Home of Record to their unit location will be determined using the Defense Table of Official Distances (DTOD), located in DTS under the Administrative heading > Calculate Distance.

7-7. Reimbursable expenses The following expenses are reimbursable under the IDT Travel program: a. Mileage ($0.17 / per mile) for POV. Gas receipts for POV are not required as the gas cost is calculated into the mileage rate. Note: mileage must be entered under the non-mileage tab in DTS in order to calculate correctly. See figure 7-6a for an example. b. Rental car and gas for rental. Receipts are required for this expense. c. Flights. Receipts are required for this expense. d. Parking. Receipts are required for this expense. e. Tolls and other travel-related fees. Receipts are not required for tolls. All other fees must be substantiated with a receipt.

7-8. IDT Travel Local Voucher Step by Step Guide Figures 7-3 through 7-12 are a step by step guide for submitting an IDT local voucher in DTS.

Figure 7-1a: (DD Form 1351-2 for IDT Travel mileage)

PA: Private Auto TD: Temporary Duty MC: Mission Complete Codes are found on second page of DD Form 1351-2

Digital Signature Digital Signature

Figure 7-1b: (DD Form 1351-2 for IDT Travel airfare)

CP: Commercial Plane TD: Temporary Duty MC: Mission Complete Codes are found on second page of DD Form 1351-2

Digital Signature Digital Signature

Figure 7-2: (Sample Commander’s Certification Memo)

OFFICE SYMBOL

Date

MEMORANDUM FOR RECORD SUBJECT: (Unit) Commander’s Certification Memo for IDT Travel Program 1. References: a. ALARACT 249/2008 b. 2012 National Defense Authorization Act. c. Memorandum, United States Army Reserve Command (USARC), SUBJ: Inactive Duty Training (IDT) Travel, 29 March 2012. d. Memorandum, 807th MDSC, 6 Apr 12, subject: FY12 807th MDSC IDT Travel Pilot Program e. 807th MDSC OPORD 12-xxx, IDT Travel Program 2. IAW sec 631 FY08 NDAA 37USC, 408a, IDT Travel Outside of Normal Commute (150 miles). Soldier is authorized travel expenses NTE $300 for travel to and from Inactive Duty training according to JFTR, paragraph U7160 and 807th OPORD XXXXX. I certify and attest that the following Soldiers are eligible to participate in the 807th MDSC IDT Travel Program for the month of (enter month that is getting certified here): Rank, full name, last four of SSN, MOS/AOC, Mileage from Home of record to BTA duty location 3. For any questions please call POC name @ XXX-XXX-XXXX.

COMMANDERS NAME RANK, Branch, USAR Commanding

Figure 7-3 Official Travel- Local Vouchers

Figure 7-4 Create New Local Voucher

The Local Voucher Date is the start date of the Battle Assembly, not the start date of travel

Figure 7-5 Local Voucher Start Date

The round-trip mileage for POV should be entered on the nonmileage screen. The cost should match the amount on the DD Form 1351-2

Figure 7-6a POC Travel Mileage Expense

The expense will populate as above after being saved. If there are no other expenses, click the Substantiating Records tab.

Figure 7-6b POC Travel Mileage Saved Expense

The airplane ticket expense should be entered on the non-mileage screen.

The cost should match the amount on the DD Form 1351-2

Figure 7-7a POC Airplane Ticket Expense

The expense will populate as above after being saved. If there are no other expenses, click the Substantiating Records tab.

Figure 7-7b POC Airplane Ticket Saved Expense

Click the Browse button, select your file, then click the upload button to upload the DD Form 1351-2, BTA Sign-in Roster, Commander’s Certification Memo, and all receipts.

Figure 7-8a Substantiating Records

After the Substantiating Records have been uploaded, label the file and click Save Notes. Click the Continue button to proceed on to the Accounting Codes tab.

Figure 7-8b Substantiating Records

Click on the Shared LOA drop-down menu to select one of the following LOAs: 17 RPA IDT TRP E (for Enlisted) OR 17 RPA IDT TRP O (for Officers).

After selecting the LOA, click the Continue button to proceed on to the Preview screen.

Figure 7-9 Accounting Codes

Review the Preview Trip screen to ensure all expenses are entered and the correct LOA is selected. If everything is correct, click the Save and Proceed to Pre-Audit button.

If changes need to be made, select the appropriate tab at the top of the screen to navigate back.

Figure 7-10a Preview Screen

Figure 7-10b Preview Screen continued

If DTS has not flagged any items, click Save and Proceed to Digital Signature.

If DTS has flagged items, they must either be fixed or addressed in the justification box.

Figure 7-11 Pre-Audit Screen

Select the appropriate routing list and sign the document by clicking Submit Completed Document. The local voucher will now route to the Approving Official in the routing list selected.

Figure 7-12 Digital Signature Screen

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