Actual Expense Allowance (AEA) reimburses the member for the actual cost of food and/or lodging when exceeding the maximum per diem allowance. Detachment CCs have approval authority for AEA expenses for IRs, up to 150% of the normal allowance and is a rare exception due to extenuating circumstances. This is not a continuing blanket approval for travel to high cost areas or to cover expenses caused by personal convenience or preference. Ignorance of per diem rates is not a consideration, and each request is carefully reviewed to ensure no alternative was available.
Requests for AEA Prior to Tour
Applications for AEA should be submitted in addition to the AROWS-R request and contain the following information:
- Specific reason for travel
- Whether meetings with technical, professional, or scientific organizations are involved
- Whether international conferences or meetings are involved
- Names and titles of foreign governmental contacts, if any
- Proposed itinerary showing complete identification of places to be visited, the length of duty at each place, and inclusive dates of travel
- Information as to any special arrangements which have been made such as provisions for use of special government quarters, messes, open messes, motels, restaurants, etc.
- Current daily locality per diem rates projected or actual daily costs and the difference between the two - Reasons normal accommodations within the prescribed per diem allowance will not suffice and efforts made to obtain accommodations within the per diem rate
- Name and phone number of individual who may be contacted concerning this request
Requests for AEA after tour
For AEA requests after travel has been performed, IRs must submit an OF 1164, Claim for Reimbursement for Expenditures on Official Business, to the Detachment CC, with the questions above answered and copies of any appropriate receipts attached. These claims may also be approved with an MFR signed by the Det CC submitted with the DD Form 1351-2. Approved forms should be forwarded for payment to IR Travel. Any formal training requests, not unit funded, must be approved by HQ AFRC/A1KE through the Detachment CC. Contact the Detachment CC with any questions regarding reimbursement.