HQ RIO is implementing a new DTS policy called the "Big Six" to address the impact of a 50% reduction in Approving Official (AO) staffing. This significant decrease necessitates a more efficient approach to processing DTS authorizations and vouchers. Currently, six common errors, which we call the "Big Six," account for 80% of all returned submissions. Projections show that if we maintain our current processes, the combination of reduced AO manning and the prevalence of these errors will create an unsustainable backlog, resulting in reimbursement delays potentially exceeding 90 days. The Big Six policy is designed to mitigate this risk and ensure our IRs continue to receive timely travel reimbursements.  

The Big Six policy implements a straightforward process to address the most common DTS errors. Any authorization or voucher submitted containing one or more of the Big Six errors will be immediately returned to the submitting member without further review. This means the AO will not spend time identifying and correcting these common mistakes, allowing them to focus on more complex issues and maintain efficient processing times.

To ensure your authorizations and vouchers are processed quickly, it is crucial that you thoroughly review your DTS submissions for Big Six errors before submitting them. Once you have confirmed your submission is free of these common errors, submit it to the AO. At that point, the AO will conduct a comprehensive review for any remaining errors. If additional errors are found, the authorization or voucher will be returned to you with detailed explanations of the issues. If no errors are found, your submission will be approved for reimbursement.  

By taking the time to self-audit your submissions against the Big Six error list (provided below), you play a vital role in ensuring prompt and efficient processing of your travel reimbursements.  

This website provides a wealth of resources to assist you with navigating DTS and avoiding the Big Six errors. You'll find quick guides covering common DTS procedures and helpful training videos. We encourage you to use these resources to improve your DTS proficiency and ensure accurate submissions.  

For personalized assistance, attend our twice-weekly HQ RIO Customer Service Hour. These sessions offer live support from DTS experts who can answer your questions and provide real-time guidance.

Policy Memo- BIG SIX Process for DTS Authorizations & Vouchers

Carefully review your DTS submissions for these six common errors before submitting to avoid delays in processing:  

1. Lodging Discrepancies:  

• Per Diem Page Lodging Amount Doesn't Match Receipt: The lodging amount entered on your per diem page must exactly match the total amount shown on your lodging receipt (without taxes included).   
• Lodging Taxes: For CONUS travel -- Do not include taxes in the lodging amount entered on your per diem page.  Taxes are entered on the Expenses page. For OCONUS travel - Lodging and taxes are combined together on the Per Diem page.  

2. Rental Car Proration:  

• Not Prorating Rental Car Total for Annual Training (AT) when performed with Inactive Duty Training (IDT): If you rent a car for a period that includes both AT and IDT, you must prorate and claim ONLY the rental car cost to reflect the portion attributable to AT.   

3. Missing Documentation:  

• Missing Orders/Modifications/FCAL: Ensure all required orders, modifications, and Fund Cite Authorization Letters (FCALs) are attached to your DTS authorization. This includes underlying RPA or MPA orders for TDYs.  
• Missing Constructed Travel Worksheet (CTW): A completed CTW is mandatory for all authorizations for members choosing to drive more than 400 miles one way.   
• Missing Receipts: For IDT Travel, all claimed expenses must be supported by receipts (except for tolls).  For all other types of submissions, receipts for airfare, lodging, car rental, and any expenses more than $75.  Ensure receipts are legible and itemized.  
• REMEMBER TO SELECT "RETAIN AS PDF" FOR ALL UPLOADED DOCUMENTS TO ENSURE THE TECHNICIANS CAN READ THEM. 

4. Incorrect Annual Training (AT) Meals/Per Diem:  

• Failure to Zero Out AT Meals/Per Diem: For AT, if you stay on base with a DFAC available, you must zero out per diem for meals in your DTS authorization/voucher.  Members receive BAS during AT, so there is no per diem for meals.  

5. Location/Date Mismatches:  

• Location Discrepancies: The locations entered in your DTS authorization must precisely match the locations specified in your orders. Be specific and accurate (e.g., "Travis AFB, CA" not "Fairfield, CA").   
• Date Discrepancies: The dates of travel in your DTS authorization must exactly match the dates authorized in your orders.   

6. Incorrect/Missing Line of Accounting (LOA):  

• Wrong/Missing LOA: Ensure the correct  Line of Accounting (LOA) is entered in your DTS authorization.  When selecting your Line of Accounting (LOA), verify it corresponds to the correct fiscal year for your travel. LOAs are identified by a two-digit year prefix (e.g., "25" indicates Fiscal Year 2025).

By carefully reviewing your DTS submissions against these detailed explanations of the Big Six errors, you can significantly reduce processing time and ensure timely reimbursement.  

 

There are several resources to help you navigate DTS and avoid the Big Six errors:

• Quick Guides: Access concise, step-by-step instructions for common DTS procedures.
• Training Videos: Watch these helpful video tutorials demonstrating various DTS processes.  You can find these videos in the carousel at the top of the TRAINING page:
  • Submitting DTS Vouchers
  • Submitting DTS Authorizations
  • Common DTS Return Reasons
• HQ RIO Customer Service Hour: Attend our twice-weekly live sessions for personalized assistance and real-time guidance from DTS experts. Days, times, topics, and link are available on this page.