WEBVTT

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Individual reservists are responsible

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for booking their travel and lodging

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arrangements in the Defense Travel

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System or DTS , but before an IR

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travels for their orders , the IR must

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obtain authorization for the travel

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arrangement . This video will explain

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how to submit a travel authorization to

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make travel arrangements and declare

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expected costs . HQ Real also has a DTS

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quick guide on its website to

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supplement this video .

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Authorizations for all travel are

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processed in DTS AT AT in conjunction

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with IDT , RPA , MPA and

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CED orders .

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There are some special steps to take

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when filling out an authorization for

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AT in conjunction with IDT and IDT

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outside normal commute distance . We'll

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review those steps in this video too .

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This video covers what you will need to

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submit an authorization , creating an

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authorization , authorization rules for

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different orders types and reminders

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and more information . To submit a

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travel authorization , you will need

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the following . First , you'll need

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access to the Defense travel system .

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You'll also need your approved orders

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to assist you in filling out your

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travel details in DTS . You will need

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to log into Aeros are to retrieve your

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certified orders .

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Once you have your DTS access and your

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approved orders , you are ready to

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begin your authorization . To generate

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the authorization , you will need to

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log in to DTS . Select your name in the

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top right to review your personal

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information . Confirm that your group

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access is your HQ Rio detachment and

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not your active duty unit . Under

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my profile , you should check that your

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personal email address , banking

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information , and government travel

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credit card information all are correct .

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You will need to also confirm your

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personal information on all travel

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documents .

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Now , you begin the steps to generate

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the authorization . On the DTS homepage ,

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select the create new document button

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and then select routine TDY trip .

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Then add your travel dates and enter

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the city or zip code on your orders in

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the TDY location field . You can find

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your order's location in block 12 of

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the AF Form 938 orders document .

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To begin booking your travel , select

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the reservations tab and then select

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add to trip . At this point , you can

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select the flight , rental car ,

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lodging , or rail reservations .

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Always select travel and lodging

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options that match the correct

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government rate to receive the full

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reimbursement you're eligible for . To

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select the lodging option and the room

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type , use the blue select button .

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For airfare , you will select the GSA

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contract rate . Use of commercial air

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service contracted through the GSA

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Cityair program is mandatory unless one

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of the approved exceptions applies .

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For lodging , you will select an option

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in the integrated lodging program

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unless no ILP options are available .

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When ILP lodging facilities are

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available at the destination and in DTS ,

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DTS automatically displays ILP

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facilities before other lodging options .

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Choose an ILP option for full

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reimbursement . If ILP facilities are

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available and you choose to stay in

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other commercial lodging ,

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reimbursement is limited to the amount

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the government would have paid if

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directed lodging were used . If ILP

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lodging is not available at the

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location , DTS automatically includes a

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certificate of non-availability number

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in the authorization and displays

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either DOD preferred commercial lodging

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or fed rooms , followed by other

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commercial lodging options .

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Next , select the expenses tab to add

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your orders and other expenses you

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think you will incur while on your

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orders . You can use the search

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function in the selection box to find

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the right expense type . Do not enter

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meals in your authorization , but if

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you plan to drive , you should enter

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your expected mileage here .

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At this stage , you must upload a PDF

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of your AF form 938 orders as an

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expense in the authorization . A PDF of

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any orders modifications must be

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uploaded as an expense as well .

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Next , you will head to the accounting

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page . Select the add line of

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accounting button to enter the line of

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accounting provided on your orders .

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Find your line of accounting on your AF

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Form 938 orders or check with your unit .

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You can also use the search bar to find

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your line of accounting . Using an

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incorrect accounting code is a common

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reason for authorizations to be

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returned , so make sure you select the

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correct one . Before you get to the

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sign and submit phase , check to make

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sure your information is correct once

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more . Select open profile to look over

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your banking , government travel credit

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card , and billing information . Some

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of this information may differ from

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your main profile , so it is always

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worth double checking .

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You may receive a pre-auudit flag which

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occurs when DTS detects empty fields ,

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incorrect information , items exceeding

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cost thresholds , or selections that

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break travel policy without specific

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approving official approval . Select

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the correct reason code and provide

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enough detail in your justification to

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help your approving official in their

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review . At this stage , you may also

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receive an advisory flag , which

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doesn't require justification or reason

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code . The advisory simply serves as an

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alert for potential concerns or a

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reminder for certain items .

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On the sign and submit page , select

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the appropriate routing list and

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provide necessary comments .

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Once you have selected the routing list

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and added comments , you are ready to

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sign the authorization and submit .

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Keep in mind that authorizations must

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be approved at least 72 hours before

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travel . If your authorization is

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approved within 72 hours of travel ,

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you must contact the travel management

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company directly to ensure your airline

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ticket is issued . The TMC which

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services your DTS profile may be

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different than the TMC that services

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the base you're assigned to . Find your

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TMC's contact information on your

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travel itinerary . Be sure to call the

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correct TMC for assistance .

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Congratulations , you've submitted your

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travel authorization , but you're not

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done yet . You will need to monitor the

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email associated with your DTS profile

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in case it is returned for errors . You

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can also log into DTS and select

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authorizations to view your

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authorization status .

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Next , we'll cover some information

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related to filling out authorizations

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for annual tour in conjunction with

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inactive duty training and IDT outside

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normal commute distance . When you are

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on annual tour in conjunction with an

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active duty training orders , the

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funding to cover the AT portion and the

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IDT portion come from separate sources ,

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but you only need to submit one

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authorization for the AT portion of

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your orders . The IDT portion is

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treated as IDT lodging , which only

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requires a voucher after the IDT is

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complete . On orders for AT in

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conjunction with IDT you are authorized

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to be reimbursed for a rental car for

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the AT portion , but not for IDT days .

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When completing AT with IDT , always

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enter lodging and M and IE separately .

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At the top of this example , lodging

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and M and IE are zeroed out for IDT

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days because reimbursement for these

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items is not permitted .

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For the AT portion of this travel , the

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actual and allowed lodging costs match

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in the M and IE acknowledges the

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allowed amount when meals are available .

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IDT outside normal commute distance is

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not a commonly used travel type for IRs .

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It applies to IRs who meet certain

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qualifications with their Air Force

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specialty code . For travel to be

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considered outside of your normal

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commute , the commute must be 150 or

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more miles one way to the duty station .

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Travel in these circumstances is

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authorized to receive both

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reimbursement for IDT outside normal

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commute distance travel and IDT lodging .

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You can be reimbursed for up to $500.12

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times per year for IDT outside normal

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commute distance . For your

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authorization , you will need to pay

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attention to some unique field entries

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that differ from the normal

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authorization process . When generating

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your authorization , you will need to

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verify your group access is your HQR

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detachment . On your routine TY trip

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form , list training as the purpose and

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IDT travel outside normal commuting

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distance as the description . In the

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expenses section , upload your

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automated 40As or colorized , you tap

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screenshot showing green or black .

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Your name must be visible . Add any

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expected airfare or mileage up to a

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$500 limit . Adjust for DM to

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$0 for all days . IDT travel is based

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on actual expenses , not per DM .

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Select an active duty training , local

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in parentheses under duty conditions

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and change lodging to $0 .

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Rental car expense reimbursement is

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only authorized for the prorated amount

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on the first and last day of IDT status

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and limited to the cost of two one-way

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taxis . A constructed travel worksheet

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is required for mileage regardless of

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distance as of April 1 , 2024 .

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On the accounting page , IR should

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enter the IDT travel line of accounting

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for that fiscal year . Using fiscal

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year 2024 lines of accounting as

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examples , enlisted members should

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enter 24 IDTV ENL .

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Officers should enter 24

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IDTVOFF . On

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the pre-audit page , provide L4

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personal choice slash limited

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reimbursement as the reason code .

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Provide IDT lodging reimbursed

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separately as the justification on the

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sign and submit page , you will need to

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change the routing list to DFX , AFR ,

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ARPC Rio IDT HQ

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Rio's ordersrie will be the approving

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official for this kind of authorization .

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Here are some items to remember .

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Before you travel , your authorization

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must be approved . You are required to

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file a travel voucher within 5 days of

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completing your orders . It is your

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responsibility to follow the steps to

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ensure your authorization can be

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processed on time . And you can check

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the status of your authorization in DTS

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at any time .

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For more information , check out HQ

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Rio's video on submitting travel

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vouchers after you return from your

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orders . For more help on BTS topics ,

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you can also visit the Defense Travel

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Management Office's training library .

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This video's description includes

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useful links to DTS , Arrows R , HQ Rio

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Quick guides , and more .