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Defense Travel System (DTS) Frequently Asked Questions

SEPTEMBER 29, 2023 – Air Force Reserve Command continues preparations to fully implement Defense Travel System Oct. 1, 2023 and transition away from legacy programs for its travel management needs.

Once implemented, the initiative is intended to reduce delays in processing since members will no longer have to rely on financial management specialists who are hundreds of miles away to review and approve vouchers for payment.

The following questions and answers are intended to assist Citizen Airmen as the Air Force Reserve Command transitions to increased use of the Defense Travel System effective Oct. 1, 2023.

Q. What is DTS? A: The Defense Travel System (DTS) is a fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (TDY travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC).

Q: Why are we moving to DTS when My Travel will be mandatory in 2 years? A: Officials at AFRC are taking steps now to address longstanding Program, Policy and Training issues associated with official travel that are hindering the readiness for Citizen Airmen. Recent guidance was released that we will not be moving to MyTravel. Moving to DTS falls in line with the CAFR’s strategic priorities of “Ready Now” and “Transforming for the Future.” We are seeking to alleviate stressors on our Airmen now, which impacts readiness and retention.

Q: How will this change affect Citizen Airmen? A: AFRC is consolidating to a single platform for most all travel needs. Currently, we use AROWS-R to generate an AF Form 938 which populates with travel information and is our travel document for TDYs Annual Tour, MPA/RPA, etc. Once the change is implemented, the command will shift over entirely to DTS. The AF Form 938 will still be populated to “call Reservists to Active Duty via AROWS-R. However, it will not be used as a travel order as it been previously. The travel order will now be produced on a DD Form 1610 (generated in DTS).

Q. Who can I contact for assistance or questions concerning DTS? A: Every unit has an appointed Lead Defense Travel Administrator (LDTA). They are responsible to assist you in setting up your DTS account and ensuring you are receiving the proper DTS training and support. An Organization Defense Travel Administrator (ODTA) can also assist you to prepare an authorization and voucher.

Q: When can I expect more guidance on the transition to DTS? A: Officials at Air Force Reserve Command are providing guidance to Financial Management sections at units now so they can serve as local subject matter experts. They will also begin training LDTAs and ODTAs on the new functions that will be performed in DTS as part of the transition.

Q: What steps should I be taking today to prepare for the transition? A: Begin using DTS now. Log into DTS now and establish your profile. [Wing FMs} Prepare internal deadlines to and initiate measures to guide Airmen who are accustomed to using RTS on the new process.

Q: How is the command planning on implementing the change to DTS for all travel requirements? A: The goal is to fully transition to DTS by 1 Oct 23 with minor exceptions (i,e. attendance at BMT and PCS travel). Traditional Reservists and IMAs on MPA orders will follow guidance implemented Oct 22. The AF Form 938 will still be generated in AROWS-R and required for activation regardless of funding source (RPA, MPA, etc) after the 1 Oct transition.

Q: How are DTS documents processed? A: Documents are submitted, processed, and approved at the organization responsible for funding the travel. Once approved by the organizational approving official, the payment is electronically sent to the Defense Finance and Accounting Service (DFAS) for payment via electronic funds transfer (EFT) to the traveler’s bank account.

Q: Will Air Reserve Technicians maintain dual profiles? A: Due to multiple business rule requirements, ARTs will maintain dual profiles.

Commander Support Staff

Q: What does the transition to DTS mean for employees in a unit’s CSS who typically generate orders? Will CSS representatives still produce orders or will the member be responsible for all aspects of the process? A: CSS/Orders writers will continue to generate orders in AROWS-R (AF Form 938) to bring members into a duty status. All travel will be accomplished in DTS (by the member).

Q: Is this statement still required on the AF Form 938? Alternate means such as Secure Video Teleconference (SVTC) or other web-based communications are not sufficient to accomplish travel objectives Development Team meetings of this size because the force development process requires significant, dedicated time for discussion and hands-on record reviews, and placement of students to correct courses. A: Yes

Q: Is UTAPS still required to forecast AT and IDTs or is UTAPS also sunsetting on 1 Oct 23? A: The transition to DTS will not effect UTAPS current requirements or processes.

DTS Use and Functions

Q: We have aircrew members who fly missions as a group. Does DTS allow personnel to submit a group authorization & voucher? A: Group authorization and group voucher training is available on the DTMO site.

Q: Does the AF Form 938 have to be processed and approved prior to initiating a travel authorization in DTS? A: Yes, the AF Form 938 needs to be attached to the DTS authorization for approval/authorization.

Q: DD Form 1610s have historically been created in AROWS-R. Will the DTS authorization replace the 1610 orders request? A: Yes. Members will be able to print their own DD Form 1610 after initiating their authorization in DTS. DD Form 1610s will be generated in DTS with the ability to print from the authorization.

Q: Travel is being turned of in AROWS-R soon. When members build their authorizations, will they have to select a budget label to coincide with their type of duty? A: Yes, the traveler or person creating the DTS authorization will select the Accounting/Budget label for accepted travel expenses.

Q: Will the new DTS transition allow for filing local vouchers within DTS? A: Yes, local vouchers will be filed in DTS.

Q: Will there be another step or review put in place on the authorizations to ensure the proper funding is being used depending on the status of the member as listed on the AF 938. A: Yes, Resource Advisors (RAs) can be added to the routing list if the unit chooses.

Q: Will Traditional Reservists (TRs) be responsible for building their own travel authorizations? A: Yes, end users will be responsible for building their own authorizations in DTS.

Q: Will DTS be updated to include “other mileage” rate? A: Officials at AFRC/FM are working through this process. Contact your local FM representative if you have questions on this issue.

Q: Can you please elaborate on why AROWS-R was not kept “as is” and adjustments made to simply route all applicable RTS orders to DTS? A: The move to take travel out of AROWS-R into DTS was a corporate decision. Separating the process of placing a member in military status (AF Form 938) and the travel process (DD Form 1610) better aligns the Reserve with Active Duty.

Q: Since we are not to use travel days for our AROWS-R requests, do units need to resubmit AROWS requests for FY24 that have already been submitted? For example, I have a member who signed up for school from 27 Nov 23 to 7 Dec 23 with a travel day at the beginning and end of the TDY. Do I need to cancel this order? A: Yes, all orders that were routed and approved without the manual workaround should be cancelled and resubmitted in AROWS-R using the new “Corporate City Limits” process.

Q: Is it possible to MOD those orders that were created previously and labeled as RTS? A: Orders currently routing to RTS should not be curtailed, MOD’d or cancelled. The change is for orders starting on or after 1 Oct 23 unless transitioned earlier.

Q: If an order that includes travel crosses over into FY24, should the unit cancel the order 30 Sep 23 and start a new one in its place? A: Any orders that started in AROWS-R for processing in RTS in FY23 and cross over into the new fiscal year should finish and be filed in RTS.

Budget and Lines of Accounting

Q: What DTS label will MPA mileage only orders use to tale the place of FC30 in PBAS? A: Use the same LOA as the other travel items on the authorization.

Q: Will DTS offer two Lines Of Accounting for centrally funded schools when members are authorized rental cars with a unit funded school LOA? A: Yes, DTS will accommodate multiple LOAs.

Q: If orders are mileage only then the LOA will not import into DTS. I have many active fund cites in AROWS. Will I have to build all those in DTS now? A: There will not be an import. Local vouchers will be processed for mileage only. We are working with the Budgets to see what level the LOAs need to be built at to allow the least amount of lines to be manually created.

Q: If non-corporate limits orders are cut as corporate (mileage only) will the travel obligate when the authorization is approved in DTS or when the DTS voucher is filed? I’m concerned with following the money on my SOF. A: Corporate Limits does not create any travel expense entitlement. This is the workaround to remove travel from AROWS-R without extensive programming. Additionally, for mileage only, the obligation will occur when the member submits a local voucher in DTS.

Q: Will Special Partial Payments be an option (to alleviate the member from having to file every 30 days)? A: Yes. DTS has an option in the authorization (for 46+ day orders) to schedule partial payments. As long as a voucher is not initiated, members can go into DTS and adjust their partial payments, as needed. Training available in Defense Travel System (DTS) Guide 2: Authorizations (pg. 80)

Q: From what we understand currently, any order that is under 45 days will not have the option in DTS to make partial payments. So, if a member is on a long tour order over 31 days but less than 45 and goes TDY multiple times while on that order, he/she will not be able to get paid for any of those trips until after the order is over and voucher submitted. A: If each TDY is a separate trip and return to PDS or Home Of Record between trips, the members should create a DTS authorization for the intent of the trave required – voucher will be created after trip competition.

Q: Officials at AFRC are going to turn travel off in AROWS-R effective 1 Oct 2023. When members build their authorizations, will they have to select a budget label to coincide with their type of duty? A: Yes, the traveler or person creating the DTS Authorization will select the Accounting/Budget Label for associated travel expenses

Q: Since mileage will not be paid through MILPAY anymore, will the mileage cost be obligated through DEAMS and if the member doesn’t want to complete a voucher for the mileage only will that cost show up on the UOO report? A: Mileage only will be a local voucher. Local vouchers will straight pay from the LOA in DEAMS, no UOO will be established. Additionally, Mileage Only is on the “Processes under Review” list – more to follow.

Q; If non-corporate limits orders are cut as corporate (mileage only) will the travel obligate when the authorization is approved in DTS or when the DTS voucher is filed? I’m concerned with following the money on my Status of Funds (SOF). A: Corporate Limits does not create any travel expense entitlement. This is the workaround to remove travel from AROWS-R without extensive programming. Additionally, for mileage only, the obligation will occur when the member submits a local voucher in DTS.

Q: If orders previously created are labeled as RTS during this transition, as you stated orders won’t stop, but is there a way to mod the original order to state DTS instead? A: Orders currently routing to RTS now should not be curtailed, mod’d, or cancelled. This change is for orders starting on or after 1 Oct 2023 unless transitioned earlier

Q: Are MOB/ACT orders going to be done the same way or will the FGC be loading the Auth in DTS since they do the 938? A: There will be no change to this process

Q: Regarding long tour orders: if duty crosses over into FY24, should the orders end in AROWS on 9/30 then pick it up in DTS starting 10/1? A: If a tour starts in AROWS you will continue the order in AROWS. (Note: Depending on the tour length, it may be deemed a Permanent Change of Station and PCS orders will not be processed in DTS).

Q: Who is copying/loading the budget in September/October? Are units responsible for this? A: Yes, units are responsible. FM shops are responsible for loading and maintaining budgets in DTS.

Authorizations

Q: How do I check the status of my authorization? A: Check document status by logging in to DTS. Go to “Official Travel” vouchers or authorization, and then look in the “Sort by Status” column. Or, go to the digital signature page within the document. If you can’t access to DTS, contact your Defense Travel Administrator (DTA) to check the status of your document. Find out from your supervisor who the DTA is for your organization.

Q: Why isn’t the Authorization built automatically in DTS like before (from AROWS-R)? A: AROWS-R will no longer “flow” into DTS and create an authorization. AROWS-R will be creating the “Call to Duty” AF938. This will be used to put a TR/IR in “active” status, and establish Military Pay. The AF938 will no longer serve as a travel authorization, so the “flow” to DTS will no longer exist. The 1610 (Travel Authorization document) will be generated in DTS when the authorization is built by the member (or the ODTA).

Q: What if: Member travels on a Sunday and performs Annual Tour Duty on Monday thru Thursday. On Friday, the member does an RMP and Saturday and Sunday are UTA days. The next Monday and Tuesday are back on Annual Tour. Wednesday is a AFTP day and member then departs the base on Wednesday and returns home. A: The orders specialist needs to zero out per diem and lodging for the days not on AT. The travel and “in-place” can be placed on one authorization. As with any authorization and voucher, be sure to add comments before signing so the reviewer and approver have an understanding of your specific situation. Lodging will not be included in the authorization since UTA lodging is a direct bill (Sunday night lodging can be manually adjusted if needed). The rest of the travel per diem can be established as usual. The zeroed out days will be achieved by selecting “Duty Days (no per diem). See link for quick instructional video

Q: What’s the process or workaround if we have members who don’t have CAC enabled computers at home? Several members don’t necessarily have the funds to purchase personal computers to ensure they can stay connected with the Reserve’s administrative processes. A: This will be a local decision for Wing CCs and likely to vary but can be completed by an NDEA. Defense Travel System regulations state NDEAs are authorized to input and digitally sign DTS vouchers for travelers who do not reasonably have access to computers.

Q: Who is considered FM for FM review where IDT travel reimbursement is concerned? Does this refer to those physically in the FM office or those who are FM coded? A: For the FM review, the person must actually be in the FM office.

Q: How will we track IDT trips in DTS per member to ensure they do not exceed 12? A: The process of tracking the number of IDT-Rs paid out to each member can be tracked by local policy/procedure.

Q: Will the LOA name for the IDT-R be up to the organization? If so, is it safe to assume the name could be different from other organizations? A: IDT-R Lines Of Accounting and routing lists will be established locally (not by AFRC).

Q: Is there a permission group that can be added to DTS for Read-Only visibility of unit members and where the vouchers are currently to verify if the vouchers moved as opposed to permission 5 that allows edits to the vouchers? A: No, Wing DTS Points Of Contact have access to reports to monitor document status. Members have the ability to view where their voucher is at any time. To do so, members simply need to open the voucher in DTS , click “View” on the applicable voucher and select “Sign and Submit” to get to the screen that shows the routing list and where the voucher is currently.

Q: Will there be another step or review put in place on the authorizations to ensure the proper funding is being utilized depending on the status the member is on as reflected on the AF Form 938 or ART/AGR status? A: Resource Advisors can be added to the routing list is the unit so chooses.

Inactive Duty Travel Reimbursement

Q: When it comes to meal expenses on IDT-R travel days, do we select the “Create Your Own Expense” line item or is there something more specific to this circumstance coming later? A: Until further notice, IDT-R meal expenses will be entered as a “Create Your Own Expense” line item.

Q: For IDTs, are members going to be charged CTO fees to book flights? The $500 usually doesn’t cover my providers flight and parking fee, so that would be an additional expense they would have to pay out of pocket.

Q: Reservists assigned to the Development & Training Flight are authorized IDT travel when attending UTAs prior to departing for Basic Military Training. Their Common Access Card will not allow them to access to complete required tasks. The ODTA could build their authorization but will not be able to sign the voucher. How will these individuals be able to finalize their vouchers to receive payments? A: IDT travel reimbursement for D&TF trainees will remain as it is currently which is within RTS.

Q: It appears IDT travel outside of normal commute will transition to DTS. Does this mean the Form 1164 is going away or will members still use it to request lodging reimbursement when not on the critical AFSC listing? A: Yes, the Form 1164 is going away. Additional guidance is provided in the updated IDT-R Guide (located on the AFRC/FM SharePoint site). Members will use a local voucher in DTS in lieu of a paper Form 1164. If a member is not on the approved IDT-R list, they will follow the normal process for securing lodging based on local policies/procedures. This process will not change.

Local Defense Travel Administrator/Organizational Defense Travel Administrator Functions Q: Every Air Force Reserve organization is authorized a position for a LDTA. Does that include tenant units (such as a unit that is being hosted by another AFRC unit)? A: As of 10 Aug 23, GSU/tenant locations who work under separate OBANs will be given the FDTA role to manage their funding in DTS.

Q: Tenants don’t have FDTAs – who will be responsible for loading the travel lines and funding? A: Wing LDTA/FMA offices will be loading LOAs and funding in DTS.

Q: Will AFRC FM train participation specialists on how to cut orders, FM Final Certifiers to review/approve orders, RPA and O&M Budget Analysts on when/how funds will be committed/obligated/move through the various accounting stages in DEAMS? A: AFRC FM will train the LDTAs on loading budgets in DTS. FM will be responsible for training their Wing establishing local policy and training their Wing on the process.

Q: Will the FMA side become FDTAs and have the responsibility of managing that function, or will we have the LDTA manage the LOA and budget label maintenance? A: It has been identified that the best practice is to have LDTAs/FMAs build LOAs in DTS and load funding for their Wing.

Orders/AF Form 938s Q: If orders previously created are labeled as RTS during this transition and will still be in effect, is there a way to MOD the initial order to route to DTS instead? A: Orders currently routing to RTS now should not be curtailed, modified or cancelled. This change is for orders starting on or after Oct. 1, 2023 unless transitioned earlier.

Q: Are MOB/ACT orders going to be generated the same way or will the Force Generation Center load the authorization in DTS since they produce the AF 938 for deployers? A: There will be no change to this process.

Q: If duty crosses over into FY24 on long tour orders, should the orders end in AROWS-R on Sept. 30, 2023 and then pick up in DTS on Oct. 1, 2023? A: If a tour starts in AROWS-R, it should be continued in AROWS-R (Depending on the tour length, it may be a PCS and PCS orders are not processed in DTS).

Q: What is the approximate amount of time it will take for a voucher to be paid after a member submits in DTS (Note: question is specifically asking the amount of time it will take from when the voucher is submitted by the member and not when it is AO approved until payment is received)? A: After a voucher is approved, members can expect payment within 3-5 business days. The amount of time it takes routing to Reviewer and Approver will vary by unit.

Special Circumstances (Deployments, Basic Military Training, etc.)

Q: What is the reason that deployment orders will not be moving to DTS? Is there an identified reason that is not allowing for it? AD creates the CED authorization directly in DTS; shouldn’t we as well? A: Deployments are on the “Processes under Review” list – more to come.

Q: When “review” for IDT reimbursement was mentioned, does that require utilization of the “process name” routing the way the Travel Agency book/submit steps are constructed or will units have to make an IDT routing list that includes FM review? A: AFRC/FM is still working through this process (suggesting the possibility of each unit creating IDT routing lists).

Q: For any member whose AFSC qualifies for the IDT reimbursement (up to $500) for residing outside the commuting distance for UTAs, will their reimbursement request be processed through the DTS “Local Voucher?” A: Yes, this will be processed in DTS. Officials from AFRC/FM are still working this issue.

Story by Lt. Col. James Wilson 919th Special Operations Wing Public Affairs

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Privately Owned Vehicle (POV) mileage reimbursement rates

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Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

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• 2024 Mileage Rates for Official Travel

The mileage reimbursement rate for official travel via privately owned vehicle (POV) went down by 1 cent in 2024 for permanent change of station moves but rose slightly for other official travel.

For PCS travel, the Mileage Allowance in Lieu of Transportation (MALT) rate became $0.21 per mile on Jan. 1, 2024, down from $0.22 per mile. 

For temporary duty/temporary additional duty (TDY/TAD) travel, rates also changed on Jan. 1. The new rates are:

• Auto: $0.21/mile
• Auto, if no government vehicle available: $0.67/mile
• Motorcycle: $0.65/mile
• Airplane: $1.76/mile

The official mileage distance for calculating travel is determined by the Defense Department.

For PCS travel, the number of travelers in the vehicle has no bearing on the amount of MALT paid.

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