|CHAPTER��5�-��TRAVEL�AND�TRANSPORTATION�EXPENSE�REIMBURSEMENT�CLAIMS
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| | CHAPTER� 5 - TRAVEL AND TRANSPORTATION EXPENSE REIMBURSEMENT CLAIMS | 
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| | PART A:� PREPARATION AND SUBMISSION OF VOUCHERS | 
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| | C5000 TYPES OF VOUCHERS USED IN CLAIMING REIMBURSEMENT | 
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| | Department of Defense and standard forms prescribed for use in claiming reimbursement for travel and transportation expenses incurred in an official travel status are as follows: | 
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| | 1.� Travel Voucher (DD Form 1351),
2.� Travel Voucher or Subvoucher (DD Form 1351-2),
3.� Travel Voucher or Subvoucher (continuation sheet) (DD Form 1351-2c),
4.� Public Voucher for Purchases and Services Other Than Personal (Standard Form 1034),
5.� Claim for Reimbursement for Expenditures on Official Business (Standard Form 1164). | 
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| | Supplies of the forms in items 1 through 5 shall be requisitioned through normal supply channels. | 
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| | C5001� TIME OF SUBMISSION | 
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| | Unless otherwise required by law, employees' travel vouchers shall be submitted currently but not more frequently than monthly when extended travel is involved.� When an employee has been in a TDY status for the entire month and continues in such status without returning to the PDS, a partial payment voucher presented for per diem and other authorized expenses may be paid by the finance and accounting or disbursing officer at a TDY station. | 
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| | C5002� FORM AND CONTENT OF VOUCHERS | 
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| | Reimbursement vouchers may be prepared by the traveler personally or furnish the information or statement of the travel itinerary and expenses to a typist or travel clerk, if available, for actual preparation of the voucher.� Voucher forms may be typed or handwritten.� Handwritten vouchers shall be prepared in ink and be legible.� Vouchers prepared with lead pencil aren't acceptable. Reimbursement voucher shall include all allowable expenses for which reimbursement is claimed.� Entries shall be made in those spaces in the forms which apply to the circumstances of travel that are in accordance with the provisions in this Volume.� Certificates and items which apply only to military personnel shall be disregarded.� The Travel Voucher (DD Form 1351) may be used as the payment voucher to cover more than one reimbursement voucher when submitted by the same employee.� The reimbursement voucher shall include information required by, and be prepared in accordance with, the provisions of this Part. | 
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| | C5003� ITEMIZATION OF EXPENSES | 
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| | Items in reimbursement vouchers must appear in chronological order and all charges for the period covered must be included.� The exact period for which per diem or actual subsistence expense is claimed must be stated.� Items suspended from previous travel vouchers and reclaimed must be stated after all other items have been listed.� Receipts must be numbered consecutively, beginning with No. 1, for each voucher.� Itemization of subsistence expenses shall not be made in the reimbursement voucher where a per diem is allowed under the provisions of par.C4553. | 
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| | C5004� CLAIMS FOR INDIVIDUAL TRAVEL | 
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| | A.� General. | 
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| | Travel voucher or Subvoucher (DD Form 1351-2) will be used in submitting individual claims for official travel.� The voucher will be prepared and submitted, with necessary attachments and required approvals, to the paying office for computation and settlement.� The number of copies required will be prescribed in Service regulations. The original voucher shall be signed by the claimant. The voucher shall be reviewed carefully for accuracy by the claimant, before signature.� A legible facsimile of a signed voucher may be accepted. Itemization of subsistence expenses paid out of a per diem allowance shall not be made. | 
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| | B.� Erasures and Alterations. | 
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| | Erasures and alternations in totals on reimbursement vouchers must be initialed by the traveler, and erasures and alterations in the totals on receipts must be initiated by the person who signed the receipt. | 
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| | C.� Leave of Absence. | 
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| | When leave of absence of any kind is taken, while in a travel status or at TDY point(s), the exact hour of departure from and return to duty status shall be shown in the reimbursement voucher.� The scheduled hours of duty will be stated on the voucher in those instances. | 
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| | D.� Return To Permanent Station or Home on Nonworkdays. | 
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| | If return to the PDS or place of abode from which the employee commutes daily to the PDS is made over a weekend or� on any nonworkday, the following information must be entered on the voucher: | 
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| | 1.date of arrival at PDS (or home);� | 
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| | 2.cost of ticket for round trip, or the round trip distance traveled by POC; | 
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| | 3.round trip cost or the round trip distance traveled by POC. | 
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| | Per diem isn't payable for time spent at the PDS or home.� A mileage allowance isn't payable for POC travel if the employee traveled with another employee or uniformed member unless the employee was responsible for paying the POC operating expenses. | 
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| | E.� Total Actual Cost of Lodging Statement. | 
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| | If applicable, the traveler inserts the following statement on the face of the DD Form 1351-2, preferably in Section 1 if space is available "Total actual cost paid for lodging in connection with my TDY assignment was (amount."� If the travel orders specify a specific per diem rate (e.g., TDY for training), the employee need only state the total cost for lodgings while en route to and from the TDY station.� Section 5 of the voucher isn't to be used for this statement.� | 
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| | F.� Travel by POC. | 
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| | When travel is by privately owned motorcycle or automobile, the points between which travel is performed shall be shown on the voucher.� Distances between points traveled shall be determined from speedometer readings and also shall be shown on the voucher.� Any unusual conditions or circumstances that may affect allowances must be explained.� The names of persons under travel orders who are passengers in a POV also shall be shown together with the name of the department or agency to which they are attached. When the claimant is a passenger, the claimant shall show the name of person under travel order with whom the claimant rode.� In either situation, the points between which travel was performed must be shown. | 
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| | G. Travel by Special Conveyance. | 
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| | Use of a special conveyance, under the provisions of par. C2101-B1, requires a determination of advantage to the Government before reimbursement is allowed. Approval is indicated by a statement signed by an appropriate approving official to the effect that local public carrier (taxicab or other conveyance) used for official business is approved as the mode of transportation most advantageous to the Government.� The use of taxicabs between home or hotel and transportation terminals is considered a usual item of reimbursement expense.� Such usual items will be stated on the voucher and don't require special authorization or approval. | 
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| | H.� Meals Furnished Without Charge. | 
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| | If free meals were furnished subject to per diem reduction, a statement should be entered on the voucher similar to the following: | 
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| | "Meals were furnished at no cost to me as indicated below:
Breakfast _________________________________
��������������������� (date)
Luncheon __________________________________
��������������������� (date)
Dinner ____________________________________
��������������������� (date) | 
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| | I.� Foreign Currency. | 
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| | Persons traveling in foreign countries shall report their reimbursable expenditures by items in the money of the country in which made.� The total expenditures in foreign currency must be converted into United States dollars at the rate or rates of exchange at which the foreign money was obtained.� The rates of conversion and the commissions charged must be shown. | 
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| | J.� Exchange Fees. | 
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| | Charges for cashing United States Government checks or drafts issued in reimbursement of expenses incurred for travel in foreign countries shall be itemized showing the date and the amount of fee. | 
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| | K.� Payments to Other Employees. | 
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| | Reimbursements aren't allowed for payments made to other Government employees for transportation expenses, except in cases of necessity, which shall be satisfactorily explained. | 
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| | L.� Suspension Of Charges. | 
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| | Items in vouchers not stated in accordance with this Volume, or not properly supported by receipts where required, are suspended and the notification of such action indicates the reasons therefor.� Such items as may be allowable later should be included in a subsequent regular or supplemental voucher.� Full itemization shall be required for all suspended items which are reclaimed and charges must be supported by the original or copy of the suspension notice. | 
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| | M. Supporting Documents | 
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| | 1.� General. | 
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| | In addition to expense statements or other declarations, when required, the voucher is supported by the documents prescribed in subpars. b through f. | 
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| | 2.� Travel Orders. | 
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| | Three copies of travel orders and issued amendments shall be attached to the voucher.� In the Navy, the original and 2 copies of travel orders are attached. | 
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| | 3.� Transportation Requests. (GTRs). | 
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| | Except in the Navy, memorandum copies of transportation requests shall be attached to the voucher. | 
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| | 4.� Unused GTR's. | 
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| | Receipts for unused GTRs shall be attached to the voucher.� These are obtained when unused GTRs are turned in to a transportation officer.� This isn't applicable to the Navy. | 
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| | 5.� Transportation and Other Expenses.� | 
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| | Receipts for transportation and other expenses for which the claimant is entitled to reimbursement shall be attached to the voucher.� A claim for commercial transportation paid shows the amount including transportation tax, the name or initials of the carrier, and the mode and class of the transportation used.� Receipts may be obtained on Receipt for Cash-Subvoucher (Standard Form 1165), regular bill-head, or other form of commercial receipt. In all cases they must show the period and service rendered, or articles purchased, and unit price.� Receipts in foreign languages shall bear the English translation. | 
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| | 6.� Unused Tickets.� | 
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| | In any case where itineraries are changed or trips are canceled after tickets have been issued to the traveler, a statement shall be entered on the travel voucher and initialed by the traveler, that all tickets have been either used for official purposes and/or all unused tickets, or portions thereof, have been properly accounted for and attached to the voucher.� In lieu of the actual unused tickets, a receipt issued by a transportation officer for unused tickets obtained by use of a transportation request may be attached to the claim voucher. | 
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| | 7.� Actual Expense Authorization.� | 
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| | When AEAs have been authorized/approved in connection with TDY, 3 copies of the Actual Expense Authorization shall be attached to the voucher. | 
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| | C5005� TRANSPORTATION AT PERMANENT DUTY STATION | 
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| | A.� Claim for Reimbursement for Expenditures on Official Business. | 
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| | The Claim or Reimbursement for Expenditures on Official business (Standard Form 1164) is used in submitting claims for expenses of authorized/approved use of taxicabs, public carriers, or POCs in transacting official business in the locality of the PDS.� Claims may be submitted as determined by the local installation commander, but should be submitted within 30 days after the end of the fiscal year in which the travel was performed. However, employees may submit claims on a trip-by-trip basis if they so desire.� This form shouldn't be used for reimbursement of fares or mileage for use of POC in connection with TDY travel involving per diem allowance. | 
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