Defense Travel System

December 30, 2020

DTS Guide 2: Authorizations

Defense Travel Management Office
DTS Guide 2: Authorizations

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Table of Contents

1 Temporary Duty (TDY) Authorizations........................................... 6

2 Create the Authorization................................................................. 6

2.1 Standard Itinerary-Creation Process.................................................... 7

2.2 Non-Routine Travel.................................................................................10

2.2.1 Invitational Travel Authorization................................................................ 11

3 Authorization Layout & Navigation.............................................. 15

3.1 The Progress Bar.................................................................................... 16

4 Reservations Module......................................................................18

4.1 Enter TSA Information...........................................................................18

4.2 Make Flight Reservations..................................................................... 20

4.3 Make Rail Reservations.........................................................................24

4.4 Make Rental Car Reservations............................................................ 26

4.5 Make Lodging Reservations................................................................ 29

4.6 Review Reservation Selections........................................................... 44

5 Expenses Module............................................................................ 47

5.1 Reservation Expenses........................................................................... 48

5.2 Other Expenses..................................................................................... 51

5.3 Attaching Files and Substantiating Documents.................................58

5.4 Expenses Screen Icons Explained........................................................ 65

6 Per Diem Module........................................................................... 67

6.1 Adjust Per Diem Amounts Screen...................................................... 69

7 Accounting Module........................................................................ 74

7.1 Enter Accounting Codes...................................................................... 74

7.1.1 Add or Remove a LOA............................................................... 75

7.1.2 Add Multiple LOAs..................................................................... 76

7.2 Request an Advance.............................................................................. 78

7.3 Scheduled Partial Payments.................................................................81

7.4 Review Trip Costs and Payments........................................................ 83

8 Review Module............................................................................... 83

8.1 Review Profile Screen............................................................................84

8.2 Review Trip Authorization Screen....................................................... 86
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8.3 Other Auths and Pre-Audits Screen.................................................... 90

8.4 Digital Signature Screen........................................................................91

9 Helpful Resources............................................................................95
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Revision History

Revision 

No. Date Authorization Revision/Change Description Page, Section

1.0 08/11/17

Defense Travel 

Management 

Office (DTMO)

New Guide All

1.1 08/21/17 DTMO Updated Link Section 8

1.2 09/28/17 DTMO Updated Screenshots Sections 3&4

1.3 12/04/17 DTMO Updated expense types Section 4.1.2

2.0 01/19/18 DTMO

Jan 2018 limited DTS release (look-ahead):

Updated with major DTS changes to 

document creation, travel module, and 

expense process

Sections 2-4

2.1 01/24/18 DTMO Jan 2018 limited DTS release (look-ahead):

Screenshot Changes Throughout

2.2 02/16/18 DTMO Feb 2018 full DTS release:

Removed look-ahead notice Cover

2.3 02/23/18 DTMO Updated My Expenses screen icons Section 4.1.5

2.4 06/15/18 DTMO Restricted flights

Updated links

Section 3.3

Throughout

2.5 07/12/18 DTMO

Creation of Per Diem module.

Major changes to Accounting module.

Minor changes to Expenses and Additional 

Options modules.

Section 6

Section 5

Sections 4 & 7

2.6 08/13/18 DTMO Removed references to flat rate Section 5.1

3.0 08/17/18 DTMO 1. Creation of Review module.

2. Updated navigation.

Sections 2-7

Throughout

3.1 10/26/18 DTMO 1. Small change to Expenses screen icons

2. Added legacy screen section

Section 5

Section 9

3.2 12/14/18 DTMO

Updated Review module functions, the way 

flight information displays, and compare 

profile function.

Sections 5.2 & 8

3.3 04/05/19 DTMO

Updated Expense screens

Added new Trip Type table

Added new Trip Purpose screens

Removed SCT information

Updated ITA data

Throughout

3.4 05/08/19 DTMO Removed Open Allotment wording. Added 

new Trip Type screenshots.

Section 2

3.5 06/17/19 DTMO

Updated Table 2-1

Updated Government Funded Leave

Updated Seat Map screens

Section 2

Section 4

3.6 11/20/19 DTMO

Added Goggle Maps process to Lodging

Section

Updated Lodging based upon new screens

Section 4.5
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Added Cancellation and No- Show Fee 

Reference

Added note for lodging reason codes Section 8.3

3.7 02/12/20 DTMO Update Rental Car process

Update TMC Request Options for Lodging

Section 4.4

Section 4.5

3.8 04/30/20 DTMO

General Update 

Updated Reservations 

Updated Expenses and Receipts

Updated Per Diem

Updated Accounting Module 

Update Review Module

Throughout

Section 4

Section 5

Section 6

Section 7

Section 8

3.9 05/13/20 DTMO Updated What’s New feature Section 1

4.0 10/15/20 DTMO Updated formatting Title Page

4.1 12/11/20 DTMO Updated Dashboard screen shots Page 6

Page 16

4.2 12/30/20 DTMO Updated wording under Expenses Section 5.2, Page 

51
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1 Temporary Duty (TDY) Authorizations

A DTS authorization captures information regarding an upcoming TDY (locations, 

should-cost estimates, and travel information). Essentially, the authorization is a 

means of informing everyone who needs to know when you* will be gone, where you 

will be working, and how much you expect your trip to cost.

*In this guide, “you” are the traveler, unless stated otherwise.

When you create a TDY authorization in DTS, the system accesses database information 

from your DTS personal profile, your organization's budget, and DoD travel regulations

to help streamline the document creation process.

DTS provides a What’s New feature alerting you when software changes occur. After a 

system update, the first time you access an affected module, the What’s New feature 

activates. You readily receive a series of pop-up screens annotating any revisions. Once 

you proceed through the overview, you must select Got It to close the messaging. Your 

personal profile tracks your acknowledgement and then the What’s New feature 

inactivates. As this a one-time alert, unless there is another system change, you will not 

see the What’s New alert again. 

2 Create the Authorization

To create an authorization, log onto DTS. On the DTS Dashboard (Figure 2-1), under My

Travel Documents, select Create New Document.

 Figure 2-1: DTS Dashboard – My Travel Documents Area
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2.1 Standard Itinerary-Creation Process

When you select Create New Document > Routine TDY Trip,the Itinerary screen (Figure 2-

2) opens.

Figure 2-2: Itinerary Screen
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The Itinerary screen contains three sections:

• YOUR TDY LOCATION(S)

o Enter the Arriving and Departing date for each TDY location.

o Identify the correct TDY Location (e.g., if you are TDY to a military installation, 

choose the military installation, not the city near the installation).

o Identify how you will travel, the time of day you want to travel, and whether 

you will need a rental car. The most commonly selected options show as a 

default, but you may change them.

If you are traveling to multiple locations, select the +Sign icon to the right of

Rental Car to add a row for your next TDY location.

• TRIP OVERVIEW

o The Leaving On and Returning On dates auto-populate to match the dates in 

the YOUR TDY LOCATION(S) fields. If any date is not correct, enter the correct 

dates.

o Enter the place you will be Leaving From and Returning To.

o The Trip Duration auto-populates.

• YOUR TRIP DETAILS

o Select the Type based upon your travel needs (Figure 2-3 YOUR TRIP 

DETAILS). Table 2-1 outlines the selection of DTS Trip Types with descriptions. 

Once you select the type of travel and save the itinerary information, DTS

locks the Trip Type allowances and the field is not editable. The most 

common type is Temporary Duty Travel (Routine). All five Trip Purposes are 

available for section with the Trip Types.

Figure 2-3: YOUR TRIP DETAILS Screen
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Table 2-1

DTS Trip Type Description Reference

TEMPORARY DUTY 

TRAVEL (ROUTINE)

This trip type supports a DoD 

employee (MIL/CIV) traveling to one 

or more places away from a PDS to 

perform duties for a period of time 

and upon completion of assignment, 

returns or proceeds to a PDS.

This trip type supports some 

dependent/family member travel 

when certain conditions apply.

Travel reimbursement based 

upon JTR, Chapter 3. TDY 

Travel.

See Section 0301 for policy, 

mission and AO approval 

required for travel and 

transportation allowances.

See eligibility JTR, Chapter5, 

Section 0550 for RAT.

INVITATIONAL 

TRAVEL

An Invitational Travel Authorization 

(ITA) uses government funds to pay 

for a Non-DoD employee’s travel. 

Certain conditions and additional 

supporting documentation may 

apply.

Travel reimbursement based 

upon JTR, Chapter 3. 

See 030501 and 030502 for 

specific policy and AO 

approval required for travel 

and transportation 

allowances.

INVITATIONAL 

TRAVEL -

TRANSPORTATION 

EXPENSES ONLY

For the ITA, certain conditions apply 

to fund travel for a Non-DoD 

employee. 

A DTA or Document Preparer must 

assist with document processing in 

DTS for both the authorization and 

voucher, as the individual typically 

has no access to DTS.

Limited travel reimbursement 

based upon JTR, Chapter 3.

See 030501 and 030502 for 

specific policy and AO 

approval required for travel 

and transportation 

allowances.

DEPENDENT 

INVITATIONAL 

TRAVEL

For the Dependent ITA, certain 

conditions apply.

Travel authorization/voucher 

processed for the family member of 

DoD employee. The sponsor 

receives reimbursement for the 

dependent's transportation and 

approved travel expenses.

Travel reimbursement based 

upon JTR, Chapter 3.

See 030501 traveler may be 

authorized the standard travel 

and transportation 

allowances.

DEPENDENT 

INVITATIONAL 

TRAVEL –

TRANSPORTATION 

EXPENSES ONLY

For the Dependent ITA, certain 

conditions apply.

Travel authorization/voucher 

processed for the family member of 

DoD employee. The sponsor 

receives reimbursement for only 

the dependent's transportation 

expenses.

Limited travel reimbursement 

based upon JTR, Chapter 3

See 030501 for specific policy 

and AO approval of 

transportation allowances.

GOVERNMENT 

FUNDED LEAVE

Specific conditions apply in order for 

a DoD Employee to qualify to receive 

reimbursement for travel expenses. 

See JTR Chapter 4 

Government Funded Leave -

Emergency Leave, EVT, FEML

and R&R.
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DTS Trip Type Description Reference

Some leave categories apply to both 

Service Member and civilian 

employees and their dependents. 

Some apply to just Military or Civilian 

and may apply to dependents.

Additional documentation may be 

required, and verified prior to AO 

approval.

See Travel transportation 

reimbursement JTR Chapter 

2, Section 020101, JTR 

Chapter 4, 040101A and

040101B.

o Select a Purpose for your TDY.

Figure 2-4: Purpose Screen

o The Description text box is optional. You enter information pertaining to the 

travel or choose to leave the field blank based upon your local business rules.

o If you will be attending a conference, enter the requested conference 

information. If the drop-down menu does not contain the conference 

information, select Other.

After you complete the entries on thisscreen,select Continue to proceed to the

Reservations module (Section 3), where you can make your trip reservations. If do 

not require reservations for your trip, select Expenses from the Progress Bar.

2.2 Non-Routine Travel

Processing trips other than Temporary Duty Travel (Routine) is determined by travel

policy and meeting certain criteria. These trip types include Invitational Travel, 

Invitational Travel – Transportation Expenses Only, Dependent Invitational Travel,

Dependent Invitational Travel – Transportation Expenses Only, and Government 
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Funded Leave. When you select one of these types, additional information may be 

required for the itinerary, travel reimbursement may be limited, the AO may request 

supporting documentation, and Other Authorizations and/or Pre-Audit flags will 

activate requiring comments to justify the travel.

2.2.1 Invitational Travel Authorization

The Invitational Travel Authorization (ITA) process begins when the organization 

identifies a need for an ITA-eligible individual to travel at DoD’s expense. Processing 

of invitational travel is with mutual consent, meaning the organization must invite 

the person to travel, and the person must accept the invitation.

To be eligible for invitational travel, a prospective traveler must meet all the 

requirements stated in JTR, Chapter 3, 0305, par. 030501-A and par. 030501-C, as 

well as, not fall into any of restrictions highlighted in JTR, par. 030501-D.

Travelers requiring an ITA typically do not have access to DTS. If this is the case, 

then the DTA, Document Preparer/Travel Clerk or sponsor in the situation of a 

dependent traveling, follow the normal steps to create an authorization and 

itinerary. Note: Be certain to enter the correct Trip Type and only add allowances 

permitted by the JTR.

1. Select the Type. Then select the appropriate Invitational Travel label based 

upon travel need (Figure 2-5). The Trip Type selection drives your allowances

and reimbursements.

Figure 2-5: YOUR TRIP DETAILS Screen

2. Select Purpose to see the options (Figure 2-6). Select the correct label to 

identify the reason for travel. If uncertain of which label to select, then contact 

the DTA for guidance.
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Figure 2-6: Purpose Screen

3. Determine if you need to create Dependent travel. To include a dependent, 

select Add Dependents to create the required entries. If you don’t need to add 

dependent data, just skip to the Description field.

Figure 2-7: Add Dependents Screen

• Create New Dependent by completing the required fields for First, Middle 

Initial and Last Name, Relationship, and Date of Birth (DOB). TSA
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information is available to add as well as Passport data. To save the entry, 

select Create (Figure 2-7).

• If the individual’s information already has a record, then Select An Existing 

Dependent to add the person to the trip (Figure 2-8).

• The available actions for the dependent’s record are edit and delete.

Figure 2-8: Select an Existing Dependent Screen

• To record the entry, select Save. Note: The dependent’s information saves 

to the sponsor’s permanent traveler profile.

• The information displays under Dependents (Figure 2-9). Note: The 

routing, accounting and reimbursement are all associated to the sponsor’s 

traveler profile. If you add the wrong person, before leaving the itinerary 

screen, select another trip type such as Temporary Duty Travel (Routine)

to remove the information. Then to add a dependent to the travel 

document, reselect the correct trip type and add the person. 
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Figure 2-9: Dependent Added

4. Enter comments under Description, if required by your local business rules.

5. Complete Conference/Event Name question (Yes or No). If the answer is yes, 

select the name from the drop-down menu. If the name does not appear in the 

listing, select Other.

6. To proceed with creating the document, select Continue.

 2.2.2 Government Funded Leave

The Government Funded Leave process begins when travel is required for a DoD 

military member and their dependents or civilian employee and their family 

members under certain conditions and when they meet the qualifications. There 

are limitations, additional documentation may be required, and not all forms of 

Government Funded Leave apply to both military and civilian employees. This 

travel includes Funded Environmental and Morale Leave (FEML), Emergency Leave, 

Emergency Visitation Travel (EVT), and Rest & Recuperation (R & R). 

To be eligible for Government Funded Leave, a prospective traveler must meet all 

the requirements stated in JTR, Chapter 4, 0401 and sub-sections specific to the 

travel need.

The traveler, DTA, or Document Preparer/Travel Clerk use the standard process to 

create an authorization and itinerary. Note: Be certain to enter the correct Trip 

Type and only add allowances permitted by the JTR.

1. Select the Trip Type. Then select Government Funded Leave (Figure 2-5). The 

trip type selection drives your allowances and reimbursements.
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Figure 2-5: YOUR TRIP DETAILS Screen

2. Select the Purpose. See Figure 2-6 for the list of trip purposes.

3. Determine if you need to create dependent travel. Select Add Dependents to 

create or add a family member following the steps outlined in 2.2.1. If you 

don’t need to add dependent data, then skip to the Description field.

4. (Optional) Enter comments under Description to identify the specific type 

leave travel (e.g., EVT, FEML) based upon your local business rules.

5. Complete Conference/Event Name question (Yes or No). If the answer is yes, 

select the name from the drop-down menu. If the name does not appear in the 

listing, select Other.

6. To proceed with creating the document, select Continue.

3 Authorization Layout & Navigation

Completing the itinerary automatically creates your authorization and page opens in 

the Reservations module. The DTS authorization screens all follow the same general 

layout, so it makes sense to introduce it before we move on to discuss specific screen 

contents. Figure 2-10 describes the basic screen layout.
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Figure 2-10: DTS Screen Layout

At the top of the document is the header (Indicator 1), which contains your login 

information (Indicator 2) on the far right. Beneath the header are the administrative 

function menus (Indicator 3). Beneath the administrative functions are two columns:

• On the left, the Progress Bar (Indicator 4) displays everything you need to 

complete before you sign the authorization and serves as a navigation bar. See 

Section 3.1.

• On the right, the working area (Indicator 5) contains the tools to complete your 

authorization. See Sections 3-8.

3.1 The Progress Bar

The Progress Bar (Figures 2-11 and 2-12) presents the section you are currently 

working on (red highlight) and your selected reservations (green checkmark).

Select any item on the Progress Bar to navigate to that screen.

You can collapse or expand each module individually by selecting the chevrons 

next to the module name. Figures 2-11 and 2-12 demonstrates the Progress Bar

fully expanded and fully collapsed. 

4 5

3

1

2
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 Figures 2-11 and 2-12: Progress Bar Fully Expanded and Fully Collapsed

Use the Progress Bar to navigate to the following module screens:

1. Trip Authorization Info:

o Edit Itinerary: See Sections 2.1-2.2.

2. Reservations: 

o TSA Info appears if you require at least one flight. See Section 4.1.

o Various reservation types (e.g., Flight, Lodging, and Rental Car) appear

based on your travel itinerary or later additions. See sections 4.2-4.5.

o Review Reservations: See Section 4.6.

3. Finances:
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o Expenses: See Section 5.

o Per Diem: See Section 6.

o Accounting: See Section 7.

4. Review:

o Review Profile: See Section 8.1.

o Review Authorization: See Section 8.2.

o Other Auths and Pre-Audits: See Section 8.3.

o Sign and Submit: See Section 8.4.

4 Reservations Module

The Reservations module (Figure 2-13) lets you make commercial air, rail, rental car, 

and lodging reservations. After you save your itinerary, the Reservations module 

automatically opens. You can also re-visit the Reservations module at any time by 

selecting one of the Reservations options from the Progress Bar. 

Figure 2-13: Review Reservation Selections Screen

4.1 Enter TSA Information

If you need air reservations, the Enter Your TSA (abbreviation for “Transportation 

Security Administration”) Info for This Trip screen (Figure 2-14) displays first. If you do 

not need air reservations, the screen does not appear.
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Figure 2-14: TSA Information Screen

You must enter your TSA Secure Flight Information whenever you request air 

reservations. It contains the Secure Flight Personal Data (SFPD) information that DTS 

must transmit to the TSA for watch list screening. The fields populate with information 

from your DTS profile, but you can change them if necessary.

When creating an authorization for a dependent, you must enter the information for 

the dependent traveler.

Note: The TSA PreCheck program offers expedited security screening at participating 

airports. To use dedicated TSA PreCheck security lanes, enter your DoD ID number in 

the Known Traveler Number text box (Figure 2-14) when making air reservations for 

official travel.

You can open the TSA screen at any time by selecting TSA Info from the Progress Bar.

Table 2-2 explains TSA Secure Flight fields.
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 Table 2-2

TSA SECURE FLIGHT INFORMATION FIELD DEFINITIONS

Field Definition

First Name, Last 

Name, Middle Initial

Enter your name as it appears on the State- or Government-issued 

identification you will use at airport security. Do not include suffixes 

(e.g., Jr.).

Gender Select whether you are male or female.

Date of Birth Choose the date you were born.

Known Traveler 

Number

(optional) Enter the 10-digit DoD ID number on the back of your Common 

Access Card (CAC) if enrolled in the TSA PreCheck program.

Redress Number

(optional) Enter the number the Department of Homeland Security 

assigned you to prevent watch list name misidentification if you have 

experienced previous travel screening difficulties.

1. Enter or update your profile information, if needed.

2. (Optional) Check the Save this TSA information to my profile box to update 

your DTS personal profile. If unselected, the information effects only the 

current document.

3. Select Continue to Booking.

4.2 Make Flight Reservations

If you indicated commercial air as a transportation mode when you built your 

itinerary, DTS automatically searches for appropriate flights and displays the 

results. At any time, you can add a new air reservation by selecting Add to Trip >

Add new flight on the Review Reservation Selections screen (see Section 2.13). 

To open that screen, select the Review Reservations from the Progress Bar.

If you need to view an existing air reservation, select the flight option from the 

Progress Bar.

Booking a flight is a three-step process.

1. Step 1 (Figure 2-15): DTS initially lists available flights with policy-compliant 

fares at the top, other fares at the bottom, and from least expensive to most 

expensive. Use a Select Flight button (Indicator 1) to choose a flight. Note:

If none of the displayed flights meet mission, you can change the criteria such 

as time of day and Search again for a new flight listing (Indicator 3).
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Figure 2-15: Step 1: Select a Flight

Note: When DTS displays (or when you select) a restricted airfare, DTS provides 

warnings about the use of restricted airfares in general and details about the 

selected flight in particular. Some of the information DTS provides includes:

• Showing the fare category as Restrictions Apply and highlighting it in yellow.

• Providing information about the restrictions under the Fare Rules link 

(Figure 2-15, Indicator 2).

• Displaying a pop-up to warn you about the possibility of incurring additional 

fees if your travel plans change.

• Providing similar warnings and information throughout the air reservation 

process.

For important information about how to handle restricted fares in DTS, see the 

information papers Restricted Airfares in DTS and Travel Advances when Using 

Restricted Airfares.

2. Step 2 (Figure 2-16): If the airline made a seating chart available, select an 

available seat (Indicator 1) marked in green or a seat type (Indicator 2) before 

selecting Confirm to advance to the next screen. 

Note: If you chose a flight with more than one leg, you must do this for all legs.

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3

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Figure 2-16: Step 2: Select a Seat

3. Step 3 (Figure 2-17): You can make special accommodation requests (Indicator 

1), enter rewards program information (Indicator 2), and change the payment 

type – say, to show you’re paying with a CBA – (Indicator 3), before you book 

your choice (Indicator 4). 

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Figure 2-17: Step 3: Confirm Your Flight

If you cannot find a flight that meets your mission requirements, you have two 

options. On the Select a Flight screen (Figure 2-15):

1. Use the areaat the top of the screen (Figure 2-15, Indicator 2) to search for 

different flights.

2. Select the Request TMC Assistance link at the bottom of the screen to have the 

TMC help you find a flight. You may add information to the system-generated 

comments, but do not alter them. 

Note: When you need TMC assistance, contacting the TMC outside DTS may 

incur an additional processing fee.

DTS provides a Booking Message when successful, which contains the PNR 

(passenger name record, sometimes referred to as reservation code). Continue 

making air reservations until you have booked all flights. After you select your last 

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2

3

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flight, DTS automatically moves to the next reservation type, based on the options 

you selected when you created the trip itinerary.

4.3 Make Rail Reservations

If you indicated that you would use commercial rail as a transportation mode 

when you built your itinerary, DTS automatically searches for trains and displays 

the search results. At any time, you can add a new rail reservation by selecting

Add to Trip > Add new rail on the Review Reservation Selections screen (see 

Section 3.7). To open that screen, select Review Reservations from the Progress 

Bar. To view an existing rail reservation, just select the rail option from the 

Progress Bar.

Requesting a train reservation is a two-step process. However, because rail vendors 

do not post live train availability to DTS, the system can only display a static list of 

scheduled departures. Therefore, DTS cannot book rail travel directly – you must go

through the TMC.

1. Step 1 (Figure 2-18): DTS lists scheduled trains, initially in departure time order. 

Use a Select Train button (Indicator 1) to choose a train.

Figure 2-18: Step 1: Select a Train

2. Step 2 (Figure 2-19): You can request a seat preference (Indicator 1) and add 

comments to the TMC (Indicator 2; see Note below) before you send the

request (Indicator 3).

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2

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Figure 2-19: Step 2: Confirm Your Train Request

Note: Because DTS can’t make rail travel arrangements directly, when you select 

a train and seat type, the system emails a reservation request to the TMC. When 

the TMC makes your rail reservations, DTS will update to display all pertinent 

information.

If you cannotfind a train that meets your mission requirements, you have three

options: 

1. Use the area at the top of the Select a Train screen (Figure 2-18, Indicator 2) to 

search for different trains.

2. Before you select Send TMC Request on the Confirm Your TrainRequestscreen (Figure 

2-19), include comments to the TMC to help them find a train that bettersuits your 

mission needs. You may add information to the system-generated comments, but 

do not alter them.

3. Select the Request TMC Assistance link at the bottom of the Select a Train

screen (Figure 2-18, Indicator 3) to have the TMC help you find a train. You 

may add information to the system-generated comments, but do not alter 

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them.

Note: When you need TMC assistance, contacting the TMC outside DTS may 

incur an additional processing fee.

Continue until you have requested reservations for all trains.

After you send your last train request, DTS automatically moves to the next 

reservation type, based on the options you selected when you created the trip 

itinerary.

4.4 Make Rental Car Reservations

If you indicated a rental car as a transportation mode (either en route or in-andaround) when you built your itinerary, DTS automatically searches for vendors 

participating in the U.S Government Rental Car Program and only displays those 

search results. At any time, you can add a new rental car reservation by selecting

Add to Trip > Add new rental car on the Review Reservation Selections screen 

(see Section 3.7). To open that screen, select Review Reservations from the 

Progress Bar. If you need to view an existing rental car reservation,selectthe rental 

car option from the Progress Bar.

Booking a rental car is a two-step process.

1. Step 1 (Figure 2-20): DTS initially lists available rental cars from least expensive 

to most expensive. If you require a one-way rental or an en route rental, select

Advanced Options (Indicator 1), check the appropriate boxes, and select Search

(Indicator 2) to generate a new list of available vehicles. Use a Select Car button 

(Indicator 3) to choose a vehicle.
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Figure 2-20: Step 1: Select a Rental Car

2. Step 2 (Figure 2-21): You can enter rewards program information (Indicator 1), 

make special accommodation requests (Indicator 2), and change the payment 

type (Indicator 3), before you select Book Car (Indicator 4).

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Figure 2-21: Step 2: Confirm Your Rental Car

On the Select a Rental Car screen (Figure 2-20):

1. When you need a different Pick Up Location, switch information on the

screen (Figure 2-20, Indicator 2), and select Search to find rental cars.

2. Select Request TMC Assistance link at the bottom of the screen when there 

are no government rate rentals listed. A message box appears. You may add 

information to the system-generated comments, but do not alter them. 

Note: When you need TMC assistance, contacting the TMC outside DTS may incur 

an additional processing fee.

DTS provides a Booking Message when successful containing the PNR. Continue 

making rental car reservations until you have booked all cars. After you select your 

last vehicle, DTS automatically moves to the next reservation type, based on the 

options you selected when you created the trip itinerary.

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4.5 Make Lodging Reservations

If you selected either a > 12 - 24 Hours – With Lodging or a Multi-Day trip 

duration of when you built your itinerary, DTS automatically searches for policycompliant lodging options and displays the search results.

At any time, you can add a lodging reservation to your trip by selecting Add to 

Trip > Add new lodging on the Review Reservation Selections screen (see Section 

3.7). To open that screen, select the Review Reservations on the Progress Bar.

If you need to view an existing lodging reservation, select the lodging option from

the Progress Bar.

DTS initially displays only the lodging type that meets JTR directives (which depends 

on who you are and where you’re going). You may Search to display others as 

needed. Options include, in the order displayed:

1. DoD Lodging

2. Government Privatized Lodging

3. DoD Preferred Commercial Lodging

4. Available Options (i.e., all other commercial lodging)

If a directed lodging type has no availability, DTS informs you and offers other 

options.

Here is what you can do in Lodging Reservations.

1. On the Select Lodging Screen, (Figure 2-22), DTS displays:

• Search By: TDY Location, Location and Airport (Indicator 1)

• Check in/Check out (one field for both dates) (Indicator 2)

• Search (Indicator 3)

• View Map Feature (Indicator 4)

• Filters Feature (Indicator 5)

• Lodging options (based upon TDY Location), divided by category and listed 

from least expensive to most expensive (Indicator 6).

• Sort By to change the order of the lodging listing (Indicator 7).

• Request TMC Assistance (bottom of the screen – Indicator 8)
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Figure 2-22: Select Lodging Screen

2. (Optional) Select View Map to determine lodging facilities in relation to the TDY 

Location, Location or Airport (Figure 2-22, Indicator 4). View the following

details below (Figures 2-23 – 2-25) or you can skip the View Map section, going 

directly to Number 3 for the different lodging options.

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Figure 2-23: View Map

• From here, you can select a rate box (Figure 2-23, Indicator 1), zoom 

in (+) or zoom out (-) (Figure 2-23, Indicator 2), Enter a street 

address (Figure 2-23, Indicator 3), select Filters (Figure 2-23, 

Indicator 4), or use Search By to chance options and Search (Figure 

2-23, Indicator 5) to locate a hotel.

• Select a rate box (Figure 2-23, Indicator 1) and the hotel details box 

displays name, type of lodging, address, phone number and direct 

link to the hotel’s website (Figure 24, Indicator 1 and 2). If the hotel 

is preferred, it’s flagged in green with a Recommended indicator

(Indicator 1). If the hotel is over per diem the cost is in red (Indicator 

2). Select the X in the top corner of the pop-up to close the rate. You 

can select other rate boxes, to view hotel details.

 

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 Figure 2-24: Hotel Details Window

o If you want to see more, choose Select in the rate box. If the per 

diem is over per diem, DTS provides a Confirmation Selection 

message, requiring action. If at or below per diem, the Select 

Room page opens (Figure 2-25). Scroll down the page to view 

room types and rates. Room Details allows you to view even 

more information. Select the room for a lodging selection or 

Return to search results for another lodging choice.

Note: Another hotel search option is by Filters (Figure 2-23). This

option allows you to refine further the search for a lodging 

property. Select Filters (Figure 2-23, Indicator 4). A Filter pop-up 

window appears with Rate Category, Location, Distance 

dropdown, and Lodging Name. Enter your information and 

select Filter Results. If the property is located, then a detailed 

map appears on the right side of the screen. If the search returns 

no results, then DTS informs you to clear all filters and search for 

lodging again.

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Figure 2-25: Select Room Screen

3. Based upon the TDY location, DTS displays lodging options which can include:

• DoD Lodging if available displays at the top of the list and DTS flags as

Recommended. DoD Lodging provides Advanced Options (Figure 2-26a)

allowing you to add more information to search lodging. 

Figure 2-26a: Advanced Options

o (Optional) Select the Advanced Options link (Figure 2-26a, Indicator 1) 

and the widow opens (Figure 2-26b) allowing you to add:

 A Group ID number.

 The Number of Adults (up to 4) and Number of Children (up to 9) 

who need to lodge at the same facility.

 Apply the criteria you just entered.

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Figure 2-26b: Advanced Options - Details 

o Review the list and either make a lodging selection or search again.

o If there is no availability for DoD Lodging, you receive a Certificate of 

non-availability (CNA) (Figure 2-27). Review other lodging choices and 

then select Book to solidify your hotel reservation.

Figure 2-27: DoD Lodging – CNA Display

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• Government Privatized Lodging if available appears at the top of Select 

Lodging and DTS flags as Recommended (Figure 2-28). 

o For each listed property, there is a Details link (Figure 2-28, Indicator 1). 

Select Info to view the hotel’s name, location on Google Maps, address, 

phone and fax numbers, and website link. Also, under Policy provides 

the hotel’s cancellation rules, methods of payment, property 

description, etc. (Figure 2-29).

Figure 2-28: Government Privatized Lodging Property

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Figure 2-29: Details - Info and Policy Screen

o For the directed lodging, choose Select on the lodging row (Figure 2-28, 

Indicator 2 or Figure 2-29, Indicator 1). A window opens and DTS 

displays the room rate and type (Figure 2-30). 

Figure 2-30: Select Room Screen

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o The Room Details provides cancellation and other room specific data 

(Figure 2-30, Indicator 1).

o Choose Select for the room and DTS provides the Confirm Lodging

screen (Figure 2-31).

Figure 2-31: Confirm Lodging Screen

o On the Confirm Lodging screen (Figure 2-31), you access Rewards 

Programs to enter new account information (Indicator 1), add Special 

Requests (Indicator 2), View Payment Summary including Method of 

Payment (Indicator 3). Select Book to make the lodging reservation

(Indicator 4).

Wednesday, April 22, 2020 Friday, April 24, 2020

$72.00 x 2 nights $144.00 excludes taxes and fees

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o If you choose to decline directed lodging, and select another lodging 

type (Commercial) then DTS displays a pop-up message (Figure 2-32). 

Figure 2-32: Confirm Selection (Other than DoD lodging) Screen

o The Confirm Selection message informs you that your pick may result in 

per diem limitation. On this screen, you must select a Reason Code and 

enter a Justification for non-use of directed lodging (Figure 2-33). Once 

you complete your actions, select Confirm Selection.

Note: The Reason Code selection and manually entered Justifications

transfer under Other Auths and Pre Audit.

Figure 2-33: Confirm Selection - Reason Code Screen
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o The Select Room page opens. Per Diem when over the established limit, 

displays in red along with the room rate (Figure 2-34).

Figure 2-34: Select Room – (over per diem) Screen

o A Confirm Selection widow opens. Select Confirm Selection to advance 

(Figure 2-35).

Figure 2-35: Confirm Selection Screen
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o The Confirm Lodging screen displays (Figure 2-36). Review all information 

and scroll to the bottom of the page to Book the hotel.

Figure 2-36: Confirm Lodging Screen

• DoD Preferred Commercial Lodging or Commercial Lodging appears on the

Select Lodging screen (Figure 2-37). Note: This example is a TDY location 

without DoD Lodging or Government Privatized Lodging.

o Details link is available for each listed property (Figure 2-37, Indicator 1). 

Select Info to view the hotel’s name, location on Google Maps, address, 

phone and fax numbers, and website link. Use the Policy link to see the 

hotel’s cancellation rules, methods of payment, property description, etc. 

o Room rates at or below per diem appear at the top of the hotel listing.

 

o (Optional) View lodging locations using the View Map or Filters features 

(Figure 2-37, Indicator 2):

 Policy compliant lodging displays in a green or blue rate box.

 Non-compliant lodging (over per diem) displays in a white rate box.

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Figure 2-37: Select Lodging – Commercial Lodging Screen

o Choose Select for the specific hotel (Figure 2-37, Indicator 3). The Select 

Room page appears (Figure 2-38).

Figure 2-38: Select Room Screen - Commercial Lodging Screen

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Note: If the room rate is over per diem, the cost displays in red. A 

Confirm Selection message appears when over per diem requiring action. 

You must select Confirm Selection to advance.

o Select Room Details for specific cancellation information (Figure 2-38, 

Indicator 2). Choose Select to reserve the room type (Figure 2-38, 

Indicator 1).

o The Confirm Lodging screen opens (Figure 2-39). On this screen, you can 

access Rewards Program, Special Requests, and change the Method of 

Payment if necessary.

Figure 2-39: Confirm Lodging Screen

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o Review all information and scroll to the bottom of the page, select Book

for the hotel.

Note: If you cannot locate accommodations that meet your mission requirements, 

you do have options on the Select Lodging screen.

Figure 2-40: Select Lodging – Search By or Request TMC Assistance

• At the top of the screen, (Figure 2-40, Indicator 1) select Search By option to 

switch the criteria, and then select Search for different lodging choices.

• At the bottom of the screen, select Request TMC Assistance (Figure 2-40, 

Indicator 2) to have the TMC help you find lodging. 

o A Request TMC Assistance box opens (Figure 2-41). The default Rate 

Category is Commercial, but there other lodging rates in the list. Based 

upon your servicing TMC, and if your TDY location offers other than 

Commercial arrangements, you may use Request TMC Assistance to 

submit those lodging reservations. However, before switching the Rate 

Category field and selecting another lodging type, you should verify

with your DTA, your organization’s TMC support capabilities.

Note: Under Additional Comments, you may add to, but do not

overwrite the system-generated comments.

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 Figure 2-41: Request TMC Assistance Screen

o Be sure to select Send Request to transmit comments to the TMC.

Note: When you contact the TMC for assistance outside DTS, you may incur an 

additional processing fee.

DTS provides a booking message when successful along with a confirmation 

number. Continue lodging reservations until you have booked all rooms. After 

you select your last room, DTS automatically moves to the Review Reservation 

Selections.

4.6 Review Reservation Selections

The Review Reservation Selections screen organizes your reservation 

information in date order, making it easy to review all your reservations, check 

for missing reservations, make special requests, and more. The Review 

Reservation Selections screen opens:

• When you select Trip Summary in the upper left corner of on any screen in 

the Reservations module.

• Immediately after completing the reservation process.

• Whenever you re-open the Reservations module after finishing the 

reservation process.

The Review Reservations Selection screen, from top to bottom, lets you:

• Email or print your itinerary (Figure 2-42a, Indicator 1).

• See key document details and your reservation cancellation history (Figure 2-

42a, Indicator 2).

Please assist the traveler with booking a lodging reservation 

for ABERDEEN, MD from 05/04/2020 to 05/08/2020.
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• Add new flight, rental car, lodging, or rail reservations to the itinerary (Figure 2-

42a, Indicator 3).

• See key information for each reservation (see Note 1 in section 5.2), and:

o Add loyalty information or payment information you forgot to include 

earlier (Figure 2-42b, Indicator 4).

o Cancel the reservation (Figure 2-42b, Indicator 5).

• For reservations that have not yet been made, you can:

o Identify those you asked the TMC to make (Figure 2-42b, Indicator 6).

o Book them (Figure 2-42b, Indicator 7).

• Identify the daily and total cost of all reservations (Figure 2-42c, Indicator 8).

Figure 2-42a: Review Reservation Selections

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Figure 2-42b: Review Reservation Selections (continued)

Figure 2-42c: Review Reservation Selections (continued)

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When you finish using the Reservations module, select Continue to Expenses

(Figure 2-42c) to enter your estimated expense costs and transportation

allowances.

Note: When you leave the Reservations module, DTS warns you that if you do not 

sign your authorization within 24 hours, your reservations automatically cancel. You 

must acknowledge this warning to proceed.

Key Note: You should cancel hotel reservations timely when travel is no longer 

required, especially when within 24 to 48 hours of departure to avoid hotel 

cancellation or no-show fees. Even if the authorization is unsigned with “reserved”

reservations, you can still incur fees. Be sure to follow the cancellation process in 

DTS and obtain cancellation confirmation numbers. Always, follow up with the 

vendor to ensure reservations fully cancel. For more document cancel information, 

see the Trip Cancellation Procedures paper. 

5 Expenses Module

In an authorization, the Expenses module allows you to estimate expected travel

reimbursable expenses and calculate your anticipated mileage allowances. 

Accurately predicting your trip expenses and allowances provides an accurate 

“should-cost” estimate for your trip. Access the Expenses module by selecting

Expenses from the Progress Bar.

Information displays as a single running list on the Enter Expensesscreen by date with the 

most recent entry at the top of the page. On the Enter Expensesscreen (Figure 2-43), you 

can:

• Change the Sort By (Indicator 1) to re-order the expenses.

• Toggle between Expand All and Collapse All (Indicator 2) to open and close all of the 

expense items data cards to see Details, Notes, and Attachments.

• Use the Import PDF feature to easily attach records to expenses(Indicator 3)

• Download all attachments(appears after attaching receipts - not shown)

• Select the single entry point to Add expenses (Indicator 4)

• View Detailsfor booked reservations (Indicator 5)

• Select Lodging expense (Indicator 6) to display the lodging per diem for the TDY 

location. Note: The calendar displays daily per diem allowance. You can use options

(3-dots icon) for quick access to Edit Per Diem for leave or record provided meals. 

• See Receipt Required icon (Indicator 7)

• View the Expense Summary (Indicator 8).

• Continue to the next screen (Indicator 9)

Note: The Enter Expensesscreen communicates and executes tasks through the extensive 

use of icons and links. See Section 4.5 for an explanation of the most commonly used icons.
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Figure 2-43: Enter Expenses Screen

5.1 Reservation Expenses

Reservations automatically import from the Reservations module into the Enter 

Expenses screen (Figure 2-43). A triangle icon flags all items meeting the receipt 

requirements. Note: You cannot manually add or remove reservations from the 

Enter Expenses screen. Return to the Reservations module to add additional 

reservations or cancel them.

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Figure 2-44a: Enter Expenses Screen

Each imported reservation expense listed on the Enter Expenses screen contains 

the vendor, expense type, and other key Details including the Date, Cost and the 

MOR (method of reimbursement) either IBA or EFT (Figure 2-44a).

• To view specific flight data, select Details (Figure 2-44a). The screen opens to 

Info (Figure 2-44b). You can only view the Ticket Number, Ticket Cost, and 

Dates. Under Notes, add comments. Select Update to the save the change.

Figure 2-44b: Details – Departure Flight Reservation
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Key Note 1: DTS initially lists all flights as one-way flights until the document comes 

back from the TMC (Figure 2-44a). Once the TMC books the outbound and return 

flights, the trip record updates, and the document status reflects CTO BOOKED.

When that happens, DTS attaches the round-trip fare to the outbound flight and

then shows the return flight with a $0.00 cost or DTS only displays outbound flight 

and does not display the return flight at all. The TMC emails you a confirmation at 

booked and again at the time of ticketing, providing all the specific reservation 

details. Review the information thoroughly before starting travel.

Key Note 2: Domestic train reservations appear in this section, but displays a $0.00 

cost. Update the expense with the actual cost after confirming booking by the TMC.

• To view rental car data, select Details (Figure 2-44a). The screen opens (Figure 

2-44c). You have the option to add Notes.

Figure 2-44c: Details – Rental Car Reservation

• To view lodging data, select Details (Figure 2-44a). The screen opens (Figure 2-

44d). You can view the calendar feature, which reflects the allowed daily 

lodging per diem. Select Notes to add comments. 

Key Note 1: Even if you don’t make a lodging reservation, a lodging entry 

appears on the Enter Expenses screen. This entry provides a calendar feature 

for daily lodging per diem. This entry also allows quick access to the per diem 

table using options (3-dots icon).

Key Note 2: To attach a record, select the +Sign (Add), browse to attach or Drag 

And Drop.
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Figure 2-44d: Details - Lodging

5.2 Other Expenses

The Expenses module provides six primary expense categories (groupings), which 

are available under Add on the Enter Expenses screen for an authorization and the 

voucher. Table 2-3 shows the expenses available in each category.

Key Note: The Expense categories (with the Expense types) contain typical 

expenses, which travelers might incur (based upon the mission). If the Expense 

table does not include an allowable incurred expense, the traveler should contact 

their DTA or AO (see your local business rules) for guidance on entering the 

expense in DTS.

Example: A traveler is overseas on official travel using the Government Travel 

Charge Card (GTCC) and incurs a Cross Border Processing Fee. In DTS, an option 

could be to use the Foreign Currency Conv Fees expense type to record the cost. 

The traveler could add notes to the expense for the AO to review.

Table 2-3

EXPENSE CATEGORY EXPENSE TYPE

International Travel Expenses Foreign Currency Conv Fees

Immunizations/Inoculations

International Drivers Permit Fees

International Entry/Exit Fees

International GTCC Transaction Fee

International Guide Services/Driver

Passport/Visa Fees
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Lodging Expenses Dual Lodging

Lodging Cancellation Fee

Lodging Early Check-In Fee

Lodging Late Check-Out Fee

Lodging Resort Fees

Lodging Retained on Leave

Lodging Taxes (CONUS and Non-foreign)

Mileage Expenses Private Auto – At TDY Area

Private Auto – To/From TDY

Private Auto – To/From Terminal

Private Motorcycle – At TDY Area

Private Motorcycle – To/From TDY

Private Motorcycle – To/From Terminal

Private Plane

Private Vehicle – GOV Auth & Avail

Other Expenses Baggage – 1st Checked Bag

Baggage – Excess

Baggage – Unaccompanied (Civilian Only)

Conference Registration

Internet – In Flight

Internet at Lodging Facility

Military Working Dog – Airfare

Military Working Dog – Kennel Handle Fee

Military Working Dog – Lodging Fee

Other – Create Your Own

TDY household Goods - Military

Ticketed Expenses Airline Ticket (CBA)

Airline Ticket (IBA)

Bus Ticket (CBA)

Bus Ticket (IBA)

TMC Fee (CBA)

TMC Fee (IBA)

Train Ticket (CBA)

Train Ticket (IBA)

Transportation Expenses Aero Club – Rental and Fees

Airfare – Cancellation Fee

Government Vehicle – Fuel/Oil

Parking – At the Terminal

Parking – TDY Area

Private Plane – Fees

Public Transit – Shuttle

Public Transit – TDY Area

Public Transit – Terminal

Rental Car – Fuel

Rental Car – Terminal

Rental Car – To/From TDY

Rental Car – at TDY Area

TMC Fee – Not in Air Amount

Taxi – TDY Area

Taxi – To/From Terminal

Tolls/Ferry Fees
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On the Enter Expenses screen, select Add to enter expenses and allowances that 

aren’t associated to per diem or reservations processed by the TMC (Figure 2-45).

The Add New window (Figure 2-46) appears.

Figure 2-45: Enter Expense Screen - Add

Figure 2-46: Add New Window

Under Select Type, use the dropdown menu, to choose the expense category and 

specific expense item (Figure 2-47). When the Add New screen opens, enter the 

required data. Note: Any field with an asterisk indicates a mandatory entry. 

Depending upon the expense, the required information varies, but may include:

• Expense Type (Indicator 1)

• Attach Receipt (Indicator 2)

• Expense Date (Indicator 3)

• Expense Amount or $ cost (Indicator 4)

• For a Mileage Expense: Select the proper mileage expense type. For Private 

Auto – To/From Terminal, enter mileage based upon odometer (not shown). 
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For Private Auto –To/From TDY, you’ll enter Purpose, (zip code) Start and End 

Locations to let DTS get your mileage from the Defense Table of Official 

Distances (DTOD) (Indicator 5). 

• Reimbursement Method (usually GTCC or Personal)

• Notes (Indicator 6)

• For a Ticketed Expense only: Description, Ticket Number, Date, and Value, plus 

Departure Date

 Figure 2-47a and 2-47b: Add New Screen (Expense Details)

Once you enter all the information, select Add (Figure 2-47a and 2-27b) to save the 

entry. The Add New window closes and the expense you just recorded displays on 

the Enter Expenses screen (Figure 2-48).

On the Enter Expenses screen (Figure 2-48) once you add an expense, you have 

access to view:

• The Expense Name and key Details (Indicator 1)

• The expense Date (Indicator 2)

• The expense Cost (Indicator 3)

• The options (3-dot icon) for Duplicate Expense and Delete Expense

(Indicator 4)

• Flagged expenses requiring a receipt 

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• Attached records or receipts 

Figure 2-48: Enter Expenses Screen

Key Note 1: Certain selections require you to complete a Constructed Travel 

Worksheet (CTW). A message appears if the expense warrants the CTW.

Key Note 2: If you select Mileage, Private Auto – To/From TDY expense you must 

enter the zip code in the Starting Location and in the Ending location fields to 

calculate the distance properly.

Key Note 3: If you incur expenses in foreign currency, enter the dollar equivalent. 

Use the official exchange rate you received when you exchanged the currency to 

calculate the dollar equivalent.

To view or edit an expense item, select Details (Figure 2-49, Indicator 1). 

• When the Details window opens. To make a change such as cost, select the 

Expense Amount field (Indicator 2). Enter the data and select Update to save

(Indicator 3). Note: Until you type in the Expense Date or Expense Amount

fields, the Update and Cancel buttons do not appear. 

Under the Details is the Attachments, you can use the +Sign to add documents,

browse to attach or use Drag And Drop option (Figure 2-49, Indicator 4). More 

specifics on the attachment process is available under Section 5.3.

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Figure 2-49: Expenses Screen – Options

To duplicate an expense, locate the entry and select options (3-dots icon).

• The window expands. Select Duplicate Expense (Figure 2-50, Indicator 1). The 

Add Duplicate window appears (Figure 2-51).

Figure 2-50: Duplicate Expense Option

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Figure 2-51: Add Duplicate Window

• Enter the date to replicate the expense. 

• (Optional) Add Notes.

• Select Add to save the entry (Figure 2-51). 

• The recorded expense displays in the running list on the Enter Expenses screen.

To remove an expense item, locate the entry and select options (3-dots icon). 

• The window expands. Select Delete Expense (Figure 2-52, Indicator 1). A Delete 

Expense window opens (Figure 2-53). 

Figure 2-52: Delete Expense Option

• Select Delete to remove the expense. 

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Figure 2-53: Delete Expense Screen

• The Enter Expenses screen updates. The expense is no longer in DTS.

5.3 Attaching Files and Substantiating Documents

Depending upon your travel requirements, you may need to attach a file or record 

to support the authorization. Typical documents can include:

• Constructed Travel Worksheet (CTW)

• Approval for other than economy/coach class travel

• Leave form

• Memo

When you attach or upload a record, DTS automatically converts it to a .png file, 

which allows viewing without having to download first. However, for documents 

that must retain their .pdf integrity, such as digitally signed records, you have the 

option to check the “Attach as PDF” box.

From the Enter Expenses screen, there are a couple of ways to attach files. Here is

how to can attach records:

• Details. For an entered expense, select the Details link (Figure 2-54, Indicator 

1).

1. When the window opens, the option to attach is on the right side of the 

entry (Figure 2-54). You can browse, Drag and Drop or select the +sign to 

add a file. Note: Faxing is not available in DTS.
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Figure 2-54: Details Attachments Screen

2. Regardless of which method you use to include a record, the Attach 

Document window (Figure 2-55) displays. It identifies the document you’ve 

selected.

Figure 2-55: Attach Document Screen

3. Select Attach to confirm that this is the correct file. Note: the file will 

automatically convert to the .png image for viewing. You should only use, 

“Attach as a PDF” method when you need to retain the format for a digitally 

signed form.

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4. Once the file attaches (Figure 2-56), you should see the document and view 

number of attachments. Icons on the screen include:

a. Trash can to remove the record (Indicator 1)

b. Rotate Left (Indicator 2)

c. Rotate Right (Indicator 3)

d. Zoom In (Indicator 4)

e. Zoom Out (Indicator 5)

f. +Sign (Add) (Indicator 6)

g. Download Attachments (Indicator 7)

Figure 2-56: Attachment Screen (Air Receipt)

5. Select Details again to close the expense item. The entry updates to show a 

paper clip icon indicating an attachment is present (Figure 2-57, Indicator 1).

Figure 2-57: Attached Document Icon

• Import a PDF. When you import files into the trip, (e.g., memos or Leave forms)

you must attach each one to a specific expense or Documents. Note: DTS 

provides an information message if you upload files, but have not yet attached 

them (Figure 2-58, Indictor 1). Let’s start with how to Import a PDF.

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Figure 2-58: Enter Expenses Screen - Assign Documents Message

1. Select the PDF icon (Figure 2-58, Indicator 2). The Import PDF window 

(Figure 2-59) opens.

Figure 2-59: Import PDF Window

2. Browse for the file you need attach to the trip.

3. Attach the file and choose Select (Figure 2-60). The Import PDF screen 

updates to show the selected file.

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Figure 2-60: Import PDF Screen

4. On the Import PDF screen, you can see either the data in the List View (as 

shown below) or Grid View. You need to check the box, and then select 

Next (Figure 2-61) in order to proceed to the following screen.

Figure 2-61: Import PDF

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5. On the Import PDF screen, scroll down and locate the expense item or 

Documents in which to associate the file. For this example, select 

Documents (Figure 2-62, Indicator 1). Then the Assign Documents screen 

appears (Figure 2-63).

Figure 2-62: Import PDF – Listing

Figure 2-63: Assign Documents Screen

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6. Select the type of document you want to associate the file to (Figure 2-63) 

and then the Import PDF window opens (Figure 2-64) displaying the 

following:

Figure 2-64: Import PDF Screen

a. Select a destination

b. Submit Date 

c. Notes - this is not optional. You must enter a note to save the entry.

7. Select Attach to proceed to the next window. The Import PDF screen 

updates reflecting the Attached message (Figure 2-65).

Figure 2-65: Import PDF Screen - Attached Message

TDY Travel memo for annual training
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8. Select Done (Figure 2-65). The Enter Expenses screen updates with the new 

entry (Figure 2-66, Indicator 1) displaying a paper clip icon (Figure 2-66, 

Indicator 2) reflecting an attached file.

Figure 2-66: Enter Expenses Screen – Memo Attached

Key Note 1: On the Enter Expenses screen, DTS provides an information message 

(top of the screen in blue) if you import files and do not associate them to an 

Expense entry (see Figure 2-58, Indicator 1). If you receive the message, select the 

Assign documents now link, follow the prompts to assign or remove unwanted 

imported files.

Key Note 2: When your mode of travel is by Private Auto - To/From TDY and is 

over 400 miles one-way, you should attach a Constructed Travel Worksheet (CTW)

to your trip. You attach the CTW by selecting Add from the Enter Expenses screen,

and following the prompts, or by selecting Import a PDF and following the process 

as described on pages 60-65. Files attached as a memo or CTW appear as a paper 

clip icon on the Enter Expenses screen and reflect on the Review Trip 

Authorization page under the Substantiating Documents section as an attachment. 

5.4 Expenses Screen Icons Explained

Table 2-4 explains the most common icons used on the Enter Expenses screen.

Table 2-4

Icons Appearing in Area Headers

Select to show more information for an item

Icon Identifying Expense Types 

Identifies Expense on the Progress Bar

Identifies an Expense on Enter Expenses screen – Other than a Reservation 

Expense

Flight Expense

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Rental Car Expense

Lodging Expense

Rail Expense

Icons for Attaching, Editing and Removing Documents

Select to Import a PDF and attach to an expense item. Available on the 

Enter Expenses screen.

Use to Add a receipt or file under Details (expense item)

Select to remove an attached document under Details (expense item)

Download Attachments - Under Details, select to download record in an 

entry. You can also download all records (zip file) and on the Enter 

Expenses screen.

browse Select to search for and attach a file under Details (expense item)

Select to rotate an image right / left under Details (expense item)

Select to zoom an image in / out under Details (expense item)

Icons Appearing in the Document Column

Expenses - warning required receipt is missing

N/A Expenses – receipt not applicable

Expenses - Number changes to show how many receipts attached. Select 

to choose one and view it. 

Attached file to an expense item

Receipt Required icon for an expense. Displays under Review Trip screen.

Icons Appearing in the Actions Column 

Icon appears for an entered expense. Select to duplicate or delete an 

expense item.
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6 Per Diem Module

The Per Diem module identifies your per diem allowances – meaning your daily lodging 

limits and Meals & Incidental Expenses [M&IE] allowances. It initially populates that 

information from the trip itinerary and reservations in the Reservations module, but 

you can change it by updating the lodging cost or entering trip details such as duty 

conditions, provided meals, and leave. Accessthe Review Per Diem Amountsscreen

(Figure 2-67) by selecting Per Diem from the Progress Bar.

The Review Per Diem Amounts screen has a few key features:

1. AGroup Similar Days toggle (Figure 2-67, Indicator 1) – initially toggled ON – that lets you 

see:

a. ON: Blocks of dates with identical allowances as a single entry (Figure 2-67)

b. OFF: Allowances for each individual date and location of travel (Figure 2-68, 

Indicator 2)

2. Expand All and Collapse All links (Figure-67, Indicator 2) that let you show 

additional per diem allowance details for all the individual days and block of days

in your trip. A > icon (Figure-67, Indicator 3) does the same thing, but for only the 

selected day or block of days. Figure 2-69 shows a single day (6/23/2020) 

expanded. 

3. An Adjust Per Diem Amounts button (Figure 2-67, Indicator 4) that opens the 

Adjust Per Diem Amounts screen (Figure 2-69).

a. Selections you make on the Adjust Per Diem Amounts screen display as multicolored bubbles on the Review Per Diem Amounts screen. You can see these 

bubbles in Figure 2-69.

b. Select the Reset all adjustments link (Figure 2-67, Indicator 5) to return all 

modified allowances to their default settings.

c. Selecting the options (3-dots icon) (Figure 2-67, Indicator 6) gives you access to 

Edit and Reset links that opens the Adjust Per Diem Amounts screen and 

return adjusted allowances to their defaults.

4. If your TDY location exempts hotel tax when you pay with a GTCC, a message 

(Figure 2-68, Indicator 1) informs you of that fact. If the state requires you to file a 

form to claim the tax exemption, select the link to open the form.
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Figure 2-67: Review Per Diem Amounts Screen – Days Grouped

Figure 2-68: Review Per Diem Amounts Screen – Days Ungrouped

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06/20/2020 

06/21/2020 

06/22/2020 

06/23/2020 

06/24/2020 

06/25/2020 

06/26/2020 

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Figure 2-69: Review Per Diem Amounts Screen – One Day Expanded & Codes Visible

Table 2-5

REVIEW PER DIEM AMOUNTS SCREEN COLUMN HEADERS

Header Explanation

Date Self-explanatory

Lodging Cost

Nightly room rate for your reserved lodging. If you didn’t make a lodging reservation in 

DTS, it defaults to $0.00. If you incurred lodging costs, you must update it to claim 

reimbursement for lodging.

Lodging Allowed The lodging per diem rate the AO will approve. It may not match Lodging Cost in certain

cases (e.g., voluntarily staying in lodging with a nightly rate over maximum allowable rate).

M&IE Allowed Amount you will receive for M&IE for each day.

Colored Bubbles Identify special circumstance that affect your per diem (e.g., on field duty, leave taken, 

meals available). See Table 2-5 for an explanation of all such items.

Additional 

Information 

Available in 

Expanded View

When viewing in Expanded option mode (see Figure 2-39), you can see all the 

circumstances, both ordinary and special, that affect your per diem amount, as well as 

the associated reimbursement mode and maximum locality rates.

6.1 Adjust Per Diem Amounts Screen

Use this screen (Figure 2-70) to update your per diem allowances. 

06/20/2020 

06/21/2020 

06/22/2020 

06/23/2020 
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Figure 2-70: Adjust Per Diem Amounts Screen – Meals Section 

On this screen, items at the top and bottom are always visible, while those in the 

middle are on a scrollable portion of the screen, so they are not all visible at once.

On the following list, items between the dashed lines are in the scrollable area:

1. Adjustment Date Range – select or type the date or date range these changes 

apply.

===============================================================

2. Meals* – check a box to identify situations affecting your meals rate, such as 

meals available or provided. See Table 2-6 for available options.

3. Duty conditions* that affect your per diem rate, such as field duty, ship duty, 

hospital stays, Reserve training, and more. See Table 2-7 for available options.

4. Other Entitlements* that affect your per diem rate, such as leave or other days 

on which you are not eligible for a per diem allowance. See Table 2-8 for 

available options.
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*Note: On these portions of the screen, DTS grays out selections you are not 

eligible to choose (e.g., see Occasional Meals Provided in Figure 2-70). The JTR 

determines your eligibility for allowances based on whether you are a civilian or 

uniformed member, your duty location, your TDY location, and many other details.

===============================================================

5. LODGING COST – This editable field gives you a place to enter your daily 

lodging rate. This area also identifies the maximum locality rate.

6. M&IE COST – This non-editable field identifies the maximum locality rate and 

the rate you will receive, based on your selections above.

Caution: When you have different per diem changes on different days, always 

make changes that affect multiple days before you make changes that apply to

individual days. Saving this screen overwrites any previous entered changes.

Table 2-6

PER DIEM ADJUSTMENTS FOR MEALS

Radio Button Definition

Receive Full Meal Rate You are authorized the full locality meal rate.

Meals Available at TDY 

Location

If meals are available in a Government dining facility at your TDY location, DTS 

automatically selects this option and lowers your M&IE allowance based on how 

many meals are available. You must select which meals are available (B=breakfast, 

L=lunch, D=dinner). You can also manually select this option.

Government Meals 

Provided at TDY 

Location

Select if the Government purchased any meals for you (e.g., as part of a conference 

registration fee. DTS lowers your M&IE allowance based on how many provided meals 

to you (same options as above). You can also manually select this option.

Occasional Meals 

Required

Select if the AO will authorize occasional meals for a trips that will last less than 12 

hours. You must enter the Cost of the occasional meals.

Special Meal Rate

Select if you have a unique travel situations. The most common situation occurs

when your Service Secretary authorizes you to support a Contingency Operation 

for over 180 days.

You must enter the Cost of the occasional meals.

Note: If you are eligible for the $3.50 OCONUS incidental rate, check the 

appropriate box under Other Entitlements. Do not use Special Meal Rate for this 

purpose.
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Table 2-7

PER DIEM ADJUSTMENTS FOR DUTY CONDITIONS

Duty Condition Description Effect Code

Field Conditions

You will serve on maneuvers, field 

exercises, etc., receive field rations, and 

be housed at no cost (may be in a tent).

No lodging or M&IE allowance FDLC

Adverse Effects

(Commercial 

Qtrs)

When TDY to a military installation but 

you are authorized to stay in commercial 

lodging 

Full lodging and M&IE 

allowances

ADEF

Inactive Duty 

Training (Local)

Member must commute daily to annual 

training. No lodging or M&IE allowance INDT

Permissive TDY

Travel is authorized, but voluntary in 

nature. You must pay all travel and 

transportation expenses.

No lodging or M&IE allowance PTDY

Hospital Stay Employee is confined to a hospital or 

medical facility. No lodging or M&IE allowance HOSP

Quarters Available Government quarters are available at 

the military installation.

Full lodging and M&IE 

allowances; you must adjust the

meal rate based on dining facility 

availability – usually Government 

Meal Rate (GMR).

QRTS

Group Travel Multiple individuals are traveling together. No lodging allowance, full M&IE

allowances GRPT

Essential 

Unit Messing

Use of Government lodging and meals is 

essential for training and readiness. 

Full lodging allowance, $3/day 

M&IE (except on CONUS travel 

days)

EUM

Aboard a U.S. Vessel You will be serving on a U.S. vessel. No lodging or M&IE allowance VSSL

Authorized Trip 

Home

Civilian employee is authorized a 

trip home every 3 weeks on long 

TDYs.

No lodging allowance except for 

the return travel day. No M&IE 

allowance except for the first &

last travel days to & from home.

HOME

Annual Training, 

Active Duty Training, 

or Inactive Duty 

Training

(Each has various per 

diem availability 

options)

Reservist is traveling for various purposes 

and with varying per diem lodging and 

meals availability.

Note: See Appendix F of the DTA Manual 

for details pertaining to M&IE for I/E 

Partner Systems.

For most travelers, selecting one 

of these duty conditions offers 

full lodging and M&IE 

allowances. You must adjust 

those allowances manually.

On import/ export (I/E) 

documents, DTS automatically

adjusts the lodging and M&IE 

allowances accordingly.

May 

be: 

TRN

ATQP

ATCQ

ADQM

ADTQ

ADT

IDQM

IDTQ

or

IDTN
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Table 2-8

PER DIEM ADJUSTMENTS FOR OTHER ENTITLEMENTS

Selection DEFINITION: FOR APPLICABLE DAYS ... 

Allowed Leave (no 

per diem)

Select if you will take leave to zero out all per diem allowances. Military 

personnel must select full days of Annual leave. Government employees 

may select either Annual or Other, and may enter the number of hours 

they wish to take.

Sick Leave (No Per 

Diem)

DoD civilian employees select when they are on sick leave and not 

authorized perdiem.

Sick Leave DoD civilian employees select when they are on sick leave, but are 

authorized full per diem.

Duty Days (no per 

diem)

Military personnel select to zero out all per diem allowances when the AO 

does not approve excess travel days as official time, but you are not 

required to take leave

Non-Duty Days (no 

per diem)

DoD civilian employees select to zero out all per diem allowances when the 

AO does not approve excess travel days as official time, but you are not 

required to take leave.

Authorized Delay

Select if theAO approves additional travel time as official because you 

encountered an unavoidable delay. You will receive full per diem 

allowances.

Actual Lodging Cost 

(over per diem)

Select if the lodging cost exceeds the maximum allowable per diem lodging 

rate, and the choice of hotel was not voluntary. It requests reimbursement 

of the amount listed in the Lodging field (see above) instead of the 

maximum per diem lodging rate.

OCONUS Incidental 

Amount (reduced 

rate)

Select if the AO determines that you should receive the OCONUS IE 

amount ($3.50/day) rather than the locality IE rate. This is usually used 

when you travel OCONUS, but will lodge and work on a U.S. installation.

In Place Travel 

(receive full per 

diem)

Select on the first or last day of both authorizations when you have 

consecutive trips without a return home, but need to plan the trips on 

separate authorizations. Using it overrides the usual 75% rate on a

first/last travel day to allow full per diem as is usual when traveling 

between TDY locations. 

A few final notes to point out two special per diem situations:

• PLOT: When you take leave while you are TDY, Personal Leave with Official 

Travel (PLOT) rules apply. You can find rules that cover arranging PLOT in the 

GTCC Regulations, authorized by DoD Instruction (DoDI) 5154.31, Chapter 3. 

Special considerations for PLOT situations are in the DTMO web-based 

training class, PLOT. To access TraX, users must register through Passport, 

DTMO's web portal, at https://www.defensetravel.dod.mil/Passport.

• IDL: Travel across the International Date Line (IDL – an imaginary line in the 

Pacific Ocean), can cause you to “skip” a day or experience a day twice. For 

more information about how this can affect your per diem allowances, see 

the DTMO web-based training class, OCONUS Travel available in TraX.
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7 Accounting Module

The Accounting module provides key finance information about your authorization, 

such as where the money is coming from to pay for it, whether you need any funds 

before your final voucher, and how much the whole trip should cost. Access the 

Accounting module from the Progress Bar.

The Accounting screen contains from two to four main areas: 

1. Accounting Codes Always appears

2. Advances May not appear

3. Scheduled Partial Payments (SPPs) May not appear

4. Accounting Summary Always appears

Sections 6.1 through 6.4 spell out these areas and define when the optional ones 

actually appear. 

7.1 Enter Accounting Codes

The Accounting Codes portion of the Accounting module (Figure 2-71) always 

appears. It shows the funding sources for your trip. DTS calls a funding source 

either a Line of Accounting (LOA) or an accounting code. For ease, this guide will 

exclusively use the former term, unless the DTS screen displays the latter.

Before the AO may approve your authorization, it must contain at least one LOA. 

However, DTS does not require you to provide a LOA. You can sign your 

authorization without a LOA, and in fact, some organizations do not want you to 

assign LOAs. If that is the case, skip to Section 6.2.
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Figure 2-71: Accounting Screen – Accounting Codes – One LOA Added

7.1.1 Add or Remove a LOA

If your DTS profile lists a default LOA, that LOA appears automatically, on 

your document indicating the allocations are complete, and displays the 

payment categories (Figure 2-71, Indicator 1) for this trip. If the default 

LOA is not correct for this trip:

1. Select options (3-dots icon).

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2. Select Remove to delete the LOA.

3. Select Add LOA (Figure 2-72) to see up to three sources of LOAs you 

can add to your travel document. Each source has a drop-down list of

available LOAs you can select. LOA sources include:

• From <organization>: LOAs that belong to your organization.

• Shared LOA: LOAs shared from an organization above yours.

• Cross Org LOA: LOAs shared from organizations outside your 

hierarchy.

Figure 2-72: Add LOA Screen

7.1.2 Add Multiple LOAs

If you add multiple LOAs, DTS updates the Accounting Codes screen to 

display the LOAs (Figure 2-73, Indicator 1), and requires you to allocate the 

costs between them.

After you select Edit LOA Allocations (Figure 2-73, Indicator 2) and allocate

the costs between LOAs, DTS displays the allocation method you used

(Figure 2-73, Indicator 3), the payment categories, and costs (Figure 2-73, 

Indicator 4).
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Figure 2-73: Accounting Codes Screen – Second LOA Added

When you select Edit LOA Allocations, the screen updates. There are five 

cost distribution options, which include by:

• Percentage: Select a percent of the cost to apply to each LOA.

• Category: Select the LOA that will pay for each type of 

expense (e.g., Transportation).

• Date: Select the date range that each LOA applies. This is 

useful for trips that cross fiscal years.

• Specific Expense: Select an LOA for each expense.

• Category and Date: Select LOAs based on a combination of 

both “Expense Category” and “Date”.

On the Allocate Lines of Accounting screen, use the dropdown 

menu to select the Allocation Method and then select Save. The 

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Accounting screen updates reflecting the cost distributions 

(Figure 2-74). 

Figure 2-74: Accounting Codes Screen – Costs Allocated

7.2 Request an Advance

Under the Accounting page, the Advances section only appears if you are eligible to 

receive a travel advance, which is a payment sent to your personal bank account 

before the trip to help you pay official travel expenses. You are seldom eligible to 

receive a travel advance if you have a GTCC. 

Note: When the AO does authorize an advance, you may receive up to either 80 or

100 percent of your anticipated trip payment.

1. Ensure there is a LOA selected for the trip (Figure 2-75)
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Figure 2-75: Accounting Codes Section - Request Advance

2. Select the Request Advance link (Figure 2-75). The Advances window opens

(Figure 2-76). 

3. Only LOAs that appear in the Accounting Codes section are available for 

selection. Once you Choose an LOA (Figure 2-76), the screen updates with the 

payment details.
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Figure 2-76: Advances Choose an LOA Screen

Figure 2-77: Advances (scheduled) Options Screen

4. Review the information then scroll down the page. Select Continue to advance.

Note: If you need to change your advance request (for example if you add or remove 

expenses or if the trip length changes), follow these steps:

• If the AO has not yet approved the authorization:

1. Adjust the authorization, make the necessary changes, and then 

navigate to Accounting.

2. Under Advances, select options (3-dots icon), Cancel Request to 

remove the advance request (Figure 2-77). The screen updates to no 

scheduled advances. Follow the steps listed above to request the

advance again.

• If the AO has already approved the authorization, you cannot change the 

advance request amount in DTS:

1. If your trip expenses will be higher (e.g., you extended your trip), you 

must request an increased advance outside DTS following your local 

business rules.

20 DEFAULT

20 DEFAULT $ 625.97

04/08/2020
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2. If your trip expenses will be lower (e.g., you shortened your trip), you 

will be placed into debt if the total amount you receive exceeds the 

amount you may claim when you file your voucher.

Note: If you selected a restricted flight, since you must pay off your GTCC bill 

in full when you receive it, if you anticipate that your voucher won’t be 

processed before the date your GTCC payment is due, you must either pay it 

out of pocket, or request a travel advance for the air ticket amount. For 

detailed information on that process, see the information paper Travel 

Advances for Restricted Airfares.

7.3 Scheduled Partial Payments

Under the Accounting page, the Scheduled Partial Payments (SPP) section 

(Figure 2-78 and 2-79) only appears if your trip exceeds 45 days under the 

Accounting section. When the option is available, use these steps to schedule

payments to the GTCC vendor every 30 days until your trip is complete. 

Making regular payments to the GTCC vendor helps keep your GTCC account 

from going into delinquency while you are on official travel.

Figure 2-78: Accounting - Scheduled Partial Payments Screen

1. Ensure there is a LOA label on the document. Select Add LOA to choose an 

accounting label (Figure 2-78, Indicator 1). 

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2. Once the Accounting screen refreshes, select Request SPP (Figure 2-78, 

Indicator 2). The window opens with a breakdown of number of payments, 

payment date range and scheduled amount (Figure 2-79, Indicator 1).

 Figure 2-79: Accounting – SPPs Requested Screen

Note: DTS calculates the payment amounts, based on your estimated trip 

expenses and trip itinerary dates. Payment dates occur every 30 days after the 

trip start date. 

3. Review the information then scroll down the page. Select Continue to advance

Note: You cannot manually change SPP amounts or payment dates, but they 

can change – here’s how:

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• If you make any updates that affect your reimbursable expenses or trip 

allowances, DTS recalculates the amounts and dates of future SPPs.

• If you amend the authorization to make your trip shorter, DTS deletes SPPs 

scheduled after the new trip end date.

• If you amend the authorization to make your trip longer, DTS adds new 

SPPs as necessary; however, DTS cannot change SPPs in a SUBMITTED or 

PAID status.

7.4 Review Trip Costs and Payments

The Accounting Summary section (Figure 2-80) which appears at the bottom of the 

Accounting page is informative only. This area displays the Calculated Trip Cost

along with any prior payment details (e.g., SPP). View the information and then 

select Continue to proceed.

Figure 2-80: Accounting Summary Section

8 Review Module

There are four screens in the Review module:

1. Review Profile*: Look over and change your DTS personal profile.

2. Review Authorization*: Examine and update the document’s contents.

3. Other Auths and Pre-Audits*: Review, add, and modify key statements on the 

authorization.
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4. Sign and Submit*: Digitally sign the document and start the routing process.

*Note: You can access all four of these screens at any time by selecting them from the 

Progress Bar; however, before DTS will let you sign the document, you must access 

these screens in the order listed.

8.1 Review Profile Screen

When you select Review Profile from the Progress Bar, the Review Profile screen 

(Figure 2-81) displays your personal contact information and account data, as listed 

in your DTS personal profile.

Figure 2-81: Review Profile Screen

If you need to change any information in your DTS personal profile, select Open 

Profile (Figure 2-81). The update profile tool (Figure 2-82) opens. To update your 

profile, select a category from the left column (e.g., EFT and Credit Card Accounts) 

and complete the fields in the right column before you choose Save. If the change 

should apply to all future documents you create, check the box next to Update 

Permanent Profile before you select Save (Figure 2-82). If you don’t check that box, 

your changes will apply to the current document only.

Contact your DTA to update any information you can’t change from these screens.
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Figure 2-82: Update Profile Tool (Editable)

When everything is correct, select Continue to open the Review Trip Authorization

screen (Figure 2-81).

Note: To check whether a DTS document contains current profile information, open the 

document in a view-only mode. In view-only modes, a Compare Profiles button 

replaces the Save button. Select it to see a side-by-side comparison of the profile 

information in the document and the profile information in your DTS profile. Figure 2-

83 displays the Document Profile and Permanent Profile EFT and Credit Card Accounts

(GTCC) information, reflecting a change to the checking account routing number.
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Figure 2-83: Update Profile Tool (Non-Editable)

8.2 Review Trip Authorization Screen

Note: You can access the screens in this module by selecting the options from the 

Progress Bar; however, before you can sign the document, DTS requires you to 

access the following screens in the order listed:

1. Review Trip Authorization (Section 8.2)

2. Other Auths and Pre Audits (Section 8.3)

3. Digital Signature (Section 8.4)

You can open the Review Trip Authorization screen (Figure 2-84) by selecting 

Review Authorization from the Progress Bar. Use it to review important 

information in your authorization, and update it as necessary.
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Figure 2-84: Review Trip Authorization – Trip Details

Figure 2-84: Review Trip Authorization (continued) - Itinerary

Figure 2-84: Review Trip Authorization (continued) – Reservation Expenses

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Figure 2-84: Review Trip Authorization (continued) – Other Expenses

Figure 2-84: Review Trip Authorization (continued) – Per Diem 

Figure 2-84: Review Trip Authorization (continued) – Accounting Codes

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Figure 2-84: Review Trip Authorization (continued) – Estimated Trip Cost

From top to bottom (Figure 2-84), the Review Trip Authorization screen displays:

• Trip Details (Indicator 1): The document name, trip type, trip purpose, trip 

description, trip dates, and conference name, if applicable. Provides a place to 

add a reference number and comments to the AO, if needed.

• Itinerary (Indicator 2): Provides key travel dates and locations, along with 

reservation Indicators, and the option to show their details.

• Expenses (Indicator 3 and Indicator 4): A list of all your reservation expenses, 

reimbursable expenses and mileage allowances and attached supporting

documents (Indicator 5). Again though, after CTO BOOKED, DTS may not display 

the return flight (see Note 1 in section 5.2).

• Per Diem (Indicator 6): A breakdown of total lodging cost, the amount 

authorized for lodging reimbursement, and M&IE.

• Accounting (Indicator 7): A summary of trip expenses by LOA and category, as 

well as requested advances and SPPs, if applicable.

• Estimated Trip Cost (Indicator 8): Shows payments requested or received, total 

allowed trip cost, and total estimated trip cost.

Most sections include Go to <DTS module> links you can use to make corrections 

when necessary. Once you enter all trip expenses into the authorization, select 

Continue (Figure 2-84) to open the Other Authorizations and Pre Audits screen 

(Figure 2-85).
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8.3 Other Auths and Pre-Audits Screen

You can open the Other Auths and Pre Audits screen by selecting Other Auths and 

Pre-Audits from the Progress Bar. On this screen you review, add, and edit key 

statements for the authorization. Note: When the document is within travel policy 

compliance, then it may show 0 Pre Audits and 0 Advisories requiring no action.

Here are some examples of flags for Other Auths and Pre Audits, which you may 

receive, based upon selections made within the document.

1. Other Authorizations (Figure 2-85, Indicator 1) are statements that must 

appear on your printed travel order. DTS adds some, and provides comments 

for them, based upon choices in the authorization. You cannot remove these, 

except by changing the selection that caused the Other Authorization notice to 

appear (Figure 2-85, Indicator 1) for example, taking Annual Leave. 

Figure 2-85: Other Authorizations – Annual Leave

Every Other Authorization flag requires a Comment. If DTS did not provide one 

for you, you must add it (Figure 2-85, Indicator 2).

2. Pre-Audits (Figure 2-86, Indicator 1) identify items flagged for exceeding cost 

thresholds or that break travel policy without specific AO approval. You must 

provide a Justification for each flagged item explaining why the AO should 

approve it. If your justification is insufficient, the AO will return the document 

to you for correction or further explanation.

Some flagged items (e.g., failure to use a contract airfare or required lodging 

type) also require you to provide a Reason Code explaining further the 

deviation from policy.

Note: When making lodging reservations, any previously entered Reason Code

and manually entered Justification for Lodging Not Used, automatically displays 

under Pre-Audits.

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Figure 2-86: Pre-Audit Flag – Lodging Not Used

3. Advisories (Figure 2-87, Indicator 1) alert you to items of potential concern or 

serve as a reminder (e.g., leave requested). They do not require a justification.

Figure 2-87: Advisory – Leave Requested

After entering all required comments, justifications, and reason codes, select 

Continue (Figure 2-87) to process to the Digital Signature screen.

8.4 Digital Signature Screen

You can open the Digital Signature screen at any time by selecting Sign and Submit 

from the Progress Bar (Figure 2-88). However, if you skip Other Auths and PreAudits page, DTS will return you to that screen before allowing you to sign the trip.

Figure 2-88: Sign and Submit 

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Scott AFB, IL: No lodging reservations exist from 03/30/2020 to 04/02/2020

Lodging booked directly with military lodging.
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On the Digital Signature page (Figure 2-89) you can change the routing list (if 

needed), provide additional comments to the AO (optional), and attach the SIGNED

stamp to the authorization to start it routing toward AO approval.

Figure 2-89: Digital Signature Screen

The Digital Signature screen lets you:

1. View the current status of the document (Indicator 1).

2. See the stamp DTS will apply when you submit the document. Check the box, I 

agree to SIGN this document on the authorization (Indicator 2).

3. Change the routing list (Indicator 3), if needed. Follow your local guidance to 

determine the correct routing list to use.

4. Add Comments to the AO (Indicator 4). These are generally optional.

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5. Submit Completed Document (Indicator 5) with the displayed stamp. Unless 

DTS detects a problem with the document, it provides a successful message

(Figure 2-90).

Figure 2-90: Submit Successful

Note: If your profile reflects that reimbursement by EFT is mandatory (which is the 

case for most DoD personnel), you will not be able to sign the authorization if your 

profile contains no EFT data.

After you submit (digitally sign) the authorization, the following steps may occur, 

depending on the selections you made in the document, DTS:

1. Warns you that if the AO doesn’t approve the document within 72 hours before 

departure (or less, for if you’re already in the 72-hour window), your airline 

reservations will be cancelled.

2. Warns you that your profile contains no valid GTCC information and gives you a 

chance to enter it.

3. Verifies your identity by requiring you to enter your CAC PIN.

Signing the authorization begins the routing process. If your routing list contains 

the Reviewed step then this step occurs after TMC action, but eventually your 

authorization goes to the AO for approval, then to your supporting financial 

institution for monetary processing.
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However, your pre-trip responsibilities do not end with your signature. You should 

always confirm ticketing by the TMC for your air travel before you head for the 

airport. There are a number of options to confirm your ticketing status ensuring 

you are ready to travel:

• Log into DTS and navigate to the Digital Signature screen. If the CTO 

TICKETED stamp appears in your document history, the TMC has ticketed 

your trip.

• Check your email. Most TMCs send you an email when they ticket your 

flights, which happens about three business days before your trip starts.

• Go online to your TMC’s website. After you enter some identifying 

information about your trip, you’ll see your ticketing status.

• Call the TMC. They’ll be happy to confirm your ticketing status.
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9 Helpful Resources

GUIDES

Title URL

DTS Guide 1: 

Getting Started https://www.defensetravel.dod.mil/Docs/DTS_Guide_1_Overview.pdf

DTS Guide 2: 

Authorizations https://www.defensetravel.dod.mil/Docs/DTS_Guide_2_Authorization.pdf

DTS Guide 3: 

Vouchers https://www.defensetravel.dod.mil/Docs/DTS_Guide_3_Voucher.pdf

DTS Guide 4: 

Local Vouchers https://www.defensetravel.dod.mil/Docs/DTS_Guide_4_Local_Voucher.pdf

DTS Guide 5: 

Group Authorizations https://www.defensetravel.dod.mil/Docs/DTS_Guide_5_Group_Authorization.pdf

Desktop Guide for Authorizing 

Officials https://www.defensetravel.dod.mil/Docs/Training/AO_CO_Guide.pdf

OTHER RESOURCES

Title URL

DTS Overview

Information Paper https://www.defensetravel.dod.mil/Docs/DTS_Background_Information_Paper.pdf

Import/Export Trifold

Information Paper

Trifold:

https://www.defensetravel.dod.mil/Docs/Training/TriIEAuth.pdf

Information Paper:

https://www.defensetravel.dod.mil/Docs/Import_Export_Information_Paper.pdf

Dependent Travel

Information Paper https://www.defensetravel.dod.mil/Docs/Dependent_Travel_Information_Paper.pdf

Renewal Agreement Travel

Information Paper

https://www.defensetravel.dod.mil/Docs/Renewal_Agreement_Travel_Information_Paper

.pdf

*Adjustments & Amendment

Trifolds

Information Paper

Update Authorization Trifold:

https://www.defensetravel.dod.mil/Docs/Training/UpdatingItineraryAuth.pdf

Update Voucher Trifold:

https://www.defensetravel.dod.mil/Docs/Training/UpdatingItineraryVou.pdf

Information Paper:

https://www.defensetravel.dod.mil/Docs/Adjustments_and_Amendments_Information_P

aper.pdf

Self-Approving Official

Information Paper https://www.defensetravel.dod.mil/Docs/Self-Approving_Official_Information_Paper.pdf

Foreign Military Sales

Information Paper https://www.defensetravel.dod.mil/Docs/Foreign_Military_Sales_Information_Paper.pdf

*Constructed Travel 

Worksheet (CTW)

Authorization Instructions

Voucher Instructions

Information Paper

Instructions for Authorization CTW:

https://www.defensetravel.dod.mil/CnstTvl/CT_Authorization_Instructions.pdf

Instructions for Voucher CTW:

https://www.defensetravel.dod.mil/CnstTvl/CT_Voucher_Instructions.pdf

Information paper:

www.defensetravel.dod.mil/Docs/Constructed_Travel_Information_Paper.pdf

*Cancellation Procedures

Trifold

Trifold:

https://www.defensetravel.dod.mil/Docs/Training/Cancel_A_Trip_Tri-fold.pdf
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OTHER RESOURCES

Title URL

Information Paper Information paper:

https://www.defensetravel.dod.mil/Docs/Cancellation_Procedures_Information_Paper.pdf

* Web-based training module is also available in Travel Explorer (TraX) at https://www.defensetravel.dod.mil/passport