Civilian Relocation

Travel VoucherGuide

Civilian Relocation Travel Voucher Guide 

Updated October 2016

Authorizations for many entitlements are agency discretion and 

must be documented on DD 1614 for reimbursement.

Your Human Resources office should provide you with 

mandatory PCS counseling prior to your relocation (Chapter 5, 

Part B, Section 1- 5510)

Before expenses are incurred, be sure you have signed the 

Transportation Agreement (DD Form 1617 or DD Form 1618) as 

well as received and reviewed your travel orders (DD 1614)

Guidance can change regarding all aspects of travel at any time 

which is updated on the www.dfas.mil website
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Civilian Relocation

Travel VoucherGuide

A note to our valued customers:

Thank you for your service to our great nation and thank you in advance for referring to this guide as you prepare 

your travel voucher(s). This “how to” guide is intended for all Civilian Relocation Travelers serviced by DFAS Rome 

Travel Pay Services. It provides step-by-step procedures in preparing a travel voucher so it is “pay- ready” upon 

submission. Submitting “pay ready” vouchers will allow DFAS to provide you with a timely and accurate reimbursement. 

Allow yourself time to read through all of this information very carefully as it will significantly assist you with submitting 

your claims. If your voucher is incomplete or has errors, you will be notified by email as long as you have 

provided this contact information with your claim (see block 6e of the 1351-2). When your corrections are submitted, 

your new claim business date will be the day your corrections are received, not the date of your original 

submission. Your claim will not be expedited as we process first in/first out. Do your best to take a 

few extra minutes to submit your claim correctly the first time and avoid frustration and delays. Reminder, your 

credit card bill and any late fees will be your responsibility, regardless of when reimbursement occurs. Keep this in mind 

when utilizing it. When your reviewer signs and dates your voucher in block 20C – 20F (required on all travel 

vouchers) they are verifying it is a pay ready submission.

Items to Keep In Mind

• All emails ending in DFAS.MIL are no longer valid! If you are using an address ending in DFAS.MIL, we will not

receive your email. See pages 5-6 of this handbook for how/where to submit your claim(s).

• An advance is a loan. See page 8-10 for help and information regarding your travel advance.

• Majority of your reimbursements are taxed at a rate of 32.65 %. This is extremely important to be aware of because

it will ultimately reduce your reimbursement. See taxable entitlements, WTA and RITA.

• Be sure to have a legible email address in block 6e of your 1351-2 travel voucher as this is how DFAS will contact

you.

• Monitor your email for status (including junk/spam as sometimes our emails go there) and follow the directions

extremely carefully if you receive a return notification. Be sure to send back to the appropriate address, do not

hit reply. Also, be sure to send the Bar Code when advised to do so, but only when specifically advised to do so. This

will allow your corrections to attach to your pending claim, which will automatically reassign to the examiner for

continued processing. However, this will not expedite your claim and the Bar Code should only be used within the

allowable time frame, per your notification. Sending the Bar Code if/when you are not

specifically advised to do so will result in lost submissions.

• Once a claim is paid, even partially, disregard the Bar Code from all future use. If you need to submit a

supplemental for additional reimbursement, do not use the Bar Code. If you do, your corrections will attach to a

closed claim, and we will not know they were received.

• To check on the status of your claim, please utilize your myPay (under Travel Voucher Advice of Payment

(AOP)or try the Online Payment Status Tool These tools, along with email notifications, will provide youwith

updates, as your claim moves through our system. And don't forget to watch your emails!
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Civilian Relocation

Travel VoucherGuide

Table of Contents

A note to our customers........................................................................... 2 

Forms and Statements for submission .......................................................... 4 

Submitting your Advance or Settlement........................................................5 

Civilian Relocation Customer Service Inquiries.............................................. 8 

Advance Entitlement................................................................................9

Taxable Entitlements..............................................................................12

Withholding Tax Allowance – WTA............................................................13

House Hunting Trip - HHT.......................................................................16

En Route Travel...................................................................................22

Temporary Quarters Subsistence Expense –TQSE ........................................26

Miscellaneous Expense Allowance – MEA....................................................36

Movement and Storage of Household Goods- HHG..........................................40

Privately Owned Vehicle Shipment............................................................44

Privately Owned Vehicle Pick-up/Drop Off ..................................................45

Real Estate Sale and Real Estate Purchase.....................................................48

Unexpired Lease Allowances – UEL..........................................................58

Home Marketing Assistance – HMIP..........................................................60

Property Management Services – PMS.........................................................64

Relocation Income TAX Allowance – RITA.................................................67

Renewal Agreement Travel – RAT..............................................................75

How to Submit a Supplemental Claim...........................................................79
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DoD CivilianRelocation

Travel Voucher Guide, October 2016

Civilian Relocation Forms & Statements

BLANK FORMS

DD Form 1618

Transportation Agreement – CONUS

DD Form 1617

Transportation Agreement – OCONUS

Request for Civilian PCS Advance Form SF 1199 – Direct Deposit Form

Withholding Tax Allowance (WTA) Form DD Form 1614

Travel Orders (to be provided by your agency)

DD Form 1351-2 Travel Voucher DD Form 1351-2 Travel Voucher 

(Continuation page, if needed)

DD Form 2912 (For Actual Expense TQSE) DD Form 1705 – For Real Estate

Sale and/or Purchase (complete for one at a time!)

RITA Form – Reported to Duty on or after 1/1/15 RITA Form – Reported to Duty before 1/1/15

STATEMENTS

MEA required Statement:

Single Rate:

“I certify that I have discontinued MY residence at the old PDS and have established a residence at the new

PDS." 

Family Rate:

“I certify that WE have discontinued OUR residence at the old PDS and have established a residence at the 

newPDS."

TQSE Lump Sum RequiredStatement

"I have agreed to accept the offer of the TQSE Lump Sum entitlement and I certify that TQSE will be 

occupied and if not occupied, I am required to return the TQSE Lump Sum payment amount in full. I

certify that I have accepted the terms of this entitlement effective mm/dd/yyyy." 

(Must be between the date the TA wassigned and the date the orders were issued, typically, the date of your 

mandatory PCS counseling.)
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Submitting your Advances and Settlements

DoD CivilianRelocation

Travel Voucher Guide, October 2016

Be advised: DFAS.MIL is no longer valid. Additionally, never submit a Bar Code unless specifically advised to do so. 

Repeated use at a later time could prevent DFAS from seeing your submission.

Advance Request Only:

Email - Shortened Version – dfas-civrelo-advances@mail.mil

Email - Long Version - dfas.rome.jft.mbx.civrelo-advances@mail.mil

Note the long version is JFT, not JFX as incorrectly stated on the outdated Travel Advance form 

Fax - 216-367-3428 

Travel Voucher Direct – (“Submit a Ticket” and then upload your documents) 

Note – Travel Voucher Direct is our most secure method of submission. You will be notified “this ticket is closed by 

an external processor.” This means the claim has been submitted, it does not mean it has been paid or canceled. 

Settlement Voucher – Do Not Send Advances Here:

Fax

216-367-3422

A confirmation of receipt will be sent in 2-4 business days based on the email provided by you in block 6E

of your 1351-2.

Email

When sending by email, avoid: 

Java Script, CC to other areas, embedded emails. 

Use only PDF files. File size must be less than 10MB 

Email – Shortened Version - dfas-civrelo-vouchers@mail.mil

Email – Longer Version: dfas.rome.jft.mbx.civrelo-vouchers@mail.mil

Travel Voucher Direct

Travel Voucher Direct: “Submit a Ticket” and then upload your document, Travel Voucher Direct is our most 

secure method of submission. You will be notified “this ticket is closed by an external processor.” This means 

the claim has been submitted. It does not mean it has been paid or canceled. Travel Voucher Direct can accept 

up to 35 MB and 10 files. Be cautious to upload accurately and abide by guidance on the site. 

Notification of Receipt

When submitting by email or via TVD you will receive an auto response, usually within a few minutes. A 2nd 

notification will be sent in 2-4 business days based on the email provided by you in block 6E of your 1351-2. 

This is your notification that the claim is logged to the system. If you do not receive the 2nd notification in 2-4 

business days, check your myPay under Travel Voucher Advice of Payment (AOP) or try the Online Payment 

Status Tool. If you do not see anything, feel free to contact us to confirm receipt. 

Mail (Mailing your claim is strongly discouraged. If you have no choice, be sure to make copies.)

Mail To: DFAS, Rome 

Attn: Travel Pay, Civilian Relocation 325 Brooks Road 

Rome, NY 13441 

**Note** If you are DODEA, you must submit your complete 

claim to hqpcsratvouchers@hq.dodea.edu.

If you do not submit your claim to DODEA HQ, DFAS will return your claim, unpaid.
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DoD CivilianRelocation

Travel Voucher Guide, October 2016

Submitting your Advances and Settlements, Continued

Much of what you need to know to file your CIV Relo claim is contained within this handbook. 

You can also find helpful information on our website or by viewing WePayDod, a series of YouTube videos. 

Taking extra time now will avoid significant delays and frustration, allowing you to focus on the 

responsibilities of your new position and the needs of your family.

The information in this handbook provides a general understanding of civilian relocation travel pay 

entitlements. It is not intended to replace guidance found in the Joint Travel Regulations. Find rates for per 

diem, mileage and more at Defense Travel Management Office. Keep in mind, changes do occur. While 

every attempt will be made to modify this information in a timely manner, if you are uncertain of something, 

check with your HR. If you find incorrect information within this handbook or on our website, send 

an email to DFAS-CIVREL-Questionsonly@mail.mil and let us know, so it can be addressed 

immediately.

Our DFAS Rome, NY office processes vouchers for civilian employees of the following agencies: 

Defense Department Agencies

Navy Working Capital Fund/Revolving 

Fund Army and the Army Material 

Command Marine Corps 

We unfortunately cannot assist with Air Force Civilian Employees contact your finance office for 

travel pay assistance.

Make sure your claim is complete and correct before you send it in. 

Be sure your reviewer carefully reviews your claim prior to completing blocks 20C – 20F. 

If your voucher is partially paid or returned, there will be a delay in full reimbursement. 

Follow these five steps: 

1. Review your specific entitlement within this handbook, and read carefully!

2. Use the Traveler's and Reviewer's Checklist to make sure you complete all the required information.

3. Review frequently asked questions on the website.

4. Avoid these common errors to reduce delays.

5. Watch the civilian relocation entitlement videos at WePayDod.

Use the May 2011 version of the travel voucher, DD1351-2 form

Utilize the May 2011 version of the 1351-2 as this is the only version that can be signed electronically.

Older versions of this form may cause your travel voucher to be returned. Be sure all of block 20 is

completed in full. Do not forget the dates in blocks 20B and 20F! 
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Submitting your Advances and Settlements, Continued

DoD CivilianRelocation

Travel Voucher Guide, October 2016

Before submitting your claim be sure you include:

• Completed DD form DD 1351-2 signed/dated by you (blocks 20 a-b) and your reviewer (blocks 21a-d).

• Complete copies of all DD 1614 orders, amendments, and memorandums

• Supplemental forms and documentation (DD 1705, DD Form 2912, and other forms when applicable)

• Paid in full receipts for reimbursable expenses of $75 or more and all lodging expenses

• Direct Deposit/Electronic Fund Transfer form SF1199A
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Civilian Relocation Customer Service Inquiries 

For significantly involved questions related to your claim, your Human Resources Office should always be 

your first stop. It is their job to assist you, fully reviewyour claim(s), and properly complete blocks 20C – 

20F to indicate they have determined that everything is correct and your claim ispay-ready. 

It is the responsibility of DFAS to process your pay-ready submission, send your advice of payment with 

detailed remarks, and/or notify you of any corrections that are needed. 

If your claim is not correct your voucher will be rejected and you will be notified based on the email 

address you entered in block 6E of your 1351-2 travel voucher. Don’t forget this important information! 

For additional information regarding a payment or return remarks for your civilian relocation voucher(s) 

processed by DFAS Rome Travel Pay Services contact us at Toll Free 1-888-332-736. You may also

send an email to DFAS-CIVREL-Questionsonly@mail.mil (Do not submit claims here - this box is for 

“Questions Only”) Or submit a question through Ask Travel Pay where you can also read answers to 

frequently asked questions (FAQ’s) . 

Again, to ensure you receive important notifications including confirmation of receipt, return remarks, and 

payment information, always enter a legible email address in block 6E of your 1351-2(s) prior to submitting 

your claim (s) to DFAS. 

Once received, check the status of your claim by utilizing your myPay (under Travel Voucher Advice of 

Payment (AOP) or click here to use the Online Payment StatusTool
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Travel Advance

DoD CivilianRelocation

Travel Voucher Guide, October 2016

Authorized advances are issued no sooner than 10 days before anticipated travel or authorization begins. An 

advance must be authorized in your DD Form 1614 travel orders for DFAS to pay it. If authorized, an advance 

may be issued for a portion of the anticipated reimbursement. An advance is a loan that is issued for a 

percentage of the potential maximum allowance. Since we have no way of knowing if the maximum amount 

authorized will actually be needed, there is always the potential to be “over- advanced”. If your settlement 

voucher is not enough to cover both your advance and your taxes, you will owe the additional funds back to the

government. If you fail to submit a pay- ready settlement voucher, you will be in debt for the full amount 

of the advance. You must submit a settlement voucher to the paying travel office within five work days 

of completion of each portion of travel for which an advance has been issued. If the advance you were given 

exceeds your travel reimbursement, you will be informed of the balance due. You will receive a letter from Debt 

Management with the information you need to settle your debt. Read carefully to avoid a potential debt. 

Also, ensure you read carefully about “Taxable entitlements” (see page 11) to avoid a potential debt by 

entering a specified amount on the form:

Regarding use of your Government Issued Credit Card vs an Advance:

Check with your agency regarding policies for the use of your government credit card for civilian PCS travel. 

Be aware that your reimbursement date and credit card payment due date may not coincide. Also note that most 

civilian PCS travel is taxable and in some situations you may receive less reimbursement from your claim 

than you charged to the government credit card. You are responsible for any and all amounts charged to your 

government issued travel credit card including any late fees and/or penalties. The ONLY time a DoD 

Government Travel Charge Card should be "turned in" (closed) is when an individual is separating from the 

Department of Defense. In addition the DoD FMR Chapter 3 030302.B.1.i exempts mandatory use of the travel

charge card for all Relocation Allowances except En Route travel and HHT expenses; however, there is no 

prohibition for using the card on other Relocation Allowances. Caution should be exercised as the length of time 

necessary to incur and obtain reimbursement for expenses (such as TQSE) could cause travel cards to go into a 

delinquent status. Per the card-holder agreement, all undisputed charges must be paid by the due date regardless 

of the status of the traveler's reimbursement. Also note that withdrawals are limited to daily maximums 

established by the charge card company, unless increased via your GTCC coordinator's request. 

If authorized, request a travel advance (loan to be repaid) by submitting a copy of your DD Form 1614 (travel

orders) and any amendments along with an Advance Request Form to DFASstating:

• What type of advance (i.e., TQSE, House Hunting)

• For whom (employee and/or spouse and/or dependent children)

• Period of time an advance is for (dates of travel/dates of TQSE)

• Method of travel (for both HHT and/or En Route)

• Direct Deposit Information (DD Form 2762 or SF 1199)

• Correct mailing address, e-mail address, and work, home, and cell phone number

• To reduce the potential of a debt, enter only the amount you need where the form reads: “I am

only requesting $____be issued to me instead of the full amount of the authorized advance.”

"I am only requesting $ be issued to me instead of the full amount of the authorized advance."
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DoD CivilianRelocation

Advance Entitlement Travel Voucher Guide, October2016

If authorized, an advance of funds may be requested for:

1. House Hunting (Actual Expense method only) - Employee and/or Spouse

2. En Route Travel - Employee and/or Spouse/Dependents (Mileage and per diem, not airfare)

3. Temporary Quarters (Actual Expense method only) - Employee and/or Spouse/Dependents, not

to exceed 30 days per advance.

4. Household Goods - (If Commuted Rate) Employee arranges the shipment directly with a

vendor. Submit the mover's "estimate of cost for services" showing estimated weight and

distance, origin and destination of goods being shipped, storage location, anticipated dates of

storage, weight of storage, etc. *SEE NOTE BELOW.

5. Temporary Storage of Household Goods - If commercial storage used.

6. Mobile Home Transportation - Moved by commercial transporter- submit estimate

An advance of funds is NOT authorized for:

1.HHG shipped via Government Bill of Lading (GBL) or the self-procured Actual Expense

Method (limited to the GBL cost)

2. Real Estate Allowance/Unexpired Lease/HMIP

3. Miscellaneous Expense Allowance

4. Fixed/Lump Sum HHT and Fixed/Lump Sum TQSE

5. Renewal Agreement Travel (RAT)

6. Return travel for separation

7. Advance return of dependents

8. Non-temporary storage of HHG

Individuals PCSing to OCONUS should receive all advances and settlements from the paying station overseas, 

EXCEPT for TQSA advances which should be requested from the servicing payroll office on a SF Form 1190 

prior to departing old duty station. The DFAS travel payment office is not authorized to advance Department

of State allowances, overseas transfer allowances e.g., TQSA. 

Use the Request for Civilian PCS Advance Form when requesting an advance from DFAS Rome Travel Pay. See 

above for submission information. 

Read and complete the entire Advance form very, very carefully to avoid delays and returns. The example below 

has been modified with notes to assist you and has highlighted some key points. 

* Note, please be sure you do not use an outdated form showing “JFX” in the email address. This form has

been updated but the original form with the error may still be circulating. If you send your advance to "JFX"

you will receive an undeliverable message.
11

REQUEST FOR CIVILIAN PCS ADVANCE

Under ”PURPOSE OF THIS ADVANCE” :

Enter a conservative amount to avoid a debtissue.

Row 1: What kind of advance? Check the box.

Row 2: Is this advance for the employee? If yes, check the box.

DoD CivilianRelocation

Travel Voucher Guide, October 2016

Review and submit carefully

Short Version - DFAS-CIVRELO-ADVANCES@mail.mil(or) 

Long Version - dfas.rome.jft.mbx.civrelo-advances@mail.mil

(*NOTE* “JFX” isincorrect

Row 1 Row 2 Row 3

SIGNATURE AND DATE ARE REQUIRED

Row 3: Is this advance for a dependent? If yes, check the box.

Row 4:Enter inclusive Dates

Do not forget to circle the mode of travel for HHT and/or En Route
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DoDCivilianRelocation

Taxable Entitlements Travel Voucher Guide, October 2016

Most of your civilian PCS travel claims are taxable. When you perform a permanent change of station (PCS) 

with the government, the Internal Revenue Service (IRS) considers the majority of your entitlements taxable.

Taxable reimbursementsinclude:

1. Meals En Route to your new duty station

2. All House Hunting Trip (HHT) expenses (including CBA and IBA airfare)

3. All Temporary Quarters Subsistence Expenses

4. All Real Estate expenses

5. Household Goods (HHG) storage after 30 days

6. Miscellaneous Expense Allowance

7. Relocation Services (i.e., HMIP, Property Management)

8. Withholding Tax Allowance (WTA)

9. Relocation Income Tax Allowance (RITA)

10. Household Goods (HHG) Shipment - Commuted Rate (Reimbursement in excess of actual expensesis

taxable)

Non-taxable reimbursementsinclude:

1. Household Goods (HHG) Shipment - Government Bill of Lading (GBL)

2. Household Goods (HHG) Storage for first 30 days

3. En Route travel (lodging and transportation, to include government issued airline tickets)

4. Privately Owned Vehicle (POV) shipment

Note: Some immediate tax relief may be available to offset the impact of the taxes withheld on Civilian PCS 

Travel Claims. You should always contact your HR or accounting professional for guidance on these 

entitlements. You can read more about the Withholding Tax Allowance on pages 13-15 and Relocation Income

Tax Allowance on pages 67-74 of this handbook.

Travel reimbursements are taxable in the calendar year in which the reimbursement is issued. This may not 

necessarily be the year the expense is incurred. For example, if you traveled in 2015 but did not receive your 

reimbursement until 2016, this becomes taxable income for 2016. You will receive a 2016 Travel W-2 which

you are required to file with your 2016 taxes. You may also utilize your 2016 Travel W-2 (if authorized) to file 

a 2016 RITA. You cannot file a 2016 RITA until 2017, since you must wait for all of your 2016 W-2’s.

Additionally, in most cases, you will be required to file your income taxes prior to filing your RITA. For all

Taxable entitlements, the paying travel office issues a PCS W-2 by January 31 of the year following the year of 

reimbursement. Navy and Marine Corp travelers may receive multiple Travel W-2’s. A Travel W-2 is a 

separate W-2 from the one issued by the servicing payroll activity. Travel advances are not included in the W-2, 

but any payment of WTA will be.

Note: A mandatory 25 percent Federal Withholding Tax (FWT) is withheld from all taxable entitlements before 

payment of a claim, but state and local taxes are not withheld. In addition, applicable FICA (6.2 percent)

and Medicare (1.45 percent) taxes are also withheld. FICA is deducted for FERS and CSRS "offset" 

employees (not deducted for full CSRS employees). The withheld taxes are deposited in your name with the 

Internal Revenue Service (IRS). This is a total of 32.65% that will be subtracted from your settlement claim(s).

A total of 32.65% will be subtracted from most of your settlement claim(s).
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Withholding Tax Allowance DoD CivilianRelocationTravel Voucher Guide, October 2016

You may be eligible for WTA and RITA since nearly all of your reimbursements are considered Taxable

entitlements. You should be aware that both of these entitlements are also taxable.

You will receive at least one Travel W-2 (Navy and Marine Corp will receive one W-2 for each

taxable entitlement) in January or February for any taxable reimbursement received in the previousyear.

WTA is a taxable allowance and is treated as an advance against Relocation Income Tax Allowance(RITA).

If you utilize WTA, a RITA submission is absolutely mandatory and the full amount of your WTA will be 

subtracted from your RITA.

If you choose to utilize WTA, it is suggested that you set these funds aside until taxes are due to the IRS the 

following year. Remember, RITA is mandatory if you utilize WTA and there is no guarantee of additional 

reimbursement.

When you submit your RITA claim, DFAS will determine if additional reimbursement is due to you, or if 

funds are due back to the US government, based on your overall income for the year and your tax bracket. 

Speak to your HR and/or your tax advisor prior to filing for WTA. 

Our call center representative cannot determine if this is the best option foryou.

To request WTA you must complete the Withholding Tax Allowance (WTA) Form and submit it to DFAS 

along with your pay ready settlement claim. Once we apply WTA to a claim, all claims going forward will 

also have WTA applied. The claims will be processed similar to the examples below. Remember, since WTA 

is an advance on a RITA, you are required file a RITA claim within 120 days of the following calendar year. 

Failure to file a RITA claim results in collection of the WTA by placing the traveler into a debt status. If you 

do not utilize WTA, RITA is optional. 

When claiming WTA you have twooptions:

OPTION A: If you anticipate that your Federal Withholding Tax Rate (FWTR) will be 25 percent or greater, 

WTA will be computed using a rate of 33.33 percent. 

OPTION B: If you anticipate that your Federal Withholding Tax Rate (FWTR) will not be more than 15 

percent, WTA will be computed using a rate of 17.647 percent. 
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DoD CivilianRelocation

Travel Voucher Guide, October 2016

WTA Examples

-

-

$14.50 Medicare (1.45%)

 $62.00 FICA (6.20%)

$673.50 amount due to traveler

Allowance computed with WTA at 33.33%:

$1,000.00 

+ $333.33 WTA (33.33%)

$1,333.33 

- $333.33 FWT (25%)

- $19.33 Medicare (1.45%)

- $82.67 FICA (6.20%)

$898.00 amount due to traveler

Option B - Allowance computed with WTA calculated at 17.6471 %

In this example, the amount of WTA issued is shown as$176.47.

Allowance computed with WTA at 17.647%: 

$1,000.00 

+ $176.47 WTA (17.647%)

 $1,176.47 

- $176.47 FWT (15%)

- $72.94 FICA (6.2%)

$17.06 Medicare (1.45%)

$910.00 amount due traveler

You should set aside the WTA amount until taxes are due to the IRS the following year. RITA is mandatory if

you utilize WTA and there is no guarantee of additional reimbursement. When a RITA claim is filed the following 

calendar year, the entire amount of any excess WTA must be repaid. To begin payment of WTA, submit a 

completed Withholding Tax Allowance (WTA) Form with your settlement travel voucher(s). Once we apply WTA 

to a claim, all claims going forward will also have WTA applied. 

Option A - Allowance computed with WTA calculated at 33.33 %

In this example, the amount of WTA issued is shown as $333.33.

Allowance computed without WTA:

$1,000.00 

- $250.00 FWTR (25%)
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DoDCivilianRelocation

Travel Voucher Guide, October2016

Read this form very carefully and discuss with your HR and/or your tax advisor before including it with

your Settlement. You must file a RITA if you receive WTA or you will be placed in debt!
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DoD Civilian Relocation

Travel Voucher Guide, October 2016

House Hunting Trip (HHT)

Joint Travel Regulations (JTR), Chapter 5, Part B, Sec 12 

House Hunting is a round trip travel reimbursement intended for the purpose of locating

a new residence at your new duty location within the United States.

Note - If you do not return back to your old duty location, you have not taken a House Hunting Trip.

Airfare must be utilized if traveling more than 250 miles, unless theApproving 

Official provides a signed cost construct showing it is more advantageous to drive. 

A House Hunting Trip is a discretionary entitlement. Your agency will decide if they wish to authorize a House 

Hunting trip. If block 10 (Travel Purpose) of your travel orders (DD Form 1614) is marked betweenofficial 

stations, then block 13 may authorize a HHT. 

A House Hunting trip (HHT) should not performed until a Transportation Agreement has been signed DD Form

1614 travel orders authorizing this entitlement have been issued. A House Hunting claim will potentially 

reimburse a portion of the round trip travel and additional expenses for you and/or your spouse, together or 

individually, between the localities of the old and new duty stations, for the purpose of seeking a new home. 

House Hunting must be round trip travel and cannot exceed 10 calendar days; the travel cannot be broken up 

into multiple trips.

To be authorized a HHT, both the old and the new Permanent Duty Station (PDS) must be located in the United 

States or in a non-foreign OCONUS location like Alaska or Puerto Rico. Round trip travel must be performed by

the employee before reporting to the new permanent duty station. You are in a duty status at no charge toleave 

during the authorized absence. Your spouse may take a HHT at any time before relocation of the family tothe 

new PDS, as long as it begins within one year of your report date. 

Note: If a HHT is taken, only 30 days of TQSE can be paid without any adjustments or reductions. If you claim 

31 days or more of TQSE Actual Expense, HHT days must be subtracted from your TQSE claim. The number of

days of HHT utilized is subtracted from the first 30-day period of TQSE (AE) only if more than 30 days of TQSE 

AE are reimbursed. HHT will not be subtracted from Lump Sum TQSE since only 30 days can be authorized. 

There are two methods of HHT that may be authorized, understand the difference, check your DD 

1614 (block 13a and b) to confirm authorization type and the number of days.

1. Lodgings Plus Method (Actual Expense)

2. Lump Sum (LS) Amount Method (Fixed)

The Permanent Change of Station (PCS) travel authorization/order, your DD Form 1614 (per JTR, Appendix I) 

must include: 

1. The indication of yes, HHT is authorized, and the method of HHT (Fixed or Actual - block 13a)

2. The number of days authorized (block 13b)

3. Transportation mode (to include local transportation) (blocks 11 and 28)

4. New PDS duty reporting date (block 9)

5. The indication that a new Transportation Agreement has been signed and the date (block 21 of the DDForm

1614)
17

Important Notes regarding both AE HHT and LS HHT:

DoD CivilianRelocation

Travel Voucher Guide, October2016

To be reimbursed for airfare, your orders (DD Form 1614) must state “IBA Authorized” or “PersonallyProcured 

Airfare Authorized.”, airfare must be claimed in block 18 (DD1351-2), and a complete flight itinerary and paid 

in full receipt, showing the names of the travelers and invoice number must be provided. 

A HHT is 100% taxable, including airfare under both CBA and IBA

While the house-hunting trip is only authorized for you and your spouse, there is nothing to prevent dependents 

from accompanying you at your own expense.

Lodgings-Plus / Actual Expense HHT:

Regardless of the location, the maximum per diem rate authorized for (AE) HHT is limited to the current 

Standard CONUS Rate (currently $ 142 – effective 10/01/2016). Lodging is paid on an actual expense basisfor 

the single room rate not to exceed the Standard CONUS lodging rate (receipts are required). The accompanying 

spouse is authorized 3/4 of the employee's rate. Again, this is regardless of the location. This includes nonforeign OCONUS locations like Hawaii, Alaska, and Puerto Rico.

The meal allowance is paid without receipts or itemization. For travel lasting more than 24 hours, the M&IErate 

on the first and final day will be at three quarters of a day or 75%. The mileage rate (MALT) for POC travel to 

and from the HHT location is the PCS mileage rate.

Note: Effective January 1, 2016 the POC mileage rate changed to $0.19 per mile. Local transportation authorized 

must be consistent with your transportation mode to and from new duty location. The total number of days

payable for HHT may not exceed 10 days (which includes travel days). Separate round trips by you and your 

spouse are allowed; however, the overall cost to the government is limited to the cost of one round trip for you 

and your spouse traveling together. The following daily maximums apply if the (AE) HHT is taken by the:

1. Employee or spouse alone 100% of Standard CONUS Rate

2. Employee and spouse

together Employee – 100 % of Standard CONUS Rate

Spouse - 3/4 of Standard CONUS Rate

3. Employee and Spouse

separately Both authorized to full rate

(limited to maximum cost had they traveled together)

Note: If you report for duty at the new PDS upon completion of the HHT instead of returning to the old duty 

station, you will not file a HHT claim. That is because House Hunting must be round trip. If this happens, your 

travel to your new location will be paid as En Route Travel. Your TQSE allowances, if authorized, will be 

utilized for the days spent seeking permanent housing up to the day before reporting for duty at the new PDS. 

Again, if you did not return to your old PDS, you will not be submitting a HHT travel voucher. 

A House-Hunting Trip should not be taken until a Transportation Agreement has been signed and you have an

official travel authorization DD Form 1614 in hand, authorizing HHT and providing a report date.
18

Voucher Submission for AE HHT

DoD CivilianRelocation 

Travel Voucher Guide, October2016

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – see

example Indicate on the DD Form 1351-2 if your spouse traveled on HHT (blocks 5, 12, and 13) 

2. DD Form 1614 - Travel Authorization, including any and all amendments/pages.

3. Paid itemized lodging receipt and receipts for any other reimbursable expense of $75 or

more (Potentially including a rental car receipt).

4. Itinerary of air schedule to include the transportation cost, if flying, whether CBA or IBA were used

5. A signed cost construct from your AO if driving more than 250 miles, to prove driving is more advantageous

6. SF 1199 - Direct Deposit Authorization or complete EFT information.

7. Annotate advances received in block 9 on the DD Form 1351-2 or provide advance payment paperwork.

Lump Sum HHT

When a Lump Sum HHT is authorized, the per diem portion of HHT is calculated as follows: 

1 - You and your spouse both utilize HHT (together or separately) - the applicable locality rate is multipliedby

6.25. (Reduces TQSE (AE) first 30 days by six days, if more than 30 days are utilized)

2 - Only one utilizes HHT, you or your spouse - the applicable locality rate is multiplied by 5. (ReducesTQSE 

(AE) first 30 days by five days, if more than 30 days are utilized) For example, if the locality rate were $166 

($124 lodging and $42 meals), you and your spouse utilizing a HHT would receive $166 X 6.25 for a total of 

$1,037.50, before tax.

If only one utilizes a HHT the calculation is $166 X 5 for a total of $830, before tax.

This amount is for the per diem only. Additional reimbursement for travel expenses may be reimbursable for 

airfare, rental car, taxi, etc. Any balance from the determined Lump Sum per diem amount not used by the 

employee still belongs to the employee but remember.....

A HHT is 100% taxable, including airfare under both CBA and IBA

Voucher submissions for Lump Sum HHT:

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – see example

Indicate on the DD Form 1351-2 if your spouse traveled on HHT (blocks 5, 12, and 13) 

2. DD Form 1614 - Travel Authorization, including any and all amendments/pages.

3. Receipt for any reimbursable expense of $75 or more, except for lodging – lodging receipt not required forLS

*Note* Lodging taxes are not authorized as an additional reimbursement on (LS)HHT.

4. Itinerary of air schedule to include the transportation cost, if flying, whether CBA or IBA were used

5. A signed cost construct from your AO if driving more than 250 miles, to prove driving is more advantageous

6. SF 1199 - Direct Deposit Authorization or complete EFT information.

7. Annotate advances received in block 9 on the DD Form 1351-2 or provide advance payment paperwork.
19

How Travel Voucher Guide, October 2016 to complete Form1351-2 for HHT LS and HHT AE DoD CivilianRelocation

Block 1: PAYMENT

Electronic Funds Transfer (EFT) is mandatory absent a waiver from your agency. You may submit a SF 1199, DD 2762, or other 

documentation as long as it contains the following to ensure payment is properly transferred to your account:

•The Traveler's name, SSN andaddress

•The routing number and account number

•Whether the account is Checking or Savings

SPLIT DISBURSEMENT when you would like funds applied directly to your government travel card, place an “x” in the block 

requesting it and indicate the dollar amount to be sent. If reimbursement is less than the amount requested, then the whole 

reimbursement would be sent to the Government Travel Card, regardless of which items were or were not paid. 

Block 2: Name: Last name, first name, and middle initial of Employee.

Block 3: Grade of the Employee.

Block 4: Social Security Number of Employee – full 9 digits 

Block 5: Indicate “PCS” and “Member/Employee” if only the employee traveled 

Indicate “PCS” and “Dependent(s) if only the spouse traveled

Indicate “PCS”, Member/Employee” and “Dependent(s)” if the employee/spouse traveled together. 

Blocks 6a-6d: Valid mailingaddress

Block 6e: Valid and legible e-mail addresses (Extremely Important!)

Block 7: Daytime telephone number in the event DFAS should need to make contact (we will typically use your email)

Block 8: Order/Authorization number which is listed on the original orders (See DD Form1614 Block 25) 

Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being claimed.

List “0.00” if you have not received any payments and “?” if you are not certain.

Block 10: This block may be used to make a note for the examiner, to explain something, if applicable 

(e.g. Supplementalfor _” 

Block 11: Employee’s new duty station address where employee is being assigned 

(See DD Form1614 Block 8).

Blocks 12: complete for spouse only as children are not authorized per diem on a HHT

*** Note: Mark “accompanied” if you and your spouse traveled together, mark “unaccompanied” if you and your spouse 

did not travel together. If you both performed a HHT, but you did not travel together, complete2 1351-2s, one for each of 

you. 

Block 12a: List the last name, first name, and middle initial your spouse. (If he or she traveled on the dates indicted in block 15) 

Block 12b: Enter “spouse”

Block 12c: List the date of marriage for spouse. 

Block 13: List the address where your spouse was residing at time PCS orders were received, not the address of your newPDS

Block 14: Indicate whether household goods have been shipped. 

Block 15: Itinerary (see below, andexample)

Block 15a: Date: List the year the travel was conducted on the line in the top box

Next to “DEP” and “ARR” list the month and day of departure and arrival (e.g., 05/15). 

Block 15b: Place: Enter a specific location such as a City and State, a Fort, or a Country – do not enter “HOR”, “Hotel”

Block 15c: Mode of Travel – See 2 letter codes on page 2 of 1351-2 

For example, PA = Personal Auto, CP = Commercial Plane

Block 15d: Reason for Stop – See 2 letter codes on page 2 of the 1351-2 

For example, HH = House Hunting: AD = Authorized Delay (an overnight stop) 

AT = Awaiting Transportation (brief, not an overnight stop, such as at an airport) MC = MissionComplete

Block 15e: Indicate lodging expense for Actual Expense HHT (not required for lump sum/fixedHHT)

Block 15F: If “PA” is indicated in block 15C and block 16 is checked own/operate, then indicatePOC miles

Block 16: POC Mileage – Own/Operate must be checked to be reimbursed formileage

Block 17: Duration of Travel from beginning to end

Block 18: List any reimbursable expenses such as airfare, rental car, tolls, etc.

Block 19: Not applicable for HHT

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it is in

your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’ssignature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned.

A supervisor/reviewersignatureanddateare required forallclaimssentto DFAS. Signature date must be after 20B. 

Block 21:Would be required for an “after the fact entitlement”, such as excess baggage 

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement” e.g. Excess baggage 

Blocks 23 – 28: These blocks are not used for HHT
20

DoD Civilian 

Relocation Travel Voucher Guide, 

October 2016
21

Frequently Asked Questions – House Hunting DoD Civilian 

Relocation Travel Voucher Guide, 

October 2016

Am I eligible for a house hunting trip? You are eligible for a house hunting trip if you areBetween 

Official Stations, and in addition: 

(a) Have signed a new Transportation Agreement (TA) and been issued a DD Form 1614

(b) Both your old and new official stations are located within the United States;

(c) You are not assigned to Government or other prearranged housing at your new official station; and

(d) Your old and new official stations are 75 or more miles apart (as measured by map distance) via a usually

traveled surface route.

What do I need to have to be reimbursed for my airfare?

You must claim airfare in block 18 of the 1351-2, submit a complete flight itinerary and paid in full receipt, and 

your orders (DD Form 1614) must state “IBA Authorized” or “Personally Procured Airfare Authorized.”. 

May my spouse and I perform separate house hunting trips at Government expense?

Yes, however, your reimbursement will be limited to the cost that would have been incurred if you andyour 

spouse had traveled together on one round trip. Additionally, you will complete a separate 1351-2 for each of 

you with accurate itinerary in block 15, marking unaccompanied in block 12. 

When must my house hunting trip becompleted?

Your House Hunting trip must be completed by you, the day before reporting to your new official station. A 

House Hunting trip must be completed by your spouse the day before your family relocates to your new official

station and before your allowable travel time expires, typically within one year of your report date.

What transportation expenses will my agency pay?

Your agency will authorize you to travel by the transportation mode(s) it determines to be advantageous to the

Government. Your agency will pay for your transportation expenses by the authorized mode(s). If you travel by

any other mode(s), your agency will pay your transportation expenses not to exceed the cost of transportation 

by the authorized mode(s). *NOTE* If you are driving more than 250 miles, your Approving Official must 

provide a cost construct clearly indicating it is more advantageous to drive thanfly.

May I retain any balance left over from my house hunting reimbursement if my Lump Sum amountis 

more than adequate to cover my house hunting trip?

Yes, if your Lump Sum house hunting amount covers your house hunting expenses, any balance belongs to you. 

If I am filing a claim for Lump Sum house hunting, am I required to provide any receipts?

Yes, you are required to provide the complete flight itinerary to include the transportation cost, and proof of 

payment if flying. You are also required to provide receipts for any reimbursable expense of $75 or more, except

for lodging and meals.

Can I be reimbursed for parking at the airport during my house hunting trip?

Yes, the reimbursement is limited to $250 unless specifically approved by AO on Form 1351-2 Block 22 with 

AO signature in Block 21. 
22

DoD CivilianRelocation 

Travel Voucher Guide, October 2016

PCS Monetary Allowance in Lieu of Transportation (MALT)

For each privately owned conveyance (POC) authorized, the mileage rate is currently $0.19 per mile. This rate is 

effective for all PCS travel beginning on or after 1 January 2016. 

Per Diem for Meals and Incidental Expenses (M&IE) and Lodging:

Per Diem is limited to an average distance of 350 miles per day but paid based on your actual travel itinerary. If 

the remaining distance is 51 miles or more, per diem for an additional day is paid. However, when the total 

distance is 400 miles or less only 1 day of per diem is allowed. (The distance is determined by DFAS, utilizing 

the DTOD - the Defense Table of Distance – zip code to zip code). Lodging is reimbursed per receipts, up tothe 

max allowed. If you choose to travel 700 miles straight thru, without an overnight stop, this is only one day of

travel and will be paid as such. Complete the voucher accurately to reflect your actual travel.

Note: No per diem authorized for travel of 12 hours or less. (See block 17 of the 1351-2, and mark appropriately 

when submitting to DFAS)

The daily maximum amounts allowed are as follows: 

Employee or unaccompanied spouse - In the CONUS, the Standard CONUS lodging ceiling

*(based on the single room rate) and Standard CONUS M&IE rate for full days (partial days pro-rated) 

Accompanied spouse/dependents 12 and over - 3/4 of Employee total (75%)

Dependent(s) under 12 - 1/2 of Employee total (50%)

Note: Itemized lodging receipts are required. Lodging is paid based on the actual cost incurred not to exceedthe 

maximum. All stops must be shown on the voucher in block 15, itinerary.

If flying, you should book thru CTO (SATO), your orders (DD Form 1614) must state “IBA Authorized” or 

“Personally Procured Airfare Authorized”, we must have a complete flight itinerary and paid receipt, andairfare

must be claimed in block 18 of your 1351-2. 

Voucher Submission for En RouteTravel:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – see example

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Indicate if dependent(s) travel was concurrent (accompanied) or delayed(unaccompanied)

Complete boxes 5, 12, and 13 on the 1351-2. 

4. Annotate advances received in block 9 on the DD Form 1351-2 or provide advance payment paperwork.

5. Provide a detailed itinerary in block 15 showing daily travel entering the cities and states in 15B

6. Mark blocks 16 and 17 on the DD Form 1351-2 as appropriate.

Indicate if two POCs are authorized and used. 

7. Itemized receipts for lodging, airfare, and any single expense over $ 75

8. SF 1199 - Direct Deposit Authorization or complete EFT information.

En Route Travel

Joint Travel Regulations (JTR), Chapter 5, Part B, Sec 2 – 4 

En Route Travel is one way travel from an old duty location to a new duty location
23

How to complete Form 1351 Travel Voucher Guide, October 2016 -2 for En Route travel DoD CivilianRelocation

Block 1: PAYMENT

Electronic Funds Transfer (EFT) is mandatory absent a waiver from your agency. You may submit a SF 1199, DD 2762, 

or other documentation as long as it contains the following to ensure payment is properly transferred to your account:

•The Traveler's name, SSN andaddress

•The routing number and account number

•Whether the account is Checking or Savings

SPLIT DISBURSEMENT when you would like funds applied directly to your government travel card, place an “x” in

the block requesting it and indicate the dollar amount to be sent. If reimbursement is less than the amount requested, then 

the whole reimbursement would be sent to the Government Travel Card, regardless of which items were or were not paid. 

Block 2: Name: Last name, first name, and middle initial of Employee.

Block 3: Grade of the Employee.

Block 4: Social Security Number of Employee – full 9 digits

Block 5: Indicate “PCS” and “Member/Employee” if only the employee traveled 

Indicate “PCS” and “Dependent(s) if only dependents traveled

Indicate “PCS”, Member/Employee” and “Dependent(s)” if the employee and dependents traveled together. 

Blocks 6a-6d: Valid mailingaddress

Block 6e: Valid and legible e-mail address (Extremely Important!)

Block 7: Daytime telephone number in the event DFAS should need to make contact (we will typically use your email)

Block 8: Order/Authorization number which is listed on the original orders (See DD Form1614 Block 25) 

Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being claimed.

List “0.00” if you have not received any payments and “?” if you are not certain.

Block 10: This block may be used to make a note for the examiner, to explain something, if applicable 

(e.g. Supplementalfor _” 

Block 11: Employee’s new duty station address where employee is being assigned. (See DD Form1614 Block8).

Blocks 12-13: Complete for any authorized dependents who traveled on the dates listed in block 15 (itinerary)

*** Note: Mark “accompanied” if you traveled together, mark “unaccompanied” if only you or your dependents traveled 

on the dates listed in block 15 (itinerary). In other words, if you did not travel on the same exact dates, mark 

unaccompanied. 

Block 12a: List the last name, first name, and middle initial your dependents. 

Block 12b: Enter “spouse”, “son”, “daughter”, etc.

Block 12c: List the date of marriage and birthdays 

Block 13: List the address where dependents were residing at time PCS orders were received, not the address of your newPDS

Block 14: Indicate whether household goods have been shipped. 

Block 15a: Date: List the year the travel was conducted on the line in this box. 

Next to “DEP” and “ARR” list the month and day of departure and arrival (e.g., 05/15). 

Block 15b: Place: Enter a specific location such as a City and State, a Fort, or a Country – do not enter “HOR”, “Hotel”

Block 15c: Mode of Travel – See 2 letter codes on page 2 of 1351-2 

For example, PA = Personal Auto, CP = Commercial Plane

Block 15d: Reason for Stop – See 2 letter codes on page 2 of the 1351-2 

AD = Authorized Delay (an overnight stop) 

AT = Awaiting Transportation (brief, not an overnight stop, such as at an airport) MC = MissionComplete

Block 15e: Indicate lodging expense for each stop, if applicable (taxes can be included or listed separately in block 18) 

Block 15F: If “PA” is indicated in block 15C and block 16 is checked own/operate, then indicate any POC miles 

Block 16: POC Mileage – Own/Operate must be checked to be reimbursed formileage

Block 17: Duration of Travel from beginning toend

Block 18: List any reimbursable expenses such as airfare, rental car, tolls, etc.

Block 19: Not applicable for En Route travel unless TDY En Route is claimed

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it is in

your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’ssignature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned.

A supervisor/reviewersignatureand date are requiredfor all claimssentto DFAS.Signature date must be after 20B. 

Block 21:Would be required for an “after the fact entitlement”, such as excess baggage 

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement” e.g. Excess baggage 

Blocks 23 – 28: These blocks are not used for En Route travel
24

DoD Civilian 

Relocation Travel Voucher Guide, 

October 2016
25

DoD CivilianRelocation

Frequently Asked Questions - En Route Travel Voucher Guide, October2016

Is my En Route travel voucher taxable?

Only Meals En Route to your new duty station are taxed. En Route travel (lodging and transportation, to include

government issued airline tickets) are not taxed. POV Mileage is not taxed.

Will I automatically receive the standard CONUS rate for my En Route Travel regardless of what I spend 

on lodging and meals?

You will be paid 75 % of the meal rate on the first and last day of travel. For example, if $ 46 is the meal per

diem, then only $ 34.50 would be paid. In addition to the M&IE, the lodging per diem is paid per the receipt, up 

to the max allowed, on the first day, but not the last.

Are there any circumstances in which a per diem allowance for my immediate family members is not 

allowed?

Yes, per diem for your immediate family members cannot be authorized if youare:

(a) ) A new appointee;

(b) Assigned to posts of duty outside CONUS returning to place of actual residence for separation; or

(c) Being relocated under the Government Employees Training Act (5 U.S.C. 4109).

If my spouse and I travel on the same days along the same general route by using more than one POV, is 

my spouse consideredunaccompanied?

No; for per diem purposes, you and your spouse are considered to be traveling together if you travel on the same

days along the same general route by using more than one POV. Mark accompanied in block 12. 

If I drive from my old PDS to my new PDS, how many days will I receive per diem?

Per Diem allowance is reimbursed based on the lesser of the resultof:

a. Allowing 1 day of travel time for each 350 miles of official distance between the old and new PDS or

authorized points. If the access is 51 miles or more after dividing the total number of miles by 350,one

additional day of travel is allowed. When the total official distance is 400 miles or less, 1 day's travel time

is allowed.

b. Actual travel time in full days (e.g. 9 days and 3 hours is 10 days)

Are there exceptions to this dailyminimum?

Yes, your agency may authorize exceptions to the daily minimum driving distance when there is a delay beyond 

your control such as acts of God, restrictions by Governmental authorities, or other acceptable reasons; e.g., a 

physical handicap or special needs. Your agency must have a designated approving official authorize the 

exception.

What do I need to have to be reimbursed for myairfare?

You must claim airfare in block 18 of the 1351-2, submit a complete flight itinerary and paid in full receipt, and 

your orders (DD Form 1614) must state “IBA Authorized” or “Personally Procured Airfare Authorized.”. If CBA

is authorized in your orders, then no reimbursement is due or necessary.
26

DoD CivilianRelocation Temporary Quarters Subsistence Expenses TQSE Travel Voucher Guide, October2016

Joint Travel Regulation (JTR), Chapter 5, Part B 

TQSE is a discretionary allowance that is intended to reimburse employees for some of the expenses

associated with lodging, food, and other necessities when occupying temporary quarters. TQSE can be utilized 

at the old location prior to departure and/or at the new duty station upon arrival while the employee is 

looking for a permanent residence.

TQSE must be authorized in advance of occupancy, and may not be approved after the fact.

TQSE can be authorized at your old and/or your new duty location if:

1. You signed a new Transportation Agreement (see block 21 of your DD Form 1614)

2. You are “Between Official Stations” (see block 10 of your DD Form 1614)

There are two methods of TQSE that may be authorized, understand the difference. Check

your DD 1614 (block 14a and b) to confirm authorization type and the number of days.

1. TQSE (AE) Actual expense reimbursement

- typically authorized in 30 day increments

- cannot be authorized for more than 60 days on the original order, DD Form 1614

- 120 day max, no exceptions

- dates claimed must run consecutively

Exceptions only for En Route travel, Approved Sick leave, and/or TDY

- DD Form 2912 claiming exact amounts spent, and lodging receipts are required

- based on Standard CONUS rate (not locality) except for non-foreign OCONUS

2. TQSE (LS) Lump Sum payment (30 day max, no exceptions)

- Lump Sum Statement Required

- Based on locality rate – see formula

There is no authorization for a rental car or in/around mileage while staying in 

TQSE

***If you are going to or coming from an overseas duty location,

you may be authorized TQSA or FTA, which are not paid by DFAS***

1. Temporary Quarters Subsistence Allowance, TQSA - is an overseas subsistence allowance governed by

the State Department. It is claimed on a Standard Form 1190, submitted through the agency authorizing it,

and paid by your servicing payroll activity. Additional information about TQSA can be located in the

Department of State Standardized Regulation (DSSR) Section 120 .

2. Foreign Transfer Allowance, FTA - is a pre-departure subsistence expense paid in relation to a move to a

foreign post. It is also governed by the State Department. FTA is made up of several elements. Among

them is a pre-departure subsistence expense granted to an employee for expenses incurred prior to departing

a post in the United States for a post overseas. Contact the agency authorizing FTA for instructions on how

and where to properly claim it. Additional information about FTA can be located in the Department of

State Standardized Regulation (DSSR) Section 240.
27

DoD CivilianRelocation

Travel Voucher Guide, October2016

Joint Travel Regulation (JTR), Chapter 5, Part B, Sec 9c 

In every CONUS location, TQSE (AE) is based on the CONUS Standard per diem rate, not on locality

rate. This means, maximum reimbursement is the same whether you are in Alexandria, VA or Rome,NY.

In Non-foreign locations like Alaska and Hawaii, TQSE AE will be based on Locality rate.

When temporary quarters are required due to an employee's transfer to a new duty station, reimbursement of 

some subsistence expenses associated with this temporary lodging are reimbursable. Subsistence expenses

include the cost of temporary lodging, meals and/or groceries, some tips and fees incident to meals and lodgings, 

laundry, cleaning and pressing of clothing, and other expenses. Reimbursement for groceries is limited to those 

food and laundry items consumed or used while occupying temporary quarters.

The location of the temporary quarters must be within reasonable proximity of the old and/or new officialstation.

Your initial authorization (original DD 1614) cannot exceed 60 consecutive days. You are encouraged to find a 

new home as quickly as possible. Extensions of up to 60 days may be authorized only in situations where thereis 

a demonstrated need, due to circumstances that occur during the initial 60-day period of temporary quarters. An

official amendment is required to be reimbursed additional days. Under no circumstance will the total 

reimbursement of TQSE (AE) exceed 120days.

Note: A House Hunting trip should provide you with the ability to locate adequate housing in a timely manner. If 

you have taken a HHT, and you exceed 30 days of TQSE, then the period of TQSE (AE) allowance must be 

reduced. The number of days reimbursed for HHT will be subtracted from the first 30 day period of TQSE(AE). 

For example, if 7 days of HHT were taken and 31 or more days of TQSE are used, it is as if your TQSE began 

on day 8 and your HHT will be considered TQSE days 1-7. Again, this is only if greater than 30 days of TQSE 

(AE) has been authorized and used. 

Currently (as of October 1, 2016) The MAXIMUM DAILY allowance for the FIRST 30 days in CONUS(unless 

reduced by paid/used HHT) is: 

Employee or unaccompanied Spouse $ 142.00 (100% of daily max CONUS Standard per diemrate)

Spouse (accompanied) $106.50 (75% of daily max CONUS Standard per diemrate)

Dependent 12 and over $106.50 (75% of daily max CONUS Standard per diemrate)

Dependent under 12 $71.00 (50% of daily max CONUS Standard per diemrate)

The MAXIMUM DAILY allowance for day 31 (or sooner if HHT is taken) through day 120 in CONUS (if 

authorized additional days)is: 

Employee or unaccompanied spouse $ 106.50 (75% of daily max CONUS Standard per diem rate)

Spouse (accompanied) $71.00 (50% of daily max CONUS Standard per diemrate)

Dependent 12 and over $71.00 (50% of daily max CONUS Standard per diemrate)

Dependent under 12 $56.80 (40% of daily max CONUS Standard per diem rate)

All boxes on the DD Form 2912 must be completed in full.

*Hint* If authorized Actual Expense TQSE, it is recommended that you print a

DD Form 2912 and carry it with you, completing it at every meal.

TQSE Actual Expense
28

DoD CivilianRelocation

Travel Voucher Guide, October2016

When meals are prepared from groceries purchased, the total amount of the groceries must be divided by 

the number of meals prepared. You will show this computation at the bottom of the DD 2912 form (see example). This 

amount should appear in each meal block that a home cooked meal was eaten, and should 

be annotated with an "H" for home prepared on the TQSE worksheet. (Do not include non-food items, alcohol, and 

snacks when averaging grocery expenses; they are not reimbursable expenses.) 

Note: Itemized Receipts are required for meals of $75 or more (Includes any meal expense for one or more 

individuals). This is to prove that no alcohol was purchased, as it is not reimbursable. If you do 

not have receipts, provide a signed statement indicating no alcohol was purchased. 

Itemized and paid in full lodging receipts must always be provided, regardless of cost. If an apartment is rented short 

term, we must have a complete copy of the lease and paid in full receipts. If a one year lease is signed, this is not 

temporary; this is your new permanent residence and it is not reimbursable. 

TQSE must begin within one year after the employee reports for duty at the newPDS. 

TQSE (AE) may not be claimed for yourself or any dependents that have not permanently vacated the former 

residence at the old permanent duty station. You may occupy temporary quarters at one location while your 

dependents occupy temporary quarters at another location, as long as the quarters reasonably relate to the old or new 

duty station. 

In this situation, separate DD Form 2912 must be completed for each location specifically identifying persons 

occupying at each location. The period of eligibility for TQSE terminates when you occupy or any dependent 

occupies permanent residence quarters or when the authorized period of timeexpires, whichever occursfirst.

The period of time allowed for TQSE begins for you and all dependents as soon as any one person enters quarters for 

which reimbursement will be requested. The time period runs concurrently for you and all dependents. In other words, 

day one of TQSE for any one person starts “the clock” running for the number of days authorized. Every day going 

forward is counted consecutively, whether claimed or not. 

You should not check in and out of TQSE in an effort to extend your time allowed. Every day in TQSE at your new 

duty location should be used to find a permanent residence as quickly as possible. The “clock” will continue to run 

during leave time, although TQSE is not reimbursable while on leave except for approved sick leave. In other words, 

if you go on leave for a week after claiming 10 days of TQSE, upon your arrival back at the hotel, you will be 

claiming day 17 rather than day 11. 

The period of consecutive temporary quarters' days may be interrupted and the “clock” stopped for the following 

reasons:

TQSE (AE) VoucherSubmission:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – see example

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. DD Form 2912 This is a two-sided TQSE worksheet and is to be completed in its entirety, totaled, signed and dated

4. Itemized and paid lodging receipt and lease, if applicable

5. Receipt for any meal expense of $75 or more for one or more individuals

6. Annotate advances received in block 9 on the DD Form 1351-2 or provide advance payment paperwork.

**Note** TQSE advances are not recommended but should be conservative if utilized – see Advance section.

1. Travel between old and new duty stations

2. Temporary Duty (TDY) or MilitaryDuty

3. Hospitalization or approved sick leave

4. Other reasons beyond the employee's control and approved by the DoD component concerned
29

TQSE Fixed/Lump Sum

Joint Travel Regulation (JTR), Chapter 5, Section B9b

DoD Civilian Relocation

Travel Voucher Guide, October 2016

The authorizing/order-issuing official has the option to offer you a lump sum TQSE amount in lieu of actual

expense TQSE. (The JTR contains guidelines for offering lump sum TQSE.) Lump Sum TQSE is based on either

the old or the new duty station locality rate in effect when the TQSE (LS) offer is accepted by the employee, and 

is paid in a lump sum. 

TQSE (LS) may be authorized for the number of days determined necessary, up to 30 days with no extensions 

under any circumstances. During your mandatory PCS counseling with your agency, you must discuss and 

choose between TQSE (LS) and TQSE (AE). Once you select a TQSE method, your orders will be created, and 

it may not be changed.

Payment of TQSE (LS) is based on the locality rate and the total number of individuals actually moving to the 

new PDS, not the number occupying temporary quarters. For example, an employee, spouse, and 2 children 

moving to Columbus would be paid as follows (when authorized 30 days):

Based on Columbus, Ohio per diem (p/d) rate in effect 10/01/2015 - $109 (lodging) + $59 (meals) =$168 

Employee: (75% of max p/d rate) $168 x .75 = $126 x 30 days = $3,780.00 

3 Dependents: (25% of max p/d rate) 3 x ($168 x .25) = $126 x 30 = $3,780.00 

Total Lump Sum TQSE = $7,560 

Minus Taxes of 32.65 % ($ 2,468.34) = a payment of $ 5,091.66, after taxes

Note: There is no deduction from TQSE (LS) for HHT days taken, because there is a 30 day max

TQSE (LS) Voucher Submission:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – see example

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Annotate advances received in block 9 of the DD Form 1351-2 or provide advance payment paperwork.

4. Including the following statement signed and dated by the travelers (best in block 15 of the 1351-2):

• "I have agreed to accept the offer of the TQSE Lump Sum entitlement and I certify that TQSE will be

occupied and if not occupied, I am required to return the TQSE Lump Sum payment amount in full. I

certify that I have accepted the terms of this entitlement effective mm/dd/yyyy." (This effective date is

the date the traveler accepted the offer from his/her agency and should fall between date the

transportation agreement was signed and the issue date of orders.)

Note: For Lump Sum TQSE to be paid Temporary Quarters must be occupied (see Joint Travel

Regulation (JTR), Chapter 5).

Note: For Lump Sum TQSE a payment is issued to you in the form of a settlement, not an

advance. Taxes are withheld, and a RIT allowance may be filed on this payment in the 

following year.
30

DoD Civilian Relocation How to complete form 1351-2 for TQSE Travel Voucher Guide, October 2016

Block 1: PAYMENT

Electronic Funds Transfer (EFT) is mandatory absent a waiver from your agency. You may submit a SF 1199, DD

2762, or other documentation as long as it contains the following to ensure payment is properly transferred to 

your account:

•The Traveler's name, SSN andaddress

•The routing number and account number

•Whether the account is Checking or Savings

SPLIT DISBURSEMENT when you would like funds applied directly to your government travel card, place an“x” 

in the block requesting it and indicate the dollar amount to be sent. If reimbursement is less than the amount 

requested, then the whole reimbursement would be sent to the Government Travel Card, regardless of whichitems

were or were not paid. 

Block 2: Name: Last name, first name, and middle initial of Employee. 

Block 3: Grade of the Employee. 

Block 4: Social Security Number of Employee – full 9 digits 

Block 5: Indicate “PCS” and “Member/Employee” if only the employee is claimingTQSE 

Indicate “PCS” and “Dependent(s) if only the dependents is claiming TQSE 

Indicate “PCS”, Member/Employee” and “Dependent(s)” if both are claimingTQSE

Blocks 6a-6d: Valid mailingaddress

Block 6e: Valid and legible e-mail address (Extremely Important!)

Block 7: Daytime telephone number in the event DFAS should need to make contact (we will typically use your email) 

Block 8: Order/Authorization number which is listed on the original orders (See DD Form1614 Block 25) 

Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being claimed.

List “0.00” if you have not received any payments and “?” if you are not certain.

Block 10: This block may be used to make a note for the examiner, to explain something, if applicable

Block 11: Employee’s new duty station address where employee is being assigned. (See DD Form1614 Block 8). 

Blocks 12-13: Please complete for any dependents occupying TQSE during the datesclaimed

*** Note: Mark “unaccompanied” only if you are alone in TQSE 

Block 12a: List the last name, first name, and middle initial your dependents 

Block 2b: Enter “spouse”, son, daughter, etc.

Block 12c: List the date of marriage for spouse and birthdays of all other dependents 

Block 13: List the address where dependents were residing at time PCS orders were received, not the address of your new 

PDS

Block 14: Indicate whether household goods have been shipped. 

Block 15: Actual Expense TQSE – leave blank 

 Lump Sum TQSE - use this block for your required statement (See Example) 

Block 16: POC Mileage – not needed for a TQSE claim – travel expense (in/around mileage, rental car, etc., are not 

reimbursable) 

Block 17: Duration of Travel - not needed for a TQSE claim

Block 18: Actual Expense TQSE - List TQSE dates and total amount claimed (18B) utilizing the DD Form 2912 

Lump Sum TQSE – indicate “TQSE Lump Sum” – DFAS will calculate the dollar amount authorized based on 

your orders and location 

Block 19: Not applicable 

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if itis

in your digital signature. Signature date must be after final date claimed.

Block 20c-f: Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be

returned. A supervisor/reviewer signature and date are required for all claims sent to DFAS. Signature date mustbe 

after 20B.

Block 21: Would be required for an “after the fact entitlement”

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement”

Blocks 23 – 28: These blocks are not used for TQSE

The below example is to assist with both Actual and Lump Sum/Fixed TQSE – Note the difference 

You will require the statement for Lump Sum/Fixed TQSE, not the DD From 2912 

You will require the DD form 2912 for Actual Expense TQSE, not the statement 


33

DoD CivilianRelocation 

Travel Voucher Guide, October2016
34

DoD CivilianRelocation 

Travel Voucher Guide, October2016

The DD Form 2912 is a two-page form and is to be completed in its entirety. You are reimbursed for the 

allowable "actual" expenses incurred by you and your dependents, NOT TO EXCEED the maximum 

rates, provided the expenses are reasonable and can be substantiated. H = Home Cooked and C=

Do not forget to Sign and Date this form – Signature date must be after final date claimed
35

Frequently Asked Questions – TQSE

Am I eligible for a TQSEallowance?

DoD Civilian RelocationTravel 

Voucher Guide, October 2016

You are eligible for a TQSE allowance if you are an employee who is authorized to transfer; and

(a) Your new official station is located within the United States; and

(b) Your old and new official stations are 50 miles or more apart (as measured by map distance) via a

usually traveled surface route.

Who is not eligible for a TQSE allowance?

New appointees, employees assigned under the Government Employees Training Act (5 U.S.C. 4109), and

employees returning from an overseas assignment for the purpose of separation are not eligible for a TQSE 

allowance.

Must my agency authorize payment of a TQSE allowance?

No, your agency determines whether it is in the government's interest to pay TQSE.

May my immediate family and I occupy temporary quarters at different locations?

Yes. For example, if you must vacate your home at the old official station and report to the new official station

and your family remains behind until the end of the school year, you may need to occupy temporary quarters at

the new official station while your family occupies temporary quarters at the old officialstation.

Am I eligible for a TQSE allowance if I transfer to a foreignarea?

No, you may not receive a TQSE allowance under this part when you transfer to an area outside the United 

States. However, you may qualify for a comparable allowance under the Standardized Regulations(Government 

Civilians, Foreign Areas) prescribed by the Department of State. Ask your agency about TQSA and FTA.

May the period for which I am authorized to claim actual TQSE reimbursement for myself bedifferent

from that of my immediatefamily?

No, the eligibility period for which you are authorized to claim actual TQSE reimbursement for yourself and for 

each member of your immediate family must run concurrently. Only En Route travel, Approved Sick Leave, or 

TDY can “stop the clock”.

Can I average my meals on my DD Form 2912 (Actual Expense TQSE) and claim $ 10.00 for breakfast,

$20.00 for lunch, and $ 40.00 for dinner every day?

No, your meals should be claimed based on exactly what you spent and not rounded or estimated. Indicating 

meals in this manner can result in an unpaid travel voucher that will be returned to you. 

Will my Rental Car, In and Around Mileage, or Hotel Parking be reimbursed while in TQSE? 

No, any costs associated with transportation while staying in TQSE are not reimbursable expenses. 

Will I receive additional TQSE reimbursement if my lump sum amount is not adequate to cover my 

TQSE?

No, you will not receive additional TQSE reimbursement if the lump sum amount is not adequate to cover your 

TQSE. 

May I retain any balance left over from my TQSE reimbursement if my lump sum amount is more than 

adequate?

Yes, if your lump sum TQSE amount is more than adequate to cover your TQSE expenses any balance belongs to 

you. 
36

Miscellaneous Expense Allowance (MEA)

Joint Travel Regulation (JTR), Chapter 5, Part B, Sec 10 

DoD Civilian 

Relocation Travel Voucher Guide, 

October2016

Miscellaneous Expense Allowance (MEA) is non-discretionary. This means, if you are eligible for MEA, your 

agency cannot deny this entitlement. You are always eligible if you sign a new TA and are betweenofficial 

stations (block 10 of you DD 1614). Read These requirements are different depending on whether you submit for 

the flat rate or itemize your expenses. Be sure you do not forget the appropriate statement or required signatures.

You must have discontinued and established a residence in connection with such change of station, regardless of 

where the old or new duty station is located. You are required to certify on the voucher that you have 

discontinued your residence at the old permanent duty station (PDS) and have established a residence at the new

PDS in connection with the PCS.

When you report to the new PDS but your dependent(s) remain at the old PDS (or other location), reimbursement 

is limited to the single rate until the dependents actually move. 

Some Reimbursable Items (including, but are not limited to):

1. Disconnecting/connecting appliances, equipment, and utilities involved in relocation; and cost of

converting appliances for operation on available utilities. (Does not include purchasing new appliances in lieu

of conversion.)

2. Cutting and fitting rugs, drapes and curtains moved from one residence to another.

3. Utility fees and deposits that are not offset by eventual refunds.

4. Automobile registration, driver's license and use taxes imposed when bringing automobiles into

some jurisdictions, cost of reinstalling a catalytic converter upon re-entry of vehicle into the United

States.

5. Transportation of house pets.

6. Charges for pet quarantine excluding medicine and medical care, grooming, and similar fees for services

that are part of routine pet care.

7.Similar costs.

Some Items that are Not Reimbursable (including, but are not limited to):

1. Fees for boarding pets while preparing to move and during the move to new PDS.

2. Costs/expenses incurred for reasons of personal taste or preference and not required because of the move.

3. Additional costs caused by the employee shipping HHG that exceed the maximum weight allowance

provided by law or this volume.

4. Losses due to the sale/disposal of HHG items that are not convenient or practicable to move.

5. Damage to/loss of clothing, luggage, or other personal items while traveling to the new PDS.

6. Subsistence, transportation, or travel expense in excess of the amounts reimbursed as per diem or

other allowances.

7. Medical expenses due to illness/injuries of the employee or dependents while En Route to the new PDS or

while living in temporary quarters.
37

Amount Allowable - Without receipts (FlatRate):

DoD CivilianRelocation 

Travel Voucher Guide, October 2016

1. $650 or the equivalent of one week's basic compensation, whichever is the lesser amount, for anemployee

without dependents;

2. $1,300 or the equivalent of two week's basic compensation, whichever is the lesser amount, for an

employee with dependents;

Amount Allowable – With receipts(Itemized):

1. Employee's basic salary rate of one week (without dependents)

2. Employee's basic salary rate for two weeks (with dependents)

Note: The basic salary rate refers to the rate in effect at the time the employee reports for duty at the new duty

station. In no instance can the allowable amount exceed the maximum rate of grade GS-13. 

*If a claim is made with receipts, paid bills or other acceptable evidence justifying the entire amount

claimed must support it. The travel-approving official must sign the voucher in block 21a.

Voucher submission forMEA:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – seeexample

a. Indicate in Block 12 of the DD Form 1351-2 who actually relocated.

b. You must include one of the following statements in block 15 of DD Form 1351-2 (no itinerary

needed):

• "I certify that I have discontinued MY residence at the old PDS and have established a residenceat

the new PDS." (Single rate)

*OR*

• "I certify that WE have discontinued OUR residence at the old PDS and have established a

residence at the new PDS." (With dependents)

c. Indicate in Block 18 of the DD Form 1351-2 “MEA” and the dollar amount being claimed for flat rate or

the actual expenses (matching receipts) for itemized MEA (see example)

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. If itemizing, receipts are required.

4. If itemizing, approving official (AO) signature is required on the 1351-2. (Complete 21in full)

5. If itemizing, a copy of a recent LES isrequired
38

DoD Civilian Relocation How to complete Form 1351-2 forMEA Travel Voucher Guide, October 2016

Block 1: PAYMENT

Electronic Funds Transfer (EFT) is mandatory absent a waiver from your agency. You may submit a SF 1199,DD 

2762, or other documentation as long as it contains the following to ensure payment is properly transferred to 

your account:

•The Traveler's name, SSN andaddress

•The routing number and account number

•Whether the account is Checking orSavings

SPLIT DISBURSEMENT when you would like funds applied directly to your government travel card, place an“x” 

in the block requesting it and indicate the dollar amount to be sent. If reimbursement is less than the amount 

requested, then the whole reimbursement would be sent to the Government Travel Card, regardless of whichitems

were or were not paid. 

Block 2: Name: Last name, first name, and middle initial of Employee. 

Block 3: Grade of the Employee. 

Block 4: Social Security Number of Employee – full 9 digits 

Block 5: Indicate “PCS” and “Member/Employee” if only the employee traveled 

Indicate “PCS” and “Dependent(s) if only the spouse traveled

Indicate “PCS”, Member/Employee” and “Dependent(s)” if the employee and the spouse traveled together. 

Blocks 6a-6d: Valid mailingaddress

Block 6e: Valid and legible e-mail address (Extremely Important!)

Block 7: Daytime telephone number in the event DFAS should need to make contact (we will typically use your email)

Block 8: Order/Authorization number which is listed on the original orders (See DD Form1614 Block 25) 

Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being 

claimed.

List “0.00” if you have not received any payments and “?” if you are not certain.

Block 10: This block may be used to make a note for the examiner, to explain something, if applicable

Block 11: Employee’s new duty station address where employee is being assigned. (See DD Form1614 Block 8). 

Blocks 12: Complete for all dependents who have relocated

Block 12a: List the last name, first name, and middle initial your dependents 

Block 2b: Enter “spouse”, son, daughter,etc.

Block 12c: List the date of marriage for spouse and birthdays of all other dependents

Block 13: List the address where dependents were residing at time PCS orders were received,

Block 14: Indicate whether household goods have been shipped. 

Block 15: Itinerary –use this block for your required MEA statement

• "I certify that I have discontinued MY residence at the old PDS and have established a residence

at the new PDS." (Single rate)

• "I certify that WE have discontinued OUR residence at the old PDS and have established a

residence at the new PDS." (With dependents)

Block 16: POC Mileage – not needed for a MEA

Block 17: Duration of Travel - not needed for a MEA claim

Block 18: List MEA and the total flat rate amount claimed, or each item itemized – see example 

Block 19: Not applicable for Civilian PCS travel unless TDY En Route

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it is

in your digital signature. Signature date must be after final date claimed.

Block 20c-f: Reviewer’ssignature and date. All parts(20c, 20d, 20e, & 20f) mustbe completed or voucher will be returned. 

A supervisor/reviewer signature anddatearerequiredfor all claimssentto

DFAS.Signature date must be after20B.

Block 21: Required for itemized MEA

Blocks 22 – 28: These blocks are not used for MEA
39

DoD Civilian 

Relocation Travel Voucher Guide, 

October 2016
40

DoDCivilianRelocation

Movement and Storage of Household Travel Voucher Guide, October 2016

Joint Travel Regulations (JTR), Chapter 5, Part B, Sec 5 

If you were prior military, Movement of HHG as a civilian is not the same as a DITY. In most cases,

you will be reimbursed for your out of pocket expenses only, up to the government cost, and based on paid in 

full receipts. As with all of your PCS entitlements, read carefully and discuss with your agency and/ or 

transportation office prior to setting up the movement of your HHG’s. Be sure to maintain copies of your 

weight tickets as they will be needed for reimbursement.

The maximum weight allowance of HHG that may be shipped or stored at government expense is 18,000 pounds 

net weight. For uncrated or van line shipments, a 2,000 pound allowance is added to the 18,000 pounds net 

weight allowance to cover packing materials for the shipment. In no case may a shipment weigh over 20,000 

gross pounds (the 18,000 pounds net weight of the uncrated HHG plus the 2,000 pound allowance for packing 

materials). The relocating employee is responsible for reimbursing the government for all costs incurred if the 

shipment is overweight. There are two methods of shipping HHG:

There are two methods of shipping HHG:

1. Actual Expense Method / Government Bill of Lading (GBL)

2. Commuted Rate Schedule (CRS)

Commuted Rate is NOT an option for a move involving a location Outside the Continental United States

(OCONUS). Before any PCS authorization is issued for CONUS to CONUS PCS move, a cost comparison must 

be done between the actual expense (GBL) and commuted rate methods of shipping HHG.

In the event the estimated cost under one method exceeds the estimated cost under the other method by more than

$100, the more economical method must be used. Your travel authorization must state authorization of one of the 

above-mentioned (GBL or Commuted Rate) methods. You have one year from your report date to complete your 

HHG shipment. 

Note: The certified weight of goods moved MUST be obtained from the mover. (When loading a rental or personal 

vehicle you must show the vehicle weight both before and after the household goods are loaded.) The weight 

tickets are necessary to show proof of the Gross weight (total weight of goods loaded plus truck weight), Tare 

weight (weight of truck without goods), and Net weight (weight after deduction of tare weight - goods loaded on 

truck minus the weight of the truck). Itemized paid receipts are also required for properreimbursement.

Actual Expense/GBL – When the government moves you or you move yourself.

When actual expense/GBL is authorized, and the government moves you, you do not submit a voucher to DFAS.

However, if you did incur out of pocket expenses and are looking for reimbursement, you will claim your cost. 

Reimbursement will be limited to what it would have cost the government to move you. Either way, you are 

responsible for contacting the appropriate transportation office (usually the closest military facility) in orderto:

1 – Obtain a memo. If you choose to personally arrange to move the HHG in lieu of using the authorized GBL, you

may only be reimbursed for the actual incurred expenses (i.e., boxes, packing tape, rental truck, gas, etc.) not to 

exceed what the GBL shipment cost would have been. Keep a copy of all receipts for related expenses in addition 

to proof of weight, for payment consideration. You will need a memo from transportation to show the weight 

you moved and what the cost would have been, had the government moved the same amount of weight. 

2 - Make arrangements for packing, moving and unpacking, if you choose to have the government assumes the 

responsibility for selecting the moving company and pays transportation vouchers directly to the carriers. You do 

not file a voucher with the paying travel office; however, you must provide a copy of the GBL for tax purposes to 

the paying travel office if there is storage over 30 days.
41

Commuted Rate Schedule (CRS) DoD CivilianRelocation

Travel Voucher Guide, October2016

When CRS is authorized, you may choose to move the HHG yourself, or hire a commercial mover to do so. The 

"Commuted Rate Schedule for Transportation and Storage of Household Goods," as published by the General

Services Administration (GSA), is used in determining reimbursement (see JTR).

Helpful Hints

The government does not reimburse you for Additional Valuation Charges (extra insurance). 

The following items may not be shipped as HHG (for a complete listing see JTR, Appendix A):

1. Motor vehicles, boats that cannot be fitted into a van (whether or not actually shipped by

van), airplanes, mobile homes, camper trailers, and farming vehicles

2. Live animals, birds, fish, and reptiles

3. Cordwood and building materials

4. Property for resale, disposal, or commercial use rather than for use by the employee or

immediate family

5. Privately owned live ammunition

6. Hazardous articles including explosives, flammable and corrosive materials, poisons, etc.

In addition, carrier tariffs may prohibit the shipment of the following:

1. Articles that cannot be taken from the premises without damage to the article or thepremises

2. Perishable articles including frozen foods, articles requiring refrigeration, or perishable plants

Note: Irreplaceable items and articles with high monetary or sentimental value are not provided special

security. You are advised to personally transport these items.

Note: The total amount that may be paid or reimbursed by the government for a PCS HHG shipment cannot 

exceed the cost of transporting the property in one lot by the most economical route from the last permanent duty 

station of the transferring employee to the new permanent station or the actual residence (as appropriate).

Note: Shipment of HHG is limited to those owned by you and your dependents when shipment or storage begins 

(whichever comesfirst).

As to storage of HHG, you may need to store all, or a portion, of your HHG before you move into a permanent

residence at the new duty station. Temporary storage should not exceed 60 days (CONUS-CONUS) and 90 days

(to/from OCONUS) unless the employee requests (in writing) an additional period, NTE 90 days, that is 

authorized/approved by a Service/Defense AGENCY designated official. Under no circumstances may a 

Service/Agency authorize/approve SIT at GOV'T expense for CONUS to CONUS shipments exceeding a total of 

150 days (CONUS) or 180 days (to/from OCONUS). If no additional storage is authorized/approved, the 

employee is financially responsible for additional storage expense.
42

DoD CivilianRelocation 

Travel Voucher Guide, October 2016

For directions on how/where to submit, see pages 5-7 of this handbook.

Voucher Submission:

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full – seeexample

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Proof of gross, tare and net weight (original or certified copy).

4. Paid commercial bill of lading if moved by a commercial mover or paid rental truck receipt if a

personally procured move. Itemized receipts incurred by the move.

5. Government cost construction memo from your transportation office

6. Paid storage receipts showing dates, where stored, and rates billed.

7. Indicate advances received in block 9 on the DD Form 1351-2 or provide advance payment paperwork.

How to complete Form 1351-2 for your HHG

Blocks 1 – 11: Complete all Blocks as withall previous vouchers in this handbook 

***Ensure your current address is provided witheach claim submission. ***

Block 12 – 17: Not required to be completed for HHG

Block 18a: List the date the expense was paid

b: List itemized expenses – e.g. “U-Haul”

c: List the amount being claimed

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, 

even if it is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will 

be returned. A supervisor/reviewersignatureanddateare requiredforall claimssentto DFAS.

Signature date must be after 20B.

Block 21:Would be required for an “after the fact entitlement”

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement”

Blocks 23 – 28: These blocks are not used for HHG Claims

Voucher submissions for HHG
43

DoDCivilianRelocation

Frequently Asked Questions - HHG Travel Voucher Guide, October 2016

Who is eligible for the transportation and temporary storage of household goods (HHG) at 

government expense?

The following are eligible for the transportation and temporary storage of household goods (HHG) at

Government expense when relocation has been determined to be in the interest of the Government: 

(a) An employee transferred between official duty stations, within or outside the continental United

States (CONUS);

(b) A new appointee to his/her first official duty station within or outside the CONUS;

(c) An employee being returned to CONUS for separation from an outside CONUS assignment,after

completion of an agreed upon period of services;

(d) An SES employee authorized last move home benefits under §§302-3.304 through 302-3.315

(e) An employee authorized a temporary change of station (TCS).

May HHG be transported or stored in more than one lot?

Household goods may be transported and stored in multiple lots; however, your maximum HHG weight 

allowance is based upon shipping and storing all HHG as one lot.

What documentation must be provided for reimbursement?

When claiming reimbursement under the commuted rate, you must provide: 

(a) A receipted copy of the bill of lading (reproduced copies are acceptable) including any attachedweight

certificate copies if issued; or

(b) Other evidence showing points of origin and destination and the weight of your HHG, if no bill of

lading was issued, or

(c) If a commercial HHG carrier is not used, you are responsible for establishing the weight of the HHG, and

temporary storage by obtaining proper certified weight certificates. Certified weight certificatesinclude the

gross and tare weights. This is required because payment at commuted rates on the basis of constructive

weight usually is not possible.
44

DoD Civilian 

Relocation Travel Voucher Guide, 

October2016

An employee Permanent Change of Station (PCS) to or from an OCONUS Permanent Duty Station (PDS)may 

be authorized shipment of one Personally Owned Vehicle (POV) when the Authorizing Official (AO)

determines that it is in the government's best interest for the employee to have the use of a POV at the OCONUS

PDS. OCONUS shipment is handled directly by the government and is not typically claimed for reimbursement

on Form 1351-2. 

POV Shipment within CONUS

When the cost of shipping a vehicle is advantageous to the government, shipment of one or more POV(s) may 

be authorized at government expense between PDS locations within CONUS. In some cases it is advantageous 

to the government for the traveler to personally procure the CONUS to CONUS shipment and reimbursement 

for the shipping costs can be claimed on Form 1351-2. A government cost construction memo is required, 

drafted by the transportation management office, to show the government cost to ship the vehicle.

Note: There is no authority for rental car reimbursement while awaiting POV arrival. Travelersshouldcheck to see if 

the POV shipping contract contains any rental provisions.

How to complete Form 1351-2 for your CONUS to CONUS POVShipment

Blocks 1 – 11: Complete all Blocks as withall previous vouchers in this handbook 

*** Ensure your current address is provided witheach claim submission. ***

Block 12 – 17: Not required to be completed for POV Shipment 

Block 18a: List the date the POV was shipped. 

b: List “POV ShipmentCONUS”

c: List the amount being claimed for POV Shipment.

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, 

even if it is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will 

be returned. A supervisor/reviewersignatureanddateare requiredforall claimssentto DFAS.

Signature date must be after 20B.

Block 21:Would be required for an “after the fact entitlement”

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement”

Blocks 23 – 28: These blocks are not used for POV Pick-up/Drop Off

Voucher Submission for POV Shipment

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Include proof of payment for any expenses of $75 or greater in the form of paid receipts

4. Include a Cost Construction memo from the government Transportation Management Office

showing the government cost to ship the vehicle that was personally shipped.

POV Shipment OCONUS
45

POV Pick-up and/or Drop-off

Joint Travel Regulation - Chapter 5, Part B6

DoDCivilianRelocation

Travel Voucher Guide, October 2016

POV ShipmentOCONUS

An employee Permanent Change of Station (PCS) to or from an OCONUS Permanent Duty Station (PDS) may be 

authorized shipment of one Personally Owned Vehicle (POV) when the Authorizing Official (AO) determinesthat

it is in the government's best interest for the employee to have the use of a POV at the OCONUS PDS.

About POV Pick-up or Drop-off Expense Reimbursement

An employee PCS move to or from an OCONUS PDS may be authorized shipment of one Personally Owned 

Vehicle (POV) when the Authorizing Official (AO) determines that it is in the government's best interest for the 

employee to have the use of a POV at the OCONUSPDS.

Reimbursement may be authorized at the applicable PCS MALT rate for one-way travel for the official distance

traveled to the port/VPC to deliver the POV, and from the port/VPC after reclaiming the POV. Mileage rate for 

POV pickup is the PCS mileage rate, not the TDY mileage rate

Limited reimbursement is also authorized for the actual one-way return transportation cost from the port/VPC 

to the old PDS/actual residence, as appropriate, after delivering the POV, and to the port/VPC from thenew PDS/ 

actual residence, as appropriate, to pick up the POV. Paid receipts are required for transportation 

expenses claimed in the amount of $75 and greater. Per diem is not payable when a traveler makes a separate 

trip to a port/VPC to deliver/pick up the POV.

Sometimes the vehicle can be dropped off on the way out of the country or picked up on arrival on the way to the 

new PDS. This is called En Route POV pick-up or drop-off. In those cases, the POV pick-up and/or dropoff travel should be completed on the same Form 1351-2 itinerary as the En Route travel, showing DV or PV 

as the reason for an authorized stop at the Vehicle Processing Center (VPC) location. See the En Route 

Travel section of the handbook for an example of En Route POV pick-up. 

Often it is not possible to drop off or pick up the shipped vehicle in conjunction with the En Route travel. In

this case a separate round trip is authorized, from the old PDS to/from VPC location for drop off and from the

new PDS to/from the VPC location for pickup. A separate Form 1351-2 is required for the roundtrip drop-off

and/or pick-up travel reimbursement. The instructions are in the next section below. 
46

DoD Civilian 

Relocation Travel Voucher Guide,

October 2016

How to complete Form 1351-2 for POV Pick-up / Drop-Off Expenses

Blocks 1 – 11: Complete all Blocks as withall previous vouchers in this handbook 

***Ensure your current address is provided witheach claim submission. ***

Block 12 – 14: Not required to be completed for POV Pick-up/Drop-off reimbursement claims

Block 15a: Date: List the year the travel was conducted on the line in this box. 

Next to “DEP” and “ARR” list the month and day of departure and arrival (e.g., 05/14). 

Block 15b: Place: Enter a specific location – City, State, a Fort, or a Country – do not enter “HOR”, “Hotel” 

Block 15c: Mode of Travel – See 2 letter codes on page 2 of 1351-2 

For example, PA = Personal Auto, CP = CommercialPlane

Block 15d: Reason for Stop – See 2 letter codes on page 2 of the 1351-2 

AD = Authorized Delay (an overnight stop) 

AT = Awaiting Transportation (brief, not an overnight stop, such as at an airport)

MC = Mission Complete

Block 15e: per diem is not authorized for a round trip POV pickup/drop off, regardless of distance

Block 15f: Enter the total miles driven for each leg oftravel.

Block 15e: NA - per diem is not authorized for a round trip POV pickup/drop off, regardless of distance

Block 16: POC Mileage – Own/Operate must be checked to be reimbursed for mileage

Block 17: Notrequired

Block 18a: List the date the expense wasincurred

Block 18 b: List the type of expense (taxi, tolls, etc.) 

Block 18 c: List the amount being claimed for each expense

Block 18 d: Leave blank 

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, 

even if it is in your digital signature. Signature date must be after final date claimed.

Block 20c-f: Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will 

be returned. A supervisor/reviewersignatureanddate are requiredfor all claimssentto DFAS. Signature 

date must be after 20B.

Block 21:Would be required for an “after the fact entitlement”

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement” 

Blocks 23 – 28: These blocks are not used for POV Pick-up/Drop Off

Voucher Submission for POVPick-up/Drop-Off:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – Be sure to mark “own/operate” only in Block

16 if you are claiming POV mileage. All of block 20 must be completed in full – seeexample

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Itinerary/paid in full receipt of air schedule to include the transportation cost, if flying, whether

4. Include proof of payment for any expenses of $75 or greater in the form of paid receipts
47

DoDCivilianRelocation

TravelVoucher Guide, October 2016l
48

Real Estate Sale and Real Estate Purchase

Joint Travel Regulation - Chapter 5, Part B14 and B15

DoDCivilianRelocation

Travel Voucher Guide, October 2016

You may be authorized reimbursement for certain expenses paid by you in connection with the sale of your 

residence at the old duty station and/or the purchase of a residence at the new duty station.

In lieu of real estate sale expenses at the old duty station, reimbursement is allowed for expenses associated with 

the settlement of an unexpired lease on a place of residence or the hiring of a property management service to 

handle rental and/or maintenance management of your residence at the old duty station. See their separate 

sections for information on unexpired lease or property management services allowances.

The following limitations apply to Real Estate and related reimbursements:

1. A transportation agreement must be signed

2. The residence is defined as the residence from which the employee regularly commutes to and from work

3. The residence at the old PDS must be the employee's actual residence at the time he/she was first informed by

the appropriate authority that he/she was to be transferred to a new duty station

4. The settlement dates for the sale or purchase transaction must be within the one-year time limitation

5. The PCS must be authorized between two duty stations within the United States and/or non- foreign OCONUS

areas like Hawaii or Puerto Rico (with exceptions)

6. When an employee at a CONUS PDS is assigned to a foreign PDS, then transferred back to a different

CONUS/non-foreign OCONUS PDS than the one from which they departed when transferred to the foreign

PDS, the employee may be eligible for reimbursement of expenses to sell the residence at the original CONUS

PDS from which they departed overseas.

7. There is no authority for reimbursement of expenses to travel to the old duty station to finalize real estate

transactions.

Time Limitations – How long do I have to buy/sell my home?

The settlement dates for the sale and/or purchase for which reimbursement is requested must not be later than one 

year after the date that you reported for duty at the new duty station. Upon your written request, the one-year time 

limitation may be extended by the commanding officer of the activity bearing the cost, or his/her designee for an

additional period of time not to exceed one additional year.

The written request should be submitted to the appropriate authority as soon as you become aware of the need for an

extension and must be before the expiration of the one-year limitation. An extension may be granted only if 

extenuating circumstances prevented the employee from completing the sale, purchase and/or lease termination 

transaction within the initial 1-year period and that the delayed transactions are reasonably related to the PCS. 

(CBCA 2092-Relo, 13 October2010) 

Time Limitations – How soon can I buy/sell my home?

The general rule is that you may be reimbursed for real estate expenses incurred before, and in anticipation of a 

transfer, if a clearly evident administrative intent to transfer you exists at the time the expenses are incurred. Due to

legal requirements, if the claimed expense was incurred before the travel authorization (DD 1614) was issued or 

transportation agreement (TA) signed, DFAS-Rome requires that a copy of written intent to transfer accompany the 

real estate claim, to authorize reimbursement (e.g., if you have been placed in the priority placement program, or 

you have formally accepted the offer to transfer). You must have a travel authorization (DD Form 1614) prior to 

submitting a claim for reimbursement of authorizedexpenses.
49

DoDCivilianRelocation

Travel Voucher Guide, October 2016

Ownership and Title/Lease requirements - The title to the residence at the old or new duty station must be in your 

name alone, or in the joint names of you and one or more dependents, or solely in the name of one or more

dependents. If the title is in your name and/or that of someone who is not your dependent only a partial 

reimbursement is given.

Title interest must have been acquired prior to the date you were first officially notified of the transfer. In cases where 

a divorce occurs prior to the settlement date of a real estate transaction, and the ex-spouse is on the title, generally a 

partial reimbursement is made. You are only reimbursed for expenses actually incurred and paid by you or a 

dependent. 

Reimbursement Limits - For employees whose effective date of transfer is on or after March 22, 1997, the following 

rates apply: In connection with the sale of the residence at the old PDS, reimbursement must not exceed 10 percent of 

the actual sale price. In connection with the purchase of a residence at the new PDS, reimbursement must not exceed 5 

percent of the purchaseprice.

Allowable Expenses for Sale of Residence

The following expenses are typically reimbursable when reasonable in amount and customarily paid by the seller in the 

locale where the property issituated:

1. Broker's fees or realtor commission

2. Other advertising and selling expenses (i.e., newspaper, bulletin board, multiple-listing services,etc.)

ONLY if not listed with a broker

3. Costs of title search, abstract prep, and legal fees for a title opinion/title insurance policy

4. Costs of preparing conveyances and other instruments/contracts

5. Related notary fees and recording fees

6. Costs of making surveys and/or preparing drawings or plats - only when required for financing purposes

7. Lender required inspections

8. Transfer taxes

9. Reasonable attorney fees

10. Charge for prepayment of a mortgage

Allowable Expenses for ResidencePurchase

The following expenses are typically reimbursable when reasonable in amount and customarily paid by the buyer inthe 

locale where the property issituated:

1. FHA or VA fee for the loan application

2. Loan origination fees (generally up to 1 percent of loan amount)

3. Credit report

4. Mortgage and transfer taxes

5. State revenue stamps

6. Mortgage title insurance policy paid for by the employee on a residence purchased by the employee for

the protection of, and required by, the lender

7. Expenses in connection with the construction of a residence that are comparable to purchasing an

existing residence

8. Lender's appraisal fee (only one is reimbursable)

9. Survey

10. Closing costs

11. Recording fees

12. Document preparation fees

13. Reasonable attorney fees

14. Expenses in connection with environmental testing and property inspection fees when required
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DoDCivilianRelocation

Travel Voucher Guide, October 2016

Expenses which are not reimbursable

1. Except as otherwise provided, the following items of expense are not reimbursable:

2. Owner's title insurance policy, "record title" insurance policy, mortgage insurance or insurance against loss

or damage of property, and optional insurance (except as in JTR Para 5912 4.a.9)

3. Tax service fee (charged to buyer to compute and prorate the tax obligation)

4. Interest on loans, points, and mortgage discounts or "rate buy downs"

5. Home owners warranty (ERA warranty, Blue Ribbon warranty)

6. Property taxes

7. Operating or maintenance costs

8. Cashier's check

9. Any fee, cost, charge, or expense determined to be part of the finance charge

10. Home improvements

11. VA funding fee

12. Buyer's expenses paid by the seller

13. Expenses that result from construction of a residence

14. Legal fees where sale is not consummated

15. Losses due to prices/market conditions at old/new duty station

Legal and HR must be involved in the review and approval of real estate claims.

DFAS recommends that a legal review memo, drafted by your command’s legal office, be enclosed with real

estate claim packages as it will often be required to verify local real estate legal requirements and customs 

Helpful Real EstateHints

You do not have to sell the residence at your old official station to be eligible for residence purchase transactions 

at your new officialstation.

When buying a home, ask your bank to itemize or spell out what is included in your "points" charges. Sometimes 

the charge for points includes an appraisal fee, legal fees for document preparation, and survey cost, each of which 

maybe reimbursable if listed as such. Points relating only to mortgage interest are not reimbursable.

A complete real estate sale/purchase contract, signed and dated by both the buyer and seller, is required. This is 

the very first document signed, the accepted purchase offer, and is usually signed with the real estate agent. We must 

have all pages, including any addendums. 

The real estate transaction settlement/closing disclosure statement, signed by the employee, is required. (Hud-1, 

ALTA, etc.) Most versions do not have a designated location for a signature. Sign and date it, anywhere.

Separate complete packages must be submitted for a sale and purchase of a residence. This means, you will submit 

all required documents for your sale in one submission (submit by fax, email, or TVD) with all required documents 

(1351- 2, orders, amendments, DD 1705, etc.). You will do the same for a purchase. Do not try to send these 

claims together. They are too large and involved and cannot be processed as one transaction. 
51

DD Form 1705 – Blocks 18, 19, and20 Voucher Guide, October2016

DoD Civilian Relocation Travel

All real estate sale and purchase claims require Form 1705 to be filled out by the employee or and signed by their

command as detailed below: 

All DFAS and DISA funded employees should submit their claims for review and signature on Form 1705 block 18/19 

and 20 by fax to 317-212-7369. POC phone number is 317-212-3254 or DSN (312) 699-3254. If you are unable to

submit a fax then DFAS and DISA funded employees may submit their claims by mailto:

DFAS INDIANAPOLIS CENTER ATTN: DFAS/HG, COL. 208BB PCS REALESTATE

8899 EAST 56TH STREET INDIANAPOLIS, IN 46249 

All Navy and Civilian Army funded employees should submit their claims for review and signature in block 18 or 19to

your designated agency or official.

For Sale of residence - The official designated to approve reasonableness of charges at the OLD DUTY STATION 

(generally a lawyer in the legal office or a personnel officer) must review and sign the DD Form 1705 in section IV,

block 18. In cases of base closure, ordinarily the nearest military installation reviews claims for reasonableness.

Note: All DFAS funded employees see directions above. 

For Purchase of residence - Submit to the Personnel office at your NEW DUTY STATION to be forwarded tothe 

official designated to approve reasonableness of charges. The official signs the DD Form 1705 in section IV, block19.

Note: All DFAS funded employees see directions above. 

BOTH sale and purchase of residence must be approved by the NEW DUTY STATION official designated to approve 

payment, by a signature on the DD Form 1705 in section IV, block 20.

The following guidelines may prove helpful when transferring expenses from the settlement statement to the DD Form

1705 Completion of this form is your responsibility. DFAS Customer Care Center cannot assist with the completion of 

this form. See your HR office and/or your legal office for additional assistance.

Part I:

Make sure employee information matches Form 1351-2. 

Part II:

Make sure transfer information matches the Form 1614 orders for the PCS relocation.

Part III:

Make sure residence information matches the settlement or closingstatement. 

Sign and date the certifying statement in Block 16 for Residence Sale.

Sign and date the certifying statement in Block 17 for ResidencePurchase.

Part IV

Approving official signature and date are required in Block 18a-c and 20a-c for Residence Sale.

Approving official signature and date is required in Block 19a-c and 20a-c for ResidencePurchase.

Part V

Transfer the expense items from your settlement/closing statement to the related allowable expense sectionsin Blocks 

21 – 26. For fastest processing, itemize the individual real estate expenses and provide their line items from the 

settlement statement, if possible. Note any reimbursable expenses paid outside of closing and not listed on the 

settlement states. Make sure that itemized, paid receipts are included for any real estate expenses that are not listed on 

the settlement/closing statement.
52

DoD CivilianRelocation 

Travel Voucher Guide, October 2016

For additional directions on how/where to submit, see pages 5-7 of this handbook.

Due to the file size of a Real Estate claim, Travel Voucher Direct is strongly encouraged. 

Real Estate VoucherSubmission

** Remember not submit the sale and the purchase together **

1. DD Form 1351-2 (Travel Voucher/Sub voucher)

Complete block 18 for either “Real Estate Sale” OR “Real Estate Purchase” in block 18 (Never both!)

All of block 20 must be completed in full – signatures anddates

2. DD Form 1614, Travel Authorization, including any amendments.

3. A DD Form 1705 properly completed for the Sale of Residence

**OR** A DD Form 1705 properly completed for the Purchase ofResidence

NEVER try to claim both the sale and the purchase on one DD Form 1705

4. A copy of the Closing Disclosure Statement/HUD-1. (Itemized list of charges for the sale or purchase of a

residence. This form requires the employee's signature anywhere on the form.

5. A complete copy of Sale and/or Purchase agreement. (Must have both the seller and buyer's signature.) This

is the form you sign with the real estate agent when the offer is made and accepted, including addendums

6. DFAS-Rome requires a copy of receipts for expenses paid in cash outside of closing. (i.e., application fee,

credit report, etc.)

How to complete Form 1351-2 for Real Estate Purchase or Sale

Blocks 1 – 11

Complete all Blocks as withall previous vouchers in this handbook 

*** Ensure your current address is provided witheach claim submission. ***

Block 12 – 17: Not required to be completed for Real Estate reimbursement claims

Block 18: Reimbursable Expenses:

a: List the real estate transaction closingdate

b: Specify Real Estate Sale or Real Estate Purchase (only one per voucher) 

c: List the total expense amount as approved on Form 1705 Block 20 

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it 

is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will 

be returned. A supervisor/reviewersignatureanddateare requiredforall claimssentto DFAS.

Signature date must be after 20B.

Block 21:Would be required for an “after the fact entitlement”, not typical for Real Estate claims

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement” e.g. Excess baggage

Blocks 23 – 28: These blocks are not used for Real Estate

Voucher submission for Real Estate
53

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Travel Voucher Guide, October 2016
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57

Frequently Asked Questions RealEstate DoD CivilianRelocation 

Travel Voucher Guide, October 2016

Must I sell a residence at the old official station to be eligible to purchase a residence at the new official station? 

No, you do not have to sell the residence at your old official station to be eligible for residence purchase transactions

at your new officialstation.

How long do I have to submit my claim for reimbursement of expenses incurred in connection with my residence

transactions?

Your claim for reimbursement should be submitted to your agency as soon as possible after the transaction occurred. 

However, the settlement dates for the sale and purchase or lease termination transactions for which reimbursement is 

requested must occur not later than one year after the day you report for duty at your new official station.

May the 1-year time limitation be extended by my agency?

An extension may be granted only if extenuating circumstances prevented the employee from completing the sale,

purchase and/or lease termination transaction within the initial 1-year period and that the delayed transactions are 

reasonably related to the PCS. (CBCA 2092-Relo, 13 October 2010) 

Will my agency reimburse me for losses due to market conditions or prices at the old and new official station? 

No, losses incurred due to market conditions or prices at your old and new duty station are not reimbursable when

incurred by you due to: 

(a) Failure to sell a residence at the old official station at the price asked, or at its current appraised value, or at its

original cost; or

(b) Failure to buy a dwelling at the new official station at a price comparable to the selling price of the residence at the

old official station; or

(c) Any losses that are similar in nature to (a) or (b).

What residence transaction expenses are reimbursable if an employee violates the terms of his/herservice

agreement?

If the employee violates his/her service agreement, no residence transaction expenses will be paid, and any amounts paid 

prior to such violation shall be a debt due the United States until they are paid by the employee.

Who can help me fill out the DD Form 1705?

Your HR office and/or your legal office should assist you with all aspects of your Real Estate claim, including your DD

Form 1705. The DFAS customer care center cannot assist with the proper completion of this form.
58

DoD CivilianRelocation 

Unexpired Lease Travel Voucher Guide, October 2016

Joint Travel Regulation - Chapter 5, Part B14 and B15

About Unexpired Lease PenaltyReimbursement

In lieu of real estate sale expenses at the old duty station, reimbursement is allowed for expenses associated with the

settlement of an unexpired lease on a place of residence. This reimbursement also applies to the lot on which a 

mobile home was located, as long as the mobile home was used as your residence.

The following limitations apply to Unexpired Lease and related reimbursements:

1. A transportation agreement is signed

2. The residence is defined as the residence from which the employee regularly commutes to and from work

3. The residence at the old PDS must be the employee's actual residence at the time he/she was first informed by

the appropriate authority that he/she was to be transferred to a new duty station

4. The settlement dates for the lease termination transaction are within the one-year time limitation

5. A PCS must authorized between two duty stations within the United States and/or non- foreign OCONUS

areas like Hawaii or Puerto Rico (with exceptions)

TimeLimitations

The settlement dates of the lease termination transaction for which reimbursement is requested must not be later than 

one year after the date that you reported for duty at the new duty station. Upon your written request, the one-yeartime 

limitation may be extended by the commanding officer of the activity bearing the cost, or his/her designee for an

additional period of time not to exceed an additional one year.

The written request should be submitted to the appropriate authority as soon as you become aware of the need for an

extension and must be before the expiration of the one-year limitation. An extension may be granted only if 

extenuating circumstances prevented the employee from completing the lease termination transaction within the initial 

1-year period and that the delayed transactions are reasonably related to the PCS. (CBCA 2092-Relo, 13 October2010)

The general rule is that you may be reimbursed for real estate expenses incurred before, and in anticipation of a 

transfer, if a clearly evident administrative intent to transfer you exists at the time the expenses are incurred. Due to 

legal requirements, if the claimed expense was incurred before the travel authorization was issued or transportation 

agreement signed, DFAS-Rome requires that a copy of written intent to transfer accompany the real estate claim, to 

authorize reimbursement (e.g., if you have been placed in the priority placement program, or you have formally 

accepted the offer to transfer). You must have a travel authorization (DD Form 1614) prior to submitting a claim for 

reimbursement of authorized expenses.

You must be able to show that the lease was signed before the date when you were first informed of your PCS.

You must also show that appropriate lease termination notice was given to the landlord promptly after you had definite 

knowledge of the proposed duty station transfer.

Lease requirements

The lease must be in your name alone, or in the joint names of you and one or more dependents, or solely in the name 

of one or more dependents. You are only reimbursed for expenses actually incurred and paid by you or a dependent. 

When you share a lease with someone else you will be reimbursed on a pro rata basis for that portion of the lease that 

you are responsible for.
59

Allowable Expenses for Settlement of Unexpired

Lease:

DoD Civilian Relocation 

Travel Voucher Guide, 2016

Become familiar with the provisions/requirements of your lease. 

Some examples of the expenses that maybe reimbursed for settling an unexpired lease are:

• Broker's fees for obtaining a sublease (not in excess of those customarily charged for comparable service).

• Charges for advertising an unexpired lease

• Penalties payable if the lease is terminated prior to the expiration date.

Itemization of these expenses is required with the total amount entered on the travel voucher. 

Each item of expense must be supported by documentation showing that the expense was incurred and paid by you. 

Voucher Submission for UnexpiredLease:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – Complete block 18 for UEL

All of block 20 must be completed in full

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. A copy of the lease explaining penalties or other costs payable if occupancy is terminated prior tothe

lease expiration date.

4. Documentation showing the extent of bona fide attempts made if the lease includes a saving provision

for subleasing or making other arrangements to avoid penalty costs.

5. Itemization and explanation necessary for clarification of penalty costs claimed for reimbursement and

paid receipts for each expense item. Examples of this would be: a letter from the landlord accepting the

terms to vacate; or a copy of the final ledger from the landlord or rental agent.

6. A copy of the employee's notification of the intent to vacate (provided to the Landlord/Rental Agency).

How to complete Form 1351-2 for Unexpired LeaseAllowance

Blocks 1 through 11: Complete all Blocks as withall previous vouchers in this handbook 

*** Ensure your current address is provided witheach claim submission. ***

Blocks 12 through 17: Notrequired to be completed for Unexpired Lease reimbursement claims

Block 18: a: List the date that lease termination expenses werepaid

b: List each lease termination expense separately

c: List the amount being claimed for each expense listed in Block 18b 

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even

if it is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will

be returned. A supervisor/reviewersignatureanddateare requiredfor all claimssentto DFAS.

Signature date must be after 20B.

Block 21: Would be required for an “after the fact entitlement”, not typical for UEL

claims Block 22: If block 21 is completed, block 22 would explain the “after the fact

entitlement” Blocks 23 – 28: These blocks are not used for Unexpired Lease
60

Relocation Services – Home Marketing Assistance

Joint Travel Regulation - Chapter 5, Part B15c 

There is a DoD contract with a private firm under which DoD components may offer relocation services to 

its designated employees. The services provided include, but are not limited to the following: 

1. Home-sale program

2. Home finding assistance

3. Home marketing assistance

4. Property management (PM)services

5. Mortgage finding assistance

The Guaranteed Home Sale program (#1 above) is not available for all employees. If your PCS travel authorization 

specifically authorizes use of the "home buy-out" or "relocation services" known as the Home Equity Act, it is inlieu 

of the PCS reimbursement allowances for sale transactions. The personnel office handles all aspects of these 

programs. 

NOTE: If the employee elects the HMIP (Home Sale Program) under the JTR Chapter 5, Part B Section15, 

reimbursement for real estate sale transaction, unexpired lease expense allowances, or propertymanagement (PM) 

services expenses are not authorized. 

The purpose of a home marketing incentive payment (HMIP) is to encourage you to independently and aggressively 

find a buyer for your residence, thereby reducing the Government's relocation costs. The authorizing/order-issuing

official determines when such a payment is authorized, in addition to the dollar amount authorized. The maximum

payment is $10,000. This payment is treated as taxable income, and taxes are withheld. 

There is no authority to pay WTA or a RIT allowance to offset the taxes incurred.

To qualify for a HMIP, an employee must:

1. Enroll in the home-sale program,

2. Market the residence independently,

3. Locate a buyer,

4. Transfer the residence to the relocation services company, and

5. Meet any additional conditions established by the DoD component.

The authorizing/order-issuing official must provide you with a signed source document with the 

computed payment for HMIP. There is an example form below that is recommended, but not official.

The document submitted for payment may be a locally developed form, or the one below, for attachment tothe 

travel claim. Agencies may assign personnel to administer the HMIPprocess and paperwork.
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The form at a minimum must contain the following information:

There is a template on the next page that is available for use

1. Employee's name (last, first, middle initial)

2. Employee's social security number

3. Employee's present position, title, grade

4. Current organization

5. Current duty phone number

6. Detailed computation of the HMIP clearly showing how the approved amount was compared to the

maximums per JTR, par. C5849, and determined to be the lesser of the following:

i) One to five percent of the price the relocation service company paid when it purchased the residence from

the employee, to include the approved percentage (1% to 5%) and the price the relocation company paid or

the buyout offer amount on the residence $10,000

ii) One half of the savings realized from the reduced fee/expenses paid as a result of the employee finding a

bona fide buyer and the sale is closed, to include the percentages relative to the relocation company's

service costs.

7. Authorizing/order-issuing official's signature

8. Traveler's signature

Note: The Relocation Services Company must complete the amended sale transaction and submit the employee's

real estate invoice for payment before the HMIP computation can be computed. If no savings are realized, a home

marketing incentive may not be paid.

How to complete Form 1351-2 for Home Marketing IncentivePayment

Blocks 1 through 11: Complete all Blocks as withall previous vouchers in this handbook 

** Ensure your current address is provided witheach claim submission. **

Blocks 12 through 17: Notrequired to be completed for this claim

Block 18: a: List the date of the approval for HMIP as computed by the authorizing agency

b: List HMIP

c: List the amount being claimed forHMIP

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it 

is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date.

All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned. A 

supervisor/reviewersignatureanddateare requiredfor all claimssentto DFAS.

Signaturedate must be after 20B.

Block 21– Block29:Not required on a HMIP claims

Voucher submission for Home Marketing IncentivePayment:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – Complete block 18 for HMIP

All of block 20 must be completed in full

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. A copy of the approved document for HMIP (as described above, which may vary by agency).
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Property Management Services

Joint Travel Regulation Chapter 5, Part B15b 

About Property Management ServicesReimbursement

The purpose of the property management allowance is to reduce the government’s relocation costs by using property

management service in lieu of allowances for the sale of an employee’s residence; and to relieve an employee transferred

to an OCONUS duty station from the cost of maintaining a home in CONUS during their overseas tour of duty. 

The following limitations apply: 

• A new service agreement has been signed by the employee

• The residence at the old PDS must be the employee's actual residence at the time he/she wasfirst

definitely informed by the appropriate authority that he/she was to be transferred to a new duty

station

• The employee and/or a dependent must hold the title to the residence

• Transfer must be in the government interest to a foreign PDS; or

• When an employee at a CONUS PDS is assigned to a foreign PDS, then transferred back to a different

CONUS/non-foreign OCONUS PDS than the one from which they departed when transferred to the

foreign PDS, and is eligible for reimbursement of expenses to sell the residence at the original CONUS

PDS from which they departed overseas; or

• A PCS is authorized between two duty stations within the United States and/or non- foreignOCONUS

areas like Hawaii or Puerto Rico and is eligible to sell a residence with the government expense

reimbursement.

• A TCS is authorized (see JTR Chapter 5, Part B13)

• New Appointees are not eligible for this entitlement

• Transfers between foreign PDS are not eligible for this entitlement on any foreign residence, but may be

eligible for a continuation of previous property management allowance on CONUS residence that they

still maintain, in conjunction with a new service agreement.

Property Management Service Allowance Details

Property Management services may be obtained under DNRP contract http://www.nab.usace.army.mil/Home.aspx or the 

employee can procure the services of a rental agency or manager charging normal and customary property management 

fees NTE 10% of the month rental amount or for up to 10% of the established rental value of the property. 

The reimbursable services include: 

Obtaining a tenant

Negotiating a lease

Regular property inspection Maintenance and repair management Enforcement of lease terms 

Rent collection

Payment of mortgage and other property expenses from employee’s escrow funds 

Accounting and reporting services

Similar services related to propertymanagement.
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To ensure that payment for PM services continues after completing a tour of duty, the employee must sign

a new service agreement that includes PM services continuation. 

On form 1351-2 the property management time frame must be claimed in block 18, with dollar amounts 

broken out by month. See the example form 1351-2 at the end of this section.

PM services reimbursement cannot be claimed for future months even if payment is made in advance. Wait to 

submit the claim for reimbursement until after the month has passed.

PM services are offered in lieu of home sale expense reimbursement and any PM service reimbursement 

will be deducted from the total reimbursement allowance for a home sale if the home is later sold. 

A copy of property/rental management services contract is required to show the duration and terms of the 

property management.

Proof of payment is required for the months being claimed (i.e. canceled checks, paid invoice, etc.).

Voucher Submission for Property Management Service:

For directions on how/where to submit, see pages 5-7 of this handbook.

1) DD Form 1351-2 (Travel Voucher/Sub voucher) – Complete block 18 for PMS

All of block 20 must be completed in full

2) DD Form 1614, Travel Authorization, including any and all amendments/pages.

3) A copy of property/rental management services contract to show the duration and terms of the property

management.

4) Proof of payment is required for the months being claimed (i.e. canceled checks, paid invoice, etc.).

How to complete Form 1351-2 for Property ManagementServices

Blocks 1 through 11: Complete all Blocks as withall previous vouchers in this handbook 

*** Ensure your current address is provided witheach claim submission. *** Blocks

12 through 17: Notrequired to be completed for Property Management claims Block

18: a: List the month and year being claimed for property management

b: List ‘property management service’

c: List the amount being claimed for each month listed in Block 18a&b 

Block 19: Not required for Civilian PCS travel.

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it 

is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date.

All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned.

A supervisor/reviewersignatureanddate are requiredfor all claimssentto DFAS.

Signature date must be after 20B.

Block 21– Block29: Not required on a Property Management Services
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Relocation Income Tax Allowance (RITA)

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You may also have to pay state and local taxes applicable to the old and new permanent duty stations. To offset 

this additional tax burden, you may be able to apply for a RITA. RITA is designed to reimburse you for much of 

the additional federal, state, and local income taxes paid because of the relocation.

RITA is not automatic, you must apply for it.

One (or more) Civilian Relocation Travel W-2’s showing travel entitlement income disbursed to you by DFAS, 

along with the taxes withheld, will be issued in January. You must include your Civilian Relocation Travel W-2’s

as taxable income on your IRS Form 1040 in order to be eligible for a RITA. Failure to include all W-2’s when

filing your taxes can result in a significant fine by the IRS. You will not receive any W-2’s until January. Since

a RITA submission requires these documents, a RITA will never be filed until the calendar year following 

reimbursement. For example, you will file your 2015 taxes with the IRS in 2016. Likewise, you will file your 

2015 RITA with DFAS in 2016, utilizing the same W-2’s.

Due to regulatory changes there will be two different documentation requirements 

when submitting a RITA claim, based on the report date to your new duty location.

For employees who reported to their new duty location on or after January 1, 2015 the RITA calculation will be based 

on taxable income from your Federal Income Tax Return (Form 1040) and the IRS published tax tables.

For employees who relocated prior to January 1, 2015, the RITA calculation will be based 

on your earned income amount and the GSA published tax tables.

When you relocate, most entitlements received are reported as taxable 

income to the Internal Revenue Service (IRS). DFAS is required to 

withhold the following taxes from your settlement.
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If you received a Withholding Tax Allowance (WTA) entitlement, you must submit a RITA claim the following 

calendar year. The WTA entitlement is treated similar to an estimated advance of the RITA entitlement. When 

we calculate your RITA claim, the WTA will be subtracted, potentially creating a $ 0.00 RITA or even a debt. 

You should be prepared for this possibility if you utilize WTA. Read about WTA on page 12 – 14. 

RITA is a taxable entitlement and you will receive another W-2 for this payment. If the only payment you received 

in a single tax year was a RITA payment, then you are not entitled to file a RITA on that RITApayment.

However, as always, all W-2’s must be included when submitting your income taxes to the IRS. 

Keep in mind; you may be entitled to more than one RITA if your travel reimbursement claim submissions are 

spread over more than one calendar year. For example, if you receive reimbursement for the sale of your residence at 

the old location in 2015 and are reimbursed for the purchase of a new residence at the new duty station in 2016 you 

would be eligible to file both a 2015 RITA and a 2016 RITA. However, the portion of your W-2 that is for your 

2015 RITA will not be included in calculating the 2016 RITA. A separate RITA claim is required for: 

• Each relocation travel order (when multiple moves are involved)

• Each tax year taxable entitlements were paid

Again, due to recent regulatory changes there are two different documentation requirementswhen

submitting a RITA claim, based on the report date to your new duty location.

For help with the RITA Certification form, see your HR and/or your accountant/financial advisor. DFAS

cannot assist you in completing thisform.

If DFAS Rome was not the paying office for your relocation entitlements, submit to the 

office that processed your relocation claim and issued the W-2 for the claims.

Most RITAclaims submitted at this time will follow this process.

Report date on or after January 1,2015

Those who reported to their new duty location on or after January 1, 2015 must absolutely file their income taxes

prior to submitting a RITA claim. This will be the large majority of travelers. RITA calculation will be basedon 

taxable income from Federal Income Tax Returns (Form 1040) and the IRS published tax tables. Again, income 

taxes absolutely must be filed first, and all travel income must be included in order to qualify for a RITA.

Voucher Submission: (report date on or after January 1, 2015)

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) - a new one is required, do not use one from a prior claim

Must claim “20XX RITA” in block 18B (Year must match W-2’s, for example, 2015 for 2015 Tax Year)

No entry is needed in blocks 18A (date) or 18C (amount) or 18D (allowed)

All of block 20 must be completed in full (Your signature and date, and your reviewer’s signature and date)

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. RITA Status Certification Form - Reported to Duty After 1/1/2015"

4. Current Electronic Funds Transfer (EFT) information (SF 1199A)

5. All W-2s (travel and payroll), including spouse's if filing jointly, for the year you are claiming RITA

6. Completed Federal income tax return (Form 1040) for the year you are claiming RITA

Form 1040 must be signed and dated by employee and, if married filing joint, also the spouse) 
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Report date prior to January 1, 2015

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For those who reported to their new duty location prior to January 1, 2015, the RITA calculation will bebased

on their earned income amount and the GSA published tax tables. The tax tables are typically released inthe 

spring. We cannot process these claims until we receive them, regardless of which tax year is beingclaimed.

 Do not wait to file your income taxes. You can submit your RITA; just know that payment will be delayed. Please 

watch the DFAS website for updates. The following documents are required: 

Voucher Submission (report date prior to January 1, 2015)

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub Voucher) - a new one is required, do not use one from a prior claim

Must claim “20XX RITA” in block 18B (Year must match W-2’s, for example, 2014 for 2014 Tax Year) 

No entry is needed in blocks 18A (date) or 18C (amount) 

All of block 20 must be completed in full (Your signature & date and your reviewer’s signature &date)

2. DD Form 1614, Travel Authorization, including any and all amendments

3. RITA Status Certification Form - Reported to Duty Before 1/1/2015"

Using the amounts in block 1 of your W-2’s - Add all W-2’s together (travel and payroll).

4. Current Electronic Funds Transfer (EFT) Information (SF 1199)

5. All W-2s (travel and payroll), including spouse's if filing jointly, for the year you are claiming RITA

6. Form 1099-R for military retirement non-disability ONLY, if applicable

7. Schedule SE - Self Employment Tax, if applicable

How to complete Form 1351-2 for RITA

Blocks 1 through 11: Complete all Blocks as withall previous vouchers in this handbook 

*** Ensure your current address is provided witheach claim submission. ***

Blocks 12 through 17: Notrequired to be completed for RITA claims

Block 18: Reimbursable – In block 18B indicate “20XX RITA” (Year claimed must match the year on your W-2’s) 

If your W2s are for 2015 tax year, Block 18B will state “2015 RITA” - Leave 18A, 18C, and 18Dblank.

Block 19: Not needed for RITA

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it 

is in your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date.

All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned.

A supervisor/reviewersignatureanddate are requiredfor all claimssentto DFAS.

Signature date must be after 20B.

Block 21– Block29: Not required on a RITA Claim
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Add block 1 of all W-2’s
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Renewal Agreement Travel (RAT)

Joint Travel Regulation (JTR), Chapter 5, Part B, Section A10

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An employee and eligible accompanying dependents may receive travel and transportation allowances for 

returning home between OCONUS tours ofduty.

To be eligible for these allowances prior to departure from the OCONUS PDS, an employee must:

1. Have satisfactorily completed the prescribed tour of duty

2. Have entered into a new written agreement for another tour of duty at an OCONUS PDS; (the new agreement covers

cost incident to travel to the employee's actual residence or alternate location, return and any additional cost paid by

the government as a result of the employee's transfer to another OCONUS PDS at the time of the tourRAT)

3. (For Hawaii or Alaska) be eligible under JTR, Ch. 5. (When Alaska and Hawaii are involved, the return must be to

a PDS in the same state as the PDS at which the employee served immediately prior toRAT.)

Eligible employee and dependents are authorized transportation (including to from common carrier terminals) tothe 

employee's actual residence at the time of the assignment to the OCONUSPDS.

Employee may travel alone or with dependents. Dependents may travel unaccompanied but cannot perform round trip 

travel under renewal agreement authority if the employee does not perform (or has already performed) authorized RAT.

Unaccompanied dependents must not be allowed to start RAT beyond 6 months after the date the employee begins 

travel, except for teachers (JTR, Ch. 5).

Per diem is authorized for the employee during the allowable RAT travel periods between the OCONUS PDS and the 

authorized RAT destination. No per diem is authorized for the employee's dependents incident to RAT whenthe 

employee returns to the same OCONUS PDS for duty. However, when the employee is to report to a different 

OCONUS PDS for duty, after leave, per diem is allowable for dependents while En Route. Per diem in this situation 

will be limited to the constructed time by the usual transportation mode and route directly between old and new 

OCONUS duty stations.

Voucher submissions for RAT:

For directions on how/where to submit, see pages 5-7 of this handbook.

1. DD Form 1351-2 (Travel Voucher/Sub voucher) – All of block 20 must be completed in full

2. DD Form 1614, Travel Authorization, including any and all amendments/pages.

3. Itinerary of air schedule to include the transportation cost, receipt. (see notes)

*Note* When RAT travel is performed to an “alternate location” and/or when a traveler did not use SATO/CTO

to book airfare, DFAS must utilize city pairs for a cost construct. Many times, airfare is not fully reimbursed for

RAT travel as a result of these variations.

4. Receipt for any taxi or transportation expense to/from the airport, of $75 or more

5. Receipt for any postage claimed, with the weight indicated (limited to 100lbs eachway)

6. Receipt for any excess baggage, limited to 100 lbs. or 2 bags each way, per person

**Note** If you are DODEA, you must submit your complete claim to

hqpcsratvouchers@hq.dodea.edu.

If you do not submit your claim to DODEA HQ, DFAS will return your claim, unpaid.
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How to complete Form 1351-2 forRAT

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Travel Guide, October 2016 Version

Block 1: PAYMENT

Electronic Funds Transfer (EFT) is mandatory absent a waiver from your agency. You may submit a SF 1199, DD 2762, or other 

documentation as long as it contains the following to ensure payment is properly transferred to your account:

•The Traveler's name, SSN andaddress

•The routing number and account number

•Whether the account is Checking or Savings

SPLIT DISBURSEMENT: When you would like funds applied directly to your government travel card, place an “x” in the 

block requesting it and indicate the dollar amount to be sent. If reimbursement is less than the amount requested, then the whole 

reimbursement would be sent to the Government Travel Card, regardless of which items were or were not paid. 

Block 2: Name: Last name, first name, and middle initial of Employee.

Block 3: Grade of the Employee.

Block 4: Social Security Number of Employee – full 9 digits

Block 5: Indicate “PCS” and “Member/Employee” if only the employee travel is being claimed

Indicate “PCS” and “Dependent(s) if only the Dependents travel is being claimed

Indicate “PCS”, Member/Employee” and “Dependent(s)” if claiming travel for both the employee and one or more dependents 

Block 6a-6d: Valid mailingaddress

Block 6e: Valid and legible e-mail address (Extremely Important!)

Block 7: Daytime telephone number in the event DFAS should need to make contact (we will typically use your email)

Block 8: Order/Authorization number which is listed on the original orders (See DD Form1614 Block 25) 

Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being claimed.

List “0.00” if you have not received any payments and “?” if you are note certain.

Block 10: This block may be used to make a note for the examiner, to explain something, if applicable (e.g. Supplementalfor ” 

Block 11: Employee’s new duty station address (See DD Form1614 Block 8).

Block 12: Complete for all dependents traveling/being claimed (do not list them if you are not claiming reimbursement for them)

*** Note: Mark “accompanied” if you and your dependents traveled together, mark “unaccompanied” if you and your 

dependent(s) did not travel together. If the employee travels separately, we will require a separate 1351-2 for each itinerary.

Block 12a: List the last name, first name, and middle initial your dependent(s) 

Block 12b: Enter “spouse”, “son”, “daughter”,etc.

Block 12c: List the date of marriage for spouse and the birthday’s for all other travelers

Block 13: List the address where dependents were residing at the time PCS orders were received (where they came from)

Block 14: Indicate whether household goods have been shipped. 

Block 15: Itinerary

Block 15a: Date: List the year the travel was conducted at the very top of 15A, on the line in the box with theword “date”.

In the boxes below, next to “DEP” and “ARR” list the month and day of departure and arrival (e.g., 05/15). 

Block 15b: Place: Enter a specific location such as a City and State, a Fort, or a Country – do not enter “HOR” or “Hotel”

Block 15c: Mode of Travel – See 2 letter codes on page 2 of 1351-2 : for example, PA = Personal Auto, CP = CommercialPlane 

Block 15d: Reason for Stop – See 2 letter codes on page 2 of the 1351-2 : for example, LV = Leave AD = Authorized Delay(an 

overnight stop) AT = Awaiting Transportation (brief, such as at an airport, not an overnight stop) MC = Mission Complete

Block 15f: IF PA is in block 15C and block 16 is checked own/operate, then indicate any POCmiles

Block 16: POC Mileage – Own/Operate must be checked to be reimbursed formileage

Block 17: Duration of Travel from beginning to end (MissionComplete)

Block 18: List any reimbursable expenses such as excess baggage, airfare, postage, etc.

Block 19: Not used for RAT Travel

Block 20a&b: Signature of traveler and date the voucher was signed. Do not forget the date in block 20B, even if it is in

your digital signature. Signature date must be after final date claimed.

Block 20c-f:Reviewer’s signature and date. All parts (20c, 20d, 20e, & 20f) must be completed or voucher will be returned.

A supervisor/reviewersignatureand dateare requiredfor all claimssentto DFAS.Signature date must be after 20B. 

Block 21:Would be required for an “after the fact entitlement”, such as excess baggage 

Block 22: If block 21 is completed, block 22 would explain the “after the fact entitlement” e.g. Excess baggage 

Blocks 23 – 28: These blocks are not used for RAT Travel
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Frequently Asked Questions:

What do I need for my airfare to be reimbursed?

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a. Airfare must be claimed in block 18 of the 1351-2

b. Flight itinerary and paid in full airfare receipts are required (should book thru CTO/TMC/SATO)

c. Individually Billed Account (IBA) must be authorized on the orders with the exception

of DoDEA/DoDDS employees.

d. DoDEA/DoDDS employees must refer to current command guidance for airfare reimbursement

I am authorized to travel to an alternate destination. Will I still be paid for my airfare in full?

Transportation to an alternate destination in CONUS is possible if listed on the orders. If traveler does not go to

HOR (Home of Record), reimbursement is limited to the Gov’t cost to the HOR. DFAS will pay the actual

expense or the city pair rate to the HOR, whichever isless.

My spouse and children are traveling a few weeks earlier than I am. Is that ok?

Dependents can travel separately, but travel must be completed within 6 months of employee’s startdate.

I am too busy at work to travel, but my spouse and children want to perform RAT travel. Are they

eligible if I stay OCONUS?

No, they are not. An employee must perform RAT for dependent’s travel to be reimbursable.

What do I need to be paid for my Excess/Accompanied Baggage?

1 - Excess Baggage must be authorized on the orders or by the Approving Official 

2 – Excess Baggage must be claimed in block 18 of the 1351-2 

3 – Paid receipts are required.

* Note* The weight of baggage needs to be listed on receipts or a signed statement certifying the weight of the

bag(s) must be provided. Excess Baggage is limited to 100 lbs. per person, each way

What do I need to be paid for my Postage/Unaccompanied Baggage?

1 - Postage/Unaccompanied Baggage must be claimed on the 1351-2 

2 - Weight of postage/unaccompanied baggage needs to be listed on receipts or a signed statement certifying 

the weight of the package(s) must be provided - Limited to 100 lbs. per person each way

I am a DODEA traveler and my orders do not state IBA, what do I do?

All DODEA travelers must submit claims to HQ DoDEA. HQ DoDEA will be aware of the requirements to 

have your airfare paid if you are missing IBA authorization. Submit your completed claim to 

hqpcsratvouchers@hq.dodea.edu for signatures and guidance. (The Approving Official (AO) must complete 

block 21 and 22. The statement in block 22 must read: "Airfare was personally procured and not billed to the 

CBA”. HQ DoDEA must submit claim in pay ready status.

Am I authorized per diem? Are my dependents?

Only the Employee will be authorized per diem. Dependents do not receive per diem, unless it is RAT in

conjunction with a PCS to a new location. 
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How to submit a Supplemental Claim

What do I do when I think I have been paid 

incorrectly?

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Travel Guide, October 2016 Version

If you think an error and/or omission has been made in the payment of a travel voucher, see your Human Resource 

Office (HR). They should always be your first stop to resolve any questions on your voucher. 

What do I do when an error or omission has occurred? For example, I was partially paid, but failed to include

my paid in full lodgingreceipt.

When an error or omission has occurred, you must submit a supplemental claim to DFAS through your local reviewing 

official.

How do I prepare a supplemental claim?

You will make all required corrections and resubmit the entire package to processing with:

1 – Your corrected DD Form1351-2 marked “Supplemental For ." Provide an explanation of what

you’re supplemental is for, such as “Supplemental for lodging” Block 10D (Computations) is usually a good place to

indicate this. Some like to also note it in the margins. Your voucher should match your original submission except for:

• Any corrections that needed to be made

• The indication of “Supplemental for " in block 10D of your 1351-2 

• New signature and dates in blocks 20A – 20B of your 1351-2

• New signature and dates in blocks 20C – 20F of your 1351-2

2 – Complete copy of all orders and anyamendments/memo’s

3 - A copy of all supporting documentation applicable to the supplemental claim.

4 - A copy of the Advice of Payment for the original payment made on the voucher in question. 
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Travel Voucher Guide

On behalf of DFAS, thank you for taking the time to carefully review

this handbook.

We hope that it has assisted you with all of your submissions, and 

that your reimbursement will go smoothly as a result of your time 

and efforts.

Congratulations on your new position, and thank you for your 

service.

Feel free to let us know how we are doing.

Make us aware of any discrepancies identified within any of our 

sources. While we do the best we can to provide you with accurate 

and detailed assistance, a Civilian Relocation Travel can be a 

frustrating and complicated process.

While it is always the responsibility of your agency to assist you with 

submitting your claims, we are hopeful that the tools we have 

provided will also be a great deal of help for you and your agency 

alike.