Defense Travel System - S-1 Procedural Overview

Role and responsibility

The Lead Defense Travel Administrator (LDTA) runs the unit DTS program per MCO 4650.39AMCO 4650.39A Chapter 1, paragraph 2 (Lead Defense Travel Administrator). The Organization Defense Travel Administrator (ODTA) runs the unit-level execution per Chapter 1, paragraph 3 (Organization Defense Travel Administrator). The Finance Defense Travel Administrator (FDTA) runs financial reconciliation per Chapter 1, paragraph 4 (Finance Defense Travel Administrator). The Authorizing Official (AO) approves authorizations and vouchers per Chapter 1, paragraph 5 (Travelers and AOs) and certifies under Title 31 U.S.C. The Non-DTS Entry Agent (NDEA) builds documents on behalf of travelers without DTS access. The Routing Official (RO) reviews authorizations and vouchers in routing. The Debt Management Monitor (DMM) reconciles travel debt per Chapter 6, paragraph 6 and Chapter 9. The Post Payment Review Official (PPRO) runs post-payment audit. The Budget Defense Travel Administrator (BDTA) maintains funding lines.

Source documents flow from the DD Form 577 appointment file per paragraph 4.b.(6)(b), the by-name waiver letters per paragraph 4.c, the DTS profile per Chapter 3, the authorization and voucher per Chapter 1 paragraph 5, the routing list per Chapter 1 paragraph 3.d, the reports pulled from DTS per Chapter 6, the debt management actions per Chapter 9, and the GTCC reconciliation per MCO 4600.40CMCO 4600.40C. DTS outputs include the obligated authorization, the funded voucher, the split disbursement to the GTCC vendor, the reconciled reports, the cleared debt, and the IGMC inspection audit trail.

Per MCO 4650.39A paragraph 4.a (Commander's Intent), DTS is the single, paperless travel management system across DoD. Per paragraph 4.b (Subordinate Element Missions), the order assigns responsibility to DC M&RA, MI Division, MIF Travel Management Section, MARFOR commands, unit commanders, LDTAs, ODTAs, FDTAs, and travelers. Per paragraph 5 (Administration and Logistics), records, privacy, and forms management flow per the parent policies. The Marine Corps order operationalizes DODFMR Vol 9DODFMR Vol 9 travel policy and the DoD DTS Regulations at the Marine Corps level.

Sub-pages in this category

• Appointments and DD Form 577. Chapter 1 paragraphs 2-4, paragraph 4.b.(6)(b), Chapter 2 sections 2-3, Chapter 11 paragraph 2.
• Authorizations and Orders Creation. Chapter 1 paragraph 3.d (Routing Lists), Chapter 1 paragraph 5 (Authorizations).
• Check-In Check-Out and Profile Management. Chapter 3 paragraph 3, paragraph 4.b.(6)(d).
• Debt Management and Collection. Chapter 6 paragraph 6, Chapter 9.
• GTCC Integration. MCO 4600.40C, DODI 5154.31 Vol 4, split disbursement rules.
• Reports and Reconciliation. Chapter 6 paragraphs 1-5 (Complete Traveler Information List, Unsubmitted Voucher Report, Approved Status Report, Debt Management Report).
• Training and Certifying Officer Legislation. Chapter 2 paragraph 3, DoD DTS Regulations paragraphs 030301.B and 030302.D.
• Vouchers and Post Payment Review. Chapter 1 paragraph 5.a.(2)(d), 5.b, 11.d.

Trigger events

• New unit standup requires LDTA, ODTA, FDTA appointment cycle.
• Inbound traveler check-in opens a DTS profile action.
• Traveler returns from TDY triggering the 5-business-day voucher window.
• Monthly Complete Traveler Information List reconciliation cycle opens.
• Weekly Unsubmitted Voucher Report and Debt Management Report cycle opens.
• Bi-weekly Approved Status Report cycle opens.
• Annual Certifying Officer Legislation refresh window arrives.
• Change of command triggers DD Form 577 refresh and routing list maintenance.
• IGMC Defense Travel System FA inspection notice arrives.

Processing workflow

1. Appoint DTAs and AOs. Per MCO 4650.39AMCO 4650.39A Chapter 1 paragraphs 2-4 and paragraph 4.b.(6)(b), appoint LDTA, ODTA, FDTA, BDTA, AO, NDEA, RO, DMM, and PPRO using DD Form 577.
2. Process waiver letters. Per paragraph 4.c, the first O-6 or GS-15 in the supervisory chain signs by-name waiver letters for AOs below SNCO or GS-7 grade and for LDTAs or ODTAs placed in routing lists.
3. Run training. Per Chapter 2 paragraph 3, AOs and LDTAs complete Certifying Officer Legislation (COL) initial training before appointment and refresher annually. Travelers and NDEAs train every three years.
4. Maintain profiles and run check-in / check-out. Per Chapter 3 paragraph 3 and paragraph 4.b.(6)(d), the ODTA opens, transfers, and closes DTS profiles. Verify no outstanding advances, unsettled authorizations, vouchers, or debt before transfer or separation.
5. Build authorizations. Per Chapter 1 paragraph 3.d, the ODTA inserts the AO and RO into the routing list. The traveler signs the authorization. The AO approves. The system obligates funds.
6. Submit and route vouchers. Per Chapter 1 paragraph 5.a.(2)(d) and paragraph 11.d, the traveler signs the voucher within 5 business days of return. Per paragraph 5.b, the voucher routes to Disbursing or Finance within 3 business days after the traveler signs.
7. Reconcile reports. Per Chapter 6, the LDTA reconciles the Complete Traveler Information List monthly. The ODTA reconciles the Unsubmitted Voucher Report weekly. The FDTA reconciles the Approved Status Report bi-weekly. The DMM reconciles the Debt Management Report weekly.
8. Run debt management. Per Chapter 6 paragraph 6 and Chapter 9, the DMM resolves travel-incurred debt with traveler contact, payroll collection, out-of-service debt action, and waiver processing per the DTMO Guide to Managing Travel-Incurred Debt.
9. Coordinate GTCC. Per MCO 4600.40CMCO 4600.40C and DODI 5154.31 Vol 4DODI 5154.31, the APC and the ODTA align card use, split disbursement, and delinquency action.
10. Apply records and privacy rules. Per MCO 5210.11FMCO 5210.11F retain DD Form 577 for 10 years. Per SECNAVINST 5211.5FSECNAVINST 5211.5F and 5 USC 552a5 USC 552a, handle traveler PII per the privacy rules.

Systems of record and forms

Systems

• Defense Travel System (DTS). Single, paperless DoD travel management system.
• DTS Reports module. Complete Traveler Information List, Unsubmitted Voucher Report, Approved Status Report, Debt Management Report, Route Status Report.
• Defense Finance and Accounting Service (DFAS). Receives AO DD Form 577 submissions per Chapter 1 paragraph 2.c.
• Government Travel Charge Card (GTCC) vendor portal. Citibank or successor.
• Marine Corps Total Force System (MCTFS). Source of unit roster and EFT data.
• Marine Online (MOL). Surfaces travel orders and voucher status to the traveler.

Forms

• DD Form 577 Appointment / Termination Record - Authorized Signature. Used for every DTA, AO, RO, DMM, NDEA, PPRO appointment per paragraph 4.b.(6)(b).
• DD Form 1351-2 Travel Voucher or Subvoucher. Source document for non-DTS or special cases.
• By-Name Waiver Letter per paragraph 4.c.
• Read Only Access (ROA) Request per Chapter 2 paragraph 2.l. Authorized for two years.
• Assumption of Command Letter and Delegation of Authority documents. Required by Chapter 11 paragraph 2.

Common pitfalls

• Pen change on DD Form 577. Per Chapter 11 paragraph 2.a and Chapter 2 sections 2-3, pen changes are not authorized. Cut a new digitally signed form on every change.
• Voucher submission past 5 business days. Per Chapter 1 paragraph 5.a.(2)(d) and 11.d, the voucher signs within 5 business days of return. Late submission triggers IGMC finding.
• Voucher routing past 3 business days. Per Chapter 1 paragraph 5.b, the voucher routes to Disbursing or Finance within 3 business days after the traveler signs.
• Routing list missing AO or RO. Per Chapter 1 paragraph 3.d, the ODTA inserts AO and RO into the routing list. Reconciliation runs monthly during the Complete Traveler Information List review.
• Training expired. Per Chapter 2 paragraph 3, COL refresher closes by the end of the calendar year. Remove permissions for non-compliant personnel.
• Separation of duties broken. Per Chapter 1 and Chapter 2 paragraph 2, one person holds one role. The LDTA reconciles permissions monthly to hold separation.
• GTCC delinquency outside the DTS view. The ODTA and the APC coordinate. Without coordination, the unit misses the delinquency window.
• TDY destination set to the surrounding city or town instead of the installation. Per MARADMIN 234/26MARADMIN 234/26 paragraph 4 effective 25 May 2026, the AO sets the destination to the installation when applicable. A city-level destination misroutes DTS lodging search away from Marine Lodges and Inns of the Corps.
• Off-base lodging at a Marine Corps installation with no certificate of non-availability. Per MARADMIN 234/26 paragraphs 5 and 6, the AO issues a certificate only when accommodations are unavailable. Reimbursement caps at the official lodging rate.
• Privacy Act breach. Per SECNAVINST 5211.5FSECNAVINST 5211.5F and 5 USC 552a5 USC 552a, traveler PII transmitted outside DTS follows privacy rules.

Decision points

• AO grade below SNCO or GS-7. Per paragraph 4.c, the first O-6 or GS-15 in the supervisory chain signs a by-name waiver letter. Without the waiver, the appointment fails inspection.
• LDTA or ODTA in the routing list. Per paragraph 4.c, the same waiver rule applies. Cut the waiver before placing the DTA in the routing list.
• NDEA versus traveler self-entry. The ODTA assigns NDEA when the traveler lacks DTS access. The NDEA builds the authorization. The traveler signs.
• Split disbursement percentage. Per MCO 4600.40CMCO 4600.40C and DODI 5154.31 Vol 4DODI 5154.31, split disbursement to the GTCC vendor is required on all GTCC charges. Default 100 percent of GTCC charges to the vendor.
• Out-of-service debt. Per Chapter 9, the DMM elevates uncollectible debt to the out-of-service debt process. The traveler's separation status drives the route.

Authority

This category sits under MCO 4650.39AMCO 4650.39A Defense Travel System. DODFMR Vol 9DODFMR Vol 9 sets parent DoD travel policy. The Joint Travel RegulationsJTR implement traveler-level entitlements. The DoD DTS Regulations set system-of-record rules. DoD FMR Vol 5 covers disbursing policy and certifying officer responsibilities. DODI 5154.31 Vol 4DODI 5154.31 sets GTCC policy at the DoD level. MCO 4600.40CMCO 4600.40C operationalizes GTCC at the Marine Corps level. DoD 4500.9-R covers defense transportation. SECNAV M-5216.5 Chapter 2 sets naval correspondence format for waiver letters. MCO 5210.11FMCO 5210.11F covers records retention. SECNAVINST 5211.5FSECNAVINST 5211.5F and 5 USC 552a5 USC 552a cover privacy. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D. The processing workflow maps to NAVMC 3500.3E T-R event 0102-OPER-2002. The IGMC Defense Travel System FA checklist provides the audit baseline.

Related references

• MCO 4650.39A Chapters 1-11. Authoritative DTS rules.
• DODFMR Vol 9. Parent DoD travel policy.
• Joint Travel Regulations. Traveler-level entitlements.
• DoD DTS Regulations. System-of-record rules.
• DoD FMR Vol 5. Disbursing and certifying officer policy.
• DODI 5154.31 Vol 4 and MCO 4600.40C. GTCC framework.
• DoD 4500.9-R. Defense transportation.
• SECNAV M-5216.5 Chapter 2. Naval correspondence format.
• MCO 5210.11F. Records retention.
• SECNAVINST 5211.5F and 5 USC 552a. Privacy Act.
• MCO 5000.14D. S-1 responsibilities.
• NAVMC 3500.3E. T-R event 0102-OPER-2002.
• IGMC FA Checklist 4650.39. Defense Travel System inspection baseline.