Travel Entitlements and Mileage Claims - S-1 Procedural Overview

Role and responsibility

The IPAC pay clerk and the disbursing technician process Marine traveler entitlements and travel claims per DoDFMR Vol 9DODFMR Vol 9 and the Joint Travel RegulationsJTR. The S-1 chief audits travel actions against entitlement framework. The S-1 officer signs by direction on routine travel routing. The unit Authorizing Official (AO) inside DTS approves travel authorizations and certifies vouchers per MCO 4650.39AMCO 4650.39A. The disbursing officer disburses per DoDFMR Vol 5 and processes travel claims per Vol 9 Chapter 8.

Source documents flow from the travel orders (TDY, PCS, evacuation), the JTR entitlement framework, the DTS authorization, the travel advance request, the travel voucher per Vol 9 Chapter 8, the GTCC charges per MCO 4600.40CMCO 4600.40C, the supporting receipts, and the prior MCTFS pay history. Travel outputs include the executed DTS authorization with funded line of accounting, the disbursed travel advance when applicable, the processed travel claim, the GTCC split disbursement, the verified LES, the audit trail for IGMC inspection, and the records retention per SECNAV M 5210.1.

Per DoDFMR Vol 9 Chapter 1, the volume governs travel and transportation entitlements for DoD Service members, civilians, and authorized dependents. Per Chapter 4, transportation allowances cover mileage, transportation modes, and authorized routing. Per Chapter 5, TDY travel and advances cover the temporary duty entitlement framework. Per Chapter 6, PCS covers the permanent duty entitlement framework. Per Chapter 7, evacuation allowances cover evacuation entitlements. Per Chapter 8, processing travel claims covers voucher processing.

Sub-pages in this category

• Evacuation Allowances. DoDFMR Vol 9 Chapter 7 covering evacuation entitlements during natural disasters, hostile actions, or other authorized evacuation scenarios.
• Permanent Duty Travel PCS. DoDFMR Vol 9 Chapter 6 covering PCS entitlements including dislocation allowance, monetary allowance in lieu of transportation (MALT), and household goods.
• Processing Travel Claims and Vouchers. DoDFMR Vol 9 Chapter 8 covering voucher processing, certifying officer responsibilities, debt collection, and audit posture for travel claims.
• TDY Travel and Advances. DoDFMR Vol 9 Chapter 5 covering temporary duty entitlements, per diem, travel advances, and Allowable expenses.
• Transportation Allowances and Mileage. DoDFMR Vol 9 Chapter 4 covering transportation modes, mileage rates, authorized routing, and constructed travel.
• Travel Policy General Information. DoDFMR Vol 9 Chapter 1 and Definitions covering travel policy framework, applicability, authorities, and defined terms.

Trigger events

• TDY orders cut on a Marine.
• PCS orders cut.
• Evacuation order issued.
• Travel advance request.
• Travel claim submission post-travel.
• DTS authorization or voucher rejection.
• JTR rate update.
• Annual travel policy update cycle.

Processing workflow

1. Identify the travel type. Per DoDFMR Vol 9DODFMR Vol 9 Chapter 1, TDY routes through Chapter 5. PCS routes through Chapter 6. Evacuation routes through Chapter 7.
2. Apply JTR entitlement framework. Per the JTRJTR chapter governing the travel type, apply per diem, mileage, transportation, and lodging entitlements.
3. Validate per diem rates and mileage rates. Per DTMO published rates and the JTR, the rates align with the duty location and the date of travel.
4. Process the travel authorization through DTS. Per MCO 4650.39AMCO 4650.39A, the DTS authorization sets the entitlement and obligates funds.
5. Apply transportation allowances. Per Vol 9 Chapter 4, transportation allowances cover the mode of travel and authorized routing.
6. Process travel advance. Per Vol 9 Chapter 5 and DoDFMR Vol 7A Chapter 32, the travel advance supports up-front travel costs.
7. Cut the travel claim. Per Vol 9 Chapter 8, the voucher processes within 5 business days of return per MCO 4650.39A Chapter 1 paragraph 5.a.(2)(d).
8. Coordinate with disbursing. Per Vol 9 Chapter 8 and DoDFMR Vol 5, the disbursing officer processes the claim.
9. Audit travel claim. The S-1 chief audits against the entitlement framework and the supporting documents.
10. Document travel actions. Per the records retention schedule, retain travel records per the SSIC disposition.

Systems of record and forms

Systems

• Defense Travel System (DTS). Per MCO 4650.39A.
• Defense Finance and Accounting Service (DFAS). Per Vol 9 Chapter 8 disbursement.
• DTMO Per Diem and Mileage Rate Database. Per JTR.
• Government Travel Charge Card (GTCC) vendor system. Per MCO 4600.40C.

Forms

• DD Form 1351-2 Travel Voucher or Subvoucher. Per Vol 9 Chapter 8.
• Optional Form 1164 Claim for Reimbursement for Expenditures on Official Business. Per Vol 9 Chapter 8.
• Travel Authorization (DTS). Per MCO 4650.39A.
• Travel Advance Request. Per Vol 9 Chapter 5.
• Constructed Travel Worksheet (CTW). Per Vol 9 Chapter 4 and the JTR.

Common pitfalls

• Wrong chapter applied. Per DoDFMR Vol 9DODFMR Vol 9, TDY routes Chapter 5. PCS routes Chapter 6. Evacuation routes Chapter 7.
• Per diem rate from wrong duty location. Per DTMO and the JTRJTR, the rate ties to the duty location.
• Constructed Travel Worksheet missing on premium class request. Per Vol 9 Chapter 4 and the JTR, the CTW supports the entitlement decision.
• Voucher submission past 5 business days. Per MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5.a.(2)(d), the 5-business-day window applies.
• Travel advance not repaid through voucher. Per Vol 9 Chapter 5 and DoDFMR Vol 7A Chapter 32, the advance liquidates on the voucher.
• GTCC split disbursement skipped. Per MCO 4600.40CMCO 4600.40C and DoD DTS Regulations section 030604, the split applies on every voucher with GTCC charges.
• Records retention floor missed. Per SECNAV M 5210.1, the schedule controls.

Decision points

• TDY versus PCS versus evacuation. Per DoDFMR Vol 9 Chapter 1, the order type drives the chapter selection.
• Per diem rate selection. Per the JTR and DTMO rates, the duty location and date drive the rate.
• Constructed travel versus actual travel. Per Vol 9 Chapter 4 and the JTR, the cheaper of the two routings applies.
• Travel advance amount. Per Vol 9 Chapter 5 and DoDFMR Vol 7A Chapter 32, the advance aligns with the expected travel costs.

Authority

This category sits under DoDFMR Vol 9DODFMR Vol 9 with Chapter 1 (General Information), Chapter 4 (Transportation Allowances), Chapter 5 (TDY), Chapter 6 (PCS), Chapter 7 (Evacuation), Chapter 8 (Processing Travel Claims), and Definitions. The Joint Travel RegulationsJTR implement Vol 9 at the traveler level. MCO 4650.39AMCO 4650.39A covers DTS at the Marine Corps level. MCO 4600.40CMCO 4600.40C covers GTCC. DoD 4500.9-R covers Defense Transportation. DoDFMR Vol 5 covers disbursing. The processing workflow maps to NAVMC 3500.3E T-R event 0102-OPER-2002.

Related references

• DoDFMR Vol 9 Chapters 1, 4, 5, 6, 7, 8 and Definitions. Travel entitlement framework.
• JTR. Traveler-level entitlement implementation.
• MCO 4650.39A and MCO 4600.40C. DTS and GTCC.
• DoD 4500.9-R. Defense Transportation Regulation.
• DoDFMR Vol 5. Disbursing policy.
• NAVMC 3500.3E. T-R event 0102-OPER-2002.