Travel Vouchers: Getting Reimbursement Right

The travel voucher represents the final step of any TDY, determining how much you receive versus how much you expected. Proper documentation and timely filing prevent the frustration of delayed or reduced reimbursements.

Documentation Requirements

Receipts drive reimbursement. Lodging receipts showing final bills with zero balances are mandatory. Any expenses over seventy-five dollars require receipts. Keeping organized files throughout travel simplifies voucher preparation.

Digital organization works better than paper for most travelers. Email copies of receipts to yourself. Use phone apps that capture and organize travel expenses. Cloud storage ensures documents survive lost phones or crashed laptops.

Filing Deadlines

Regulations require voucher submission within specific timeframes after travel completion. Delays can result in reduced entitlements or debt collection for advances not supported by filed vouchers. Setting calendar reminders for filing deadlines prevents lapses.

Some travelers file vouchers immediately upon return while details remain fresh. Others delay until pressing deadlines force action. The former approach typically results in fewer errors and faster payment.

Common Mistakes

Mismatched dates between orders and actual travel create problems. Explanations for deviations may be required. Ensuring actual itinerary matches authorized travel or documenting approved changes prevents complications.

Missing receipts for lodging represent the most frequent voucher problem. Hotels can usually provide duplicate receipts, but requesting them after departure adds delay. Checking receipts before leaving hotels catches errors immediately.

Working with Finance

Building relationships with finance office staff helps when problems arise. Understanding their perspective and constraints makes resolving issues smoother. Approaching voucher questions with patience rather than frustration produces better outcomes.

If vouchers get rejected, understanding the specific reason guides correction. Vague rejections may require clarifying conversations. Documentation of all interactions protects travelers if disputes escalate.