Your Complete Guide to Filing TDY Travel Vouchers Correctly the First Time

Travel voucher rejection wastes time and delays the reimbursement you’ve earned. Understanding the process and requirements helps you submit accurate vouchers that process quickly. This guide covers everything you need to know for clean voucher submissions.

Before You Leave

Successful voucher preparation starts before your trip begins. Review your orders carefully. Note the authorization for each expense category including transportation, lodging, per diem, and any special allowances. If something seems missing from your orders, address it before departure when corrections are easy to obtain.

Set up a system for receipt management. Whether you use an app, a dedicated envelope, or a specific pocket in your luggage, consistency prevents lost documentation. Decide on your system now and commit to using it throughout your TDY.

During Your TDY

Collect receipts for everything that might matter. Lodging receipts must show nightly rates, taxes, and your name clearly visible. Rental car receipts need similar detail including daily rates and any additional charges. Fuel receipts should display location, date, and amount.

Keep a simple daily log noting meals provided, unusual expenses, and any deviations from your original itinerary. Your memory fades quickly after returning home, but notes last forever and prove invaluable during voucher preparation.

After You Return

Submit your voucher within five business days of returning home. Gather all receipts and organize them by date. Log into DTS and create your voucher claim from your existing authorization.

Enter your actual travel itinerary, not the planned one from your orders. If flights changed or you departed earlier than scheduled, reflect that reality accurately in your voucher submission.

Attach all required receipts as clear, legible scans or photos. Blurry images cause delays and requests for resubmission that add days to your processing time.

Common Pitfalls to Avoid

Never claim full per diem for days when meals were provided at government expense. Conference meals, official dinners, and DFAC meals require deductions. Failing to make these adjustments triggers audits and delays.

Double-check math on manually calculated expenses. Small errors compound into larger discrepancies that delay processing and require correction cycles.

Include explanations for any unusual expenses or circumstances in the remarks section. Brief notes prevent questions from approvers and speed the approval process significantly.

When Things Go Wrong

Voucher rejections include specific reasons for denial. Address each issue directly and resubmit promptly. Contact your unit travel administrator for guidance on complex situations. Missing receipts may require supervisor certification or detailed memos. Be honest and thorough in these explanations. Patience helps, but so does persistence when vouchers seem stuck.