Defense Travel Management Office. Defense Travel System. Special Circumstances Travel (SCT) Guide

Transcription

1 Defense Travel Management Office Defense Travel System Special Circumstances Travel (SCT) Guide August 11, 2017

2 Table of Contents Table of Contents CHAPTER 1: SPECIAL CIRCUMSTANCES TRAVEL (REASONS TO TRAVEL) INTRODUCTION 4 CHAPTER 2: REASON TO TRAVEL TRIP TYPES Travel Authorization Process for Special Circumstances Travel Selecting a Trip Type Information Only Trip Types Preview Trip Screen Dependent Travel Alternate Location Travel Transportation Only Trip Types Per Diem Only Restriction Per Diem Only On Travel Days TDRL Actual Meals Cadets and Midshipmen Congressional Travel 24 CHAPTER 3: PAYMENTS Blocked Scheduled Partial Payments Blocked Advances 26 CHAPTER 4: ALLOWANCES No Transportation to Terminals Excess Baggage Limitations 27 CHAPTER 5: REVIEW AND APPROVE Review and Approval of SCT Authorizations 28 Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 ii

3 Revision History Revision History Revision No. Date Authorization Revision/Change Description Page, Section /31/17 Defense Travel Management Office (DTMO) New Guide All Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 iii

4 Chapter 1: Special Circumstances Travel (Reasons to Travel) Introduction Chapter 1: Special Circumstances Travel (Reasons to Travel) Introduction The Joint Travel Regulations (JTR) identifies some types of travel and their applicable allowances as Reasons to Travel. DTS identifies these trip types as Special Circumstances Travel (SCT). This guide identifies types of trips included in Reasons to Travel, and provides guidance for creating an authorization in the Defense Travel System (DTS) using any of those trip types. This guide assumes you are familiar with authorization creation procedures in DTS. This information shows how Reasons to Travel trip types change the process when creating authorizations. For more information on creating an authorization in DTS, see DTS Guide 2: Authorizations. You should always check your local business rules to ensure that the authorization contains all required substantiating documents and that travel is organized and conducted in accordance with the organization s requirements. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 4

5 Chapter 2: Reason to Travel Trip Types Reason to Travel trip types facilitate the reporting of certain travel that the JTR did not previously allow. The Authorizing Official (AO) typically determines the traveler s eligibility for routine travel, whereas medical personnel and other authorities may determine eligibility for other trip types. Routing lists often use conditional routing for these trip types to route documents to the appropriate approving authority. Each trip type includes a printable information page to ensure that the traveler and AO are aware of the specific circumstances for the trip. Selecting many of these trip types trigger Other Authorizations in DTS. These Other Authorizations cannot be removed manually. DTS will remove them only when the triggering condition is no longer present. You may not remove the default Other Authorizations remarks, but you can edit them. Some of the trip types are fully reimbursable. They use standard DTS travel, transportation, and per diem functionality. The list below identifies examples of travel for which standard allowances are available: Family Member Travel Patient Travel Escort and Attendant Travel Interview Travel Travel When Recalled From Leave or When a Ship Has Relocated See Table 2-1 for definitions of the terms used in this chapter. See Table 2-2 for a list of fully reimbursable trip types and their use. NOTE: The JTR has significantly changed the way in which it addresses reasons to travel, traveler eligibility, and travel and transportation allowances. Until DTS reflects these new regulations, you must consider the possibility that the trip descriptions and allowances listed in DTS are not accurate. Refer to the JTR paragraph in the corresponding tables to be sure you follow current guidance. Some trip types have regulatory restrictions on reimbursement for transportation and/or per diem. In accordance with existing regulations, DTS enforces required restrictions on allowable per diem, transportation expense reimbursement, use of military air, and travel to alternate locations. These travel situations are listed below: Emergency Leave Rest and Recuperation (R&R) and Special R&R Leave Emergency Visitation Travel (EVT) Family Visitation Travel (FVT) Funded Environmental and Morale Leave (FEML) Convalescent Leave Military Dependent School Travel Outside Contiguous United States (OCONUS) Department of Defense Education Activity (DoDEA) Student Travel Disciplinary Travel Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 5

6 See Table 2-3 for a list of trip types with per diem and transportation restrictions and their use. In addition, some trip types provide useful information about the travel type, but are typically accomplished using unmodified Routine, Invitational, or Permissive Travel capabilities in DTS. See Table 2-4 for a list of these trip types and their use. The Secondary Selection drop-down list on the Trip Overview screen displays only the trip types that the traveler is eligible to use, based on the traveler's profile. For instance, LABOR ORG REPRESENTATIVE does not appear for military members. Likewise, AMATEUR SPORTS COMP does not appear for civilian employees. CADET-MIDSHIPMEN will only appear for military members with a rank of MC-00. Note: If you are directed to travel using military aircraft, contact the local administrative representative for instructions on acquiring a reservation and seat on available military aircraft. Table 2-1: Definitions DEFINITIONS TERM Attendant Civilian Employee (Employee) Dependent Escort Government Employee Military Member (Member) Sponsor DEFINITION A member, employee, or other person who accompanies a member or employee on travel to/from a medical facility for required medical attention that is not available locally, takes care of and waits upon the patient in response to the patient's needs. May travel with the patient and attend to the patient's needs at the destination medical facility. Appointed by a competent medical authority. A person whose salary is being paid by DoD. A spouse, child, sibling, or parent of a member or employee, or in the right conditions, someone with a similar relationship. A person who accompanies a member or employee patient between authorized locations when a competent medical authority approves patient travel and verifies that the patient cannot travel alone. May be appointed by the AO, or a member's commanding officer. A non-dod federal employee whose travel is being paid by DoD. A person commissioned or enlisted in the U. S. Army, Navy, Air Force, or Marine Corps. A member or employee with at least one dependent. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 6

7 Table 2-2: DTS Functionality for Reasons to Travel Trip Types - Fully Reimbursable DTS FUNCTIONALITY FOR SCT TRIP TYPES - FULLY REIMBURSABLE Trip Type AMATEUR SPORTS COMP (Mil Only) CADET-MIDSHIPMEN (Mil Only) CONGRESSIONAL TRAVEL (Civ or Mil) ESCORT-ATTEND FULL TDY (Civ or Mil) FAM MEM ILL MIL SPON (Mil Only) LABOR ORG REPRESENTATIVE (Civ Only) MEDIC CIV EMP OCONUS (Civ Only) MEDIC MIL MEMBER TDY (Mil Only) NON-FEDERAL HONOR AWARD (Civ or Mil) PRE EMPLOYMENT FULL TDY (Civ Only) RECALL FROM LEAVE (Mil Only) SHIP RELOCATED WHEN AWAY (Mil Only) STUDENT SPEC DODEA EVAL (Mil Only) TDRL DISABLED PHYS EXAM (Mil Only) UN PEACEKEEPING TDY (Mil Only) JTR Category and Reference Business Travel, JTR Chapter 3, Part A TDY Travel, JTR, Chapter 5 Business Travel, JTR Chapter 3, Part A Medical Travel, JTR Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D Business Travel, JTR, Chapter 3, Part A Medical Travel, JTR, Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D Business Travel, JTR, Chapter 3 Business Travel, JTR, Chapter 3, Part A Leave in Conjunction With TDY, JTR, Chapter 3, Part E Leave in Conjunction With TDY, JTR, Chapter 3, Part E Business Travel, JTR, Chapter 3, Part A Medical Travel, JTR, Chapter3, Part D Business Travel, JTR, Chapter 3, Part A Reason for Travel Armed Forces, National, and International Amateur Sports Competition A service member on active duty who is ordered to take preliminary, entrance, or final examinations for admission to a Service academy, a Service academy student on TDY, or a new Service academy graduate. Exceptions for Traveling with a Member of Congress Travel of a Non-Medical Attendant for a Seriously and Very Seriously Wounded, Ill, or Injured Service Member, Service Academy Cadet or Midshipman, or SROTC Cadet. Travel of a Designated Individual for the Health and Welfare of a Wounded or Ill Service Member Labor Organization Representative Travel Medical Travel and Transportation Allowance When a Civilian Employee is Assigned to a Foreign PDS Service Member Transfer to or from a Medical Facility or to Home Receive Non-Federally Sponsored Honor Award Pre-Employment Interview with DoD for Civilian Employment Recall from Travel Ship Relocated During Authorized Absence Travel of a Disable DoD Education Activity (DoDEA) Student with a Disability for Diagnostic and Evaluation Purposes Service Member on the Temporary Disability Retired List (TDRL) Required to Submit to Periodic Physical Evaluations Observer to United Nations (UN) Peacekeeping Organization Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 7

8 Table 2-3: Per Diem and Transportation Restrictions PER DIEM AND TRANSPORTATION RESTRICTIONS Chapter 2: Reason to Travel Trip Types Trip Type DISIPLINARY ACTION EMERGENCY LEAVE (Mil Only) EMERGENCY VISIT TRVL EVT (Civ Only) ESCORT - ATTEND EMP RETURN FEML-FUND ENVIRO MORALE FAM VISIT TRAVEL (FVT) (Civ Only) MEDIC CONVALESCENT LEAVE MEDIC FAM ATTEND OVR 100 MI (Civ or Mil) PRE EMPLOY PERDIEM ONLY (Civ Only) PRE EMPLOY TRANS ONLY (Civ Only) R R AND SPECIAL R R STUDENT DODEA ACADEM CC STUDENT OF CIV US SCHOOL (Civ Only) STUDENT OF MIL US SCHOOL (Mil Only) JTR Category and Reference Business Travel, JTR, Chapter 3, Part A Government Funded Leave, JTR, Chapter 4 Government Funded Leave, JTR, Chapter 4, Part D Medical Travel, JTR, Chapter 3, Part D Government Funded Leave, JTR, Chapter 4 Family Visitation Travel, JTR, Chapter 6, Part B Medical Travel, JTR, Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D Business Travel, JTR, Chapter 3, Part A Business Travel, JTR, Chapter 3, Part A Government Funded Leave, JTR, Chapter 4 Business Travel, JTR Chapter 3, Part A DoDI Volume 1250 Dependent Travel and Transportation, JTR, Chapter 5, Section A3 Travel for Disciplinary Action Reason for Travel Emergency Leave for Service Members Emergency Visitation Travel Emergency Travel Due to Civilian Employee s Illness or Injury - Attendant or Escort Funded Environmental and Morale Leave (FEML) Family Visitation Travel (FVT) Convalescent Leave Transportation Medical Specialty Care Travel of More Than 100 Miles - Authorized Attendant Refer to JTR, Chapter 3, DoD component may pay all or part of pre-employment travel expenses to or on behalf of the interviewee. Refer to JTR, Chapter 3, DoD component may pay all or part of pre-employment travel expenses to or on behalf of the interviewee. Travel for Rest and Recuperation (R&R) and Special R&R Travel DoDEA Academic Competitions and Co-Curricular Activities Dependent Student Travel Dependent Student Travel Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 8

9 Trip Type Table 2-4: Information Only Trip Types JTR Category and Reference INFORMATION ONLY TRIP TYPES Reason for Travel EMERGENCY WHILE TDY (Civ or Mil) FAM MEM ILL CIV SPONSOR (Civ Only) FAM MEM ILL MIL SPONSOR (Mil Only) MEDIC EXP FORSPEC NEEDS MEDIC FAM MEM CIV OCONUS (Civ Only) MEDIC FAM MEM MIL CONUS (Mil Only) MEDIC FAM MEM MIL OCONUS (Mil Only) TRAVEL AT NO EXPENSE (Civ Only) WITNESS TRAVEL Leave in Conjunction with TDY, JTR, Chapter 3, Part E Medical Travel, JTR, Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D Standard Travel and Transportation, Chapter 2 Medical Travel, JTR, Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D Medical Travel, JTR, Chapter 3, Part D No JTR reference Business Travel, JTR, Chapter 3, Part A Personal Emergencies while on TDY away from the PDS Travel of a Designated Individual for the Health and Welfare of a Wounded or Ill Civilian Employee Travel of a Designated Individual for the Health and Welfare of a Wounded or Ill Service Member Per current JTR, this is not a Reason for Travel. Use established TDY procedures according to Chapter 2. Medical Specialty Care Travel of More Than 100 Miles - Patient Medical Specialty Care Travel of More Than 100 Miles - Patient Dependent Medical Care Travel OCONUS Travel at No Expense Service Member or DoD Civilian Employee Who Serves as a Witness Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 9

10 2.1 Travel Authorization Process for Special Circumstances Travel This section describes how to create an authorization in DTS using SCT trip types. It assumes that you are familiar with the typical process for creating an authorization in DTS and addresses you as if you were the traveler. This chapter only covers the differences that apply to an authorization when you choose the Special Circumstances trip type and a secondary trip type Selecting a Trip Type When creating a SCT travel authorization in DTS, the fields and processes are the same as typical DTS authorizations until you select Special Circumstances from the Trip Type list (Figure 2-1). Figure 2-1: Special Circumstances Drop-Down List This selection causes the Secondary Trip Type field to appear (Figure 11-2). You must make a selection from this list, too. Figure 2-2: Secondary Selection List Note: The Secondary Trip Type list in Figure 2-2 is for a military member assigned to an OCONUS PDS. The options on the list vary according to the information in your DTS profile. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 10

11 In most cases, the selected secondary trip type determines the allowances that DTS allows you to select. Follow the steps below to choose a Special Circumstances trip type and a Secondary Trip Type: 1. Select Special Circumstances from the Trip Type list (Figure 2-1). The screen refreshes, and a Secondary Trip Type selection field appears below the Trip Type field. 2. Select a Secondary Trip Type (Figure 2-2). For a list of the SCT secondary trip types and their definitions, see Tables 2-2, 2-3, and 2-4. A pop-up window opens informing you of the eligibility requirements for the selected SCT secondary trip type (Figure 2-3). Figure 2-3: Sample Eligibility Requirements Pop-Up Window 3. Select OK to continue or CANCEL if you need to select another secondary trip type. Note: Read the eligibility requirements carefully to ensure are you selecting the correct secondary trip type. After you select OK, the Secondary Selection list no longer displays. The Trip Type now shows the SCT secondary trip type you selected. You cannot change it. The Trip Purpose defaults to OTHER TRAVEL (Figure 2-4) unless you selected an Emergency Travel trip type, in which case it defaults to EMERGENCY. Figure 2-4: Trip Overview Screen - SCT Trip Type Selected Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 11

12 2.2 Information Only Trip Types The secondary trip types listed below are for information only. These are calculated in the same manner as travel that is normally accomplished using Routine, Permissive, or Invitational trip types: EMERGENCY WHILE TDY FAM MEM ILL CIV SPONSOR FAM MEM ILL MIL SPONSOR MEDIC EXP FORSPEC NEEDS MEDIC FAM MEM CIV OCONUS MEDIC FAM MEM MIL CONUS MEDIC FAM MEM MIL OCONUS TRAVEL AT NO EXPENSE WITNESS TRAVEL The steps below explain how to complete a Special Circumstances Information Only authorization. 1. Select Special Circumstances from the Trip Type list. The screen refreshes, and a Secondary Trip Type selection field appears below the Trip Type field. 2. Select a Secondary Trip Type (Figure 2-5). For a list of the SCT Information Only trip types and eligibility requirements, see Table 2-4. Figure 2-5: Secondary Selection List Note: The Secondary Selection list shown in Figure 2-5 is for a civilian employee assigned to an OCONUS PDS. The options on the list vary according to the information in your DTS profile. A pop-up window opens informing you of the eligibility requirements for the selected SCT secondary trip type (Figure 2-6). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 12

13 Figure 2-6: Sample Eligibility Requirements Pop-Up Window 3. Read the eligibility requirements carefully, then select OK if you need to select a new Secondary Trip Type or CANCEL if you need to remove the authorization and select a different Trip Type. 4. If you selected OK, choose a Routine, Permissive, or Invitational trip type; whichever is applicable for the trip purpose. See Table 2-4 for guidance on which trip type to use. 5. Complete the Trip Overview screen and continue creating the authorization. 2.3 Preview Trip Screen You may view or print the eligibility requirements from the Preview Trip Screen at any time by following the steps below: 1. Select Review/Sign on the light blue navigation bar. The Preview Trip screen opens. 2. Select Click here for eligibility (Figure 2-7). Figure 2-7: Preview Trip Screen Eligibility The eligibility requirements for the applicable SCT type display. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 13

14 3. Choose OK to return to the Preview Trip screen or Print to print a copy of the eligibility requirements. 2.4 Dependent Travel The SCT secondary trip types listed below support dependent travel, similar to the Invitational Family Member - Full or Limited Reimbursement trip types. EMERGENCY LEAVE EMERGENCY VISIT TRVL EVT ESCORT-ATTEND EMP RETURN FAM MEM CIV ILL MILL SPON *FAM MEM ILL CIV SPONSOR *FAM MEM ILL MIL SPONSOR FEML-FUND ENVIRO MORALE MEDIC CIV EMP OCONUS MEDIC FAM ATTND OVR 100MI STUDENT DODEA ACADEM C C STUDENT OF CIV US SCHOOL STUDENT OF MIL US SCHOOL STUDENT SPEC DODEA EVAL *Information Only trip types. See Section 2.2 and Table 2-4 for guidance on these trip types. Note: Each dependent requires a separate DTS authorization. When you select any of the above Special Circumstances trip types, the Dependent Travel box appears in Section A of the Trip Overview screen (Figure 2-8). Figure 2-8: Trip Overview Screen -Dependent Travel Box If the authorization is for a dependent, check the Dependent Traveler box while creating an authorization using the sponsor's DTS profile. The steps shown below are given to assist when preparing dependent travel: Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 14

15 1. Check the Dependent Travel box. A pop-up message displays information about reimbursements and restrictions for the dependent's travel (Figure 2-9). Figure 2-9: Dependent Travel Pop-Up Message 2. Choose OK to continue creating the dependent s authorization or Cancel to return to the Trip Overview screen and clear the Dependent Travel box. If you selected OK, the Dependent Search screen opens. This screen lists all dependents in the traveler's profile (Figure 2-10). Figure 2-10: Dependent Search Screen 3. Select the radio button to the left of the dependent to be named on the authorization. If the dependent's name is not on the list, you must first add it by completing the fields in the Create Dependent section. Check Save to Permanent Profile before selecting Create to add the dependent to the sponsor s DTS profile. 4. Choose Select and Close. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 15

16 The Trip Overview screen refreshes. The selected dependent s information displays on the screen (Figure 2-11). Figure 2-11: Trip Overview Dependent Information 5. Complete the Trip Overview screen and complete the authorization. 2.5 Alternate Location Travel You can enter and travel to an alternate location or airport instead of the designated location or airport if you choose one of the SCT trip types shown below: EMERGENCY VISIT TRVL EVT FEML-FUND ENVIRO MORALE FAM VISIT TRAVEL (FVT) R R AND SPECIAL R R STUDENT OF MIL US SCHOOL Selecting one of these trip types changes the name of the My TDY Location field in Section C of the Trip Overview screen to My Designated Location. You must select a designated location and specify a designated airport. Choosing an alternate location is optional. Travel to either location is authorized, but you are limited to the cost of the General Services Administration (GSA) City-Pair fare for the designated location if travel to the alternate location is more costly. Refer to the JTR reference in the Eligibility Requirements window for more information. Beginning in Section C of the Trip Overview screen, follow the steps below to add an alternate location: 1. Use the location tools to select the designated location. After you select the location, DTS completes the airport field with the code of the closest airport. The screen refreshes and the My Alternate Location is (Optional) field appears (Figure 2-12). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 16

17 Figure 2-12: Trip Overview Alternate Location Field 2. (optional) Enter a location in the My alternate location is (optional) field. 3. Complete the Trip Overview screen. 4. Select Save and Proceed. If the alternate GSA City-Pair fares costs less than or the same amount as the designated GSA City-Pair fares, you may continue with steps 5-6. For other situations, see the text below step 6. A pop-up message displays the combined GSA City-Pair fares for the designated location and the alternate location (Figure 2-13). Figure 2-13: GSA City Pairs Pop-Up Message 5. Choose OK to proceed or Cancel to enter a new alternate location. 6. Proceed with selecting air reservations and creating the rest of the authorization. If the cost of the GSA City-Pair fares to the alternate location exceeds the cost of the GSA City Pair fares to the designated location, a pop-up message displays the combined GSA City-Pair fares (Figure 2-14). Select OK to proceed. The Trip Overview screen opens. Select a new alternate location. Figure 2-14: GSA Exceeds Designated GSA Pop-Up Message If DTS cannot find an airport at the designated location, it will prompt you to select another location (Figure2-15). Select OK to proceed with that action. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 17

18 Figure 2-15: No Airport Found Pop-Up Message When no GSA City-Pair fare exists for a designated location, you may continue (Figure 2-16) with steps 5-6 above. The Travel Management Company (TMC, which DTS calls the Commercial Transportation Office [CTO]) and AO must ensure that your transportation expenses do not exceed the cost of travel to the designated location. 2.6 Transportation Only Trip Types Figure 2-16: No GSA City Pair Fare Pop-Up Message The secondary trip types listed below allow transportation reimbursement only: DISIPLINARY ACTION EMERGENCY LEAVE EMERGENCY VISIT TRVL EVT ESCORT-ATTEND EMP RETURN FEML-FUND ENVIRO MORALE FAM VISIT TRAVEL (FVT) MEDIC CONVALESCENT LEAVE PRE EMPLOY TRANS ONLY R R AND SPECIAL R R STUDENT DODEA ACADEM C C STUDENT OF MIL US SCHOOL Reimbursement is limited to what the JTR allows. Depending on the secondary trip type, the following may be authorized: Government transportation Government procured transportation Commercial travel Privately owned vehicle (POV) You will receive no reimbursement or allowances for use of Government transportation. Please note that you must still file a voucher to claim other reimbursements and allowances. DTS blocks all non-mileage expenses that are not transportation-related. If you try to enter lodging costs or other per diem expenses, DTS reminds you that per diem expenses are not allowed for this trip type (Figure 2-17). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 18

19 2.7 Per Diem Only Restriction Figure 2-17: Per Diem Expenses Not Allowed Message The secondary trip type shown below allows reimbursement for per diem only: PRE EMPLOY PERDIEM ONLY On the Trip Overview screen, Section B, I will be traveling to my TDY location by, defaults to Other (Figure 2-18). You cannot change this selection. Figure 2-18: Trip Overview Screen Section B After you complete the first Trip Overview screen, Section D, I will be returning from my TDY by, defaults to Other. You cannot change this selection. If you select Save and Proceed on the Trip Overview screen, DTS displays the Preview Trip screen to complete the authorization. If you attempt to enter reservations or other ticketed transportation, DTS reminds you that reservations are not permitted for authorizations using this trip type (Figure 2-19). Figure 2-19: Travel Reservations Not Allowed Message Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 19

20 If you select Non-Mileage or Mileage in the Expenses module, DTS explains that expenses are not permitted for authorizations using this trip type. 2.8 Per Diem Only On Travel Days The secondary trip type shown below permits per diem on travel days only: STUDENT OF CIV US SCHOOL A dependent student is authorized per diem while traveling to and from school when the actual travel time in each direction exceeds 12 hours. Per diem allowances for non-travel days are read-only and zeroed out (Figure 2-20). 2.9 TDRL Actual Meals Figure 2-20: Per Diem Entitlements Screen The secondary trip type shown below allows reimbursement of actual meal charges for a military member who is a patient at a medical facility: TDRL DISABLD PHYSICAL EX Follow the steps below to claim actual meals: 1. Select Expenses on the light blue navigation bar and Per Diem Entitlements on the dark blue subnavigation bar. The Per Diem Entitlements screen opens (Figure 2-21). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 20

21 Figure 2-21: Per Diem Entitlements Screen 2. Select Edit next to the date you want to change. The Per Diem Entitlements Detail screen opens. 3. Select Hospital Stay in the Duty Conditions section (Figure 2-22). Figure 2-22: Per Diem Entitlements Detail - Duty Conditions Section Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 21

22 4. Select Special Rate in the Meals section (Figure 2-23). Figure 2-23: Per Diem Entitlements Detail - Meals Section 5. Enter the actual charges paid for meals that day in the Cost field. 6. Select Save These Entitlements. 7. Repeat Steps 3 through 7 as needed to claim reimbursement for meals on other days. 8. Complete the authorization and submit Cadets and Midshipmen TDY allowances are the same as for military officers with one exception. No per diem is permitted on TDY days to another service academy when Government quarters and a Government dining facility are available. When this exception applies, the steps below serve as a guide to zero out per diem: 1. Select Expenses on the light blue navigation bar and Per Diem Entitlements on the dark blue subnavigation bar. The Per Diem Entitlements screen opens (Figure 2-24). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 22

23 Figure 2-24: Per Diem Entitlements Screen 1. Select Edit next to the TDY start date. The Per Diem Entitlement Detail screen opens. 2. Enter the TDY end date in the Values Apply Through field. 3. Select TDY To Academy in the Duty Conditions section (Figure 2-25). Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 23

24 4. Select Save These Entitlements. Figure 2-25: Per Diem Entitlements Detail - Duty Conditions Section 5. Complete the authorization and submit Congressional Travel This SCT trip type allows for Congressional Travel: CONGRESSIONAL TRAVEL Congressional Travel must be authorized by the Secretary of Defense or the Service Secretary. A service member or a DoD civilian employee accompanying a member of Congress or a Congressional employee on official travel is authorized reimbursement for travel and transportation expenses. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 24

25 Chapter 3: Payments Chapter 3: Payments 3.1 Blocked Scheduled Partial Payments The SCT trip types listed below do not allow scheduled partial payments (SPPs): DISCIPLINARY ACTION EMERGENCY LEAVE EMERGENCY VISIT TRVL EVT ESCORT-ATTEND EMP RETURN FEML-FUND ENVIRO MORALE FAM VISIT TRAVEL (FVT) MEDIC CONVALESCENT LEAVE PRE EMPLOY PERDIEM ONLY PRE EMPLOY TRANS ONLY PRE EMPLOYMENT FULL TDY RECALL FROM LEAVE R R AND SPECIAL R R STUDENT OF CIV US SCHOOL STUDENT DODEA ACADEM C C STUDENT OF MIL US SCHOOL If you select Additional Options on the light blue navigation bar and Partial Payments on the dark blue subnavigation bar, DTS explains that SPPs are not allowed (Figure 3-1). Figure 3-1: Scheduled Partial Payments Not Allowed Message Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 25

26 3.2 Blocked Advances Chapter 3: Payments The SCT trip types listed below do not allow advances: DISCIPLINARY ACTION EMERGENCY LEAVE EMERGENCY VISIT TRVL EVT FEML-FUND ENVIRO MORALE FAM VISIT TRAVEL (FVT) MEDIC CONVALESCENT LEAVE PRE EMPLOY PERDIEM ONLY PRE EMPLOY TRANS ONLY PRE EMPLOYMENT FULL TDY R R AND SPECIAL R R STUDENT OF CIV US SCHOOL I If you select Additional Options on the light blue navigation bar and Advances on the dark blue subnavigation bar, DTS explains that SPPs are not allowed (Figure 3-2). Figure 3-2: Advances Not Allowed Message Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 26

27 Chapter 4: Allowances Chapter 4: Allowances 4.1 No Transportation to Terminals The SCT trip types listed below do not allow transportation expenses or allowances to a transportation terminal at the PDS, home, or destination: EMERGENCY VISIT TRVL EVT FAM VISIT TRAVEL (FVT) EMERGENCY LEAVE R R AND SPECIAL R R MEDIC CONVALSCENT LEAVE DISCIPLINARY ACTION FEML-FUND ENVIRO MORALE DTS displays a pop-up message (Figure 4-1) and triggers an Other Authorization if you save any of the expenses listed below. You must provide comments for the Other Authorization. The only way to remove it is to remove the expense. Figure 4-1: Terminal Expenses Not Authorized Pop-Up Message Non-mileage expenses that cannot be reimbursed are: Commercial Auto - Terminal Parking-Terminal Taxi - Terminal Mileage expenses that cannot be reimbursed are: Pvt Auto - Terminal Pvt Motorcycle Terminal 4.2 Excess Baggage Limitations The SCT trip types listed below do not authorize reimbursement for excess accompanied or unaccompanied baggage charges: EMERGENCY VISIT TRVL EVT FAM VISIT TRAVEL (FVT) The Excess Baggage expense is not available on the Non-Mileage Expenses screen. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 27

28 Chapter 5: Review and Approve Chapter 5: Review and Approve 5.1 Review and Approval of SCT Authorizations Many SCT trip types must be approved by specific personnel (e.g., medical or other authorities). Conditional steps on a routing list ensure each document routes to the appropriate officials. Your organization may have a specific routing list each individual SCT trip type, or one for all SCT trip types. See the Defense Travel Administrator's (DTA) Manual, Chapter 5 for more information. During the document approval process, DTS displays information for SCT trips regarding eligibility, authority, and related allowances (Figure 5-1). Routing Officials and AOs should review this information have the option to PRINT a copy for their records. Figure 5-1: Sample Eligibility Screen Note: All personnel must view the Eligibility Requirements screen once per session when accessing the Trip Preview screen. You may view or print eligibility requirements from the Preview Trip screen. The AO must ensure that all substantiating documentation is attached to the document and is in accordance with local business rules. Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 28

29 Page Left Blank Intentionally Special Circumstances Travel Guide, DTS Release , Version 1.0, Updated 08/11/17 29