Processing Travel Claims and Vouchers - S-1 Procedural Page

Role and responsibility

The Marine traveler submits the travel voucher per DoDFMR Vol 9DODFMR Vol 9 Chapter 8. The AO (Authorizing Official) inside DTS certifies the voucher per DoDFMR Vol 5 Chapter 5 and MCO 4650.39AMCO 4650.39A. The disbursing technician processes the voucher per Vol 5 Chapter 9. The S-1 chief audits voucher submission timing and entitlement. The DTS DMM (Debt Management Monitor) processes debt collection on over-payment per MCO 4650.39A Chapter 9 and the DTMO Guide to Managing Travel-Incurred Debt.

Source documents flow from the travel voucher, the JTRJTR entitlement framework, the lodging receipts and reimbursable expense receipts (for expenses of $75 or more per Vol 9 Chapter 8), the IBA charges per MCO 4600.40CMCO 4600.40C, the AO certification, the audit findings, and the prior travel record. Outputs include the certified travel voucher, the disbursement to the traveler and the IBA split, the audit findings record, the debt collection on over-payment when applicable, the amendment voucher when needed, and the retained voucher records per SECNAV M 5210.1.

Per DoDFMR Vol 9 Chapter 8, travel claims process within the published cadence. Per MCO 4650.39A Chapter 1 paragraph 5.a.(2)(d), the voucher submits within 5 business days of return. Per Chapter 1 paragraph 5.b.2, the voucher routes to Disbursing within 3 business days of traveler signature. Per Vol 9 Chapter 8, receipts attach for lodging and reimbursable expenses of $75 or more.

Trigger events

• Marine returns from travel triggering 5-business-day voucher window.
• Voucher rejection from DTS or disbursing.
• AO certification cycle.
• Audit finding requires amendment.
• Over-payment triggers debt collection per MCO 4650.39A Chapter 9.
• Voucher routing past 3 business days from signature.
• Annual voucher audit cycle.

Processing workflow

1. Receive the travel voucher. Per MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5.a.(2)(d), the traveler signs within 5 business days of return.
2. Verify per diem and entitlement claims. Per DoDFMR Vol 9DODFMR Vol 9 Chapter 8 and the JTRJTR, the IPAC pay clerk verifies the claim against the entitlement framework.
3. Validate receipts. Per Vol 9 Chapter 8, attach receipts for lodging and reimbursable expenses of $75 or more. Flat rate per diem cases do not require lodging receipts.
4. Apply IBA split disbursement. Per MCO 4600.40CMCO 4600.40C and DoD DTS Regulations section 030604, the IBA charges route to the GTCC vendor through split disbursement.
5. AO certifies the voucher. Per DoDFMR Vol 5 Chapter 5 and DoD DTS Regulations section 030401.C, the AO appointed as Certifying Officer certifies the voucher for payment.
6. Route to disbursing for payment. Per Vol 5 Chapter 9 and MCO 4650.39A Chapter 1 paragraph 5.b.2, the voucher routes to Disbursing within 3 business days of traveler signature.
7. Process audit findings. Per Vol 9 Chapter 8 and Marine Corps audit posture, audit findings drive correction.
8. Cut debt collection on over-payment. Per MCO 4650.39A Chapter 9 and the DTMO Guide, the DMM processes debt collection.
9. Process amendment voucher. When the original voucher misses an entitlement or carries an error, the traveler submits an amendment voucher.
10. Retain voucher records. Per SECNAV M 5210.1 and the records retention schedule, retain voucher records.

Systems of record and forms

Systems

• Defense Travel System (DTS). Per MCO 4650.39A.
• DFAS Pay Processing. Per Vol 9 Chapter 8 and Vol 5 Chapter 9.
• GTCC vendor system. Per MCO 4600.40C split disbursement.
• DTS Debt Management Module. Per MCO 4650.39A Chapter 9.

Forms

• DD Form 1351-2 Travel Voucher or Subvoucher. Per Vol 9 Chapter 8.
• Optional Form 1164. Per Vol 9 Chapter 8.
• Lodging Receipts and Reimbursable Expense Receipts. Per Vol 9 Chapter 8.
• AO Certification Record. Per Vol 5 Chapter 5 and DoD DTS Regulations.
• Amendment Voucher. Per Vol 9 Chapter 8.

Common pitfalls

• Voucher submission past 5 business days. Per MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5.a.(2)(d), the cycle is 5 business days.
• Voucher routing past 3 business days. Per MCO 4650.39A Chapter 1 paragraph 5.b.2, the routing cycle is 3 business days.
• Receipts missing for $75 or more expense. Per DoDFMR Vol 9DODFMR Vol 9 Chapter 8, receipts attach.
• IBA split disbursement skipped. Per MCO 4600.40CMCO 4600.40C and DoD DTS Regulations section 030604, the split applies.
• AO certifies without verifying entitlement. Per DoDFMR Vol 5 Chapter 5, the AO is pecuniarily liable for improper certification.
• Over-payment not collected. Per MCO 4650.39A Chapter 9, the DMM processes collection.
• Amendment voucher not processed for missed entitlement. The traveler submits an amendment voucher.
• Voucher records retention floor missed. Per SECNAV M 5210.1, the schedule controls.

Decision points

• Receipts threshold. Per Vol 9 Chapter 8, the $75 threshold applies to lodging and reimbursable expenses.
• AO certification scope. Per DoDFMR Vol 5 Chapter 5 and DoD DTS Regulations section 030401.C, the AO certifies for payment with pecuniary liability.
• Debt collection path. Per MCO 4650.39A Chapter 9 and DoDFMR Vol 16, the collection routes through payroll, out-of-service debt, or waiver per the situation.
• Amendment versus new voucher. Per Vol 9 Chapter 8, amendment vouchers correct or add to the original voucher.

Authority

This sub-page sits under DoDFMR Vol 9DODFMR Vol 9 Chapter 8 (Processing Travel Claims). DoDFMR Vol 5 Chapter 5 covers Certifying Officers. Vol 5 Chapter 9 covers Disbursements. MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5 covers voucher submission cadence and routing. MCO 4600.40CMCO 4600.40C covers GTCC integration. The JTRJTR sets entitlement rules. SECNAV M 5210.1 covers retention.

Related references

• DoDFMR Vol 9 Chapter 8. Travel claim processing.
• DoDFMR Vol 5 Chapters 5 and 9. Certifying Officers and Disbursements.
• MCO 4650.39A Chapter 1 paragraph 5. Voucher cadence and routing.
• MCO 4600.40C. GTCC split disbursement.
• JTR. Entitlement framework.
• SECNAV M 5210.1. Retention.