MARADMIN 359/25 - Updated Guidance for Processing Unsubmitted Defense Travel System Travel Vouchers and Closing Outstanding Travel Orders

Scope

MARADMIN 359/25 sets updated guidance for managing Outstanding Travel Orders (OTOs) created in the Defense Travel System (DTS) and for closing the records driving them. The Marine Corps carries approximately $21.8 million in OTOs spanning FY21 through FY25. OTOs contribute directly to material weaknesses identified in the Marine Corps financial audit. The MARADMIN authorizes the DTS Program Management Office (PMO) to initiate automated zero-dollar travel vouchers for OTOs 90 days past the authorization trip end date when commands fail to take corrective action within 30 days. Applicability is the Marine Corps Total Force.

Audience

• DC Programs and Resources, RFF DTS Program Management Office (PMO). Owns the program. Initiates automated zero-dollar vouchers at the 90 day mark. Maintains the dedicated Zero Voucher routing list.
• Installations and Logistics LPS-D. Initiates zero-dollar vouchers to remove reimbursable expenses and reconcile CBA expenses at 45 days past the authorization trip end date.
• Travelers. Submit a travel claim within five working days of completion of travel. Cancel a DTS authorization immediately on notification a trip will not execute.
• Non-DTS Entry Agents (NDEAs). Create and submit zero-dollar vouchers on behalf of travelers who fail to submit. Apply the prescribed itinerary reduction (one day, 12 hours or less, zero expenses). Attach the Memo in Lieu of DD Form 1351-2 using the correct expense label.
• Organizational Defense Travel Administrators (ODTAs). Monitor and reconcile the DTS Unsubmitted Voucher Report weekly. Coordinate with the assigned NDEA when a voucher exceeds 30 days from the authorization trip end date. Notify the FDTA on accounting rejects. Confirm the Zero Voucher routing list is deselected when using Global Maintenance.
• Finance Defense Travel Administrators (FDTAs). Reconcile unsubmitted vouchers with ODTAs and NDEAs. Validate obligation status. Coordinate with G-8 on funding and accounting issues. Coordinate with the servicing DTS Debt Management Monitor (DMM) on any debt to the US Government.
• Approving Officials (AOs). Verify the accuracy of every voucher. Confirm DD Form 1351-2, Memo in Lieu of DD1351-2, and required supporting documentation. Confirm justification comments.
• Commanders at all echelons. Hold ODTAs, FDTAs, NDEAs, and AOs accountable. Monitor the unit OTO report weekly.

Timing rules and triggers

• 5 working days. Traveler submits the voucher after travel completion.
• 30 days. Commands take corrective action on unsubmitted vouchers. After 30 days the NDEA submits the zero-dollar voucher.
• 45 days. LPS-D initiates zero-dollar vouchers to reconcile Centrally Billed Account (CBA) expenses.
• 90 days. PMO initiates automated zero-dollar vouchers for OTOs not corrected by the command.

NDEA processing rules

1. Do not cancel the DTS authorization when the traveler has not submitted a voucher for an executed trip. Cancellation removes the supplemental reimbursement capability tied to the Travel Authorization Number (TANUM).
2. Reduce the itinerary to one day. Trip duration 12 hours or less. Zero out expenses. Do not delete the expense.
3. Attach a Memo in Lieu of DD Form 1351-2 for zero-dollar vouchers. Upload under Add Expense Documents using the Travel Voucher (Form) 1351-2 label. Do not upload as Memo or Other. The wrong label triggers an Audit Fail flag.
4. Trip not executed. Select the Submitting a Zero-dollar Voucher statement option. Sign and upload the Memo. Annotate in Comments to the Approving Official, Processing OTO in accordance with MARADMIN 359/25. Traveler did not execute travel.
5. Trip executed or cancelled with expenses. Annotate Processing OTO in accordance with MARADMIN 359/25. Traveler did not submit a voucher within 30 days of the authorization trip end date.
6. Trip with reimbursable expenses. Upload a signed DD Form 1351-2 from the traveler. Process the voucher under JTR and MCO 4650.39A.
7. Trip with CBA expenses. Select the Reconciling a CBA Transaction statement option. Sign and upload the Memo. Do not remove the CBA transaction. Only zero out the reimbursable expenses on mixed vouchers.
8. Memo in Lieu of DD1351-2 location. RFF DTS SharePoint at https://usmc.sharepoint-mil.us/sites/DCPR_RFF_External/DTS.

Routing list

The DTS PMO established a dedicated Zero Voucher routing list. The list is auto populated across every Marine Corps DTS organization. Use is restricted to RFF DTS PMO personnel only. Unauthorized modifications cause document routing errors. ODTAs adding routing elements through Global Maintenance must deselect the Zero Voucher routing list.

Exemptions from automated PMO processing

• Training and Education Command (TECOM) Formal School Training (FSTS) authorizations.
• Authorizations with scheduled partial payments or advances. These return to the command for research and reconciliation.
• Deceased traveler records. Vouchers for deceased travelers are managed outside DTS under MCO 4650.39A. Contact DTS PMO at OMB_HQMC_PR_RFF_DTS_GTCC@usmc.mil for further instructions before processing.
• CBA reconciliation records. LPS-D actions OTOs with CBA expenses exceeding 45 days using a separate CBA reconciliation routing list.
• Records with system errors, data anomalies, or authorization complications. These return to the owning command for research and resolution.

Manual reconciliation guardrails

Manual de-obligations disrupt the standard DTS to accounting system interface. Limit to case-by-case use when DTS cannot interface with DAI. Validate the root cause before initiating. Improper de-obligations result in inaccurate financial reporting or audit findings. A new DTS authorization or voucher might be required to properly account for obligated funds. Process under MCO 4650.39A.

Action items

1. Confirm every traveler in the unit knows the 5 working day voucher rule.
2. Stand up the weekly OTO review meeting. Pull the DTS Unsubmitted Voucher Report. Identify items past 30 days.
3. Coordinate NDEA action on every OTO past 30 days. Apply the itinerary reduction and Memo in Lieu protocol.
4. Track GTCC delinquency for travelers with unsubmitted vouchers. Late vouchers drive delinquency.
5. Reconcile CBA expenses with LPS-D under the 45 day rule.
6. Validate the obligation status with the FDTA on every reject. Resolve through G-8 when needed.
7. Confirm the unit Global Maintenance settings deselect the Zero Voucher routing list.

Connection to higher policy

• Joint Travel Regulations (JTR). DoD travel policy for temporary duty travel.
• DoDFMR Volume 9. DoD Travel Policy.
• DON ASN Memorandum dated 2020-11-18. Policy for DTS unsubmitted travel vouchers.

Connection to Marine Corps doctrine

• MCO 4650.39A. Marine Corps Defense Travel System (DTS) Order. Program management policy for DTS.
• MCO 7300.21B. Financial Management Standard Operating Procedures Manual.
• FPM Volume 2. Finance Policy Manual, Service Level Travel Procedures.
• IGMC FAC 10 GTCC. Inspection program drawing evidence on travel management.

Status

Released 2025-08-04, DTG R 011437Z AUG 25. Originator CMC Washington DC PR RFF. Release authorized by Lieutenant General James H. Adams III, Deputy Commandant, Programs and Resources. Applicability is the Marine Corps Total Force. POCs Angela Howard and CWO3 Gina Curry at DC PR-RFF, OMB_HQMC_PR_RFF_DTS_GTCC@usmc.mil. Effective on release. Additional guidance to fold into FPM Volume 2 and MCO 4650.39A at a later date.