Trip Cancellations in DTS

Start Here If You Are New to DTS Trip Cancellations

If your trip will not execute, cancel the DTS authorization immediately per MARADMIN 359/25MARADMIN 359/25 paragraph 3.b.1. Two cancellation paths. Cancel-without-expenses if no costs were incurred. Cancel-with-expenses if there are mandatory expenses like lodging cancellation fees, Travel Management Company (TMC) booking fees, or CBA charges. Mandatory expenses can be reimbursed per JTR and MCO 4650.39AMCO 4650.39A. CRITICAL. Do NOT cancel an authorization for a trip that was actually executed. Cancellation removes the ability to submit a supplemental reimbursement against the original Travel Authorization Number (TANUM). For executed trips with no voucher, use the zero-dollar voucher process (covered in the DTS Outstanding Travel Orders leaf). Per MARADMIN 359/25MARADMIN 359/25, MCO 4650.39AMCO 4650.39A, JTR Chapters 4-5, DTMO DTS Guide 2.

This page walks you through DTS trip cancellations from your seat as a General Marine. By the end you will know.

• The MARADMIN 359/25MARADMIN 359/25 immediate-cancellation rule for non-executed trips
• Cancel-without-expenses workflow
• Cancel-with-expenses workflow (mandatory expenses)
• Reimbursable cancellation fees (lodging, TMC, CBA)
• Why NOT to cancel for executed trips
• Comments to AO requirements
• ODTA assistance for cancellation when traveler cannot access DTS

Every fact on this page comes from MARADMIN 359/25MARADMIN 359/25, MCO 4650.39AMCO 4650.39A, DODFMR Volume 9DODFMR Volume 9, JTR Chapters 4-5, and DTMO DTS Guide 2.

When to Cancel

Immediate Cancellation Requirement

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.b.1.

"Travelers must cancel their travel authorizations in DTS immediately upon notification that the trip will not be executed."

Common cancellation triggers.

• Mission requirement removed.
• Conference or training cancelled.
• Operational priorities reassigned the Marine.
• Health, family, or personal emergency precludes travel.
• Funding pulled.
• TDY rolled into a PCS or other reorganized travel event.

Why Immediate Cancellation Matters

• Releases reservation holds and reservations (frees seats and rooms for other travelers).
• Reduces obligations on the Government's books.
• Avoids OTO accumulation per MARADMIN 359/25MARADMIN 359/25.
• Prevents the obligation from becoming an audit finding.

When NOT to Cancel

Trip Was Actually Executed

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.1.

"When the traveler has not submitted a voucher for an executed trip, do not cancel the DTS authorization. A zero-dollar voucher should be created. Erroneously canceling an authorization will remove the traveler's ability to submit a supplemental reimbursement associated with the Travel Authorization Number (TANUM)."

If you executed the trip but missed the 5-working-day voucher window, follow the voucher submission workflow OR allow the NDEA to submit a zero-dollar voucher. The DTS Outstanding Travel Orders leaf covers this.

Trip Was Partially Executed

If you started the trip but cut it short, do NOT cancel. Submit a voucher for the executed portion. Adjust expenses to reflect actual.

Authorization Approved But Trip Will Execute on Different Dates

Do NOT cancel. Adjust the authorization (Open authorization > Adjust > Update dates > Re-route to AO).

Cancel-Without-Expenses Path

Use this path when no expenses were incurred.

Common Scenarios

• The trip was cancelled before any reservations were ticketed.
• All reservations were cancelled within fee-free windows.
• No TMC booking fees applied.

Workflow

1. Log in to https://dtsproweb.defensetravel.osd.mil/.
2. Navigate to the authorization.
3. Click Cancel.
4. Select Cancel without Expenses.
5. Add a comment to the AO indicating why the trip will not execute.
6. Sign and route to the AO.
7. AO approves the cancellation.

Result

The authorization is closed. The obligation is removed. No reimbursement is due.

Cancel-With-Expenses Path

Use this path when mandatory expenses were incurred.

What Counts as Mandatory Expenses

Per MARADMIN 359/25MARADMIN 359/25 and JTR.

• Lodging cancellation fees (when the property charges for late cancellation).
• TMC booking fees (the Commercial Travel Office fee for non-refundable bookings).
• CBA charges already obligated (e.g., a unit-paid airfare).
• Other reservation fees that cannot be refunded.

What Does NOT Count

• Per diem (the Marine did not travel, so per diem does not apply).
• Speculative or unincurred costs.

Workflow

1. Navigate to the authorization in DTS.
2. Click Cancel.
3. Select Cancel with Expenses.
4. Zero out all non-mandatory expenses.
5. Leave only the mandatory expenses (lodging cancellation fee, TMC fee, etc.).
6. Attach a member-signed DD Form 1351-2DD Form 1351-2 documenting the actual mandatory expenses.
7. Add a comment to the AO. Standard comment per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.5.(2). "Processing OTO in accordance with MARADMIN 359/25MARADMIN 359/25. Traveler did not submit a voucher within 30 days of the authorization trip end date." (or substitute the appropriate non-execution wording per paragraph 3.c.5.(1) if NDEA is processing).
8. Sign and route to the AO.
9. AO reviews mandatory expenses, signs, and approves.

Result

The authorization is closed. The mandatory expenses are reimbursed (typically via split disbursement to Citi if charged to GTCC, or EFT to the traveler if paid out-of-pocket).

Trip Cancellation Reimbursement Authorities

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.b.1 and JTR Chapter 4.

"Trip cancellations resulting in incurred expenses such as lodging cancellation fees or Travel Management Company (TMC) booking fees may be submitted for reimbursement in accordance with references (a) and (d)."

Reference (a) is the JTR. Reference (d) is MCO 4650.39AMCO 4650.39A.

The reimbursement is processed through DTS as part of the cancel-with-expenses workflow.

CBA Charges in Cancellations

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.4, when canceling an authorization with CBA charges.

• DO NOT remove the CBA transaction.
• Removing the CBA transaction may prevent proper reconciliation of obligated funds.
• I&L LPS-D handles CBA reconciliation through a separate routing list at 45 days past the authorization trip end date.

The DTS Outstanding Travel Orders leaf covers CBA reconciliation in detail.

ODTA Assistance With Cancellation

If the traveler cannot access DTS to cancel the authorization (e.g., extended absence, OCONUS deployment, technical issues), the ODTA can assist.

ODTA Workflow

Per MARADMIN 336/21MARADMIN 336/21 paragraph 3.a.4.c (still operative for ODTA assistance).

1. ODTA confirms with the traveler that the trip was not executed.
2. ODTA cancels the authorization on the traveler's behalf using the appropriate path (with or without expenses).
3. ODTA adds the comment in DTS in the "Comments to the Approving Official" section. "Contacted the traveler on (enter date) and confirmed TDY was not executed. Member is unable to access DTS to properly cancel the authorization and request it be canceled on their behalf."
4. ODTA attaches a member-signed DD Form 1351-2DD Form 1351-2 if the cancellation includes monetary amounts.
5. ODTA signs and routes to the AO.

Comments to the AO Required

Cancellations require specific comments.

Cancel Without Expenses

Brief explanation of why the trip will not execute. Example. "Mission requirement removed. Trip will not execute."

Cancel With Expenses

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.5.

Trip Not Executed

"Processing OTO in accordance with MARADMIN 359/25MARADMIN 359/25. Traveler did not execute travel."

Trip Executed or Cancelled with Expenses (NDEA processing)

"Processing OTO in accordance with MARADMIN 359/25MARADMIN 359/25. Traveler did not submit a voucher within 30 days of the authorization trip end date."

ODTA Assistance Comment

"Contacted the traveler on (enter date) and confirmed TDY was not executed. Member is unable to access DTS to properly cancel the authorization and request it be canceled on their behalf."

What Happens After Cancellation

Obligation Removed From DAI

DTS interfaces with the DAI accounting system. After AO approval of the cancellation, the obligation is removed (or reduced to mandatory expenses only).

Reservations Released

Air, lodging, and rental car reservations associated with the cancelled authorization are released. The Marine receives confirmation from the TMC and Citi.

GTCC Charges Reversed (Where Applicable)

For pre-paid reservations charged to the GTCC, the cancellation reverses the charges (with cancellation fees retained where applicable). The Marine verifies on the next CitiManager statement.

Reimbursement of Mandatory Expenses

If the cancel-with-expenses path was used, the AO-approved reimbursement processes through DFAS within 3-5 business days. Split disbursement applies if the mandatory expenses were charged to the GTCC.

Common Questions Marines Ask

When do I have to cancel my authorization?

Immediately upon notification that the trip will not execute, per MARADMIN 359/25MARADMIN 359/25 paragraph 3.b.1.

What if I cancel and then the trip is back on?

Open a new authorization. The cancelled authorization cannot be reactivated. The new authorization gets a new TANUM and routes through the AO again.

Can I get reimbursed for lodging cancellation fees?

Yes, per MARADMIN 359/25MARADMIN 359/25 and JTR Chapter 4. Use the Cancel with Expenses path. Attach a signed DD Form 1351-2DD Form 1351-2 documenting the actual fee.

What if my trip was executed but I missed the voucher window?

Do NOT cancel. Submit the voucher (even late). Per MARADMIN 359/25MARADMIN 359/25, the NDEA will submit a zero-dollar voucher at 30 days if you cannot submit yourself. The DTS Outstanding Travel Orders leaf covers the framework.

What if I cancel an authorization for a trip that was actually executed?

You lose the ability to submit a supplemental reimbursement against the original TANUM. Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.1, this is explicitly prohibited. Coordinate with the FDTA to manually de-obligate (last resort) and create a new authorization or voucher to capture the reimbursement.

What if my trip was partially executed?

Do NOT cancel. Submit a voucher for the executed portion. Adjust the itinerary and expenses in the voucher to reflect actual.

Can the ODTA cancel for me?

Yes, when you cannot access DTS. Coordinate with the ODTA. The ODTA adds the standard comment per MARADMIN 336/21MARADMIN 336/21 paragraph 3.a.4.c.

What if there are CBA charges on my cancelled trip?

Do NOT remove the CBA transaction. Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.c.4, leaving the CBA transaction allows proper reconciliation by I&L LPS-D at 45 days. The DTS Outstanding Travel Orders leaf covers this.

What if my reservation hotel charges a cancellation fee after I cancel?

The fee qualifies as a mandatory expense reimbursable through cancel-with-expenses. Get the cancellation fee receipt from the property and attach it to the voucher.

Where to Go for Help

Routing by Issue

• Cancellation in DTS. Through the system at https://dtsproweb.defensetravel.osd.mil/ or coordinate with your unit ODTA.
• Cancellation fee questions. The unit ODTA, FDTA, or the AO.
• CBA cancellation reconciliation. The unit ODTA. I&L LPS-D handles at 45 days per MARADMIN 359/25MARADMIN 359/25.
• ODTA assistance for inaccessible travelers. The unit ODTA initiates the cancellation per MARADMIN 336/21MARADMIN 336/21 paragraph 3.a.4.c.
• Already-cancelled-but-trip-was-executed cleanup. Coordinate with the FDTA and DTS PMO at OMB_HQMC_PR_RFF_DTS_GTCC@USMC.MIL.
• DTMO DTS Guide 2 (Authorizations). https://www.travel.dod.mil/Training/Reference-Documents/.

Where to Go Next on This Site

• DTS landing page lists all DTS topics.
• DTS Overview and Authorities covers the program framework.
• Creating DTS Authorizations covers the pre-travel workflow.
• Submitting DTS Vouchers covers the post-travel workflow.
• DTS Outstanding Travel Orders covers MARADMIN 359/25MARADMIN 359/25 OTO and zero-dollar voucher framework.
• DTS Voucher Approval Process covers MARADMIN 291/12MARADMIN 291/12 routing.
• DTS Roles and Routing covers ODTA, FDTA, NDEA, AO, and other stakeholder roles.

Related Roles

• Leaders coach Marines on immediate cancellation when trips will not execute.
• Admin at S-1 supports the ODTA when travelers cannot self-cancel.
• Commanders ensure the unit cancellation policy aligns with MARADMIN 359/25MARADMIN 359/25.

Cancel DTS authorizations immediately when trips will not execute per MARADMIN 359/25MARADMIN 359/25. Two paths. Cancel without expenses (no costs) or cancel with expenses (mandatory expenses). Mandatory expenses (lodging cancellation fees, TMC booking fees, CBA charges) are reimbursable. Do NOT cancel for executed trips. Cancellation removes the ability to submit supplementals. ODTA can cancel on the traveler's behalf when access is impractical.