Submitting DTS Vouchers

Start Here If You Are New to DTS Vouchers

A DTS voucher is the post-travel claim for actual reimbursement. Submit within 5 working days of return per JTR Chapter 4 and DODFMR Volume 9DODFMR Volume 9. Open the voucher from the approved authorization. Reconcile actual expenses against estimates. Attach all required receipts (lodging, transportation, single expenses over $75). Verify split disbursement covers the GTCC bill. Sign and route to the Reviewing Official (typically your unit AO under MARADMIN 291/12MARADMIN 291/12). The RO has 2 working days. The DO/FO AO has 3 working days for final approval. DFAS processes within 3-5 business days. Per DTMO DTS Guide 3, MCO 4650.39AMCO 4650.39A, JTR Chapter 4, MARADMIN 291/12MARADMIN 291/12.

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

• The 5-working-day submission rule
• Opening the voucher from the approved authorization
• Reconciling actual vs estimated expenses
• Receipt requirements
• Verifying split disbursement
• Signing and routing
• Reviewing Official and AO approval timelines per MARADMIN 291/12MARADMIN 291/12
• Common voucher rejection reasons

Every fact on this page comes from MCO 4650.39AMCO 4650.39A, MARADMIN 359/25MARADMIN 359/25, MARADMIN 291/12MARADMIN 291/12, DODFMR Volume 9DODFMR Volume 9, JTR Chapter 4, and DTMO DTS Guide 3.

The 5-Working-Day Rule

Per JTR Chapter 4, DODFMR Volume 9DODFMR Volume 9, and MARADMIN 359/25MARADMIN 359/25 paragraph 3.b, the traveler must submit a travel claim within 5 working days of completion of travel.

Why It Matters

• On-time submission triggers the reimbursement and split disbursement.
• Late submission risks GTCC delinquency.
• Per MARADMIN 359/25MARADMIN 359/25, DTS issues daily system-generated notifications to the email in your profile for all unsubmitted vouchers.
• Failure to submit triggers ODTA outreach at day 5 and zero-dollar voucher processing at 30 days. The DTS Outstanding Travel Orders leaf covers this framework.

What "5 Working Days" Means

5 business days excluding weekends and Federal holidays. Day 0 is the day of return.

Step 1. Open the Voucher

1. Log in to https://dtsproweb.defensetravel.osd.mil/.
2. Navigate to Official Travel > Vouchers.
3. Find the trip in the list of approved authorizations awaiting voucher creation.
4. Click Create Voucher from Authorization.

The voucher pre-populates from the approved authorization. All estimated expenses become editable for reconciliation against actual.

Step 2. Reconcile Actual Expenses

Compare the actual expenses to the estimates from the authorization. Update each line item.

Lodging

• Enter the actual lodging cost per night.
• Verify the cost is at or below the GSA per diem cap (or AEA-approved limit).
• Attach the lodging receipt.

Transportation

• Verify air travel cost (typically pre-populated from City Pair).
• Verify rental car cost.
• Add ground transportation (taxi, rideshare, shuttle).

Per Diem (M&IE)

DTS auto-calculates M&IE based on the locality and trip duration.

• First and last day at 75 percent of M&IE.
• Full M&IE for intermediate days.
• Apply proportional meal rate if government meals were available (deduction in DTS).

Other Expenses

Add or update.

• Conference or training fees.
• Tolls and parking.
• Authorized incidentals.
• Late additions or unexpected expenses.

Government Meals

If the orders authorized government-furnished meals, apply the proportional meal rate.

• Breakfast deduction approximately 25 percent of M&IE.
• Lunch deduction approximately 30 percent.
• Dinner deduction approximately 45 percent.

The TDY Per Diem leaf covers the proportional meal rate.

Step 3. Attach Receipts

Per JTR Chapter 4.

Required Receipts

• Lodging receipts (every night, regardless of amount).
• Air, rail, or bus transportation receipts.
• Rental car receipts.
• Conference or training fee receipts.
• Any single expense of $75 or more.

Optional Receipts

• M&IE meals (no itemized receipts required).
• Tips, taxis, and incidentals under $75 (general retention recommended but not required for DTS).

How to Attach

1. In the voucher, navigate to the Add Expense > Documents section.
2. Click Add.
3. Upload the receipt as a PDF or image.
4. Select the appropriate expense label (NOT "Memo" or "Other").

Receipt Quality

Receipts must be legible. Show.

• Vendor name and date.
• Itemized charges.
• Total amount.
• Method of payment.

Blurry or partial receipts are returned for re-submission.

Step 4. Verify Split Disbursement

Per DoDI 5154.31DoDI 5154.31 Vol 4 and MCO 4600.40CMCO 4600.40C, split disbursement is mandatory DoD-wide. The GTCC Split Disbursement leaf covers the framework.

How to Verify

1. In the voucher, navigate to the Payment Totals section.
2. Find the line showing the split between GTCC and EFT.
3. Compare the split disbursement amount to your CitiManager statement balance for the trip.

Adjust if Short

If the DTS calculated split is less than your actual GTCC charges (typically because charges posted after voucher creation), manually increase the split disbursement amount.

Annotate If ELT Cardholder

Per MARADMIN 478/24MARADMIN 478/24 paragraph 3.E.2, ELT cardholders annotate split disbursement on the documentation submitted for reimbursement. Add the annotation in the comments section.

Step 5. Comments to the Approving Official

Use the Comments to the Approving Official section to.

• Explain reconciliation differences (actual vs estimated).
• Justify added expenses.
• Note any unusual circumstances (delays, diversions, lost baggage).
• Confirm split disbursement matches GTCC balance.

Clear comments speed approval.

Step 6. Sign the Voucher

After all sections are complete.

1. Review the voucher summary.
2. Verify all expenses, receipts, split disbursement, and comments.
3. Click Sign.
4. DTS routes to the Reviewing Official.

Step 7. Reviewing Official (Local Command)

Per MARADMIN 291/12MARADMIN 291/12, the local command Reviewing Official has 2 working days from receipt to.

• Validate the voucher reflects approved travel.
• Verify required receipts are attached.
• Verify mandatory comments are included.
• Return for correction if errors exist, or sign and route to the DO/FO AO.

The Reviewing Official replaces the former local AO role for vouchers.

Step 8. DO/FO Approving Official

Per MARADMIN 291/12MARADMIN 291/12, the Disbursing or Finance Office Approving Official has 3 working days from RO routing to.

• Validate entitlements and payment accuracy.
• Validate GTCC balance and ensure proper split disbursement to cover the outstanding balance.
• Approve, return for correction, or adjust the voucher.

For vouchers routed via TECOM Worldwide Travel (WWT), TECOM WWT serves as the AO (per MARADMIN 291/12MARADMIN 291/12 exception).

After AO Approval

DFAS processes the disbursement within 3-5 business days.

• Split disbursement to Citi.
• EFT remainder to the Marine's bank.

The Marine verifies on the next LES and in CitiManager.

Reviewing the AO's Comments

Per MARADMIN 291/12MARADMIN 291/12 paragraph 3.F, after final approval, travelers and Reviewing Officials are responsible for reviewing vouchers for all comments made by Approving Officials and taking necessary follow-on action as required.

Common AO comments.

• Adjusted expense not allowable per JTR.
• Receipt unclear; resubmit with corrected receipt.
• Reduced per diem applied due to government meals.
• Split disbursement adjusted to match GTCC balance.

Supplemental Vouchers

If charges post after the voucher is approved (e.g., a hotel folio finalized late), submit a supplemental voucher.

How to Submit

1. Open the original authorization (NOT a new one).
2. Click Create Supplemental Voucher.
3. Add the lagging expenses.
4. Attach receipts.
5. Sign and route through the same RO and AO chain.

Why NOT to Cancel and Re-Create

Per MARADMIN 359/25MARADMIN 359/25, do NOT cancel an authorization for an executed trip. Cancellation removes the ability to submit supplementals against the original Travel Authorization Number (TANUM).

Common Voucher Rejection Reasons

Missing or Illegible Receipts

Lodging receipt missing or unclear. Single expense over $75 lacks receipt.

Wrong Expense Label on Attached Document

Per MARADMIN 359/25MARADMIN 359/25 paragraph 3.C.6, the NDEA must use the correct expense label (Travel Voucher 1351-2). Using "Memo" or "Other" generates an Audit Fail flag preventing routing. Same principle applies to traveler-submitted documents.

Expenses Exceed JTR

An expense not allowable per JTR (premium upgrades without justification, excessive lodging without AEA).

Missing Mandatory Comments

Specific scenarios require specific comments (zero-dollar vouchers, cancellations with expenses, etc.).

Split Disbursement Insufficient

The split disbursement is less than the GTCC balance. The Marine must adjust before resubmitting.

Stale Authorization Data

The authorization was approved long ago and the underlying data (LOA, AO routing) has changed. Coordinate with the ODTA.

Common Questions Marines Ask

When do I have to submit my voucher?

Within 5 working days of return per JTR Chapter 4 and DODFMR Volume 9DODFMR Volume 9.

What happens if I miss the 5-day deadline?

Per MARADMIN 359/25MARADMIN 359/25, DTS sends daily notifications. The ODTA contacts you. At 30 days, the NDEA submits a zero-dollar voucher. At 90 days, the DTS PMO automates a zero-dollar voucher. You may also lose reimbursement and risk GTCC delinquency.

What receipts do I need?

Lodging (every night), all transportation, conference fees, and any single expense over $75. M&IE meals do not require receipts.

How do I attach receipts?

In the voucher, navigate to Add Expense > Documents. Click Add. Upload the file. Select the correct expense label (NOT Memo or Other).

How do I verify split disbursement?

Navigate to the Payment Totals section. Compare the split amount to your CitiManager statement balance for the trip. Adjust manually if short.

What if my AO returns the voucher?

Address the comments. Reattach corrected documents. Resubmit. The 5-day clock pauses during return-for-correction but should be addressed promptly.

How long does AO approval take?

Per MARADMIN 291/12MARADMIN 291/12, the Reviewing Official has 2 working days. The DO/FO AO has 3 working days. DFAS processes the disbursement in 3-5 business days. Total time from voucher submission to payment is typically 8-13 business days.

What if I have charges that post after my voucher is approved?

Submit a supplemental voucher against the same authorization. Do NOT cancel and re-create. Cancellation removes the ability to submit supplementals.

What if the AO adjusts my voucher?

Per MARADMIN 291/12MARADMIN 291/12 paragraph 3.F, review the AO comments and take any required follow-on action. If the adjustment is incorrect, work with the AO and FDTA to resolve.

How do I see if my reimbursement posted?

Check the LES on MyPay (EFT portion). Check CitiManager (split disbursement portion). Both should reflect within 5-9 business days of AO approval.

Where to Go for Help

Routing by Issue

• DTS technical issues. The unit Defense Travel Administrator (DTA).
• Receipt or expense questions. The unit ODTA or the AO.
• Voucher return for correction. Address the comments and resubmit through the same chain.
• AO routing or approval delays. The unit ODTA and FDTA.
• Supplemental voucher questions. Open the original authorization in DTS and use Create Supplemental Voucher.
• DTS PMO escalation. OMB_HQMC_PR_RFF_DTS_GTCC@USMC.MIL.
• DFAS Marine Corps Pay direct contact. Phone 1-888-332-7411 (DSN 312-571-9450 from overseas).
• DTMO DTS Guide 3 (Vouchers). 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.
• DTS Profile and Setup covers the profile underpinning vouchers.
• Creating DTS Authorizations covers the pre-travel workflow.
• Trip Cancellations in DTS covers cancellation framework.
• DTS Outstanding Travel Orders covers MARADMIN 359/25MARADMIN 359/25 and what happens at 30 and 90 days.
• DTS Voucher Approval Process covers MARADMIN 291/12MARADMIN 291/12 RO and AO timelines.
• GTCC Split Disbursement covers the mandatory split disbursement framework.
• Travel Vouchers and Reimbursement covers receipt requirements and the broader voucher framework.

Related Roles

• Leaders coach Marines on the 5-working-day rule and verify split disbursement.
• Admin at S-1 supports voucher submission troubleshooting and routing fixes.
• Commanders enforce the voucher submission timeline and serve as the unit Reviewing Official.

DTS voucher submission is the post-travel claim for actual reimbursement. Submit within 5 working days. Reconcile actual vs estimated expenses. Attach receipts using correct expense labels. Verify split disbursement covers GTCC balance. Sign and route to RO (2 working days), then DO/FO AO (3 working days) per MARADMIN 291/12MARADMIN 291/12. Late submission triggers MARADMIN 359/25MARADMIN 359/25 outreach and zero-dollar processing.