Travel Vouchers and Reimbursement

Start Here If You Are New to Travel Vouchers

The travel voucher is the document that triggers reimbursement after a TDY. Submit through DTS within 5 BUSINESS DAYS of return per DoDI 5154.31DoDI 5154.31 Volume 5. Required documentation includes lodging receipts (for every night), transportation receipts (over $75), reimbursable expense receipts (over $75), and per diem days. The Authorizing Official (AO) approves and routes to DFAS for payment. Direct deposit within 7-14 days. Late vouchers may be rejected and require additional approval. Common errors include missing receipts, incorrect per diem days, and mismatched dates between authorization and voucher.

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

• The 5-business-day submission window
• Required documentation (lodging receipts, transportation, reimbursable expenses)
• Per diem days calculation
• AO and RO routing
• Direct deposit timeline (7-14 days)
• Common voucher errors and how to fix them
• The miscellaneous reimbursable expense framework

Every fact on this page comes from DoDI 5154.31DoDI 5154.31 Volume 5, JTR Chapter 4, and the DTMO Voucher Submission Guidance.

The Voucher Submission Window

Per DoDI 5154.31DoDI 5154.31 Volume 5, the Marine submits the travel voucher within 5 BUSINESS DAYS of return from TDY.

Why 5 Days

The 5-business-day window ensures.

• Timely processing through DTS.
• Receipts and documentation are still fresh.
• DFAS reimbursement timely.
• Audit trail completeness.

Late Vouchers

Vouchers submitted after 5 business days may be rejected and require additional approval. The Marine must justify the delay.

Extension Authority

Specific extensions for late voucher submission are at the AO's discretion. Common reasons for late submission include.

• Marine still on TDY (extended TDY beyond original orders).
• Marine in a non-pay status (medical, leave, etc.).
• Documentation delays (waiting for receipts, GTCC bills).

Required Documentation

Lodging Receipts

Receipts for every night of lodging. The receipt shows.

• Lodging name and address.
• Dates of stay.
• Daily rate.
• Total cost.
• Payment method.

Transportation Receipts (Over $75)

Receipts for transportation expenses over $75. Common transportation receipts include.

• Air travel itinerary (typically printed from the booking).
• Rental car invoice.
• Local transportation (taxi, rideshare) over $75 per occurrence.

Reimbursable Expense Receipts (Over $75)

Receipts for reimbursable miscellaneous expenses over $75. Common items include.

• Conference fees.
• Internet service charges.
• Parking fees over $75.
• Other JTR-authorized reimbursable items.

Items Under $75

Items under $75 do not require receipts but should be itemized on the voucher.

Per Diem Days

The voucher shows the number of per diem days claimed (lodging plus M&IE). The Marine adjusts for.

• Standard rate (first 30 days).
• First and last day at 75 percent of M&IE.
• Reduced per diem if authorized.
• Government meal deductions if applicable.

The TDY Per Diem page covers the rate framework.

GTCC Charges

The voucher reconciles GTCC charges with reimbursement. GTCC-paid items charge directly to the card. The Marine's reimbursement covers per diem and out-of-pocket expenses.

DTS Voucher Submission Process

Step 1. Open the Authorization in DTS

The Marine opens the existing TDY authorization in DTS.

Step 2. Create the Voucher

DTS allows the Marine to convert the authorization into a voucher with the actual TDY data.

Step 3. Update Actual Data

The Marine updates.

• Actual transportation costs.
• Actual lodging costs.
• Per diem days.
• Reimbursable expenses.

Step 4. Attach Receipts

The Marine attaches receipts to the voucher in DTS. Receipts upload as PDFs or images.

Step 5. Submit

The Marine submits the voucher to the RO for review.

Step 6. RO Review

The RO reviews the voucher for completeness and JTR compliance.

Step 7. AO Approval

The AO approves the voucher for payment.

Step 8. DTS Routes to DFAS

DTS routes the approved voucher to DFAS for payment.

Step 9. Direct Deposit

DFAS processes the payment and direct-deposits to the Marine's bank account on file. Typical timeline is 7-14 days from AO approval.

Miscellaneous Reimbursable Expenses

Per JTR Chapter 4, miscellaneous reimbursable expenses include items necessary for the TDY that are not covered by per diem or transportation.

Common Reimbursable Items

• Conference fees (when not pre-paid).
• Internet service in lodging or for official business.
• Parking at the TDY location.
• Tolls during POV travel.
• Taxi or rideshare to/from airport (transportation, not per diem-related).
• Tip for hotel porters (often included in M&IE incidentals).
• Phone calls for official business.
• Currency exchange fees (OCONUS).

Documentation

Reimbursable expenses over $75 require receipts. Items under $75 are itemized but receipts are not required.

Common Voucher Errors

Error 1. Missing Lodging Receipts

Cause. Lodging receipts not retained or not uploaded to DTS.

Fix. Contact the lodging facility for duplicate receipts. Upload to DTS and resubmit.

Error 2. Per Diem Days Mismatch

Cause. The voucher claims more or fewer days than supported by the orders or actual TDY.

Fix. Reconcile the orders, actual TDY dates, and per diem calculation. Adjust as needed.

Error 3. Lodging Above Cap Without AEA

Cause. Lodging expense exceeds the locality cap and AEA was not authorized.

Fix. Either obtain AEA authorization (post-execution if AO agrees), reduce the claim to the cap, or absorb the excess.

Error 4. Government Meals Not Deducted

Cause. Marine had government-furnished meals available but did not deduct from M&IE.

Fix. Adjust the voucher to deduct the proportional meal rate. Coordinate with AO.

Error 5. GTCC Charges Not Reconciled

Cause. GTCC charges are claimed for reimbursement but the GTCC already paid the merchant.

Fix. Adjust the voucher so reimbursement covers ONLY out-of-pocket expenses, not GTCC-paid items.

Error 6. Late Submission

Cause. Voucher submitted after 5 business days.

Fix. Submit ASAP with justification for the delay. AO determines if approval is granted.

Voucher Settlement and Reconciliation

After AO approval and DFAS payment.

Marine Receives Direct Deposit

The Marine sees the deposit in the bank account within 7-14 days of AO approval.

Marine Pays GTCC Bill

The Marine pays the GTCC bill (IBA) on time using the direct deposit and any out-of-pocket recovery.

Records Retention

DTS retains the voucher and supporting documentation for audit purposes. The Marine should retain personal copies for 7 years (IRS records retention recommendation).

Common Questions Marines Ask

How long do I have to submit my voucher?

5 business days of return per DoDI 5154.31DoDI 5154.31 Volume 5.

What if I miss the 5-day window?

Submit ASAP with justification. The AO determines if approval is granted. Late vouchers may face additional review.

Do I need receipts for everything?

Receipts required for lodging (every night), transportation over $75, reimbursable expenses over $75, and GTCC charges. Items under $75 are itemized but no receipts required.

What is M&IE? Do I need receipts?

Meals and Incidental Expenses. Fixed daily allowance covering meals, tips, and incidentals. NO receipts required for M&IE.

How long until I get paid?

Direct deposit typically 7-14 days after AO approval. Total time from voucher submission to deposit is usually 2-3 weeks.

What if my voucher is rejected by the AO?

The AO returns the voucher with feedback. Address the feedback, update the voucher, and resubmit.

How do I claim a parking fee at the TDY location?

Add the parking fee to the voucher as a reimbursable expense. Receipt required if over $75. Total daily parking under $75 itemized.

What if my GTCC bill arrives before my reimbursement?

Pay the GTCC bill on time even if reimbursement is delayed. Recover the out-of-pocket cost when DFAS processes the voucher.

Where to Go for Help

Routing by Issue

• Voucher submission. Through DTS within 5 business days of return.
• Receipts not retained. Contact the lodging facility, transportation provider, or merchant for duplicates.
• Voucher rejection. Address the AO/RO feedback and resubmit.
• DTS technical issues. Through the unit Defense Travel Administrator (DTA).
• Late voucher justification. Through the AO with documentation.
• DFAS Marine Corps Pay direct contact. Phone 1-888-332-7411 (DSN 312-571-9450 from overseas).

Where to Go Next on This Site

• TDY/TAD landing page lists all the TDY topics.
• TDY/TAD Overview covers the foundational TDY framework.
• Defense Travel System covers DTS.
• TDY Per Diem covers per diem calculation.
• TDY Lodging covers lodging documentation.
• TDY Transportation covers transportation documentation.
• Government Travel Charge Card covers GTCC reconciliation.

Related Roles

• Leaders coach Marines on the 5-business-day window and required documentation.
• Admin at S-1 supports voucher submission, receipt verification, and AO routing.
• Commanders serve as AO and approve vouchers for payment.

Travel vouchers trigger reimbursement after TDY. Submit through DTS within 5 business days. Required documentation includes lodging receipts, transportation receipts over $75, reimbursable expense receipts over $75, and per diem days. AO approves and routes to DFAS. Direct deposit within 7-14 days. Common errors are missing receipts, per diem days mismatch, lodging above cap, and late submission.