What Is Not True About DOD Travel Policy: Common Myths & Real Rules

Traveling for the Department of Defense (DOD) is a big part of military life. Many people travel for training, meetings, or missions. But there are many stories about DOD travel rules. Some stories are true. Many are not true. This guide will show you what is not true about DOD travel policy. We will explain the real rules. You will learn how to travel correctly. This will help you avoid problems. It will also help you get your money back faster.

The Defense Travel Management Office (DTMO) makes the rules. They use the Joint Travel Regulations (JTR). The JTR is a big book of rules. It has over 1,000 pages. Many people do not read all of it. So they believe stories from friends. These stories become myths. Myths can cause big problems. You might not get paid. You might break rules. This guide will clear up the confusion.

We will cover many topics. We will talk about per diem rates. We will talk about booking flights. We will talk about using rental cars. We will give you real examples. We will also give you tips. These tips will make your travel easier. Let's start by looking at the biggest myths.

Myth 1: "You Can Keep All Your Per Diem If You Spend Less"

This is a very common myth. Many people think per diem is extra money. They think it is a bonus. This is not true. Per diem is for your costs. It is for food and lodging. The government gives you a daily rate. This rate is set for each location. You get this money to cover your costs.

How Per Diem Really Works

Per diem has two parts. One part is for lodging. This includes your hotel room. The other part is for meals and incidentals (M&IE). This includes food and small items. The General Services Administration (GSA) sets the rates. Rates change every year. They are different for each city.

You do not get to keep leftover per diem. You must use it for travel costs. If you spend less, you return the extra money. You do this on your travel voucher. The voucher is your claim for money. You must be honest. You must report your real costs.

Some people think they can spend less and keep the difference. This is wrong. It is against the rules. It can be seen as fraud. Fraud is a serious crime. You could lose your job. You could face legal problems.

Real World Example

Sergeant Miller travels to San Diego. The per diem rate is $200 per day. $150 is for lodging. $50 is for M&IE. Sergeant Miller finds a hotel for $120 per night. He spends $30 per day on food. His total cost is $150 per day. He must report this on his voucher. He will get $150 per day. He must return the extra $50 per day. He cannot keep it.

This rule is in the JTR, Chapter 2. It says per diem is reimbursement. Reimbursement means paying back costs. It is not extra pay. Always check the current per diem rates before you travel.

Myth 2: "You Must Book The Cheapest Flight, No Matter What"

Many travelers think they must always pick the cheapest ticket. This is not completely true. The rule is about the "lowest logical fare." This means the cheapest flight that makes sense. Sometimes the cheapest flight has problems. It might have very long layovers. It might arrive at a bad time. You do not have to choose these flights.

Understanding "Lowest Logical Fare"

The DOD wants to save money. But they also want you to travel safely and efficiently. The DOD Travel Regulations explain this. You must consider many factors. These include total travel time. They include airport security. They include mission needs.

For example, a flight may cost $300. It has a 10-hour layover. Another flight costs $350. It has a 1-hour layover. The second flight may be the "lowest logical fare." The extra cost is reasonable. It saves 9 hours of travel time. Your time has value. The government understands this.

You must justify your choice. On your authorization form, you can add comments. Explain why you chose a more expensive flight. Common reasons include:

• Long layovers (over 4 hours)
• Arrival after midnight
• Connection at high-risk airports
• Need to arrive fresh for early meeting

Step-by-Step Guide: Booking Flights Correctly

1. Use the Defense Travel System (DTS): Always book through DTS if possible. It shows you approved options.
2. Search for Flights: Look at all options. Note the prices and times.
3. Compare: Find the cheapest flight that meets your needs. Consider total time, not just price.
4. Justify: If you pick a higher cost flight, write a reason. Keep it simple and clear.
5. Get Approval: Your approving official must agree. Talk to them if you have questions.

Remember, the goal is value. Value is not just the lowest price. Value is the best balance of cost and efficiency. A summary of the JTR explains this concept well.

Myth 3: "Rental Car Insurance Is Always Covered"

This myth can cost you money. Many people think the government covers rental car insurance. This is not always true. The government has some coverage. But it has limits. You need to understand these limits.

The Real Rules on Rental Car Coverage

When you travel on official orders, you are covered. This is under the Federal Tort Claims Act. This law protects government employees. But this coverage is not the same as personal insurance. It only applies when you are on official business.

What does this mean? If you have an accident while on duty, you are likely covered. But if you use the car for personal trips, you are not covered. For example, you drive to a restaurant for dinner. That is okay. You drive to a tourist attraction 100 miles away. That is not okay. That is personal use.

Also, the government's coverage is secondary. This means it pays after your personal insurance. If you have a personal auto policy, it pays first. The government pays the rest. If you have no personal insurance, the government may pay. But this can be a slow process.

Practical Tips for Renting Cars

• Decline the CDW/LDW: At the rental counter, they will offer Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW). You should say no. The government's coverage acts as this waiver. You do not need to pay extra.
• Consider Liability Insurance: The government does not cover liability well. Liability pays for damage you cause to others. You may want to buy this. It is often cheap. Check with your travel office.
• Use the Government Rate: Always ask for the government rate. Show your official orders. This rate is often cheaper. It also includes basic insurance.
• Report Accidents Immediately: If you have an accident, call your supervisor. Also call the rental company. Follow their steps. Do not assume everything is covered.

Statistics show that rental car issues are a common problem for travelers. Knowing the rules protects you.

Myth 4: "You Can't Earn Personal Reward Points"

Many people think they cannot earn points on official travel. They think it is against the rules. This is false. You can earn points. But you must follow strict guidelines.

The Official Stance on Loyalty Programs

The Government Accountability Office (GAO) has studied this. Their reports say it is allowed. The JTR also allows it. The key rule is this: you must not let points influence your choices. You must still choose the best value for the government.

For example, you have a choice between two hotels. Hotel A costs $100 per night. You get points there. Hotel B costs $95 per night. You get no points. You must choose Hotel B. It is cheaper. You cannot choose Hotel A just for the points. That is wrong.

But if both hotels cost the same, you can choose. You can pick the one where you earn points. This is okay. The cost to the government is the same.

How to Ethically Earn and Use Points

1. Always Compare Prices: Never pay more to earn points. Your first duty is to save government money.
2. Use Your Personal Account: Book the hotel or flight with your personal loyalty number. This is allowed. The points go to you.
3. Do Not Use Points for Official Travel: You cannot use your personal points to pay for official travel. You must use the government travel card. This keeps the accounting clear.
4. Report Honestly: On your voucher, report the actual price paid. Do not include the value of points. Points are your personal benefit.

A 2022 DTMO briefing confirmed this policy. It helps travelers understand the right way.

Myth 5: "Travel Vouchers Can Be Submitted Anytime"

This is a dangerous myth. You cannot submit your voucher anytime. There are strict deadlines. Missing a deadline can delay your money. It can also cause you to owe money.

The Critical 5-Day Rule

The JTR has a clear rule. You must submit your travel voucher within 5 days. The 5 days start after you complete travel. Completion means you return to your official duty station. Or you start a new travel period.

Why is this rule important? It helps the government manage money. It also ensures you are paid quickly. If you miss the deadline, your payment is late. You might also lose the right to claim some costs. The government can deny your claim.

Some people think weekends and holidays don't count. This is also false. The 5 days are calendar days. This includes weekends and holidays. You must plan for this.

Step-by-Step Guide to a Fast Voucher

1. Keep All Receipts: Get a receipt for everything over $75. For lodging, you always need a receipt. Keep them in one folder.
2. Track Your Expenses Daily: Do not wait until the end. Each day, write down what you spent. Use a notebook or an app.
3. Start Your Voucher Early: You can start your voucher in DTS before you travel. Fill in the easy parts. Add your estimates.
4. Complete Immediately After Travel: As soon as you return, finish the voucher. Upload your receipts. Check your math.
5. Submit and Follow Up: Submit the voucher. Then check its status in DTS. If it is rejected, fix the errors fast.

Data from the DTMO shows that most voucher delays are due to missing receipts. Be organized.

Myth 6: "You Can Upgrade Flights or Rooms If You Pay the Difference"

Many travelers think they can upgrade. They think it is okay if they pay the extra cost themselves. This is usually not allowed. It can cause many problems.

Why Personal Payments for Upgrades Are Problematic

The government books a specific service. They book a coach seat. They book a standard room. If you upgrade, you change the service. This makes accounting difficult. How does the government know what they paid for? It creates a mixed transaction. Mixed transactions are not allowed.

There is also a security concern. If you upgrade to first class, you stand out. This may be a security risk for some personnel. The government wants all travelers to be safe and low-profile.

There are very few exceptions. One exception is for a medical need. For example, you have a bad back. You need more leg room. You can ask for an exception. You need a doctor's note. Your approving official must agree. Then the government may pay for the upgrade. You cannot just pay for it yourself.

What You Can and Cannot Do

• CANNOT: Pay with personal money to upgrade a government-booked flight.
• CANNOT: Pay extra for a larger hotel room.
• CAN: Use your personal points for an upgrade, if the government is not involved. But this is tricky. It is better to avoid it.
• CAN: Ask for an accommodation. If you need a different seat for health reasons, ask. Follow the proper channel.

The DTMO's "Fly Coach" policy is very clear. Always fly in the class of service authorized.

Practical Tips for Smooth DOD Travel

Now you know the myths. Here are practical tips. These tips will make your travel easier. They will help you follow the rules.

Before You Travel

• Read Your Orders: Your orders tell you where, when, and why. Check them carefully. Make sure all information is correct.
• Attend Pre-Travel Brief: Many units offer a brief. Go to it. Ask questions. It is the best time to learn.
• Get Your GTCC: The Government Travel Charge Card (GTCC) is your tool. Use it for all official expenses. Do not use your personal card.
• Download Helpful Apps: The DTS app is useful. Also get the per diem app. This helps you check rates.

During Your Travel

• Keep All Receipts: This is the most important tip. Get a receipt for every charge. Even for small things if you can.
• Use Your GTCC Wisely: Only use it for authorized costs. Do not use it for personal items. That is misuse.
• Track Your Mileage: If you drive your own car (POV), track the miles. Use a map app or your car's odometer.
• Stay in Touch: Let your office know if plans change. If you are delayed, tell someone.

After You Travel

• File Your Voucher Fast: Remember the 5-day rule. Do it as soon as you return.
• Reconcile Your GTCC: Pay your GTCC bill on time. Use the money from your voucher. Do not be late.
• Give Feedback: Had a problem? Tell your travel office. They can help fix it for next time.

Frequently Asked Questions (FAQ)

1. Can I choose my own hotel, or must I use the one in DTS?

You can choose your own hotel. But it must be at or below the per diem lodging rate. DTS shows you approved hotels. These hotels are usually a good choice. But if you find a cheaper hotel, you can use it. Just make sure it is safe and clean.

2. What if I lose a receipt?

Losing a receipt is a problem. For costs under $75, you may not need it. But for lodging, you always need a receipt. If you lose it, contact the vendor. Ask for a copy. If you cannot get a copy, you must provide a "Lost Receipt Affidavit." This is a form in DTS. You swear that you lost the receipt. You may still be paid. But it can cause delays.

3. Is tipping allowed on the GTCC?

Yes, reasonable tipping is allowed. For meals, you can tip up to 20%. For baggage handlers, $1-$2 per bag is okay. Tips must be reasonable. You cannot tip $100 for a meal. That would be wasteful.

4. Can my family travel with me on official orders?

Usually, no. Official travel is for you alone. Sometimes, family can travel at government expense. This is called "command sponsorship." It is for long-term assignments (like PCS moves). For short trips (TDY), family cannot come at government cost. They can come at their own cost. But you cannot mix personal and official travel during duty hours.

5. What is the rule for travel to high-cost areas like New York City?

High-cost areas have higher per diem rates. The GSA sets these rates. Sometimes the lodging rate is not enough. In that case, you can ask for a "Lodging Plus" rate. Or you can ask for an exception. You must show that no hotel is available at the standard rate. Your travel office can help with this process.

6. Can I drive my personal car instead of flying?

Sometimes. This is called a "POV in lieu of" air travel. It is allowed if it saves money. Or if it is more practical. You must get approval before you travel. You will be paid a mileage rate. This rate covers gas and wear on your car. You cannot just decide to drive. You need permission.

7. What happens if I get sick during travel?

If you get sick, get medical help. Keep all receipts. You may need to change your travel plans. Inform your supervisor. The government may cover extra costs for the change. This includes extra hotel nights. You will need a doctor's note for proof.

Real Examples of Travel Problems

Example 1: The Per Diem Mistake

Captain Jones traveled for two weeks. He spent very little on food. He thought he could keep the extra per diem. He submitted his voucher. He claimed the full per diem rate. An auditor checked his receipts. The auditor saw his food costs were low. Captain Jones had to repay over $500. He also got a warning in his file.

Example 2: The Flight Upgrade

Ms. Smith, a civilian employee, upgraded her seat. She used her own money. She thought it was okay. Her voucher was flagged. She had to explain why her boarding pass showed first class. Her authorization was for coach. She faced a long review. She learned never to mix personal and official payments.

Example 3: The Late Voucher

Private Lee returned from travel. He was busy. He filed his voucher two weeks later. His payment was delayed by a month. He also had a late fee on his GTCC. He learned the hard way about the 5-day rule.

Conclusion: Travel Smart, Follow the Rules

DOD travel policy is complex. But it is not mysterious. The rules are written down. The biggest problems come from myths. People believe stories that are not true. This guide has shown you the truth. You now know what is not true about DOD travel policy.

The key is to be informed. Read the JTR for your specific situation. Use the DTMO website. Ask your travel office questions. Do not rely on rumors.

Travel is a part of service. Doing it right protects you. It also protects the government's money. Follow the rules. Be honest. Keep good records. Your travel will be smooth. You will get paid on time. You will avoid stress and problems.

Remember these main points: Per diem is not a bonus. You must choose logical flights. Rental car insurance has limits. You can earn points ethically. Vouchers have a 5-day deadline. Upgrades are rarely allowed. Keep this guide as a reference. Share it with your team. Safe travels.