How to complete a DTS voucher after your TDY

Before you open DTS

Gather your approved authorization, actual travel dates, final hotel folios, airline or travel management company (TMC) invoices, rental car receipts, and other reimbursable expenses. Keep any required lodging non-availability record and approvals for changes. A booking confirmation can help you find a reservation, but it does not replace a paid, itemized receipt.

Make a simple trip timeline: departure, each duty location, each hotel stay, and return. Use the actual duty location, including the installation when applicable. The city where you chose a hotel does not automatically determine your per diem rate.

1. Create the voucher from your authorization

On the DTS dashboard, choose Create New Document → Voucher, then Create Voucher beside the correct authorization. DTS carries over the trip information and estimated costs. Check that you selected the right trip before editing.

If a voucher already exists, open that voucher rather than creating a duplicate. If it has been approved and needs a correction, follow the voucher amendment guide.

2. Correct the actual dates and duty locations

Use Edit Itinerary to correct changed arrival dates, departure dates, and TDY locations. Account for leave and personal travel accurately. Read the confirmation messages and check each location on a multi-stop trip.

Changing the itinerary can reset per diem entries. Recheck lodging and meals after these changes, even if you entered them correctly earlier.

3. Replace estimates with actual expenses

In Expenses, open the existing airfare and rental car entries and update their amounts from the final invoices. Add missing eligible expenses using the appropriate expense type. Remove estimates for costs you did not incur and account for refunds.

• Match the date, amount, and payment method for each expense.
• Check POV mileage to and from the airport, parking, tolls, baggage, and authorized rental car fuel.
• Separate eligible lodging taxes correctly.
• Use a documented USD amount for foreign currency expenses.
• Compare imported travel card transactions with existing entries so the same charge appears only once.

A charge on your Government Travel Charge Card (GTCC) is not automatically reimbursable. Keep personal purchases and expenses belonging to another trip out of this claim.

4. Attach receipts and review each day of per diem

Attach the appropriate receipt to its expense entry and open the attachment to confirm it is readable and complete. You need receipts for all lodging and individual expenditures of $75 or more. The receipt requirements guide explains missing receipts and the difference between a hotel folio and a booking confirmation.

In Per Diem, check the actual nightly lodging cost, applicable allowance, travel days, leave, and meal conditions. Group dates only when the applicable values match. Include foreign lodging taxes in lodging; handle CONUS and non-foreign OCONUS lodging taxes separately. Confirm any required Non-A documentation.

5. Review accounting and payment

Confirm the line of accounting (LOA) and cost allocations with your organization when needed. If an LOA has already funded a payment, ask your Defense Travel Administrator (DTA) before removing or changing it.

Open Financial Summary and review totals, prior payments, and split disbursement to your GTCC and personal bank account. Check your profile's payment information. The voucher total is not necessarily the amount that will arrive in your personal account.

6. Resolve flags, sign, and track the result

Review the complete voucher, correct errors, and provide specific explanations for required pre-audit flags. On Sign and Submit, review the certification, select I agree to SIGN this document, verify routing, and choose Submit Completed Document. Complete the Confirm and Continue prompt.

Saving or preparing a voucher does not submit it. Confirm that routing has begun, then watch for returned documents or requests from your Authorizing Official (AO). Correct and re-sign a returned voucher promptly.