Non-A letters, lodging, and DTS per diem

What a Non-A letter actually documents

Travelers commonly say “Non-A letter” for lodging non-availability documentation. You may receive a certificate, confirmation number, or an electronic record in the travel system. Its purpose is to document the availability issue for the location and dates involved.

Keep it connected to the particular stay. If a trip includes several installations or separate hotel stays, a record for one location does not automatically cover every other stay.

When non-availability documentation matters

JTR 020303 distinguishes Service members, civilian employees, and Integrated Lodging Program (ILP) requirements. Service members ordered to a U.S. installation generally must use adequate, available government quarters, subject to the regulation's exceptions. Civilian requirements differ; designated ILP locations have specific lodging requirements.

Under 020303-F, a CNA is required when government quarters are unavailable in the covered Service member and civilian ILP circumstances. The JTR also provides an exception to the ILP CNA-number requirement when the travel system electronically retains the lodging-availability documentation.

That means a separate paper letter is not always required. Confirm what DTS already retained and what your lodging office or AO needs. Choosing a commercial hotel for personal preference is not the same as required lodging being unavailable.

What to save before leaving the lodging desk

• The non-availability confirmation, number, or electronic record.
• The installation or lodging location it covers.
• The applicable stay dates, especially after an extension or location change.
• Any approved exception or mission-related lodging justification.
• The final itemized, paid folio for the commercial hotel actually used.

If the covered dates are wrong or you cannot find the record, contact the lodging office or travel office for the correct documentation. Do not create your own non-availability certificate. An ordinary lost hotel receipt and a missing Non-A record are different problems.

A Non-A does not remove the lodging limit

When required lodging is unavailable, the appropriate commercial lodging may be authorized under the applicable rules. The ordinary locality or program limits still matter, and an above-limit rate may require separate actual-expense authorization or approval.

Conversely, declining required available lodging can limit reimbursement to what the government would have paid unless an applicable exception is approved. Ask about the specific requirement before assuming the full commercial rate will be covered.

Separately, handle lodging taxes according to the hotel's foreign or non-foreign location. A Non-A does not change that distinction.

Check meal rules separately

JTR 020304 bases meal treatment on the traveler, location, available or provided meals, and the travel authorization. The lodging decision is only part of that picture.

Do not use “I have a Non-A” as the sole reason to mark every day at full M&IE. For example, an otherwise qualifying off-base stay can still include a deductible meal paid through a conference fee. Check the actual meal facts with your AO.

Review the stay in DTS

1. Confirm the correct duty location and actual dates.
2. Make the required non-availability or exception documentation accessible in the voucher.
3. Enter the actual lodging cost and check the allowed amount for each night.
4. Review meal conditions and travel days separately.
5. Explain any required lodging pre-audit flag with the specific facts and supporting record.

For multiple stays, repeat the check for each location and date range. A short, specific explanation is more useful to the AO than a trip-wide note saying only “Non-A attached.”