Top 5 tips for travel vouchers

  • Published
  • By Capt. Elizabeth Caraway
  • 445th Airlift Wing Public Affairs
WRIGHT-PATTERSON AIR FORCE BASE, Ohio --  During a typical month, the 445th Airlift Wing finance office sees approximately 1,100 travel vouchers filed through the Defense Travel System, said Ms. Carrie Ruby, 445th lead defense travel administrator. Finance has been working hard to process vouchers and streamline processes, but there are some steps Airmen can take to minimize returned vouchers.

1. Never create an authorization in DTS.
In the Reserve, we use AROWS-R to create orders. If you are new to the Reserve, ensure you create a DTS profile before your orders are cut, said Ruby.

2. Attach all supporting documentation and receipts.
"It seems intuitive, but members often forget to actually attach their documents," said Ruby. Any expense over $75 requires a receipt and members must attach documentation for airfare, rental car, and lodging.

3. Add UTAs to your DTS itinerary.
If a unit training assembly is done in conjunction with time on orders, include those days in DTS. Ruby emphasized that UTA days must have the per diem set to $0.

4. If your voucher is returned, make sure you address all the corrections before resubmitting it.
Nothing is more frustrating--for the member and for finance--than a voucher being continually sent back and forth. If you have a question or need assistance fixing your voucher, there are finance personnel available both days of both UTAs. You can also ask your organization defense travel administrator for help.

The top reasons for returned vouchers are failing to attach orders and receipts, miscalculating per diem, and failing to add UTAs to the itinerary.

5. Using paper vouchers rather than eFinance is perfectly acceptable.
Yes, this is a case where taking a low-tech approach is encouraged, said Ruby. Since eFinance vouchers are processed remotely, FM cannot assist you with changes, so if you find the eFinance system too unwieldy, you can submit a hard-copy DD Form 1351-2 to finance with your receipts and they will assist you. Currently, 445th FM processes 50-75 paper vouchers a month.

As 445th Airmen travel the globe to accomplish the mission, our home station finance office is behind the scenes ensuring those on orders are reimbursed for their expenses. If you need assistance with a travel voucher, finance customer service is open Mon-Fri 8 a.m. to 12 p.m. and during UTAs 8 a.m. to 12 p.m. and 1 p.m. to 2:30 p.m.