TRAVEL CLAIMS THE EASY WAY TAD

1
TRAVEL CONTROLS
Marine Corps Administrative Analysis Team-East
2
TRAVEL CONTROLS
A complete copy of the PCS and TAD travel claim
with all supporting documents to include the
Finance Office computations must be maintained on
file.
3
TRAVEL CONTROLS

• Do you have access to EDA (Electronic Document
  Access)?
• This website will allow you to print a copy of
  the Finance Office Computation.

http//eda.ogden.disa.mil/
4
TRAVEL CONTROLS
Travel claims for both PCS and TAD must be
completed and submitted to the Finance Office
within 5 days of reporting to the new PDS or
returning from TAD.
5
TRAVEL CONTROLS
Procedures must be in place to track the
submission of travel claims, receipt by the
Finance Office, and the final return of
government vouchers.
6
TRAVEL CONTROLS
Travel claims can be tracked via a logbook or
computer database. If you track them via an
electronic method, ensure you back up the
database daily.
7
TRAVEL CONTROLS
Are you ensuring Marines are being informed of
their possible entitlement to Temporary Lodging
Expense?
If so, are you assisting them in the completion
of the required paperwork? (Ref JFTR Chapter 5)
8
TRAVEL CONTROLS
Are Marines submitting for DLA when entitled?
Ensure a supplemental claim is submitted when
authorized to reside on the local economy and it
has been approved by the CO within 60 days of
reporting to the new PDS. (Ref JFTR Ch 5 Part G)
9
TRAVEL CONTROLS
Are supplemental travel claims being submitted
when family members arrive at the PDS after the
Marines report date?
10
TRAVEL CONTROLS
Are you ensuring that Reserve Individual Active
Duty Orders are promptly settled at the Finance
Office located where the Active Duty was
performed?
Example Marine completes school at Fort
Leonardwood. The servicing Finance Office for
the command is MOBCOM Finance Office. The IADT
travel claim should be submitted directly to the
MOBCOM Finance Office for payment.
11
TRAVEL CONTROLS
Are procedures in effect to ensure all GTTC
cardholders have at a minimum their rental car,
lodging, and commercial transportation expenses
paid directly to the bank that issued the GTTC.
Ensure the traveler notes the total amount of
deposit in Block 1 of the DD Form 1351-2.
NOTE The approving official or supervisor must
sign and date the travel voucher. (REF MARADMIN
515-03)
12
TRAVEL CONTROLS
Have written Internal Control Procedures been
established for Travel Controls and include audit
procedures, billet responsibilities, document
flow within the office, and the relationship with
other organizations and services?
TVL SOP
13
TAD TRAVEL CLAIMS
THE EASY WAY
14
TAD TRAVEL
The following information is provided as a quick
reference tool for completing a TAD travel claim.
If further information is required utilize the
JFTR, JTR, DODFMR Volume 9 and the Marine Corps
Travel Instruction Manual.
15
Block 1 (Payment). Type of payment you wish to
receive. As of January 1, 1998 the Department of
Defense requires DoD personnel to use Electronic
Funds Transfer (EFT). Another option is split
disbursement. Split disbursement allows the
traveler to pay off the travel card balance and
place the remaining funds into an EFT account.
Split disbursement is Mandatory for all GTCC
holders for lodging, transportation and rental
expenses incurred during official government
travel.
16
Block 2 (Name). Fill in your last name, first
name and middle initial.
Block 3 (Grade). Fill in the appropriate grade
for you rank (i.e. E-1, W-3, O-6).
Block 4 (SSN). Fill in your social security
number, with or without the dashes.
17
Block 5 (Type of Payment). Place an X in the
Temporary Duty (TDY) block.
Block 6.e (EMAIL Address). Utilize your work
email to receive a copy of your travel settlement.
Block 6 (a, b, c, d) (Address). Fill in your
complete home address.
18
Block 7 (Daytime Telephone Number and Area Code).
Fill in a telephone number where you can be
reached during the day, usually your work number.
Block 8 (Travel Order Number). For DD 1610
orders, this number is found in block 22,
TRAVEL ORDER NUMBER, at the bottom of the
orders. On SABRS generated orders, this number
is listed on the bottom as CURRENT FY STD DOC
NO. Be aware of the difference between the
letter O and the number 0.
19
Block 9 (Previous Government Payments/ Advances.
If you received an advance, note the amount and
the DOV number. If you have not received an
advance, write 0.00 or None in the block.
Block 11 (Organization and Station). Your
current organization. This information will aid
in getting the settled travel claim documentation
to your administrative unit.
20
Blocks 10, 12, 13, and 14. NA
21
Block 15b (Place). Place where travel event
occurs (home, office, etc).
Block 15a (Date). Day, month, and year that
travel event took place--times are no longer
necessary.
22
Block 15c (Means/Mode of Travel). A two-letter
code of which the first letter is determined by
the supplier of the travel. The second letter is
determined by the actual mode of travel.
First Letter
Second Letter P (Private owned)
A (Auto) G (Government)
B (Bus) T (Transportation request) P
(Plane) C (Commercial) R
(Rail)
M (Motorcycle)
V (Vessel)
23
Block 15d (Reason For Stop). There are nine
codes used for this section
a. Authorized Delay -- AD b. Authorized Return
-- AR c. Awaiting Transportation -- AT d.
Hospital Admittance -- HA e. Hospital Discharge
-- HD f. Leave Enroute -- LV g. Mission Complete
-- MC h. Temporary Duty -- TD i. Voluntary Return
-- VR
24
Block 15e (Lodging Cost). Write the total charge
for lodging (room charge only). Lodging taxes
must be claimed in reimbursable expenses. For
lodging incurred OCONUS, the total lodging cost
to include taxes will be in this block.
Block 15f (Privately Owned Conveyance (POC)
Miles). Number of miles driven in POC. The
distance is determined by the DTOD. The current
mileage rate is 37.5 cents/mile in an automobile,
and 28.5 cents/mile on motorcycle.
25
Block 16 (POC Travel). Note whether you were the
owner/operator or a passenger in the vehicle.
Block 17 (Duration of TDY Travel). Mark the block
that corresponds to the amount of time you spent
TAD.
26
Block 18(a-d) (Reimbursable Expenses). Expenses
authorized in your orders. These are some
examples of reimbursable expenses
(1) ATM Fees (cash advances) (2) Lodging
Taxes (3) Laundry up to 2/day if travel is 7
days or more (military), or 4 consecutive nights
(civilian), for each day of travel (4)
Conference fees (5) Rental car (if authorized)
(6) Gas (only for rental car) (7) Taxi, bus,
streetcar, subway (8) Parking Fees
27
Block 19 (Government/ Deductible Meals). Meals
consumed by a member/ employee when furnished
with or without charge incident to an official
assignment by sources other than a government
mess. Meals furnished on commercial aircraft or
by private individuals are not considered
deductible meals.
Block 20a and 20b (Claimant Signature and Date).
YOU MUST SIGN AND DATE HERE BEFORE YOU TURN IN
THE TRAVEL CLAIM!
28
Block 21a and 21b (Approving Officials Signature
and Date). Only required when an expense not
listed on the TAD Orders is approved after the
fact. Expense(s) approved must be listed in
block 29 of the DD Form 1351-2.
Block 20c and 20d (Supervisor Signature and
Date). Supervisor signature (REQUIRED)
Block 22 28. N/A
29
Block 29 (Remarks). This block can be used for
any additional information that is needed to
settle the travel claim. If the Approving
Officer signs block 29 there must be a comment in
this block stating what expense not previously
listed on the TAD Orders was approved.
30
References a. NAVSO P-6034 Joint Federal Travel
Regulations (JFTR), Vol I b. Joint Travel
Regulations (JTR), Vol II c. Department of
Defense Financial Management Regulations (DODFMR
7000.14-R), Vol 5. d. Department of Defense
Financial Management Regulations (DODFMR
7000.14-R), Vol 9. e.  MCO P1000.6G (ACTS
Manual) f. MCO P4650.37C Marine Corps Travel
Instruction Manual