DTS Travel Guide

Isaias Enriquez
Introduction
Army Fellows can be used to fund training, but it can also be used to fund travel associated with
that training or other developmental opportunities. Some training have no tuition costs like
those trainings offered by the Risk Management Center (USACE). A list of those no tuition
trainings offered by the RMC can be seen at this link, RMC Training (army.mil).
DTS is the website used to arrange travel funded by Army Fellows. The steps to set up travel in
DTS are covered in this guide. This guide provides a quick explanation on how to use Army
Fellows funding to fund travel associated with Army Fellows training. For more complete
answers, the Defense Travel Management Office has trifolds and guides on using DTS at
Training Search | Defense Travel Management Office (dod.mil).
Step 1: Apply for a Government Travel Card
A government travel card is needed to use DTS. Your office should be able to help you with this
process.
Step 2: Set up DTS account
The FY23 Welcome Packet 2.0 – Helpful Hints (Appendix A), pages 10-13, goes over the
preliminary steps in setting up a DTS account. Access DTS at the following link, Defense Travel
System (osd.mil).
To deal with issues with registering on the DTS website, I wrote to the Ft Belvoir email for Army
Fellows, usarmy.belvoir.chra-hqs.mbx.accma-cei-cf@army.mil, and they provided assistance.

2
Step 3: Request funding from Army Fellows
To request funding for travel from Army Fellows, you’ll have to submit an SF182. To determine
the amount of funding needed I put together a cost estimate. I went to the following website to

3
find out the amount authorized for lodging and per diem for the TDY location, Per Diem Rates |
GSA.

Next, I estimate the amount that the flights will cost. For this I go to the GSA City Pairs website
to get a flight estimate, Airline City Pairs - Search Awards (gsa.gov). GSA City Pairs will give you
the cost of a one-way flight. To get the cost of a roundtrip flight, multiply that amount by 2.

4
I add other travel related costs to the cost estimate such as taxi/uber to and from origin and
destination airports (I estimate $50 per taxi/uber ride for a total of $200 for the trip), baggage
fees (I estimate $60 per flight for a total of $120). I also try to add lodging taxes to the cost
estimate as well. I add $200 to the cost estimate for the SF 182 to cover unexpected expenses.
Once you start creating your travel arrangements in DTS you may find that you need to account
for other costs. I use a spreadsheet like the following when putting together my cost estimate.

Next you fill out your SF-182 and send to Army Fellows at usarmy.belvoir.chra-hqs.mbx.accma-
cei-cf@army.mil. A great example on filling out the SF 182 is included in the Army Fellows
Welcome Packet. If the travel is related to training, it is important to fill out as much of the
Training Vendor information as possible so that Army Fellows can confirm your training. In
section C you’ll add the training and travel costs. Travel and per diem costs are listed

5
separately. The Per Diem cost includes M&IE and lodging. The travel costs include flight,
baggage, taxi/uber costs, etc. When submitting your SF-182, it is a good idea to include your
most up to date Master Fellow Training Plan (MFTP) signed by yourself and your supervisor.

After you get your approved SF182 back from Army Fellows, it is time to go into DTS and set up
your travel. According to the Army Fellows Welcome Packet, you have 5 days after receiving
your approved SF 182 to arrange your travel in DTS.

Step 4: Set up a travel request

6
A drop down menu will open. To create an authorization for new travel click Routine TDY Trip.

You will enter in your travel dates. There used to be a requirement that the end date had to be
the date that the training ended unless you would arrive back home after midnight in which
case you could leave the following day. I am unsure if this is still a requirement.

7
On the next screen you’ll be able to enter your TSA information. Your known traveler number is
your DOD number.

8
In the next step you’ll select your flight to the TDY location. At this step you may get an error. If
your Government Travel Card isn’t entered in DTS, or if you aren’t listed as a GTC card holder
in DTS, you will not be able to book your flights or lodging. If that is the case, call the DTS
Helpline at 1-888-435-7146. They will be able to help you with that problem.

9
After you’ve selected your flight, you’ll have the option of selecting your seats.

10
Once you’ve selected your seats and confirmed your flight details, you will book the flight.

Repeat the process for the return flight.

11
Next, select your lodging.

You may have the option of selecting the type of room you want.

12
If everything is correct, you’ll book the reservation on the next screen.

On the next screen you’ll review all of your reservations and click Continue to Expenses.

13
On the next screen you will enter your travel related expenses such as transportation to the
airport, or baggage. On this screen is where you’ll also upload your approved SF 182.

14
On the next screen you’ll review the per diem costs. This is entered automatically by DTS.

15
The next screen is a summary of the trip cost and the funding code which changes each year.

16
On the next page you’ll review your profile. Changes can be made here if necessary. Important
note: if you are a veteran, check the banking information that will be used for EFT payment to
your personal account. If you were in the military, DTS will automatically use the banking
information that you used as a military member which may no longer be correct.

On the next page the trip is reviewed one final time.

17
Any items that the system thinks need to be addressed will be listed in the next screen. It is a
good idea to write a justification for each item that the system flagged. Otherwise, there may
be a delay in authorizing the request.

18
On the next screen the document is digitally signed and submitted.

19
At this point the document will go through a routing process. If there are any problems, you will
receive an email indicating what the problem is and how to fix it in DTS. Once the document is
approved, you’ll receive an email indicating that the travel is approved. At that point you can go
back into DTS and print off your travel orders. You should also start receiving email
confirmation of your flight and lodging reservations. Flights aren’t ticketed until a few days
before the date of travel. For issues with reservations, call the Commercial Travel Office, 866-
480-0659.

20
Filing a Voucher
Once you’ve completed your travel, you have 5 business days to submit a voucher. Sign back
into DTS and select Create New Document. A drop down menu will appear, select Voucher.

21
An option will show up that will allow you to choose an authorization to create a voucher for.
Select Create Voucher on the authorization that you want to use. Important note: if you are a
veteran, check the banking information for the EFT payment to your personal account before
submitting your voucher. If you were in the military, DTS will automatically use the banking
information that you used as a military member which may no longer be correct. It is a
complicated process to return a payment if the banking information is incorrect. For help with
any issues, call the DTS helpline, 1-888-435-7146.

22
On the expenses screen I updated the previous expenses I had added. For taxi/uber, I entered
the exact amounts that I was charged. I also added new expenses that I had not anticipated. In
this example I added a SATO fee and also lodging taxes.

23
I clicked on each expense and added a receipt. I added receipts for flights, lodging, lodging taxes,
uber/taxi, and SATO fee by clicking on the + button. I did not have to add a receipt for the mileage
that I drove in my personal vehicle to and from the airport.

After reviewing the expenses, on the next screen I reviewed the per diem.

24
On the next screen I viewed the accounting code and the updated total expense for the trip.

25
On the next screen I checked the document for errors.

26
After I got done checking the document, I signed the document.

27
The next screen confirmed that the voucher had been signed and also showed where the
voucher was in the routing process. Because I updated all of my expenses to the actual cost,
and provided all receipts, my voucher only took one day to get reviewed and approved. After
approval, a payment was electronically authorized the same day and funds were disbursed a
day later to my travel card and personal account. From the time I submitted the voucher,
payment was disbursed two days later. This was much faster than submitting a voucher through
CEFMS.

28