Navigating the Defense Travel System (DTS) can feel complex. The dts constructed travel worksheet is a frequent point of confusion for many travelers. However, understanding this form is crucial for accurate and timely reimbursement. This guide simplifies the process for you.
We will walk you through each section. Consequently, you will learn how to complete the worksheet correctly. This ensures your travel voucher gets approved without delays.
What Exactly Is a DTS Constructed Travel Worksheet?
A constructed travel worksheet is a document used to compare travel costs. Specifically, it compares the cost of your actual, chosen travel route against the cost of the government’s officially directed route. This is necessary when you travel for personal convenience.
For example, you might decide to drive to a temporary duty (TDY) location instead of flying. The government needs to ensure it does not pay more for your personal choice. Therefore, the worksheet calculates the government’s maximum financial liability.
Essentially, you will be reimbursed for the lesser of the two amounts: the cost of your actual trip or the estimated cost of the government-approved trip. This process ensures fairness and fiscal responsibility.
When Is This Worksheet Required?
You must complete a constructed travel worksheet whenever you deviate from the prescribed travel method or route for personal reasons. This is a common scenario for many service members and civilian employees.
You will most likely need one in the following situations:
- Driving Instead of Flying: When you choose to use your privately owned vehicle (POV) for a long-distance trip where air travel is authorized.
- Taking an Indirect Route: If you take a different route to your destination to visit family or for tourism.
- Adding Leave: When you combine personal leave with official travel, which changes your travel itinerary.
- Using a Different Airport: If you select an airport that is different from the one designated in your travel orders.
How to Fill Out Your DTS Constructed Travel Worksheet Step-by-Step
Completing the form is straightforward if you follow a clear process. Moreover, having the right information ready will save you a lot of time. Here is how to do it correctly.
Step 1: Gather Required Information
Before you begin, collect all necessary documents. You will need your official travel orders (TDY orders) and the government-approved travel itinerary. In addition, you should have receipts and records for your actual travel expenses, like fuel, lodging, and tolls.
Step 2: Calculate the Government’s Cost (Should-Cost)
This section details what the trip would have cost if you followed the official orders. You must include the government-rate airfare, baggage fees, and transportation to and from the airports. Your organization’s travel office can help you find these official cost estimates.
Step 3: Calculate Your Actual Travel Costs
Next, you will document the expenses you actually incurred. This includes POV mileage at the official rate, any tolls paid, and necessary lodging and meals during your travel. Remember to only include costs directly related to the travel portion of your trip.
Step 4: Compare and Finalize
The final step is to compare the totals from Step 2 and Step 3. DTS will automatically limit your reimbursement to the lower amount. By completing this worksheet, you are providing the necessary justification for the system to process your voucher correctly.
Common Mistakes to Avoid for Faster Reimbursement
Small errors can cause significant delays. To ensure a smooth process, watch out for these common pitfalls.
- Forgetting Pre-Approval: Always get approval for your constructed travel plan *before* you depart.
- Incorrect Mileage Rates: Ensure you are using the current, official government POV mileage reimbursement rate.
- Missing Receipts: Keep detailed records and receipts for all your actual expenses, especially for lodging and tolls.
- Ignoring Per Diem Limits: Your reimbursement for lodging and meals during travel days is still limited by official per diem rates for the locations you travel through.
By avoiding these mistakes, you can submit your dts constructed travel worksheet with confidence. As a result, your travel voucher will be processed much more quickly, and you will receive your payment without any issues.