DEPARTMENT OF THE NAVY TRAINING SQUADRON TEN 250 SAN CARLOS ROAD SUITE H PENSACOLA FL 32508-5502 TRARONTENINST 1320.1H 00 9 Mar 17 TRAINING SQUADRON TEN INSTRUCTION 1320.1H Subj: POLICY AND PROCEDURES FOR TEMPORARY ADDITIONAL DUTY TRAVEL ORDERS Ref: (a) Joint Federal Travel Regulations (b) MILPERSMAN 1050-170 (c) TRARONTENINST 3710.1X (d) CNATRAINST 3710.2V Encl: (1) VT-10 DTS User s Guide (2) Texas Hotel Occupancy Tax Exemption Certificate (3) Operations Cross Country Request Form (4) SATO Travel Information Sheet 1. Purpose. To establish policies and procedures for the administration of Temporary Additional Duty (TEMADD) travel orders for military personnel per references (a) through (d). This instruction is a complete revision and should be reviewed in its entirety. 2. Cancellation. TRARONTENINST 1320.1G. 3. Definition. TEMADD orders assign command members to temporary duty, in addition to present duties, and order them to resume regular duties upon completion of TEMADD assignment. 4. Approval Authority. Signature authority is delegated to the Executive Officer (XO) for CONUS travel. OCONUS travel requires the CO s permission. 5. Issue Authority. The CO, XO, Administration (Admin) Officer/Assistant Admin Officer, or Admin Supervisor may sign TEMADD orders. 6. Travel Administration a. Travel Authorizations. The Travel Authorization shall be submitted through the Defense Travel System (DTS) no later than 1200 the day prior to departure. b. Travel Orders (Cost or No-Cost). Travel Orders shall be printed and in possession prior to departure from Naval Air Station Pensacola.
2 TRARONTENINST 1320.1H c. Funding Availability. Funding for non-cross-country events shall be reflected in the monthly training plan TDY budget to request funds from CTW6. Cross-country flights may be approved as no-cost orders if funding is not available and all travelers volunteer to travel no-cost. Travelers risk not being reimbursed for additional travel occurring due to weather delays or aircraft maintenance issues. d. Travel Claims. Personnel shall submit a Travel Voucher along with applicable substantiating documents not later than five working days from the date of return. See Enclosure (1). Failure to do so may result in order cancellation and forfeiture of all authorized per diem. Instructor Pilots shall assist their students in completing their travel vouchers. Admin will not process instructors Travel Vouchers until their students Travel Vouchers have been received. e. Government Travel Credit Card (GTCC). The GTCC will be used to pay for lodging, rental car and commercial air transportation. It is the individual traveler s responsibility to ensure their card is both current and activated prior to travel. f. Lodging. Military lodging shall be used whenever flying onto, or ordered to, military installations. If military lodging is not available, a certificate of non-availability shall be obtained prior to booking commercial lodging. In the absence of a government lodging option, hotels shall be booked through the DTS travel module or via the Commercial Travel Office. Personnel will only be reimbursed up to the maximum lodging rate for the travel location. Students shall share rooms during cross-country travel and detachments unless approved by the Operations or Administration Department. g. State Tax Exempt Status. All travelers shall visit http://smartpay.gsa.gov/content/state-taxinformation to verify state tax exempt status and are required to submit a tax exemption form to the lodging and car rental offices if the TEMADD state qualifies as a tax exempt state. Visit http://www.gsa.gov/portal/content/212667 for the state specific tax exemption form. If lodging in a tax exempt state, present to the desk clerk the applicable state tax exempt form to obtain tax exempt status upon checking in to your hotel. Enclosure (2) is an example of Texas State taxexempt form. Members shall provide a lodging receipt with their name showing a zero balance as part of their substantiating records. As of 1 October 2016, tax exempt states include: Florida Massachusetts Pennsylvania Delaware Missouri Texas Kansas Oregon Wisconsin New York h. Leave. Leave may be authorized in conjunction with TEMADD orders per reference (b) at no additional cost to the government. 7. Transportation a. Government Aircraft. Government aircraft should be used for TEMADD travel when possible. Consult with the VT-10 Operations Department and NAS Pensacola Base Operations Department for flight availability before requesting another means of transportation.
b. Commercial Aircraft. Common carrier air transportation is ordinarily the most cost efficient and expeditious way to travel for travel of over 400 miles one way from the Permanent Duty Station (PDS). Contract city pair airfares (and other airfares limited to official government business) shall be used, unless there are circumstances when a restricted airfare available to the general public when any risk of trip cancellation or itinerary changes are outweighed by the cost savings. In this instance, commercial carriers used will be the least costly service available, but in all cases, it must be a United States carrier. Individuals are responsible for making all travel arrangements through Defense Travel System (DTS). c. Privately Owned Conveyance/Vehicle (POC/POV). For TEMADD performed outside the local Pensacola area, use of POC/POV may be authorized. If POC/POV is utilized as the means of transportation, reimbursement may be limited per reference (a). d. Commencement of travel. For TEMADD/Temporary Duty (TDY) out of the local area, one day of travel is authorized to any point in the Continental United States unless traveling by POC/POV. For personnel attending TEMADD schools that commence on Monday, travel will begin on Sunday. If a member is authorized travel via POC/POV, any additional days of travel necessary to reach the TEMADD point will be charged as leave. e. Rental Vehicles. Rental vehicles must be approved by the CO, XO, Operations (OPS) Officer, or Admin Officer. All rental cars shall be booked though DTS. Students are not authorized to rent vehicles unless authorized by the CO or XO. One economy-sized vehicle is authorized per four travelers. Rental vehicle size may be increased for groups larger than four travelers. Travelers shall submit a tax exempt form if travel is to a tax exempt state. Only the member claiming the rental vehicle will be reimbursed for gasoline expenses. f. Taxi Fares. Taxi cab fares are reimbursable expenses when used between the place of residence, lodging, or place of duty at the PDS or TDY station and the transportation terminal per reference (a). Taxi fares are not reimbursable expenses when used between lodging and recreational activities while on travel. 8. Cross Country Flights a. Enclosure (3) is an example of the cross country request form and shall be completed in its entirety and submitted to the Assistant Operations Officer per reference (c). Download and complete the most recent form from the Operations Department located on the shared drive at: S:\VT10\Operations\Cross Countries. b. Completed cross country requests approved by the CO or his designated representative will be forwarded to Admin to facilitate approval in DTS. c. Aircraft Break-down/Weather Delay. In the event an aircraft breaks down and cannot return to Pensacola on the assigned date of return, all staff/student officers assigned to that aircraft will be authorized full per diem for all additional days. Use the phone numbers in Enclosure (4) to reserve lodging, rental car, and commercial air transportation. The Government 3
Travel Credit Card must be used to book return tickets. Travelers will not be reimbursed for tickets purchased via other means. K. J. FROBERG Releasability and distribution: This notice is cleared for public release and is available electronically only via the VT-10 Website, https://www.cnatra.navy.mil/tw6/vt10/instructions.asp 4
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11 Jan 17 ** SATO TRAVEL INFORMATION SHEET ** The use of the Government-Contracted Commercial Travel Office (CTO) to arrange official travel is MANDATORY for all RENTAL VEHICLES, LODGING and AIR FARE. If the contracted CTO is not used to make official travel arrangements, the traveler must provide a statement in detail as to exactly why the CTO is not available or otherwise not being used. If the CTO is not used to make official travel arrangements, you could be held liable and forced to pay for the ticket. For assistance in changing a flight, lodging, or rental car due to a problem you must call SATO @ the following numbers: During work hours (0800-1600) call 1-800-716-7286 Outside of normal working hours call 1-800-359-9999 If you are looking to exchange your government ticket for leisure travel, you must call SATO @ 1-877-698-2554 Your SABRE reference number is **64LO** The use of the Government Travel Card is MANDATORY for all travel related expenses. If the travel card is not used for all travel related expenses, the traveler must provide a statement in detail as to exactly why the travel card wasn t used. Without sufficient justification, you could be held liable and not be reimburse for your claimed expenses. The use of Government quarters is MANDATORY when TAD to a military installation. If quarters are not available, you must get a statement of non-availability (or orders stamped) from the BOQ. Tax Exemption Status for lodging and rental cars: Federal government travelers using travel cards will be exempt from state taxes only in select states (SEE REVERSE). In all exempted states the cardholder is not responsible for paying taxes on car rentals, except for in New York. You are required to check the following site prior to your departure to determine if your travel location is an exempted state: http://smartpay.gsa.gov/about-gsasmartpay/tax-information/state-response-letter The use of the Split Disbursement option in DTS is MANDATORY for all military and civilian personnel travel card holders. Payment goes directly to the bank for travel card expenses up to your per diem limit. RETURN WITH RECEIPTS: * BOQ/Hotel receipt with ZERO balance (Statement of non-availability or stamped orders if Hotel) * SATO Itinerary (showing flight cost it is emailed to you) * Rental car final receipt with ZERO balance * Rental car gas receipt for OFFICIAL USE ONLY (Do not use Rental Company gas option or return with tank unfilled.) Only member claiming the rental car will be reimburse for gas and parking Note: If car will be returned before agency opens, ask them to email you the final receipt. * Any receipts for amounts over $75 Encl (4)