Washington Army National Guard How to prepare a De-mob Travel Voucher

1. Washington Army National Guard How to prepare a De-mob Travel Voucher

2. AGENDA • Submission timeline • Supporting documents • Split disbursements • Fill out vouchers (different scenarios) • Tips for submission • Reasons for delays • Payment advice statements from DFAS • Supplemental vouchers • Finalize vouchers and submit to your unit administrative POC.

3. SUBMISSION TIMELINE You should submit your travel voucher and supporting documentation within five days of completing your travel and being released from Active Duty.

4. KEY SUPPORTINGDOCUMENTS • DD 1351-2 (March 2008) • Mobilization Order (with amendments attached if applicable) • TCS Order (with attached unit roster) • DD 1610s/TDY Orders/School Orders (itemized lodging receipts) • DD 214 or REFRAD Orders • Leave Forms DA 31(s), or Leave Report • Any receipts or expense occurred on TDY ($75.00 and over) • Submit any partial travel claims. • Memo showing dates of lockdown (if applicable)

5. SPLIT DISBURSEMENT OPTION The Department of Defense (DOD) has a “split-disbursement” payment option for travelers using the DOD’s government charge card. When submitting travel settlements, DOD travelers may elect Electronic Fund Transfer (EFT) to send a designated part of the traveler’s reimbursement to the DOD charge card and the balance to the traveler’s designated financial institution account. Split-disbursements allow payments to be sent directly to the DOD government charge card account, eliminating the traveler as a middleman. To elect the split-disbursement payment option: Determine the amount you want to be send directly to your government charge card account and enter that amount on the travel voucher (DD Form 1351-2) in block 1.

6. DD Form 1351-2 • OVERVIEW • Payment/Split Disbursement • Name • Grade • SSN • Type of Travel (TDY/MOB) • Mailing Address • Daytime Phone Number • Order Number • Advances • NA • Unit Address • NA • NA • NA • Itinerary (A, B, C, D, E, and F) • POC Travel • Duration of TDY (More than 24 hours) • Reimbursable Expenses • Government DED meals • (a) Your signature • 20. (c/d) Reviewer name/signature

7. DD Form 1351-2

8. SAMPLE FIRST ACCRUAL

9. TO IRAQ (With Leave/TDY)

10. MOB ORDER(With personnel roster attached)

11. TCS ORDER

12. REQUEST FOR LEAVE

13. LEAVE REPORT

14. REFRAD ORDER

15. LOCK DOWN MEMO.

16. 1610 FOR TDY TRIP

17. TIPS FOR FINAL SUBMISSION 1. Sign your claim 2. Staple all attachments to your claim. 3. Staple only one claim with all supporting documents together. 4. Provide a day time phone number where you can be reached. 5. Retain a copy of your claim for your records.

18. MAIN REASONS FOR PAYMENT DELAYS • Missing traveler/reviewer signatures/dates • Missing orders • Missing receipts • Block for mileage not checked (block 16) • Incomplete or inaccurate itinerary • Incorrect SSN on voucher or orders • Not claiming previous payments received for travel period.

19. HIGHLIGHTS OF ADVICE PAYMENT VOUCHER Centralized Disbursing’s address and location VOUCHER NUMBER PAYING DSSN TYPE OF TRAVEL PERFORMED TRAVEL ORDER DISBURSED AMOUNT DISALLOWANCE EXPLANATION TDY POINT

20. DISBURSED AMOUNT VOUCHER NUMBER REIMBURSABLE EXPENSES ACCOUNTING CLASSIFICATION

21. SUPPLEMENTALS Q. WHAT DO I DO WHEN I FEEL I’VE BEEN PAID IN ERROR? When it is suspected that an error and/or omission has been made in the payment of a travel voucher, please call our Travel Customer Service representative. They will provide you with an explanation of the payment you received, phone 1-888-332-7366 (prompts 1 and 1). Q. WHAT DO I DO WHEN AN ERROR OR OMISSION HAS OCCURRED? When an error or omission has occurred due to an error on the part of the traveler, you need to submit a supplemental claim. When an error or omission has occurred due to an error on the part of Travel Pay Services, the supplemental claim will be generated by Travel Pay Services. Q. HOW DO I PREPARE A SUPPLEMENTAL CLAIM? The supplemental claims must include: a. A DD1351-2 marked SUPPLEMENTAL. Provide a full explanation of the item(s) of expense in question on the revised DD1351-2 or on a separate sheet of paper. b. A copy of the Advice of Payment voucher in question. c. A copy of the initial DD 1351-2 and continuation sheets. d. One copy of the orders and amendments. e. A copy of all supporting documentation applicable to the supplemental claim. If not available, provide a written statement attesting to the accuracy of items claimed for which no receipt is available. Statements should reflect, as a minimum, the same information that would have been on the receipt had it been available. Q. WHAT DOCUMENTATION WILL I RECEIVE? If an error or omission did occur, you will receive an additional payment. If no error was found, you will receive a letter explaining the reason why additional payment cannot be made.

22. TOI TRAVEL PAY VISION We are committed to provide the most cost effective and timely travel payments for our customers. Keeping Customers Informed!! TOI TRAVEL PAY CONTACT LIST: Toll-Free Customer Information Number 1-888-DFAS-DNO 1-888-332-7366 prompts 1 and 1 Fax Numbers (317) 510-4351 (317) 510-3966 Mailing Address DFAS-IN/Contingency Travel Dept. 3900 8899 E. 56th St. Indianapolis, IN 46249-3900 TRAVEL PAY BULLETIN DEFENSE FINANCE AND ACCOUNTING SERVICE INDIANAPOLIS CENTER TRAVEL OPERATIONS INDIANAPOLIS Contingency Operations Travel

23. You have now completed a DD Form 1351-2 Now Submit your correctly filled out Travel Voucher to your unit administrative representative.

24. QUESTIONS?