Mastering the Constructed Travel Worksheet: A Comprehensive Guide

Navigating the complexities of travel expenses, especially within large organizations or government bodies, can be daunting. The Defense Travel System (DTS) is designed to streamline this process for the U.S. Department of Defense, and a crucial tool within DTS for handling intricate travel scenarios is the Constructed Travel Worksheet. This guide will delve into what a constructed travel worksheet is, when you need to use one, and how to effectively complete it, ensuring accurate and compliant travel expense management.

Understanding the Constructed Travel Worksheet

A constructed travel worksheet, often abbreviated as CTW, is essentially a manual workaround within the automated DTS framework. It’s a form used to document and calculate travel expenses in situations where the standard DTS system cannot automatically process a travel authorization or voucher. Think of it as a detailed, itemized breakdown of your travel costs, prepared outside the typical DTS workflow, but then inputted into the system for processing and payment.

The primary purpose of a CTW is to handle travel scenarios that fall outside the norm. While DTS excels at processing straightforward, point-to-point travel, complex itineraries or unique funding situations require a more nuanced approach. This is where the constructed travel worksheet becomes indispensable. It allows travelers and their Defense Travel Administrators (DTAs) to manually calculate and justify costs that the automated system might not recognize or correctly compute.

When is a Constructed Travel Worksheet Necessary?

You’ll typically need to utilize a constructed travel worksheet in DTS when facing travel situations that deviate from standard temporary duty (TDY) travel. Here are some common scenarios where a CTW is required:

• Complex or Indirect Travel Itineraries: When your travel involves multiple destinations, stopovers, or routes that aren’t directly calculated by the DTS booking engine, a CTW helps detail each leg of the journey and associated costs.
• Mixed Funding Sources: If your travel is funded by more than one source or appropriation, the CTW allows for the clear allocation of expenses to each funding stream, ensuring proper accounting.
• Pre-Paid or In-Kind Travel Expenses: When certain travel expenses, such as lodging or transportation, are pre-paid by a conference host or provided in-kind, a CTW helps to document these non-reimbursable expenses accurately within DTS. This ensures that you are not improperly reimbursed for costs already covered.
• Reimbursement for “Constructed Travel”: This is the core use case and where the name originates. “Constructed travel” refers to situations where a traveler, for personal convenience or cost savings, chooses a travel method that is different from what the government would typically authorize (e.g., driving instead of flying). In these cases, reimbursement is often limited to the constructive cost – the estimated cost the government would have incurred for the normally authorized mode of travel. The CTW is used to calculate this constructive cost and justify the reimbursement.
• Corrections and Adjustments to Vouchers: In some instances, errors or omissions in initially processed vouchers require manual adjustments. A CTW can be used to document these corrections and provide a clear audit trail for any changes made to the original voucher.
• Group Travel or Blanket Authorizations: While DTS has functionalities for group travel, complex group travel arrangements or blanket authorizations covering multiple trips might necessitate a CTW to manage and track expenses effectively.

Essentially, if you encounter a situation where DTS prompts you or your DTA to use a “Constructed Travel Worksheet,” it signifies that your travel scenario requires manual calculation and justification due to its unique nature.

How to Complete a Constructed Travel Worksheet Effectively

Completing a constructed travel worksheet accurately is crucial for timely reimbursement and compliance. While specific instructions and forms may vary slightly depending on the latest DTS updates, the general process involves these key steps:

1. Gather Detailed Travel Information: Before starting the CTW, compile all necessary documentation related to your travel. This includes:

   • Travel Dates and Itinerary: Exact dates of travel, destinations, and detailed route information for each segment of your trip.
   • Expense Receipts: Keep all receipts for travel-related expenses, even for expenses you don’t expect to be directly reimbursed (as they may be needed for constructive cost calculations).
   • Funding Information: Details of the funding source(s) for your travel, including relevant accounting codes or charge codes.
   • Authorizing Official Information: Name and contact details of your travel authorizing official.
   • Relevant Justifications: Prepare written justifications for any deviations from standard travel procedures or for claiming constructive travel costs.

2. Access the Constructed Travel Worksheet Form: Within DTS, when you are required to use a CTW, the system will typically guide you to the appropriate form or provide a link to download it. Alternatively, your DTA can provide you with the correct CTW form. It’s usually available as a downloadable PDF document.

3. Fill Out the Worksheet Meticulously: Complete every section of the CTW form with accurate and detailed information. Pay close attention to:

   • Traveler Information: Ensure your personal details, organization, and contact information are correct.
   • Trip Information: Clearly outline the purpose of your travel, dates, and itinerary.
   • Expense Breakdown: This is the core of the CTW. Itemize each travel expense category (transportation, lodging, per diem, etc.). For each item, provide:
     • Description: A clear description of the expense.
     • Dates: Dates the expense was incurred.
     • Location: Location where the expense occurred.
     • Amount: The exact cost.
     • Justification (if needed): Explain any unusual or non-standard expenses.
   • Constructive Cost Calculation (if applicable): If you are claiming constructive travel, you will need to meticulously calculate the government’s constructive cost for the authorized mode of travel and clearly document this calculation on the CTW. This often involves obtaining hypothetical flight quotes or mileage estimates.
   • Funding Allocation: If using multiple funding sources, allocate each expense item to the correct funding source as required.
   • Totals and Certifications: Double-check all calculations, ensure totals are accurate, and sign and date the certification section of the CTW.

4. Submit the CTW and Supporting Documentation to your DTA: Once completed, submit the CTW form, along with all supporting receipts, justifications, and any other required documentation, to your Defense Travel Administrator (DTA).

5. DTA Review and DTS Integration: Your DTA will review the CTW for accuracy, completeness, and compliance. They will then use the information from the CTW to manually input the travel authorization or voucher data into DTS. The DTA plays a crucial role in ensuring that the manually calculated expenses are correctly entered into the automated system for processing and payment.

Tips for Successful Constructed Travel Worksheet Usage

• Communicate with your DTA Early: If you anticipate needing a CTW due to complex travel, inform your DTA as early as possible. They can provide guidance and the correct forms.
• Be Meticulous and Detailed: Accuracy is paramount. Double-check all figures and ensure your descriptions are clear and comprehensive.
• Retain All Documentation: Keep copies of your completed CTW and all supporting documentation for your records.
• Seek Clarification When Needed: If you are unsure about any aspect of completing the CTW, don’t hesitate to ask your DTA for assistance. They are your primary resource for DTS and CTW-related queries.
• Understand Constructive Cost Principles: If you are claiming constructive travel, familiarize yourself with the rules and regulations regarding constructive cost calculations to ensure your claim is valid and properly documented. Resources like the Defense Travel Management Office (DTMO) website and your DTA can provide valuable information.

Conclusion

The constructed travel worksheet is a vital, though sometimes underutilized, component of the Defense Travel System. It provides the necessary flexibility to manage complex and non-standard travel scenarios within the DTS framework. By understanding when and how to use a CTW effectively, travelers can ensure accurate expense reporting, timely reimbursements, and full compliance with travel regulations, even when facing the most intricate travel arrangements. Always remember to work closely with your Defense Travel Administrator – they are your key partner in navigating the DTS and mastering the constructed travel worksheet.