Understanding travel regulations can be complex, especially when it comes to per diem rates for government employees and service members. The Defense Travel Management Office (DTMO) plays a crucial role in managing these aspects of travel, ensuring compliance and efficiency. One common area of confusion revolves around per diem on the first and last days of travel. This article clarifies the rules set by the Defense Travel Management Office (DTMO) regarding first and last day per diem, stopovers, and the process for per diem rate reviews.
First and Last Day of Travel: Understanding the 75% Rule
The Defense Travel Management Office (DTMO) stipulates a specific rule for per diem on the first and last days of official travel. On the day of departure from your permanent duty station and on the day of return, travelers are authorized to receive 75 percent of the applicable Meals and Incidental Expenses (M&IE) rate. This rule applies regardless of your departure or return time. It’s important to note that no exceptions or waivers to this 75 percent rule are permitted by the Defense Travel Management Office (DTMO) regulations.
For clarity, the M&IE rate for the day you depart from your permanent duty station is based on the locality rate of your temporary duty location. Conversely, the M&IE rate for your return day is based on the M&IE rate of your last temporary duty location.
This 75 percent rule also extends to certain situations involving permanent change of station (PCS) moves. Specifically, it applies to the day of departure from a previous permanent duty station and the day of arrival at a new permanent duty station. However, the applicability varies depending on whether you are a civilian employee or a service member. For detailed information, service members should refer to the Joint Travel Regulations (JTR) Section 0503, and civilian employees should consult Section 0539 for comprehensive guidance on per diem related to PCS moves, as outlined by the Defense Travel Management Office (DTMO).
It’s also crucial to understand that the Government meal rate or proportional meal rate does not apply on the first and last days of travel under Defense Travel Management Office (DTMO) guidelines.
Stopovers During Travel
Travel itineraries sometimes include stopovers, either on the way to or returning from a temporary duty location. When a stopover occurs, the Defense Travel Management Office (DTMO) regulations state that the traveler is entitled to the M&IE rate applicable to the stopover point. Furthermore, if the return journey to the permanent duty station takes more than one day and necessitates additional stopovers, the per diem for the final day of travel will be calculated based on the M&IE rate of the last stopover location. This ensures fair compensation for expenses incurred during necessary travel interruptions.
Per Diem Rate Review Process Managed by the DTMO
The Defense Travel Management Office (DTMO) also oversees the process for reviewing per diem rates. If there’s a concern that the per diem rate for a particular location is insufficient, a formal rate review can be requested. This process is accessible to various stakeholders including Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) members, the Department of State (DoS) Office of Allowances, the General Services Administration (GSA) Office of Government-Wide Policy, or an appropriate Federal Agency Travel Manager.
To initiate a rate review request for non-foreign Outside Continental United States (OCONUS) locations, responsible agencies should contact the Defense Travel Management Office (DTMO) directly via email at [email protected]. For locations within the Continental United States (CONUS) or foreign locations, U.S. Government personnel should contact their designated Federal Agency Travel Manager to begin the rate review process. It’s recommended to consult the GSA or DoS websites for specific instructions tailored to CONUS and foreign rate review requests.
A comprehensive out-of-cycle Rate Review Request to the Defense Travel Management Office (DTMO) should include the following documentation:
- A formal letter on agency letterhead, signed by an authorized individual. This letter should clearly state the location in question, justify the inadequacy of the current local per diem rate, specify the number of government employees or uniformed service personnel affected, and provide data on the frequency of Actual Expense Allowance (AEA) usage by travelers to that location in the preceding year.
- A completed Hotel and Restaurant Report (DS-2026) providing current and accurate price data from the location in question.
- Supporting documentation to validate all price data submitted in the DS-2026.
Crucially, all rate review requests must be submitted through the proper chain-of-command within the agency or component. The submission pathways are as follows:
- Uniformed Services: Local commanders are responsible for forwarding rate review requests to their Service’s Military Advisory Panel (MAP) member for onward submission to the Defense Travel Management Office (DTMO) Per Diem Rate Board (PRB) for review. Contact information for MAP members is available on the Defense Travel Management Office (DTMO) website.
- DoD Civilian Employees: Heads of DoD components must forward rate review requests to the relevant Civilian Advisory Panel (CAP) member for submission to the Defense Travel Management Office (DTMO) PRB. CAP member contact details can also be found on the Defense Travel Management Office (DTMO) website.
- DoS Employees: The DoS Office of Allowances manages rate review requests originating from the DoS, submitting them to the Defense Travel Management Office (DTMO) PRB.
- GSA Employees: The GSA Office of Government-wide Policy handles rate review requests from GSA, submitting them to the Defense Travel Management Office (DTMO) PRB.
- All other Government Employees: Federal Agency Travel Managers are responsible for submitting non-foreign OCONUS rate review requests to the Defense Travel Management Office (DTMO) PRB. These requests should be emailed to [email protected].
For more detailed information, the Defense Travel Management Office (DTMO) provides further guidance on per diem reporting procedures and responsibilities in a downloadable PDF document. For any additional queries, you can contact the Defense Travel Management Office (DTMO) Policy and Regulations Team via email at [email protected].
Reduced Per Diem Rates: An Option for Cost Savings
In situations where an authorizing official (AO) anticipates that lodging or meal costs will be lower than the standard per diem rate – perhaps due to pre-arranged accommodations, special discounts, or other factors – the Defense Travel Management Office (DTMO) allows for the possibility of requesting a reduced per diem rate. It is essential to secure authorization for a reduced per diem rate before the travel commences.
Requests for reduced per diem should be directed to the appropriate Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) representative. These requests must include specific details such as the established lodging and meal costs, the traveler’s name, travel dates, the TDY location, contact information for the request point of contact (name and phone number), and the recommended reduced per diem rate. This process ensures that travel expenses are appropriately managed and aligned with actual costs, while adhering to Defense Travel Management Office (DTMO) guidelines.
By understanding these regulations and procedures outlined by the Defense Travel Management Office (DTMO), government travelers can ensure compliance, optimize their travel expense management, and navigate the complexities of per diem with greater ease.
