AF to implement TDY policy changes Published Oct. 21, 2014 FAIRCHILD AIR FORCE BASE, Wash. -- Recently, the Air Force started implementing two temporary duty policy changes that will impact travel reimbursements for Team Fairchild Airmen. The first change, which took effect Oct. 1, made changes to the Joint Travel Regulations, Reimbursable and Incidental Expense Policy. The second will be a change in long-term TDY per diem expenses and take effect Nov. 1. Incidental expenses Under the new policy, laundry and dry cleaning regardless of location, baggage tips, transportation tips for all transportation modes and administrative fees for ATM use are now considered incidental expenses and are no longer reimbursable as separate miscellaneous expenses. These will be added to the current incidental expense list which includes such items as tips to porters, baggage carriers, and hotel employees. The rate for incidental expenses will remain at $5 per day for CONUS locations and vary according to location outside the contiguous U.S. In a review of travel vouchers, the Defense Travel Management Office found only 13.27 percent claimed ATM fees, 4.2 percent claimed CONUS laundry and .04 percent claimed transportation tips. If incidental expenses go over the set amount and travelers can justify spending more than the applicable per diem rate on incidental expenses averaged over the TDY period, the approving officials can authorize actual expense allowance for reasonable and necessary meals and incidental expenses. As is the case today, justification must show itemized daily actual meals and expenses with the total compared to the standard meals and incidental expense payments. For those who began travel before Oct. 1, these new items can still be reimbursed under the old policy as long as the expense was accrued before the new date. Flat-rate per diem This policy change will encourage travelers to take advantage of cost saving opportunities for long-term travel -- spending 31 days or more in a single location. The new regulation will provide for a flat-rate per diem expense based upon length of stay. The flat rate will be as follows: - On travel day to location: 100 percent of lodging per diem at the locality rate and 75 percent of meals and incidental expenses - For TDYs that are 31 to 180 days: flat rate of 75 percent of the locality rate (lodging and meals and incidental expenses, M&IE) for each full day, starting on day two through the end of the TDY - For those TDYs approved by the appropriate authority (per JTR) for greater than 180 days: flat rate of 55 percent locality rate (lodging and M&IE) is authorized for each full day, starting on day two through the end of the TDY. "Knowing how long an Airman's TDY is and the money which will be allotted and reimbursed to them while on TDY will be important," said Staff Sgt. David DeMilt, 92nd Comptroller Squadron financial services supervisor. However, there are exceptions to the flat rate per diem expense policy. According to the Defense Travel Management Office, any traveler unable to find suitable commercial lodging at the reduced per diem rate should contact their Commercial Travel Office, CTO, for assistance. If both the traveler and the CTO determine that lodging is not available at the reduced per diem rate, the approving official may then authorize actual lodging (not to exceed the locality per diem rate). However, the traveler will receive M&IE at the reduced rate (75 percent for TDY of 31-180 days and 55 percent for TDY of 181+ days). "Guidance has been given for flat rates of per diem 100 percent, 75 percent or 55 percent depending on the length of the TDY, DeMilt said. "These rates apply for members that are not residing in government quarters. If you are residing on base, you will receive the government meal rate or proportional meal rate for M&IE and the flat rates do not apply." When given a flat rate, travelers will not be required to submit a lodging receipt, but approving officials may request validation of stay. To help members better plan for their TDY cost, DeMilt offers the following tip. "Airmen should budget their money wisely in order to stay within the flat rate per diem he said. I hope this will encourage Airmen across the board to be fiscally responsible with government funds during a TDY to allow the government to reduce TDY expenses in the process." Some other rules that will apply under this policy change are as follows: - Flat rate lodging does not apply when government or contracted government lodging is available or provided at no cost to the traveler off base. Flat rate M&IE will still apply. - If meals are provided or government meals are available and directed, the traveler will be paid the government meal rate, proportional meal rate or incidental expense portion of per diem - If the traveler is staying with friends and relatives in the TDY location, they will not receive the lodging portion of per diem According to DTMO, the Department of Defense estimates they will save on both policy changes more than $37 million annually. The DTMO website can be found at http://www.defensetravel.dod.mil/. (Staff Sgt. Amanda Dick, Headquarters Pacific Air Force Public Affairs contributed to this story.)