All Travel Claims
must be submitted no later than 5 business days after completion of travel to
the Accessions Department Travel Section. FAILURE TO SUBMIT A TRAVEL CLAIM WILL
RESULT IN DENIAL OF ALL FUTURE ORDERS REQUESTS AND WILL DELAY YOUR SUPERSESSION
TO ACTIVE DUTY UPON GRADUATION. You must submit a travel claim even if you do not
believe you have any reimbursable expenses, because it closes out the
accounting information from your orders. If you do not have any expenses to
claim, simply fill out the DD 1351-2 and submit it along with a copy of your
orders, supporting documentation, and the Electronic Funds Transfer Form (EFT
NPPSC 1320/11 (10-14)). NOTE: Bank statements are not accepted by PSD
Bethesda as a form of receipt.
*** Do not submit a travel claim for school orders.***
Step 1: To prevent delays in processing, please include the
following when submitting a claim.
1. DD-1351-2 Travel Voucher. This is the
only form that PSD Bethesda will accept! Follow the travel voucher
submission guide to fill it out. Please remember to sign and date
block 20 by hand. (Do not submit a claim for travel
reimbursement on an SF 1164, which is used for reimbursement for books and
2. A copy of your Orders and any
modifications issued. Ensure that all pages of your orders are sent and that
the dated and signed check-in and check-out stamps clearly visible.
3. No Messing Available Letter. This letter is
provided by the Graduate Medical Education (GME) Coordinator at the clerkship
site. You will not receive the full commercial meal rate unless you include
this letter. If your orders state, “The use of mess adversely affects
mission performance, per diem authorized at commercial rate,” you will not need
to submit this letter. (If you attended Officer Development School (ODS), this does not
pertain to you, since messing was available at ODS.)
4. Itemized Lodging Receipt. If this receipt is
not itemized day by day with a zero balance listed at the end, PSD will not
reimburse your lodging. Please read Block 12 of your orders. You must
have a Certificate of Non-Availability (CNA) letter or CNA stamp on
your orders in order to be reimbursed for civilian lodging.
5. Car Rental (Only if authorized
in your SATO Itinerary): You must include all of the following if you were
authorized and used a rental car: Car Rental Receipt, Car Rental Contract
Agreement, Complete SATO Itinerary, Proof of Payment, Zero Balance Receipt from
the rental company, and receipts for gas. Travelers must submit a SATO
Itinerary with the authorized car rental reservation in order to be authorized
reimbursement of a rental car. Expenses for a rental car cannot exceed the rate
stated on the itinerary. If they do, you will pay the difference.
You must have a zero balance receipt from the rental company when you
submit your claim. Click HERE for a sample of a
zero balance receipt letter. If the rental car attendant cannot provide you
with one, you can request one from the rental car company. Annotate all
gas receipts in the Reimbursable Section (block 18) on the
6. Receipts: Gas Receipts,
Taxi Receipts, Shuttle Receipts, Parking Receipts and in some cases, Transit
Receipts. You will be reimbursed for gas, only if on a clerkship rotation AND
are authorized a rental car. Gas will be reimbursed ONLY for travel to
and from your lodging to the clerkship site. If you are authorized travel
by your own vehicle, you are reimbursed for the miles you drive from your
school to the clerkship site and back, not the gas you use or the commuting
miles while at the clerkship. You must include a receipt for any
expense over $75.00 for which you request reimbursement.
7. Electronic Funds Transfer
(EFT) form (NPPSC 1320/11 (10-14)): An EFT form must
be included with every travel claim. Your claim will not be processed by PSD
Bethesda without one. The purpose of the EFT form is to ensure that your
travel reimbursement is deposited into the correct bank account. Use of
the EFT will not affect your stipend or your active duty pay account. Here are answers to
a few common questions regarding this form:
A. Block 1: Check EFT
B. Block 5: Check TDY
C. Block 6: This is your home address. Include a good
contact email address.
D. Block 8: Your travel order number is the last five
digits of your Standard Document Number (SDN), located at the top right
corner of your orders, above the date.
E. Block 11: The organization and station is where you
went for your AT.
i. If you went to
Officer Development School (ODS), use STU NETC NEWPORT.
ii. If you went on a
clerkship or operational rotation, use the name of the command you went to (this
is usually located in line 1 of your orders), i.e. WRNMMC/ NMCSD/ NMCP
/NHCP/ NHCLEJ/ NHJAX
F. Block 15: The codes you need
are on the second page of the DD 1351-2.
i. Means/Mode of Travel: PA -
Personal Auto; TP - Government Procured Plane Ticket (NAVPTO or SATO). If
you list PA as your transportation, you will be reimbursed for travel from the
home address on your orders to your duty station. Please include mileage.
ii. Reason for Stop: AT - awaiting
transportation, TD - temporary duty, MC - mission complete
G. Block 18:
List any reimbursable expenses you have (lodging, car rental, taxi or shuttle
fares, gas for your car, tolls, or parking fees). Do not list food or mileage
expenses. Food expenses are included as a part of your Per Diem. Make
sure that you only list expenses that occurred during the dates on your orders.
Any reimbursable not listed in this block, even if a receipt is included,
will NOT be paid by PSD.
7. Copy of your
final itinerary: If your flights were changed/updated, the corrected,
final travel itinerary for your travel must be included with your
claim. This is the only way PSD can verify the duration of your travel ,
which could impact your per diem payment.
8. Temporary Duty Checklist
(NPPSC 1320.1B9): Use this check list to
ensure all forms are sent with your claim. Check off the appropriate forms you
send and then sign is in the box next to “Member Signature” and date it in the
box next to your signature.
Complete the Travel Claim Form, DD 1351-2. Click HERE for a sample of a
completed Travel Claim and click HERE for a Power Point
presentation on how to complete your travel claim.
Step 3: Scan and upload the completed, signed and dated Travel Claim package to USN.OHSTUDENT@MAIL.MIL using the current approved method to submit documents to NAVMEDAD. Please scan using the lowest resolution so that your attachment is no larger than 5 MB. PHOTOGRAPHS OF YOUR FORMS ARE NO ACCEPTABLE (i.e. .jpegs). Please ensure that your scans are legible before you upload them.
1. Completed and signed SF 1352-2.
2. Stamped set of orders
3. Complete SATO Itinerary
4. Itemized Lodging receipt (with Certificate of
Non-Availability as applicable if you stayed in a civilian facility)
5. All receipts for which you are requesting reimbursement –
lodging, rental car, gas, government procured airline ticket, etc.
7. EFT form
8. Temporary Duty Travel Checklist
Step 4: Upon
receipt of your Travel Claim, Accessions AT Staff will review and verify your
Travel Claim. If complete, your claim will be submitted to the NSA Bethesda
Personnel Support Detachment (PSD) office for processing.
1. Reimbursements are
paid directly into the account you listed in your Electronic Funds Transfer
(EFT) form, usually within 4-6 weeks after submission to PSD Bethesda. You
can obtain a Travel Advisory of the payment using your DFAS MyPay account.
2. Travel Reimbursement payment will not appear on
your Leave and Earnings Statement (LES). Your active duty pay, basic
allowance for subsistence (BAS), and basic allowance for housing (BAH) will
show on your LES.