TABLE OF CONTENTS

1. Where do I get G-Coupons for gas in Italy?
2. How do I claim CONUS lodging taxes for reimbursement?
3. What should I do if I did not go TDY after receiving orders?
4. Why did finance return my claim with a notice about 'no lodging receipts' [I remained with friends/family]?
5. What should I do if I have an unused portion of my airticket (or TDY canceled)?
6. How long should I keep my travel reimbursement records?
7. Why do I keep getting notifications that I have not submitted my voucher summary to the Travel Section?
8. How do I get a copy of my travel voucher summary or air ticket after losing it?
9. Who should I contact of I have Return Agreement Travel (RAT) problems?
10. Where do I send my PCS, RAT, and Student Travel order claims for reimbursement?
11. How do I prepare a claim for TDY (summer workshop) and RAT?
12. I am separating from DoDDS. Where do I send my separating travel voucher claim for reimbursement?

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Q - Where do I get G-Coupons for gas in Italy?

A - Each installation has a specific procedure to follow in order to get G-Coupons (Government Coupons). G-Coupons are used to fuel your vehicle (also rental cars) while you are on official business. In the Vicenza Community your must go to the POL Point, 634-6872. You must provide them three copies of your travel orders and one copy of your rental agreement. The POL Point will provide you with a letter of authorization for G-Coupons. You must then take this to the Vicenza PX where you can purchase your G-Coupons.

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Q - How do I claim CONUS lodging taxes for reimbursement?

A - Effective January 1, 1999 CONUS lodign taxes will no longer be considered part of the lodging cost. Lodging taxes will b claimed separately and paid as a reimbursable expense. This only applies to CONUS lodging, OCONUS loding taxes are still considered part of the lodging cost.

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Q - What should I do if I did not go TDY after receiving orders?

A - Notify the Italy DSO Travel Section so that the TDY orders can be canceled.  If you picked up tickets through the transportation office you must return the tickets.  Remember to get documentation that your tickets were returned.  Forward a copy of the documentation to the Italy DSO Travel Section.

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Q - Why did finance return my claim with a notice about 'no lodging receipts' [I remained with friends/family]?

A - Your finance office believes that you have forgotten to attach receipts. However, you know that you stayed with friends or family. Provide finance a small note that notes the you did not incur any expenses for lodging on XXXXXXX XX, XXXX. Include this with your claim (3 copies) and finance will know that you did not forget the receipts.

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Q - What should I do if I have an unused portion of my airticket (or TDY canceled)?

A - If you received your tickets through the ITO then return the tickets to to the ITO. You must get a written document, some proof of return of unused ticket(s). Keep a copy of for your records. If you purchase your own tickets, you must get a DD Form 370, Proof of Return of Unused Tickets.(See: What should I do if I did not go TDY after receiving orders?)

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Q - How long should I keep my travel reimbursement records?

A - You should maintain your travel records for at least four year (five would be on the safe side). Do not rely on the school secretary or the district travel clerk to maintain the only copies of your travel records. It is your responsibility to maintain your own personal records. If you send orginal records via postal mail, there is no guarantee that they will arrive at their destination.

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Q - Why do I keep getting notifications that I have not submitted my voucher summary to the Travel Section?

A - Call or email the Travel Section to determine the reason for the repeated request. A majority of the request are for copies of airfare tickets (or a copy of airfare receipt show the cost in dollars).

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Q - How do I get a copy of my travel voucher summary or air ticket after losing it?

A - If you lose your travel voucher summary or your air ticket, you can request a copy from your local finance office.

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Q - Who should I contact of I have Return Agreement Travel (RAT) problems?

A - You must use the TOPS program to request your RAT orders. However, if you are are having problems with your RAT orders then contact:

Mr. Rodger Knight
Personnel Management Specialist at DoDEA Personnel Mgmt Team C
Tel: (703) 696-2761 extension 1622.
Fax: (703) 696-2696/2694
Depart of Defense Education Activity
Personnel Center
404 North Fairfax Drive
Arlington, VA 22203-1634


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Q - How do I prepare a claim for TDY (summer workshop) and RAT?

A - You must prepare two travel claims. On your RAT travel claim mark 'TD' in 'Reason for Stop' block. In the remarks section, state that TDY claim will be submitted to your local finance office. Do not submit any copies of your workshop TDY orders with this package. Then prepare your workshop TDY as usual. Remember to send the packages to the appropriate offices.


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Q - Where do I send my PCS, RAT, and Student Travel order claims for reimbursement?

A - All PCS, RAT and Student Travel order claims must be sent directly to DFAS (Defense Finance and Accounting Service) via email, at COL-TRAVEL-CLAIMS@dfas.mil or to the following mailing address:

Defense Finance and Accounting Service Columbus Center
Travel Operations Columbus
ATTN: DFAS-PTBFB/CO
PO Box 369015
Columbus OH 43236-9015

If you have any questions regarding your claim, you may send an e-mail to: COL-TRAVEL-CLAIMS@dfas.mil or by fax to 614-693-2463.  You may also contact them telephonically at the following telephone number: 1-800-756-4571, option 4 then 3.  If you are unable to dial a toll free number, then call (614) 693-6331 or DSN (312) 869-6331.

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Q - I am separating from DoDDS. Where do I send my separating travel voucher claim for reimbursement?

A - Your separating travel voucher claim must be sent to DFAS (Defense Financing and Accounting Service) for reimbursement. After you prepare your travel claim, make appropriate copies (one copy for your records), then mail your travel claim packet to the following address:



DFAS Center for Sustaining Forces
Customer Service B
ATTN: DFAS-IN/RBCB
8899 E. 56th street
Indianapolis, Indiana 46249-1325



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