The Defense Travel System (DTS) is a robust, web-based platform that allows Department of Defense (DoD) personnel to create, submit, and approve travel documents for official government travel. Among the various stakeholders involved in this system, one of the most critical roles is that of the Authorizing Official (AO). The AO holds significant responsibility in the approval and management of travel documents, ensuring that they align with DoD policies, financial regulations, and operational needs.
Understanding DTS and the Travel Process
DTS simplifies the travel process for military and civilian employees of the DoD, from the initial creation of a travel authorization to the final settlement of travel expenses. Within DTS, users can:
- Create travel authorizations, including itineraries, reservations, and cost estimates.
- Submit travel vouchers post-trip to claim reimbursement for travel-related expenses.
- Receive approvals for both the authorization and voucher stages.
The travel process begins when a traveler enters details of their trip into DTS, including flight, hotel, and car rental reservations, as well as any associated costs such as meals and incidental expenses (M&IE). This information is compiled into a travel authorization, which must be approved by the AO before the traveler can embark on their journey. After the trip, travelers submit a travel voucher to request reimbursement for their expenses. This, too, requires AO approval.
The Role of the AO in DTS
The AO is a key player in the approval process for both travel authorizations and vouchers. The individual in this role is typically a senior official, often a commander or designated representative, who has been given the authority to review and approve travel documents on behalf of the DoD.
As the gatekeeper of the travel process, the AO’s responsibilities include:
- Ensuring the trip is necessary and justified in accordance with DoD policies.
- Verifying that the travel aligns with the unit’s operational needs and objectives.
- Confirming that travel arrangements (e.g., transportation and lodging) are cost-effective and comply with regulations.
- Approving travel-related expenses and ensuring the use of government-provided services when applicable.
- Ensuring compliance with legal and financial policies regarding travel allowances and reimbursements.
- Monitoring the availability of funds and ensuring the trip is within the allotted budget.
Status of an AO in DTS with Respect to Travel Documents
In DTS, the AO’s role in processing travel documents follows a structured workflow. To understand the status of an AO in relation to travel documents, it is essential to consider the different phases in which the AO is involved:
1. Travel Authorization Phase
- Submission by the Traveler: Once a traveler inputs their trip details and costs into DTS, the travel authorization is submitted for approval. At this point, the document’s status in DTS changes from “Draft” to “Submitted.”
- Pending Approval (Awaiting AO Action): Once submitted, the travel authorization enters a queue for the AO’s review. The document status during this phase is “Pending Approval” or “Awaiting AO Action.” The AO can now review the document to ensure it complies with DoD regulations.
- AO Review and Approval: The AO reviews the travel authorization for accuracy, necessity, and compliance. If satisfied, the AO approves the document. Upon approval, the authorization status changes to “Approved,” and the traveler can proceed with their travel arrangements.
- Return for Corrections: If the AO identifies any discrepancies, such as non-compliance with policy or unnecessary expenses, the AO may return the document to the traveler for corrections. In this case, the document status changes to “Returned,” and the traveler must address the AO’s comments before resubmitting it for approval.
2. Travel Voucher Phase
- Submission by the Traveler: After completing their trip, the traveler creates a travel voucher in DTS to claim reimbursement for their travel expenses. The voucher is submitted for AO approval, and its status changes to “Submitted.”
- Pending Approval (Awaiting AO Action): Similar to the authorization phase, the travel voucher now awaits the AO’s review. During this phase, the document’s status is “Pending Approval” or “Awaiting AO Action.” The AO is responsible for verifying that the claimed expenses match the authorized expenses and adhere to DoD regulations.
- AO Review and Approval: The AO reviews the travel voucher to ensure the expenses are accurate, properly documented, and compliant with travel policies. If everything is in order, the AO approves the voucher, and its status changes to “Approved.” This approval triggers the payment process, and the traveler receives their reimbursement.
- Return for Corrections: If the AO finds discrepancies, such as expenses that were not pre-approved or claims lacking proper documentation, the voucher may be returned to the traveler for corrections. In this case, the status changes to “Returned,” and the traveler must make the necessary adjustments before resubmitting the voucher.
3. Additional AO Responsibilities
- Monitoring Travel Budgets: The AO is also responsible for ensuring that travel expenses do not exceed the available budget. They must ensure that there are sufficient funds for each trip and that no unnecessary expenses are approved. If there are concerns about funding, the AO may need to coordinate with financial management personnel to resolve the issue before approving travel documents.
- Ensuring Policy Compliance: The AO must stay up-to-date on DoD travel policies, regulations, and guidelines. This includes changes to per diem rates, lodging requirements, and the use of government-provided transportation. Ensuring compliance with these policies is crucial for avoiding financial discrepancies or potential legal issues.
- Risk Management and Accountability: By reviewing and approving travel documents, the AO acts as a critical line of defense against fraud, waste, and abuse in government travel. They ensure that all trips are justified, that expenses are reasonable, and that travelers adhere to DoD policies. This accountability is essential for maintaining the integrity of the DoD’s travel system.
Challenges Faced by AOs
The role of an AO comes with its own set of challenges, many of which revolve around ensuring compliance and managing workloads. Some common challenges include:
- High Volume of Requests: In large organizations, AOs may be responsible for approving dozens or even hundreds of travel documents each month. This can lead to bottlenecks, especially if AOs are balancing other duties alongside their travel approval responsibilities.
- Complexity of Travel Policies: DoD travel policies can be complex and subject to frequent updates. AOs must stay current with these changes to ensure that all travel documents are compliant. This can be challenging, especially for those who only occasionally review travel documents.
- Budget Constraints: In some cases, AOs may need to deny travel requests or return travel documents for modification due to budgetary constraints. Balancing operational needs with available funding is a common issue for AOs in DTS.
Conclusion
In the Defense Travel System, the Authorizing Official plays a vital role in managing the travel process, from approving authorizations to ensuring that travel vouchers are accurate and compliant. Their status with respect to travel documents is a combination of reviewer, approver, and gatekeeper, ensuring that travel aligns with DoD policies, operational needs, and budgetary constraints. The AO’s responsibilities are critical for maintaining accountability and preventing fraud or misuse of government travel funds, making their role indispensable in the broader framework of military and civilian travel within the Department of Defense.
