DoD Travel Allowance Guidance Appendix B
09/23/21 B-2
reimburse a traveler for, airfare on a foreign airline if a flight on a U.S. airline is available, even if the
foreign airline’s flight is less expensive. (JTR, par. 020206-I)
2. Only a General Officer or Senior Executive in JTR, Table 2-5 may authorize or approve
other than economy or coach class travel. (JTR, pars. 020206-J and K)
C. Non-Reimbursable Fees. Typically, a traveler is not authorized to be reimbursed for early
boarding, seat upgrades, or preferred seating fees. (JTR, Table 2-4 lines 5 and 6 and par. 020207-A)
D. Taking Leave with Official Travel. A traveler taking leave is not authorized to use City Pair
Program airfares to and from a leave location unless leave travel is Government-funded. (JTR, Tables 3-
20 and 4-1 and pars. 020206-L and 033301-A)
E. Canceling and Changing Reservations. The traveler must use the DoD travel system to cancel
or change an airline reservation. If the DoD travel system is not available, then the traveler must contact
the travel management company directly. The traveler should immediately change or cancel the
reservation as soon as travel plans change.
F. Canceling and Changing Tickets. If the airline has issued a ticket, then the traveler must use
the DoD travel system to cancel or change an airline ticket. If the DoD travel system is not available,
then the traveler must contact the travel management company directly. Depending on the type of ticket
that has been issued, residual values, change and cancellation fees, and non-refundable restrictions may
require additional oversight and management. If a trip is canceled after the reservation is ticketed, then
the traveler must advise the travel management company of the cancellation before the scheduled
departure. The traveler is responsible for all costs that are incurred for canceling or changing tickets for
personal reasons unless the change is for a mission-related reason or an emergency beyond the traveler’s
control. (JTR, par. 020206-A)
B0303. Selecting Ground Transportation
A. Policy. The most cost-effective means of transportation must be used. A traveler must first
check on the availability of a Government vehicle. (JTR, par. 020208)
B. Rental Vehicle. If a Government vehicle is not available, then a rental vehicle may be
authorized or approved. All reservations for a rental vehicle must be made using the DoD travel system.
If the DoD travel system is not available, then the traveler must contact the travel management company.
If a rental vehicle is reserved through a different booking channel or agency, then reimbursement is
limited to the negotiated rate that the DoD would have paid. Before requesting a rental vehicle, the
traveler should investigate the use of alternative transportation or shared rides, such as an airport shuttle,
public transportation, or a taxi. The traveler is responsible for ensuring that the proper rate is being
charged at the time of rental and does not include fees for insurance unless required by law in foreign
countries. (JTR, par. 020209)
1. A compact vehicle is the standard size for official travel, however the AO may authorize
or approve a larger vehicle for a valid reason, such as, to accommodate a traveler’s special needs,
oversized Government equipment, or multiple travelers sharing a car.
2. GPS system, parking, fuel, transponder, ferry, and toll expenses may be authorized or
approved. (JTR, par. 020209)
C. Privately Owned Vehicle. If a Government vehicle is not available and the AO determines