Free DD 1351-2 Form in PDF

Instructions on Writing DD 1351-2

Completing the DD 1351-2 form accurately is crucial for processing travel claims within the military. This document serves as a reimbursement form for travel expenses incurred during official duties. Following the required steps methodically ensures that the submission is properly documented and processed without unnecessary delays. It is important for individuals to gather all pertinent travel documents and receipts before starting the form to make the process smoother.

1. Start by entering your personal information, including full name, Social Security Number (SSN), grade, and contact details in the designated fields.
2. Specify the travel order number related to the travel expenses you are claiming. This information can be found on the official orders authorizing your travel.
3. Detail your travel itinerary in the section provided, including all dates and locations you traveled to. Make sure to include departure and arrival times to accurately account for per diem entitlements.
4. Itemize your reimbursable travel expenses, such as lodging, meals, and incidentals. Attach all supporting documentation, such as receipts or invoices, to corroborate these expenses.
5. For any mileage claims, calculate the total miles driven if you used a privately owned vehicle (POV) for official travel. The current government mileage reimbursement rate should be applied to determine the total amount owed.
6. Review the sections that allow for reimbursement of other transportation costs, such as rental vehicles, airfare, or public transportation, and complete as applicable. Attach all relevant receipts or tickets.
7. Complete the dependents section if you are claiming travel expenses for family members authorized to travel with you. Include their full names, relationship to you, and the details of their travel expenses.
8. Sign and date the certification section to affirm that the information provided is accurate and complete. In some cases, a supervising official will also need to sign the form.
9. Submit the filled form along with all required supporting documentation to the appropriate department or officer responsible for processing travel claims.

After submitting the DD 1351-2 form, it will be reviewed for completeness and accuracy. Any discrepancies or missing information can delay the reimbursement process. Therefore, it's essential to follow the guidelines closely and ensure that all information is verified before submission. Once approved, the reimbursement will be processed, and the funds will be distributed as per the governing policies. Keeping a copy of the completed form and related documents for personal records is advisable.

What is the DD 1351-2 form used for?

The DD 1351-2 form is primarily used by military members to apply for reimbursement for travel expenses incurred during official travel. This includes temporary duty travel, permanent change of station moves, and certain approved expenses related to official travel.

Who needs to fill out the DD 1351-2 form?

Any service member who has been on official travel, including temporary duty assignments or relocating for a permanent change of station, must fill out the DD 1351-2 form to claim reimbursement for travel expenses.

What types of expenses can be claimed with the DD 1351-2 form?

Travel expenses that can be claimed include transportation costs, lodging, per diem for meals and incidental expenses, and other travel-related expenses that are authorized and necessary. Receipts are required for lodging and any expense over $75.

How do I submit the DD 1351-2 form?

The form can be submitted to the finance office of the service member’s assigned unit or through the appropriate online portal, depending on the branch of service. It is important to follow specific instructions provided by your finance office for submission.

Are there any attachments required when submitting the DD 1351-2 form?

Yes, attachments such as lodging receipts, airfare tickets, rental agreements, and any other relevant receipts documenting expenses claimed must be included. Additionally, orders authorizing the travel are required.

What is the deadline for submitting the DD 1351-2 form?

The deadline for submitting the DD 1351-2 form can vary; however, it is typically recommended to submit it within 5 days of completing the travel. Consult with your unit’s finance office for specific deadlines applicable to your situation.

How do I know if my DD 1351-2 form has been processed?

Once submitted, you can check the status of your form with your unit’s finance office or through the online portal used for submission. Some branches of the military offer tracking systems where you can check the status of your reimbursement claim.

What should I do if my DD 1351-2 form is denied or if I receive less reimbursement than expected?

If your claim is denied or the reimbursement amount is not what you expected, the first step is to contact your finance office for an explanation. Often, discrepancies can be resolved with additional documentation or clarification of expenses.

Can I amend a submitted DD 1351-2 form?

Yes, if you need to make corrections or add additional information after submission, contact your finance office for guidance on how to amend the form. They can instruct you on the correct procedure to ensure your reimbursement claim is accurate.

Filling out the DD 1351-2 form, a travel voucher or subvoucher, is crucial for military members to receive reimbursement for official travel. However, mistakes can occur, often delaying the reimbursement process. Understanding these common errors can ensure successful submission.

One common mistake is not providing detailed itinerary information. Each section of the travel should be carefully documented, including dates and modes of travel. For instance, failing to specify whether a flight was commercial or government-issued can cause unnecessary questions and delay the approval process.

Another issue is the omission of necessary signatures. The form requires the traveler's signature to certify the accuracy of the information, as well as the approval signature from an authorizing official. Missing signatures are a significant reason for the rejection of the form, causing delays in reimbursement.

Incorrect expense reporting is also a frequent mistake. Travelers must itemize their expenses, such as lodging and meals, accurately. Providing unclear descriptions or failing to adhere to the allowed per diem rates can result in the rejection or reduction of the reimbursement claim.

Not attaching the required receipts for certain expenditures can lead to reimbursement issues. Expense items over a specific amount, generally $75, need to have receipts attached. Failing to provide these can result in those expenses being disallowed.

Another error involves incorrect calculation of mileage for those who travel using their personal vehicles. The reimbursement rate per mile changes periodically, and travelers need to ensure they use the most current rate when submitting their vouchers.

Failing to indicate the correct travel orders number is a mistake that can cause delays. The travel orders number ties the travel voucher to the authorized duty, making it essential for processing. An incorrect or missing number can lead to confusion and slow down the reimbursement process.

Lastly, overlooking the need to update personal information such as banking details for direct deposit can also hinder the process. If the bank account information is outdated or incorrect, it could delay the transfer of funds significantly.

By paying close attention to these details, military members can avoid common pitfalls and ensure their DD 1351-2 form is processed efficiently and accurately, leading to a faster reimbursement for travel expenses.

When completing travel claims through the Department of Defense, the DD 1351-2 form is a primary document for recording travel expenses. However, to support the claims made on the DD 1351-2, individuals often need to provide additional documents. Keeping accurate and complete records ensures the processing of claims is done efficiently and accurately. Below is a list of other forms and documents frequently used alongside the DD 1351-2 form. These help substantiate various aspects of travel and entitlements.

• Orders/Authorization: This document authorizes travel and outlines the specifics of the assignment or duty, including the purpose and duration of the trip. It's essential for verifying the travel is official and for determining the appropriate entitlements.
• Leave and Earnings Statement (LES): Provides proof of entitlements, deductions, and leave balances. It's used to verify pay rates and entitlements received during the travel period.
• Government Travel Charge Card Statement: If used, this statement supports charges made during official travel. It's crucial for reconciling expenses claimed on the DD 1351-2.
• Lodging receipts: Itemized receipts are necessary to claim reimbursement for lodging expenses. They must show a zero balance or indicate payment.
• Commercial Travel Receipts: This includes airline, train, or bus tickets. Receipts should detail the cost, date of travel, and the traveler's name.
• Rental Car Agreement and Receipts: Necessary when a vehicle is rented for official travel. The receipts should detail the rental period, rate, and any additional charges.
• Tolls and Parking Receipts: Receipts for tolls and parking fees can be reimbursed but must be itemized and show proof of payment.
• Conference or Event Registration Receipts: When the purpose of travel involves attending a conference or event, providing registration receipts is essential for reimbursement.
• Meal Receipts: Although not always required due to per diem allowances, meal receipts may be necessary if actual expenses are claimed or under certain conditions specified by the Department of Defense.
• Public Transportation Receipts: For expenses related to subway, bus, or other forms of public transit during official travel. Receipts should detail the date, amount, and destination to be eligible for reimbursement.

Compiling the appropriate supporting documents along with the DD 1351-2 form simplifies the process of claiming travel expenses. It ensures that all claims are backed by accurate evidence, expediting approval and reimbursement. It's recommended to review guidance from the applicable military branch or department to determine exact requirements and procedures.

The DD 1351-2 form, used primarily for travel voucher or reimbursement requests by the Department of Defense personnel, shares similarities with several other documents across various fields, including government and civilian sectors. One example is the Internal Revenue Service (IRS) Form 2106, "Employee Business Expenses." Like the DD 1351-2, Form 2106 is used to document and calculate expenses for reimbursement, although it's tailored for civilian employees deducting work-related expenses on their tax returns.

Another document resembling the DD 1351-2 is the General Services Administration (GSA) Form 1169, used for reimbursing government employees for travel expenses. Both forms require detailed information about travel dates, destinations, and purposes, aiming to ensure that all expenditures comply with specific government policies and are within the allocated budgets.

The Travel Expense Report often used by private sector companies also mirrors the DD 1351-2. This document captures similar information: the reason for travel, the cost incurred during the trip, and any advances or allowances. It's essential for employees seeking reimbursement after business-related travel.

Universities and research institutions often use the Travel Reimbursement Form, paralleling the DD 1351-2. This form collects detailed travel-related expenses from faculty and staff members, aiming to reimburse expenses incurred during academic or research-related travel, emphasizing the importance of adherence to budgetary constraints and financial policies.

The American Medical Association's (AMA) Patient Expense Form is somewhat similar to the DD 1351-2, though it is used within the healthcare sector. It allows patients or caregivers to track and submit medical expenses for reimbursement from insurance companies, highlighting a focus on detailed record-keeping and financial management.

For nonprofit organizations, the Expense Reimbursement Form serves a similar purpose to the DD 1351-2. Volunteers or employees can document expenses related to the organization's mission, seeking reimbursement according to the organization's budget and policies, emphasizing transparency and accountability in financial transactions.

The Federal Travel Regulation (FTR) Reimbursement Form, while specific to federal employees, shares many functionalities with the DD 1351-2, detailing required information on travel expenses for government-related activities. This form ensures that expenditures meet strict guidelines and policies, maintaining fiscal responsibility and integrity.

Lastly, the Expense Report Forms used in international NGOs (Non-Governmental Organizations) also relate closely to the DD 1351-2. These forms document travel expenses and project-related costs incurred in various countries, offering a mechanism for reimbursement within the frameworks of their financial policies and international regulations.

All these documents, while serving different entities and sectors, fundamentally facilitate the accurate and policy-compliant reporting, approval, and reimbursement of expenses. They underline the importance of detailed documentation, financial integrity, and adherence to specific guidelines, whether for military personnel, government employees, academic researchers, or professionals in the private sector.

Filling out the DD 1351-2 form, which is used for travel reimbursements in the military, requires attention to detail and an understanding of the necessary information. Here's a straightforward guide on what you should and shouldn't do to make the process smoother.

Do's

• Read the instructions carefully before you start filling out the form. This will help you understand what information is required and how to provide it correctly.
• Ensure all information is accurate, including your personal information, travel itinerary, and any expenses you're claiming. Mistakes can delay your reimbursement.
• Use a blue or black pen if filling out the form by hand. These colors are standard for official documentation and help ensure that the information is legible and photocopies well.
• Attach all necessary receipts and supporting documentation. This could include hotel receipts, flight itineraries, and rental car agreements. Make sure the documents are organized and clearly labeled.
• Sign and date the form in the designated area. Your signature is required to process the form, and signing it verifies that all the information provided is true and correct.
• Consult with a financial or travel office if you have questions or doubts. They can offer guidance and help you avoid common mistakes.

Don'ts

• Don't leave any required fields blank. If a section doesn't apply to you, fill it with "N/A" (not applicable) instead of leaving it empty. This shows you didn't accidentally skip over the field.
• Don't guess on dates or amounts. Always refer to your records and receipts to provide accurate information. Guesses can lead to audits or denials.
• Don't use pencil or non-standard ink colors when filling out the form by hand. These can smudge or may not be accepted.
• Don't provide incomplete documentation. Missing receipts or unclear explanations of expenses can hold up the approval process.
• Don't forget to review the entire form before submitting. Double-check that all information is correct and that no sections have been missed.
• Don't submit the form late. Be aware of submission deadlines to ensure you receive your reimbursement in a timely manner.

The DD 1351-2 form, also known as the Travel Voucher or Subvoucher, is essential for military members to claim reimbursement for official travel expenses. However, there are several misconceptions surrounding this form that can lead to confusion or errors in submission. Understanding these common misconceptions can help ensure the process is smoother and more efficient.

• Misconception 1: Digital signatures are not accepted. Many believe that the DD 1351-2 form must be signed with a wet signature. In reality, digital signatures are accepted and even encouraged to expedite the processing and reduce paper usage.

• Misconception 2: Receipts are not necessary for lodging. It’s a common misunderstanding that lodging expenses do not require receipts for reimbursement. However, detailed receipts are mandatory for lodging claims to verify the expense and ensure compliance with travel regulations.

• Misconception 3: The form can only be submitted by the individual who traveled. While it's standard for the traveler to complete and submit the DD 1351-2, there are circumstances where a supervisor or another party may submit the form on behalf of the traveler, especially if the individual is unable to do so.

• Misconception 4: The DD 1351-2 is only for air travel. This misconception limits the understanding of the form's scope. The DD 1351-2 form covers all authorized official travel, including air, car, rail, and other means as approved.

• Misconception 5: All travel expenses are reimbursable. Not all expenses incurred during travel are reimbursable. The form has specific guidelines on what is considered reimbursable. Items like personal entertainment or meals above the per diem rate may not be covered.

• Misconception 6: Submission deadlines are flexible. There is a belief that submission deadlines for the DD 1351-2 form are merely suggestions. However, timely submission is crucial. Failure to submit the form within the prescribed timeframe can lead to delays in reimbursement or even non-payment for certain expenses.

Filling out the DD 1351-2 form, a necessary step for military personnel to get reimbursed for travel expenses, needs careful attention to detail. Here are key takeaways to ensure the process is smooth and successful:

• Read the instructions carefully before starting. Each section of the DD 1351-2 form has specific requirements that must be followed to ensure proper processing.
• Ensure all personal information is accurate and up-to-date. This includes your full name, grade, social security number, and contact information.
• Itemize your travel expenses. Provide a clear and detailed account of all expenses related to your travel, including lodging, meals, and incidentals.
• Attach all required receipts and supporting documents. Receipts for lodging and any other expenses above a certain amount (usually $75) are typically required.
• Specific travel dates and destinations should be accurately listed to avoid any discrepancies that could delay reimbursement.
• Mode of transportation must be specified. Whether you traveled by personal car, rental, or public transportation, indicate this clearly on the form.
• For those who traveled with dependents, ensure to list them on the form if their travel expenses are to be reimbursed as well.
• Use the most current version of the DD 1351-2 form. Forms are updated periodically, and using an outdated version may result in processing delays.
• Before submitting, check your form for errors or omissions. Missing or incorrect information can lead to delays in reimbursement or even rejection of your claim.
• Know the deadlines for submission. Submitting your DD 1351-2 form in a timely manner is crucial to ensure timely processing and reimbursement.

By following these guidelines, military personnel can navigate the reimbursement process more smoothly, ensuring they are compensated for their travel expenses without unnecessary stress or delay.