Directive AD-06.2 TRAVEL ORDERS AND CLAIM REIMBURSEMENT
16790
30 OCT 2020
Seventh Coast Guard District Auxiliary Policy Directive AD-06.2
Subj: TRAVEL ORDERS AND CLAIM REIMBURSEMENT
Ref: (a) Auxiliary Manual, COMDTINST M16790.1 (series)
. PURPOSE. To provide policy and guidance to all District Seven Auxiliarists concerning travel and patrol order reimbursement.
2. ACTION. All Auxiliary elected officers, District Staff Officers, and Auxiliarists in Coast Guard District Seven shall become familiar with and follow the guidelines contained in this Directive.
3. DIRECTIVES AFFECTED. Seventh Coast Guard District Auxiliary Policy Directive AD-06.1 is cancelled.
4. DISCUSSION.
a. Introduction. Auxiliarists may be reimbursed for either travel orders or patrol orders. Guidance on issuance of all orders and requests for reimbursement are contained in reference (a), Chapter 9. This directive addresses District Seven specific travel order responsibilities, problem resolution and methodology. Patrol Orders are discussed in Directive OP-02 (series).
b. Travel Orders.
(1) Travel orders specifically authorize Auxiliarists to travel for Coast Guard business. These orders are written and signed by the Authorizing Official from the DIRAUX Office.
(2) Most travel orders for Auxiliarists are generated by the Director of Auxiliary (DIRAUX), however there are occasions when other Coast Guard units (Group, Station, Air Station, etc) will authorize Temporary Assignment to Duty (TAD). Problem resolution should normally be directed towards the unit that issued the orders.
(3) The Auxiliarist will only be reimbursed for those expenses specifically authorized on their orders. If the orders do not reflect the intended expenditures, then the Auxiliarist must contact the Coast Guard unit that issued the orders in order to get an amendment to the orders. A per diem allowance may be paid for travel to and from officially assigned duty and will be paid at the rates authorized for Federal civilian employees. These maximum authorized rates may be written on the orders, but can be found online at https://www.defensetravel.dod.mil/site/perdiemCalc.cfm. The reimbursable cost of lodging shall not exceed those listed without prior approval by the Coast Guard unit issuing the orders. Additional costs shall be the responsibility of the traveler.
(4) Auxiliarists who wish to extend the duration of their trip for personal reasons should notify DIRAUX prior to commencing their travel so that orders may be amended to reflect actual travel dates. The member will not be reimbursed for those days outside of the authorized expenditures for the travel unless prior approval has been granted by the DIRAUX. For instance, An Auxiliarist is authorized one day travel to/from a three-day D7 Conference and wishes to stay in Orlando for three more days after the conference is over. This will be authorized; however, orders must be amended to reflect three days of “leave”. The member will receive no reimbursement for those three days but will receive reimbursement for the travel back to original departure point as written on the orders. If the orders are not written or amended to reflect the travel, the Finance Center will not reimburse the member for travel back from the conference.
c. Authorization to Travel. To be eligible for reimbursement for travel, the Auxiliarist must be traveling on reimbursable orders issued by an appropriate official. Travel by an individual or use of a vehicle, boat or airplane without orders is done as a private citizen of the United States and is not covered by provisions pertaining to the Auxiliary.
d. Non-Reimbursable Orders. Non-reimbursable orders do not entitle the Auxiliarist to any type of reimbursement. These orders are issued to provide liability coverage for the Auxiliarist while performing authorized Coast Guard duties.
(1) DIRAUX. DIRAUX will normally issue non-reimbursable orders for the Auxiliary EXCOM, District Staff Officers and Auxiliarists who are traveling to perform Auxiliary specific duties and responsibilities. This includes travel that is funded by the Auxiliary, Inc. This does not include operations and administration that is in support of active duty units. To receive non-reimbursable orders, the Auxiliarist must send an e-mail to the DIRAUX via the established Chain of Leadership specifically requesting orders prior to performing the duties. Written non-reimbursable orders will only be created for the EXCOM unless there is a subsequent claim for damage or personal injury.
(2) Coast Guard Units. Auxiliarists who perform duties in support of active duty units shall receive their authorization from that unit. They shall follow the policies set forth by the unit for requesting non-reimbursable orders.
e. Requests for orders. The following Auxiliarists are authorized to request travel orders from DIRAUX:
(1) DCO or his designated representative (i.e. DCOS) for meetings throughout the District, DTRAIN, NTRAIN, and EXCOM meetings. Orders should be issued from 1 Jan – 31 Dec each year for the EXCOM, District Directorate Chiefs, DSO-LP, and DSO-SR.
f. Problem Resolution. To provide better customer service and quicker problem resolution for travel claim reimbursement, all Auxiliarists are authorized to contact DIRAUX (Yeoman) without utilizing the Chain of Leadership for problem resolution as follows (e-mail is the preferred method):
(1) Email Yeoman for:
(a) Questions regarding errors on the orders (i.e. Missing or erroneous authorizations).
(b) Status of approved course requests/orders (i.e. “C” schools, Leadership & Management, SAR Rodeo, Chart Updating etc.) if the class is scheduled to start within 30 days.
(c) Questions on filling out travel claims (if not outlined in reference (a), Chapter 9).
(d) Specific questions regarding travel policies.
(e) Requests for amendment to orders.
(f) If not reimbursed within 45 days of submittal of travel claim.
(g) Questions about Direct Deposit (if not outlined in reference (a), chapter 9).
(h) Verification that reimbursement request (travel claim package) was received/processed (e-mail only).
(i) Any other questions that are not covered in this Directive or reference (a).
g. Completing the SF-1164 (Local Travel Claims). Local travel claims are only used when the duration of the TAD is for less than 24 hours and no lodging is involved. Typically, these are submitted for mileage to/from home to the location that the Coast Guard/Auxiliary business took place. Travel must be pre-approved by DIRAUX before a request for reimbursement is submitted. This claim must be completed utilizing an SF-1164 form, which can be obtained from DIRAUX. The DIRAUX Yeoman will review and approve the claim before forwarding to HRISC for payment
h. Completing the DD-1351-2. Claims for reimbursement of administrative travel must be completed on a DD form 1351-2. Reference (a), chapter 9 describes how to fill out the DD-1351-2 travel voucher. A copy is normally provided with the written orders. This form should be mailed to DIRAUX within five (5) days of travel completion. The DIRAUX Yeoman will review and approve the claim before forwarding to HRSIC for payment.
i. TPAX Proxy for Travel Claims. For Auxiliarists that travel on orders more than 5 times a year, a Proxy for Travel claim may be requested. This type of claim will enable the Yeoman to submit travel claims for the member electronically (via TPAX) vice submission via paper. This process includes submitting a CG-7421a to the Yeoman that is properly filled out and reviewed/signed by the Yeoman and DIRAUX Commander. The form will then be submitted to the Pay and Personnel Center for review.
j. Required documents for the DD-1351-2 package.
(1) The original orders.
(2) The original copy of any lodging receipt (if applicable).
(3) The back copy of the airline ticket (if applicable).
(4) Original receipts for any expense of $75.00 or more.
(5) Auxiliarists shall retain a copy of travel claim and receipts for their records.
k. Common Errors. To facilitate the travel claim reimbursement the following are some common errors to avoid.
(1) When married couples (or more than one person) are sharing a hotel/motel room, only one person should claim the lodging costs. It is best to only have the name of the person filing the claim on the receipt. Receipts for lodging are required no matter what the cost.
(2) If more than one person is riding in a POV, only the owner/operator may request mileage reimbursement. Passengers should still enter “PA” in block 15©, but should not enter a mileage and not check the owner/operator block.
(3) Completing the DD-1351-2 travel voucher form:
(a) Lodging costs should be listed in block 15(e) for each authorized stop. The cost should not contain the tax. All lodging taxes should be listed in block 18.
(b) Mileage should be entered twice in block 15(f). Distance from departure point to destination and distance from destination back to departure point.
(4) If lodging is required at a rate exceeding the maximum lodging rate, prior written authorization for actual lodging expenses must be obtained for full reimbursement. This authorization should be attached to the orders and submitted with the travel claim.
(5) Sign the original orders, CG-4251, in block 13 above name in blue ink only. Also, sign forms DD 1351-2/SF-1164 in blue ink only.
(6) The Yeoman reviews all reimbursement requests, however, some things are still occasionally missed. When this happens, the Finance Center often mails the claim back to the individual and asks them to resubmit directly to them. Do not send back to the Finance Center. All correspondence must come through DIRAUX. The Yeoman must review and endorse it prior to forwarding on to the Finance Center. Auxiliarists who send directly to the Finance Center might not be paid.
5. ENVIRONMENTAL ASPECT AND IMPACT CONSIDERATIONS. Environmental considerations were examined in the development of the directive and have been determined to be not applicable.
6. RESPONSIBILITY. The Director will maintain this Directive and make changes based on recommendations from the Yeoman.
J. W. Briggs
Commander, United States Coast Guard
Director of Auxiliary
Seventh Coast Guard District