Reimbursement

Filling out a travel voucher can be a bit of a struggle so hopefully this guide will help make the process a little smoother for you. First, here are the 3 files that come standard in every ADT Confirmation email. Make sure you go through them in detail.

2019 ADT Information Letter

HPSP Certifying AF938 Orders

HPSP Travel Voucher Training Handout

1. Start by filling out your AF938 (ADT orders). If you're following the instructions on the ppt, you just need to fill out boxes 36-39. The rest gets completed by AFIT once you submit it. 

   • If you're on your first ADT, fill it out exactly like you see it on the guide assuming your campus tour is at the start of your active duty date (as opposed to being at the end). 36a will be your HOR, 36b will be your school, 36c will be the name of the base, 36d will be your HOR. 

   • If you're on your second ADT and you're doing this directly following your first ADT without any gaps then 36a will be the name of the first base, 36b will be the name of the second base, 36c will be your HOR, and finally 36d will be your school.

   • Sign box 38, scan it in and then upload it to the AFIT portal through the Document Upload Center.

2. Direct Deposit Form 2231.

3. DD Form 1351-2 (Travel Voucher). This will be the tedious form that can be a bit annoying to fill out.

   • A small written guide for section 15 will be added at a later time.

4. At the end of your ADT when you check out of your hotel, make sure to ask for an itemized receipt. This is important so the reimbursement office can see the nightly rate to make sure you're within per diem, how much was charged for tax, and how much were other fees not reimbursable. If you stayed at multiple different hotels, make sure you get the itemized receipt for each hotel.

   • If you stayed off base because lodging was full, it's imperative that you also scan in the Letter of Non-Availability or your hotel expenses will NOT be reimbursed. This is a strict rule. If you lose the physical letter, you can search for the email the lodging front desk sent you. You are not authorized/reimbursed to stay off base if a room on base is available.

5. Car rental. Scan in the final receipt you receive once you return the vehicle. Remember that only a compact vehicle at the standard military rate is reimbursable. To make sure your vehicle will be covered, make your car reservation when you schedule your flight through CWT Sato and inform them you'll need a compact rental for the duration of your TDY. 

6. Gas/fuel is in fact reimbursable despite what some rumors you may have heard. Save and scan in all of your gas receipts on one PDF document for proof. If you didn't save your gas receipts or lost them, login to your online bank account and save the statements for the individual gas purchases. Merge those statements together into one PDF.

   • The total amount you spent on fuel can be listed on your DD Form 1351-2 (Travel Voucher) underneath section 18 as "fuel expenses"

7. Email all of these required documents to arpc.rpo1@us.af.mil:

• 1. AF938 (completed orders)

  2. Direct Deposit Form 2231

  3. DD Form 1351-2 (Travel Voucher)

  4. Hotel Itemized Receipt(s) + Letter of Non-Availability (if you stayed off base)

  5. Car Rental final receipt + gas/fuel receipts.

• • Note 1: Despite what the official PDF instructions say you don't need to fill out a "Completed AF IMT 2282, Missed Meal Form/Statement of Adverse Effect." Ignore that part.

  • Note 2: Use the ARPC email above or use MyPers to send in your documents. Don't actually upload and email in your documents via AMRDEC as stated in the instructional PDF. If you try to send your documents through AMRDEC it will likely expire before the pay office has time to download them and you'll be sent the below email.