The Defense Travel System (DTS) is an automated end-to-end travel management system used by the United States Department of Defense (DoD) for travel by military service members and DoD civilian employees.

 

DTS provides a centralized, paperless system to handle all aspects of official DoD travel, including travel planning, authorization requests, voucher processing, travel card reconciliation, and travel reimbursement. It aims to streamline and standardize the entire travel process in one web-based system.

The system allows travelers to book flights, rental cars, and hotels and apply for travel authorizations online. It integrates with various commercial travel systems and government databases to book and ticket travel as well as process voucher reimbursements. DTS aims to modernize travel management and replace legacy travel systems across the DoD.

DTS was launched by DoD in the early 2000s to address inefficiencies and lack of standardization in the existing travel system across military branches and agencies. By centralizing and automating travel management, DTS seeks to enable total end-to-end travel management, enforce travel policies, reduce manual processes, lower travel costs, and improve oversight and auditability.

History of DTS

The Defense Travel System (DTS) was initially created in the 1990s to modernize and standardize travel management and reimbursement across the United States Department of Defense (DoD).

Prior to DTS, each military service branch managed travel differently using disjointed legacy systems and processes. This resulted in significant inefficiencies, inaccuracies, and waste estimated to cost tens of millions of euros per year.

To address these issues, the DoD launched an initiative in 1995 to develop a single automated travel system that could be used by all military service branches. After several years of planning and proposals, the Defense Travel System contract was awarded to Northrop Grumman in 1998.

DTS officially launched at the Pentagon in 2003 after years of development and testing. It aimed to provide standardized online travel planning, booking, voucher processing, and reimbursement capabilities across the DoD while reducing costs and improving compliance.

The system was initially mandated for use by the Air Force and then expanded to other military branches throughout the 2000s. While DTS faced some early challenges with user adoption, it eventually became ingrained as the primary travel system for DoD personnel.

Today, DTS continues to serve critical functions related to managing millions of DoD temporary duty (TDY) trips every year. Its implementation over 20 years ago represented a major milestone in consolidating and modernizing defense travel capabilities.

How DTS Works

The Defense Travel System (DTS) streamlines the entire travel process for Department of Defense (DoD) travelers and administrative staff.

For Travelers

When a DoD traveler needs to book a trip, they log into DTS to create an authorization and book their travel arrangements, including transportation, lodging, and rental car. DTS integrates with numerous travel booking channels to provide options.

Once approved, the traveler can use the DTS mobile app while traveling to track expenses, upload receipts, and file vouchers. When the trip is completed, the traveler logs any final expenses in DTS to reconcile their voucher and receive reimbursement.

For Administrators

DTS administrators assist travelers with authorizations, voucher reviews, and approvals. When a trip authorization is created in DTS, it is routed to an approving official for review. They can approve, reject, or return it to the traveler for changes.

After travel, the administrator reviews submitted vouchers, ensuring receipts match expenses. They can approve the voucher to release payment or send it back to the traveler for corrections.

Admins also have oversight of all travel activity within their organization through DTS reporting functions. This allows them to ensure policies are followed, identify issues or waste, and generally manage the travel program.

The integrated DTS workflow between travelers and administrators aims to streamline end-to-end travel management for efficiency, compliance, and cost savings.

DTS Features

The Defense Travel System (DTS) provides a wide range of capabilities and tools to support travel management for Department of Defense (DoD) personnel. Some of the key features of DTS include:

• Automated Travel Planning and Booking: DTS allows travelers to book flights, lodging, rental cars, and rail travel directly through the system. Travelers can compare options and prices to find the best deals.

• Electronic Requests and Approvals: Instead of paper travel authorizations and vouchers, DTS uses electronic routing and digital signatures for approval. This speeds up the process and provides an audit trail.

• Expense Reporting: Travelers can use DTS to submit expense reports and get reimbursed more quickly. Receipts and other documents can be attached digitally.

• Travel Card Integration: DTS integrates with the Government Travel Charge Card (GTCC) to allow for direct payments to vendors and automated travel card reconciliation.

• Travel Profile Management: Users can store their travel preferences, frequent traveler numbers, and other info in their DTS profile for easier booking.

• Automated Entitlements: Based on the details of the trip, DTS automatically calculates reimbursements the traveler is entitled to, like per diem rates for lodging and meals.

• Real-Time Reporting: DTS provides reports and dashboards with real-time data on spending, travel compliance, and other metrics.

With its end-to-end travel management capabilities, DTS aims to simplify, modernize, and drive efficiency in defense travel. The system handles travel planning, bookings, approvals, vouchers, reimbursements, and reporting on one integrated platform.

DTS Policies

The Defense Travel System (DTS) comes with important rules and regulations for users. All military personnel and government employees must follow the policies outlined in the DTS Rules of Behavior document when booking travel arrangements in DTS.

Some key DTS policies include:

• Users must create authorizations and vouchers themselves. Agents or travel assistants cannot act on a user’s behalf except in certain approved circumstances.

• Travelers must use the DTS wizard and approved booking tools. Bypassing DTS to book directly with airlines, hotels, etc is prohibited without authorization.

• Government travel charge cards must be used to pay for expenses. Travelers cannot pay expenses with personal funds except in emergency situations.

• Receipts for all authorized expenses over €15 must be uploaded to DTS. Missing receipts can delay or prevent reimbursement.

• Travel authorizations must be approved before any tickets or reservations are booked. Traveling without an approved authorization can be grounds for denial of reimbursement.

• Vouchers must be created and approved within 5 working days after completing travel. Exceeding voucher deadlines can impact prompt payment.

• False claims or fraud will result in disciplinary action or criminal prosecution under the Uniform Code of Military Justice.

Understanding and following the DTS policies is crucial for smooth travel arrangements and timely reimbursements. Personnel should consult their organization’s rules and the DTS training materials to ensure full compliance.

DTS Training

Defense Department personnel and employees must be properly trained on the Defense Travel System before use. Those using DTS should be aware of the full range of training materials and resources available through the DTS program office in order to proficiently navigate the system.

Some key resources for learning to use DTS include:

• DTS Learner Guides – Step-by-step printable PDF guides cover all aspects of DTS, from creating authorizations and reservations to filing vouchers. Intended for new users learning the system.

• DTS 101 Training – Online beginner training modules provide fundamental instruction on using DTS to book travel and file vouchers. Includes video lessons and knowledge checks.

• DTS Sandbox Environment – Practice training environment allowing users to try DTS functions with dummy data and no risk. Helpful for hands-on learning.

• Computer Based Training (CBT) – More advanced online DTS training covering specialized roles like Approving Official and Non-DTS Entry Agent.

• Instructor Led Training – DTS specialists provide classroom training for groups, tailored to specific organizational needs. Can request on-site or virtual sessions.

• User Guides and Quick Reference Cards – Condensed instructions and tip sheets to supplement training. Help refresh knowledge.

• DTS Help Desk – Resources include knowledge base articles, live chat, and phone support for getting DTS answers or technical troubleshooting.

Adequate DTS training will allow Defense Department personnel to avoid errors, process vouchers faster, and effectively manage travel. Taking advantage of the full suite of DTS training resources is key to successful adoption.

DTS Costs

The Defense Travel System (DTS) is provided by the U.S. Department of Defense at no direct cost to travelers. However, indirect costs are incurred through the fees charged by travel service providers such as airlines, hotels, and rental car companies.

When budgeting for official travel using DTS, it’s important to understand the pricing models used by different travel services. For air travel, fares are generally flexible and increase closer to the travel date. Hotels and rental cars use more dynamic pricing based on local supply and demand. During peak seasons or high-demand events, prices may be considerably higher.

The fees charged to the government for using DTS are based on the number of travel transactions processed through the system. In fiscal year 2022, the DTS program office estimates its budget at €85 million. Approximately €1.40 is spent per travel transaction.

To get full value from DTS, travelers should book early, understand local prices at their destination, and choose the most cost-efficient options that still meet mission needs. Careful planning and good judgment help minimize costs for official travel.

DTS Vendors

The Defense Travel System (DTS) relies on various contractors and technology partners to operate the platform and provide services to DTS users. Some of the major vendors involved with DTS include:

• SAP Concur – SAP Concur provides the core travel booking and expense reporting capabilities within DTS. They supply the software and maintain the DTS platform infrastructure. SAP Concur has been the primary technology vendor for DTS since 2018.

• Booz Allen Hamilton – Booz Allen Hamilton is contracted by the Defense Human Resources Activity (DHRA) to provide program management and systems engineering support for DTS. They work closely with DOD on enhancements and new capabilities for the system.

• US Bank – US Bank issues the individually billed accounts provided to travelers for DTS bookings. They provide the payment system that interfaces with DTS for travel reimbursements and reconciliation.

• TRX – TRX provides travel data services and reporting software to aggregate data from DTS for analysis. Their tools give DOD visibility into spending patterns, compliance, and opportunities for travel policy improvements.

• DCS Corporation – DCS Corporation operates the DTS Help Desk which provides 24/7 phone, chat, and email support services for DTS users. They assist travelers with booking, vouchering, and any issues using the system.

• ATA Services – ATA Services supplies training course development and instruction services for DTS. They create training materials and provide in-person and virtual classroom training to DTS users.

The vendors and partners involved with DTS each provide key capabilities that together enable DOD’s complex travel system to operate for several million users across many federal agencies and military branches.

DTS Migration

The Defense Travel System (DTS) has gone through several migrations and technology refreshes over the years. As the primary system for managing Department of Defense (DoD) travel, it is critical that DTS system migrations happen smoothly without major disruptions.

Most recently, DTS completed a transition to a new system architecture hosted in a commercial cloud environment. This migration to the cloud took place between 2018 and 2020. The goals were to reduce overall operating costs, improve system performance, and enhance security.

The cloud migration required moving the entire DTS platform and all its data to the new environment. Extensive testing and trial runs were conducted to validate performance prior to the transition. A phased rollout strategy was used region-by-region to minimize downtime and support a smooth transition.

All DTS users had to be moved to the new cloud platform. This required updated login procedures and new system locations. Comprehensive change management and user training helped ease the transition. Help desk staffing was increased during the rollout period.

As with any IT system migration, there were challenges to overcome. Some users experienced login issues or slow performance initially. However incremental improvements were made rapidly to stabilize the system. Within a few weeks of rollout, the new cloud-based DTS platform was operating smoothly.

The cloud migration enabled DTS to implement continuous modernization efforts. New capabilities can now be rolled out faster to users. DTS is also able to leverage expanded compute power and storage capacity as needed.

Looking ahead, DTS will continue evolving to take advantage of the latest technologies for travel management and digital workflows. While migrations can be disruptive in the short term, they ultimately enable DTS to better serve warfighters over the long run. Careful change management will remain key for smooth transitions.

The Future of DTS

The Defense Travel System continues to evolve to better serve the travel needs of the Department of Defense. Here’s what we can expect from DTS in the coming years:

• Migration to the cloud – DTS is planning to move from its current on-premise data centers to a cloud-based infrastructure. This will improve scalability, enhance security, and reduce long-term costs. The migration is targeted for completion by 2025.

• Enhanced mobile capabilities – More features will be added to the DTS mobile app so travelers can book trips, approve vouchers, update expense reports and more from their phone. Offline functionality will also improve for areas with limited connectivity.

• Artificial intelligence integration – DTS will leverage AI to provide customized recommendations on travel planning based on the user’s role, previous trips, policy compliance and other data points. This will simplify booking for frequent travelers.

• Data analytics dashboards – DTS will give travel managers access to real-time analytics through interactive dashboards. This will help them identify opportunities to reduce costs, improve compliance and enhance the travel experience.

• Automated notifications and alerts – Travelers will receive automated notifications for pending approvals, required pre/post-trip actions, policy changes and other important updates. This will reduce manual follow-ups.

• Expanded integrations – DTS will continue expanding integrations with other DoD and commercial systems related to travel, finance and logistics. This will streamline end-to-end processes for travelers and administrators.

The future looks bright for DTS as it undergoes its most significant modernization in over a decade. These planned innovations will help DTS stay ahead of evolving travel needs across the Department of Defense.

 

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