Military Crash Pad Reimbursement: On-Base Rates and DTS Receipts
Understand crash pad reimbursement, on-base lodging limits and DTS receipts. Learn what to confirm in your travel authorization before booking.
Crash pad lodging can be reimbursable during TDY. Many listings on DoD Crash Pads price their nightly stays to match local on-base lodging. Eligible lodging costs can be reimbursed in full up to the applicable limit; the rate comparison and the rules for your chosen lodging both matter.
How the on-base rate comparison works
When a service member chooses other lodging while adequate government quarters are available at the assigned U.S. TDY installation, reimbursement is generally limited to the government quarters rate. Confirm the limit that applies to your orders and dates; the locality per diem rate and the on-base rate are not interchangeable.
Illustrative example: If your applicable lodging limit is the on-base rate of $145 per night, and your eligible crash pad lodging costs $145 per night, the full $145 is reimbursable. This is an example, not a current rate quote for any installation. Separate fees and taxes need their own review.
Ask your travel office how government or preferred lodging requirements apply, and whether your chosen property is treated as nonconventional lodging. Matching the nightly rate does not replace any required authorization. See DTMO lodging guidance and the current Joint Travel Regulations.
Before you commit to a property
- Confirm your TDY dates and applicable lodging limit with your travel office.
- Get a written quote showing the nightly or monthly charge, fees, deposits and cancellation terms.
- Ask whether non-availability documentation or other approval is required for your circumstances.
- Confirm the manager can supply an itemized lodging receipt showing charges and payment.
- Review what happens if your orders change or your stay is extended.
For monthly rentals or shared housing, have your travel office explain how to allocate costs to your authorized stay. Do not assume a monthly total divided by 30 is always the correct claim.
Keep the right receipts
Obtain an itemized receipt from the lodging provider. Keep your booking confirmation and payment records as supporting documents. A credit card statement alone is not a substitute for the vendor's lodging receipt. DTMO specifically identifies statements and receipts lacking daily itemized charges as common problems in its receipt guidance.
Check the receipt for your stay dates, lodging provider, itemized charges and payment information. Request corrections promptly. If you share a property, obtain documentation of your own portion and ask your travel office how to record it.
Preparing your DTS voucher
Use your organization's current DTS process to record actual lodging expenses, attach receipts and provide required explanations or approvals. Compare the voucher against your receipts and authorized travel dates before submitting. Follow your unit's submission deadline and monitor returned items; processing time varies.
If an expense is questioned, read the return reason and resolve it with the lodging provider or travel office. Do not label a property as approved commercial lodging solely because its price matches the on-base rate.
Common questions
Do I keep the difference if the lodging costs less?
Lodging reimbursement is based on eligible actual expenses, within your applicable limit. If eligible lodging costs $135 and the limit is $145, the unused $10 is not an additional lodging payment.
Are cleaning fees automatically reimbursable?
Do not assume every fee is eligible merely because the total is below your limit. Get an itemized quote and ask how each charge should be treated.
Is a non-availability certificate always required?
Requirements depend on your travel circumstances and lodging choice. Ask your travel office before booking; this guide does not promise that a certificate is always required or never required.
Do these examples cover PCS or meals and incidentals?
No. PCS allowances and meals and incidental expenses have separate rules. Consult the DTMO FAQs for the relevant allowance instead of applying this TDY lodging example to them.
Find and compare lodging
Browse crash pads near Randolph AFB, Little Rock AFB and Altus AFB. Contact the manager about rates, receipts and availability, and confirm travel requirements before committing.
