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Reserve IDT Travel Reimbursements

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It’s not uncommon for many Guard and Reserve members travel long distances to perform their drill duty, or Inactive Duty Training (IDT). I counted license plates from about 7 neighboring states at my last drill. I have friends in different units who tell me there are some members who regularly fly to and from their monthly drills. Talk about dedication!

The good news is if you live outside the normal commuting distance, your unit should provide Lodging-in-Kind, and may even reimburse you for your travel expenses (up to a certain amount). So don’t let the cost of travel be a reason no to join the Guard or Reserves . However, the rules here are very broad, and are not standardized between the services. Reimbursements may even depend on your pay grade or your AFSC or MOS. Let’s take a deeper look at what’s available.

For the purposes of this article, we will separate the Guard and Reserves because the Reserves follow a national standard, while the rules for Guard units vary by state. This first section will cover the Reserves.

Reserve IDT travel reimbursements:  The service secretary for each branch of the Reserves is allowed to authorize travel reimbursements for members who live more than 150 miles from their base. However, not all branches currently reimburse Reserve members for travel. Here are some basic rules of thumb (but be sure to verify with your unit, as some units may have unique rules):

Travel While on Inactive Duty. Members are not authorized to receive reimbursement for travel between their place of residence and their normal drill site when under inactive duty orders.

• Commands must establish normal drill sites that are validated by the District RFRS staff. If the normal drill site is different than the unit’s location, the District RFRS staff must be notified by the member’s command and noted along with the member’s PAL assignment. This is necessary to provide a legal means of determining eligibility for medical and other entitlements when members travel from their homes to the normal drill site, and for determining entitlements associated with travel between the normal drill site and the unit.
• Reservists who are ordered to locations other than their normal drill site must be placed on Temporary Duty (TDY) orders and receive entitlements in accordance with U4000 of reference (n), The Joint Federal Travel Regulations (JFTR). TDY orders are normally issued and funded by the member’s assigned unit, with the exception of duty such as RMPs performed for RSWE participation or medical readiness, which may be issued and funded by the District RFRS staff’s reserve appropriations manager. TDY orders shall specify the member’s normal drill site. When the member travels directly from home to the TDY station, reimbursement is limited to the lesser entitlement from either the member’s home or the normal drill site to the point at which TDY inactive duty is performed.

See What You Qualify For

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National Guard IDT Travel Reimbursements

The National Guard is a completely different beast when it comes to determining whether IDT travel reimbursements are available. The short answer is: ask your unit.

I know that sounds like a cop-out, but it’s the easiest way to determine the availability of travel funds. Because Guard members work for their respective state, there may be differing policies. I have seen on some forums that some units offer travel reimbursements, but I’ve heard from many individuals that it is not available at their units. Please let me know if you have any specific information or references and I will update the site accordingly.

No Reimbursements? Deduct Your Travel Expenses

Even if you aren’t able to receive a reimbursement for your travel expenses, you may be eligible  claim mileage and other travel expenses on your taxes  if you have to travel more than 100 miles for drill duty. You can also claim half the cost of your meals on your taxes. Those benefits don’t negate the cost of travel, but it certainly helps when you file your taxes.

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What Type of Travel is Covered

Lodging. If you live outside the normal commuting distance, your unit will usually provide Lodging-in-Kind. They will either put you up in base lodging (if available), or pay for a hotel room in town. You may or may not be required to share a room, depending on your unit, your rank, and room availability. I’m not going to try and provide a standard set of rules for this, as they vary by unit.

However, most units only cover lodging for certain days, usually the night before training (if you live outside the commuting area), and after the first drill day. They may only cover one night of lodging if you live within a certain distance. They usually do not provide Lodging-in-Kind for the second day of a two day drill, or for your return trip.

If you need lodging outside of the days that are normally covered, you will need to work it out with your unit or claim a tax deduction the following year. Save your receipts!

Transportation: There are many types of transportation that qualify, including planes, trains, and automobiles. Rental cars are not normally authorized. Mileage is typically charged at the standard IRS rate, which is $0.575 per mile in 2015. Servicemembers can also claim incidental expenses such as parking, tolls, and related travel expenses.

When in Doubt, Go to the Source

Standard disclaimer – this is a topic that gets complicated quickly. Each branch has different rules, there are different rules for Guard and Reserves, and there are even different rules within certain branches, depending on your unit, AFSC/Rating/MOS, pay grade, etc.

The best place to find specific answers for your situation is through your unit. Your recruiter will be able to help you if you are considering joining a unit. Otherwise, contact the finance or travel department.

US Code. Here is the official code as written in 37 U.S. Code § 478a – Travel and transportation allowances: inactive duty training outside of normal commuting distances.

Note: Special thanks to LT. Josué Román, USCG, for sending the information on Coast Guard travel while on inactive duty.

About Post Author

Ryan Guina is The Military Wallet’s founder. He is a writer, small business owner, and entrepreneur. He served over six years on active duty in the USAF and is a current member of the Tennessee Air National Guard.

Ryan started The Military Wallet in 2007 after separating from active duty military service and has been writing about financial, small business, and military benefits topics since then.

Featured In: Ryan’s writing has been featured in the following publications: Forbes, Military.com, US News & World Report, Yahoo Finance, Reserve & National Guard Magazine (print and online editions), Military Influencer Magazine, Cash Money Life, The Military Guide, USAA, Go Banking Rates, and many other publications.

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Robert vanhoose says

October 13, 2021 at 2:18 pm

Do I have to attend drill if I’m told that there’s no money in the budget to pay for my lodging and I must pay out of pocket?

Ryan Guina says

October 26, 2021 at 1:00 pm

Hello Robert,

When I joined my unit, I had to sign a form stating that I was aware of the travel distance from my home of record and that I may incur some expenses as a result. I believe this is standard, but I’m not 100% certain. I recommend asking your personnel/human resources office or your Judge Advocate for additional information. Best wishes.

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• Per Diem Lookup

Privately owned vehicle (POV) mileage reimbursement rates

GSA has adjusted all POV mileage reimbursement rates effective January 1, 2024.

* Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs).

For calculating the mileage difference between airports, please visit the U.S. Department of Transportation's Inter-Airport Distance website.

QUESTIONS: For all travel policy questions, email [email protected] .

Have travel policy questions? Use our ' Have a Question? ' site

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

IDT Travel Reimbursement For Guard and Reserves

Julie Provost

Idt travel reimbursement and tax deduction for national guard and reserves.

Table of Contents

For soldiers in the Reserves and National Guard, the cost of traveling to and from Inactive Duty Training (IDT) every month can add up. Many live long distance from where their unit is located, some even traveling by plane for drill. It is not always easy to transfer units, as some military occupational specialties (MOS) have limited available slots. Since Reservists and those in the National Guard often need to work full-time civilian jobs, this may require them to move from where they originally enlisted or from where they had found an available MOS slot.

Who Gets Reimbursed for IDT/Drill Travel Costs?

For those in the Reserves, each branch and unit may have different rules for travel reimbursement. Below are some travel reimbursement resources for each branch, but be sure to check with your individual unit before submitting any requests. For all IDT outside of the normal commuting distance, or 150 miles, the maximum allowed reimbursement authorized by the DOD is $500.00. This was increased in 2018 from $300.00. (See the DOD memo PDF with the updated changes here .)

• Air Force Reserves : You can find detailed information on qualifications, as well as submit your travel reimbursement request here . This link also includes voucher processing status updates, travel guides, details on booking flights, and contact information.
• Army Reserves : I was unable to find more specific resources for IDT reimbursement. The Defense Finance and Accounting Service (DFAS) provides reimbursements and travel voucher submissions for Permanent Change of Station (PCS) and Temporary Duty Travel (TDY), but makes no mention of IDT. I would recommend checking with your unit, as the maximum of $500.00 round trip reimbursement should still apply, if you qualify.
• USMC Reserves : Eligibility details, including eligible ranks and MOS, authorized exceptions, detailed reimbursement guidelines, and contact information is available here for the 2020 Fiscal Year.
• Navy Reserves : There is no reimbursement for travel from a member’s permanent residence to their permanent IDT location. Reimbursement is available for IDT assigned at alternate locations, and the allowance limitations are detailed in this PDF .
• Coast Guard Reserves : Members and officers are not authorized a substance allowance for travel to and from their normal IDT site. The PDF, including contact information and other references, for this information can be found here , updated April 2020.

As stated above, I was not able to find specific resources or information for IDT reimbursement for those in the Army, and this of course applies to those in the National Guard. In contrast to the Reserves, the National Guard is state-run, and therefore may have even more variance between units regarding reimbursement rules and eligibility.

What If I’m Not Eligible or Never Receive a Reimbursement?

Ideally every soldier would be paid within a reasonable time for thier travel costs, but for various reasons this may not be the case. You also may not be eligible, for example if you live outside the 150-mile radius, or you may not want to deal with the potential hassle of sending in reimbursement requests. In any of these situations, you should be deducting travel costs from your taxes.

What National Guard/Reserve Travel Costs Can I Deduct From My Taxes?

According to the IRS , for those in the National Guard and Reserves, in order to deduct travel expenses from your taxes your expenses must not be reimbursed, travel must be overnight, and your destination must be more than 100 miles from your home. Expenses that qualify must be “ordinary and necessary,” and these may include:

• Air, car, train, bus, or car travel from your home and your business destination
• Baggage shipping
• Driving your car or rental while at your business destination
• Non-entertainment-related meals
• Dry cleaning and laundry
• Any tips associated with the above expenses
• The IRS also lists “other similar ordinary and necessary expenses related to your business travel”

National Guard and Reservists’ travel tax deductions are limited to the regular federal per diem rate for lodging, meals, and incidental expenses (you can find per diem rates here for each state and city). Deductions are also limited to the standard mileage rate for car expenses (the 2019 standard mileage rate for business use is 0.58 per mile ), plus parking fees and tolls.

RELATED:  Basic Training for Taxes for Military

How Do I Claim These Expenses?

In order to claim these expenses, you will need to fill out the IRS Form 2106, and detailed instructions for this form are located here . You will also need to report these on Form 1040 or 1040-SR as an adjustment to income.

Do I Have to Keep Records of My Expenses?

As with any source of income or deductible expenses, you should keep all receipts of purchase and prepare a written record of all deductions. This PDF published by the IRS gives detailed recordkeeping guidelines in Chapter 5, page 24. It also gives further detailed information on business related travel expenses, non-entertainment-related meals, gifts, and transportation.

List of Resources

• DOD memo from 2018 increasing maximum travel reimbursements: Link
• Air Force Reserves Travel Resource: Link
• USMC Reserves IDT Travel Resource: Link
• Navy Reserves Order Processing and Travel Arrangements: Link
• Coast Guard Reserves IDT Subsistence Allowance:  Link
• IRS, Topic No. 511 Business Travel Expenses: Link
• IRS, Form 2106 Instructions: Link
• IRS, Travel, Gift, and Car Expenses Publication:  Link
• Federal Per Diem Rates:  Link
• The Defense Travel System (DTS): An Overview
• Space A Travel: Everything You Need To Know
• National Guard Benefits Access Enabled With Extended Orders

About the author

Julie Provost is a freelance writer, and blogger. She lives in Tennessee with her National Guard husband and three boys.

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ALCOAST 403/23 - OCT 2023 FY24 INACTIVE DUTY TRAINING TRAVEL REIMBURSEMENT PROGRAM

R 201301Z OCT 23   MID120000556940U FM COMDT COGARD WASHINGTON DC TO ALCOAST BT UNCLAS ALCOAST 403/23 SSIC 4600 SUBJ: FY24 INACTIVE DUTY TRAINING TRAVEL REIMBURSEMENT PROGRAM A. Reserve Component Action Plan B. Reserve Duty Status and Participation, COMDTINST 1001.2A C. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18 D. The Joint Travel Regulations (JTR) 1. This ALCOAST announces the establishment of the FY24 Inactive Duty Training Travel Reimbursement Program (IDT-TRP) effective the date of this message. The policy outlined in this message is contingent upon expected FY24 funding levels. 2. Aligned with the Commandant's Intent to transform our total workforce to recruit, retain and support our workforce, the IDT-TRP implements goals outlined in REF (A) to restore the Selected Reserve (SELRES) to authorized strength and advance benefits parity for the total workforce. IDT-TRP is designed to improve readiness, retention, and recruiting within the SELRES and advance benefits parity with other DOD Reserve Components by reimbursing eligible travel expenses for members serving in critical skills communities, critical staffing shortfalls, and/or at understaffed units. IDT-TRP is not an entitlement and is not guaranteed each fiscal year (FY). COMDT (CG-R82) will conduct an annual review of IDT-TRP and publish updated eligibility criteria based on funding availability. 3. During FY24, IDT-TRP will be rolled out in a deliberate phased plan. Phase 1 timelines and eligibility criteria are outlined in paragraph 4. A review and assessment will be conducted prior to expanding eligibility in future phases. Implementation of all remaining phases will be announced via SEPCOR. 4. Phase 1 Eligibility Criteria and Timeline:      a. Eligible members must be drilling reservists with satisfactory participation during the previous FY, IAW REF (B). This requirement shall not prohibit new reservists, within 6 months from accession, from applying with Command approval.      b. Eligible members shall have a GTCC account in good standing, IAW REFs (B) and (C).      c. Phase 1 participants are only those members who are in paygrades E6 and below assigned to a Port Security Unit. All other members of the SELRES remain ineligible for IDT-TRP during Phase 1.      d. A member's assigned duty station must be located 150 miles or more, one way, from their primary residence, as recorded in Direct Access, and as calculated by the Defense Table of Official Distances (DTOD) using Permanent Change of Station/Temporary Duty route type.      e. Members who meet the eligibility requirements above and desire to participate in IDT-TRP must coordinate with their Command to receive authorization from COMDT (CG-R82) prior to participation. The procedures required to request authorization are outlined on the COMDT (CG-R82) SharePoint site in paragraph 6. Reimbursement shall not be paid retroactively.      f. Waivers to eligibility criteria will not be considered during Phase 1. 5. Reimbursement:     a. IAW REF (D), reimbursement for travel costs will not exceed $500 per round-trip. Only actual costs and fees incurred as a result of travel between a member's primary residence and their permanent duty station may be paid as a reimbursable expense. If a privately owned vehicle (POV) is used, reimbursement is at the "other mileage rate" for the official distance to and from the IDT location and for any parking fees and highway, bridge, and tunnel tolls. Meal reimbursement requires a receipt and is based on the actual meal cost, including tips and taxes but excluding alcoholic beverages, up to the maximum locality meal rate and incidental expenses (M&IE) rate for the duty location. Authorized expenses are listed in the IDT-TRP Guide which will be located on the COMDT (CG-R82) SharePoint site in paragraph 6.      b. Phase 1 reimbursement is limited to 12 round trips per approved member in FY24.      c. Reimbursement will continue at the discretion of COMDT (CG-R82) and may be restricted at any time due to budget constraints.      d. All IDT-TRP claims will be processed using the E-Gov Travel System (ETS). A step-by-step guide for members and ETS Approving Officials (AO) outlining the reimbursement process can be found in the IDT-TRP Guide located on the COMDT (CG-R82) SharePoint site in paragraph 6.      e. To receive reimbursement, members must submit an ETS travel authorization and obtain AO approval prior to each round-trip travel. Failure to obtain travel authorization prior to completion of travel will result in a member being ineligible for reimbursement for that round-trip. AOs shall not approve an ETS travel authorization after round-trip travel is complete without written authorization from COMDT (CG-R82).      f. Members are required to submit IDT-TRP travel vouchers in ETS no more than three days following completion of round-trip travel. AOs shall take appropriate action on travel vouchers within two working days of receipt.      g. Individual units are responsible for ensuring IDT-TRP claims are submitted in a timely manner. Approved IDT-TRP members who abuse the system by filing multiple late and/or false claims will be removed from IDT-TRP. 6. COMDT (CG-R82) SharePoint Site: (Copy and Paste URL Below into Browser)

https://uscg.sharepoint-mil.us/sites/CGR/SitePages/CG-R82.aspx

7. POC: Questions about the IDT-TRP should be directed to the Reserve Resource Management Division (CG-R82) at [email protected]. 8. RADM Miriam Lafferty, Director of Reserve (CG-R), RADM M. W. Raymond, Assistant Commandant for Military Personnel (CG-1M), and RDML Matthew Lake, Assistant Commandant for Resources (CG-8), send. 9. Internet release is authorized.

For more Coast Guard news, visit our online newsroom here.  

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Mileage Reimbursement Rate Adjustment for 2024

TO: All Employees FR: David Crozier, Associate Vice President for Financial Services

California State University follows the business travel mileage rate published by the Internal Revenue Services (IRS) to calculate reimbursable costs of using a personal vehicle for university business. The Chancellor's Office has notified campuses that the IRS has published the following mileage reimbursement rates effective for business travel occurring on or after January 1, 2024. 

The California State University mileage rate for calendar year 2024 will be 67 cents per mile, which is an increase from the 2023 rate of 65.5 cents per mile. In addition, miles driven for relocation purposes will be at the reimbursement rate of 21 cents per mile, which is a decrease of 1 cent from the rate in 2023.

Concur will be updated for mileage rates after January 1, 2024.

You may  click here  to go to the IRS publication for any additional information or clarification.

Questions regarding travel procedures may be directed to Accounts Payable at  [email protected] . 

• Implementing Expenses

How You Set Up a Mileage Expense Policy

You can set up a mileage expense policy to allow employees to claim mileage reimbursement for travel expenses incurred by using their personal vehicles for business activities. In most countries, the central government determines the mileage reimbursement rates.

Based on government mileage regulations and your company policy, you can set up a mileage expense policy by defining:

Mileage eligibility rules

Mileage rate determinants

Mileage add-on rates

The application automatically calculates the mileage reimbursement based on your definition of the eligibility rules, rates determinants, and add-on rates.

In the Setup and Maintenance work area, use the following:

Offering: Financials

Functional Area: Expenses

Task: Manage Policies by Expense Category

On the Manage Policies by Expense Category page, click the Create Policy choice list and select Mileage . The create Mileage Policy page appears.

Mileage Eligibility Rules

In the Mileage Eligibility Rules section, you specify the rules that determine whether employees can claim mileage reimbursement for using their personal or company provided vehicles. The following table lists the mileage eligibility rules and their descriptions.

Mileage Rate Determinants

In the Mileage Rate Determinants section, you specify the determinants on which the mileage reimbursement policy is based. The following table lists selected mileage rate determinants and their descriptions.

Mileage Add-On Rates

In the Add-On Rates section, your company can add passenger rates and company-specific rates for inclusion in the mileage reimbursement policy. The following table lists additional rate types and their descriptions.

After you finish setting up the mileage expense policy, you must:

Complete the mileage rate spreadsheet and load the spreadsheet to the application. Or, complete the Create Rates dialog box, depending on the complexity of the policy.

Activate the mileage reimbursement policy.

Set up cumulative mileage determinants when applicable.

Assign the mileage reimbursement policy to expense types.