Guide: DTS Reservation Process December 06, 2023
Defense Travel Management Office 4 travel.dod.mil
Chapter 2: Important Concepts
There are a few fundamental steps to processing an authorization for official travel, although your organization
may require additional actions based upon the specific trip (e.g., foreign travel). The standard process begins
when a Component (JTR, par. 010104-A) needs to send someone on official travel (JTR, par. 010202).
Here is what you need to know:
• You create the DTS authorization, establish the framework or trip itinerary (TDY location, purpose,
travel dates, and the mode of travel [air, rail, rental car, or POV]).
• Based upon mission, you make the necessary reservations (e.g., air or rail, hotel, rental car) creating
the Passenger Name Record (PNR). Note: An IBA or CBA is required to make air or rail reservations
within DTS. See Section 3.1: Traveler Selects First Reservation.
• After selecting the reservations, entering expenses, attaching supporting records, then the DTS
document must be SIGNED to begin the routing process. Once you sign it, the trip updates to CTO
SUBMIT.
• Documents containing reservations must go to the TMC first before any other step on the routing list.
The TMC receives the request, takes appropriate action (i.e., performs QC, reviews comments, and
books reservations) and places the PNR on the outbound queue back to DTS. See Section 2.1:
Passenger Name Record and Global Distribution System. The document updates to CTO BOOKED
before going to your routing officials. The traveler receives an email from the TMC (reservations) and
from DTS (document status). Note: Always review your document (TMC Comments) and emails after
TMC action.
• If you adjust your DTS document to change your reservations (before approval), the PNR updates.
Don’t forget to stamp the document SIGNED, so the PNR is available for the TMC to take action. See
Section 3.2: Traveler Alters Reservations. If needed, you can select Request TMC Assistance option to
ask for help in modifying your reservations. In Chapter 3, we will go more in-depth on making
reservations. For more details on using the Request TMC Assistance option, see the DTS Guide 2:
Authorizations.
• Although your organization may have additional routing steps, the last stamping action is APPROVED.
Your AO should review your document and if within mission requirements approve the trip timely. For
approved documents containing reservations, the TMC typically tickets three business days prior to
travel. Note: There are some exceptions for early ticketing, such as LLA flights or restricted fares.
• After AO approval to make reservation changes, you may need to amend the document depending
upon a few significant factors: your departure date, if your tickets are already issued, and local business
processes. Note: Contact your Lead DTA for support, if you are within three business days of departure
and require reservation/ticketing changes.
Key Note 1: In DTS to make air and rail reservations requires an IBA or CBA. The traveler’s profile must be
configured properly with the appropriate designation (i.e., Gov’t Charge Card Holder set to Yes for IBA use and
the Advance Authorization set to CARD HOLDER) along with completing the other data fields. If the traveler
can’t obtain an IBA and your organization determines use of a CBA is necessary, then the traveler’s profile must
be configured to reflect Gov’t Charge Card Holder set to No for IBA use and Advance Authorization field setup
per your local business rules. In addition to modifying a traveler’s profile, the organization must request a DTS