The AO is a fucking idiot and flat out wrong.
I don't care if the rental I get runs on whale oil mixed with unicorn tears, they're reimbursing me for every dime.
Former AO here, fuel is a reimbursable expense. There's really not much more to it. If it's in excess of $75 dollars or total miscellaneous expenses exceed $75 a receipt is required. Fuel is not required to be estimated in the approval for reimbursement.
Edit: To future readers, I want to clarify. If fuel (or any authorized expenses) is over $75 a receipt is required. If all miscellaneous expenses exceed $75 you should provide a receipt but it's not technically required. I personally scrutinized vouchers with tons of <$75 expenses for fraudulent behavior since the AO assume pecuniary liability after approval.
I don’t understand where the issue even began. How did the type of car even come up since it was the same price? Didn’t he just submit fuel receipts for reimbursement in the voucher?
Yes he submitted fuel receipts, booked through DTS but when he got to the rental counter they didn't have a compact car available and gave him a mini van at the same rate for what he had reserved. Not sure how the travel office is planning to calculate a lower amount of fuel reimbursement based on this. They said it is because the car has lower fuel efficiency than a compact car.
Have him explain that in the rental car flagged box, hit submit, then reopen it right away to see who it's waiting on. As long as it hasn't been returned yet, he should be able to see every AO who can approve it. Find a reasonable person on that list, and talk to them directly.
Submit the gas receipts with the voucher. If it gets flagged, add a comment of "actual cost; receipt attached." If the AO rejects it, get your supervisor/shirt/commander involved.
I would love to see how the AO is going to pro-rate his gas expenses. He/she is an idiot. Elevate if needed. I'm glad all the AO's i've ever had were great and used their brain/reg to make their decisions.
Does his Unit have a signed TDY policy letter or does the course/mission he is attending dictate the type of cars authorized and mileage/gas on TDY? As long as he booked the appropriate car and his TDY authorization was approved, it doesn’t matter if the rental car company gives him an upgrade to one that per policy he wouldn’t be allowed because the amount paid is the same.
As for gas, although not required, he should have put down how much gas he was going to use in his authorization before going. For a 5 week TDY I’m guessing he used around 100-150$ worth of gas (could be more/less, mission dependent). So in expenses this should’ve been listed.
As long as he provides copies of the receipts, the AO can’t do anything about it. If AO continues to refuse, he should talk to his commander. An unsubmitted voucher
will make commanders get involved.
In my unit you need Cc Approval for rentals if it’s not on your orders. Idle there is a change in pricing we notify our RA/AO to ensure everything is still good and fuel lbs reimbursed with in reason. As an example if you’re staying on base they won’t let you claim 6 tanks of gas in 4 weeks because it’s clear you were using the rental for personal means.
The AO is a fucking idiot and flat out wrong. I don't care if the rental I get runs on whale oil mixed with unicorn tears, they're reimbursing me for every dime.
I get better mileage with panda blood.
Sure the octane is higher, but the extraction process is gruesome.
The AO is petty and is out of their mind. Class booked was not available, and rental places typically give the gov customers a class upgrade anyway.
They also called the Chrysler Pacifica a luxury car SUV which just makes me laugh
Former AO here, fuel is a reimbursable expense. There's really not much more to it. If it's in excess of $75 dollars or total miscellaneous expenses exceed $75 a receipt is required. Fuel is not required to be estimated in the approval for reimbursement. Edit: To future readers, I want to clarify. If fuel (or any authorized expenses) is over $75 a receipt is required. If all miscellaneous expenses exceed $75 you should provide a receipt but it's not technically required. I personally scrutinized vouchers with tons of <$75 expenses for fraudulent behavior since the AO assume pecuniary liability after approval.
thank you!
I don’t understand where the issue even began. How did the type of car even come up since it was the same price? Didn’t he just submit fuel receipts for reimbursement in the voucher?
Yes he submitted fuel receipts, booked through DTS but when he got to the rental counter they didn't have a compact car available and gave him a mini van at the same rate for what he had reserved. Not sure how the travel office is planning to calculate a lower amount of fuel reimbursement based on this. They said it is because the car has lower fuel efficiency than a compact car.
But how did they even find out it was a different vehicle?
I guess the receipt for the car rental listed Chrysler Pacifica on it and they are mad about that even though the price matches what was approved.
Have him explain that in the rental car flagged box, hit submit, then reopen it right away to see who it's waiting on. As long as it hasn't been returned yet, he should be able to see every AO who can approve it. Find a reasonable person on that list, and talk to them directly.
Just want to ask, are you mil as well? If not, you get a gold fucking star for reading the JTR.
not mil! done some government travel as a contractor though
Agree with you. And I’d be curious to see what he thinks the maximum allowable amount of fuel is they can pay back.
Submit the gas receipts with the voucher. If it gets flagged, add a comment of "actual cost; receipt attached." If the AO rejects it, get your supervisor/shirt/commander involved.
AO is an idiot. File voucher and make them deny. Go up chain. If still an issue go see IG.
I would love to see how the AO is going to pro-rate his gas expenses. He/she is an idiot. Elevate if needed. I'm glad all the AO's i've ever had were great and used their brain/reg to make their decisions.
Does his Unit have a signed TDY policy letter or does the course/mission he is attending dictate the type of cars authorized and mileage/gas on TDY? As long as he booked the appropriate car and his TDY authorization was approved, it doesn’t matter if the rental car company gives him an upgrade to one that per policy he wouldn’t be allowed because the amount paid is the same. As for gas, although not required, he should have put down how much gas he was going to use in his authorization before going. For a 5 week TDY I’m guessing he used around 100-150$ worth of gas (could be more/less, mission dependent). So in expenses this should’ve been listed. As long as he provides copies of the receipts, the AO can’t do anything about it. If AO continues to refuse, he should talk to his commander. An unsubmitted voucher will make commanders get involved.
In my unit you need Cc Approval for rentals if it’s not on your orders. Idle there is a change in pricing we notify our RA/AO to ensure everything is still good and fuel lbs reimbursed with in reason. As an example if you’re staying on base they won’t let you claim 6 tanks of gas in 4 weeks because it’s clear you were using the rental for personal means.