Military Crash Pad Reimbursement: Complete DTS Guide 2025

One of the most common questions we hear from military members is: "Will I get reimbursed for staying in a crash pad?"

The short answer is YES—as long as you follow the Joint Travel Regulations (JTR) and keep your costs at or below the base lodging rate. This guide will walk you through everything you need to know about crash pad reimbursement through DTS. Looking for JTR-compliant crash pads? Browse our listings near Randolph AFB, Little Rock AFB, and Altus AFB.

Understanding JTR and Lodging Reimbursement

The Joint Travel Regulations (JTR) govern all military travel, including temporary duty (TDY) and permanent change of station (PCS) orders. Here's what you need to know:

Key JTR Provisions for Crash Pads

✅ Commercial Lodging is Allowed JTR allows service members to choose commercial lodging (including crash pads) instead of base lodging.

✅ Maximum Rate = Base Lodging Rate Your crash pad must not exceed the on-base lodging rate for your location. This is typically $80-$120 per night depending on the base.

✅ No Non-Availability Slip Required You do not need a Non-Availability (NA) slip to stay off-base. However, an NA slip is required if you wish to be reimbursed for lodging costs above the government on-base rate, up to the full locality per diem rate.

✅ Receipts Are Required Keep all invoices, payment confirmations, and receipts from your crash pad for DTS submission.

Step-by-Step: Getting Reimbursed for Your Crash Pad

Step 1: Check Your Per Diem Rate

Before booking any crash pad, you need to know your authorized lodging rate.

How to Find Your Rate:

1. Log into DTS
2. Go to your TDY orders
3. Check the "Lodging" section—this shows your maximum daily rate
4. Alternatively, ask your Finance office for the current base lodging rate

Example Rates (2025): Note: These rates are for demonstration purposes. Always verify the current official rate for your location and dates of travel.

• Randolph AFB: $96/night
• Little Rock AFB: $99/night
• Altus AFB: $99/night

Step 2: Book a Compliant Crash Pad

✅ DO:

• Search DoDCrashPads.com for properties at or below your rate
• Read reviews from other military members
• Confirm the nightly rate includes all fees (no hidden costs)
• Get a written booking confirmation with itemized costs
• Verify the property accepts military orders

❌ DON'T:

• Book a property above your lodging rate
• Forget to get receipts
• Assume you can "split" the cost with roommates for reimbursement (only YOUR share is reimbursable)

Step 3: Save ALL Documentation

Create a dedicated folder (physical or digital) for your TDY reimbursement:

Required Documents:

• ✅ Booking confirmation email
• ✅ Payment receipts (credit card statements work too)
• ✅ Invoice showing nightly rate breakdown
• ✅ Arrival and departure confirmation
• ✅ Property address and contact info

Pro Tip: Take photos of all receipts with your phone immediately. If you lose the paper copy, you'll have a backup.

Step 4: Enter Lodging in DTS

When you return from TDY and file your voucher:

1. Open your DTS voucher
2. Navigate to "Expenses"
3. Click "Add Expense" → "Lodging"
4. Enter the following:

• Lodging name: [Crash Pad Property Name]
• Address: [Full property address]
• Check-in date: [Your arrival date]
• Check-out date: [Your departure date]
• Total cost: [Total amount paid]
• Nightly rate: [Cost per night]

5. Upload receipts (PDF or image files)
6. Add a comment (optional but recommended):

• "Commercial lodging at crash pad, rate compliant with base lodging per JTR."

Step 5: Submit Your Voucher

Before submitting, verify:

• ✅ All dates are correct
• ✅ Receipts are legible and uploaded
• ✅ Total lodging cost doesn't exceed your authorized rate × number of nights
• ✅ All other TDY expenses (meals, transportation) are included

Submit your voucher within 5 business days of returning from TDY for fastest processing.

Step 6: Wait for Approval

Typical Timeline:

• Day 1-3: Supervisor review
• Day 4-7: Finance office review
• Day 8-14: Payment processing
• Day 15-21: Funds deposited to your account

If Your Voucher Is Rejected:

• Check your DTS inbox for the reason
• Common issues: missing receipts, illegible documents, rate exceeded
• Correct the issue and resubmit immediately

Common DTS Reimbursement Mistakes (And How to Avoid Them)

Mistake #1: Exceeding the Lodging Rate

Problem: You booked a $120/night crash pad, but your authorized rate is only $96/night.

Solution: You'll only get reimbursed $96/night. You're responsible for the $24/night difference out-of-pocket.

Avoid It: Always check your rate BEFORE booking.

Mistake #2: Missing Receipts

Problem: You lost your receipt and have no proof of payment.

Solution: Contact the crash pad owner immediately for a duplicate invoice. Most can email you a copy.

Avoid It: Save digital copies of everything immediately upon payment.

Mistake #3: Splitting Costs with Roommates

Problem: You and a classmate split a $160/night property ($80 each), but DTS only sees a $160 charge on your card.

Solution: Get an itemized invoice from the crash pad owner showing your individual portion.

Avoid It: Each service member should pay their portion directly to the lodging provider and receive a separate, individual receipt with their name and the amount they personally paid. Co-mingling payments on a single credit card is highly discouraged and can lead to significant reimbursement delays or denials.

Mistake #4: Not Documenting Extra Fees

Problem: Your crash pad charged a $50 cleaning fee on checkout, but you didn't include it in DTS.

Solution: Amend your voucher to include all fees (as long as the total doesn't exceed your rate).

Avoid It: Get a full breakdown of all charges before checkout.

Mistake #5: Late Voucher Submission

Problem: You waited 3 months to file your voucher, and DTS rejected it.

Solution: Submit a memorandum explaining the delay to your Finance office. They may approve it on a case-by-case basis.

Avoid It: File within 5 days. Set a phone reminder.

What If My Crash Pad Exceeds the Base Rate?

Option 1: Pay the Difference Out-of-Pocket If you love a crash pad but it's slightly over the rate, you can still book it—you'll just pay the excess yourself.

Example:

• Authorized rate: $96/night
• Crash pad rate: $110/night
• You pay: $14/night out-of-pocket
• DTS reimburses: $96/night

Option 2: Request an Exception to Policy (ETP) In rare cases (e.g., no base lodging available, family hardship), you can request an ETP to exceed the rate.

How to Request:

1. Contact your Finance office
2. Provide written justification
3. Attach documentation (Non-A slip, family situation memo, etc.)
4. Get approval BEFORE booking

Option 3: Choose a Different Crash Pad DoDCrashPads.com has filters to show only properties within your rate. Just adjust your search.

Meals & Incidentals (M&IE) While at a Crash Pad

Good News: Staying at a crash pad doesn't affect your M&IE per diem!

You still receive your full daily M&IE rate even if you cook meals in your crash pad's kitchen (which saves you money).

Example:

• M&IE rate: $59/day
• You cook breakfast and dinner at the crash pad (saves ~$30/day)
• You still get the full $59/day M&IE
• Net benefit: You pocket the savings!

Special Situations

PCS (Permanent Change of Station)

If you're PCS'ing and need lodging:

• Same rules apply—keep receipts.
• Lodging is reimbursed under the Temporary Lodging Expense (TLE) rules.
• For a CONUS to CONUS move, you may be authorized up to 14 days of TLE, which can be split between locations.
• TLE reimbursement is calculated based on family size and the local per diem rate, and it is capped at $290 per day. It is not tied to the on-base lodging rate like a TDY.

Long-Term TDY (30+ Days)

For extended TDY:

• Monthly crash pad rates may be negotiable (ask the owner)
• DTS will prorate your nightly rate
• Keep monthly invoices instead of nightly receipts

Bringing Family

If you bring family on TDY:

• You cannot claim additional lodging costs for family members
• Your reimbursement is capped at the single-occupancy rate
• Exception: Dependents authorized on your orders may qualify for additional allowances (check with Finance)

Crash Pad vs. Hotel: Reimbursement Comparison

Factor	Crash Pad	Hotel
Reimbursement Eligible?	✅ Yes	✅ Yes
Non-A Required?	Usually no	No
Receipt Required?	✅ Yes	✅ Yes
Daily Rate Cap?	✅ Yes (base rate)	✅ Yes (per diem)
Resort Fees Reimbursed?	N/A	⚠️ Depends
Parking Fees Reimbursed?	N/A	⚠️ Sometimes
Kitchen Available?	✅ Usually	❌ Rarely
Long-Term Discounts?	✅ Often	⚠️ Sometimes

Bottom Line: Crash pads and hotels are equally reimbursable. Choose based on comfort, not reimbursement rules.

DTS Troubleshooting: What to Do When Things Go Wrong

Problem: "Lodging Exceeds Maximum Rate"

Solution:

• Verify your entered nightly rate (not the total)
• Check if resort fees or taxes were included (they shouldn't be)
• Confirm your authorized rate in DTS matches your orders

Problem: "Receipt Not Legible"

Solution:

• Re-upload a clearer photo or PDF
• Ensure file size is under 5MB
• Use a scanner app (e.g., Adobe Scan) for better quality

Problem: "Missing Required Documentation"

Solution:

• Check the rejection notice for specifics
• Upload the missing document
• If you don't have it, contact the crash pad owner ASAP

Problem: "Voucher Stuck in Approval"

Solution:

• Check DTS for "Pending" status
• Email your approving official (supervisor or finance)
• Call the Finance office if stuck for 10+ days

Final Checklist: Getting Paid for Your Crash Pad

Before you leave for TDY:

• ✅ Confirm your authorized lodging rate
• ✅ Book a crash pad at or below that rate
• ✅ Save your booking confirmation

During your stay:

• ✅ Keep all receipts and invoices
• ✅ Take photos of paper receipts as backup
• ✅ Get an itemized final invoice before checkout

After you return:

• ✅ File your DTS voucher within 5 days
• ✅ Upload all receipts (clear and legible)
• ✅ Verify all dates and amounts
• ✅ Monitor your DTS inbox for approval status

Frequently Asked Questions (FAQ)

Can I get reimbursed for a crash pad if on-base lodging is available?

Yes. The JTR allows you to choose commercial lodging, like a crash pad, even if government quarters are available. You will be reimbursed up to the cost of the on-base lodging rate without needing a Non-Availability (NA) slip.

What is the single most important document for DTS reimbursement?

Your itemized receipt. It must clearly show the name of the lodging provider, your name, the nightly rate, and the dates of your stay. Without a clear, legible receipt showing proof of payment, your expense will likely be rejected.

Do I get to pocket the difference if my crash pad is cheaper than the base rate?

No. You are reimbursed for the actual lodging cost you incurred, as proven by your receipt. For example, if the base rate is $96/night but your crash pad only costs $90/night, you will only be reimbursed $90/night. The savings go back to the government.

Can I use a crash pad for a PCS move?

Yes. You can stay at a crash pad during a PCS move and get reimbursed under Temporary Lodging Expense (TLE) rules. Unlike TDY, TLE has a maximum daily reimbursement cap (e.g., $290) that includes lodging, meals, and incidentals for you and your family. Keep all receipts as you would for a TDY.

What happens if my TDY is extended while I'm at a crash pad?

If your orders are officially amended to extend your TDY, you should immediately contact the crash pad owner to extend your stay. Ensure you get an updated invoice or a new receipt for the additional days. You will then amend your DTS authorization to reflect the new trip dates and add the additional lodging costs to your voucher.

Resources

• JTR Official Site: https://www.defensetravel.dod.mil/site/jtr.cfm
• DTS Portal: https://dts.dod.mil/
• Per Diem Rates: https://www.defensetravel.dod.mil/site/perdiemCalc.cfm
• Find Crash Pads: https://dodcrashpads.com

Conclusion: Crash Pads Are 100% Reimbursable

Don't let fear of reimbursement keep you from enjoying the comfort and amenities of a crash pad. As long as you:

1. ✅ Stay at or below the base lodging rate
2. ✅ Keep all receipts
3. ✅ File your voucher promptly
4. ✅ Follow DTS procedures

...you'll get 100% reimbursed with zero out-of-pocket cost.

Ready to find a fully-reimbursable crash pad? Search DoDCrashPads.com today and filter by your base and authorized rate. Your perfect crash pad is waiting.

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Have questions about DTS reimbursement? Email us at support@dodcrashpads.com or comment below!