Where’s the DD Form 1351-2? (For Distribution to AOs)
A red flag should go off when something critical is missing. For example, you’d probably be perplexed if someone served you a peanut butter and jelly sandwich, but there was no bread. You should have a similar reaction when a T-ENTERED voucher comes to you for approval in DTS, but there is no DD Form 1351-2 electronically attached to it.
Here’s why – when a Non-DTS Entry Agent (NDEA) submits a DTS voucher on a traveler’s behalf, the traveler must provide the NDEA with a signed, manually-prepared DD Form 1351-2.
Note: For T-ENTERED local vouchers, the traveler must provide a signed, manually-prepared OF1164 to the NDEA. For the remainder of this article, when a 1351-2 or DTS voucher is mentioned, it also applies to an 1164 or DTS local voucher.
Audits performed by the Defense Finance & Accounting Service (DFAS) reveal that travelers and NDEAs break this rule very frequently. AOs can protect your organization from this 100% preventable mistake, and save time by avoiding the post-pay notifications and required reconciliation.
According to the DoD Financial Management Regulation, here are the requirements for a valid 1351-2:
- The traveler must manually prepare it. That’s a fancy way of saying that the traveler had to either print the voucher and fill in the information (pen and ink) or make entries on an electronic version of the form (e.g., .pdf form). By the way – printing the form from DTS is NOT considered a valid version.
- The traveler must sign it. Ink or a valid electronic signature (e.g., CAC verification) is sufficient. (All entries must be complete.)
- The NDEA must electronically attach it to the DTS voucher. They’ll attach it on the Expenses screen in the Substantiating Documents section.
It’s your job to make sure the above requirements are met. If they’re not, return the voucher for correction. Even though the traveler and/or the NDEA might get mad at you, you’ve got the Government on your side.
Oh – by the way – if you use the AO Checklist, we included the 1351-2 as a consideration when reviewing vouchers.
If the traveler has heartburn about having to fill out a 1351-2, simply remind them that they can always create and sign their own DTS voucher instead. The NDEA would probably be happy, since it’ll free up their schedule for other tasks, like taking our DTS (Basic) – Non-DTS Entry Agent (NDEA) training module in TraX.
Now you know – the next time you get a T-ENTERED voucher, look for a valid 1351-2!
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