ALCOAST 343/24 - SEP 2024 FY25 RESERVE INACTIVE DUTY TRAINING - TRAVEL REIMBURSEMENT PROGRAM ENROLLMENT DEADLINE, ELIGIBILITY, ENROLLMENT PROCEDURE, AND PROCESS

R 041610Z SEP 24 MID600117602423U
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 343/24
SSIC 4600
SUBJ: FY25 RESERVE INACTIVE DUTY TRAINING - TRAVEL REIMBURSEMENT
PROGRAM ENROLLMENT DEADLINE, ELIGIBILITY, ENROLLMENT PROCEDURE, AND
PROCESS
A. Reserve Duty Status and Participation, COMDTINST 1001.2A
B. Government Travel Charge Card (GTCC) Program Policies and
Procedures, COMDTINST M4600.18
C. The Joint Travel Regulations (JTR)
D. COMDT COGARD WASHINGTON DC 152058Z JUL 24/ALCGFINANCE 023/24
1. Based upon the highly successful phased implementation of the
Reserve Inactive Duty Training - Travel Reimbursement Program
(IDT-TRP) in FY24, the program is being expanded in FY25 to include
all eligible Selected Reserve (SELRES) members in the paygrades of
E-6 and below. Commands, senior leaders, and reservists should
communicate and follow the guidelines in this annual message along
with the FY25 Reserve Inactive Duty Training (IDT) and FY25 Reserve
Active Duty for Training (ADT) ALCOAST messages to be released later
this month. These three annual messages help to maximize the use of
our limited Coast Guard Reserve funding while ensuring the Reserve
workforce fully utilizes the training opportunities and benefits
offered each year.
2. ENROLLMENT DEADLINE. This message announces how eligible SELRES
members enroll and participate in IDT-TRP in FY25. The enrollment
period is open from the release date of this message through 02
December 2024 and represents the servicewide deadline for IDT-TRP
enrollment in FY25. The members listed in 2.A. through 2.C. are
eligible to enroll, with Command approval, after the enrollment
deadline. All other waivers to the enrollment deadline for special
circumstances must be approved by COMDT (CG-R82) prior to
enrollment. No enrollment will be accepted in Q4.
    a. New reservists within 6 months of their accession date.
    b. Members on approved maternity leave for the duration of the
enrollment period.
    c. Members returning to a "drilling status" after short-term
Active Duty for Operational Support (ADOS) orders that spanned the
duration of the enrollment period.
3. ELIGIBILITY. FY25 IDT-TRP participation is available to all
SELRES members in the paygrades of E-6 and below who meet all of
the following criteria:
    a. Must be a drilling reservist with satisfactory participation
during the previous FY, in accordance with REF (A). This requirement
shall not prohibit new reservists, within 6 months from accession,
from applying with Command approval.
    b. Must have a Government Travel Charge Card (GTCC) in good
standing and ensure the GTCC is loaded into the E-Gov Travel System
(ETS) user profile, in accordance with REFs (A) and (B). Members
without a GTCC are encouraged to apply for one as soon as possible
and submit a request for authorization prior to the deadline in
paragraph 2.
    c. The 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 the Permanent Change of Station/Temporary
Duty route type.
4. ENROLLMENT PROCEDURE. The procedures required to request
authorization as well as the current by-name list of all SELRES
members, E6 & below, that live 150 miles or greater from their duty
station according to Direct Access (DA) and their DTOD mileage, are
maintained on the IDT-TRP SharePoint site found here:
(Copy and Paste URL Below into Browser)

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

Members on the list are not pre-approved and must follow the
enrollment process outlined in the IDT-TRP guide. Members who meet
the eligibility requirements in paragraph 3, but do not appear on
the list, may need to update their address in DA. For members not
yet reflected on the DA Personnel Assignment List due to
re-assignment, Command Representative signature on the counseling
page will be accepted as confirmation of assignment to the unit.
5. REIMBURSEMENT PROCESS:
    a. In accordance with REF (C), reimbursement for travel costs
will not exceed $500 per round-trip. ETS does not have the
capability to automatically cap reimbursement, members must not
claim more than $500 in reimbursable expenses. ETS voucher/SATO
fees may be claimed in addition to the $500. Travel claims exceeding
maximum reimbursement are subject to recoupment of funds. 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. Authorized expenses are listed in
the IDT-TRP Guide which is located on the IDT-TRP SharePoint site in
paragraph 4.
       (1) Privately Owned Vehicle (POV): If a POV is used,
reimbursement is at the "other mileage rate" for the official
distance to and from the assigned IDT location and for any parking
fees and highway, bridge, and tunnel tolls.
       (2) Meals: The intent of meal reimbursement is to reimburse
members for meals consumed during transit between their primary
residence and assigned IDT location. To ensure program success and
continued expansion, members should only claim meals actually
consumed during travel periods. Meal reimbursement requires an
itemized, legible receipt with the date and is reimbursed at 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 assigned IDT location. Members entitled
to IDT subsistence allowance as part of drill pay, who travel on a
duty day, may not request reimbursement for the same meal(s) in the
IDT-TRP local travel claim. This means members travelling home on a
duty day, in which they receive breakfast and lunch in their IDT
subsistence pay, will only be eligible for meal reimbursement up to
the dinner & incidentals portion of M&IE.
       (3) GTCC usage: The ETS voucher fee will automatically default
to the GTCC. IDT-TRP approved members may use the GTCC to secure the
government contract airfare by calling SATO and shall not use the
GTCC for any other travel expenses.
    b. Approved members are limited to reimbursement for 12 round
trips in FY25 and shall not exceed three round trips in Q4. It is
generally expected that members will complete one roundtrip per
month in accordance with their unit's training plan and published
drill schedule. Approved members are authorized to file for
reimbursement upon receipt of approval email from IDT-TRP.
    c. All IDT-TRP claims will be processed using ETS. FY25 IDT-TRP
will transition solely to the use of the local travel claim process,
greatly reducing admin burden and improving the end-user experience.
A step-by-step guide for members and Approving Officials (AOs)
outlining the reimbursement process and timelines can be found on
the IDT-TRP SharePoint site in paragraph 4.
    d. In accordance with REF (B), members are required to submit
IDT-TRP travel claims in ETS no more than three days following
completion of round-trip travel. AOs shall take appropriate action
on travel claims within two working days of receipt.
       (1) Failure to submit local travel claims within 45 days of
travel will result in loss of eligibility for reimbursement for that
roundtrip. Travel claims submitted after 45 days shall be denied by
the AO.
       (2) All IDT-TRP vouchers must be approved by the AO no later
than 25 September 2025 to allow for financial closeout procedures.
REF (D) is the FINANCIAL MANAGEMENT AND REPORTING CLOSEOUT GUIDANCE
for FY24. Updated guidance for FY25 is forthcoming. Local travel
claims and final vouchers not submitted and approved by the AO by
the published FY25 closeout deadline will not be eligible for
reimbursement. Members should avoid requesting IDT-TRP
reimbursement during the final week of the FY.
       (3) Travel completed on or after 11 August 2025 must comply
with the deadline in paragraph 5.D.(2), which will be less than
45 days.
    e. Individual units are responsible for ensuring IDT-TRP claims
are submitted and approved 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. Units with members eligible for IDT-TRP are encouraged to
identify an IDT-TRP Command Representative. IDT-TRP Command
Representatives should familiarize themselves with the program at
the IDT-TRP SharePoint site in paragraph 4. Command Representatives
support the unit and the program by providing counseling to members
on program requirements and may be trained as a collateral duty AO
for IDT-TRP travel claims.
7. Members are reminded that eligibility criteria will be reviewed
annually, and individual enrollment expires at the end of each FY.
8. POC: Inquiries or questions about IDT-TRP should be directed to
the Reserve Resource Management Division (CG-R82) at
IDTTravel@uscg.mil.
9. The policy outlined in this message is expected to remain in
effect until the end of FY25 (30 September 2025) and is contingent
upon funding availability and at the discretion of COMDT (CG-R82).
Any modification or discontinuation of IDT-TRP in FY25 will be
communicated via ALCOAST.
10. RADM Tiffany G. Danko, Assistant Commandant for Reserve (CG-R),
sends.
11. Internet release is authorized.