Lodging Guidance

Integrated Lodging Program Pilot

In 2015, the Department of Defense launched a pilot of a new Integrated Lodging Program that includes preferred commercial lodging providers and integrates the ability to book government and privatized (Public-Private Venture) lodging properties through the Defense Travel System (DTS).

Section 914 of the FY15 National Defense Authorization Act (P.L. 113-291) authorized the Secretary of Defense to institute a government lodging program. That authority allows the Secretary of Defense to require both DoD civilian employees and members to stay in government (DoD Lodging), privatized or DoD Preferred commercial lodging while on official travel. As a first step, the pilot will test the viability of an enterprise-wide commercial lodging program and direct travelers to use government (DoD Lodging), Public-Private Venture (privatized) or preferred commercial lodging at select pilot locations.

The DoD Integrated Lodging Program Pilot affords an excellent opportunity to not only leverage the Department's collective purchasing power, but also incorporate program enhancements that ensure a certain level of "duty of care" for its travelers. The Integrated Lodging Program Pilot will:

  • Enable travelers to use DTS to find trusted lodging providers (government, privatized, and preferred commercial).
     
  • Ensure travelers are staying in quality lodging facilities that are close to TDY locations; are protected from certain fees; and provide amenities at no additional cost with room rates below the established government per diem rates.
     
  • Enhance traveler care and satisfaction; provide greater traveler security; reduce lodging spend per night; and improve program management and data collection.

Supporting Travel Policy

The Joint Travel Regulations (JTR) (par. 020303)) requires travelers (Service members and civilians) TDY to an Integrated Lodging Program Pilot site to use government (DoD) lodging, privatized lodging or DoD Preferred commercial lodging before other lodging options.

  • If TDY to a military installation at an Integrated Lodging Program Pilot site, travelers are first directed to use government (DoD) lodging, if available, then privatized lodging.
     
  • If TDY to a pilot site city or metro area, travelers are directed to first use DoD Preferred commercial lodging before booking other commercial lodging options.

If DoD, privatized, or DoD P referred commercial lodging are available and a traveler chooses to stay in other commercial lodging, reimbursement is limited to the amount the Government would have paid if directed lodging was used.

Not all locations have DoD, privatized, and DoD Preferred commercial lodging facilities available in DTS. DoD civilians are not required to use DoD lodging facilities until available in DTS or when TDY to U.S. military installations at non-pilot locations. Service members must check DoD lodging availability when TDY to any U.S. military installation, regardless of if it is available in DTS. To determine if DoD lodging facilities is available at a pilot site, see the DoD Lodging Available in DTS listing.

Travelers with access to DTS are required to make lodging arrangements through DTS and should only contact their Travel Management Center to make privatized and commercial lodging reservations when DTS is not available.    

Using DTS to Book Lodging

DTS displays lodging options in a tabular format that guides travelers to directed lodging before displaying other lodging options.  The system automatically includes a certificate of non-availability number in the authorization when DoD lodging is not available. When TDY to a pilot site, DTS will limit lodging reimbursement when travelers decline available directed lodging (DoD, privatized, or DoD Preferred commercial lodging) when TDY to a pilot site.  

For those TDY to non-pilot military installation, DTS will display DoD lodging facilities when available first. Service members (when TDY to a military installation) are required to first use government quarters. At this time, this policy does not apply to civilians TDY to a non-pilot site; however, civilians are encouraged to use government quarters when available.

To learn more about the DTS functionality that supports the Integrated Lodging Program Pilot, refer to the DoD Integrated Lodging Program Pilot Guide.

 

https://www.defensetravel.dod.mil/site/lodging.cfm

Government (DoD) Lodging

DoD lodging is located on or near US military installations and is owned and operated by the Government. Travelers are able to book official travel lodging at Air Force Inns, Navy Gateway Inns & Suites are Navy Lodge and Army Lodging directly in DTS. Marine Corps lodging will be available in DTS in the future.

 

Policy on Use 

The Joint Travel Regulations (JTR) require:

  • Uniformed service members on orders to a U.S. military installation to check government quarters availability at the site to which they are temporarily assigned.  
  • Travelers (military and civilian) TDY to U.S. military installations at select Integrated Lodging Program Pilot sites to book government quarters before other lodging options.  
  • Travelers going TDY to use DTS to book lodging (DoD lodging, privatized, and commercial)

How to Book in DTS

DTS provides a single point of access for reservations, incorporates lodging information into travel documents (authorization/voucher), and automatically secures a certificate of non-availability confirmation number as required by policy when government quarters are not available. See DoD and Privatized Lodging in DTS for a complete listing of DoD lodging facilities available in DTS. 

DTS users creating an authorization for overnight travel are automatically routed to the lodging reservation module. If DoD lodging is available at the TDY location, it will display on the "Govt-DoD" tab. If TDY to an  Integrated Lodging Program Pilot site and DoD Lodging is available and not used, DTS will display a pre-audit and automatically limit lodging reimbursement.  DTS also displays a pre-audit and limits reimbursement for Service members TDY to military installations that choose not to use available DoD Lodging. 

DoD Lodging Facilities

  • Army Lodging - The majority of Army lodging (41 locations) has been privatized through the Privatization of Army Lodging (PAL) program and is now managed by Intercontinental Hotels Group. The remaining CONUS location, Charlottesville,  and all foreign locations, are still managed by Army Lodging. More information and for reservations when DTS is not available, go to: http://army.dodlodging.net/.
  • Navy Gateway Inns & Suites (NGIS) - Navy Gateway Inns & Suites (NGIS) offers over 27,000 guest rooms at 74 locations worldwide. It is considered priority-one lodging for all Navy TDY uniformed members, and also offers lodging services for individual/group TDY travelers, DoD civilians and Space Available (leisure) travelers (retirees) and reservists. More information and for reservations when DTS is not available, go to: http://ngis.dodlodging.net/.
  • Navy Lodges - Navy Lodges are conveniently located around the world at most Navy Installations. TDY and PCS travelers will find clean and convenient lodging that includes all the new luxury amenities you would find at any commercial hotel. More information and for reservations when DTS is not available, go to: https://www.navy-lodge.com/.
     
  • Air Force Inns - Air Force Inns are conveniently located around the world at the majority of Air Force Installations. The TDY or PCS traveler will find the accommodations clean, convenient and with the required amenities found in commercial hotels to suit business needs. More information and for reservations when DTS is not available, go to: http://af.dodlodging.net/.
     
  • Marine Corps - Transient Lodging facilities are considered priority-one lodging for the Marine TDY travelers offering professionally-managed, quality lodging and services while helping guests meet fiscal and mission goals. Additionally, Temporary Lodging Facilities (Inns of the Corps) offers short-term housing accommodations for military members, their families, and guests. The mission of the Temporary Lodging Facility is to provide quality accommodations at a reasonable price to PCS and TDY travelers. For locations and contact information for reservations, go to www.innsofthecorps.com/index.html or http://marines.dodlodging.net/. Please note that at this time, Marine Corps lodging is not bookable in DTS.

 

https://www.defensetravel.dod.mil/site/govLodging.cfm

Public-Private Venture Lodging

Public-Private Venture lodging (also referred to as "Privatized Lodging") is located on or near military installations, and was once operated by the government but is now operated by a commercial lodging company. 

The Army's Privatized Army Lodging (PAL) are the first (and currently only) privatized lodging facilities to be integrated into the Integrated Lodging Program Pilot (ILPP). PAL is a partnership between the Army and private industry designed to improve the condition of on-post lodging facilities and provide for their long-term sustainment. PAL properties are corporately branded as IHG Army Hotels, Holiday Inn Express, Candlewood Suites, and Staybridge Suites.  Only PAL properties that the Army has certified as adequate are in the program.   For more information go to: www.ihgarmyhotels.com

Other Privatized lodging may be entered into the program in the future. 

Policy on Use

Per the Joint Travel Regulations (JTR), travelers who are TDY to an Integrated Lodging Program Pilot site are directed to use designated privatized lodging when DoD lodging is not available. If privatized lodging is available and not used, a traveler's lodging reimbursement will be limited to the amount the government would have paid if used unless an exception applies.  Travelers are only required to book privatized lodging when it appears in DTS in the "Government Privatized Lodging" section. 

How to Book in DTS

DTS users creating an authorization for overnight travel are automatically routed to the lodging reservation module. If DoD lodging is not available at the TDY location, DTS will display privatized lodging in the "Government Privatized Lodging" section before displaying commercial lodging properties. When available privatized lodging that appears in the "Government Privatized Lodging" section is not used, DTS will display a pre-audit and automatically limit lodging reimbursement.

Privatized lodging properties that appear in the "Government Privatized Lodging" area meet strict DoD requirements for quality, safety, and security and are part of the Integrated Lodging Program Pilot. Please note that privatized properties may also appear under the "Alternative Options" section. Properties in this section are only required to meet Fire Safety Act requirements and are not subject to the same DoD quality, safety, and security requirements of those privatized lodging properties that appear in the "Government Privatized Lodging" section. Travelers are not required to book privatized properties that appear in the "Alternative Options" section.

 

https://www.defensetravel.dod.mil/site/lodgingPPV.cfm

State Tax Information

Your account is either considered a Centrally Billed Account (CBA) or an Individually Billed Account (IBA).  It is important to know the difference because states treat taxes differently for each type of account.  The type of account used can be determined by the business line (travel, purchase, fleet, integrated) and the numbers on the account.  

 

Link: https://smartpay.gsa.gov/content/state-tax-information

1. Does it matter if I use the City or the DoD Installation name when creating my authorization?

Yes, travelers should verify that the TDY location is correct. When TDY is to a military installation or location then the authorization must reflect that. A nearby city/town should not be included on the authorization if TDY is to the installation. Only list a city/town as your TDY location if you are TDY to a non-installation location in that city/town. Failure to property reflect the actual TDY location is not in adherence with the JTR. 

 

2. As a civilian, am I required to stay in government (DoD) lodging when traveling to a pilot site?

Yes. As of 2015, under the authority of the FY2015 National Defense Authorization Act (NDAA) (PL 113- 291), the Joint Travel Regulations (JTR), par. 020303 requires DoD civilians that are TDY to a military installation at an Integrated Lodging Program Pilot site to book government quarters (if available) unless an exemption (as outlined in the JTR) applies. The FY15 NDAA also states that the Integrated Lodging Program Pilot is not subject to collective bargaining, which means that travelers that are part of a union are not excluded from participating.

 

3. What happens if I do not stay in DoD, privatized, or DoD Preferred lodging when it is available at a pilot site?

If you decline available DoD, privatized, or DoD Preferred commercial lodging, your lodging reimbursement will be limited to the amount the government would have paid if used unless an approved exception is made. Your Authorizing Official may approve exceptions based on distance and lower rate, as well as other exceptions outlined in the JTR. When you select the “decline” button, DTS will display a preaudit and limit your lodging reimbursement. If you have an exception to use, justify your choice by selecting an appropriate reason code for non-use, and adjust your lodging per diem allowances on the Per Diem Entitlement Detail screen. 

 

4. What is a non-availability confirmation number? 

A non-availability confirmation number, sometimes referred to as a certificate of non-availability, or CNA, is a number provided when government lodging exists at a directed TDY location but has no availability. It is used to justify reimbursement for commercial lodging. The non-availability confirmation number will appear as part of the authorization. If you receive one, you are not required to contact the lodging facility directly to double check availability. 

 

5. Am I still required to secure a non-availability confirmation number since I can now book government (DoD) lodging in DTS? 

Maybe. The Joint Travel Regulations, par. 1265 requires travelers to secure a non-availability confirmation number (commonly referred to as a certificate of non-availability or CNA) when directed government lodging is not available. When booking in DTS, the system will display the non-availability confirmation number in an advisory message and on the DTS Preview Trip screen. Please note that DoD civilians are not required to use government lodging when TDY to U.S. military installations (at a pilot site) when government lodging at that location is not available in DTS. In this instance, civilians are not required to obtain a non-availability confirmation number. 

 

6. Are all lodging brands available on DoDLodging.net also available in DTS?  

No. Users can book lodging at most Air Force Inns, Navy Gateway Inns and Suites, Navy Lodges, the Marine Corps lodging at Twentynine Palms, CA, as well as some Army lodging at foreign locations directly in DTS (see DTS DoD Lodging Listing). If you wish to book DoD Lodging outside of the system, you must input the lodging information into your authorization. The room cost must be provided on the Per Diem Entitlements detail screen and the property information provided in the lodging pre-audit. Please note that if you are TDY to a military installation at a pilot location with DoD lodging that is not available in DTS, you will be provided either a non-availability number or a non-connection error notice. Upon selection of the “Get More Options” button, you will be directed to DoD Preferred commercial lodging within the metro area of the TDY location, if applicable.

For those traveling to Army installations: The majority of on-base Army lodging facilities have been privatized through the Privatized Army Lodging (PAL) program and are now managed by InterContinental Hotels Group (IHG). PAL facilities that meet specific DoD quality, safety, and security standards can be booked through DTS in the “Government Privatized Lodging” section. Others may also appear in the “Alternative Options” section, however you are not required to book them if they appear only there. You can book Army lodging that is not part of the PAL program by calling 800-462-7691 (800-GO-ARMY1). To book PAL properties not available in DTS, go to www.ihgarmyhotels.com or 877-771-TEAM (8326) to make reservations. 

For those traveling to Marine Corps installations: Marine Corps lodging is only available in DTS at Twentynine Palms, CA. Travelers wishing to stay at all other Marine Corps locations are not required to use DTS to book lodging. Reservations can be made by going to: www.dodlodging.com/html/MBlocations.html.

 

7. Where can I find a complete list of pilot sites?

The complete listing of Integrated Lodging Program Pilot sites is available at: www.defensetravel.dod.mil/Docs/ILP_Pilot_Start_Dates.pdf

 

8. What constitutes a metro area of a pilot site?

Metro area includes areas surrounding a military installation. For a complete listing of zip codes associated with each pilot location, go to: www.defensetravel.dod.mil/Docs/ILP_Sites_List.pdf.

 

9. What if I can find a hotel that is less expensive than the directed privatized lodging or DoD Preferred commercial lodging?

If you are able to find a lower cost commercial lodging option close to your TDY location, you are able to use that option. In DTS, select the “Decline” button at the bottom of the DoD Preferred Commercial Lodging screen. Declining directed lodging generates a pre-audit flag, so you will need to select a reason code to justify why you declined available directed lodging and enter the property name and address where you plan to stay in the pre-audit justification. 

 

10. What if the DoD Preferred commercial lodging available is too far from my TDY location?

If all of the DoD Preferred commercial lodging options available are too far from your TDY location, you can select the “Decline DoD Preferred Commercial Lodging” button at the bottom of the DoD Preferred Commercial Lodging screen. Declining Preferred lodging generates a pre-audit flag, so you will need to justify why you declined available DoD Preferred commercial lodging (e.g., “Too far away”) and enter the property name and address where you plan to stay in the pre-audit justification. Since DTS will initially limit reimbursement, you must go to the Per Diem Entitlements detail screen and enter the actual room cost by selecting the edit function and scroll down to the bottom portion of the screen and request actual expenses approval. When you get the pre-audit, you will have to justify why you stayed in a hotel at a cost higher than the lodging limit. While no specific mileage limit has been set, it is up to your Authorizing Official to approve given your mission, local commuting parameters, the April 27, 2018 P&R memorandum “Maximum Use of DoD Lodging Facilities on DoD Installtions,” [insert hyperlink] and other factors. If your request is approved by your Approving Official, you will be fully reimbursed.

 

11. If I’m staying with friends or family when TDY to a pilot site, do I still need to check DoD, privatized, or DoD Preferred Lodging?

No, but you must justify why you are not using government, privatized, or DoD Preferred commercial lodging. If you are TDY to a pilot site, DTS will automatically route you to the lodging reservation module in DTS. You can decline directed lodging and select “Lodging with family or friends” from the reason code selection on the DTS Pre-Audit Trip screen as the justification. 

 

12. What happens if I stayed with family or friends and then decide halfway through to go to a hotel?

If you choose to secure lodging at a pilot site, you are still subject to the JTR policy requiring use of government, PPV, (if orders state TDY location as military installation) or DoD Preferred commercial lodging. Since no lodging costs were obligated, check with your Authorizing Official prior to booking. You will be reimbursed for lodging for only the time you spent at the hotel.

 

13. Are travelers TDY to a U.S. installation at a pilot site required to use DoD Lodging if it does not display in DTS?

DoD civilians are not required to use government quarters when TDY to U.S. military installations (at a pilot site) when the DoD lodging facility at that location is not available in DTS. Service members must check government quarters availability. 

 

14. Why is my lodging reimbursement less than per diem?

In 2015, DoD launched an Integrated Lodging Program Pilot that directs travelers to use government, privatized, or DoD Preferred commercial lodging before other lodging accommodations when TDY to a pilot site. When government, privatized, or DoD Preferred commercial lodging is available at a pilot site, but the traveler does not use it (and the traveler is not authorized to declare quarters not available), lodging reimbursement is limited to the amount the Government would have paid if used. Government, privatized, and DoD Preferred commercial lodging offer rates below per diem, which explains why your reimbursement is less than per diem. By selecting lodging accommodations outside of the program, you are accepting the responsibility to pay the difference in lodging costs. 

 

15. Why is DoD limiting the selection of hotels where I can stay?

Like any purchase of a product or service, the more you buy, the better the price and the more extras you receive. Limiting the hotels in the program enables the Department to select safe and secure properties while increasing competition for both rates and amenities. By directing DoD travelers to stay in a limited number of lodging establishments, DoD is providing cost avoidance on lodging spend and allowing more official travel trips while ensuring that hotels meet certain safety criteria, and obtain amenities such as free Wi-Fi, breakfast, parking, etc., which also saves the Department travel spend. Concentrating our travelers into a limited number of hotels delivers higher volume to those hotels, bolstering their occupancy while it increases the competitive nature of the market place, which improves rates, quality of hotels in the program, and amenities included with the rate.