Understanding the Status of an Authorizing Official (AO) in DTS Travel Documents

Introduction

The Defense Travel System (DTS) is the official online platform used by the U.S. Department of Defense (DoD) to manage travel authorizations, reservations, and reimbursements. Among the various roles in DTS, the Authorizing Official (AO) stands as the critical authority responsible for reviewing and approving travel documents. Understanding the status and responsibilities of an AO is essential for anyone involved in DoD travel processes, whether you are a traveler, a clerk, or an AO yourself.

What Is an Authorizing Official (AO) in DTS?

An Authorizing Official (AO) is a designated individual who holds the authority to review, approve, return, or cancel travel documents in the DTS workflow. The AO is officially assigned this responsibility in writing and is typically the final step in the approval chain for Temporary Duty (TDY) travel documents. The AO’s digital signature in DTS signifies that the travel is authorized, funding is available, and all requirements are met [2] .

DTS Workflow and the AO’s Status

The DTS authorization process involves several steps:

Traveler Action : The traveler logs in, creates an itinerary, selects reservations, estimates expenses, and digitally signs the authorization. The status at this point is
SIGNED
[1] .
Travel Management Company (TMC)/CTO : If reservations are requested, the TMC processes them but typically does not issue tickets until after AO approval. Statuses may include
CTO SUBMIT
,
CTO BOOKED
, and
CTO TICKETED
[1] .
AO Review : The AO receives the document, reviews it for compliance, then takes action. Upon approval, the status changes to
APPROVED
. If changes are needed, the document can be
RETURNED
to the traveler with comments [1] , [4] .
Finance/DFAS : Once approved, the system acknowledges the obligation of funds and schedules advances or payments. Statuses include
OBLIGSUBMITTED
,
POS ACK RECEIVED
, and
ADVANCE SUBMITTED
[1] .

Thus, the status of an AO in DTS is directly tied to their action on the travel document:

APPROVED : The AO has reviewed and approved the travel authorization. This is the key status for finalized travel documents [1] , [2] .
RETURNED : The AO has found an issue and sent the document back for correction. DTS requires a comment for returned documents [4] .
CANCELLED : Only the AO can apply the CANCELLED stamp if a trip is no longer required, provided no expenses have been incurred [4] .

The AO’s Responsibilities and Best Practices

The AO is responsible for ensuring compliance with federal travel regulations (JTR), verifying that sufficient funds are available, and confirming that all supporting documentation is attached. The AO must not approve travel if budgeted funds are insufficient, and is accountable for the proper use of government resources [3] .

Best practices for AOs include:

Checking that the correct lines of accounting are used and that the budget module reflects available funds.
Reviewing all travel justifications and required documentation.
Ensuring any requests for non-standard travel (such as upgrades) are properly authorized.
Promptly communicating with travelers when documents are returned for correction, providing clear instructions to expedite resubmission.

Step-by-Step: How an AO Approves or Returns a Document in DTS

To perform AO duties in DTS, follow these steps:

Log in to DTS using your Common Access Card (CAC).
Navigate to the “Documents” section and select the travel authorization needing review.
Review all itinerary details, expenses, and attached receipts or justifications for compliance and accuracy.
If everything is in order, select APPROVED . This applies the AO’s digital signature and moves the document forward in the process [4] .
If corrections are needed, select RETURNED . Provide required comments explaining what must be fixed, then submit the document back to the traveler.
If the trip is cancelled and no expenses have been incurred, the AO can apply the CANCELLED status. Follow organizational procedures for documentation and notification.

Real-World Example: AO Approval Workflow

Consider a unit where a service member submits a TDY authorization for a training trip. The AO receives notification in DTS. Upon opening the document, the AO verifies the purpose of travel matches the mission requirements, the estimated costs are reasonable, and all necessary receipts are included. The AO sees that the budget line reflects sufficient funds. The AO applies the APPROVED stamp. The document’s status is now APPROVED, tickets are issued, and funds are obligated. Should a receipt be missing, the AO returns the document with a comment, and the traveler must correct and resubmit.

Potential Challenges and Solutions

Common challenges AOs face include:

Budget Insufficiency : If funds are not available, the AO cannot approve travel. Solutions include coordinating with budget personnel to reallocate resources or adjusting travel plans.
Missing Documentation : When receipts or approvals are missing, the AO must return the document. Travelers should be trained to attach all required files before submission.
System Errors : DTS technical issues can delay processing. AOs can contact their organization’s travel office or help desk for troubleshooting guidance.

Alternative Approaches and Additional Support

If you are unsure about your AO status or need help with DTS processes, consider the following:

Contact your unit’s Defense Travel Administrator (DTA) for guidance on AO roles and document status.
Use the DTS Help Desk for technical support. Your organization may have a local help desk or contact listed in internal resources.
Refer to official training materials and user guides available on the Defense Travel Management Office (DTMO) website or via your organization’s intranet. Search for “Defense Travel System AO training” for detailed tutorials and FAQs.
For in-depth policy questions, consult the Joint Travel Regulations (JTR) and your command’s travel policy office.

Summary and Key Takeaways

The status of an AO in DTS is integral to the proper processing of travel documents. AOs serve as the final checkpoint for compliance, budget verification, and official approval. Their actions-approving, returning, or cancelling documents-determine the status and progression of every travel authorization.

For the most current policies and guidance, always refer to your organization’s official travel office or the Defense Travel Management Office. If you require technical assistance or have questions about your specific role and status, seek support through official channels noted in your organization’s guidance materials.