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Reimbursement and Receipt Guidelines


High-dollar expenses such as air fare and car rental require preauthorization by the TRICARE Regional Office-North (TRO-North) office. Preauthorization is required for each time these services are utilized. Prior approval for one trip does not waive the need for preauthorization for a future trip.

The reimbursement process requires the submission of the appropriate claim forms accompanied by receipts incurred within the travel dates authorized by the travel orders, and which fall within the government eligible expenses. Each authorized party requesting reimbursement under the travel orders must submit a separate set of claim forms. Claim forms must be submitted for each trip. Claims for more than one party, or more than one trip, on a single claim form cannot be processed.

The TRICARE Combat-Related Special Compensation (CRSC) Travel Benefit allows for reimbursement of authorized travel expenses including: fuel, meals, lodging, parking, tolls, air fare, taxi/shuttle, and car rental. The expenses of one Non-Medical Attendant (NMA) may also be authorized. Each traveler must complete and submit an electronic funds transfer (EFT) form with claim forms.

Required Claim Forms

The NMA submits for all expenses except for the patient’s meals and airfare (if applicable). The patient reports expenses for their own meals and any authorized airfare on claim forms DD1351-2 and DD1351-3. The DD1351-3 itemizes meal expenses and the total is reported on DD 1351-2. An Intake Form, a copy of the CRSC letter and related referral must be submitted prior to each date of travel.

Submit claim forms as noted below:
  • Retired patient with ADSM/GS as NMA
    • Patient - DD1351-2, DD1351-3, and EFT Form
    • ADSM/GS NMA - DD1351-2 and EFT Form
  • Retired patient with Civilian NMA
    • Each complete DD1351-2, DD1351-3, and EFT Form
  • Retired patient traveling without NMA
    • DD1352-2, DD1351-3, and EFT Form
Click on example forms below for help: Receipts for Submission with Claim Forms

Meals

Civilians
Dated receipts are required. Reimbursement is based on actual expenses, but limited to meal per diem. Each receipt must identify who consumed the food (i.e. patient or NMA) and which meal the expense applied to (breakfast, lunch, and dinner). Tips must be reported on receipt and added to the cost of the meal. Tips are not reported separately. If a receipt reports food for more than one person, there must be an itemization on the receipt of what was consumed by the patient and NMA and identification of which meal (breakfast, lunch, dinner). If food is purchased at a grocery store, the entire receipt must be included with a total of food items. If hospitalized, it will be assumed that meals are provided by facility. Receipts must clearly report total for each meal reported on the 1351-3. Reimbursement is based on actual receipts up to the meals per diem. Expenses for alcoholic beverage and associated tax or tips are not eligible for reimbursement.

Active Duty Service Members
Reimbursement based on meals per diem. Expenses for alcoholic beverages and associated tax or tips are not eligible for reimbursement.

Lodging - Requires receipt from the hotel to report dates of lodging, unit prices, any additional charges such as taxes, and payment in full (zero balance). Lodging receipt must be in the name of the person claiming lodging. Lodging reimbursement is limited to per diem rates. Receipt is required for lodging, regardless of amount.

Parking and Tolls - Requires actual receipt with date and amount paid.

Taxi - Requires receipt identifying to and from destinations, date of travel, and amount paid.

Air Fare or Rail Travel - Must be preauthorized by TRO-North. Approval limited to economy class unless otherwise approved by TRO-North. Invoice must show tickets booked in the name of authorized claimants, dates of travel, itinerary, and billing itemization. Must submit receipt showing payment in full. Receipt required regardless of amount.

Car Rental - Must be preauthorized by TRO-North. Rental must be booked in the name of the authorized claimant. Supporting documentation attached to claim must include rental agreement, itemization of billing, and receipt reporting payment in full. Rental car must be economy class, unless otherwise approved by TRO North. Receipt required regardless of amount. Receipt must be in the name of the person submitting the car rental expense.

Mileage

Civilians
Reimbursement for use of private auto based on actual gasoline receipts. Trip should begin with a full tank of gas. Any gasoline expenses incurred afterward may be submitted for reimbursement. Only gasoline expense incurred to and from medical services may be eligible for reimbursement. Receipts are always required for reimbursement.

Active Duty Service Members
Reimbursement for use of private auto based on the government mileage rate. DFAS determines distance traveled and number of miles reimbursed.

Gratuities

Civilians
Tips for valet parking, hotel housekeeping, and hotel porter are not eligible.

Active Duty Service Members
Tips for valet parking, hotel housekeeping, and hotel porter are not eligible. Tips for airport porter eligible with receipt. Restaurant meals tips-must be reported on restaurant receipt and added to the cost of the meal.

Other Information - Receipts always required.

What is a Valid Receipt - A written acknowledgment that the vendor has been paid for providing goods or services. It includes the name of the company, when services were rendered, items purchased, unit price, and total paid.

TRO-N Customer Service
Disaster Information
Reserve Component Information Briefings
TRICARE Prime Travel Benefit
TPR Request Forms
CRSC Travel Benefits
MHS Staff Training and Education