Pentagon Merges Travel Records to Streamline DoD Trips and Payments
Published Date: 8/25/2026
Notice
Summary
In accordance with the Privacy Act of 1974, the DoD is modifying and reissuing a current system of records titled, Defense Travel System (DTS), DHRA 08 DoD. DTS provides a DoD-wide travel management process which covers all official travel, from pre-travel arrangements to post travel payments. This system of records is being combined with the DHRA system of records "Commercial Travel Information Management System (CTIM)," DHRA 14 DoD, to consolidate travel data management, enhance operational efficiency, and streamline reporting across the Department. DHRA 14 DoD will be rescinded upon publication of this modification. Additionally, the routine uses section (routine uses A, M, and R) was updated to expand and clarify the scope of disclosures. The DoD is also modifying various other sections within the system of records notice (SORN) to improve clarity or update information that has changed.
Analyzed Economic Effects
5 provisions identified: 1 benefits, 3 costs, 1 mixed.
DoD Combines Travel Data Repositories
The Defense Travel System (DTS), DHRA 08 DoD, is being combined with the Commercial Travel Information Management system (CTIM), DHRA 14 DoD, and DHRA 14 DoD will be rescinded upon publication. This consolidation means travel data booked in DTS and through commercial travel vendors (including rental car program data and website-registered guest inquiries) will be stored together and used for DoD reporting, notifications, and oversight.
Expanded Disclosures to Banking Establishments
Routine Use (M) was updated so the DoD may disclose travel-related financial information to banking establishments to confirm billing, reconcile transactions, validate payment accuracy, and support audits or investigations related to travel expenditures. This can include sharing Government Travel Charge Card (GTCC) and bank routing/account information.
DoD Sharing with Treasury 'Do Not Pay' System
A new Routine Use (R) allows the DoD to disclose records to the U.S. Department of the Treasury for review through the Do Not Pay Working System to identify, prevent, or recoup improper payments related to travel reimbursements and other federal funds. This can affect eligibility for, or the repayment of, travel payments.
Extensive Sensitive Travel Data Collected
The system collects a wide range of personal and financial data for DoD travel, including full name, Social Security Number (or truncated SSN), DoD ID number, passport/visa details, frequent flier information, Government Travel Charge Card (GTCC) data, and personal bank account and routing numbers. CTIM-specific fields include truncated SSN, GTCC transactions, and Foreign ID or Individual Taxpayer ID Numbers.
Travel Records Retained for Multi-Year Periods
Most DTS and CTIM records are retained for 6 years after final payment or cancellation; travel-claim records are destroyed 6 years and 3 months after claim closure, and certain records for which collection rights did not extend may be retained 10 years and 3 months. ATRIP records are destroyed 6 years after final payment or cancellation.
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