How Military Members Can Claim Up to 4% Credit Card Courtesy Fees on Travel Vouchers

For military members on Temporary Duty (TDY) or Permanent Change of Station (PCS) assignments, managing travel expenses is critical. One often-overlooked reimbursement opportunity is the credit card courtesy fee, which can reach up to 4% on transactions for lodging, meals, or other authorized expenses. At Nika Corporate Housing, we understand the unique needs of military travelers and want to help you maximize your travel voucher reimbursements. Here’s a quick guide to claiming these fees.

What Are Credit Card Courtesy Fees?

Credit card courtesy fees (or convenience fees) are surcharges added to transactions, typically 2–4%, when using a credit card for payment. Under the Joint Travel Regulations (JTR), Section 0206, military members using Government Travel Charge Cards (GTCC) or personal cards for TDY/PCS expenses can claim these fees as reimbursable expenses, provided they are reasonable and supported by itemized receipts. For example, Nika Corporate Housing charges a 4% fee for credit card payments, which can be included on your DD Form 1351-2 under “Other Expenses” and submitted within 30 days through DTS or your finance office. Always verify unit-specific policies for smooth approval.

Steps to Claim Credit Card Courtesy Fees

1. Verify Eligibility: Confirm the fees are tied to authorized travel expenses (e.g., lodging at JTR-compliant housing like Nika’s furnished apartments). The JTR allows reimbursement for fees up to 4% on GTCC or personal card transactions.
2. Document the Fees: Retain receipts showing the courtesy fee as a separate line item. For example, Nika Corporate Housing charges a 3% fee for credit card payments, which should appear on your invoice.
3. Complete Your Travel Voucher: On your DD Form 1351-2, include the courtesy fees under “Other Expenses.” Specify the fee amount, date, and purpose (e.g., “4% credit card fee for lodging”). Attach receipts as evidence.
4. Submit to Your Finance Office: File your voucher through your unit’s travel office or Defense Travel System (DTS). Ensure fees are clearly listed to avoid delays.
5. Follow Up: Check with your finance office to confirm reimbursement. Processing times vary, but clear documentation speeds up approval.

Why It Matters

These fees can add up, especially for extended TDY or PCS stays. For example, a $3,000 lodging bill with a 4% fee adds $90 to your expenses—money you can reclaim. By including these fees in your voucher, you reduce out-of-pocket costs and ensure compliance with JTR guidelines.

Tips for Success

• Use GTCC When Possible: Fees on GTCC transactions are more likely to be approved without scrutiny.
• Choose JTR-Compliant Housing: Nika Corporate Housing offers furnished apartments at or below per diem rates, (including ILP rates) ensuring eligibility for reimbursements, including courtesy fees.
• Keep Detailed Records: Save all receipts and note fees in your travel log for easy reference. Nika includes these in one easy to file receipt.
• Ask for Help: If unsure, consult your unit’s finance office or contact Nika at 813-857-2211 for guidance on documenting fees for our properties.

Why Choose Nika Corporate Housing?

Nika provides JTR-compliant, furnished apartments in Tampa, Orlando, Sarasota, and beyond, tailored for military members. Our all-inclusive packages (utilities, WiFi, fully equipped kitchens) simplify travel, and our team can assist with documentation for reimbursements, including credit card courtesy fees. With over 21 years of experience serving military clients, we’re here to make your TDY or PCS seamless.

Don’t leave money on the table. Claim your credit card courtesy fees and let Nika Corporate Housing support your next TDY/TAD assignment. Contact us today at 813-857-2211 or visit nikacorporatehousing.com to book your stay!