Overview
The 14th Flying Training Wing (Columbus AFB) just released an outline of what their Finance office will and won't accommodate as far as reimbursement for lodging. To sum it up- The use of Randolph PIT Pads are very much in line with the JTR (Joint Travel Regulation). Members may stay off base/in "nonconventional" lodging, however if it is without specific approval AND without a letter of Non Availability from the Randolph Inn, the cap on reimbursement will be the nightly on-base rate of $96. However, the nightly rates charged by each Military Crash Pad at Randolph AFB will always be the 'ILP' rate charged by base, which means you will not pay out of pocket when filing your voucher. Essentially there is no change in how the Randolph AFB Crashpad accommodations will be handled. You may stay in a PIT Pad and will still be reimbursed. See below for more details and Crashpad Guidance.
SUMMARY
Standard Reimbursement:If a service member uses nonconventional (such as any Randolph AFB Crashpad) lodging without a non-availability (“non-A”) letter, reimbursable lodging expenses will be paid at the Integrated Lodging Program (ILP) rate. This rate is essentially what the government would have paid for on-base lodging per the JTR, Chapter 2, Table 2-15, Rule 1.
Exceptions for Higher Reimbursement:If you and your DTS approving official (AO) upload an approved exception—backed by a memo or reporting instruction from your permanent duty station (PDS) leadership or schoolhouse leadership—into DTS, you may be reimbursed up to the locality rate instead of the lower ILP rate. This also qualifies you for the locality meal rate rather than the standard Government Meal Rate (GMR) or Proportional Meal Rate (PMR).
Booking Requirements:To receive reimbursement for PIT Pad expenses, you must book through a public facility (e.g., a website ending in “.com”) and submit a lodging receipt that itemizes the daily cost of lodging and associated taxes/fees. Bookings made via handshake deals or stays with friends/relatives are not eligible for reimbursement.
*Note that many Randolph PIT Pads have websites enabling users to book online.
BACKGROUND
Regulatory Basis:JTR Section 020303, Paragraph B.1 requires that service members ordered to a U.S. installation use government quarters. When adequate government lodging isn’t available, the ILP must be used.
Recent Guidance:On October 14, 2024, SAF/FMFF issued a memo clarifying nonconventional lodging. This guidance was further discussed at an AF-wide virtual town hall (slides available on request), although additional clarifications are expected in a future memo.
DISCUSSION AND GUIDANCE ON RANDOLPH AFB CRASHPADS
Per the JTR Supplement on ILP, the AO may authorize exceptions to the use of government lodging in the following circumstances:
Unavailable Approved Lodging:
When lodging is not available at the approved accommodations.
If not using DTS or TMC, the traveler must provide a non-availability confirmation number (or the date of the attempted reservation) along with the hotel contact’s name and phone number.
Inadequate Government Lodging:
When available government lodging does not meet DoD adequacy standards (i.e., facilities must either be:
DoD-owned/operated lodging,
Public-Private Venture (privatized) lodging near or on military installations, or
Commercial lodging such as DoD Preferred lodging, FedRooms, Long Term Lodging, or Emergency Lodging Services).
Excessive Distance and Additional Costs:
When the approved lodging is over 25 miles from the duty location and using it would incur additional local transportation or parking expenses.
Mission Impact:
When using a government lodging facility would adversely affect mission performance.
Dining Limitations:
When all meals are not available on the installation outside of working hours and the distance to off-installation dining is excessive.
Comparable Room Rates:
When a room rate equal to or lower than the ILP maximum rate is available.
Approval Process:Any exception must be supported by official reporting instructions or a memo from your PDS or schoolhouse leadership, confirming that government/ILP lodging is unsuitable to meet mission needs. Once approved, reimbursement will follow Table 2-14, Rule 8 of the JTR—treating the booking as if government quarters were not available and authorizing the locality M&IE rate.
ADDITIONAL CONSIDERATIONS
Kitchen Access:While the absence of a kitchen for a period may be a factor, it does not impact the mission because service members receive Meals & Incidental Expenses (M&IE) regardless.
*Note- this means the expecation is to dine out for almost every meal
Booking Without Justification:If you choose to book lodging outside the ILP without an approved exception or non-A letter, your reimbursement will be capped at the ILP rate along with the standard meal rate (GMR/PMR).
CONCLUSION
Using Available Government Quarters:If government quarters are available and you choose not to use them, you will be reimbursed only up to what the government would have paid (the ILP rate).
Mandatory Use of ILP:If you receive a non-A letter due to unavailable government quarters, you must book lodging through the ILP.
Reimbursement Limits for Nonconventional Bookings:Booking Randolph PIT Pad lodging without a non-A letter or approved exception will result in reimbursement up to the ILP rate and standard GMR/PMR.
Approved Exceptions:If you secure an exception—substantiated by PDS or schoolhouse leadership and approved by your AO—you may receive reimbursement up to the locality rate for both lodging and meals.
Public Booking Requirement:All nonconventional lodging must be booked through a public source (e.g., a “.com” website) with a detailed, itemized receipt to be eligible for reimbursement.
For any questions or further clarification regarding this policy, please contact your local travel office or the appropriate policy office. This policy and Randolph AFB Crashpad Guidance is subject to updates as new info becomes available.
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