Temporary Duty (TDY) in Germany

Everything You Need to Know About TDY 

A TDY in Germany is a valuable opportunity to work in one of the busiest U.S. military regions in Europe while experiencing life in a new culture. To help you prepare, this guide explains how lodging, Per Diem, approvals and reimbursements work during a TDY in the Kaiserslautern Military Community. With the right preparation — understanding lodging rules, knowing when a CNA is required, and having the proper documentation — your stay can be smooth, efficient and mission-focused.

For many service members and civilian employees, a Temporary Duty (TDY) assignment brings them to Germany for a few days, weeks or even several months. This official duty status applies to active-duty military members and DoD civilian employees. Government contractors also travel for work, but their trips follow different rules and reimbursement policies set by their employer, although many contracts reference JTR Per Diem tables as a guideline. If you’re moving to Germany permanently, see our TLA Lodging Guide for PCS-related allowances.

Per Diem and Lodging Reimbursement Explained

During a TDY in Germany, active duty service members and DoD civilian employees may be eligible for Per Diem, which includes two components: lodging reimbursement based on actual expenses and a daily allowance for Meals and Incidental Expenses (M&IE). Government contractors may also receive Per Diem if authorized under their contract, but they are not eligible for military lodging reimbursement. Their lodging costs are typically covered through Per Diem or employer-specific agreements.

Per Diem covers your daily expenses for meals and small incidentals, also known as M&IE (Meals and Incidental Expenses). This includes breakfast, lunch and dinner, plus everyday costs like tips or baggage handling. The amount depends on your location and is set by the Department of Defense (DoD). For Germany, you can find the current local rates on the Defense Travel Management Office (DTMO) site.

The lodging portion of Per Diem reimburses actual expenses up to the authorized rate for eligible accommodations. This usually includes serviced or fully furnished apartments, as long as your expenses stay within the authorized limits. VAT and other lodging-related taxes may be reimbursable when they appear on the invoice and fall within the authorized lodging rate. Whether VAT applies depends on the provider and the traveler’s eligibility for VAT-free billing. For TDY reimbursement, your lodging simply needs to fall within the authorized rate and provide an itemized commercial receipt. Final approval always depends on your travel orders and your Authorizing Official (AO).

Together, both parts of Per Diem ensure you’re financially covered during your TDY, so you can focus on your mission without worrying about daily expenses. To avoid delays in reimbursement, keep all receipts and make sure your documentation matches what is listed in your travel orders.

On-Base vs. Off-Base Lodging: Pros and Cons

On-base lodging, such as the Ramstein Inn or KMCC Lodging, offers short distances, direct access to military facilities and may offer lower rates, depending on availability. It’s a convenient option for short stays or if your work is primarily on base. 

Off-base lodging, on the other hand, gives you more space, privacy and comfort – perfect for longer stays or when you prefer a place that feels more like home. Fully furnished apartments with a private kitchen, washer, high-speed Wi-Fi and extra amenities like cleaning service or parking make day-to-day living easier. 

Just make sure your lodging fall within the authorized rate and provide an itemized commercial receipt. That way, your reimbursement will be processed smoothly and you can focus fully on your mission. 

How it Works: CNA and Approval

Whether you need a Certificate of Non-Availability (CNA), sometimes called a “Non-A”, “Non-A Letter,” or “CNA Letter” or another approval depends on your status and what is written in your travel orders. In the Ramstein/Kaiserslautern area, off-base lodging is frequently pre-authorized on TDY orders due to limited on-base capacity. If your orders already authorize commercial lodging, AO approval is normally sufficient and no separate CNA is needed.

• Active duty service members may need either a Certificate of Non-Availability (CNA) or written approval from their Authorizing Official (AO) to stay off base, if their orders require an on-base lodging attempt first.

• DoD civilian employees are often authorized to use commercial lodging directly in their travel orders, following the Joint Travel Regulations (JTR). A CNA is only required if the orders explicitly say so.

• Government contractors never require a CNA, because they are not part of the military lodging system and follow their employer’s travel policy instead.

In theory, TDY travelers are expected to use on-base lodging first. In practice, your travel orders and AO will state whether you must attempt on-base lodging or may book approved commercial lodging directly. If your orders require an on-base attempt and no rooms are available, the Lodging Office can issue a CNA confirming non-availability; with that CNA, you are authorized to stay off base and claim reimbursement in line with your orders.

TDY Transportation

During your TDY in Germany, rental cars are generally not covered under TDY allowances unless specifically authorized in your travel orders. In some cases, a separate authorization may be granted for mission-essential or official-use transportation, as outlined in JTR, Section 020207 (Official and Mission-Essential Transportation).

Many off-base lodging providers offer rental cars as part of their package or at discounted rates. Even though these costs aren’t reimbursable under TDY, it’s often the most convenient option until your own vehicle arrives or becomes available for use. You can also rely on public transportation or local taxi services, which are well-connected troughout the Ramstein area. 

Active-Duty Military on TDY

For active duty service members, there are specific rules for lodging, reimbursement and deadlines while on TDY. Here’s what you need to know: 

Financial Entitlements 

• Per Diem covers both lodging reimbursement and daily expenses for Meals and Incidentals (M&IE) within the authorized limits. 

• Lodging reimbursement is based on the actual cost of approved accommodations, as long as your expenses stay within the authorized rate.

• A Travel Advance (Advance Travel Payment) can be requested before your trip and later reconciled with your actual expenses. 

Lodging Authorization & CNA 

In the Ramstein/Kaiserslautern area, many TDY orders already authorize commercial lodging, so AO approval in your orders is often enough for reimbursement. If your travel orders specifically require a CNA, you must first attempt on-base lodging; if no rooms are available, the Lodging Office can issue a CNA confirming non-availability.

Reimbursement and Documentation 

To ensure a smooth reimbursement process, make sure you have the following: 

• Travel Orders 

• Receipts for lodging, meals and incidentals 

• CNA or approval, if required by your orders 

Reimbursement is submitted and processed through the Defense Travel System (DTS) after your trip. Incomplete receipts or missing documentation can lead to delays or reduced payments. Dependents are generally not covered under TDY orders, as TDY entitlements apply only to the traveler listed on the orders.

Deadlines and Payment 

• The Travel Voucher must be submitted within five business days of returning from your TDY, unless your unit or Finance Office specifies a different timeline 

• For TDYs longer than 30 days, you can submit partial payments (Accrual Payments) every 30 days 

• Once approved by the Defense Finance and Accounting Service (DFAS), payments are usually issued within several business days, although processing times can vary depending on DFAS workload and location

These rules are based on the DoD Financial Management Regulation (FMR), Volume 9, and the policies outlined in the Defense Travel System (DTS). 

DoD Civilians on TDY 

DoD civilian employees receive financial support for lodging, meals and incidental expenses while on TDY, in accordance with the Joint Travel Regulations (JTR).

Financial Entitlements 

• Per Diem covers lodging reimbursement and daily expenses for meals and incidental costs (M&IE) within the authorized rate limits. 

• Lodging reimbursement is based on the actual cost of eligible accommodations, such as furnished apartments, as long as expenses stay within the approved rates.

• An Advance Travel Payment can be requested through your Travel Office before your trip and later reconciled with your actual expenses.

Lodging Authorization & CNA 

DoD civilian employees generally do not need an additional approval to stay off base. Their travel orders typically authorize commercial lodging directly in accordance with the Joint Travel Regulations (JTR). However, you must follow the specific instructions in your orders, since some commands still require a CNA.

In practice, especially in the Ramstein/Kaiserslautern area, a separate CNA is rarely required, as commercial lodging authorization is already included in most civilian travel orders.

Reimbursement and Documentation 

To ensure smooth processing, make sure you have the following ready:

• Travel Orders 

• Receipts for all lodging expenses (meal receipts are not required under Per Diem rules)

• CNA, if required by your orders 

Reimbursement is usually processed after your trip through DTS. Incomplete paperwork often leads to delays in payment. Dependents are generally not covered under TDY orders, as TDY entitlements apply only to the traveler listed on the orders.

Deadlines and Payment 

• The Travel Voucher should be submitted within five business days after returning from TDY, unless your unit or Finance Office specifies a different timeline 

• For longer TDYs, partial payments (Accrual Payments) can be submitted every 30 days 

• Once approved, payments are usually issued within several business days through your Finance Office or directly via DTS, although processing times can vary depending on DFAS workload and location 

These rules are based on the Joint Travel Regulations (JTR) and the Department of Defense travel policies. 

Government Contractors on Temporary Assignment

Government contractors are not subject to the same TDY regulations that apply to active duty service members or DoD civilian employees. The coverage for lodging, meals and travel expenses depends entirely on the individual employment or project contract. 

Financial Entitlements 

• Government contractors are not eligible for official TDY entitlements under the Joint Travel Regulations (JTR)

• Instead, they may receive contract-specific travel allowances, often in the form of Per Diem for temporary assignments

• These terms and rates are set by the employer or contracting company (for example Amentum, KBR or Booz Allen) 

Lodging Authorization & CNA 

Government contractors may stay in hotels, serviced apartments or fully furnished apartments if permitted by their employer’s travel policy. There is no CNA requirement, since contractors are not part of the military lodging system. However, lodging must meet the employer’s standards and be supported by valid receipts for reimbursement.

Reimbursement and Documentation 

Travel expenses are processed directly through the employer or the contracting agency. You’ll typically need to submit receipts and invoices for lodging, flights and other expenses, along with documentation of approved travel dates or the project duration. The company’s Travel or HR department reviews and approves the claim. Government contractors do not have access to DTS or DFAS systems, as they are not part of the Department of Defense travel network.

Deadlines and Payment 
Reimbursement timelines and procedures vary by company. Most employers require travel expenses to be submitted within 10–30 days after returning, but exact timelines depend on company policy. Some companies cover flights or lodging directly (no out-of-pocket), while others reimburse based on the agreed contract rates. 

Why Stay Eden Is the Right Choice for Your Temporary Stay in Germany

At Stay Eden, we offer fully furnished apartments designed for comfort, practicality and a smooth stay during your assignment in Germany. All Stay Eden apartments meet official standards for TDY reimbursement. Our rates stay within the authorized lodging limits, and we provide itemized commercial invoices that are ready for DTS and DFAS submission.

We take pride in cleanliness, quality and reliable service so you can feel at home from day one and stay focused on your mission. Unlike standard hotel rooms or on-base TLFs, our apartments give you the space and freedom of a real home with a fully equipped kitchen, in-unit washer, air conditioning, high-speed Wi-Fi and premium extras like a sauna, fitness area, PlayStation 5 or Weber gas grill. 

And if you need transportation, you can easily request one of our vehicles directly from us.