DENIED PCS PAY? FOLLOW THIS STEP-BY-STEP GUIDE TO APPEAL AND RECOVER YOUR REIMBURSEMENT

Getting denied on a Permanent Change of Station (PCS) claim can feel like financial and emotional whiplash. You’ve already uprooted your life, spent hundreds or even thousands of dollars out of pocket, and followed the rules. And yet, finance says no.

The truth? Most PCS denials are fixable. You don’t need to argue. You need to correct the gaps, cite the right rules, and resubmit with confidence. This feature gives you every step, template, and practical move you need to get your reimbursement approved.

Why PCS Claims Get Denied (And How to Fight Back)

PCS reimbursements are governed by the Joint Travel Regulations (JTR), which specify entitlements. Success depends on accurate orders, completed forms, and clearly documented expenses.

Most denials result from missing paperwork or simple submission errors, not from ineligible expenses. Rest assured, a clear path to reimbursement is within your reach.

Most Common PCS Denial Scenarios (and How to Fix Them)

• Denial Reason: No Certificate of Non-Availability (CNA). A CNA is an official document showing that government lodging was not available.
• Why It Happens: You stayed off-base without proof that government lodging wasn’t available.
• Fastest Fix: Request a retroactive CNA from the lodging office. If that’s not possible, get a signed memo from your commander verifying the unavailability or mission necessity.

• Denial Reason: Missing or unreadable lodging receipts.
• Why It Happens: The itemized receipt wasn’t provided, illegible, or not marked “paid.”
• Fastest Fix: Contact the hotel for a digital replacement and submit with a matching Government Travel Charge Card (GTCC) statement (a GTCC is the credit card issued for official travel expenses).

• Denial Reason: Incorrect DD Form 1351-2.
• Why It Happens: Outdated form version used, calculations don’t match, missing signature, or fields left blank.
• Fastest Fix: Use the May 2011 version of the travel voucher form DD Form 1351-2, complete all required fields, and sign/date before resubmitting.

• Denial Reason: Mileage miscalculated.
• Why It Happens: Wrong trip distance, wrong number of vehicles claimed, or incorrect rate applied.
• Fastest Fix: Use MapQuest to calculate trip distance with the “most direct route” (the shortest reasonable way you could have driven) and the JTR mileage tables for the current year.

• Denial Reason: Per diem or lodging costs exceed JTR limits.
• Why It Happens: Finance can’t verify dependent status or travel length.
• Fastest Fix: Provide supporting documentation showing dependents, authorized travel days, or mission necessity that justifies a higher rate.

The 5-Step PCS Comeback Guide

Step 1: Decode the Denial

Read your denial notice and highlight each reason. Fix the documentation for each denied item and connect it to the correct JTR paragraph. Most denials involve missing receipts, needed authorizations, or incorrect forms.

Step 2: Fix the Submission

Before resubmitting, fix every issue in your voucher. This includes:

• DD Form 1351-2 (May 2011 version, which is the main travel reimbursement document), signed and completed.
• Itemized lodging receipts marked paid.
• PCS orders and amendments.
• CNA or command memo (if required; a CNA is proof that government lodging wasn’t available).
• GTCC statement showing matching charges (the GTCC is your official travel credit card)
• Weight tickets or documentation for Personally Procured Moves (PPM, when you move your own household goods).
• Dependent travel docs (if travel is separated).
• Expenses without documentation cannot be reimbursed. Complete documentation boosts approval chances.

Step 3: Submit for Reconsideration (Most Cases Resolved Here)

Template: Reconsideration Memo

Subject: Reconsideration Request – PCS Travel Voucher, [Rank, Name, DoD ID], Orders Dated [Date]

I request reconsideration of my PCS travel voucher. The original settlement disallowed the following items:

1. [Item/Amount] – Denied for “[reason]”Correction: [receipt or document] has been attached.
2. [Item/Amount] – Denied for “[reason]”Correction: [memo or document] provided.

A corrected DD Form 1351-2 and supporting documentation are attached. Please advise if any additional information is required.

Respectfully,

[Rank/Name]

[Unit]

[Phone/Email]

Step 4: Elevate to DFAS If Denied Again

If reconsideration is denied, submit a formal appeal to the Defense Finance and Accounting Service (DFAS), the agency that processes military pay and entitlements. DFAS is the next-level review authority for PCS reimbursements.

Template: DFAS Appeal Letter

Subject: Appeal of PCS Travel Claim Denial – [Rank, Name, DoD ID]

I request a DFAS review of the attached PCS claim denial. I believe the denial misinterprets the Joint Travel Regulations (JTR) as follows:

Disputed Item #1: [Item/Amount]

Denial: “[reason]”

Appeal Basis: JTR [paragraph number] authorizes reimbursement under [conditions]. Supporting documentation attached.

Disputed Item #2: [Item/Amount]

Denial: “[reason]”

Appeal Basis: [provide rule or condition]. Documentation attached.

Requested relief: Reimbursement of [$], as authorized by the JTR.

Respectfully submitted,

[Rank/Name]

[Contact Information]

Attachments: DD Form 1351-2, Orders, Receipts, CNA, GTCC Statement

Step 5: Final Appeal to DOHA (If Needed)

If DFAS also denies your appeal, DOHA is the last stop. It is the final authority for PCS claims. Send all evidence and a clear, factual argument grounded in regulation through DFAS.

Only a small percentage of cases reach this point, and many are overturned in favor of the service member.

What Not to Appeal

These expenses are typically considered personal and will not be reimbursed:

• Alcohol, entertainment, or tips
• Pet boarding or personal pet travel (unless authorized in orders)
• Hotel upgrades, room service, or luxury expenses
• Unauthorized rental cars
• Food or lodging during unauthorized leave days

High-Impact JTR Rules Every PCS Mover Should Know

• JTR 050501: You’re entitled to per diem for each authorized travel day, even if it overlaps with approved leave.
• JTR 054104: Temporary Lodging Expense (TLE) can be claimed when staying with friends or family, as long as you have meal receipts.
• JTR 0518-A: Dependents traveling separately can claim reimbursements independently, including lodging and per diem

One-Paragraph Rebuttal (When You’re Exhausted)

Subject: PCS Voucher Reconsideration – [Rank, Name, DoD ID]

Please reconsider the disallowed items listed below, now supported with corrected documentation. Updated DD Form 1351-2, receipts, orders, and CNA attached. Reimbursement requested: [$]. Thank you for your review.

Respectfully,

[Rank/Name]

[Unit/Contact]

Final PCS Claim Checklist

• Correct version of DD Form 1351-2, signed and dated.
• PCS orders and all amendments included.
• Lodging receipts, itemized and marked paid.
• CNA or command memo if off-base lodging was required.
• GTCC statement or proof of payment.
• Weight tickets and PPM documents.
• Cover memo for finance, DFAS, or DOHA.

A denied PCS claim is neither personal nor final. Organize your documentation, reference the JTR accurately, and submit a clear, assertive appeal. By following this guide, you will take control and maximize your right to reimbursement.

Suggested reads:

• When the Paycheck Stops: How Military Spouses Are Coping During the Shutdown
• Smart PCS Moves: How Digital Tools Are Reducing Military Relocation Stress
• Pentagon Stops PCS Privatization: Effects on Military Families