A government shutdown creates significant uncertainty for service members and their families, especially when it comes to travel. Official trips may be cancelled at the last minute, reimbursement checks can be delayed, and personal travel plans can get caught in the crossfire of disrupted operations. Understanding the specific policies and procedures that apply during a lapse in appropriations is critical to minimizing financial risk and logistical chaos. This guide provides an in-depth look at military travel and cancellation policies during government shutdowns, covering everything from official orders to personal vacation planning.

Understanding Government Shutdowns and Military Travel

What Is a Government Shutdown?

A government shutdown occurs when Congress fails to pass or the President refuses to sign appropriations bills funding the federal government for the upcoming fiscal year. Without approved funding, all non-essential government activities must cease under the Antideficiency Act. The Department of Defense (DoD) is not immune, though military personnel in pay and status are generally considered “excepted” because their work involves national security. However, many support functions—including travel offices, finance centers, and contract oversight—are drastically reduced or shuttered entirely.

The most recent prolonged shutdowns (e.g., 2013, 2018–2019) demonstrated that even vital travel-related services can come to a near standstill. Service members must understand that during a shutdown, the normal speed and availability of travel processing, cancellations, and reimbursements simply do not apply.

How Shutdowns Affect Military Operations and Travel

During a shutdown, only “excepted” activities—those necessary for the safety of human life or protection of property—continue. For the military, this means combat operations, emergency medical care, and certain readiness functions remain active. However, routine training, non-emergency temporary duty (TDY), permanent change of station (PCS) moves that are not considered mission-essential, and many administrative travel functions are typically halted.

Travel offices lose staff. Defense Travel System (DTS) approvals slow or stop. Commercial travel offices (CTOs) under contract with the DoD may not be paid, leading them to limit services or refuse to issue tickets. The result is that a service member who needs to cancel a planned TDY trip may find no one available to process the cancellation, and no clear path to getting fees refunded.

Official Travel Orders During a Shutdown

Excepted vs. Non-Excepted Activities

Before a shutdown takes effect, each military branch issues guidance designating which travel activities are excepted. For example, a medical evacuation flight or a deployment-related movement is almost always excepted. Conversely, a professional development conference, a routine inspection tour, or a non-urgent PCS move is not. Travel orders that are classified as non-excepted must be cancelled or deferred immediately when funding lapses.

Service members should check with their chain of command and the local travel office to confirm the status of their orders. Relying on outdated authorizations could result in financial liability if the trip proceeds without proper funding.

Impact on Travel Orders (Amendments, Cancellations, Delays)

If your orders fall under non-excepted activities, you will typically receive notice to cancel travel. The cancellation itself can be complicated if you have already booked flights, hotels, or rental cars. In many cases, the government will issue an amended order that directs cancellation and provides authority to seek refunds or waivers of cancellation fees. However, the process can take days or weeks to execute because the travel office may be short-staffed.

For PCS moves, the situation is particularly stressful. If your move is mid-stream—household goods in transit, lease breaking—a shutdown can leave you in limbo. The DoD has issued stop-move orders during past shutdowns, which means you may be forced to delay your departure or return to your previous duty station at your own expense until funding is restored.

Cancellation Policies for Official Travel

When Cancellations Are Mandated

Once a shutdown begins, official guidance from the Office of Management and Budget (OMB) and DoD generally mandates cancellation of all non-excepted travel. This is not discretionary. You must stop travel immediately, even if you are already en route. If you are on a trip when the shutdown begins, you may be ordered to return to your home station as soon as possible, using available government transportation or commercial means at the lowest cost to the government.

In some cases, the shutdown order may include a grace period of 24 to 48 hours to allow personnel to complete travel safely, but this is not guaranteed. Service members should be prepared to interrupt their itinerary at a moment’s notice.

Waivers and Fee Reimbursements

The good news is that official cancellation policies often include provisions for reimbursement of non-refundable fees caused by the shutdown. For example, if you purchased a non-refundable airline ticket or paid a cancellation fee on a rental car because your orders were cancelled due to a lapse in appropriations, you can request reimbursement. However, the reimbursement process is separate from the regular travel voucher and may require special approval.

Key to obtaining reimbursement is documentation. You must keep copies of the cancellation notice (the order cancelling travel), receipts for any fees incurred, and correspondence with the travel provider showing the fee amount. The Joint Travel Regulations (JTR) provide authority for reimbursement of “expenses incurred in connection with the cancellation or curtailment of official travel due to a lapse in appropriations,” but the details matter.

Important: You cannot assume the government will automatically pay these costs. You must submit a request, often through your unit’s finance office, along with a statement explaining why the cancellation was beyond your control.

Documentation Requirements

  • Cancellation Order: A signed copy of the order or email directing you to cancel travel.
  • Receipts: Copies of airline itineraries, hotel confirmations, and rental car agreements showing cancellation fees.
  • Proof of Payment: Credit card statements or receipts showing you paid the fees.
  • Correspondence with Vendor: Emails or notes from airlines, hotels, or travel agencies confirming the fees charged and any waiver attempts.
  • Memo of Explanation: A short narrative connecting the cancellation to the government shutdown.

Submit these to your unit’s Defense Travel Administrator (DTA) or the local finance office. Be prepared for delays; reimbursement during a shutdown can take months because finance staff may be furloughed.

Personal Travel Considerations for Service Members

Leave During Shutdowns

Personal travel—such as vacation, family visits, or emergency leave—is generally not affected by a government shutdown in terms of the travel itself. Leave approvals, however, may be paused if the approving official is furloughed or if the unit imposes a freeze on leave to maintain readiness during uncertain times. Service members should confirm their leave has been approved and entered into the leave and earnings statement (LES) system before relying on it.

Additionally, if you are on personal travel when a shutdown occurs and you are ordered to return to duty (for example, called back for an excepted mission), you may be eligible for reimbursement of change fees or unused non-refundable tickets under the same JTR authorities mentioned above.

Airlines, Hotels, and Rental Car Policies

Commercial vendors have their own cancellation policies, and these do not change because of a government shutdown. However, during past shutdowns, major airlines and hotel chains have offered flexibility to military and government travelers. For example, American Airlines, Delta, and United have waived change fees for active-duty military members impacted by a shutdown, but you typically must call and explain your situation.

It is wise to book refundable or flexible fare options when traveling during a potential shutdown period. If that is not possible, consider purchasing tickets with a credit card that includes travel insurance or cancellation coverage. Some cards (e.g., Chase Sapphire Preferred, Amex Platinum) offer trip cancellation insurance that may reimburse you if your trip is disrupted by a government action like a shutdown.

Travel Insurance Recommendations

Standard travel insurance often excludes “government action” or “civil unrest,” but policies differ. If you are planning a significant personal trip during a budget uncertainty window, read the fine print. Look for a policy that covers “cancel for any reason” (CFAR) which gives you the broadest protection, albeit at a higher premium. Another option is the military-specific travel protection offered by some organizations, such as Armed Forces Insurance or USAA, though their policies vary.

Pro tip: If you are traveling on personal time but your return to duty could be required due to a shutdown, check with your legal office or JAG for guidance on reimbursable expenses.

Reimbursements and Pay Issues

Delays in Reimbursement Processing

Even after the government reopens and travel returns to normal, reimbursement for trips cancelled or interrupted during the shutdown can be significantly delayed. Finance offices often have a backlog of unfiled vouchers and requests. Additionally, certain funding lines may need special reprogramming action to pay claims related to shutdown cancellation fees.

Service members should file their travel vouchers and reimbursement requests as soon as possible once the shutdown ends. Use the DTS or paper form DD 1351-2, and include all supporting documentation. Expect a processing time of 30 to 90 days, longer than normal. If you have not received reimbursement after 90 days, contact the Defense Finance and Accounting Service (DFAS) customer service line.

Using the Government Travel Charge Card (GTCC)

The GTCC is the primary method of payment for official travel. During a shutdown, if your trip is cancelled, you must follow customary GTCC procedures to pay any cancellation fees. The card is still active; you are personally liable for charges. However, if the cancellation was government-directed, you will eventually be reimbursed for those charges—but not necessarily before your monthly payment due date. If you cannot pay the card balance on time, you may accrue interest or late fees.

Action step: Contact your GTCC issuing bank (typically Citibank) and explain that the charges are pending reimbursement due to a government shutdown. While the bank may not extend your due date, some card programs offer military-specific hardship assistance. Also, work with your unit’s resource advisor to request a GTCC payment deferral if the reimbursement is delayed.

Tips for Planning Travel During Shutdown Periods

Stay Informed

Monitor official sources for real-time updates. The DoD’s shutdown page (usually linked from the main defense.gov website) provides guidance specific to military personnel. Also follow your branch’s official news channels. Sign up for alerts if available. Knowledge of whether a shutdown is imminent allows you to postpone non-essential bookings.

Key resources:

Flexible Itineraries

If you must travel during a budget uncertainty period, build flexibility into your plans. Choose airlines that allow free changes or same-day switches. Book hotels with free cancellation up to 24 hours before check-in. Use rental car companies that do not charge cancellation fees. While these options may cost slightly more upfront, they save money and stress if orders change.

For PCS moves, consider waiting to schedule movers and book flights until after the funding situation is resolved. If the move is urgent (e.g., accompanied by a deployment order), ensure the orders specify that the travel is excepted from the shutdown.

Contacting Travel Support Offices

Even during a shutdown, some travel support offices remain open with limited staff. The CTO (Commercial Travel Office) contracted by the DoD—such as SATO Travel or BCD Travel—may still be reachable for emergency changes. However, do not assume they are operating normally. Call ahead to confirm availability, and document the time and outcome of each call.

If you cannot get help from official channels, branch-specific legal offices or the Inspector General’s hotline can sometimes assist with disputes over reimbursement or cancellation fees.

Resources and Official Guidance

Below is a summary of vital references for any service member navigating travel during a government shutdown:

  • Joint Travel Regulations (JTR) – The governing document for all DoD travel policy. See especially Chapter 4, Part B regarding cancellations and waiver of fees due to government-directed actions.
  • DoD Financial Management Regulation (FMR) – Provides authority for payment of cancellation penalties caused by lapse in appropriations.
  • Service-specific policy memos – Army, Navy, Air Force, Marine Corps, Space Force each issue their own shutdown guidance. Check respective G-1, N1, A1, etc. websites.
  • Defense Travel System (DTS) User Manual – Explains how to process cancellations and reimbursement requests in DTS even when offices are closed.
  • Government Shutdown Playbook (DoD) – Often published as a memo or FAQ before a potential shutdown.

Bookmark these links and keep printed copies of the most relevant excerpts in your travel folder.

Final Thoughts

Government shutdowns are frustrating, unpredictable events that test the resilience of military travel systems. Service members who take proactive steps—understanding the distinction between excepted and non-excepted travel, documenting every cancellation, using flexible booking strategies, and knowing where to turn for reimbursement—can reduce the financial and logistical pain. The key is to plan for the worst while hoping for the best, and to lean on the official resources that have been designed specifically to support you during these rare but difficult periods.

Stay current, stay flexible, and never hesitate to ask for help from your chain of command or your local travel office. With careful preparation, you can weather a shutdown without losing your shirt—or your trip.