TDY Near Ramstein Air Base

Everything You Need to Know About TDY 

A TDY in Ramstein 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, helping you choose the right TDY apartments near Ramstein Air Base. 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 can receive Per Diem. Per Diem includes two components: reimbursement for lodging based on actual expenses and a daily allowance for Meals and Incidental Expenses (M&IE). Government contractors may also receive Per Diem when their contract authorizes it, but employers cover their lodging costs directly.

M&IE covers daily meal expenses and minor incidentals such as tips or baggage handling. Your location determines the rate, and the Department of Defense (DoD) sets the amounts. The Defense Travel Management Office (DTMO) site publishes the current Per Diem rates for Germany.

The lodging portion of Per Diem reimburses actual lodging expenses up to the authorized rate. Eligible accommodations typically include serviced or fully furnished apartments near Ramstein Air Base. Lodging taxes such as VAT qualify for reimbursement when they appear on the invoice and remain within the authorized rate. Provider eligibility and traveler status determine whether VAT applies.

For TDY reimbursement, the authorized rate must cover lodging, and an itemized commercial receipt must support the claim. Your travel orders and Authorizing Official (AO) determine final approval.

Together, Per Diem covers your lodging and daily expenses during TDY, allowing you to focus on your mission. To avoid reimbursement delays, keep all receipts and ensure your documentation matches your travel orders.

Many service members and DoD civilians use a Government Travel Charge Card (GTCC) during TDY. This card is issued specifically for official travel and is commonly used to pay for lodging, flights, and rental cars. While TDY reimbursement is still processed after travel, the GTCC reduces the need to pay large expenses out of pocket.

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 WiFi 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. This helps ensure smooth reimbursement and lets you 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 your travel orders specify. In the Ramstein/Kaiserslautern area, limited on-base capacity often leads commands to pre-authorize off-base lodging on TDY orders. If your orders already authorize commercial lodging, approval from the AO normally suffices, and you do not need a separate CNA.

• 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 can often use commercial lodging when their travel orders authorize it under the Joint Travel Regulations (JTR). They only need a CNA if their travel orders explicitly require one.

• 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 should 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, the issuing authority may grant separate authorization 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.

• You can request a Travel Advance (Advance Travel Payment) before your trip and reconcile it later 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. TDY entitlements generally apply only to the traveler listed on the orders, not to dependents.

Deadlines and Payment

• Travelers must submit the Travel Voucher within five business days of returning from TDY, unless their 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 the Defense Finance and Accounting Service (DFAS) approves the claim, it usually issues payments within several business days, although workload and location can affect processing times

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.

• You can request an Advance Travel Payment through your Travel Office before your trip and later reconcile it 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. TDY entitlements generally cover only the traveler listed on the orders, not dependents.

Deadlines and Payment

• Travelers should submit the Travel Voucher within five business days after returning from TDY, unless their unit or Finance Office specifies a different timeline

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

• Once approval is complete, the Finance Office or DTS usually issues payments within several business days, although DFAS workload and location can affect processing times

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

• The employer or contracting company (for example Amentum, KBR, or Booz Allen) sets these terms and rates 

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, the lodging must meet the employer’s standards, and you must provide valid receipts for reimbursement.

Reimbursement and Documentation

The employer or contracting agency processes travel expenses directly. 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 you to submit travel expenses within 10–30 days after returning, but company policy sets the exact timelines. 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 WiFi 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.