How TTDF travelling claims work

The travelling claims process is a fixture of TTDF life. Every month, members entitled to a travelling allowance — the reimbursement for travel between home and place of duty — submit two forms to their Company Office. The process hasn’t changed in years, but the way personnel preparethe forms can. This guide walks through both the official process and how AdminClaims.com fits into it.

The two forms

Every monthly travelling claim consists of two forms submitted together:

• Form 26B— Application for Travelling Allowance. The one-page cover sheet with your details, total amount, and the gate slip.
• Form 26C— Statement of Travelling Allowance. The daily ledger with one row per duty day and the grand total that matches Form 26B.

Step 1 — mark your duty days

For each day of the claim month you record one of four statuses:

• To Duty— you travelled from home to the place of duty (one-way).
• From Duty— you travelled from the place of duty back home (one-way).
• To and From Duty— you travelled both directions on the same day (counts as two trips).
• Did Not Work— weekend, leave, public holiday, or any other off-duty day.

Most members work a regular rotation, so AdminClaims.com offers ready-made patterns (weekdays only, day-on-day-off, one-in-three, one-in-four, one-in-five) that fill the calendar in one click. Public holidays in Trinidad and Tobago are automatically marked as Did Not Work. You can override any individual day.

Step 2 — the distance lookup

The TTDF maintains an official kilometric chart that records the road distance between every recognised residential area and every place of duty. The chart is the authoritative source — you don’t estimate, you don’t use Google Maps, you look up the value for your area-of-claimant and your place-of-duty.

Personal-vehicle claims use this distance times the official mileage rate to compute the day’s amount. Public-transport claims (maxi, taxi, maxi/taxi) instead carry a fixed fare per row on Form 26C.

Step 3 — generate the forms

With duty days marked and the distance known, the two forms practically write themselves — in fact, they need to, because the arithmetic on Form 26C has to balance to the cent across the month’s totals and the grand total has to equal the amount on Form 26B.

AdminClaims.com outputs both Form 26B and Form 26C as a PDF (designed to print on the official paper size) and as Excel. The PDF is the version most members hand in; the Excel is there if the Company Office prefers to review the data on screen.

Step 4 — print, sign, attach, submit

The forms are still a paper instrument once printed. The member:

1. Prints Form 26B (with the gate slip on the same page) and Form 26C.
2. Signs both documents.
3. Detaches and attaches the gate slip portion to the rest of the package — or, if the gate slip was already stamped/initialed on the way out, ensures the stamps match the duty days on Form 26C.
4. Hands the package to the Company (Coy) Office for Head-of-Department approval and Officer Commanding sign-off.

After approval, the claim proceeds through the normal Defence Force payment pipeline. AdminClaims.comdoesn’t submit on your behalf and doesn’t replace any of that — it only takes the preparation step from an hour with a calculator to roughly five minutes with a phone.

Special cases

• Public holidays— not claimable unless you were specifically ordered to work the holiday. AdminClaims.commarks holidays as Did Not Work by default; switch the day to a duty status if you were actually on duty.
• Place of duty not on the chart— the wizard lets you add a custom place with a one-way distance you enter yourself. The system remembers it for future claims.
• Multiple postings in one month— each posting needs its own claim with its own kilometric lookup. File two claims if you transferred mid-month.
• Resubmission after a correction— you can edit a submitted claim while its status is still “Submitted”. Once it’s under review or approved, contact your Coy Office to recall it.