AF Form 1380: Record of Off-Base Mileage Guide & Download – If you’re an Air Force member (active duty, Reserve, or Air National Guard) driving a privately owned vehicle (POV) for official duties away from your base or unit location, you need AF Form 1380. This form, officially titled Record of Off-Base Mileage, documents mileage for reimbursement or verification purposes under Air Force and Department of Defense travel policies.
Proper use of AF Form 1380 ensures accurate tracking of miles driven, supports claims for mileage allowance, and maintains compliance with regulations. Download the latest fillable PDF directly from the official Air Force e-Publishing site: AF Form 1380 PDF.
What Is AF Form 1380 and Its Purpose?
AF Form 1380 (also referenced as AF IMT 1380) is a simple, one-page form designed specifically to record mileage for off-base travel using a POV. It captures:
- Vehicle details
- Trip dates and times
- Odometer readings (in and out)
- Mileage differences
The primary purposes include:
- Documenting official travel mileage for potential reimbursement
- Verifying POV use when government vehicles are unavailable or not authorized
- Supporting accountability for local travel, temporary duty (TDY) related movements, or other authorized off-base duties
- Helping units and finance offices process claims accurately and prevent discrepancies
This form is distinct from Army DA Form 1380 (used for Reserve duty training points) or medical DD Form 1380 (TCCC card). It focuses exclusively on vehicle mileage logging for Air Force needs.
Who Needs to Use AF Form 1380?
U.S. Air Force personnel typically complete this form when:
- Driving a personal vehicle for official business outside the base or normal commuting area
- A government vehicle (GV) is not available or authorized
- Submitting mileage for reimbursement under Joint Travel Regulations (JTR)
- Maintaining records for audits or unit accountability
Always check with your unit travel office, finance, or commander for specific authorization before using a POV, as approval is usually required.
How to Fill Out AF Form 1380 Step-by-Step?
The form is straightforward with repeating sections for multiple trips. Here’s a clear breakdown based on the official PDF layout:
- Vehicle Registration Number/Type/Mgt Code — Enter your vehicle’s license plate number, make/model/type (e.g., sedan, truck), and any management code if applicable (for government-leased or tracked vehicles).
- Date — Record the date of each trip (YYYYMMDD format is common in military documentation).
- Hours In / Out — Log the start and end times of the trip.
- Miles In / Out — Enter the odometer reading at the beginning (In) and end (Out) of the trip.
- Difference — Calculate and enter the total miles driven for that leg (Out minus In).
Repeat entries for each separate trip or segment on the same form. Include a brief purpose or destination if space allows, though the form emphasizes raw data.
Tips for Accuracy:
- Record odometer readings immediately upon departure and return.
- Use the same vehicle consistently for a given form or clearly note changes.
- Double-check calculations to avoid errors that could delay processing.
- Obtain supervisor or authorizing official signature where required by your unit.
Keep copies for your records and submit the original or scanned version as directed by your local procedures.
Mileage Reimbursement Rates (2026)
The Department of Defense aligns POV mileage rates with GSA/IRS standards. For travel performed on or after January 1, 2026:
- TDY (Temporary Duty) Rate — $0.725 per mile for automobiles (when POV use is authorized and no GV is available).
- Other Mileage Rate (e.g., when GV is available but POV used anyway, or certain IDT travel) — $0.205 per mile.
- PCS (Permanent Change of Station) MALT — $0.205 per mile.
Motorcycle and airplane rates also apply in specific cases ($0.705 and $1.78 respectively for TDY). Rates can change annually; always verify current figures on the Defense Travel Management Office (DTMO) website or through your finance office.
Reimbursement is not automatic—authorization on orders or via command approval is essential. AF Form 1380 provides the supporting documentation for claims processed through the Defense Travel System (DTS) or local finance.
Common Scenarios for Using AF Form 1380
- Local Off-Base Travel — Missions, meetings, or support activities outside the installation.
- Inactive Duty Training (IDT) Travel — For Air Force Reserve or ANG members traveling to training sites beyond normal commuting distance (subject to specific JTR rules).
- TDY Support — Supplemental mileage logs when POV is used for portions of temporary duty.
- Emergency or Mission-Essential Driving — When quick response requires personal vehicle use.
Always confirm eligibility with your unit’s travel policy, as some off-base mileage may fall under different reimbursement categories.
Best Practices and Compliance
- Submit Promptly — Turn in completed forms by the end of the month or as required by your unit/finance office.
- Retain Records — Keep personal copies for at least the period specified in Air Force records management (often several years for travel claims).
- Privacy and Security — The form may include personally identifiable information; handle it according to Privacy Act guidelines.
- Digital vs. Paper — Many units accept scanned or digitally filled versions—check local SOPs.
- Common Errors to Avoid — Mismatched odometer readings, missing signatures, incorrect dates, or using the form without proper authorization.
For the most current guidance, refer to the Joint Travel Regulations (JTR), Air Force Instructions on travel, and your base’s transportation or comptroller squadron.
Download and Get Started
Official Download Link: AF Form 1380 – Record of Off-Base Mileage PDF
Print it, fill it out legibly (or use a fillable version if available), and attach any required supporting documents like travel orders.
Need Help? Contact your unit’s administrative support, finance customer service, or travel management office. They can provide unit-specific instructions and answer questions about integration with DTS.
Accurate mileage documentation with AF Form 1380 helps ensure you receive entitled reimbursement while supporting mission accountability. Stay compliant, track your miles carefully, and consult official sources for any updates to policies or rates.
This guide is for informational purposes and based on publicly available official sources as of 2026. Always verify with current Air Force publications and your chain of command for authoritative guidance.