Why Filing Your TLA Claim Matters During Your PCS

Arriving at Ramstein Air Base for a PCS is often a whirlwind—new country, new routines, and a long list of tasks. One of the first financial hurdles most families encounter is temporary lodging. The Temporary Lodging Allowance (TLA) claim is what helps you recoup the extra costs of living in hotels or furnished apartments while you wait for permanent housing. For most, it’s not just a paperwork exercise; it’s about making sure you don’t get stuck paying out of pocket for days or weeks of transition.

It’s normal to feel a sense of urgency and even stress around the TLA claim. Cash flow matters, especially when you’re paying upfront for everything from lodging to meals. The process can feel confusing—especially if you’ve never filed a claim before or if you’re hearing conflicting advice from other families, sponsors, or online groups. But with a little preparation and clear steps, most families find their way through.

What Filing a TLA Claim at Ramstein Really Is

At its core, filing a TLA claim at Ramstein means submitting proof of your temporary lodging costs and house-hunting efforts so you can be reimbursed for eligible expenses. TLA is a reimbursement program, not an advance payment. You pay for your hotel, apartment, and meals first, then you gather all the required documents and submit them for review.

The goal is to offset the increased costs of living in temporary accommodations compared to a permanent home. TLA covers lodging (up to a set nightly rate), plus a per diem for meals and incidentals. The amount you receive is based on the local per diem rates for the Ramstein area, the number of dependents you have, and your actual expenses—within authorized limits.

The process is hands-on and can feel like a lot of paperwork at first. But it’s designed to help you manage the financial burden of the PCS transition, especially in those first 30–60 days when you’re still settling in.

How Americans Complete the TLA Claim Process (First 30–60 Days)

Most newcomers start the TLA claim process within the first couple of days after arrival. Here’s how the real-life timeline typically unfolds:

Attend the Mandatory Housing Briefing:
Within two days of arriving, you’ll need to go to the KMC Housing Office for a mandatory briefing. This is where you learn about local rules, get templates (like the landlord sheet), and clarify what documentation you’ll need.

Check On-Base Lodging and Obtain Non-Availability Letter:
Your first lodging option is always on-base—the Ramstein Inn or Temporary Lodging Facility (TLF). If these are full, you must get a “non-availability letter” from the lodging office. This document justifies your need for off-base lodging and is essential for reimbursement.

Secure TLA-Compliant Lodging:
With your non-availability letter, you can book off-base accommodations. Make sure your provider understands TLA requirements and can provide itemized receipts and proof of payment.

Gather and Organize Paperwork:
Start collecting every relevant document as soon as you arrive. This includes your PCS orders, non-availability letter, itemized lodging receipts, house-hunting log, TLA claim form (usually DD Form 1351-2 or a local equivalent), and dependent information.

Submit Claims Every 10–15 Days:
Rather than waiting until your entire TLA period ends, claims are usually submitted in increments—every 10 or 15 days. This helps with cash flow and ensures you’re reimbursed regularly. Claims are dropped off in person at the Housing Office or submitted online, depending on current procedures.

Review and Payment:
The Housing Office validates your claim, then sends it to the Finance Office for review. Once approved, reimbursement is typically deposited directly into your bank account via LES. Processing times can vary—most families see funds within 1–3 pay cycles.

Step-by-Step: Submitting Your TLA Claim

• Attend your housing office briefing and get the landlord sheet template.
• Pay lodging out-of-pocket and collect daily itemized receipts (with your name, PCS details, VAT if off-base).
• Every 10 days, submit your claim: PCS orders (front/back), non-availability letter, receipts, landlord sheet listing homes viewed (3 for first claim, 6 after).
• Housing stamps and forwards claim to finance; you can drop paperwork off in person or use online submission (CSP case with CAC).
• Track payments via myPay, and contact housing or finance for delays or missing documents.
• Photocopy everything and consider emailing housing for status updates.

Common Problems, Mistakes, and Confusing Points

Even well-prepared families run into issues. These are the most common:

• Missing or non-itemized receipts: Credit card statements aren’t enough. You need detailed invoices showing daily rates, dates of stay, and proof of payment.
• Skipping the landlord sheet or listing too few homes: Not documenting house-hunting efforts can mean claim rejection.
• Incomplete documentation: Forgetting a non-availability letter, missing signatures, or not including dependent info can delay payment.
• Booking non-approved lodging: Not all off-base accommodations are TLA-compliant. Always confirm with the housing office or a TLA counselor.
• Delays from backlogs or incomplete CSP cases: Peak PCS season means longer processing times. Missing paperwork or unclear documentation can add weeks.
• Confusing eligibility rules: Dorm residents, dual-military families, or dependents-only claims may require extra documentation or sponsor letters.
• VAT exemption misunderstandings: Make sure your provider applies VAT exemption correctly, so you don’t pay unnecessary taxes.

These pitfalls are common and fixable. Ask questions early, and don’t hesitate to reach out to housing or finance for clarification.

What People Wish They Knew Earlier

Looking back, most families say they wish they’d started gathering paperwork from day one. Scanning and organizing receipts, orders, and forms makes life much easier. Getting the non-availability letter is critical—even if you plan to stay off-base, this document is your justification for reimbursement.

Many recommend aggressively house hunting and keeping a detailed log; this not only helps with claims, but also speeds up your transition to permanent housing. Photocopying and emailing everything to housing can help resolve questions faster. Budgeting for possible delays is smart, since reimbursement can sometimes take longer than expected.

Finally, front-loading documentation—submitting claims as soon as possible, keeping everything organized—can help you get paid faster and avoid stress.

Uncertainty, Variation, and Why the Process Changes

Some parts of the TLA claim process can vary. Rate limits, claim durations, and paperwork requirements may change based on rank, dependent status, or PCS timing (summer delays are common). The difference between TLA and OHA is important—TLA covers temporary lodging, while OHA is for your permanent home.

Local procedures and forms can evolve. The Housing and Finance Offices may update requirements or change submission methods. Always verify current details during your initial briefing, and check for updated hours or processes on the Ramstein website.

Payment timelines fluctuate, especially during peak periods or if documents are missing. If you have a unique situation (unaccompanied tour, dependents arriving later, medical needs), ask for guidance as early as possible.

Moving from Stress to Confidence

Filing your TLA claim at Ramstein is rarely a perfect process, but with patience, preparation, and a little help, most families get reimbursed and move on to settling into their new home. Remember: confusion is normal at first. Document everything, ask for help, and keep your paperwork organized.

By understanding how the process works, what to expect, and how to avoid common pitfalls, you’ll feel more confident and less overwhelmed. The TLA claim is just one step in your PCS journey—and you’re not alone in figuring it out. With time, routines will settle and the early stress will fade, leaving you ready to enjoy your new life at Ramstein.