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Review Defense Travel System (DTS) Travel Documents

Published by Cyril Lamothe Modified over 5 years ago

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Defense Travel System

Reinvent dod travel into a seamless paperless system, that will ... must attend formal training class (satellite units as well) ro and co routing officials ... – powerpoint ppt presentation.

• Routing List Officials
• Command flexibility in setting up DTS
• No preparing, handling, and filing orders/claims
• Rapid reimbursement is improved customer service
• Claims and Government Credit Card record keeping
• Retain Vouchers 6 years
• Credit Cards 3 months
• No lost Travel Claims
• Unit visibility of TAD trip details and traveler accountability
• Travel claims are not being submitted within 5 working days of return. DODFMR Vol 9. Chapter 8 Par.080501
• Authorizing Officials approving vouchers without properly auditing
• Higher priced air fare chosen (Flights default to nearest airport for point of departure)
• No attached receipts by traveler (Lodging and Rental Car receipts are mandatory)
• Per diem entitlements not audited (Most expensive oversight)
• Non DTS entry agent
• No signed 1164 or 1351-2 signed by MBR attached
• Receipts are not being submitted under substantiating documents
• This has caused post audit discrepancies and money checkage due to lack of supporting documentation.
• DD 577 Appointment
• Must be appointed in writing as an Accountable Official
• Certifying Officers Legislation (COL) Training
• Located on the DTMO Website under Travel Training
• DTS Training Certificate
• Online training certificate does not meet this requirement
• Must attend formal training class (Satellite units as well)
• Reviewing Official
• Reviews the document for accuracy or local policy
• Applies the Reviewed stamp in DTS
• Must be appointed in writing
• Routing Official (RO) ADMIN or S 1 section
• Assists in running correct TDY entitlements
• Certifying Official
• Applies the Certified stamp in DTS
• Directs/Authorizes Travel
• Determines Funds Availability Obligates Funds
• Approves Trip Arrangements/Travel Expenses
• Approves all Exceptions to Normal Travel Policies
• Liquidates funds originally obligated
• Verifies for all expenses and receipts
• Ensures all payments are proper and IAW the JFTR
• Approves all Exceptions to Normal Travel Policies not annotated
• on Authorization
• Cannot approve their own claims for payment
• DoD Directive 7000.15
• "DoD Accountable Officials and certifying Officers"
• It is DoD policy to appoint certifying officers in accordance with Title 31, United States Code, section 3325. Certifying officers are pecuniary liable for erroneous payments resulting from the performance of their duties in accordance with Title 31, United States Code, section 3328.
• Further, it is the DoD policy that other officials involved in authorizing payments are accountable and that these accountable officials shall be pecuniary liable for erroneous payments resulting from the negligent performance of their responsibilities.
• MARADMIN 337/00
• Mandatory usage of GOVCC to pay for expenses while on Official Government Travel
• Outlines personnel exempt from usage of GOVCC
• MARADMIN 600/07
• Mandatory usage of GOVCC to pay for all Transportation
• Split disbursement in DTS
• Directs usage of CTOs and the City Pair Program
• CTOs issue air transportation tickets and provide additional services upon request
• CTO Ticketed happens after APPROVED
• Do not leave for the airport if document has not reached CTO Ticketed
• Attach and print your itinerary from Virtually There www.virtuallythere.com
• CTO does not have access to DTS. They dont see what
• the traveler sees
• Contract GSA City Pairs should be first choice.
• May authorize a Non-GSA City Pair flight when appropriate and IAW
• established command business rules
• Leave in Conjunction (No GTCC for Payment)
• No Contracted flights
• If taking leave in conjunction with TAD, traveler must purchase ticket to leave
• site. Reimbursement will be limited to the GTR rate.
• Flights must be charged to the GOVCC vice Centrally Billed Account (CBA)
• (If you are mandated to use a GOVCC)
• Unused/Partially Used Tickets must be returned for refund to TMO
• Coach-class will be used for all official travel
• May NOT authorize Premium Class or First Class without
• prior CMC/ACMC or higher approval IAW JFTR/JTR (Appendix O),
• T4060-B(1)(c)
• Reimburse all legitimate costs associated with the rental vehicle
• Fuel and oil
• Transportation to and from rental facility
• Tolls and parking fees
• Government administrative rate supplement (GARS)
• Upgrades not reimbursable
• Extra insurance not required for in CONUS TDY
• Should authorize in foreign countries
• Can authorize the size/quantity necessary to meet mission requirements
• Advise MBRs not to pay for fuel option.
• POV must be authorized by the AO as the mode of travel
• If spouse is authorized to transport MBR, spouse rates mileage
• for 2 round trips
• Miles claimed must be within a reasonable amount
• When the AO Authorizes travel by POV 1 travel day is allowed
• for each 400 miles or increment thereof.
• POV Authorized only when more advantageous to government
• Limited to constructive cost of GTR
• Must submit CTO statement with GTR cost
• Fuel is NOT reimbursable
• AO will determine whether Government Quarters or Commercial Lodging
• will be used.
• If Government quarters are directed but not available, traveler needs
• a certificate of non-availability (CNA)
• When TDY to a Schoolhouse the Schoolhouse CO decides which one is
• approved through an Endorsement of availability of Gov. Qrtrs.
• Cannot direct a Civilian to stay in Government Quarters
• Can authorize up to 300 of published per diem rate if Lodging could
• Not be obtained under the ceiling rate
• Lodging more than 30 days (Search for Weekly or Monthly Rates)
• Do not reimburse if staying with relatives/friends
• Taxes paid separately from Lodging in CONUS
• There are 3 MIE Rates Government Messing Rate (GMR) Proportional
• Messing Rate (PMR) and Commercial Messing Rate (CMR)
• GMR given when Government Messing facility is available and utilized
• PMR given when MBR has 1 or 2 meals provided. For instance MBR on TAD
• Cannot make it to the Mess Hall for Lunch because of work schedule.
• CMR given when MBR has to pay for all meals consumed.
• If occupying Commercial Lodging CMR must be given unless
• any meals are being provided.
• Must be occupying Government Quarters at the TDY installation to
• prescribe the GMR or PMR
• Must prescribe GMR/PMR up front Authorization
• Meal rates cannot be decreased after being approved except to show original
• intent, upon receipt of an endorsement stating a lower rate was provided while
• on TAD, or failure to provide required substantiating records.
• No Per Diem while aboard a government vessel
• No Per Diem while on PTAD
• No Per Diem while on Leave
• MBRs will most likely not receive Per Diem while on Field Duty. This limitation of Per Diem begins at 0001 the day after commencing Field Duty and ends at 2400 the day before it ends.
• Circumstances under which MBR may rate Per Diem while on any of the statuses afore mentioned can be found in JFTR U4510
• Transportation in and around TDY site.
• Transportation to and from the airport
• GOVCC ATM Advance fee (determined by applicable rate for card)
• Baggage tips
• Personal Safe Call Home
• Laundry/Dry Cleaning, must be TDY in CONUS for at least 7 consecutive
• days. Maximum allowed reimbursement equal to 2.00/day. Civilians
• must be TDY in CONUS for 4 consecutive days.
• Refer to Appendix G for Miscellaneous Expenses.
• Parking fees. Limited to cost of two round trip taxis.
• Tolls. Ensure amounts are within reason and obtain receipts when
• Over 12 Hours may authorize MIE rate of 75 for the TDY
• location (highest rate if more than one) over 12 Hours
• Under 12 Hours most likely no Per Diem. If AO determines
• it is payable actual reimbursement not to exceed PMR may
• Utilized to reimburse MBRs for mileage.
• Reimbursement will be actual miles driven subtracted by usual
• Utilize DTS Mileage Lookup tool or the Defense Table of Official
• Distances (DTOD) to determine mileage that will be paid.
• Routing Officials (RO) MUST
• MBRs must scan all Substantiating Records.
• Check for substantiating documents Receipts, CNAs, etc..
• Flights billed to correct Billing Account
• GOVCC reimbursements and Personal reimbursements correctly
• All reimbursements within DoD regulations are reimbursed only once
• Verify that all exceptions to policy have been documented
• Must be annotated in either remarks, justifications, or in the
• substantiating records
• Review required receipts (Substantiating Records)
• Lodging (Itemized, zero balance)
• All expenses 75.00 or greater
• Airfare Itinerary
• Recommend MBRs submit receipts for all expenses
• Verify correct Per Diem Entitlements.
• Return Voucher for additional information or Approve it!
• Current grading method
• 50 Internal Controls Checklist
• 50 Random Sample of all Paid Vouchers
• Three Categories of Errors Per Diem, Reimbursable/Transportation Expenses, and Misc
• 90 Score to Achieve Mission Capable
• Weighted questions depending if command questions apply to site being audited.
• DSN 750-1251
• Commercial (910) 450-1251
• FAX 750-0981
• Commands reviewed 25
• Overall Average Score 82.75
• Number of monetary mispayments 334
• Dollar value of mispayments 236,741.32
• If a traveler parks at the airport and claims 200 in parking fees and taxi fair was authorized and normally costs about 30 each way plus tip, what expense should the AO approve?
• The AO should approve the cost of the taxi fare tip, since they were previously authorized the taxi fare tip based on the local standard method of travel to and from the local airport (business rules apply).
• In spite of the fact that the MBR is a GTCC Holder, the units CBA paid for the flight and must thus be reimbursed. Sending the money to the MBRs GTCC in this scenario grants them reimbursement for a charge they did not incur.
• No, an AO cannot reduce a CMR to GMR or PMR after the fact
• - except if meals are included in a conference or registration fee.
• To assist them in their duties, ROs can obtain additional information from
• Defense Travel System Sites
• www.defensetravel.osd.mil
• JFTR Vol I and the Appendix O of the JFTR
• http//www.defensetravel.dod.mil/perdiem/trvlregs. html
• DoD FMR, Volume 9, Chapter 2
• http//www.defenselink.mil/comptroller/fmr/09/09_0 2.pdf
• Defense Travel Administrators (DTAs)
• I MEF DTS Website
• http//www.i-mef.usmc.mil/dts
• MCAAT DTS Checklist
• https//www.manpower.usmc.mil/portal/page?_pageid 278,1931947_dadportal_schemaPORTAL

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Defense Travel System Helpful Hints

May 21, 2012

220 likes | 1.08k Views

Defense Travel System Helpful Hints. George Greiling. 2009 GSA Expo June 10 & 11, 2009. Agenda . Travel Regulations Travel Agent Fees Premium Class Travel Lodging, Meals and Incidental Expenses Rental Car Miscellaneous Reimbursable Expenses Foreign Currency Receipts

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• long term airport parking
• joint federal travel regulations
• bank account

Presentation Transcript

Defense Travel System Helpful Hints George Greiling 2009 GSA Expo June 10 & 11, 2009

Agenda • Travel Regulations • Travel Agent Fees • Premium Class Travel • Lodging, Meals and Incidental Expenses • Rental Car • Miscellaneous Reimbursable Expenses • Foreign Currency • Receipts • Government Travel Charge Card 2

Travel Regulations • Defense Transportation Regulation Part I (DOD 4500.9-R) – for all travelers • Joint Travel Regulations (JTR) – for civilians • Joint Federal Travel Regulations (JFTR) – for uniformed members

Travel Agent Fees • Fees may be entered as an expense when it has already been automatically entered in document • Some contracts are centrally funded and individual fees are not charged • Individual fees are billed to the same form of payment as the air or rail ticket • Some travel agents return fee data electronically and DTS AUTOMATICALLY inputs the expense in air/rail reservation screen • DO NOT duplicate as an expense item (unless a second fee was charged for ticket changes) Know your local business rules

Premium Class Travel • High area of interest from Congress, the Office of Management and Budget (OMB) and the Government Accountability Office (GAO) • ALL first and business class air travel requires outside DTS approval IAW the JFTR/JTR • Must have prior authorization • Approval MUST be reported in a DTMO Premium Class reporting tool • Upgrades purchased with traveler’s funds or frequent flyer miles do not have to be approved or reported

Lodging • CONUS & non-foreign OCONUS claim for hotel taxes • Ask for government tax exemption • Claim as a non-mileage expense • Enter as one total cost for the trip or one daily cost • Foreign OCONUS • Taxes are part of the Per Diem rate – do NOT claim as a separate expense • Enter with room cost on Per Entitlements screen • Rate is based on location of TDY mission – NOT where you slept or airport used

Meals & Incidental Expenses • Adjust arrival date for any overnight flights • Must be adjusted for special duty conditions (e.g., leave, meals provided, field conditions) • Claim proportional meal rate on any day one or two meals are provided (via a conference registration fee, etc) • For overseas locations, AO has the authority to determine if the $3.50 incidental expense (IE) rate is sufficient rather than the locality IE rate • Must be done before the authorization is approved • If the AO does not act, the locality rate applies

Rental Car • Book through CTO (mandatory) • Use approved vendors, using the government rate • Rental car cost can be entered as a single cost item • Claimed on the Travel tab>Rental Car if reserved through DTS • Claimed as a non-mileage expense if NOT reserved through DTS • Gas normally claimed as a reimbursable expense • Watch for prepaid gas on the receipt and traveler claiming as a reimbursable expense • GPS is NOT reimbursable

Rental Car (continued) • Government rate includes insurance • Extra insurance in CONUS & non-foreign OCONUS is NOT reimbursable • Base rate is in even dollars for US locations • $5 per day Government Administrative Rate Supplement (GARS)

Airport Transportation • Travelers are authorized a round trip from home to airport/train terminal • Parking not to exceed round trip cab fare • Mileage and tolls for 2 round trips if someone (e.g., spouse) transports traveler and traveler incurs the cost • Mileage based on the odometer • No long term airport parking • Cab or shuttle fare • If riding with another traveler, no reimbursement authorized • Driver can claim extra mileage to pickup passengers

Use of Privately Owned Vehicle • If more advantageous to the government, use can be authorized by AO • Authorized mileage IAW the Defense Table of Official Distances (DTOD) • Mileage rate adjusted by General Services Administration (GSA) • Service members may claim actual gas expense in lieu of mileage rate (if AO authorizes before travel begins) BUT NOT BOTH • Can claim tolls and parking

Miscellaneous Reimbursable Expenses

Miscellaneous Reimbursable Expenses (continued) • Watch for: • Curbside baggage fees - NOT reimbursable • Airline baggage fees • Must be consistent with local business rules for excess baggage • Double claim for travel agent fee • May have been automatically entered in document • Do not duplicate as an expense

Foreign Currency • For cash transactions, use currency exchange rate paid at bank, hotel, airport, etc. • For travel charge card charges, use bank charge card data to determine exchange rate • Use link in DTS • Use CitiDirect • International currency transaction fees for official transactions on government charge cards are reimbursable

Receipts • Receipts must be submitted with voucher • Must show services provided and associated costs • Must be electronically attached to the DTS voucher • Remember to: • Consolidate smaller receipts on one page • Create multiple page scanned or faxed documents • Fax each document separately • Make sure they are readable • Air travel • Airline boarding passes are NOT sufficient • Travel agent receipt (not itinerary or invoice) is OK • Can obtain an airline receipt at airport check-in kiosk

Receipts (continued) • Lodging • Required for ALL lodging • Individual expenses $75 or more (includes airline and rail tickets on both IBA AND CBA) • Hotel receipts cannot be imported • Electronic receipts do not include sufficient level of detail • Receipts include charges that are paid in different parts of DTS • Charges that are NOT reimbursable expenses: • Movies • Spa services • Room service

Lodging Receipt - Example Per Diem Entitlement Screen Non-mileage expense Not reimbursable – get M&IE Non-mileage expense Not reimbursable Not reimbursable Non-mileage expense if authorized* Non-mileage expense if authorized* *See Appendix G for miscellaneous reimbursable expenses

Government Travel Charge Card • Split Disbursement • DTS has ability to add money to your individually billed account (IBA) payment to cover: • ATM advances • Meals • Balance of travel allowance is paid to the traveler’s bank account • ADDITIONAL OPTIONS > PAYMENT TOTALS

Still Have Questions? • Contact your Military Advisory Panel (MAP) or Civilian Advisory Panel (CAP) member with specifics http://www.defensetravel.dod.mil/perdiem/phdir.html

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