To provide initial training and an introduction to DTS and
basic travel policies to users and unit leaders to facilitate TAD
travel through DTS.
Slide 3
Basic Billet Overview Appointment Requirements Roles and
Responsibilities Authorization/Orders Vouchers One Day TAD Trip
Local Vouchers
Slide 4
Lead Defense Travel Administrator (LDTA) Finance Defense Travel
Administrator (FDTA) Normally located in your local comptroller
shop. They are the POC for DTS lines of accounting, SABR/STARS
reject codes, and budget issues. Organization Defense Travel
Administrator (ODTA) Responsible for the management of DTS at the
unit level. Approving Official Authorize travel in accordance with
the JFTR/JTR. Certifying Official Obligate funds to conduct the
trip Reviewing Official Ensures all entitlements are in accordance
with the JFTR/JTR. Traveler/Unit Clerk Initiates/submits the DTS
Authorization/Voucher
Slide 5
DD Form 577 Appointment Must be appointed in writing as an
Accountable Official. Certifying Officers Legislation (COL)
certificate- (annual refresher training) Found on the TRAX website
under training tab Programs and Policies: Travel Policies
certificate Found on the TRAX website under training tab DTS
Training Certificate (annual refresher training) Online training
certificate does not meet this requirement Must attend formal
training class (satellite units as well)
Slide 6
Each DD Form 577 is specific to the DTS billet. The DD Form
577s can be found on the I MEF DTS Help Desk website. How to fill
out a DD Form 577: Section 1: Section 1 will be your information
Block 1: The full name of the Appointee Block 2: The Appointees
full EDIPI Block 3: Appointees title (Adjutant, SNCOIC, Admin
Clerk) Block 4: DoD Component and Unit (I.E. USMC/ CLB 7) Block 5:
Appointees Unit Address
Slide 7
Section 2: Section 2 will be your Commanding Officers
information Block 9: Full Name of the Appointing Authority Block
10: Appointing Authority title Block 11: DoD Component and
Organization (1/1, CLR 17) Block 12: The date the Appointing
Authority signs off on Block 13: Digital Signature for the
Appointing Authority BLOCKS 6-8 ARE PRE-FILLED OUT!
Slide 8
Section 3: Section 3 is your name and signature. Block 14:
print your name Block 15: Date (Note: It states not earlier than
date in block 12 or 13) Block 16: Digital Signature of the
Appointee Section 4: Section 4 is filled out when you terminate
your permissions. Block 18: date of termination Block 19: your
initials Block 20: COs name Block 21: COs title (Commanding
Officer) Block 22: COs signature
Slide 9
Reviewed Stamp Ensure the authorization/voucher is in
compliance with the JTR, and any local travel policies. Ensure
substantiating records are attached when required Confirm that the
proper line of accounting as been selected Ensure the correct
lodging and meal rate is selected Ensure traveler provides comments
to the AO when necessary (pre-audit flags and any expense that
requires AO justification) Reviewing Official (Reviewed Stamp)
Slide 10
Certified Stamp Verifies legitimacy and accuracy of expenses
claimed on vouchers or local vouchers Ensures validity of
supporting documents and receipts Verifies accuracy of expenses and
entitlement computations Ensure correct Line of Accounting is used
Certifying Official (CO)
Slide 11
Authorization/Orders Authorized Stamp Directs/Authorize travel
Ensure the authorization is in compliance with the JTR, and any
local travel policies Ensure all foreseeable expenses are entered
Vouchers Approved Stamp Approves and justifies all exception to
normal policies Ensure substantiating records are uploaded when
required Ensure the voucher is in compliance with the JTR, and any
local travel policies Approving Official (AO)
Slide 12
Authorization/Orders: Once an authorization is approved, it
authorizes a traveler to execute TAD orders according to what was
put into the authorization. Think of this as a set of orders.
Slide 13
TVLR IDENTIFIED TO GO TAD CAC TVLR WILL SELF REGISTER CREATING
A PROFILE NON CAC TVLR ODTA/NDEA CREATES A PROFILE CAC TVLR START
AUTH IN DTS NON CAC TVLR HAS ODTA/NDEA CREATE AUTH CTO RESERVES TVL
BYPASS IF NO RESERVATIONS UNIT REVIEWING OFFICIAL (REVIEWED STAMP)
UNIT APPROVING OFFICIAL (APPROVED STAMP) CTO TICKETS TVLR EXECUTES
TAD TMO REVIEWS RESERVATIONS TO ENSURE THEY ARE COST EFFECTIVE
Slide 14
TVLR IDENTIFIED TO GO TAD CAC TVLR WILL SELF REGISTER CREATING
A PROFILE NON CAC TVLR ODTA/NDE A CREATES A PROFILE CAC TVLR START
AUTH IN DTS NON CAC TVLR HAS ODTA/NDEA CREATE AUTH CTO RESERVES TVL
BYPASS IF NO RESERVATION( S) UNIT APPROVING OFFICIAL (REVIEWED
STAMP) TECOM APPROVING OFFICIAL (APPROVED STAMP) CTO TICKETS TVLR
EXECUTES TAD TMO REVIEWS RESERVATIONS TO ENSURE THEY ARE COST
EFFECTIVE
Slide 15
It is DoD mandatory policy that travelers use available CTOs to
arrange official travel (JTR, T4025). Transportation Modes:
Commercial Air Rental Vehicle POV
Slide 16
DTS allows travelers to book flights via CTO for official
travel Contract GSA should be first choice Flights must be charged
to the GOVCC vice Centrally Billed Account (CBA) if traveler is a
GOVCC holder Must ensure traveler selects the most cost effective
flight to accomplish the mission (Maradmin 617/06) DTS will
automatically default to GSA Contract Airfare if there are any
available. If not, it will default to the next available tab
(moving left to right) CTO tickets 72 hours before flight
Slide 17
Unused/ partially used tickets must be returned for refund to
TMO. Coach-class will be used for all official travel. Attach your
itinerary and receipt from the email you receive from
cwtsatotravel.com Note: tickets purchased outside of CTO will be
limited to the GTR cost.
Slide 18
Reimburse all legitimate costs associated with the rental
vehicle. Fuel/Gas Transportation to and from rental facility Tolls
and parking fees Taxes Government administrative rate supplement
(GARS) Compact Car is the standard for TAD travel. AO can approve
upgrade when compact car does not meet mission requirements. AO
must make comments why upgrade is authorized Extra insurance is not
reimbursed for CONUS TAD sites. Authorized when TAD at OCONUS sites
TECOM will not fund rental vehicles
Slide 19
Traveler will be reimbursed mileage when utilizing POV for mode
of transportation to and from TAD site. If TAD site is 400 miles or
more in distance (one way) the traveler is required to fill out and
upload a Constructed Travel Worksheet (CTW). Traveler will compare
how much it will cost in mileage to how much it would cost the
government (GSA rate) to fly to the TAD location. CTW can be found
on the I MEF DTS Help Desk website. The traveler will be reimbursed
whichever mode is more cost effective. The CTW will be uploaded
under the Expenses tab under the Substantiating Records
sub-tab.
Slide 20
Government advantage determination is based on the following:
Mission requirements including transportation of baggage, tools, or
equipment Availability of transportation and the effect on
productive time Overall cost advantage when there are accompanying
passengers under official travel orders in the same POC POC use
more efficient, economical, or results in a more expeditiously
accomplished mission JTR U4775
Slide 21
When the traveler is driving POV to airport terminal they rate
mileage If spouse is authorized to transport traveler, spouse rates
mileage for 2 round trips This will be inputted under the Expenses
tab under the Mileage sub tab as Pvt Auto-Terminal
Slide 22
AO will determine whether government quarters or commercial
lodging will be used on authorization/orders If government quarters
are directed but not available, the traveler needs a Certificate of
Non-Availability (CNA) When TAD to a schoolhouse or formal training
the Installation Commander decides whether government quarters are
directed. Civilians are highly encouraged to stay in lodging but
cannot be directed Can authorize up to 300% of published per diem
rate if lodging could not be obtained under the ceiling rate. Must
provide justification to AO. Do not reimburse if staying with
relatives/ friends Taxes are paid separate from lodging when TAD
CONUS through the Non-Mileage expense under the Expenses tab Taxes
will be included under the per diem entitlements when TAD OCONUS
Lodging
Slide 23
Meals and incidental expense are combined as one expense. The
incidental expense is for miscellaneous items that may need to be
purchased while TAD On the first and last day of travel the
traveler rates 75% of the full Per Diem There are 3 M&IE rates:
Government Meal Rate (GMR), Proportional Meal Rate (PMR), and
Commercial Meal Rate (CMR) Must be occupying government quarters at
the TAD installation to prescribe GMR and PMR Must prescribe
GMR/PMR up front (on Authorization) If occupying commercial
lodging, CMR must be given unless any meals are being provided or
government messing is not available No Per Diem when: Aboard a
government vessel PTAD Leave Meals and Incidental Expense
(M&IE)
Slide 24
Government Meal Rate (GMR)- Government Meal Rate (GMR)-
reimbursed when government messing facility is available and
utilized. Proportional Meal Rate (PMR) Proportional Meal Rate
(PMR)- reimbursed when the traveler has 1 or 2 meals
provided/available Commercial Meal Rate (CMR) Commercial Meal Rate
(CMR)- reimbursed when traveler has to pay for all meals consumed
Note: Special Rate should never be used on authorization/orders or
voucher M & IE Contd
Slide 25
How to input Per Diem in DTS: Go to the Expenses tab and select
Per Diem Entitlements Click Edit next to the day/days that need to
be changed. When changing per diem for multiple days utilize the
Values Apply Through drop down box at the top of the screen to
include all of the dates Note: Per Diem entitlements are defaulted
to the full rate.
Slide 26
Under the Per Diem Rates section: Change the lodging rate in
the manual type in box Under the Duty Conditions section check any
box that applies to the travelers TAD trip Note: In order to enter
GMR/PMR under Per Diem entitlements you must select Quarters
Available under the Duty Conditions section.
Slide 27
Under Meals section: If traveler rates CMR, select Full Rate If
traveler rates GMR, select Available and select breakfast, lunch,
and dinner If traveler rates PMR, select Provided or Available and
what the orders state they will have available/ provided to
them
Slide 28
Select an boxes that apply to the traveler under Other Per Diem
Entitlements section Once you have completed all of the required
sections click Save These Entitlements tab
Slide 29
Transportation in and around TAD site Transportation to and
from the airport Parking fees (airport)- travelers are limited to
cost of 2 taxi fares plus tip. Tolls (official business) Excess
baggage- limited to mission essential items and must be justified
(I.E. issued gear, K-9 crates, etc.) JTR, Appendix G for
Miscellaneous Expense
http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf
Slide 30
If the trip is funded by the unit, utilize the drop down boxes
under the Accounting tab and the Accounting Code sub tab. The
funding letter will tell you what line of accounting to use for the
specific trip If the trip is funded by another unit, contact unit
FDTA to make that line of accounting available If the trip is TECOM
funded select your units line of accounting. When the
authorization/orders is signed and routed for approval, TECOM will
enter their own line of accounting and allocate the expenses
Slide 31
When TAD consecutively for 45 days or more traveler rates
partial payments Partial Payments are paid every 30 days to
GOVCC/Personal account to ensure traveler will not become
delinquent or in financial hardship The split disbursement between
the GOVCC/ Personal account is created by the system based off the
method of reimbursements for each expense To schedule a partial
payment go to the Additional Options tab and select the Partial
Payments sub tab. Click the Schedule Partial Payments tab
Slide 32
If traveler is not a GOVCC holder, they can schedule an advance
An advance is paid to travelers personal account to assist them
with expenses incurred throughout the duration of their TAD trip An
advance will be scheduled for payment once the authorization is
approved To schedule an advance go to the Additional Options tab
and select Advances sub tab Utilize the drop down box to select the
correct accounting label. Once selected the system will schedule
the advance Note: The travelers profile must say Authorized Advance
in order to schedule an advance.
Slide 33
Click on the Click Here hyperlink next to Documents Awaiting
Your Reviewal/Approval Click the hyperlink next to a document in
your inbox The Authorization will automatically open to the
Review/Sign tab under the Preview sub tab The Preview screen will
go over the itinerary, location, dates, and all expenses that are
being claimed in the Authorization Review all of the information
provided on this screen
Slide 34
Go to the Expenses tab and click on Substantiating Records sub
tab. Click the View hyperlink next to each uploaded document(s)
(I.E. orders/funding letter) Verify and ensure all entitlements are
inputted correctly. Verify the Line of Accounting chosen is correct
Note: If there are any discrepancies with the entitlements go into
edit mode to correct them. If they are correct and IAW the
orders/funding letter go to the Review/ Sign tab and select the
Preview sub tab Note: TECOM enters their own LOA and allocate
expenses to their LOA when it goes to them for Approval
Slide 35
After you have reviewed all the information ( I.E. LOA and
entitlements) and it is correct and IAW the orders/funding letter:
Go to the Review/ Sign tab and select the Preview sub tab. Click on
the Save and Proceed to Other Auths tab located at the bottom of
the screen On the Other Auths. sub tab ensure there are
justifications for any flagged issue within the document. Once you
have read the justifications to any flagged item or there are no
flagged items under this sub tab, select the Continue tab located
at the bottom of the screen.
Slide 36
This will take you to the Pre Audit sub tab. Ensure/ verify
there is a justification for every flagged item on this screen.
Once there is a justification for each flagged item or if there are
no flagged items on this screen, select the Save and Proceed to
Digital Signature tab located at the bottom of the screen The
Submit this document as will be auto populated with your proper
stamp (I.E. if you are a Reviewer it will have the REVIEWED stamp).
Under the Additional Remarks section add any comments that you
think are necessary. Click the Submit Completed Document tab to
continue to route for approval
Slide 37
Voucher: A voucher is a document that is created once TAD is
finished. It should contain all reimbursable travel expenses that
the traveler incurred while TAD. It must be completed from a
previous authorization.
Slide 38
Camp Pendleton Disbursing office approves all vouchers and
local vouchers that are unit funded under I MEF Local vouchers/
vouchers must be sent up the CPEN routing list Authorized by unit
AO and then routed to disbursing for approval
Slide 39
TVLR RETURNS FROM TAD CAC TVLR START VOUCHER IN DTS NON CAC
TVLR HAS ODTA CREATE VOUCHER UNIT APPROVING OFFICIAL (AUTHORIZED
STAMP) TVLR PAID DISBURSING APPROVING OFFICIAL (APPROVED STAMP) PER
MARADMIN 291/12 UNITS HAVE 2 BUSINESS DAYS TO SUBMIT THE VOUCHER TO
DISBURSING DISBURSING HAS 3 BUSINESS DAYS FROM WHEN IT IS RECEIVED
TO APPROVE THE VOUHCER TRAVELER HAS 5 BUSINESS DAYS TO SUBMIT
VOUCHER UPON RETURN.
Slide 40
TVLR RETURNS FROM TAD CAC TVLR START VOUCHER IN DTS NON CAC
TVLR HAS ODTA CREATE VOUCHER UNIT APPROVING OFFICIAL (AUTHORIZED
STAMP) TVLR PAID TECOM APPROVING OFFICIAL (APPROVED STAMP)
Slide 41
Click on the Click Here hyperlink next to Documents Awaiting
Your Reviewal/Approval Click the hyperlink next to a document in
your inbox. The Authorization will automatically open to the
Review/Sign tab under the Preview sub tab. The Preview screen will
go over the itinerary, location, dates, and all expenses that are
being claimed in the Authorization Verify the Line of Accounting
chosen is correct Review all of the information provided on this
screen
Slide 42
Go to the Expenses tab and click on Substantiating Records sub
tab. Click the View hyperlink next to each uploaded document(s)
(I.E. orders/funding letter) Verify and ensure all entitlements are
inputted correctly Ensure all receipts and supporting documentation
are uploaded Note: If there are any discrepancies with the
entitlements go into edit mode to correct them. If they are correct
and IAW the orders/funding letter go to the Review/ Sign tab and
select the Preview sub tab
Slide 43
Required receipts: Lodging Rental Vehicle Commercial Air
Expense $75 or greater Recommend that travelers provide receipts
for every expense To be considered a valid receipt: The name of the
company providing the service (I.E. the name of the hotel, airline,
rental car agency, etc..) Dates specific services were rendered or
articles purchased, and the unit price. Lodging receipts Must be
itemized Must have a zero balance Note: If Voucher was T-entered
(signed by anyone besides the traveler. The corresponding 1351-2
Form must be uploaded in the document with the travelers signature
in block 20a.
Slide 44
ITEMIZED
Slide 45
Slide 46
Slide 47
If traveler is a GOVCC holder, ensure that the split
disbursement will cover the balance To ensure the balance on
travelers GOVCC card contact units APC or traveler with the current
balance To check the split disbursement of final settlement go to
the Additional Options tab and select the Payment Totals sub
tab
Slide 48
GOVCC must be used for all lodging, rental car, and commercial
air expenses Apply for a GOVCC by contacting your Agency Program
Coordinator (APC). You will generally need to start applying 30
days prior to TAD to receive and be able to use the GOVCC for
travel Must have GOVCC activated prior to CTO ticketing MARADMIN
216/13 mandates that the GOVCC be paid in full at the time the
voucher is approved. As a traveler, verify your GOVCC balance and
ensure the voucher accurately reflects it will be paid in full.
Vouchers sent through Camp Pendleton Disbursing will be
automatically adjusted if the GOVCC is not paid in full. TECOM
vouchers will not be automatically adjusted
Slide 49
Use the following steps to reduce the split disbursement going
to the GOVCC in order to increase the payment to the personal
account prior to the final settlement Enter the monetary amount
into the Less Prev Pmts to GOVCC (By Traveler) field. Click the
calculate hyperlink The specified amount will be incremented to the
Personal Net Distribution field
Slide 50
Use the following steps to increase the split disbursement
payment to the GOVCC to decrease the split disbursement to the
personal account prior to the final settlement Enter the monetary
amount in the Add GOVCC ATM field. Click the calculate hyperlink
The specified amount will be decremented from the Personal Net
Distribution field
Slide 51
After you have reviewed all the information ( I.E. LOA,
receipts, and entitlements) and it is correct and IAW the
orders/funding letter/receipts: Go to the Review/ Sign tab and
select Preview sub tab. Click on the Save and Proceed to Other
Auths. tab located at the bottom of the screen On the Other Auths.
sub tab ensure there are justifications for any flagged issue
within the document. Once you have read the justifications to any
flagged item or there are no flagged items under this sub tab,
select the Continue tab located at the bottom of the screen
Slide 52
This will take you to the Pre Audit sub tab. Ensure/ verify
there is a justification for every flagged item on this screen.
Once there is a justification for each flagged item or if there are
no flagged items on this screen, select the Save and Proceed to
Digital Signature tab located at the bottom of the screen. The
Submit this document as will be auto populated with your proper
stamp (I.E. if you are a Approver it will have the AUTHORIZED
stamp). Under the Additional Remarks section add any comments that
you think are necessary. Click the Submit Completed Document tab to
continue to route for approval.
Slide 53
For 1 day of TAD outside limits of PDS: Over 12 hours: Traveler
can be authorized M&IE (at a rate of 75% of the full per diem)
for the TAD location and any transportation expense Under 12 hours:
Traveler are reimbursed any authorized transportation expense and
will most likely receive no M&IE
Slide 54
Used for reimbursement of expenditures on official business
Traveler should receive necessary transportation expenses, when
transportation is not provided If POV is used, the traveler will
receive the mileage drive minus their normal commuting distance or
expense
Slide 55
TVLR RETURNS FROM TAD CAC TVLR START VOUCHER IN DTS NON CAC
TVLR HAS ODTA CREATE VOUCHER UNIT APPROVING OFFICIAL (AUTHORIZED
STAMP) TVLR PAID DISBURSING APPROVING OFFICIAL (APPROVED STAMP) PER
MARADMIN 291/12 UNITS HAVE 2 BUSINESS DAYS TO SUBMIT THE VOUCHER TO
DISBURSING DISBURSING HAS 3 BUSINESS DAYS FROM WHEN IT IS RECEIVED
TO APPROVE THE VOUHCER TRAVELER HAS 5 BUSINESS DAYS TO SUBMIT
VOUCHER UPON RETURN.
Slide 56
Click on the Click Here hyperlink next to Documents Awaiting
Your Reviewal/Approval Click the hyperlink next to a document in
your inbox. The Authorization will automatically open to the
Review/Sign tab under the Preview sub tab The Preview screen will
go over the itinerary, location, dates, and all expenses that are
being claimed in the Authorization Verify the Line of Accounting
chosen is correct Review all of the information provided on this
screen
Slide 57
Go to the Expenses tab and click on Substantiating Records sub
tab. Click the View hyperlink next to each uploaded document(s)
(I.E. orders/funding letter) Verify and ensure all entitlements are
inputted correctly Ensure all receipts and supporting documentation
are uploaded Note: If there are any discrepancies with the
entitlements go into edit mode to correct them. If they are correct
and IAW the orders/funding letter go to the Review/ Sign tab and
select the Preview sub tab
Slide 58
After you have reviewed all the information ( I.E. LOA,
receipts, and entitlements) and it is correct and IAW the
orders/funding letter/receipts: Go to the Review/ Sign tab and
select Preview sub tab. Click on the Save and Proceed to Other
Auths. tab located at the bottom of the screen On the Other Auths.
sub tab ensure there are justifications for any flagged issue
within the document. Once you have read the justifications to any
flagged item or there are no flagged items under this sub tab,
select the Continue tab located at the bottom of the screen
Slide 59
This will take you to the Pre Audit sub tab. Ensure/ verify
there is a justification for every flagged item on this screen.
Once there is a justification for each flagged item or if there are
no flagged items on this screen, select the Save and Proceed to
Digital Signature tab located at the bottom of the screen The
Submit this document as will be auto populated with your proper
stamp (I.E. if you are a Approver it will have the AUTHORIZED
stamp). Under the Additional Remarks section add any comments that
you think are necessary Click the Submit Completed Document tab to
continue to route for approval
Slide 60
Slide 61
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). Can
the AO approve the $200 in this scenario? No, the parking
reimbursement cannot exceed the cost of the round trip taxi fare +
tip. The AO may wave this limitation under extenuating
circumstances (JFTR U3320).
Slide 62
If a Uniformed Member is going TAD to an installation but has
requested commercial lodging instead of government quarters, what
should the AO look for before approving the authorization? The AO
should look to see if the traveler has made comments (Preview
screen) indicating government quarters were not available and
entered the Non-Availability Confirmation Number.
Slide 63
A travelers airfare was paid in the authorization utilizing the
CBA. The MBR is a GOVCC holder, however, this was not stated in the
authorization. Where must reimbursement for the airfare be
directed? In spite of the fact that the MBR is a GOVCC holder, the
units CBA paid for the flight and must be reimbursed. Sending the
money to the MBRs GOVCC in this scenario grants them reimbursement
for a charge they did not incur.
Slide 64
A traveler has been authorized commercial lodging and messing.
Upon return from TAD, the traveler tells the AO that they consumed
some of their meals in the chow hall. Can the AO reduce the CMR to
the PMR for those meals consumed in the chow hall when the traveler
submits their voucher? No, an AO cannot reduce a CMR to GMR/PMR
after the fact. -Except if meals are included in a conference or
registration fee.
Slide 65
References to obtain additional information: Defense Travel
System Sites www.defensetravel.osd.mil JTR, Volume 1/Appendix O of
the JTR http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf
http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf DoD FMR,
Volume 9, Chapter 2
http://comptroller.defense.gov/fmr/archive/09arch/09_02.pdf Defense
Travel Administrators (DTAs) I MEF DTS Help Desk Website
http://www.imef.marines.mil/DTSHelpdesk.aspx