DTS Training DISE. DEFENSE TRAVEL SYSTEM 25 January 2012

DTS Training DISE DEFENSE TRAVEL SYSTEM 25 January 2012

Course Outline Jim Egerton DTS Instructor Creating Authorizations in DTS/Justifications/Flags Airline Reservations and Fares SATO Business Rules Patricia Freeman NPS GTCC APC Travel Card Regulations Mary Aguilar NPS Travel Officer Creating Vouchers Q & As Monique Resquir Passport Agent Official Passports Country Clearances Visas

Travel Authorizations Jim Egerton DTS Instructor

Travel Regulations Military: Joint Federal Travel Regs (JFTR), Ch 1-4 Civilian: Joint Travel Regs (JTR), Ch 1-4 JTR/JFTR Appendix O is a summary of these regs JTR/JFTR Appendix G lists allowable misc expenses JTR/JFTR Appendix P concerns government contract city-pair flights there are recent changes NPGSINST 4650.4 series (under revision) NPS Travel Business Rules These are all available on NPS Travel web site at http://www.nps.edu/services/travel/ under Rules and SOPs

Who must use DTS? All travel at NPS must be done in DTS Purchasing own airline tickets? No Must be done in DTS using gov t travel card If bought outside of DTS, Comptroller approval required for reimbursement Prudence A traveler must exercise the same care and regard for incurring GOV T paid expenses as would a prudent person traveling at personal expense. (JTR C1058)

Document Types Create Travel Authorization in DTS before you go Make reservations directly with airlines, cars, hotels But not government quarters Enter estimated expenses This creates should-cost estimate for the trip Estimated cost is obligated in STARS when approved Upon return, create Travel Voucher to get reimbursed List actual expenses, attach required receipts Upon return from local travel, submit Local Voucher (no authorization required) Mileage only (less commuting distance)

Web Site References DTS Web site: http://www.defensetravel.osd.mil/dts/site/index.jsp Need CAC with PIN to log in NPS Travel Web Site: http://www.nps.edu/services/travel Travelers self-register in DTS This puts your profile into DTS Instructions at: http://www.nps.edu/services/travel/dts/selfregister-2007.pdf

DTS Welcome Page

Create an Authorization NOTE: If you travel without a Travel Authorization, you must have Comptroller approval to create an after-the-fact authorization and travel voucher.

Itinerary Screen, part A, B

Itinerary Starting Point (Residence or Duty Station) Must be official primary residence or workplace Departure date Trip Type Routine or Permissive Trip Purpose Conference Attendance attend only Speech or Presentation presenter at conference Trip Description Be specific (dates, times, places) (Do Not Use Quotes)

Itinerary cont d Method of travel and time of departure Location of TDY Check box: Need rental car Check box: Need lodging Entering multiple locations on trip Ending Point (home or work) Click Save and Proceed

Enter Itinerary

Location Tools

Select Location of TDY

Part D - Check to get Rental Car and Lodging Yes to Select a Follow-on TAD Location

Select Commercial Air, then departure Time DO NOT USE

Airline Reservations Travelers must make airline reservations in DTS, and pay for them with GTCC. Pick flights and select seats GSA City Pair contracts mandatory Monterey has 18 (FY12) contract destinations See handout for destinations Ref: JFTR/JTR Appendix P SATO assists, stamps CTO BOOKED SATO buys tickets 3 days before travel Stamps document CTO TICKETED

Airline Reservations (cont d) Flights confirmed when selected (book as you go) Flights displayed in tab order: _CA YCA DG _CA GSA Contract w/limited Avail. (only 4 city-pairs from Monterey) _CA mandatory when available Not upgradable to business/first with freq flyer miles! If _CA available, YCA fares on same flights are not shown YCA GSA Contract Airfare (18 city-pairs from Monterey) Use of contract airline is mandatory DG Other Gov t Airfare ( me too or connecting/combining GSA fares) to the ~6000 non-contract airports Price not guaranteed until ticketed

FY12 CITY-PAIR CONTRACTS FROM MRY (ONE-WAY) UA: United DL: Delta AA: American US: US Airways N: Non-stop C: Connections For other Origin cities, go to: http://apps.fss.gsa.gov/citypairs/search/

For Other Gov t Airfare, Sort by: Price Airline Flights Displayed

NOTE: DTMO says not to use seat map, but to contact airline after reserving flight!

TSA Secure Flight Program DTS collecting new personnel data Full middle name Date of birth Gender Full name on boarding pass must match state or government ID used at airport security Minor variation in middle name/initial ok Screen (next slide) in DTS after first air reservation Click box to save data to profile Ignore Redress Number and Known Traveler Number

TSA Secure Flight Program

Rental Car Reservations Must make car reservations in DTS This implements gov t insurance coverage Compact car standard size Must pick cheapest company for size chosen Must pay for car with GTCC Use of a government contract rental car is allowed while on leave during travel Do not reserve leave days in DTS Tell car company about leave days No gov t insurance while on leave Exclude GARS fee ($5/day) for leave days Traveler must pay for car during leave days

Lodging Reservations Should make hotel reservations in DTS Can call conference hotel If you call, beware of cancellation policy if you later cancel trip! SATO now can make long-term reservations (30 days or more) Send comment to SATO to request Must pay for hotel with GTCC Actual lodging when hotel costs more than allowed lodging rate Special events, conference hotel Requires justification in Pre-audit section

On-Line Hotel Booking Should make reservation directly (DTS/phone to hotel) Priceline/Travelocity on-line reservation allowed only if on-line reservation agent provides a detailed receipt showing daily room cost, taxes, other items. Must have itemized receipt from hotel or travel agency (latter is new change) A traveler must not submit a 'lost receipt' statement to substitute for an online booking hotel receipt. JTR C1310-B

Select Type of Room

Airline Summary and Method of Payment

Rental Car and Lodging Summary

Final Trip Itinerary Air (going) and Car Conf. code for www.virtuallythere.com

SATO Interactions Verify reservations with Confirmation: code (from Final Trip Itinerary screen) in www.virtuallythere.com (password: satotravel.com or profile email address) See VirtuallyThere SOP (Travel web site) Short-term travel (less than 36 hours in advance): Call SATO after authorization is approved 855 744-4657 (toll-free)

Final Trip Itinerary Lodging and Return Air

Expenses Enter all estimated expenses Non-Mileage, Mileage, Per Diem Establishes should-cost estimate Allowed expenses: See JTR Appendix G Mileage expenses: driving own POV To destination: Constructive Travel Worksheet required (new) Reimbursement limited to cost of airfare (new) Use Defense Table of Distance To local airport: Airport parking limit (Parking cost must not exceed taxi cost going to and returning from airport) Shuttle cost is limit for parking at SJC ($105), SFO ($125) Drop-offs Family member allowed round trip going and returning

Non-Mileage Expense Types

Non-Mileage Expenses Limited to round-trip taxi fare.

Mileage Expenses (Driving own POV) POV Rate $.51/mi as of 1/1/2011

Constructed Travel Worksheet

Expenses (cont d.) Per-diem Entitlements Edit for leave, meals provided, actual lodging, nonduty days M&IE 75% on first and last day Reduced when meals provided Conference Registration Fees should be paid for with departmental purchase card or personal credit card, NOT GTCC. Approved form SF182 required for conf. attendance Personal credit card payment must be claimed on a form SF-1164 (Claim for Reimbursement) May NOT be reimbursed on travel voucher

Per Diem, M&IE, Leave, etc. To change these entries, click on Edit for the desired day.

Accounting Select Line of Accounting (job order) Can select more than one (split accounting) Allocate expenses if more than one LOA Allocate by date or expense category DO NOT allocate by dollar amount or percent (broken) If LOA is from another organization Not visible to traveler or ODTA Put LOA number in Comments to AO on Preview Screen Financial Analyst will find LOA and insert into TA Travel vs. Labor Labor must come from same LOA(s) as travel funds Exceptions must be noted on time sheet

Lines Of Accounting (Job Orders) LOA from another organization

LOA Selected

Additional Options Access to DTS profile Traveler can update GTCC, EFT info and TSA Secure Flight info Partial Payments TDY over 45 days Makes payments every 30 days Advances Available for non-card holders only GTCC holders use ATM for advance Get PIN from CitiBank

Open DTS Welcome page, click Traveler Setup, then Update Traveler Profile. Once profile is open, click My TSA Information

Other Authorizations/Pre-Audit Preview document Comments to Authorizing Official LOA number from another organization Enter detailed justification for audit flags (not auth, ok, or mission essential ) Non-contract flights Actual lodging Larger rental cars Click Submit Completed Document

Other Authorizations Add Other for justification for not using SVTC or web communications

Add Other Authorization

Added Justification

Pre-Audit

Pre-Audit (not using _CA/YCA)

Signing Travel Authorization

Request Assistance This message to SATO is preformatted. You may change it to say anything you want. THE WORDS CTO, please assist MUST REMAIN IN MESSAGE Example: CTO, please assist, please find me a cheaper flight, or request UA137 at 1135. Include flight number and time.

Fly America Act Must use US airline (or code share) if available If US available, foreign airline not listed Exceptions Extend travel by 24 hours Wait 4+ hours or extend trip by 6+ hours Eliminate 2+ aircraft changes If foreign flight > 3 hrs and US at least twice that US first class only and foreign is < first class If you use foreign airline illegally, you will not be reimbursed Use of foreign airline must be justified in Pre-Audit

Excursion Fare Flights Must be available to the general public Find these on airline or travel agency (Expedia) web sites You may select these flights if cheaper than gov t fare, BUT Excursion fares, usually with with 21-day advance purchase U.S. airlines and/or code shares Must request SATO to reserve (note to CTO in TA) Must have AO approval in authorization Must call SATO after approval to buy ticket (within 24 hours of making reservation) Non-refundable (gov t will reimburse if trip cancelled) $150 change fee! (gov t will reimburse if trip changed) Use should result in lower overall trip cost Traveler should be reasonably sure that trip will take place

Excursion Fare Savings FY-12 Contract City-Pair Flights from Monterey vs. Excursion Fares (Approximate costs) DESTINATION Airline Contract R/T Excursion R/T Savings ALBUQUERQUE United 1480 350 1130 ATLANTA Delta 1450 300 1150 CHICAGO American 750 350 400 DENVER United 1550 300 1250 LAS VEGAS United 730 230 500 SAN ANTONIO United 1100 320 780 SAN FRANCISCO United 1400 615 785 SEATTLE United 1220 400 820 TOKYO United 1520 900 620

Contract City Pairs (One way fares): Baltimore: $699.00 Dulles: $872.00 New for FY2012: DCA is the default airport and is NOT a contract city-pair airport Travel to Washington, DC, in FY-12

Premium Class Travel No First Class President, NPS, then Director, Navy Staff (OPNAV) must approve all business class travel. Forms on Travel web site Total travel time > 14 hours Going only, not authorized on return trip Does not apply to foreign airline flights which only have first and business class. Ok to upgrade using frequent flyer miles Frequent flyer miles belong to the traveler and may be used for any purpose

Other Recent NPS Changes If you have rental car, you cannot be reimbursed for public transportation If TDY not starting/ending at PDS, must have Comptroller review Need Deputy Comptroller approval: Personally-procured airline tickets Repeat offenders will be recommended for disciplinary action Not using DTS when renting car

Hotel Tax Exemption Limited state tax exemption info is at GSA SmartPay web site https://smartpay.gsa.gov/about-gsa-smartpay/taxinformation/state-response-letter Always ask hotel to give you tax exemption Hotel may refuse to exempt tax Google forms for each city/county/state If tax is charged, it will be reimbursed as a nonmileage expense only in the U.S. In foreign countries, it is part of per diem

Gov t Travel Credit Card Patricia Freeman APC

Government Travel Credit Card All eligible travelers must have and use GTCC for airline, hotel and rental car payments APC is Patricia Freeman, 3211, He-038 Takes 7-10 days Central Billed Account (CBA) (air fare only) used for travelers who are: Credit risks, foreign nationals, over credit limit. Use personal card or advance for other charges Use card only for travel expenses Cards will be deactivated between travels (<12/yr) If your GTCC account is overdue (60 days,) your card will be suspended, and you may not travel

Government Travel Card Policy Travel and Transportation Reform Act of 1998 Mandates the use of the travel card DoD Financial Management Regulation, Vol. 9, Chapter 3. States that the use of the Government Travel Card is mandatory while on official travel. Patricia Freeman is the NPS Travel Card APC - (Activity Program Coordinator) and is responsible for ensuring that NPS travelers are following DOD and Navy policy

Travel Card The Travel Card is also referred to as an IBA Individual Billed Account or the GTCC Government Travel Charge Card Payment of the IBA is the responsibility of individual travel charge card holders There are two types of IBA s, Standard and Restricted

Standard Cards Minimum credit score of (660) Total Credit limit (monthly Cycle) $7500, cash limit of $665 Credit limit can be temporarily increased to $10,000 by the NPS APC, as necessary Billing statements mailed to cardholders address Split disbursement mandatory

Restricted Cards Minimum credit score of 500-659 required or cardholder refuses credit check Total Credit limit (monthly Cycle) $4000, cash limit of $365 Credit limit can be temporarily increased to $7,500 by the NPS APC, as necessary Billing statements mailed to cardholders address Split disbursement mandatory

GTCC de-activation Infrequent travelers will have an OPEN GTCC card in an inactive mode A frequent traveler is someone who travels 12 times a year. Frequent travelers will be active for remainder of the year

GTCC de-activation If a customer has upcoming travel, the customer needs to contact the APC to ensure the card is active for the duration of the trip Upon customers return the card will be deactive until the next trip

GTCC de-activation For more information please see our Travel Card website for the most frequent asked questions http://www.nps.edu/services/travel/travel Card/index.html

Centrally Billed Account (CBA) The CBA is a variation of the travel card, under the DoD travel card program. The CBA is a method of payment for airfare expenses only. The APC is the cardholder The CBA is designated for use by invitational travelers, foreign national students, and those who are not eligible for the IBA Customers with an IBA cannot be placed on the CBA

Split Disbursement MANDATORY for all military personnel and civilian employees. Per Secretary of Defense Office and Assistant Secretary of the Navy Financial Management & Comptroller (ASN-FM&C) memos MILPERS as of April 23, 2003 CIVPERS as of August 10, 2004 Purpose Prevent card suspension Keep members mission ready Help meet 1% delinquency goal

Split Disbursement

DTS Features Split disbursing is automatic for all air, lodging and rental car charges to the GTCC It is mandatory for all GTCC charges (e.g., meals) DFAS pays total credit card expenses in DTS to Citi If voucher not split disbursed properly, it will be returned to the traveler Payment Totals Add other credit card charges for payment to Citi Add l GOVCC ATM: ATM advances Add l GOVCC Amt: All others, such as prorated part of rental car, meals, hotel movies, minibar, etc. Any GTCC charge that is NOT listed as an expense

Delinquency Management Split Disbursement. Is a direct payment from DTS to CITI. It is important to ensure expenses are being routed correctly to their GTCC. Ways to obtain your account balance Keep all receipts, Call the 800 # on the back of the card Contact the APC Self register your account at https://home.cards.citidirect.com/commercialcard/cards.html

Delinquency Management Delinquency Timeline Current Suspended Cancelled Charge Off 0 to 60 days travel File Claim Receive Bill Mission Critical 30 days past due 61 to 120 days No New Charges 1 st late fee @ 75 days 121 to 365 days Salary Offset Cannot transfer CH has to use personal card or cash advance 366 days Citi and DFAS reviews account Sent to outside collection agency Navy no longer responsible Affects Members credit rating

Q&As Q:What happens when and if my credit card declines? A:Contact your APC to research the declined code, we may have to enter activation dates or increase your limit. If your card declines outside of business hours call CITI directly for further assistance. Q:What if you make a payment on a charge and it is later determined that is should have been covered on the voucher? A: Your GTCC will then have a credit balance and you may call CITI for the credit check to be mailed to you. CITI # (800)200-7056

Q&As Q: Making airfare changes when the authorization is approved and ticketed A: Please ensure once your authorization is completed that the airfare/routes chose are your final decision. If a change has to be made, please contact your APC to check your available credit in order to prevent your card from declining. Q: I have travel reservations and my account is suspended how do I get ticketed? A: We have implemented the no pay no travel policy. It is the customers responsibility to ensure the account is in a current status and paid off. Suspended accounts cannot be re-opened until a payment is made.

Travel Vouchers Mary Aguilar NPS Travel Officer

Vouchers Create Voucher from Authorization within five business days of return from travel Change itinerary dates if required Change estimated charges to actual charges Add expenses not on authorization Create expenses from a GTCC transaction

Create Voucher

Edit Dates, Other Info

Edit/Add Location

From Trip Summary Edit Rental Car Cost Total from receipt

You can see your Citi charges by clicking here Edit Each Expense

Other Features Split disbursing is automatic for all GTCC air, lodging and rental car charges It is mandatory for all GTCC charges DFAS pays total credit card bill to Citi If voucher not split disbursed properly, it will be returned to the traveler Payment Totals Add other credit card charges for payment to Citi Add l GOVCC ATM: ATM advances Add l GOVCC Amt: All others, such as prorated part of rental car, meals, hotel movies, minibar, etc. Any GTCC charge that is NOT listed as an expense

Voucher Receipts Click on Expenses, then Substantiating Records Print out fax cover page or attach PDF file You are required by JFTR/JTR to fax (or scan and upload) all lodging receipts and other receipts of $75 or more (including airline ticket receipts) to DTS. No other receipts need to be attached to your voucher in DTS Airline Ticket Receipt Use SATO s VirtuallyThere.com, or Ask for ticket receipt card at airline counter Receipts kept in DTS for 6 years and 3 months

Voucher Pre-Audit Enter explanations for amounts on Payment Totals screen

Vouchers Sign voucher (Only the traveler can sign a voucher) Travel Office assistants only can T-ENTER a voucher, if the traveler signs a 1351-2 (hard copy voucher with all expenses claimed) All vouchers are approved in the Travel Office Supplemental Create a voucher amendment For charges you left off original voucher Just add additional charges and sign Voucher will be flagged in Pre-Audit if >15% over Travel Authorization estimate Disagree with Certifying Officer decision? Appeal IAW FMR Vol 9, Ch 8, para 0807

DUE US Travel related debt results from a voucher overpayment e.g., airfare refunds, post payment reviews, etc. Submit an amended voucher as soon as you receive notification of an overpayment When the amended voucher is approved, DTS will identify the record as a DUE US When you receive a DTS email notification, you must submit a check for the amount due, made out to the US Treasury. Instructions will be in the email. If payment is not made within 30 days, the record is sent for Payroll Collection Payments can be set up by Mary Aguilar, the Debt Management Monitor

Voucher Checklist Are Legible Receipts Attached to the voucher (PDF) Hotel Receipts (must be a detailed receipt) foreign country?-is the currency rate annotated on the receipt or is the rate from www.oanda.com attached? Are the taxes included with the lodging rate? An online booking receipt (e.g., Travelocity) is it a detailed receipt is the traveler asking for reimbursement for combined taxes and fees? Rental Car Receipts $75 or over (not rental car agreements) Was there an authorized upgrade? Airfare Receipts (eticket receipt from www.virtuallythere.com) Any Expense $75 and over

Voucher Checklist Cont d Are ATM fees reimbursed only for use with the travel card, not personal? Baggage fees only authorized for Military Travelers? If a Civilian is claiming a baggage fee, has the AO authorized it as Mission Related for government equipment? Is actual lodging authorized by the AO on the AUTH, if traveler is claiming lodging over the per diem rate? Request AO approval. Does the itinerary in the voucher match the itinerary in the AUTH? If not, did the AO authorize variation of travel? Request approval. Did the traveler justify why the travel was necessary and could not be accomplished by SVTC or other communication media? Was a rental car authorized in the AUTH? Was it purchased through SATO? If not, was it approved by the Deputy Comptroller?

Voucher Checklist Cont d Were official phone calls authorized and certified by the AO? If not, request approval Is the reimbursement more than 15% of the authorized reimbursement? Request approval. Did the travel begin and end at the traveler s duty station or primary residence? Did the traveler purchase the airfare through SATO? If not, was it approved by the Deputy Comptroller? Did the traveler use a foreign carrier? Was it justified in the AUTH? Did the traveler do the split disbursement in the voucher?

DTS Administrators Lead DTA Nick Pavlina toll free 866 817-5245 x170 Financial DTA Regina Panis 3139 Travel Officer Mary Aguilar 3600 Govt travel card Patricia Freeman 3211 DTS Training Jim Egerton 3192 Help Desk Tom Krieger/Bill Rhodes/Melanie Mitchell/Chelsea Palmer toll free 866 817-5245 x2 (DTSHelpDesk@nps.edu) Listed under NPS Travel DTS HelpDesk

Help DTS Document Preparation Manual chapters are available at NPS Travel web site DTS has help screens at all levels Help for this Screen at top right Tier II Help desk in San Diego Register for a DTMO Passport account On-line web-based training, distance learning courses, excellent live demos Monthly classes provided at NPS for users and travel administrators On-call training for AOs and SPFAs

Passports and Visas Monique Resquir Passport Agent

Official Passports ALL travelers authorized TDY to foreign countries, MUST have an official passport Applications for official passports can be submitted 12 months prior to foreign travel Allow 6-8 weeks to obtain an official passport An expedited passport can be requested, if necessary Contact Monique Resquir, Passport Agent to request all visas and official passports - mlresqui@nps.edu

Expediting Passports An Expedite Memo signed by the President can facilitate getting an official passport issued in less time Departure for TDY must be within 30 days Justification is required Duplicate Passports May be an option for travelers who have back-to-back travel Travel on one passport/request Visa on the duplicate Memorandum identifying possible foreign countries is required for obtaining duplicate passport

Visas Visa requirements are country specific and are outlined in the Foreign Clearance Guide The passport agent will refer to the Foreign Clearance Guide to verify all passport/visa requirements Visas must be requested in advance Processing time for visas average about 30 days Certain countries can take up to 3 or 4 months Contact the Passport Agent ASAP

Bahrain: Official Passport required Visa Issued upon entry at the NSA Immigration Office Japan: Official Passport required Visa Not required for stays of less than 90 days SOFA stamp is required and is placed in individual s passport by Japanese Immigration Guam: TDY civilian personnel may travel to Guam on proof of US Citizenship and orders. Italy: Official Passport required Visa Not required for stays of less than 90 days Spain: Official Passport required Visa Not required for personnel on TDY travel

Country Clearances Official travel to most foreign countries requires a Country Clearance and/or Theater Clearance. Requests must be entered by the Travel Office in the APACS system at least 30 days prior to departure date. Contact the Passport Agent for the questionnaire specific to the country Contact the Security Office for all training trainings for the travel

DO NOT PROCEED ON TDY WITHOUT A COUNTRY CLEARANCE APPROVAL The Security Office or the Passport Agent will keep you updated on the status. All of your training must be completed before the Security Office will release the request for approval. DO NOT ASSUME APPROVAL!