DTS User Training

DTS User Training
DEFENSE TRAVEL SYSTEM
Course Outline
• Introduction—Handouts
– DTS Trifolds
– Slides, for taking notes
– Others
• Travel Authorization
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Itinerary, reservations
Gov’t Travel Credit Card (GTCC)
Expenses (Estimated)
Hands-on exercise
• Travel Voucher (Claim)
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Itinerary changes
Costs (Exact)
GTCC charges paid to CitiBank (Split Disbursing)
Receipts
Hands-on exercise
Travel Regulations (7/1/09)
• 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
regulations
• JTR/JFTR Appendix G lists allowable miscellaneous
expenses
• JTR/JFTR Appendix P concerns government contract
city-pair flights -- recent changes
• These are all available on NPS Travel web site at
http://www.nps.edu/Services/Travel/ under Rules and
SOPs
Document Types
• Create Travel Authorization in DTS before you
go
– Makes reservations directly with airlines, cars, hotels
• But not government quarters
– Enter estimated expenses
– This creates “should-cost” estimate
– 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 card with PIN number to log in
• NPS Travel Web Site:
– http://www.nps.edu/Services/Travel
• Traveler’s Profile entered by ODTA
– Profile Form at
http://www.nps.edu/Services/Travel/Documents/TravelProfile.pdf
DTS Organization
• Organizations and groups based on dept.
• Example: DN6063134
– D: DoD
– N: Navy
– 60: U.S. Fleet Forces Command
– 63134: FNMOC UIC
• Your Organizational Defense Travel
Administrator (ODTA) can see documents
for all travelers in the group
FNMOC Organizations
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FRNT
005
0007
N1
TRNG
N3
N4
N5
POPS
N6
N8
Front Office
Comptroller
Security
Admin
Training
Operations
Logistics
HPC operations
POPS Program
ITSD
Requirements & Assessments
Hands-on Exercise
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Creation of a travel authorization
You are logged into a training account
Open DTS
Click
, then
Click
at bottom of Privacy/Ethics
Select
– “Official Travel”
– “Authorizations/Orders”
Create an Authorization
Verify Profile
On first authorization:
1. Verify/change address info
2. Verify/change account info
3. Click on “Update Pers. Info”
Access Profile
• New feature, effective in DTS 7/17/10
• Click on
– Traveler Setup, then
– Update Personal Profile
• Changes do not affect existing travel
documents, only those created after the
change is saved
First Part of Itinerary Screen
Itinerary
•
Starting Point (home or work)
–
Must be official primary residence or workplace
•
Travel dates
•
Trip Type
– Routine, Permissive , Househunting, and Special
Circumstances (29 new, rarely used, types)
• Trip Purpose
– Conference Attendance
• attend only
– Speech or Presentation
• present at conference
•
Trip Description
– Be specific (dates, times, places)
(Do Not Use Quotes)
Itinerary cont’d
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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
Auth exercise: STOP HERE.
DO NOT CLICK SAVE YET!
Airline Reservations
• Travelers must make airline reservations
in DTS
• Pick flights and select seats
• GSA “City Pair” contracts mandatory
– Monterey has 21 contract destinations
• See handout
– SATO assists, stamps “CTO BOOKED”
• SATO buys tickets 3 days before travel
– Stamps document “CTO TICKETED”
Reservation Refresh
• Flights confirmed when selected (book as you go)
• Flights displayed in tab order:
– _CA GSA Contract w/Limited Avail. (only 5 from Monterey)
• Mandatory when available (as of 10/1/09)
• Not upgradable to business/first with freq flyer miles!
• If available, YCA fares on same flights are not shown
– YCA GSA Contract Airfare (21 city-pairs from Monterey)
• Use of contract airline is mandatory
– DG Other Gov’t Airfare (“me too” or connecting/combining
GSA fares)
– Other Airfare (general public, reimbursable, expensive)
– AltGSA city-pair (_CA, YCA) avail at airport within 80 miles
of trip origin (San Jose) or destination (use is optional)
• Flights from San Jose are cheaper than those from Monterey
Non-Government Rate Flights
• Must be available to the general public
– Find these on airline or travel agency (Kayak) web sites
– You may select these flights if cheaper than gov’t fare,
BUT
• Excursion fares, usually with with 21-day advance purchase
• Must buy ticket within 24 hours of making reservation
• Non-refundable (gov’t will reimburse traveler if trip cancelled)
• $150 change fee!
• Use should result in lower overall trip cost
• Traveler should be reasonably sure that trip will take place
• Must have AO approval in authorization
• Must call SATO after approval to buy ticket
• If contract city-pair airline offers same fare, must use that
airline
– Example: Monterey-Denver excursion: ~$395 round trip
• One-way gov’t contract fare is $375 + security fees ($771.40 r/t)
“Default” Airport
MRY-DCA
is not a
contract pair
Click and Search
to show
Alternate Airports
Select this and
Search to sort
flights by price
Show Alternate Airports
GSA Contract Flights
MRY-BWI
is a contract
city pair
Again, select this
to sort
flights by price
NOTE: DTMO says
not to use seat map,
but to contact airline
after reserving flight!
HINT: Look at
www.seatguru.com
for seat layouts.
www.seatguru.com
TSA Secure Flight Program
• DTS collecting new personnel data
– Full middle name
– Date of birth
– Gender
• Program installed in DTS on 25 Sept 2009
• Fully effective 1 Nov 2010
• Full name on boarding pass must match state or
government ID used at airport security
• New 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
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.
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
– Tell car company about leave days.
• No gov’t insurance while on leave
– Traveler must pay for car during leave days
– Ref: DoD FMR Vol 9 Chap 4 para 040703
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
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
Final Trip Itinerary – Lodging and Return Air
Authorization exercise: Now click “Save and Proceed,”
then enter air, car and hotel reservations.
SATO Interactions
• Verify reservations with “Confirmation:”
code (from Final Trip Itinerary screen) in
www.virtuallythere.com (password:
satotravel)
– See VirtuallyThere handout
• Short-term travel (less than 24 hours in
advance):
– Call SATO after authorization is approved
– 831 372-5232
Premium Class Travel
• No First Class
• Commander USFF, via CNMOC, must approve
all business class travel.
– Travel time > 14 hours
– Going only, not authorized on return trip
• Does not apply to flights OCONUS 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
Automatic Cancellation
• If Auth not Signed/Approved, your reservations
will be cancelled
– Book as you go holds segment immediately, but…
– Vendors can’t hold space indefinitely
• System prompts user to sign after PNR saved
• System will send email warnings
• Cancellation timing varies as per DTS “Six
Rules of Auto-Cancellation”
• ** Bottom line – Promptly Sign and Approve
Auth **
BQ Reservations
• Military members must request gov’t quarters
reservations in comment box to SATO
– Include
• Name of Base
• Name of Command working with
• Rank/Grade
• CC# and expiration date
• SSN
• Alternative: make them yourself
– Go to www.housing.navy.mil
• Civilians are encourage to utilized gov’t quarters when
available as a cost saving measure, although not
required.
Government Travel Credit Card
• All eligible travelers must have and use GTCC
for airline, hotel and rental car payments
– APC is Tanya Williams
– Takes 7-10 days
• Use card only for travel expenses
Update GTCC Exp. Date
GTCC cont’d
• Europe uses new chip and PIN technology
• They may refuse your GTCC. If so:
– “GTCC cardholders traveling in Europe
should ask cashiers to swipe cards and follow
the screen prompts to complete the
transaction. For more information, please
contact Citi customer service at 1-800-2007056”
Expenses
• Enter all estimated expenses
– Non-Mileage, Mileage, Per Diem
– Establishes “should-cost” estimate
• Allowed expenses: See JTR Appendix G
– Airline charges to check baggage are allowed
• Mileage expenses: driving own POV
– Airport parking limit (Parking cost must not exceed
taxi cost going to and returning from airport)
– Constructive travel
– Use Defense Table of Distance
Non-Mileage Expense Types
Non-Mileage Expenses
Limited to
round-trip
taxi fare.
Non-Mileage Expenses
• Laundry reimbursable in CONUS (48 states) only
– Civilian must be gone at least 4 nights
– Military must be gone at least 7 nights, allowed avg. $2/day
• Hotel tax reimbursable in U.S. only
– Foreign country room tax included in lodging rate
• If you got ATM advance, claim service fee
• Airport parking may not exceed taxi fare to and from
airport
• Civilians may not claim tips for personal baggage
– Tips for gov’t. equipment ok
• Allowed expenses in JTR/JFTR Appendix G
Mileage Expenses (Driving own POV)
•POV Rate $.50/mi
as of 1/1/2010
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.
– Purchase card requires creation of a form SF-182
– Personal credit card payment can be claimed on
voucher or form SF-1164 (Claim for Reimbursement)
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, percent, or expense category
• DO NOT allocate by dollar amount (broken)
• If LOA is from another organization
– Not visible to traveler or ODTA
– Put LOA number in “Comments to AO” on Preview
Screen
– Approving Official will find LOA and insert into TA
Lines Of Accounting (Job Orders)
LOA from another organization
LOA Selected
End-of-Year Accounting
• FY-10 travel approval cut-off date in DTS:
– 12 August 2010
– ONLY emergent travel will be approved
• Executive Officer must approve exceptions
• FY Crossover travel
– Complete document through FY-11 end date, make
reservations, then change end date back to 30 Sept
• NOTE: All airfare is expended on first day of travel
– When FY-11 LOA available, add it as second LOA, prorate by
date, then amend TA to end in FY-11
– Guidance will be promulgated by Comptroller Office/LDTA
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
– Card holders use ATM for advance
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
Pre-Audit
Signing Travel Authorization
Routing Lists
• Authorizations are routed as follows:
– Preparer stamps SIGNED, which adds routing list
and starts routing
– SATO checks reservations and stamps
CTO BOOKED
– Dept Head checks and stamps REVIEWED
– AO stamps APPROVED
– STARS obligates funds and stamps
POS ACK RECEIVED
– Three days before travel, SATO buys tickets and
stamps CTO TICKETED
Changes
• Adjustments (before approval): Select view/edit
• Amendments (after approval): Select amend
– Do not amend reservations while traveling—
contact airline/rental car company/hotel directly
• If SATO comment says cheaper flight available:
– Adjust TA, open Rental Car comment, state your
desires about flight change.
– (Air travel comment box to SATO is not working)
Cancellation
• Cancellation
– Cancellation procedure trifold in your handouts
• If authorization has not been signed
– Click “remove”, cancel any reservations inside TA by
clicking “cancel” for each
Cancellation cont’d
• If authorization is signed
– Click “trip cancel”, select “No Expenses Incurred”, then resign TA
– Will be routed to AO for cancellation
– LOA obligation will be cancelled
Cancellation cont’d
• If authorization has been ticketed
– “No expenses were incurred” will be blanked
out
– Create and sign $0 voucher
– Once stamped CANCELLED, ticket will
automatically be submitted for refund
– DTS thinks CTOs charge a service fee for
cancelling tickets, but SATO does not. (Yet.)
Cancellation cont’d
• If authorization has been ticketed, and
departure date was more than 30 days ago
– DO NOT use “trip cancel” procedure
• Cancel reservations in TA,
• Put comment to AO stating “Trip cancelled, no expenses
incurred.”
• Sign TA
– Clicking “trip cancel” after ticketing prevents selecting
“No Expenses Incurred”
– Once SPFA or AO stamps CANCELLED, ticket will be
submitted for refund
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
Edit Rental Car Cost
From Trip Summary
Total from receipt
Edit Each Expense
You can see your Citi charges
by clicking here
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
• 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
• 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
• Receipts will
– Be available to AO
– Stay 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)
• Vouchers are approved in the
Comptroller’s Office
• Supplemental—Create a voucher
amendment
– For charges you left off original voucher
– Just add additional charges and sign
Travel Program Administrators
•
Lead DTA – Barry Kevin 831-656-4384
•
Financial DTA – Ryan Stitt 831-656-4664
•
Govt travel credit card – APC
–
•
DTS Training—Jim Egerton 656-3192
–
•
Tanya Williams 619-767-7476, DSN 277
jegerton@nps.edu
Cell 277-0622
DTS Help Desk – follow contact information
on DTS website
Help
• DTS Document Preparation Guide chapters are
available at NPS Travel web site
• DTS has help screens at all levels
– “Help for this Screen” at top right
• 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
Questions?