Defense Travel System

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DTS User Training Course Outline IntroductionHandouts Travel Authorization ItineraryReservation Refresh Govt Travel Credit Card (GOVCC) Expenses Hands-on exercise Travel Voucher (Claim) Itinerary changes Costs GOVCC Charges Split Disbursing Receipts Hands-on exercise Getting help Preliminary Rules governing travel: Joint Travel Regulations (JTR) (Civilians)/ Joint Federal Travel Regulations (JFTR) (Military) Rules: Appendix O, Allowed expenses: Appendix G Create Travel Authorization in DTS before you go Make reservations on-line, creates should-cost estimate Upon return, create Travel Voucher to get reimbursed List actual expenses, submit required receipts Web Site References DTS Web site: http://www.defensetravel.osd.mil/dts/site/index.jsp CAC card, with PIN number to log in NPS Travel Web Site: http://www.nps.edu/Travel/index.html Travelers self-register in DTS. Instructions at: http://www.nps.edu/Travel/documents/SelfRegister-2007.pdf DTS Organization Organizations and groups based on dept. NPS Org 06 (GSOIS) =
DTS Org DN2262271<b>06 CS dept = DTS Group CS Your Organizational Defense Travel
Administrator (ODTA) can see documents
for all travelers in the group NPS Organizations 00 President 01 Provost 013 Library 03 Academic Affairs 04 SIGS 06 GSOIS 07 GSEAS 08 GSBPP 09 Research 21 Comptroller 23 Safety Office 24 Institutional Adv. 25 Info Technology ITO Invitational Travel
Orders--CBA TRAC Create an Authorization Verify Profile On first authorization: 1. Verify/change address info
2. Verify/change account info 3. Click on Update Pers. Info First Part of Itinerary Screen Itinerary Starting Point (home or work) Travel dates Trip Purpose and Type Type: Routine, Permissive * , Househunting * ( * These no-cost trip types must have an LOA. Use LOA 09 NO COST) Trip Description If attending a conference, enter specific details
(name, dates, location, and whether you are a
presenter or a participant.) Itinerary contd Method of travel and time of departureure 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 Yes to Select a Follow-on TAD Location Part D - Check to get Rental Car and Lodging Select Commercial Air, then departure Time DO NOT USE Airline Reservations Travelers must make airline reservations
in DTS Pick flights and select seats GSA City Pair contracts mandatory Monterey has 27 contract destinations SATO assists, stamps CTO BOOKED SATO buys tickets 3 days before travel Stamps document CTO TICKETED Reservation Refresh Flights priced and displayed based on Itinerary Flights confirmed when selected (book as you go) Flights displayed in tab order: GSA contract w/limited availability or GSA contract Other Govt Airfare (me too or connecting/combining GSA fares) Other Airfare (unrestricted) Alternate GSA (GSA city pair to airport 80 miles within destination then departure airport) Airline Reservations contd Verify reservations with Confirmation:
code (from Final Trip Itinerary screen) in www.virtuallythere.com (password: satotravel) Short-term travel (less than 24 hours in
advance): Call SATO after authorization is approved 831 372-5232 Default Airport MRY-DCA is not a contract pair Click to show Alternate Airports Select this to sort flights by price Show Alternate Airports GSA Contract Flights MRY-IAD is a contract city pair Again, select this to sort flights by price 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. Premium Class Travel No First Class President, NPS, then Director, Navy Staff (OPNAV) must approve all business class travel 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 Rental Car Reservations Must make car reservations in DTS Must pay for car with GOVCC Use of a government contract rental car is allowed while on leave during temporary duty travel Government insurance is NOT in force 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 Call conference hotel Must pay for hotel with GOVCC Actual lodgingwhen hotel costs more
than allowed lodging rate Special events, conference hotel Requires justification in Pre-audit section Select Type of Room BOQ Reservations You must request BOQ, BEQ reservations in comment box to SATO Include Base Command Rank CC# and expiration date SSN Alternative: make them yourself Go to www.housing.navy.mil Airline Summary and Method of Payment Rental Car and Lodging Summary Final Trip Itinerary Air (going) Conf. code for www.virtuallythere.com Final Trip Itinerary Car and Lodging Final Itinerary Air (returning) Auto-Cancellation If Auth not Signed/Approved, PNR will be cancelled Book as you go holds segment immediately, but Vendors cant 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 ** Six Auto-cancellation rules 1. Un-Signed Auth/PNR created 4 or more days before departure cancelled after 24 hours 2. Un-Signed Auth/PNR created 3 days before departure cancelled 24 hours before departure 3. Un-Signed Auth/PNR created 2 days before departure cancelled 12 hours before departure 4. Un-Signed Auth/PNR created 1 day before or day of departure cancelled after 2 hrs 5. Un-Approved Auth/PNR cancelled 6 hrs before departure 6. Un-Approved Auth/PNR signed within 6 hrs of departure will not be cancelled Government Travel Credit Card All travelers must have and use GOVCC for airline, hotel and rental car payments APC is Patricia Freeman, 3211, He-038 Takes 7-10 days Comptrollers Central Billed Account used for travelers who are credit risks Personal card or advance for other charges All CBA travel done in Travel Office only Use card only for travel expenses Travel Card contd 30 Nov 2008: GOVCC contract changes
from Bank of America to CitiBank New Citi cards were mailed to BofA card
holders in August Both cards will automatically be put into
your DTS profile before the cutover date Use BofA card only until midnight 29
Nov, Citi card only as of 0001 30 Nov. Expenses Enter all estimated expenses Non-Mileage, Mileage, Per Diem Establishes should-cost estimate Allowed expenses: See JTR Appendix G New airline baggage charges: see announcement on http://www.nps.edu/Travel 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 Expense Types Non-Mileage Expenses Mileage Expenses (Driving own POV) Expenses (contd.) Per-diem Entitlements Edit for leave, meals provided, actual lodging, non- duty days M&IE 75% on first and last day Reduced when meals provided Conference Registration Fees should be paid for by departmental purchase card, NOT GOVCC. Conference attendance is a business expense, not a travel expense Requires creation of a form SF182 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 Financial Analyst will find LOA and insert into TA Lines Of Accounting (Job Orders) LOA from another organization LOA Selected Additional Options Access to DTS profile Traveler can update GOVCC and EFT 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 Pre-Audit/Sign Preview document Comments to Authorizing Official LOA number from another organization Enter justification for audit flags Non-contract flights Larger rental cars Click Submit Completed Document Other Authorizations Pre-Audit Routing Lists Authorizations are routed as follows: Preparer stamps SIGNED, which starts routing SATO checks reservations and stamps
CTO BOOKED SPFA checks LOA/funds 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/hotel directly Cancellation New procedure as of 27 Sept 2008 Cancellation procedure trifold in your handouts Procedure varies depending on routing list status Cancellation contd Authorization not signed Click remove, cancel any reservations inside TA by clicking cancel for each Authorization signed and in routing Click trip cancel, select No Expenses Incurred, then re-sign TA Authorization ticketed (Navy procedure) Cancel reservations in TA, put comment to AO stating Trip cancelled, no expenses incurred, then sign TA Clicking trip cancel after ticketing prevents selecting No Expenses Incurred Hands-on Exercise 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 Vouchers Create Voucher from Authorization within
five 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 GOVCC transaction Create Voucher Edit Dates, Other Info Edit/Add Location From Trip Summary Total from receipt Edit Rental Car Cost Edit Each Expense You can see your Visa charges by clicking here Other Features Split disbursing is automatic for all GOVCC air,
lodging and rental car charges It is mandatory for all GOVCC charges DFAS pays total credit card bill to Bank of America Payment TotalsAdd other credit card charges
for payment to BofA Addl GOVCC ATM:ATM advances Addl GOVCC Amt:All others, such as prorated
part of rental car, meals, hotel movies, minibar, etc. Any GOVCC charge that is NOT listed as an expense Voucher Receipts Click on Expenses, then Substantiating Records Substantiating Records Print out fax cover page You are required (by DoD FMR and NPS Inst
4650.4G) 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 Vouchers Sign voucher (Only the traveler can sign a
voucher) Most vouchers are now approved in the
Travel Office SupplementalCreate a voucher
amendment For charges you left off original voucher Just add additional charges and sign Hands-on creation of Travel Voucher DTS Documents Authorization You make your own reservations Voucher from Authorization Traveler must sign own voucher Local Voucher (DTS version of SF 1164) For one-day trips in local area Mileage and tolls only Mileage must be minus daily commuting distance DTS Administrators Lead DTANick Pavlina 3600 Financial DTARegina Panis 3139 Travel OfficerLinda Bittner 2984 Govt travel cardPatricia Freeman 3211 DTS TrainingJim Egerton 3192 Help DeskTom/Ursula/Melanie toll free 877 477-2058 x2 ( DTS-HelpDesk@nps.edu ) Listed under NPS Travel DTS HelpDesk Help DTS Document Preparation Guide is available at NPS Travel web site DTS has help screens at all levels Tier II Help desk in San Diego On-line web-based training courses On-line travel document live demos Monthly classes provided at NPS for users and travel administrators NEW: Distance Learning classes available from DTS web site

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