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Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME T-101 Document Processing.

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Presentation on theme: "Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME T-101 Document Processing."— Presentation transcript:

1 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME T-101 Document Processing - AUTHORIZATIONS

2 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DTS T-101 CLASS OVERVEW Topic: DTS Document Processing-Authorizations Target Audience: Travelers – NDEAs - AOs (Any one who makes or approves travel orders) Time: minutes Pre-Requisites: None 2

3 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TECHNICAL ISSUES? AUDIO GAPS SLOW SCREEN CHANGES DISCONNECTS Exit class Close all other software applications Log back into class Check with local IT staff If problem persists call the DISA Help Desk:

4 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 4 SELECT: GUEST ENTER: FULL NAME + SERVICE/AGENCY INITIALS ATTENDANCE CREDIT Helen Smith/DTMO

5 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) COMMUNICATING IN CLASS 5

6 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRAINING OBJECTIVES Create an Authorization in DTS Complete a TDY trip itinerary Make travel reservations Enter estimated expenses Select Lines of Accounting Add or modify per diem entitlements Validate your EFT information Sign Authorization to route for approval 6

7 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Traveler/Clerk/NDEA creates auth in DTS Interface with CTO for lodging, rental car, & transportation AO stamps document APPROVED w digital signature Traveler receives completed authorization. May print if necessary Ticketing TDY DTS AUTHORIZATION PROCESS ATM advance, if required 7

8 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DTS HOME PAGE 8

9 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ACCESS AUTHORIZATIONS MODULE 9

10 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE NEW AUTHORIZATION/ORDER 10

11 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: ENTER DEPARTURE INFORMATION 11

12 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: DEPARTING DATE & TRIP TYPE 12

13 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRIP TYPE OPTIONS TDY Reimbursements Transportation and Lodging Mileage and Non-Mileage Meals and Incidental Special Circumstances Available as a Trip Type 13

14 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: TRIP PURPOSE & TRIP DESCRIPTION 14

15 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ITINERARY SECTION B: SELECT TRAVEL MODE & TIME 15

16 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ITINERARY SECTION C: ENTER TDY LOCATION 16

17 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: IDENTIFY OUTBOUND TRAVEL 17

18 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: IDENTIFY ADDITIONAL RESERVATIONS 18

19 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE ITINERARY: IDENTIFY RETURN TRAVEL 19

20 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CTO FULL ASSISTANCE SCREEN 20

21 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ITINERARY: SAVE AND PROCEED 21

22 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 22 Commercial transportation reservations Commercial lodging reservations can be secured via DTS or CTO BUT PER DoD POLICY JFTR/JTR ALL TRANSPORTATION RESERVATIONS THAT CAN BE MADE IN DTS SHOULD BE MADE IN DTS* *Even reservations completed by third parties Such as embassy staff DoD POLICY REGARDING USE OF DTS

23 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: SCREEN REVIEW 23

24 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: REQUEST ASSISTANCE 24

25 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: KEY POINTS 25 Results auto-sort under 5 tabs; based on DoD policy Results always open on left most tab with results Results can be resorted at any time Reservations can not be held indefinitely ALWAYS select tab 1 or 2 first; when flights available ALWAYS select from left most tab when possible Tab 1 and 2 flights NEVER require justification to an AO Tab 3 and 4 flights ALWAYS require justification to an AO

26 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) MOUSE OVER TABS TO SEE DEFINITIONS DTS TAB 1: GSA Contract w/ Limited Availability DTS TAB 2: GSA Contract Airfare DTS TAB DEFINITION Further discounted GSA city pair fare for Federal government employees on official business. Fare is fully refundable and changeable. Discounted GSA city pair for Federal government employees on official business. Fare is applicable to last seat available; fully refundable and changeable. ADDITIONAL INFORMATION DoD contracted discount city pair fares; priced lowest to highest Justification to AO NEVER required Seats are capacity controlled; estimated prices good only on the limited number of seats shown Tickets are fully refundable and changed without penalty; BUT (due to limited numbers) only a higher priced seat may be available when a change is executed DoD contracted discount city pair fares; priced lowest to highest Justification to AO NEVER required Seats are not capacity controlled; estimated prices good through the last seat open on the flight Tickets are fully refundable and may be changed without penalty until last seat is filled on the flight AIR RESERVATIONS: TAB 1 & TAB 2

27 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: TAB 3 & TAB 4 27 DTS TAB 3: Other Govt Airfare DTS TAB 4: Other Airfare DTS TAB DEFINITION Competitive fares offered by airlines which may include combined city pair fares in non-city pair markets; any fare chosen may require justification and approval by your Authorizing Official. Fares offered to the general public; refundable but may have advance purchase requirements. Selecting this fare requires justification and approval by your Authorizing Official. ADDITIONAL INFORMATION Flights always available ALWAYS requires justification to AO Flights may include government contracted segments Two (2) types of fares offered: - ME TOO competitive fares offered by non-GSA contracted carriers - CONSTRUCTED ROUTES which may include GSA contracted fare segments and non-contracted fare segments Flights always available ALWAYS requires justification to AO Flights are never government contracted Costs may be less than any other available GSA contracted City Pair fare; but selection for this reason may not be a viable justification It is the AOs responsibility to determine if a non- contracted government fare is approved for reimbursement or not

28 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: ALT AIRPORT INDICATOR 28

29 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: SCREEN DETAILS 29

30 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: SEATING CHARTS 30

31 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRAVEL/TICKET IDENTIFICATION INFORMATION 31

32 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AIR RESERVATIONS: COMPLETED 32

33 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) RENTAL CAR RESERVATIONS SCREEN 33

34 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) RENTAL CAR DEFAULT PARAMETERS DTS follows DoD policy for TDY travel: –Always sorted lowest to highest prices –Lowest priced vehicle is always first –Compact is always the default size Based on these defaults: –AO approval never needed for selection of first car –AO approval always needed for any car except the first –AO approval always needed for any car except lowest priced 34

35 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) RENTAL CAR: RETURNED RESULTS 35

36 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) RENTAL CARS: SELECT CAR OR REQUEST ASSISTANCE 36

37 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 37 BASE QUARTERS For Military Members On base quarters is required for: Military members performing duty on a DoD installation Non-Availability number required for reimbursement above the on-base lodging rate Military lodging reservations cannot be made in DTS Military traveler books reservations directly with base Booked reservations entered in DTS/Per Diem Entitlements For Civilian Employees AO cannot require civilians to stay in base quarters.

38 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) LODGING RESERVATIONS: OPTIONS AND INFO 38

39 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 39 LODGING RESERVATIONS: SELECT HOTEL

40 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) LODGING RESERVATIONS: ROOM SELECTION 40

41 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) RESERVATIONS: TRIP SUMMARY 41

42 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRIP SUMMARY: SELECT AIR OPTIONS 42

43 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRIP SUMMARY: SELECT RENTAL CAR PAYMENT OPTION 43

44 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRIP SUMMARY: SELECT LODGING OPTIONS 44

45 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRIP SUMMARY: FINAL TRIP ITINERARY - CONFIRMATIONS 45

46 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SIGNATURE REQUIRED WARNING 46 Your confirmed travel reservations will be cancelled in 24 hours if your Authorization remains unsigned. Reservations Traveler: SIGNED stamp AO: APPROVED stamp

47 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) NON-MILEAGE EXPENSES SCREEN 47

48 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) NON-MILEAGE EXPENSES DROP-DOWN 48

49 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADDING MORE MILEAGE EXPENSES 49

50 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) EXPENSES: ENTER MILEAGE 50

51 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENTS: SUMMARY 51

52 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM DETAILS: ADJUST DATE RANGE 52

53 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM DETAILS: ADJUST LODGING 53

54 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM DETAILS: CLAIM ACTUAL LODGING 54

55 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM SUMMARY: ACTUAL LODGING 55

56 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM DETAILS: DUTY CONDITIONS 56

57 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM DETAILS: MEAL PROVIDED 57

58 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM SUMMARY: MEAL PROVIDED 58

59 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) EXPENSES:SUBSTANTIATING RECORDS 59 HOW TO ATTACH RECEIPTS AND DOCUMENTS AS SUBSTANTIATING RECORDS IN DTS IS COVERED IN: T-102 Document Processing: Vouchers Check TraX for dates and times

60 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ACCOUNTING CODES – TRIP TOTALS Accounting Code required for all official DoD travel DTS Accounting Codes are called LOAs LOAs are usually adjusted by an AO; not a traveler Please contact your DTA to learn how to insert or change an LOA 60

61 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADDITIONAL OPTIONS 61

62 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) VALIDATE EFT INFORMATION 62

63 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REVIEW/SIGN: PREVIEW DTS documents must be stamped SIGNED before they will route for review and approval. DTS documents not stamped SIGNED within 24 hours of the time started trigger the cancellation of all selected reservations 63

64 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REVIEW/SIGN: PREVIEW 64

65 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) OTHER AUTHORIZATIONS 65

66 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE-AUDIT TRIGGERS WHAT TRIGGERS A PRE-AUDIT FLAG? Anything outside policy; per JFTR/JTR Excessive expenses Advisory notices 66

67 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE-AUDIT: FLAGS & JUSTIFICATIONS 67

68 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE-AUDIT AIR RESERVATION 68

69 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE-AUDIT: ADVISORY NOTICES 69

70 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REVIEW/SIGN: DIGITAL SIGNATURE 70

71 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIGITAL SIGNATURE LOGIN 71 The CAC PIN is not required when signing a document, DTS will automatically match the certificate you used when initially logged into DTS

72 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SIGNED AUTHORIZATION 72

73 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 73 SUMMARY POINTS DTS Authorization is step #1 for TDY travel Build the entire itinerary first Complete ALL travel reservations Enter estimated expenses Check or add your LOA Adjust Per Diem Entitlements Respond to Other Authorization prompts Respond to Pre-Audit prompts SIGN the doc to send it for approval

74 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Lobby set-up: o Instructor audio turned off o Questions answered for 15 minutes o Lobby stays open 60 minutes Please help us improve this class: o Complete evaluation o Provide feedback Use the lobby resources: o Download class slides o Use links to DTMO website & TRAX CLASS CLOSING LOBBY

75 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) THANK YOU FOR ATTENDING DISTANCE LEARNING For a three month schedule of DTMO distance learning classes Go to the DTMO Website > Training Resources Center 75


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