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Travel Audit Package Submissions Who…What…Where…When…Why… Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts.

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Presentation on theme: "Travel Audit Package Submissions Who…What…Where…When…Why… Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts."— Presentation transcript:

1 Travel Audit Package Submissions Who…What…Where…When…Why… Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

2 There are tabs along the right-hand side for specific topics. These tabs hyperlink to the requested topic. There are multiple pages in each topic, so you will need to press the ENTER key to progress through this presentation. How to use this tutorial Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

3 TPAX audits are required by law under the following guidelines: – All claims over $2,500 – 15% of ALL claims submitted (to include those over $2,500) – Audit packages must be forwarded within 10 business days. Submit completed audit packages to: Commanding Officer (TVL-TPAX-Audits) USCG Pay and Personnel Center 444 SE Quincy Street Topeka, KS Overview Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

4 When a TPAX Audit has been received, the subject line will identify if the request is the first, second, or third time the system has sent a request for a specific Audit, as shown below: From: Sent: Wednesday, March 01, :21 AM To: Sailor, Salty BMCM FIRST Subject: FIRST REQUEST FOR TPAX AUDIT-DO NOT REPLY TO THIS ADDRESS Receipt of Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

5 When a TPAX Audit has been received, the first portion of the body will identify the traveler, the TONO, and the dates of travel for a specific TONO, as shown below: Traveler's Name: SALTY SAILOR TONO: MNO Travel Dates: Start Date: 1/23/2011 End Date: 1/29/2011 UAO's Name: Claim Number: Block Number: 11A12345 FIRST REQUEST FOR TPAX AUDIT Which Trip is being Audited? Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

6 The states the items to include with your audit package and that the is to be attached to the top of the claim. The items to include are: COPY OF THE SIGNED ORDERS AUTHORIZATION COPY OF ALL SIGNED AMENDMENTS COPY OF TRAVEL CLAIM ( Electronically Signed by traveler and unit AO) COPY OF ALL PAID TRANSPORTATION RECEIPTS (including Rental Car receipts) COPY OF ITEMIZED RECEIPT(S) FOR ALL LODGING COPY OF SIGNED LONG TERM LODGING AGREEMENT OR RENTAL AGREEMENT COPY OF RECEIPTS FOR ALL REIMBURSABLE EXPENSES OF $75 OR MORE NOTE: CREDIT CARD STATEMENTS ARE NOT AUTHORIZED TO BE USED AS A VALID RECEIPT Required Items Listed Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

7 A copy of the orders are required with the audit package. As stated on the If you are unable to print a copy of your orders/authorization or your travel claim (1351-2) AND they have been processed and approved through the TPAX system, please send the rest of the audit package with a note attached notifying Travel Audit of this issue. This process does create a significant delay and should only be used if necessary. The next slide provides guidance on printing your orders from TPAX. Orders and Amendments Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

8 There are several quick steps to printing orders from TPAX so they may be submitted along with the package. The following slides provide a step-by-step demonstration of these steps: Navigate to your History file in TPAX (see Web-based TPAX) Enter the desired TONO and click the FIND button A new set of fields will appear. Click the DISPLAY button for the authorization A listing payment history will appear Click the PRINT button A pop-up will appear – select the Authorization option and click the PRINT button This will create an Adobe PDF copy of your orders. Printing Orders from TPAX Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

9 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts History Select the History field Miscellaneous

10 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts TONO Enter the desired TONO in the field… FIND …then click the FIND button MNO Miscellaneous

11 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts All payments for this TONO appear. Display Click the Display button Miscellaneous

12 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Print Click the Print button Print A pop-up will appear. Select the appropriate option, then click the Print button Miscellaneous

13 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts ORDERS Your ORDERS are now available in Adobe PDF for you to save and/or print as necessary. Miscellaneous

14 For assistance with printing the Orders, please visit the PPC (Travel) TPAX Audit FAQ web page Or for WinTPAX CITRIX connection PPC Travel WinTPAX Citrix Connection Help For Assistance with Printing Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

15 A copy of the DD-1351 is required with the audit package. As stated on the If you are unable to print a copy of your orders/authorization or your travel claim (1351-2) AND they have been processed and approved through the TPAX system, please send the rest of the audit package with a note attached notifying Travel Audit of this issue. This process does create a significant delay and should only be used if necessary. The next slide provides guidance on printing your orders from TPAX. DD-1351 Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

16 There are several quick steps to printing the DD-1351 from TPAX so it may be submitted along with the package. The following slides provide a step-by-step demonstration of these steps: Navigate to your History file in TPAX (see Web-based TPAX) Enter the desired TONO and click the FIND button A new set of fields will appear. Click the DISPLAY button next to the Settlement option A listing payment history will appear Click the PRINT button A pop-up will appear – select the DD option and click the PRINT button This will create an Adobe PDF copy of your DD Printing the DD-1351 from TPAX Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

17 History Select the History field Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

18 TONO Enter the desired TONO in the field… FIND …then click the FIND button MNO Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

19 All payments for this TONO appear. Display Click the Display button Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

20 Print Click the Print button Print A pop-up will appear. Select the appropriate option, then click the Print button Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

21 DD-1351 Your DD-1351 is now available in Adobe PDF for you to save and/or print as necessary. Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

22 For assistance with printing the DD-1351, please visit the PPC (Travel) TPAX Audit FAQ web page Or for WinTPAX CITRIX connection PPC Travel WinTPAX Citrix Connection Help For Assistance with Printing Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

23 Transportation Receipts are REQUIRED, regardless of the amount, for proper travel claim/settlement submission. Examples include: Airplane (including Baggage Fees) Bus Ferry Rental Car Train Transportation Receipts Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

24 If you have a lost or damaged transportation receipt, you will need to file a statement with your audit package. Click on the link below for a copy of the statement: Lost Transportation Receipts Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

25 Lodging Receipts are REQUIRED for proper travel claim/settlement submission. If you have a lost or damaged lodging receipt, you will need to file a statement with your audit package. Click on the link below for a copy of the statement: For lodging to be a reimbursable expense, it MUST be at a properly licensed establishment. When staying with family or friends, lodging expense is not authorized. Lodging Receipts Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

26 Lodging receipts must contain the following: Itemized room charges (rate, taxes, any other charges) Include the single room rate (monthly amount on leases) Applicable taxes Dates of lodging Name of establishment, landlord, or leasing office Full address Contact information (Phone number) Lodging Receipt Requirements Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

27 COPY All other expenditures of $75.00 or greater require a receipt. For audit purposes, a COPY is required… KEEP ALL ORIGINAL RECEIPTS! All copies of receipts must include: The total amount The name of the establishment The full address of the establishment Contact information for the establishment All Other Receipts Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

28 If you have lost a required receipt, you will need to file a statement with your audit package. Click on the link below for a copy of the statement: Lost Miscellaneous Receipts Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

29 If a traveler is audited on multiple claims, a complete individual audit package is required for each claim. Packages with (or for ) multiple audits packages may be sent in the same envelope; however, each audit package must be separated by placing each audit in their own individual package that distinguishes them apart from each other. Incomplete or improperly submitted audit packages will be returned. Miscellaneous Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

30 Send only those items required by the audit . Failure to submit the required items or failure to follow the instructions provided may result in a delay of processing your audit package and/or possible travel debt action. Miscellaneous Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

31 If you need further assistance, you may call PPC Customer Care toll free at: Monday – Friday 0700 – 1600 (Central) Or submit an online ticket at PPC Customer Care Branch website: Further Assistance Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

32 Thank you for reviewing the Travel Audit Package Submission tutorial Overview Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous


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