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Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME F-105 Debt Management.

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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 F-105 Debt Management."— Presentation transcript:

1 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME F-105 Debt Management Monitor

2 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) F-105: CLASS OVERVIEW Topic: Debt Management Monitor; tracking debt with DTS Target Audience: Finance DTAs with DTS Permission Level 6 Time: 60 minutes Pre-Requisites: None required Suggest experience with or working knowledge of DTS 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 ATTENDANCE CREDIT ENTER:  FULL NAME  SERVICE or AGENCY INITIALS ONLY  KEEP IT SIMPLE SELECT: GUEST EXAMPLES: Lynn Green / USA John Blue / USAF Betty Silver / DISA Dave Brown / USN Barb Yellow / DFAS Greg Orange / USMC

5 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) COMMUNICATING IN CLASS Enter questions here  Use chat box for all questions  Most answered during class  Some need post class follow up

6 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) F-105 TRAINING OBJECTIVES Applicable regulations Debt Management Monitor (DMM): –Requirements –Responsibilities Debt Management Process Debt Management Functionality 6

7 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) IT’S THE LAW! DoD R, Financial Management Regulation or DoDFMR Volume 1, Joint Federal Travel Regulations or JFTR Volume 2 Joint Travel Regulations or JTR 7

8 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT MANAGEMENT MONITOR DoDFMR, Vol. 9, Ch. 2, Para B.8: The Finance Defense Travel Administrator is responsible to “Initiate debt collection action to recover monies owed to the United States by travelers” 8

9 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DMM REQUIREMENTS Appointed IN WRITING Permission Level 6 Group Access Organization Access DMM Indicator marked “Yes” in profile Note: A DMM is not required at every site, but every DTS organization must be covered by a DMM 9

10 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DMM PROFILE 10

11 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DMM RESPONSIBILITIES Ensure Due Process is served Provide travelers instructions on: –Waiver / appeal process –Payment options Track debt in DTS Initiate payroll collection Initiate out of service (OOS) debt transfer or write-off Run DM report 11

12 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AUTOMATIC DM FUNCTIONS BY DTS DUE US notifications Debt allocation across Lines of Accounting (LOA) Electronic financial transactions –Create accounts receivable (A/R) –Post advice of collection (AOC) actions See the Guide to Managing Travel-Incurred Debt 12

13 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) MANUAL DM FUNCTIONS BY DMM Apply DTS stamps to track debt (DUE PROCESS SERVED, WAIVER REQ SUBMITTED, etc.) Request waivers and appeals Initiate payroll collections, OOS collections, and write-offs –Exception: USMC payroll collections Run DM report See the Guide to Managing Travel-Incurred Debt 13

14 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT MANAGEMENT PROCESS 1.Identify a debt situation (“DUE US”) 2.Notify traveler, AO, DMM of indebtedness 3.Establish the debt 4.Satisfy the debt (monitor / track process) 5.Archive debt information 14

15 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 1. IDENTIFY A DEBT SITUATION Cancelled TDY trip with paid advance and / or scheduled partial payments (SPP) Post-payment review (PPR) Voucher from trip shows less owed to traveler than previous payments (i.e., advances, SPP) Debts under $10 automatically written off 15

16 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 2. NOTIFY OF INDEBTEDNESS At SIGNED: Traveler receives popup At APPROVED: AO receives popup AO informs traveler of debt DMM: –Verifies AO has informed traveler –Informs traveler about waiver/appeal process and options for satisfying debt –Manually stamps voucher DUE PROCESS SERVED Approval of DUE US voucher starts the due process clock 16

17 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 3. ESTABLISH THE DEBT DTS automatically: –Decreases obligation in accounting system –Sends “No Pay Due” voucher ($0 net to traveler) to disbursing system –Establishes A/R in accounting system (4 days) –Sends to traveler that A/R was established 17

18 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 4. SATISFY THE DEBT Waivers and Appeals Direct remittance Payroll collection OOS transfer of uncollectible debts OOS write-off of uncollectible debts 18

19 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Process takes place outside DTS –DMM applies stamps in DTS to show actions taken –DTS amends voucher if stamps indicate approval Traveler requests / DMM files waiver* DFAS approves or denies waiver Traveler requests / DMM files appeal DFAS approves or denies appeal –DFAS decision is final * Cannot waive debt due to cancelled trip * The due process clock stops at each step in process WAIVERS & APPEALS 19

20 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIRECT REMITTANCE 20

21 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIRECT REMITTANCE 21

22 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PAYROLL COLLECTION Traveler can request at any time DMM request at due process clock expiration (USMC = automatic process) Payroll systems – Make collections –Send out collection information DTS automatically updates trip record 22

23 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DoD & USMC COLLECTION PROCESSES 23

24 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) COLLECTION DEBT: OOS TRANSFERS Initiated for debts >= $225 DMM sends report to DFAS DFAS s DMM status of transfer (approved, rejected*) DMM enters status into DTS * DFAS will not reject OOS transfers 24

25 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) COLLECT DEBT: OOS WRITEOFFS ISSUE: –Traveler left Government service –Outstanding debt of < $225 ACTION: –DMM stamps voucher WRITE OFF –DTS sends write off A/R to accounting 25

26 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 5. ARCHIVE THE DEBT DTS automatically archives trip record when: –Debt completely waived –Debt completely paid off –Debt transferred to collection agency –Debt written off In all cases, $0 owed to Government and traveler 26

27 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DMM GATEWAY 27

28 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DMM TOOLBAR 28

29 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SEARCH RESULTS SCREEN

30 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS – DUE PROCESS LINK 30

31 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DUE PROCESS CONFIRMATION 31

32 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS – RESPONSE IMAGING 32

33 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CREATE AMENDMENT 33

34 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – MANUAL COLLECTION LINK Do not input a manual collection unless told to do so by the TAC or DFAS 34

35 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) MANUAL COLLECTION CREATION 35

36 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) MANUAL COLLECTION SUBMISSION 36

37 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – WAIVER/ APPEAL LINK 37

38 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WAIVER/ APPEAL CREATION 38

39 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WAIVER / APPEAL SUBMISSION 39

40 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – WAIVER / APPEAL RESULT LINK 40

41 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WAIVER / APPEAL RESULT CREATION 41

42 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WAIVER / APPEAL RESULT SUBMISSION 42

43 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – PAYROLL COLLECTION LINK 43

44 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PAYROLL COLLECTION REPORT CREATION 44

45 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PAYROLL COLLECTION REPORT SUBMISSION 45

46 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – PAYROLL COLLECTION RESULT LINK 46

47 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PAYROLL COLLECTION RESULT SUBMISSION 47

48 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – OOS TRANSFER LINK 48

49 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) OOS TRANSFER SUBMISSION 49

50 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – OOS TRANSFER RESULT LINK 50

51 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) OOS TRANSFER RESULT SUBMISSION 51

52 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DEBT DETAILS SCREEN – WRITE OFF LINK 52

53 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WRITE OFF SUBMISSION 53

54 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 54

55 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 55

56 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 56

57 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 57

58 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 58

59 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – REPORT SCHEDULER 59

60 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – WITHOUT HISTORY 60

61 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DM REPORT – WITH HISTORY 61

62 Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SUMMARY Regulatory Guides: –DoDFMR –JFTR, Volume 1 –JTR, Volume 2 DMM Requirements & Responsibilities: –Ensure Due Process is served –Provide travelers instructions –Track debt in DTS –Initiate waivers, appeals, and payroll collections –Initiate OOS debt transfers and write-offs –Run debt management reports 62

63 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 evaluate: o Complete evaluation o Provide feedback Use the lobby resources: o Download class slides o Use links to DTMO website & TRAX CLASS CLOSING LOBBY

64 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 64


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