Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME A-100 TDY Approval Process in DTS

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DTS A-100 OVERVIEW Topic: Fundamentals of the TDY Approval Process Target Audience: Routing Officials Including Authorizing and Reviewing Officials Time: 60 minutes Pre-Requisites: T-101 & T-102 DTS Document Processing OR Equivalent DTS training or experience 2

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:

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

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

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TDY Approval Process Training Objectives Authorizing Official: Responsible for the mission Authority to obligate funds Appointed in writing on a DD-577 Completed COL training AUTHORIZING OFFICIAL Pecuniary liable for erroneous payments resulting from the negligent performance of their duties Training Objectives: Access the DTS Route & Review module Delegate authority to others Review documents in read only mode Approve, review or return documents Adjust documents Check document history 6

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 7 Traveler/Clerk/NDEA inputs DOCUMENT ; Applies SIGNED stamp AO applies final stamp to travel doc Traveler notified via DTS ROUTING PROCESS Reviewers check document per local business rules Budget

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AO/RO RESPONSIBILITIES Authorize mission necessary travel Review and approve or disapprove: o Proposed trips o Expenses above initial approved estimates o Exceptions to policy o Final settlement claims o Requests for advances or SPPs o Status of a specified travel authorization o Status of financial accounting Digitally approve authorizations and vouchers 8

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DTS WELCOME PAGE Permission Levels Level 0 = Access DTS Level 1 = View Budget Level 2 = Access Route and Review Module Delegate Authority Change Default Status Stamp 9

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRAVELER SETUP > DELEGATE AUTHORITHY 10

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DELEGATE AUTHORITY LIST 11

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ASSIGN AUTHORITY 12

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIGITAL SIGNATURE 13

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REMOVE DELEGATED AUTHORITY 14

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) TRAVELER SETUP > DELEGATE AUTHORITHY 15

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REMOVE DELEGATED AUTHORITY 16

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REVOKE AUTHORITY CONFIRMATION 17

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADMINISTRATIVE NAVIGATION BAR 18

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DOCUMENTS AWAITING YOUR APPROVAL 19

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DOCUMENT LIST > DOCUMENTS IN ROUTING 20

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) REVIEW A DOCUMENT 21

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP SCREEN From Here The AO Can Review: o Attached records o Document history o Traveler comments o Trip details 22

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SUBSTANTIATING RECORDS 23

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SUBSTANTIATING RECORDS 24

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SUBSTANTIATING RECORDS 25

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP SCREEN 26

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DOCUMENT ROUTE STATUS 27

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP SCREEN 28

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP SCREEN VIEW ONLY 29

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) OTHER AUTHORIZATIONS 30

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE-AUDIT 31

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADVISORY NOTICES PROCEED TO DIGITAL SIGNATURE 32

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIGITAL SIGNATURE 33

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Questions 34

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADJUSTMENTS 35

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADJUSTMENTS VIEW/EDIT 36

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) VIEW ONLY 37

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP Insert From Middle of Preview Trip Page 38

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) NON-MILEAGE EXPENSES 39

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) EDIT NON-MILEAGE EXPENSES 40

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) EDIT NON-MILEAGE EXPENSES 41

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) MILEAGE EXPENSES 42

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENTS 43

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENT DETAIL 44

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENT DETAIL 45

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENT DETAIL 46

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PER DIEM ENTITLEMENTS 47

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ACCOUNTING CODES 48

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) ADDITIONAL OPTIONS > PAYMENT TOTALS 49

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PAYMENT TOTALS (ENTITLEMENT SUMMARY) 50

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PREVIEW TRIP Insert From Middle of Preview Trip Page Insert From Bottom of Preview Trip Page 51

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) OTHER AUTHORIZATIONS 52

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) PRE AUDITS 53

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DIGITAL SIGNATURE/STAMPS 54

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DOCUMENT STAMPS APPROVED – Apply this stamp if you are the AO and are authorizing the obligation (auth) or payment (voucher) of funds to pay for this trip. AUTHORIZED – Used by certain Army ROs to indicate they have reviewed the document. CANCELLED – Only apply this stamp if the trip will not take place AND the traveler has no expenses that need to be reimbursed. –De-obligates the budget, cancels reservations, and causes document to become view-only. –Cannot be used on vouchers or local vouchers. 55

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DOCUMENT STAMPS CERTIFIED – Use this stamp if you are a certifying official, but NOT an AO. Indicates you have performed a certification of funds. RETURNED – Returns the document to the traveler for changes. REVIEWED – Same as AUTHORIZED, but can be used by any service or agency. –REVIEWED 1 – REVIEWED 3 apply when conditional routing is used SIGNED – Use if you have made reservations changes that must be routed to CTO 56

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STAMP PROCESS 57

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) FUND VOUCHER 58

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) KEY POINTS TO CONSIDER Has the voucher been reviewed against the authorization prior to certification? Was the mode of travel consistent with the authorization? Did the traveler complete the voucher with the actual expenses within 5 work days of returning from travel? Did the traveler follow correct procedures for returning unused or partially unused tickets IAW the organization's local policy? 59

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) CHECK METHOD OF REIMBURSEMENT Did the traveler select the correct method of reimbursement? GTCC vs. Personal Did the traveler claim reimbursement for airline or rail tickets charged to a CBA? CBA charges are billed directly to the government not the traveler AOs must be aware of Service and organizational policy on use of CBAs when travelers have an IBA Review the expense summary of the travel voucher Tickets that have been charged to a CBA show as "Com. Car -C" while IBA billed tickets show as "Com. Car -I" 60

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) AO RESOURCES & INFORMATION 61

Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) WHAT ABOUT COL TRAINING? All Authorizing Officials must complete COL Training Check Service or Agency business rules for guidance TraX provides one option for completing certification COL = Certifying Officers Legislation 62

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

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 65