1. Welcome to the TAC Outreach Call
Presenter(s) – Dan Greene
– Barbara McGeorge
Date – September 13, 2016
Topic – FY16 Sept Release and Fiscal Year End
The presentation will begin shortly
Phone –
Pin –
Ensure you have muted your phone by pressing *6 on your phone’s keypad or by pressing “Mute” on your phone.

2. TAC Outreach Call September 13, 2016
Fiscal Year Wrap-Up and FY16 Sept Release
Presenters: Barbara McGeorge, Moderator Dan Greene, TAC Outreach Call Coordinator

3. Agenda Top Issues for August/September Updated Outreach Information
FY16 September Release
Dates
Contents
End of Fiscal Year
Fiscal Year Crossover
Reorganization
Clearing Un-Liquidated Obligations
Login Chat Live Help
Resources
Questions 3

4. DTS is currently in a Degraded Status

5. DTS is currently in a Degraded Status
DTS is currently experiencing an issue with both the Sabre and Worldspan Global Distribution Systems.
Customers may be unable to create a reservation, sign their own document, or approve other traveler’s documents.
The issue has been reported to Operations and icon has been changed to yellow.
There is no estimated time for repair, but please monitor to the status icon for updates on the system status.

6. Defense Table of Distances Error
Mileage Expense #2 under Expenses > Mileage is displaying an invalid screen.
Until this issue is resolved, please save the first mileage expense without using Mileage Expense #2.
After the Mileage screen reloads, add the second mileage expense using the "Add New Mileage" on the left side of the screen

7. Defense Table of Distances Error

8. Defense Table of Distances Error
The current issue is with Mileage Expense #2.

9. Defense Table of Distances Error
The DTOD link on Mileage Expense #2 is pointing to an undeveloped part of DTS. If a traveler selects this link, they’ll be brought to a version of the DTOD that is unusable.

10. Defense Table of Distances Error
As a workaround, the traveler has two options.
They can create a separate expense for round-trip mileage when they create their first expense.
They can save their first expense, then create a second expense after the screen refreshes.

11. DTOD Workaround #1
The traveler can create a separate expense for round-trip mileage when they create their first expense.

12. DTOD Workaround #2
The traveler can save their first expense, then create a second expense after the screen refreshes.

13. DTOD Workaround #2
The traveler can save their first expense, then create a second expense after the screen refreshes.

14. Top Issues for August/September#
Summary
Workaround
Target Release
DTS-1842
Certain Passenger Name Records (PNRs) will not sweep for various reasons.
There is no workaround, please contact the TAC for assistance.
FY17 October Release
DTS-3058
Travelers with Group Access to Groups that they do not belong cannot view their own documents under Official Travel.
The traveler will need to be added to the Group or the Group Access will need to be removed.
Ready for Assignment
DTS-3347
Travelers are receiving s about unsubmitted vouchers for documents that have been stamped MANUAL ABANDON.
There is no workaround at this time.
FY16 September Release
Travelers are receiving s for documents with completed vouchers.
Internal Server Error (ISE) - Method: callAppropriateMethod when viewing document.
Please contact the TAC for a workaround.

15. Updated Outreach Information
A suggestion was made to capture all the questions and answers from the previous Outreach Presentation.
The response was very positive, so the Travel Assistance Center will continue to provide these questions and answers going forward.
The “FAQs” will be located next to the Slides after the Afternoon presentation.

16. Updated Outreach Information

17. FY16 September Release EWTS Release Date DTS Release Date
A complete description of release contents is available in the Software Update Information Paper:

18. FY16 Sept Release Contents#
Summary
DTS-3271
BI - Tracking Record for PMO Request (DFAS SBR Recon Ad Hoc - Disbursement Report)
DTS-3135
Performance Enhancement - when user has very low 2 digit Group Access/Traveler Others
DTS-3134
Expenses are allocated incorrectly using "FY Auto" instead of "By Date"
DTS-2832
Open Jaw Changes to support Sabre Hotel SELL Command
DTS-2831
Provide user state/country code lookup
DTS-2776
BI : Update DFAS Transaction/Obligation ad hoc report
DTS-2775
Update the DTA_MAINT interface to enable OBIEE advanced user access
DTS-2774
BI : Turn off the legacy version of the Constructed Travel Report
DTS-2773
BI : Turn off the legacy version of the Special Duty Report
DTS-2772
BI : Turn off the legacy version of the FEMA Report

19. FY16 Sept Release Contents#
Summary
DTS-2771
MCR ADD NEW ORGANIZATION TO DTA MAINTENANCE TOOL AND SELF REGISTRATION
DTS-2754
BI : Migrate the Debt Management Report into the new reporting tool
DTS-2745
Expenses are allocated incorrectly using "FY Auto" instead of "By Date"
DTS-2701
Incorrect expense allocations for LOAs in same FY for crossover authorizations
DTS-2700
APO/FPO Codes Not Available for Mailing Address in Traveler Setup
DTS-725
User in org with lowercase characters receiving error when trying to view routing lists.
DTS-411
Form Preference for Authorizations is Being Used for Cash Advance
DTS-410
SPP Notification Indicates the Incorrect Transaction Amount
DTS-393
Reject states wrong document type
DTS-353
Payment Mismatch – Edit Lock Removed displays < >

20. FY16 Sept Release Contents#
Summary
DTS-326
Report Scheduler : Reports display traveler first name in Last Name column and traveler last name in First Name column
DTS-287
Report Scheduler – Debt Management Report has mismatched First and Last Name fields
DTS-233
Country Code MCR: ISE Occurs when Selecting FEDERATED STATES OF MICRO on the Per Diem Rates screen under Rates Lookup
DTS-185
Per Diem State Results Default Upper Dropdown Box to Prior State Search
DTS-131
DOCUMENT APPROVED OUTSIDE OF ROUTING LIST received by AO when cost is reduced
DTS-90
Document with no debt appears in Report Scheduler - DMM Report.
DTS-54
does not generate when a cross organization is added to an LOA
DTS-20

21. Trip Tools

22. Trip Tools

23. Trip Tools
The following DTMO web applications are currently unavailable due to unplanned maintenance and database upgrades:
CTIM
TraX Trip Tools
Travel Policy Compliance Tool
Premium Class Reporting Tool
Originally estimated to be unavailable for two weeks; we were just notified that the maintenance is more involved than originally thought and there will be a delay in restoring access to these applications.

24. Trip Tools CTIM Premium Class Reporting Tool
No ad hoc travel-related reports can be run for the Services and Agencies.
DOWNTIME: Estimated to remain unavailable for an additional 4-6 weeks.
Premium Class Reporting Tool
Services and Agencies are unable to review/validate quarterly Premium Class reports.

25. Trip Tools Trax Trip Tools
Travelers are unable to access use the trip cost estimation tools however per diem, mileage, and city pair fare information remain available on the DTS (per diem and mileage), GSA (per diem rates and city pair fares) , and/or DTMO (per diem rates) websites.
DOWNTIME: Estimated that it will remain offline for additional 2 weeks.

26. Trip Tools Compliance Tool
Compliance Tool Administrators are unable to access the tool or work compliance issues within the tool.
This does not prevent the correction of errors previously identified.
Ensure travelers, AOs, and NDEAs continue to process amendments in DTS accordingly.
DOWNTIME: Estimated to remain unavailable for an additional 4-6 weeks.

27. End of Fiscal Year
September 30, 2015 is the last day of Fiscal Year 15.
Ensure you and your organization are prepared for the next Fiscal Year.
Fiscal Year Crossover
Reorganization
Clearing Un-Liquidated Obligations

28. Fiscal Year Crossover
Ensure your organization has taken the necessary actions for the next fiscal year.
Established FY 17 LOA’s
Established FY 17 Budgets
Adjusted the FY17 Budget Target Amounts
You can refer to the August 23rd and July 27th Outreach Calls for Fiscal Year Crossover information.
More information on Fiscal Year Crossover can be found on the DTMO Website.

29. Transaction Release Dates
Please be aware that if you have a 2017 LOA on the document, DTS will hold that obligation until the “DTS FY17 Transaction Release Date”.
Partner System
DTS FY17 Transaction Release Date
Date Down
Date Back Up
DWAS
10/10/2016
10/03/2016

30. Normal Processing Accounting System Obligation Submitted
POS ACK RECEIVED
REJECT
Under normal processing, DTS will send the obligation to the Accounting System and receive a Positive Acknowledgement (POS ACK RECEIVED), or a Reject.

31. Transaction Release Date
Fiscal Year Crossover
Accounting System
Transaction Release Date
When DTS detects an FY17 LOA on the document, the system will hold off on sending the Obligation until the Transaction Release Date.

32. Transaction Release Date
Fiscal Year Crossover
Accounting System
Transaction Release Date
During the Fiscal Year Crossover, Accounting Systems can go down for maintenance.

33. Fiscal Year Crossover Accounting System Obligation Submitted
Generally, the day the Accounting System comes back up is the same day that the Transaction is released from DTS.

34. Delays with Pre-Voucher Payments
New Fiscal Year Trips
Advances may be delayed due to the FY Transaction Release Date and Accounting System shutdown period.
Scheduled Partial Payments will not be delayed.

35. Delays with Pre-Voucher Payments
Cross-Fiscal Year Trips
Advances should be requested at least five days prior to the Accounting System shutdown period.
Advances on current FY LOA should not be delayed.
Advances split between current and next FY LOA may be delayed.
Scheduled Partial Payments may be delayed due to the Accounting System shutdown period.

36. 201 Treasury Level Rejects
Documents normally reject for “201 Treasury Level Line of Accounting Edits Failed” because new Line of Accounting (LOA) Treasury Data has not yet been loaded at MART.
MART researches these rejects daily and if the data is valid in Headquarters Accounting and Reporting System (HQARS) for the Army/Agencies or Consolidated Master Edit Table (CMET) for the USMC/Navy, they then load it into MART.

37. 201 Treasury Level Rejects
Please wait 48 hours for MART to load the LOA and then resubmit the document without any change.
If the document rejects for a second time, please have your Financial Defense Travel Administrator (FDTA) verify the Treasury Data against HQARS or CMET, whichever is applicable.

38. Reorganizations
When a DoD organization changes, the current DTS organization will need to reflect those changes.
This process is referred to as a Reorganization, or Re-Org for short.
Reorganizations are normally performed during the Fiscal Year Crossover time period.

39. When would you perform a Re-Org?
When a parent command changes.
When a sub organization migrates to another command.
When a command changes name or structure.
Other reasons
Addition of sub-organizations
Reorganization of sub-orgs
Constraints on naming sequence
Merging of organizations

40. Reorganization Example
DN600203MFDKM
203 Squadron
DN600203MFDKM5
5th Fleet
DN600203MFDKM5A
5th Fleet Reserves
DN600203MFDKM5AR
6th Fleet
DN600203MFDKMR
Reserve Forces
DN600203MFDKMR6
6th Fleet Reserves
DN600203MFDKMR6J2
Joint Command
DN600203
203 Squadron DN
5th Fleet DN
6th Fleet
DN600203R
Reserve Forces
DN600203R6
6th Fleet Reserves
DN600203J
Joint Command
DN600203R5
5th Fleet Reserves
New Org
Structure
Old Org
Structure

41. If you are considering performing a Reorganization…
Appendix L of the DTA Manual will need to be read before the TAC can assist with Reorganizations.
Any questions about re-orgs need to be specific and in the form of a ticket.
TAC Support
Advice
Assistance

42. Clearing Un-Liquidated Obligations
Normally, before an organization crosses into the next fiscal year, they are tasked with ensuring all the documents have processed completely.
Documents that might not have processed completely:
Abandoned Documents
Incomplete Trip Cancellations
Authorizations stuck at CTO SUBMIT
Unsubmitted Vouchers

43. Abandoned Documents
If a document had a system issue where it could not be processed any further, you may have been given guidance to abandon the document.
Some documents cannot be abandoned.
Pre-Voucher Payments
Documents with Ticketed CBA’s
Documents imported from a Partner System
If the document was abandoned, the system will not be able to de-obligate the funds.

44. Abandoned Documents
A Manual De-Obligation will need to be performed in the organization’s Official Accounting System.
A Manual Transaction can be performed in DTS to indicate the funds have been de-obligated.
Information on Manual Transactions can be found in Chapter 9 of the DTA Manual.

45. Incomplete Trip Cancellations
If a traveler did not perform travel and never trip cancelled the document…
If the document was APPROVED, have the traveler create a voucher and zero out all the expenses.
If the document was SIGNED, but never APPROVED, the AO can apply the CANCELLED stamp to close the document out.

46. Incomplete Trip Cancellations
If the traveler performed the trip cancel action…
If cancelled “with no expenses” was never SIGNED, have the member apply the SIGNED stamp, so the AO can apply the CANCELLED stamp.
If cancelled “with expenses”, but never SIGNED, have the traveler ensure there are no expenses in the document before applying the SIGNED stamp.
The AO can then APPROVE the voucher to de-obligate the funds.

47. Incomplete Trip Cancellations
De-Obligations for trip cancelled documents will occur based upon how the document was trip cancelled.
With Expenses
On the voucher, after the APPROVED stamp is applied.
With No Expenses
On the authorizations, after the CANCELLED stamp is applied.

48. Authorizations Stuck at CTO SUBMIT
“Stuck” is considered to be one full business day.
Meaning if it went CTO SUBMIT on Friday, it’s not officially “stuck” until close of business Monday.
If the reservation code (PNR) has been purged by the Global Distribution System (GDS), the document may need to be abandoned.
DTS owns the PNR for 180 days past the last travel segment, it is then purged and recycled by the GDS.

49. Unsubmitted Vouchers
Ensure all authorizations that have not been cancelled have a corresponding completed voucher.
There is an ongoing discussion regarding how to close out Permissive TAD/TDY authorizations based upon Service and Agency specific business rules/guidance.
DTS will systematically send an out to the Traveler and NDEA for documents that meet the following criteria: 
The travel authorization does not have a voucher CREATED.
The original travel voucher has been CREATED but not SIGNED.
The original travel voucher is in a RETURNED status.

50. Unsubmitted Vouchers
The s will begin on the 6th day after the authorization's return date.
The Traveler and NDEA will then continue to get s every week until the voucher is filed.
After 6 months, this will become a monthly for the next 2 years.

51. Unsubmitted Vouchers DTS-297 DTS-3347
Original or previously approved amendment level of a manually abandoned authorization erroneously appears on Unsubmitted Voucher Report.
DTS-3347
Travelers are receiving unsubmitted voucher s for authorizations that have been stamped as Manually Abandoned.

52. Login Chat Live Help
Beginning soon, the Travel Assistance Center will expand their avenues for assisting customers with issues related to DTS.
The ability to “Chat” with an analyst will become available for those customers who are experiencing issues logging into DTS and TraX.
More information will be provided as we get closer to the implementation date.

53. Resources Software Update Information Paper – FY16 Sept Release
Fiscal Year Crossover and Affected Partner Systems
Appendix L of the DTA Manual - Reorganizations
Chapter 9 of the DTA Manual - Budgets
You can contact the Travel Assistance Center (TAC) via:
Phone 888-Help1Go ( )
Web ( 53

54. Questions
Questions are taken via Telephone by Site Name in alphabetical order
A – E (Example – Dyess Air Force Base)
F – L (Example – Fort Huachuca)
M – S (Example – Redstone Arsenal)
T – Z (Example – Yuma Proving Ground)
You can press #6 to unmute your phone’s line to ask a question.
Please be considerate and mute your phone if you are not talking by pressing *6. 54 54