1. Conduct Defense Travel System (DTS) Operations
SHOW SLIDE #1: Conduct Defense Travel System (DTS) Operations
References: DFAS-IN REG 37-1, DODFMR R, VOL 5 , FM 1-06
Extra References:
Taught: NA
Supported: NA
8.4 hour
Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, and practical exercise, DFAS-IN REG 37-1, DODFMR R, VOL 5, FM DD Form 2657 Blank Form. Prepare the Daily Statement of Accountability, Enhancement Sheet Prepare the Daily Statement of Accountability DD Form 2657, and TRNG AID Prepare the Daily Statement of Accountability DD Form All required references and technical manuals will be provided by the School House
Learner Material: Learners should possess standard classroom supplies, course handouts, practical exercises, DFAS-IN REG 37-1, DODFMR R, VOL 5,, FM 1-06FM, DD Form 2657 Blank Form. Prepare the Daily Statement of Accountability, Enhancement Sheet Prepare the Daily Statement of Accountability DD Form 2657, and TRNG AID Prepare the Daily Statement of Accountability DD Form All required references and technical manuals will be provided by the School House.
Facilitator Actions: Classroom Setup 5 minutes, Classroom Breakdown 5 minutes
Testing Requirements/Assessment: Students will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise.
Motivator: DTS is a user-friendly, cost-effective, green solution that promotes efficiency, includes built-in security features, and provides complete privacy of operation.

2. Terminal Learning Objective
ACTION: Conduct Defense Travel System (DTS) Operations
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:
Explain the background of Defense Travel System (DTS)
Identify the benefits and responsibilities of Defense Travel System (DTS)
Review key points to access Defense Travel System (DTS)
Navigate through Defense Travel System (DTS)
Present resources of the Defense Travel System (DTS)
SHOW SLIDE 2: Terminal Learning Objective
ACTION: Conduct Defense Travel System (DTS) Operations
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:
Explain the background of the Defense Travel System (DTS)
Identify the benefits and responsibilities of Defense Travel System (DTS)
Review key points to access Defense Travel System (DTS)
Navigate through Defense Travel System (DTS)
Present resources of the Defense Travel System (DTS)
Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW FM , NBC Protection, FM , CBRN Decontamination.
Risk Assessment Level: Low - Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza
Assessment: Low
Controls: Primary Instructor (PI) will ensure: All electrical cords are properly stored under desks, liquid containers have lids on them and all spills are immediately cleaned and mopped and allowed to completely dry before allowing students/personnel to walk on them. All chairs are ergonomically designed, adjust to individual preference and that all students are awake and paying attention in class. All cables/cords are properly plugged in, sheathed, and secured along tables, walls, and ceilings. No damaged or frayed cords/cables will be used. PI will brief proper hand washing techniques, the use of hand sanitizer, and evacuation procedures. All trash will be removed daily. Leader Actions: Detailed in-brief covering all aspects of safety to include daily classroom inspections, spills cleaned immediately, emergency exit plans, leader checks, hygiene procedures, and weekly safety briefings.
Environmental Considerations: Note: Instructor should conduct a Risk Assessment to include Environmental Considerations IAW FM , Environmental Considerations {MCRP 4-11B}, and ensure students are briefed on hazards and control measures. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
Instructional Lead-in: DTS is a software program designed to cater to the unique travel needs of Department of Defense (DoD) personnel. DTS is a paperless concept that revolutionizes the Temporary Duty (TDY) travel processes by replacing manual operations as the way forward. The DoD has authorized DTS as the only tool to be used for planning and managing TDY trips.

3. DTS Background September 93 May 02 December 03
National Performance Review recommended re-engineering of DoD travel system
May 02
DTS received full Authority to Operate (ATO) by Designated Approval Authority (DAA)
DTS designated an Acquisition Category (ACAT IAM) program
December 03
DTS received signed DTS Acquisition Decision Memorandum (ADM) and Initial Operating Capability (IOC) certification
Show slide #3: Explain the background of Defense Travel System (DTS)
1. Learning Step / Activity 1. Explain the background of Defense Travel System (DTS)
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 1 Hour 20 minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator's Note: Before facilitating this lesson, ask the learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the learners still believe their choice are the same.
1. Character and accountability
2. Comprehensive fitness
3. Adaptability and initiative
4. Lifelong learner (includes digital literacy)
5. Teamwork and collaboration
6. Communication and engagement (oral, written, and negotiation)
7. Critical thinking and problem solving
8. Cultural and joint, interagency, intergovernmental, and multinational competence
9. Tactical and technical competence (full spectrum capable)
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The development of DTS actually started in September 1993, but it has been at full operating capability only since December 2003.
The three major landmarks in the development of DTS are given below:
In September 1993, the National Performance Review recommended a complete re-engineering of the DoD travel system.
In May 2002, the Designated Approval Authority (DAA) granted DTS full Authority to Operate (ATO) and DTS was designated as an acquisition category (ACAT IAM) program.
Inform the participants that ACAT stands for Acquisition Category. ACAT IA programs are Major Automated Information Systems estimated by the Assistant Secretary of Defense for Networks and Information Integration to require all program costs for any single year in excess of $32 million.
ACAT Level IA has two sub-categories: ACAT IAM and ACAT IAC. The “M” refers to Major Automated Information Systems Review Council (MAISRC).
In December 2003, DTS received a signed DTS Acquisition Decision Memorandum (ADM) and the Initial Operating Capability (IOC) certification.
Topic 2: Introduction to DTS

4. TDY-Related Functions
Show slide #4: TDY-Related Functions
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The six TDY-related functions:
DTS provides a comprehensive electronic interface which allows travelers to receive authorization to travel, make travel arrangements by building itineraries, make reservations, create vouchers, and receive direct reimbursement. Travelers may also review, adjust, sign, secure document approval, and much more. This integrated system not only eases travel planning, it also helps travelers and travel managers monitor travel plans and travel funds. In short, it provides an efficient tool to customize all travel arrangements.
Topic 2: Introduction to DTS

5. Establish DTS Show slide #5: Establish DTS
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Explain that DTS is a unique online resource designed to meet the frequent travel needs of DoD personnel. DTS is actually a “system of systems” that combines multiple functions and resources under the umbrella of a central system. It is a single software suite which combines six different functionalities related to TDY travel.

6. DoD Directive Memorandum, Dated 28 March 2008
“DTS will be the single, online travel system used by the Department. This mandate applies to all travel functions currently supported by the system and those that will be supported in the future, as they become available.”
Dr. David S. C. Chu
Under Secretary of Defense, Personnel & Readiness
Show slide #6: DoD Directive
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
A memorandum was distributed on March 28, Signed by Dr. David S. C. Chu, then the Under Secretary of Defense for Personnel & Readiness, this memorandum was distributed to establish a clearer mandate for the use of DTS for all travel that DTS is currently capable of efficiently supporting.
Explain that simply stated, it is now DoD policy that all travelers use DTS. The use of DTS is directed by policy for several practical reasons.
Ask the participants why they think the DoD uses DTS.
List the participants’ responses on a flipchart.
Topic 2: Introduction to DTS

7. Why DTS? DTS saves the government: DTS enables: Money Paper Time
Data collection for trend analysis
Future data use to negotiate travel-related contracts
Show slide #7: Why DTS?
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Inform the participants that the two most important reasons are that:
DTS saves the government money, paper, and time.
DTS captures important information about DoD traveler habits and trends. This information can in turn be used to negotiate various travel related contracts to further increase savings for the government.
Topic 2: Introduction to DTS

8. Travel Policies DoD TDY entitlements are:
Embedded in DTS
Written for civilian and military employees
Sources of DoD TDY policies include:
JFTR (Volume 1)
JTR (Volume 2)
DoDFMR
Appendix G, and P within JFTR/JTR
Show slide #8: Travel Policies
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS is designed to be compliant with DoD TDY entitlements, which are written for both military members and civilian employees. The rationale behind embedding these entitlements into DTS is to ensure that personnel conform to the DoD guidelines.
The primary sources of DoD entitlements are included in Volume 1 of the Joint Federal Travel Regulations (JFTR), which applies to military members, and Volume 2 of the Joint Travel Regulations (JTR), which applies to DoD civilian employees.
An additional resource is the DoD Financial Management Regulation (DoDFMR), this document applies to all travelers.
The appendices within the JFTR/JTR are considered important resources:
Appendix G outlines the reimbursable expenses for all travelers.
Appendix P covers the City Pair program.
The JFTR/JTR can be accessed electronically via the Defense Travel System (DTS) Web site ( select Document Library in the left column.
Topic 2: Introduction to DTS

9. DTS Interconnections Show slide #9: DTS Interconnections
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS seamlessly links all the critical aspects of DoD TDY travel, from reservations to accounting.
The Central Data Center (CDC) is the nodal point of DTS, through which the system operates. The CDC allows travelers, administrative users, Authorizing Officials (AOs), and Defense Travel Administrators (DTAs) anytime access to DTS via their local area networks. There are many other systems, both government and commercial, which interact with the CDC to enable use of DTS.
Inform the participants that several systems play a role, along with the Central Data Center (CDC), to enable DTS to work as an integrated system. The comprehensive interconnectivity map explains the roles played by key DTS personnel and the functions of the integrated and inter-dependent aspects of DTS.
Explain the various elements of the DTS interconnectivity map.
DTS Central Data Center—DTS Web Portal: The CDC utilizes the existing DoD Non-Secure Internet Protocol Router Network (NIPRNet) to provide users anytime access to DTS via local area networks.
Backup Data Center: A set of backup servers is maintained in Annapolis, MD. The backup data center is used in an emergency situation when the CDC is not available.
Global Distribution System (Sabre, Apollo, World span):
The Global Distribution System is the database from which Commercial Travel Offices or CTOs access real-time reservation information.
Defense Travel Administrator: DTAs perform all administrative set-up functions necessary in order for travelers to utilize DTS. DTAs expedite the DTS document approval process by establishing document routing based on the traveler’s organizational assignment and the type of action required.
Authorizing Official: Authorizing Officials (AO) represent the final level on a routing list. They are personnel who have been designated to approve documents. AOs must complete Certifying Officers Legislation (COL) training and be appointed in writing on a DD-577 signature card.
Traveler: A traveler is any person who travels on official business that the Department of Defense (DOD) is funding.
Government Travel Charge Card Vendor: A charge card vendor is contracted by the DoD to manage the DoD Government Travel Charge Card (GTCC) program. This vendor issues the GTCC to approved travelers.
Commercial Travel Offices: Commercial Travel Offices are corporate entities in the business of arranging travel. They are owned, staffed, and operated by contracted vendors. CTOs may be located on or off a government installation. All travel reservations made through DTS are routed to and processed by a CTO.
Ticketing: This is the process in which a CTO issues a reserved travel ticket to a traveler.
Service Providers: Service providers are contracted vendors accessed through DTS to provide travel reservations (airlines, railroad, rental car, and hotel reservations) to DoD travelers.
TDY Reservations: These are travel reservations for airline, railroad, rental car, and/or hotels completed for a TDY by DoD personnel with the assistance of their CTO.
DISA DoD PKI: Department of Defense—Public Key Infrastructure (DoD—PKI) certificates are used by DTS with approval from the Defense Information Systems Agency (DISA) to permit authorized users or travelers to sign documents securely.
Dbsign UWS: DBsign Universal Web Signer (UWS) is the security software that DTS uses to authenticate users and allows them to digitally sign travel documents. DBsign UWS includes a web browser control that supports the access of a DTS user's credentials stored on a Common Access Card (CAC).
DMDC Archive/MIS: The Defense Manpower Data Center (DMDC), located in Monterey, California, receives all trip records after they have received the final action on the document. The DMDC archives these records in its Management Information System (MIS) for 75 months (six years and three months) in accordance with Internal Revenue Service requirements.
MIS Queries: These are requests made by DoD managers for data from the DMDC.
DFAS: After a voucher is approved, it is routed electronically to the Defense Finance and Accounting Service (DFAS) for payment. DFAS automatically disburses funds via Electronic Funds Transfer (EFT) to the traveler’s personal bank account and to the charge card vendor.
Topic 2: Introduction to DTS

10. LSA #1 Check on Learning Show Slide #10: LSA #1 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
Q: What is the nodal point of DTS called?
Primary Data Center
Key Information Point
Central Data Center
Central Management System
A: The nodal point of DTS is the Central Data Center. It allows travelers, administrative users, AOs, and DTAs anytime access to DTS via their local area networks.

11. LSA #1 Summary Show slide #11: LSA #1 Summary
Facilitator’s Note: In this lesson we discussed how to Establish DTS. We covered different areas of:
TDY-Related Functions
DTS Background
DoD Directive
Travel Policies

12. Identify the Benefits and Responsibilities of DTS
Travelers repaid via EFT within 2-3 days of AO approval
Charge card vendor paid via automatic split disbursement
Rapid creation of authorizations and vouchers
Real time personalized on-line reservations
Itinerary changes for airline, lodging, rental cars
Show slide #12: Benefits and Responsibilities
2. Learning Step / Activity 2. Identify the benefits and responsibilities of Defense Travel System (DTS)
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 1 Hour 10 Minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS provides a win-win situation for travelers and users as well as for the government.
DTS benefits travelers and users by:
Providing rapid, hassle-free reimbursement of TDY expenses via Electronic Funds Transfer (EFT) within 2-3 days of AO approval
Providing automatic payment to the GTCC vendor via mandatory split disbursement
Providing rapid creation of travel documents, such as authorizations and vouchers
Allowing creation of real time, personalized, on-line reservations
Providing opportunities to make itinerary changes for airlines, lodging, and rental cars
Topic 2: Introduction to DTS

13. Traveler Benefits Pre-travel entitlement estimates and computations
Decentralized travel approval, electronic routing
Simplified TDY entitlements
Embedded DoD TDY policy; ensures appropriate entitlements
Electronic receipt attachment and retention
Show slide # 13 Traveler Benefits
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS provides a win-win situation for travelers and users as well as for the government.
Providing detailed pre-travel entitlement estimates and computations
Enabling travel approval to be decentralized through electronic routing
Simplifying TDY entitlements
Having DoD travel policy embedded to guarantee that travelers receive appropriate entitlements
Allowing electronic attachment of receipts without the need for paper records
Topic 2: Introduction to DTS

14. DoD Benefits • Time and cost benefits:
Data collection for trend analysis
Standardized travel practices, increased personnel efficiency levels
Global tracking of DoD personnel in real time
Show slide #14: DoD Benefits
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS provides both time and cost benefits to the DoD in the following ways:
Allows data collection for trend analysis in order to allow the negotiation of lower rates on all travel-related contracts
Standardizes travel practices to increase personnel efficiency levels
Provides global tracking of DoD personnel in real time
NOTE: DTS promotes both direct and indirect savings
Topic 2: Introduction to DTS

15. Direct Savings Policy compliant travel, generates more savings:
Lowest priced reservation options presented first
Lodging per diem rates available
Travel claims filed without paper
Automatic charge card vendor payment:
Saves time
Minimizes review steps
Reduces traveler risk of late payment fees
Show slide #15: Direct Savings
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The DoD travel entitlements are written to minimize travel costs, both those incurred through the use of various forms of transportation such as airplanes and rental cars, and those incurred through other travel-related items such as lodging and meals. DTS creates direct savings because the software is designed to require travelers to abide by DoD travel policies. Having policies built into DTS increases compliance, which generates increased savings. Some of the ways in which DoD travel policy compliance works include:
Air reservations: Travelers automatically see government contracted city pair fares first. If travelers select a non-contracted fare, they must explain why. Lowest priced options are always presented first.
Rental cars: The lowest priced rental car is always presented first. If travelers select a more expensive vehicle, they must explain why.
Lodging: Per diem rates are posted in DTS along with the lodging reservation options. If travelers select lodging that exceeds the per diem rate, they must explain why.
Computing vouchers: DTS allows travel claims to be filed electronically.
Paying vouchers: DTS permits automated payment to the charge card vendor, saving everyone time by minimizing review steps and saving the traveler money by minimizing potential late payment fees.
Topic 2: Introduction to DTS

16. Indirect Savings • Saves money Saves time
Paperless reservation and ticketing
Saves time
Document approved quickly via Internet
Show slide #16: Indirect Savings
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Money is saved during the reservations and ticketing process, since the whole system is electronic and paperless. The system also saves time since it is no longer necessary to wait in line or walk from desk to desk in order to get travel documents approved.
Topic 2: Introduction to DTS

17. Traveler Responsibilities
Follow DoD TDY policies and procedures
Arrange travel through CTO; provide accurate info to NDEA
Provide original receipts:
All lodging expenses > $75
Any individual expenses > $75
Create electronically signed DTS travel documents
Update DTS personal profile
Comply with ethical standards, rules, and policies
Show slide #17: Traveler Responsibilities
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
A traveler is a DoD civilian employee or military member who uses DTS to create authorizations (orders) and vouchers to support TDY travel. Travelers may also create local vouchers for any travel within the area of their Permanent Duty Station (PDS). Local vouchers never involve overnight travel.
As a traveler, they have the following responsibilities:
Follow DoD TDY policies and procedures as outlined in the JFTR/JTR.
Make all travel arrangements through their Commercial Travel Office (CTO) or provide accurate travel information to a Non-DTS Entry Agent (NDEA) or travel clerk.
Provide original receipts or a signed statement for missing receipts for all lodging expenses and individual reimbursable expenses of $75 or more.
Using DTS, create electronically signed travel documents, which are then forwarded to their AO for approval.
Maintain an up-to-date personal profile in DTS.
Comply with all ethical standards, rules, and policies.
Topic 2: Introduction to DTS

18. NDEA Responsibilities
NDEAs:
Employees appointed in writing; DD-577
Input and digitally sign travel documents
on behalf of travelers
Show slide #18: NDEA Responsibilities
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Non-DTS Entry Agents (NDEAs) are employees who have been designated by the local command authority to input and digitally sign authorizations and vouchers in DTS on behalf of travelers. NDEAs must be appointed in writing by the local command authority using a DD-577.
Topic 2: Introduction to DTS

19. Other DTS Users DTAs manage DTS within every DoD organization
Defense Travel Administrators (DTAs):
Role-based responsibilities
Optionally identified as:
Lead DTA (LDTA)
Organization DTA (ODTA)
Finance DTA or Budget DTA (FDTA or BDTA)
Show slide #19: Other DTS Users
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Within every organization of the DoD, there are certain personnel called Defense Travel Administrators (DTAs) who manage DTS. According to their role, DTAs can have different responsibilities.
A DTA can be identified as a:
Lead Defense Travel Administrator (LDTA)
Organization Defense Travel Administrator (ODTA)
Finance or Budget Defense Travel Administrator (FDTA/BDTA)
Topic 2: Introduction to DTS

20. LDTA Responsibilities
Leads DTS site implementation
Co-ordinates on-site DTS-related activities
Develops DTS training and proliferation plan
Establishes site Help Desk
Updates the organization within DTS
Updates traveler, RO, and AO profiles
Show slide #20: LDTA Responsibilities
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
As the senior DTA at the site, the LDTA supervises the DTS setup and deployment from its initial stages, ensures that the process is properly planned, and identifies requirements such as the organization structure, Lines of Accounting (LOAs), and routing lists.
The LDTA:
Leads the overall implementation of DTS at the site
Coordinates on-site DTS-related activities
Develops DTS training and proliferation plan
Establishes the site Help Desk
Updates the organizations within DTS
Updates profiles for travelers, routing officials, and AOs due to permanent change of station or transfers within the main organization
Topic 2: Introduction to DTS

21. ODTA Responsibilities
Leads DTS implementation within organization
Key point of contact for LDTA at organization
Develops the organizational training plan
Assists with Help Desk issues
Assists with routine DTS administrative tasks
Show slide #21: ODTA Responsibilities
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The ODTA:
Leads the implementation of DTS at the organizational level
Acts as the key point of contact for the LDTA at an organization
Develops the organizational training plan
Assists the LDTA with Help Desk issues
Provides routine administrative maintenance
Explain that everyone using DTS must be assigned permission levels to define the DTS tools they may use. LDTAs and ODTAs can give or take away only the permission levels that they already have themselves. They must contact their service or agency representatives or the DTMO to obtain new permission levels.
Topic 2: Introduction to DTS

22. FDTA/BDTA Responsibilities
Oversees DTS-related budget and finance actions
Creates budgets and LOAs
Determines label names for LOAs
Reconciles DTS Budget module
Ensures debt collection occurs
Maintains LOAs by fiscal year
Ensures budgets are correctly set up
Show slide #22: FDTA/BDTA Responsibilities
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The FDTA/BDTA:
Oversees all DTS-related budget and financial actions at the site
Creates budgets and LOAs for use in DTS
Determines label names for LOAs within DTS
Reconciles the DTS Budget module
Ensures debt collection actions occur
Maintains LOAs by fiscal year and ensures that budgets are set up correctly
Topic 2: Introduction to DTS

23. LSA #2 Check on Learning Show Slide #23: LSA #2 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
To complete this activity, the participants have to match the DTA role with the responsibility.
Choices
 DTA Role Responsibility
ODTA Oversees budget and financial actions at the site
LDTA Provides routine administrative maintenance
FDTA/BDTA Establishes the site Help Desk
ANSWER
DTA Role Responsibility
ODTA Provides routine administrative maintenance
LDTA Establishes the site Help Desk
FDTA/BDTA Oversees budget and financial actions at the site
Q: Which one of the following statements about DTS is true?
DTS makes reimbursements 2-3 weeks after AO approval.
DTS enables travel claims to be filed without the need to provide receipts.
DTS picks the airfare for the traveler.
DTS requires travelers to justify travel requests that are outside DoD policy.
DTS does not disburse to the charge card vendor and traveler.
A. DTS requires travelers to justify travel requests that are outside DoD policy.
Q; The false statements about DTS are:
DTS was designed to push travelers to select policy compliant travel options; but travelers are not prevented from making selections that are in conflict with DoD travel policy.

24. LSA #2 Summary Show slide #24: LSA #2 Summary
Facilitator’s Note: In this lesson, we discussed the Benefits and Responsibilities of DTS.

25. Review Key Points To Access DTS
Log in
Self-registration
Profile validation in DTS
Show slide # 25: Review Key Points to Access DTS
3. Learning Step / Activity 3. Review key points to access Defense Travel System (DTS)
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 2 Hours
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Explain that DTS is an online system for managing all aspects of official travel. Travelers and administrative users can log in to DTS and customize all their TDY requirements. DTS lets users route travel documents for review and approval without any paper documents.
This topic covers the key points they need to know about accessing DTS; including how to log in, how to self-register, how to validate their profile within DTS, and much more.
Topic 3: Accessing DTS

26. Security Systems
Limits document access to only traveler and authorized users
Public Key Infrastructure (PKI) certificates:
Provides security for DTS
Enables users to identify themselves to the system
Recognizes users; controls functional access based on permission levels
Show slide #26: Security Systems
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Explain that before learning how to access DTS to create travel documents, it is important to understand some of the system’s security features.
Highlight the fact that when using DTS, travelers do not need to worry about unauthorized access to their personal or travel-related information. The software has a strong security system built in to guarantee that only the traveler and those authorized on the traveler’s behalf are allowed access to that traveler’s personal details and travel documents.
DTS uses Public Key Infrastructure (PKI) certificates to maintain this secure environment. PKI certificates identify each user to the system. Once the user is recognized, the system allows that user to perform specific functions. These functions are defined by the permission levels that user has been granted.
Inform the participants that they will learn more about PKI certificates later in this topic.
Topic 3: Accessing DTS

27. How to Access DTS Access the DTS Web site - www.defensetravel.osd.mil
Select Login to DTS button:
DTS Home page
First time user information
Training resources:
TraX
EWTS
System status boxes
Show slide #27: How to Access DTS
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
In order to create itineraries, book reservations, submit vouchers, or review and approve documents, they must first log in to DTS. To do this, they will always start on the DTS Web site. The URL for that Web site is:
Topic 3: Accessing DTS

28. Login To DTS Show slide #28: Login to DTS
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
From this Web site, they have to use the Login To DTS button to open the DTS Home page, where they will have access to various navigation options and key pieces of information.
Explain the various elements on the DTS Web site. Point to each element on the DTS Home page while explaining it:
Login to DTS: Selecting the Login to DTS button from the DTS Web site enables a user to access DTS.
First Time Users: First-time DTS users may select the Learn More button to get information about DTS and various tools that are required in order to use the software.
Training: Selecting the Training button provides access to training resources, such as EWTS or DTS guides. You can use the Training Resources lookup feature to view all training resources, or you can narrow your search by Type, Role, Topic or Series.
System Status: The System Status section on the DTS Web site shows the real-time status of DTS and the Enterprise Web Training System (EWTS). DTS is the real-time system where travelers create and manage their travel documents. EWTS is a training environment that provides a means for receiving hands-on training using a database that mirrors DTS.
Alert the participants to always look at the system status boxes before logging into DTS or EWTS:
A green box indicates the system is available and working properly.
A yellow box indicates that some aspect of DTS or EWTS is currently degraded. Users can select the yellow box to read a message explaining the problem. If the issue is simple, they may be able to complete their task.
A red box indicates that DTS is not operational and many people are working to fix it. Users can select the red box to read a message regarding the status.

29. Privacy and Ethics Policy
Required agreement to lawfully use DTS
Privacy and Ethics Policy screen:
Accept button
Decline button
Show slide #29: Privacy and Ethics Policy
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Once you select the Login to DTS button, you will see the Privacy and Ethics Policy.
After reviewing the policy, they must select the Accept button at the bottom of the screen; otherwise they will not be allowed to use the software. They will need to do this every time they log in to the system. (See Figure 4)
When you select the Accept button, you are agreeing to use DTS in a lawful and appropriate manner. Selecting the Decline button will take them back to the DTS Web site.
Topic 3: Accessing DTS

30. Digital Signature and CAC PIN
DTS users issued unique PKI certificates
Certificates stored on CAC; unique PIN
Unique electronic signature created
Log in to DTS with PKI certificate and PIN
Create, edit, digitally sign travel documents
Show slide #30: Digital Signature and CAC PIN
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS requires you to digitally sign their travel documents. The digital signature serves the same purpose on an electronic travel document as their handwritten signature on a paper travel document.
This is how digital signatures work:
Every DTS user is issued a unique PKI certificate. Most users’ certificates will be stored on their Common Access Cards (CACs), though they can be stored on a portable storage medium or on the hard drive of a computer.
Certificates stored on a CAC are associated with a unique Personnel Identification Number (PIN).
PINs that are stored elsewhere use a password. Only the user should know this number.
 DTS will use the certificate, validated by the PIN to create a unique electronic signature.
 Since each user's PKI certificate is unique and only that user knows the PIN, the electronic signature has the same legal status as a handwritten signature on a paper document.
To create or edit an electronic travel document, or to attach a digital signature to one in DTS, they must log in to the system using their PKI certificate and PIN.
Topic 3: Accessing DTS

31. PKI Certificate Stored on a CAC
PKI certificate stored on CAC:
Enter unique/personal PIN
Select OK
Note: Users who prefer to use a soft certificate should contact their Local Registration Authority (LRA) for further guidance.
Show slide #31: PKI Certificate Stored on a CAC
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The steps to log in to DTS using a PKI certificate stored on a CAC are:
Type the PIN in the PIN field.
Select the OK button.
Note: Users who prefer to use a soft certificate should contact their Local Registration Authority (LRA) for further guidance.
Topic 3: Accessing DTS

32. DTS Self-Registration
First-time users activate account:
Enter SSN twice
Select Submit button
Show slide #32: DTS Self-Registration
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS recognizes an individual as a user with a previously activated user ID, the log-in process continues. However, if the individual has not registered already, the User Activation screen will appear automatically.
Topic 3: Accessing DTS

33. DTS Profile Validation
First-time users must validate profile:
User prompted to review profile
Editable and non-editable fields
Review and validate all information
Save by selecting: Update Personal Information button
Show slide #33: DTS Profile Validation
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Once the account has been activated, they will be taken to the DTS User Welcome screen. They can start creating travel documents immediately.
However, the first time they access the system, before creating any documents, they will be prompted to review their profile information on the Profile Validation screen.
This step will allow them to check that their profile information is complete and correct. They should carefully review and validate their profile information before selecting the Update Personal Information button.
Explain the various sections of the Profile Validation screen.
Editable Fields: Users can review and, if necessary, update information on the various profile screens.
Non-Editable Fields: Some items in personal profiles are read-only and cannot be edited. If any information in a non-editable field is incorrect, they must ask their DTAs to make the changes.
Update Personal Information: Selecting the Update Personal Information button saves the profile information.
Note: Alert the participants that while reviewing the information, they must especially make sure their address and their banking information are correct. It takes only one incorrect character to prevent a traveler from receiving important information from DTS or timely reimbursements from Defense Finance and Accounting Service (DFAS).
Topic 3: Accessing DTS

34. LSA #3 Check on Learning Show Slide # 12: LSA #3 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
Q:  A new user is accessing DTS for the first time and needs to activate their user ID. What information should they enter in the User Activation screen?
Password
PKI
PIN
SSN
A: To activate the user ID from the User Activation screen, the new user must enter their Social Security Number (SSN) twice and then select the OK button.
Scenario:
Mike Smith, a traveler, wants to create his travel documents with reservations in DTS. However, before logging onto the system, he wants to check to see if it is available and working. Where will he find this information?
Facilitator’s Note: Depending on the system status during class, you may change the scenario accordingly.
Answer 
A green box indicates the system is available and working properly.
A yellow box indicates that some aspect of DTS or EWTS is currently degraded. Users can select the yellow box to read a message explaining the problem. If the issue is simple, they may be able to complete their task.
A red box indicates that DTS is not operational and many people are working to fix it. Users can select the red box to read a message regarding the status.

35. LSA #3 Summary Show slide #35: LSA #3 Summary
Facilitator’s Note: In this lesson, we discussed key points to access DTS

36. Navigate Through DTS Show slide #36: Navigate through DTS
4. Learning Step / Activity 4. Navigate through Defense Travel System (DTS)
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 2 Hours
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS has user-friendly elements to help them navigate with ease and make all their travel plans with the minimum hassle—without using any paper.
In this topic, you will learn about various functionalities that are available in DTS—important elements of the DTS User Welcome screen, DTS Help function, and tools provided to navigate within the system.

37. DTS User Welcome Screen
Privacy and Ethics Policy screen
DTS User Welcome screen:
Menu bar
Welcome area
Message center
My Signed Documents section
Show slide #37: DTS User Welcome Screen
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS User Welcome screen appears after logging in to the system and accepting the Privacy and Ethics Policy.
The DTS User Welcome screen is divided into four important areas including the menu bar, the welcome area, the Message Center, and the My Signed Documents section.
Explain the four areas:
Menu bar
The menu bar at the top of the DTS User Welcome screen provides selectable tabs with varying drop-down lists. Travelers will use the tabs within the menu bar to move through DTS to create their travel documents, look up information, and calculate costs related to their travel.
DTS User Welcome Screen
This screen contains a personalized welcome message with important information about a user’s DTS access rights. This area contains the following:
Users’ full name
DTS Organization to which they are assigned
Organization Access information, if any
Group Access information, if any
Permission levels that have been granted based on their roles
Message Center
Any important system messages are displayed in this area, just below the welcome message.
My Signed Documents
After a document is digitally signed, it appears under My Signed Documents on the right side of this same screen. This area contains the document name and type, its current status, and the TDY departure date.
Topic 4: Using DTS

38. DTS Access Rights Every site that uses DTS has at least one LDTA
For every organization under that site at least one ODTA is recommended
DTAs grant DTS access
limit access to DTS functions
DTS access include:
Organization Access
Group Access
Permission Levels
Show slide #38: DTS Access Rights
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
There are three types of access within DTS: (See Figure 9)
Organization Access
Group Access
Permission Levels
Explain that every site that uses DTS will have at least one LDTA. For every sub-organization at least one ODTA is recommended. These DTAs are responsible for granting DTS access to DTS users. Access dictates which DTS functions users may use.
Explain each access right.
Organization Access: Defense Travel Administrators (DTAs) typically have access to the DTS setup functions, routing lists, budgets, personal profiles, and groups only for their assigned organizations and all associated sub-organizations.
Group Access: DTAs, AOs, and NDEAs may be granted access to travel documents and personal profiles for travelers in the organization for which they are responsible. Having group access allows anytime access to other people’s travel documents.
Permission Levels: Personnel who use DTS but do not travel can perform many tasks, provided they have the appropriate permissions. Individuals may receive one or more permission levels, which grant or limit the tasks they can perform in accordance with their user role. DTS permission levels range from 0 to 9. Each permission level is exclusive of all other levels.
Topic 4: Using DTS

39. Permission Levels Range from “0” to “9”
Assigned based on roles and responsibilities
Limit user access
All users have minimum permission level “0”
Permission levels are exclusive of each other
Show slide #39: Permission Levels
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
There are many tasks that can be performed in DTS. By assigning a permission level to each of these tasks, DTS controls access to the various modules and functions within each module. All DTS users receive one or more permission levels, which range from 0 to 9. Permission levels limit users’ access rights and therefore control which tasks they can perform.
The DTA assigns the minimum permission level (Level 0) to each DTS user. A permission level can be awarded exclusive of any others. For example, an individual with permission level 7 does not automatically have all the rights associated with levels 0 through 6.
If personnel have several roles in DTS, they will receive all permission levels required to execute all their assigned tasks.
Cite the following example:
An AO with permission levels 0, 1, and 2 may also be a budget analyst who needs permission levels 0, 1, and 3. In this example the individual would therefore be given permission levels 0, 1, 2, and 3.
Topic 4: Using DTS

40. Nine Permission Levels
Allows access to document preparation functions
Level 1
Grants view-only access to Budget and DTA Maintenance Tool modules
Level 2
Enables access to the Route and Review module
Allows application of routing stamps
Level 3
Allows performance of tasks in Budget module
Level 4
Allows access to CBA Reconciliation module
Show slide #40: Nine Permission Levels
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Level 0 allows users to access document preparation functions.
Level 1 grants view-only access to the Budget and DTA Maintenance Tool modules. This access permits viewing an organization’s information including routing lists, groups, personnel, and budget information.
Level 2 gives access to the Route and Review module and applies the appropriate routing stamps to travel documents.
Level 3 provides access to perform tasks in the Budget module. These tasks include establishing and maintaining budgets for corresponding lines of accounting (LOAs). This permission level also allows users to view and edit EFT information in a traveler’s permanent profile.
Level 4 allows access to the Centrally Billed Account (CBA) module.
Topic 4: Using DTS

41. Nine Permission Levels Cont.
Allows DTA to edit organizations, routing lists, groups, and personal information within organizations
Level 6
Used to manage DTS related financial functions
Level 7
Provides other DTAs with override capability
Levels 8 and 9
Reserved for the Service/Agency DTS Program Offices, DTMO and DTS PMO
Show slide #41: Nine Permission Levels Cont.
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Level 5 allows the DTA to edit organizations, routing lists, groups, and per­sonal information within an organization.
Level 6 is used to manage DTS related financial functions at the headquarters/base/site.
Level 7 provides other DTAs with override abilities. Very few users will have this permission level.
Levels 8 and 9 are reserved for the Service/Agency DTS Program Offices, Defense Travel Management Office and the DTS Program Management Office.
Topic 4: Using DTS

42. DTS Help Function Help for this screen link
User access to additional screen topic information
Table of Contents link
User access to Help database
User search key for DTS information
Show slide #42: DTS Help Function
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When logged in to DTS, a user can always get help for any screen by selecting the Help for this screen link in the upper right corner.
Selecting this link will open a window that contains information specific to the topics on that screen.
Within the Help for this screen text, some words and phrases will be highlighted. Selecting a highlighted item will display even more information related to that topic.
When the Help for this screen box opens, a link to the DTS Help Table of Contents will display in the upper right corner. The user can select the See Table of Contents link to search the entire Help database for information related to any topic in DTS.
Topic 4: Using DTS

43. Menu Bar Four navigation tabs:
Official Travel
Official Travel-Others
Traveler Setup
Administrative
Mouse over tabs to view individual modules and functions
Drop-down options determined by DTS permission levels
Show slide #43: Menu Bar
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
On the DTS User Welcome screen, there are four tabs on the menu bar:
Official Travel
Official Travel-Others
Traveler Setup
Administrative
Inform the participants that they can mouse over each tab on the menu bar to view the corresponding drop-down lists. The links available from the drop-down list will vary according to each user’s assigned permission levels.
Topic 4: Using DTS

44. Official Travel Provides Users tools: Create personal travel documents
Estimate pre-travel should-cost expenses
Request approval to travel
Submit actual TDY expenses for reimbursement
Create group travel itineraries
Create requests for local travel reimbursement
Restore documents that have been purged
Show slide #44: Official Travel
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Inform the participants that the first tab on the menu bar is Official Travel.
Topic 4: Using DTS

45. Official Travel - Others
Travel Clerks/NDEAs create travel documents for travelers
Travel Clerks/NDEA logs in under their name and ID
Documents produced with selected traveler personal information
Official Travel-Others Process:
Log into DTS
Select Official Travel-Others
Select document type
Search for the traveler
Complete document in standard manner
Show slide #45: Official Travel - Others
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Explain that the second tab on the menu bar is Official Travel - Others. Travel Clerks and NDEAs use this tab to create travel documents for other travelers.
The document options available under the Official Travel - Others tab are the same as those for Official Travel. (See Figure 14)
Explain the steps for using the Official Travel - Others tab:
When creating documents for another traveler, select the Official Travel - Others tab and choose the document type from the drop-down list.
DTS will require the user to search for that traveler within DTS.
After the traveler is located, and selected, the user is then logged into DTS under their own name and User ID, but the documents created will include the name and personal information only for the selected traveler.
Note: The remaining steps for creating any document are exactly the same as they would be for travelers completing travel documents for themselves.
Topic 4: Using DTS

46. Traveler Setup Used to perform miscellaneous tasks:
Determine form print preferences
View available routing lists
Indicate time/clock preferences
Complete rates lookup
Update Personal Profile
Show slide #46: Traveler Setup
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The Traveler Setup tab on the menu bar allows the traveler to perform different tasks. This tab contains a drop-down list with several options, though the specific options available to a user depend on that user’s permission levels. Not every option will be displayed.
Facilitator’s Note: Explain the options in the drop-down list.
Form Preferences: Allows the user to set the DTS “print” options so that travel documents will resemble existing government documents when printed.
Available Routing Lists: Displays the names of individuals who will review and approve that individual traveler’s orders and vouchers.
User Preferences: Allows the user to adjust the DTS time format to either a 12-hour (AM/PM) or 24-hour (“military” time) clock.
Rates Lookup: Provides access to a Web site outside DTS where the user can check mileage rates, government meal rates, and abbreviation codes for per diem locations.
Update Personal Profile: This allows you to view and edit your personal profile. Changes made automatically update the permanent profile. Changes will not apply to existing documents.
Topic 4: Using DTS

47. Administrative Calculate Distance – Only traveler option available
Calculate Distance allows:
Access to the Defense Table of Distances (DTOD) outside DTS
Traveler to research and calculate official TDY mileage
Personnel with higher permission levels have additional options
Show slide #47: Administrative
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The Administrative is the final tab on a traveler’s menu bar. For a traveler, only the Calculate Distance option will be displayed in the drop-down list for this tab.
Selecting Calculate Distance will take the traveler outside DTS to the Defense Table of Official Distances (DTOD), which they can use to research and calculate official TDY mileage.
Personnel with permission levels above that of a traveler will have access to several other options in the Administrative drop-down list within the menu bar.
Topic 4: Using DTS

48. DTS Processes Show slide #48: DTS Processes
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS is an efficient, paperless web-based system created by the DoD to improve the efficiency of TDY travel processes.
This means no more waiting for long periods of time or chasing down reviewing and approving authorities to get their signatures for approval to travel. No more stacks of paper receipts that must be retained for years and no more waiting for weeks to receive reimbursements via paper checks.
DTS allows travelers to plan their trips down to the smallest details with just a few clicks of the mouse. The system permits users to create customized itineraries, make reservations, secure authorization to travel, create their vouchers, and make payments to the charge card vendor from virtually any CAC-enabled computer at any time of day or night.
Mention that the DTS workflow is streamlined and easy to follow.
In this topic, the participants will be provided a brief overview of exactly how DTS has simplified the authorization and vouchering processes.
Explain that the DTS authorization process is designed to save both time and effort. This is possible because requests for authorization to travel, travel approval stamping, and traveler notification are all done electronically with the DTS web-based system.

49. Authorization Process
CTO books reservations
AO approves electronically
Traveler/NDEA/Clerk creates an authorization
Show slide #49: Authorization Process
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
There are five major steps in the DTS authorization process.
1. Traveler/NDEA/Clerk creates an authorization
The traveler (or someone acting on the traveler’s behalf) first must request approval to travel by entering the itinerary information, reservation requests, estimated expenses, and a few other details into DTS. This action creates a DTS authorization.
2. CTO books reservations
The CTO automatically receives the traveler’s reservation requests from DTS. When the request is received, the CTO books, and holds those transportation and lodging reservation requests.
3. AO approves electronically
DTS automatically routes the authorization to the appropriate reviewers (if any) and the Authorizing Official (AO). The AO reviews and stamps the authorization APPROVED.
In large organizations, there may be several people on a routing list who must review an authorization before it is finally approved by the AO. In smaller organizations, the authorization may go directly from the traveler to the AO.
In either case, the AO must check to see that all information entered into the authorization is correct, determine whether the request satisfies organizational mission needs, and make sure that funds are available to cover the cost of the TDY.
4. Traveler prints confirmed authorizations
After the APPROVED stamp is applied, the CTO automatically receives notification of the approval. The traveler automatically receives a notification along with their reservation confirmation numbers. The traveler may print copies of the travel documents at any time, if required.
5. Traveler secures advance and tickets
Then three business days before travel commences, the traveler may secure an ATM advance by withdrawing money from an ATM. The traveler will be notified that the electronic tickets are ready.
Traveler secures advance and tickets
Traveler prints confirmed authorizations
Topic 5: DTS Processes

50. Voucher Process Traveler/NDEA/Clerk creates voucher
AO reviews and approves voucher
Show slide #50: Voucher Process
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When you return from their trip, you claim reimbursement for the expenses incurred on their TDY by submitting a voucher. The DTS voucher process is also completely automated and equally simple.
Inform the participants that the vouchering process has four major steps.
1. Traveler/NDEA/Clerk creates voucher
The traveler (or someone acting on the traveler’s behalf) creates the voucher in DTS. When the voucher is created, the information entered into the approved authorization is automatically transferred into the new document. This feature saves considerable data entry time.
2. AO reviews and approves voucher
Upon return the traveler updates their TDY information (if it changed) and enters actual expense amounts to replace all estimated expenses. Next they stamp the voucher SIGNED and it automatically routes to the reviewers (if any) and AO for electronic approval.
3. Voucher is sent for processing
The AO-approved voucher automatically goes to electronic disbursing for processing.
4. Funds are reimbursed electronically
The funds due to the traveler are sent via EFT to the traveler’s bank or credit union; the payment due to the charge card vendor is automatically distributed in the same manner. Since the entire process happens automatically, the reimbursement process can take as little as 2-3 days from the time the AO approves the voucher.
NOTE: Alert the participants that during both the authorization and vouchering processes, documents can be sent back to the traveler (stamped RETURNED) at any time for editing if a reviewer considers it necessary.
Funds are reimbursed electronically
Voucher is sent for processing
Topic 5: DTS Processes

51. LSA #4 Check on Learning Show Slide #51: LSA #4 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
Question: Ask the participants to complete the activity. Have participants match the tabs on the menu bar with the function.
Tab Function
Official Travel Enables users to adjust the time display settings
Official Travel-Others Provides users access to the DTOD
Traveler Setup Enables users to create their own travel documents
Administrative Enables users to create travel documents for other people
Answer Key:
Tab Function
Official Travel Enables users to create their own travel documents
Official Travel-Others Enables users to create travel documents for other people
Traveler Setup Enables users to adjust the time display settings
Administrative Provides users access to the DTOD
Q: Which one of the following statements about permission levels is true?
Permission levels are granted based on the task(s) to be performed.
DTAs do not need permission levels for tasks they perform in DTS.
Users may not have more than one permission level.
Every user is assigned a single permission level by DTS.
 A: The correct statement is: 
 Q: Which one of the following statements about the DTS authorization and voucher process is true?
The CTO checks whether everything in the authorization is accurate and appropriate.
Vouchers are created using information from the approved authorization.
Reviewers cannot send authorizations and vouchers back to the traveler for editing.
The traveler must hand over the TDY authorization request to the CTO.
The AO makes the reservations for the traveler.
A: The correct statement is:
  Vouchers are created using information from the approved authorization.

52. LSA #4 Summary Show slide #52: LSA #4 Summary
Facilitator’s Note: In this lesson, we discussed Navigate through DTS, and the nine permission levels.

53. Present Additional Resources
Show slide #53: Present Additional Resources
5. Learning Step/Activity 5. Present resources of the Defense Travel System (DTS)
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 1 Hour 30 Minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS is a revolutionary approach in the management and planning of TDY travel processes. Support the point that significant effort and planning has gone into developing a unique electronic format.
Mention that there are a host of resources available to help the participants understand every aspect of the TDY travel process and DTS functionality in greater detail. These resources will also help them understand how DTS is constantly evolving and improving.
Inform them that this topic will provide a brief overview of several important resources they may want to consult in order to broaden their knowledge of DTS and to keep up to date with the development of DoD travel.
Topic 6: Additional Resources

54. Travel Explorer DTMO online portal for travel-related information
Training section resources:
Series of instructor led classes (leader and student guides)
DTS distance learning classes
Self-paced Web-Based training programs (WBTs)
Show slide #54: Travel Explorer
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
All information related to any aspect of travel, their ultimate resource is the DTMO’s newly created online portal called the Travel Explorer (TraX). Demonstrate that the Web site can be accessed from the following link:
Within TraX, they will find a training section offering several resources such as the series of instructor led classes (leader and student guides), a large catalogue of DTS distance learning classes, and several self-paced Web-Based training programs (WBTs). As you explain, log in to TraX and browse through the various screens.
All information related to any aspect of travel, their ultimate resource is the DTMO’s newly created online portal called the Travel Explorer (TraX). Within TraX, they will find a training section offering several resources such as the series of instructor led classes (leader and student guides), a large catalogue of DTS distance learning classes, and several self-paced Web-Based training programs (WBTs). As you explain, log in to TraX and browse through the various screens.
Topic 6: Additional Resources

55. DTMO Web site DoD Travel and Resource Center Training Resources Lookup
e-Learning
Instructor Resources
Reference Materials
Training Resources Lookup
Direct Links to:
Distance Learning Schedule
Travel Explorer (TraX)
EWTS
Show slide #55: DTMO Web site
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The DTMO Web site is also a great resource for information about DoD travel and DTS. The Web site can be accessed from the following link:
Note: Explain the following sections:
Menu Bar
At the top of the screen, you will find links to a wide variety of travel-related information such as:
About. Here you can find descriptions of the DTMO, its mission, vision, and goals and program information.
Programs & Services. Find shortcuts to customer support and feedback tools, important information about your GTCC, commercial travel management, DoD travel policies and regulations, DTS, allowances, and travel training resources.
News & Events. Get all the latest information on air, car/truck, military bus, and rail travel, as well as commercial and government lodging programs. You’ll also find the most recent issue of the DTMO Dispatch and news on the upcoming defense travel events. Information about travel and assistance for new recruits
References. This valuable online library contains a list of acronyms, downloadable reference documents such as How To and FAQs, and much more.
Search. Enter keyword(s) in the text field and select Go to look for specific content on the DTMO Web site.
View Web site Demos
Select this link to view helpful Web site demonstrations.
In the Spotlight
Surf through the latest news in defense travel and select links to learn more.
Director’s Blog
Get the latest word from the Director of the DTMO.
Travel Tools
Here you’ll find a list of direct links to some of the most useful defense travel resources, such as DTS, TraX, DoD Travel Regulations, and more.
Travel Assistance Center (TAC)
If you are encountering a problem with DTS that your local help desk can’t resolve, use the TAC phone number shown here or log directly into TraX to submit a help ticket by .
DTS Information
Get status updates for DTS and EWTS, read about recent software updates, and more in this important links section.
Travel Regulation and Allowances
Learn more about Per Diem, CONUS Cost of Living Allowance (COLA), Overseas COLA, the travel regulations (JFTR/JTR), and more.
Training Resources
Browse through a selection of helpful DTS training materials and resources such as manuals, guides, quick reference materials, a schedule of distance learning classes, and more. Or, connect directly to TraX to utilize web-based training (WBT), demonstrations, and much more.
Topic 6: Additional Resources

56. Key Summary Points
DTS provides a single platform for managing TDY processes
DTS is accessed through DTS Web site
DTS allows anytime access to all users:
Users create their own travel documents
NDEAs create travel documents for others
DTAs manage DTS in every organization
Show slide #56: Key Summary Points
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Inform the participants that they have come to the end of the About DTS class.
The key points covered in this class are:
DTS is a software program designed to provide DoD personnel with a single, streamlined platform for managing TDY processes such as travel planning, reservations, approvals, vouchering, reimbursement, and record archiving. The system is paperless, and provides both time and cost benefits.
Access to the system is through the DTS Web site. DoD personnel can access DTS and create their own travel documents any time.
NDEAs are personnel authorized in writing to digitally create and sign travel documents on behalf of others. DTAs are designated personnel in every organization who manage DTS.
Topic 7: Summary

57. Key Summary Points Cont.
DTS security based on PKI certificates that identify users:
Each user logs into DTS using a unique PIN
PIN stored on a CAC, portable storage medium, or the hard drive of a computer
PIN unique to each user
Digital signature legal status same as a handwritten signature
First-time DTS users must:
Activate their account using their SSNs
Validate the information entered in their DTS profiles
Show slide #57: Key summary points cont.
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The key points covered in this class are:
DTS provides a security system based on DoD PKI certificates. PKI certificates are usually stored on the user’s Common Access Card (CAC) but may be stored on the user’s local hard drive or a floppy disk. Every DTS user logs into DTS using a unique CAC PIN. Since only the user knows this PIN, the digital signature has the same legal status as a handwritten signature.
First-time DTS users must activate their account using their SSN. They also must validate the information that was entered in their DTS profiles on their behalf by their DTA.
Topic 7: Summary

58. Key Summary Points Cont.
DTS Web site contains:
Help and training sections
First-time user guides
DTS authorization and voucher processes are:
Simple
Automated
Faster than legacy systems
TraX and DTMO Web site:
Latest information and updates DoD TDY processes
Most current information on all travel programs and issues
Show slide #58: Key summary points cont.
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The key points covered in this class are:
The DTS Web site contains a Help section, a training section, and a section to guide first-time DTS users.
The DTS authorization and vouchering processes are simple and automated and work significantly faster than legacy paper systems.
Tools such as the Travel Explorer (TraX) and the DTMO Web site provide additional resources with information and updates on DoD travel processes, programs, and issues.
Topic 7: Summary

59. LSA #5 Check on Learning Show Slide #59: LSA #5 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
 Q: Ask whether the following statement is true or false. Provide a reason for your answer.
The TraX Web site provides access to training resources only.
A: This statement is false. The TraX Web site provides more than just training resources for DoD employees. It is also a great source of information about DoD-related travel.

60. LSA #5 Summary Show slide #60: LSA #5 Summary
Facilitator’s Note: In this lesson, we discussed additional resources in DTS.

61. TLO Check on Learning SHOW SLIDE #21: TLO Check on Learning
Facilitator’s Note: Facilitator, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

62. Terminal Learning Objective
ACTION: Conduct Defense Travel System (DTS) Operations
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:
Explain the background of Defense Travel System (DTS)
Identify the benefits and responsibilities of Defense Travel System (DTS)
Review key points to access Defense Travel System (DTS)
Navigate through Defense Travel System (DTS)
Present resources of the Defense Travel System (DTS)
SHOW SLIDE #62: Terminal Learning Objective
Facilitator’s Note: Read TLO Or
Facilitator’s Note: In this lesson we discussed how to Establish Defense Travel System (DTS) We covered different areas of:
TDY-Related Functions
DTS Background
DoD Directive
Travel Policies
Benefits and Responsibilities of DTS
Key points to access DTS
Navigate through DTS, and the nine permission levels
Additional resources in DTS
Facilitator’s Note: Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer.