Perform DTS Functions.

Perform DTS Functions

TERMINAL LEARNING OBJECTIVE
Task: Perform DTS Functions Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using Defense Travel System (DTS), FM Business Processes, doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, and discussion Standards: With at least an 80% accuracy (70% for International Learners): Define DTS and GTC Create Line of Accounting Process an Unsubmitted Voucher SLIDE SHOW 2: TLO Instructor Note: Safety Requirement: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 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). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low. Hazard Identification: Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza. Hazard 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. Environmental Statement: 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. Evaluation: At the end of the S8 Module a culminating event, resulting in a briefing to the Commander, will be assessed. Instructional Lead-In:

Define DTS & GTC Topic 1: Overview and Objectives: Slides 2 to 14
Topic 2: Travel Card Basics: Slides 15 to 27 Topic 3: Obtaining and Using a Card: Slides 28 to 50 Topic 4: Travel Card Policies: Slides 51 to 65 Topic 5: Summary: Slides 66 to 70 Topic 6: Assessment: Slides 72 to 74

OUSD Memo Office of the Under Secretary of Defense (OUSD) Memo (excerpt): for Misuse of Government Charge Cards by Military Personnel “It shall be DoD policy that in each case of improper, fraudulent, abusive, or negligent use of a government purchase or travel charge card by military personnel, including any use at establishments or for purpose that are inconsistent with the official business of DoD or with applicable standards of conduct, the commander or supervisor of the responsible individual or parties will be informed in a timely manner in order that appropriate corrective or disciplinary action may be taken.” SLIDE SHOW 2: OUSD Memo The complete OUSD Memorandum can be viewed at

OUSD Memo for Government Charge Card Disciplinary Guide for Civilian Employees
“This memorandum implements 10 U.S.C. 2784a, as amended by section of the Nation Defense Authorization Act (NDAA) for Fiscal Year 2004, Public Law Section 2784a, as amended, now requires that the Department of Defense (DoD) issue regulation providing for appropriate corrective actions, including removal in appropriate cases, for employees who violate the regulations or are negligent or engage in misuse, abuse or fraud with respect to a Defense travel card. This act also requires an assessment of penalties. …,Public Law , previously required that DoD issue regulations providing for appropriate corrective actions for employee government charge card violations.” Office of the Under Secretary of Defense (OUSD) Memo Excerpt

Laws and Other Documentation Governing Travel Cards
Public Law Public Law Public Law Financial Management Regulation (FMR) –Volume 9, Chapter 3 DoD Statement of Understanding

Public Law PL Also known as the Travel and Transportation Reform Act (TTRA) of 1998 Established the travel card program within the Department of Defense (DoD) Mandates the use of a government sponsored travel card for costs associated with official government travel

Public Law PL Establishes the requirement of split disbursement directly to the charge card vendor. PL Requires each executive department and agency to evaluate the credit worthiness of an individual before issuing the individual a Government Travel Charge Card (GTCC)

Financial Management Regulation (FMR)
Establishes command, supervisory, and personal responsibility for use of the Government Travel Charge Card and the operation of DoD travel card program. It is the responsibility of commanders and supervisors at all levels to ensure compliance with this regulation.

DoD Statement of Understanding
The DoD Statement of Understanding must be signed by each traveler. It states that the applicant understands the provisions of the travel card program and proper use of the travel card. DoD components may modify the DoD Statement of Understanding to reflect specific organization requirements

Benefits of Using a Travel Card
An efficient tool for conducting official travel Out-of-pocket expenses and personal credit card use Saves costs Provides financial readiness SLIDE SHOW 9: Benefits of Using a Travel Card Bullet 1- An efficient tool for conducting official travel Bullet 2- Reduces reliance on out-of-pocket expenses and personal credit card use Bullet 3- Saves administrative costs incurred paper-based transactions, Save costs due to tax exemption status in select States Bullet 4- Provides financial readiness, Reduces the need to issue traditional travel advances (cash/electronic funds transfer

Traveler’s Responsibilities
Official government travel expenses Cardholder’s responsibility Payment should be made in full Ensure all information is current. SLIDE SHOW 10: Travelers Responsibility Bullet 1- Issued only for payment of Official government travel expenses. It is not authorized for personal expenses. Bullet 2- Payments are the cardholder’s responsibility Bullet 3- Review and reconcile your account statement in a timely manner. Pay the balance due in full, upon receipt of the billing statement. Bullet 4- Cardholder receives the billing statement directly from the travel card vendor at the address provided on the card application. Cardholder must notify the APC and the travel card vendor of changes in contact information, such as a new address. Notify the travel card vendor using the form provided on the back of the statement. Call travel card vendor’s toll free phone number Contact the APC Failure to notify the travel card vendor and APC of an address change may prevent the cardholder from receiving the travel card billing statement on time.

Traveler’s Responsibility (Cont.)
When traveling or upon return: Complete and file travel vouchers within five business days of completion of travel If authorization was created in DTS, and trip is greater than 45 days, partial payments should be scheduled If authorization was created outside DTS, interim travel vouchers should be submitted every 30 days SLIDE SHOW 11: Traveler’s Responsibility (Cont.)

Traveler’s Responsibilities (Cont.)
SECURITY See your Agency Program Coordinators (APC) when checking in or checking out of your organization Lost or stolen Beware of any identity theft SLIDE SHOW 11: Traveler’s Responsibility (Cont.) Bullet 1- See your Agency Program Coordinators (APC) when checking in or checking out of your organization Bullet 2- Immediately call and report a lost or stolen travel card to the travel card vendor. Follow up with APC. Once a card is reported as lost or stolen, it will be immediately cancelled. The travel card vendor will issue a travel card with a new account and PIN within 10 business days of receiving the notification of the lost or stolen card. Bullet 3- Beware of any identity theft, fraudulent and telephone scams prompting you for personal account information Never provide your account number or Social Security Number to anyone calling requesting the information

Standard Travel Card Use of this type of card is limited to official travel expenses only. Quasi-Generic cards will be issued for all new, re-issued and renewed travel cards.

Restricted Travel Card
A restricted card is issued in the following situations: An individual does not meet the credit requirements for a standard card. If the individual declines a credit check. Request by the commanding officer, supervisor or APC.

Credit Limit The credit limits for standard and restricted cards are shown in the table below.

Frequency of Travel Frequent travelers: Travelers who travel or may be expected to travel three or more times in a twelve-month period. Infrequent travelers: Travelers who travel less than three times in a twelve-month period.

ATM Access Travelers may use the travel card at ATMs; there is a fee
Assigned a personal identification number (PIN) May not obtain ATM advances before three working days of travel. SLIDE SHOW 18: ATM Access Bullet 1- Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses. The GTCC contractor will charge the cardholder a transaction fee for ATM use. Bullet 2- The travel card vendor assigns a personal identification number (PIN) to each cardholder, together with card issuance to permit ATM access. Bullet 3- Cardholders may not obtain ATM advances earlier than three working days before the scheduled travel.

Authorized Merchants Travelers are required to use their travel card wherever a credit card is accepted, for authorized travel expenses.

Submit the travel voucher within five days
Reimbursement Submit the travel voucher within five days Interim vouchers should be submitted after every 30 days of long-term travel. The AO must review the voucher The voucher should be paid within 72 hours of AO approval. SLIDE SHOW 20: Reimbursement Bullet 1- The cardholder should submit the travel voucher within five days of returning from the trip Bullet 2- If trip was not created in DTS interim vouchers should be submitted after every 30 days of long-term travel. Bullet 3- The AO must review the voucher for any errors or omissions. The AO will guarantee that all required receipts are included and that split- disbursement was used to pay the travel card vendor. Bullet 4- The voucher should be paid within 72 hours of AO approval. If not paid within two weeks, the traveler should inquire about the delay.

Applying for a Travel Card
When applying for a travel card, an applicant will: Contact your Agency Program Coordinator (APC) Travel card program information DoD Statement of Understanding Applicant must complete the application form and return to the APC for further processing. SLIDE SHOW 20: Apply of r a Travel Card Bullet 1- APC will send an containing the information for the online application Signed application along with the supervisor’s signature and the signed DOD Statement of Understanding

Processing Routine Applications
APC Verification APC Approval Travel card vendor processing Travel card receipt SLIDE SHOW 22: Process routine Applications Bullet 1- The APC will verify the information entered by the applicant and complete the billing hierarchy information. Bullet 2- The APC will approve the application within three days of receipt of the completed application package. Bullet 3- The travel card vendor processes the application and mails the card within two business days of receipt of the approved application. Bullet 4- The travel card should be received within 10 days of submission of the application.

Processing Expedited Applications
Request an expedited travel card Display “Expedited Application” With 24 hours Expedited SLIDE SHOW 23: Processing Expedited Applications Bullet 1- The APC will call the travel card vendor to request an expedited travel card. The APC will fax a hard copy application to the travel card vendor Bullet 2- Display ‘Expedited Application’ prominently on the application and verify the application has been received Bullet 3- Travel card vendor will process and forward expedited card within 24 hours to the address identified by the APC Bullet 4- Travel card vendor charges a fee for expedited travel cards. This fee is reimbursable and should be included on the voucher

Receiving and Activating the Travel Card
After receiving the card: Cardholder agreement Sign the travel card, activate the account and obtain a PIN. If a card is not used in a 12-month period, the account may be closed For a restricted card, activation and deactivation required for each travel period. SLIDE SHOW 23: Receiving & Activating Bullet 1- Read the cardholder agreement which contains very important account information. Retain the agreement for your records. Bullet 2- Sign the travel card and follow the instructions to activate the account and obtain a PIN. For a restricted card, the APC is required to contact the travel card vendor for activation and deactivation for each travel period.

Payment Policy Monthly billing statement
Payment should be made in full Delinquent and suspended at 60 days Transactions may be disputed SLIDE SHOW 24: Payment Policy Bullet 1- You will receive a monthly billing statement when you use your travel card. Billing statements list all charges and activities that occurred during the billing period. Bullet 2- Payment should be made in full by the due date whether or not reimbursement has been received. Accounts are past due if not paid by the statement due date. Bullet 3- Accounts become delinquent and are suspended at 60 days after the statement date Bullet 4- If there are incorrect transactions on the statement, the cardholder may dispute them. Disputes must be filed within 60 days of the statement date on which the charges first appeared. Dispute form may be obtained from your APC, the DTMO website or the Citi website.

Fees LATE Return Check - non reimbursable Expedited - reimbursable
75 days from the initial statement date Additional charges every 30-day cycle Not reimbursable Return Check - non reimbursable Expedited - reimbursable ATM - reimbursable. SLIDE SHOW 25: Fees Bullet 1- Applied to accounts beginning 75 days from the initial statement date. Bullet 2- Additional charges for each 30-day cycle, the account remains unpaid. Bullet 3- Not reimbursable unless the account is in Mission Critical Status or the Government is responsible for a delay in paying travel settlements. Bullet 4- There is a non-reimbursable return check fee for insufficient funds Bullet 5- There is a reimbursable fee charged for expedite delivery of the travel card. Bullet 6- The fee for ATM usage reimbursable. A terminal fee may also be assessed by the ATM owner.

Fees (Cont.) Surcharges- fees that merchants in the US and its territories are permitted to add to the cost of a purchase when using a charge/credit card. Except in the below states California, Colorado, Connecticut, Florida, Kansas, Maine, Massachusetts, New York, Oklahoma, and Texas Merchants are required to notify before the purchase Listed separately on the sales receipt Fees are reimbursable SLIDE SHOW 26: Fees (Cont.) Bullet 1- Surcharges are fees that merchants in the US and its territories are permitted to add to the cost of a purchase when using a charge/credit card. This surcharge can be applied to all MasterCard or Visa branded credit cards, including the GTCC. Bullet 2- All merchants, are allowed to assess a surcharge, except in the below states California, Colorado, Connecticut Florida, Kansas, Maine, Massachusetts New York, Oklahoma, and Texas If merchants intend to impose the surcharge, they are required to notify before the purchase The surcharge must be listed separately on the sales receipt. Fees are reimbursable and should be included on your voucher.

Disputed Transactions
Identified an incorrect transaction Contact the merchant Submit a dispute form within 60 days Temporary credit SLIDE SHOW 27: Disputed Transactions Once you have identified an incorrect transaction, Contact the merchant and request clarification to attempt to resolve the problem. If the issue is not resolved with the merchant, unresolved transaction or a billing error submit a dispute form to the travel card vendor within 60 days of the statement on which the transaction was posted. The cardholder is responsible for disputing transactions within 60 days of the statement date; otherwise they are liable for payment of the charge. The cardholder must complete and return an additional forms the travel card vendor may request. You will receive a temporary credit for the disputed transaction until it is resolved. If the dispute is resolved in the merchant's favor, the transaction is reapplied to the traveler’s account. If resolved in the traveler’s favor, the amount is credited in traveler’s account.

Summary The GTCC will be used by all DoD personnel to pay for all cost related to official Government travel There are laws and policies that govern travel cards Using a GTCC offers many benefits There are two types of travel cards Standard Restricted SLIDE SHOW 28: Summary Bullet 1- The GTCC will be used by all DoD personnel (military or civilian) to pay for all cost related to official Government travel. Cardholders are required to use travel cards for all official travel expenses wherever credit cards are accepted. Cardholders are authorized to withdraw cash from ATMS to pay for out-of-pocket, travel-related expenses at locations where the card cannot be used. Bullet 2- There are laws and policies that govern travel cards, such as eligibility, mandatory use, and the requirement for split-disbursement Bullet 3- Using a GTCC offers many benefits. A travel card is an efficient tool for conducting official travel and enhances financial readiness. Bullet 4 - There are two types of travel cards: standard and restricted. Most cardholders are issued a standard card. Restricted cards are issued under certain conditions such as the commanding officer, supervisor, or APC requests a restricted card be issued. An IBA is issued for payment of official Government travel expenses only. It is not authorized for personal expenses.

Summary (Cont.) No travel card will be issued without a properly completed application form and supporting documents Activate upon receipt of card Report a lost or stolen card to the GTCC An account may be cancelled for several reasons. Mission Critical Status if traveler location prevents filing interim vouchers. SLIDE SHOW 28: Summary (Cont.) Bullet 1- No travel card will be issued without a properly completed application form, the signed DoD Statement of Understanding and the Travel Card 101 completion certificate. Bullet 2- Upon receipt of the card, the cardholder must read the cardholder agreement, sign the travel card, and follow the instructions to activate it. Bullet 3- The cardholder should immediately report a lost or stolen card to the GTCC vendor and follow up with their APC. Bullet 4- An account may be cancelled for several reasons. The GTCC contractor may close accounts upon the request of the Agency Program Coordinator. Bullet 5- An APC may place a travel card into Mission Critical Status if the traveler is deployed long-term to a location that prevents them from filing interim vouchers.

Questions Questions

Create Lines of Accounting DTS
LEARNING STEP ACTIVITY Create Lines of Accounting DTS

BUSINESS PROCESS Battle Drill 33 SLIDE SHOW 3: Business Process
The Unsubmitted Voucher Report provides a list of authorizations for which vouchers have not been stamped SIGNED or T-ENTERED. It displays authorizations in the order of number of days since trip completion. DTS checks each authorization to determine when travel should have ended. Budget DTAs (BDTAs) should use this report to monitor any open obligations that are in the system because of travelers not filing vouchers. At a minimum, this report should be run on a weekly basis.

BUDGET DTS Budget module tracks travel spending in DTS
Not an official accounting system Manually add budget targets (spending limits) DTS automatically adjusts available travel funds in the budget as obligation and reimbursement requests are approved SLIDE SHOW 4: BUDGET Bullet 1- Purpose is to ensure that unfunded travel does not take place Bullet 2- The DTS Budget module does not link to your official accounting system Think of it as a tracking tool, much like a checkbook register that monitors the use of travel funds

Process an Unsubmitted Voucher Report
LEARNING STEP ACTIVITY Process an Unsubmitted Voucher Report

TERMINAL LEARNING OBJECTIVE
Task: Create Unsubmitted Voucher Report Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using Defense Travel System (DTS), Business Process Battle Drill 23, doctrinal and administrative publications, self- study exercises, personal experiences, practical exercises, and discussion Standards: Create an unsubmitted voucher report in DTS with at least an 80% accuracy (70% for International Learners) SLIDE SHOW 2: TLO Instructor Note: Safety Requirement: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 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). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low. Hazard Identification: Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza. Hazard 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. Environmental Statement: 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. Evaluation: At the end of the S8 Module a culminating event, resulting in a briefing to the Commander, will be assessed. Instructional Lead-In:

BUSINESS PROCESS Battle Drill 23 SLIDE SHOW 3: Business Process
The Unsubmitted Voucher Report provides a list of authorizations for which vouchers have not been stamped SIGNED or T-ENTERED. It displays authorizations in the order of number of days since trip completion. DTS checks each authorization to determine when travel should have ended. Budget DTAs (BDTAs) should use this report to monitor any open obligations that are in the system because of travelers not filing vouchers. At a minimum, this report should be run on a weekly basis.

UNSUBMITTED VOUCHER REPORT
Use the Unsubmitted Voucher report to identify all incomplete vouchers If the travel was not executed the authorization will need to be cancelled Travelers are required to settle vouchers within 5 working days of conclusion of TDY status SHOW SLIDE 4: Unsubmitted Voucher Report Bullet 1- To work this report contact travelers and their AOs who have pending authorizations to ensure they settle their TDY claims Bullet 2- In addition to returning the funds to the appropriate LOA this will also remove the traveler from the unsubmitted voucher list Bullet 3- Commands usually get concerned after 30 days High visibility trend in recent years, Usually reported at SPBAC You will need assistance from your S1 to identify SMs Report may only show BDE level association S8 Practices; generate report on first business day of the week – Forward to CSM for action

CHANGES Increased from 15 months to 24 months to request data from a previous years The Start Date/End Date search criteria range constraint was increased from 31 days to 93 days The Days Since End of Trip search criteria constraint was increased from 15 months to 24 SLIDE SHOW 5: CHANGES The Start Date search criteria constraint was increased from 15 months to 24 months to allow authorized users to request data from a previous year The Start Date/End Date search criteria range constraint was increased from 31 days to 93 days to allow authorized users to request quarterly reports The Days Since End of Trip search criteria constraint was increased from 15 months to 24 months to remain consistent with the Start Date search criteria constraint

REPORT EXAMPLE SLIDE SHOW 6: REPORT EXAMPLE (Raw)
Report Title: Unsubmitted Voucher Report Run Date: Tue Sep 22 10:31:48 EDT 2015 Search Criteria: StartDate=06/23/ Organization=DA76018A1011BCT DaysSinceTrip= IncludeSubOrgs=Y EndDate=09/22/2015 Organization/Suborganization Unit Traveler Last Name Traveler First Name Traveler Middle Initial Traveler Address TANum Document Name Approval Date Departure Date Days Since End of Trip Amount of Authorization DA76018A1011BCT B 326BEB Caver Daniel O 1QODOQ DCFTBENNINGGA082815_A01-02 9/17/2015 8/27/2015 5 $646.70 HHC 1-506IN COUCH DAVID A 1PQ3RH DCFTBENNINGGA070215_A01-03 7/16/2015 7/3/2015 $531.00 HHC 326BEB Crisp Jamey L 1R21UW JCFTCAMPBELLK092115_A02-01 9/20/2015 9/21/2015 2 $275.18 E 326BEB Johnson Michael S 1Q4S16 MJFTKNOXKY080315_A01 7/17/2015 8/3/2015 $1,100.11 C 2-320FA Labelle John M 1PTDAH JLFTBENNINGGA070315_A01-01 7/1/2015 $449.00 HHC 426BSB LUNSMANN LUCAS 1QROYD LLFTAPHILLVA091215_A01-02 9/11/2015 9/12/2015 4 $722.16 MARLEY WILLIAM E 1QRPBL WMFTAPHILLVA091215_A01-02 $839.46 B 2-320FA MedinaGonzalez Jesus 1PQ0QE JMFTCAMPBELLK070215_A01-03 Civilian MERRITT MYRA 1QX7GU MMFTLEAVENWOR091215_A01-01 9/15/2015 9/13/2015 $246.60 HHC 1-32CAV Newman Ronald 1QR778 RNUNITEDSTATE091315_A01 8/26/2015 3 $1,199.70 UNKNOWN Pitts Johnny H 1QKI20 JPFTLEEVA081615_A01-01 8/13/2015 8/16/2015 13 $660.90 Rivera 1QQ9RN MRFTBENNINGGA082815_A01-01 8/25/2015 $1,342.70 D 1-32CAV Shemwell Christopher 1QQ541 CSFTBENNINGGA082715_A01-01 C 326BEB SPRINGER NATHAN R 1QR77G NSUNITEDSTATE091315_A01 SLIDE SHOW 6: REPORT EXAMPLE (Raw) Organization- Where the Soldier stationed or may show the organization of who is paying the bill Name- First, last and MI TANUM-Travel Authorization # is an alphanumeric individual ID for a specific travel

REPORT EXAMPLE (CONT.)

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