1. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Department of Defense WELCOME F-200 CBA Reconciliation – An Overview

2. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 2 F-200 CLASS OVERVIEW Topic: CBA Reconciliation - An Overview Time: 70 to 90 minutes Target Audience: CBA Specialists, Transportation Officers Authorizing Officials, Routing Officials Pre-Requisites: T-101 Document Processing – Authorization T-102 Document Processing – Vouchers OR Experience with DTS

3. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 3 TECHNICAL ISSUES? AUDIO GAPS SLOW SCREEN CHANGES DISCONNECTS Exit class Close all other software applications Log back into class Check with local IT staff If problem persists call the DISA Help Desk: 1-800-447-2457

4. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 4 4 ATTENDANCE CREDIT ENTER:  FULL NAME  SERVICE or AGENCY INITIALS ONLY  KEEP IT SIMPLE SELECT: GUEST EXAMPLES: Lynn Green / USA John Blue / USAF Betty Silver / DISA Dave Brown / USN Barb Yellow / DFAS Greg Orange / USMC

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

6. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 6 TRAINING OBJECTIVES CBA Reconciliation Module set-up CBA roles and responsibilities CBA reconciliation process: –Manual –Automated DTS CBA Reconciliation Module functionality Common errors Suggestions for success 6

7. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 7 DTS CBA RECONCILIATION TERMS o BIN – Bank Identification Number o CCV – Charge Card Vendor – Citi Bank o Credit Transaction – Refund transaction on CCV invoice o CTO –Commercial Travel Office o Debit Transaction – Charge transaction on CCV invoice o DFAS – Defense Finance and Accounting Service o DTMO – Defense Travel Management Office o PNR – Passenger Name Record o ROA – Read Only Access o TANUM – Travel Authorization Number o TO – Transportation Officer 7

8. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 8 CRITICAL SUCCESS FACTORS  Leadership support  Service or Agency Representative contact  Contract or Business Rules to address:  CTO: Timely return of ticketed PNRs  Travelers: Use of DTS Reservations module  AOs: Timely document approval 8

9. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SPECIALISTS: SELECTION AND TRAINING 9  CBA Specialists selection:  DTS knowledge and skill  Completion of CBA Training  CBA Specialists training:  Service or Agency sponsored training  DTMO: T-101 & T-102 Document Processing  DTMO: F-200 & F-205 DTS CBA Reconciliation Module  DTMO: CBA Reconciliation Module Manual  Access to Travel Explorer (TraX) and CitiDirect ®

10. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 10 IMPLEMENTING LOCAL SITE SET-UP  Establish Citi® DTS CBA recon account  BIN 4614-27xx-xxxx-xxxx  Request application from APC  Application also on Citi® and DTMO websites  Requires 7-10 days  CBA information loaded into DTS  DTMO CBA Administrator  Service or Agency CBA-DTA  Site notifies their CTO of pending CBA usage  DTMO notifies partner systems 10

11. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) HIERARCHY OF CBA ROLES Responsible for DoD level functional oversight of CBA DTMO CBA Administrator Responsible for Service or Agency level functional oversight of CBA CBA DTA Responsible for reconciliation and certification of CBA account CBA Specialist

12. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 12 CBA ROLES AND RESPONSIBILITIES 12 DTMO CBA ADMINISTRATORS : Provide DoD level oversight of the entire CBA reconciliation process Assist Services and Agencies Grant access to CBA-DTAs CBA-DTA for smaller Agencies Resolve CBA operational issues

13. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 13 CBA ROLES AND RESPONSIBILITIES 13 CBA Defense Travel Administrators: Responsible for all CBA reconciliation issues at the Service or Agency level. DTS Permission Levels 0, 4, and 7 Group access ROA access Create CBA accounts Edit existing accounts Manage org accounts Grant CBA Specialists access to the module Edit user information Assist as needed First point of contact for DTS issues Liaison to the TAC

14. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 14 CBA ROLES AND RESPONSIBILITIES 14 CBA Specialist: Responsible for the day to day management of their organizations centrally billed accounts Permission Levels 0 and 4 Group Access ROA access Manage CBA processing at site level Research unmatched transactions Reconciles CCV invoices Acknowledge invoice for payment Contractor can hold position Only a Government employee can certify Invoices Requires COL training and signed DD 577

15. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 15 SUMMARY OF RESPONSIBILITIES 15 ROLERESPONSIBILITY DTMO CBA Administrator Oversight at DoD level CBA DTAOversight at Service/Agency Level CBA SpecialistsResponsible for invoice reconciliation CBA Specialists - Contractor Can NOT certify an invoice CBA Specialists - Government Can certify an invoice; with completed COL training and valid/signed DD-577

16. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 16 TWO TYPES OF CBA ACCOUNTS Two types of CBA accounts in DTS  Traditional CBA Account: BIN 4614-26 Reconciled manually (outside of DTS) Used for DTS booked travel and legacy booked travel Use for foreign travel with international currency  DTS CBA Account: BIN 4614-27 Reconciled in DTS using CBA Reconciliation Module Used only for DTS travel 16 At least one CBA account must be loaded into DTS in order to book travel using a CBA account.

17. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 17 STEP 1: TRADITIONAL CBA 17 Credit Card Vendor Traditional process mirrors the personal CC process: -Traveler uses CBA to purchase ticket -CTO charges to CCV -CCV posts charges to invoice -Invoice sent to gov to pay

18. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 18 CTO Attempts to match transactions to travel documents CTO Attempts to match transactions to travel documents STEP 2: TRADITIONAL CBA 18 Credit Card Vendor Step 2: Invoice at CTO -CTO receives invoice -CTO attempt to match

19. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 19 TO (Or CBA Specialists) completes transaction match TO (Or CBA Specialists) completes transaction match CTO matches transaction to travel document match CTO matches transaction to travel document match STEP 3: TRADITIONAL CBA 19 Credit Card Vendor Step 3: Matching completed -CTO matches; sends forward OR -CCV sends to the TO for matching

20. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 20 TO Completes transaction match TO Completes transaction match CTO Attempts transaction to travel document match CTO Attempts transaction to travel document match STEP 4: TRADITIONAL CBA 20 Credit Card Vendor DFAS Reviews, certifies, and sends payment to CCV DFAS Reviews, certifies, and sends payment to CCV

21. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 21 TO Completes transaction match TO Completes transaction match CTO Attempts transaction to travel document match CTO Attempts transaction to travel document match STEP 5: TRADITIONAL CBA 21 Credit Card Vendor DFAS Reviews, certifies, and sends payment to CCV DFAS Reviews, certifies, and sends payment to CCV

22. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 22 TRADITIONAL CBA ISSUES o Lengthy in-depth process  Requires significant staff effort  All transactions must be matched prior to certification o May not be as accurate as automated DTS reconciliation o More expensive 22 DTS Electronic CBA $4 Average cost per transaction DTS Electronic CBA $4 Average cost per transaction Traditional Manual CBA $25 Average cost per transaction Traditional Manual CBA $25 Average cost per transaction

23. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 23 CBA RECONCILIATION BENEFITS Improves efficiency of reconciliation process: –Auto-reconciles CCV invoices against DTS documents –Matches transactions when possible –Validates obligation correct in accounting system Minimizes efforts of multiple resources –CBA Specialist only matches unmatched transactions Streamlines payment process –Electronically sends certified invoice to DFAS for payment Increases rebates due to ability of interim invoices 23

24. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 24 DTS CBA INVOICES: KEY POINTS o CCV invoice sent to DTS  Can not be altered  Can be converted o DTS converts CCV invoice to a DTS invoice  Invoice can be altered  Transactions can be removed  DTS generates and automatically sends emails 24 Up to 5 CBA Specialists can work on reconciling an account at the same time

25. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 25 CBA HOME & OPEN INVOICES 25

26. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 26 DTS CBA NAVIGATION 26

27. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 1: DTS AUTO-RECONCILIATION 27 Credit Card Vendor Step 1: Starts with CCV -CCV processes charges against CBA account -CCV posts charges to invoice monthly

28. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 2: DTS AUTO-RECONCILIATION 28 CCV Invoice Credit Card Vendor DTS CBA Module Step 2: Invoice to DTS -Electronic version sent -View only if prior month not process

29. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 3: DTS AUTO-RECONCILIATION 29 CCV Invoice Credit Card Vendor DTS CBA Module Rejected Invoice returned to CCV Step 3: DTS check invoice -Proper format -Correct account number -If wrong, returned to CCV w/in 7 days

30. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 4: DTS AUTO-RECONCILIATION 30 Credit Card Vendor DTS CBA Module Rejected Invoice returned to CCV Auto Reconciliation Step 4: DTS Auto-Reconciles invoices -Only view 1 invoice at a time -Unpaid invoices subject to PPA -30 day PPA clock starts when DTS sends notice of receipt back to CCV DTS InvoiceCCV Invoice

31. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 5: DTS AUTO-RECONCILIATION 31 DTS InvoiceCCV Invoice Credit Card Vendor DTS CBA Module Matched Transactions Rejected Invoice returned to CCV Auto Reconciliation Matching Classifications: -Matched -Suspended -Unmatched

32. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 32 PRIMARY MATCHING CRITERIA PRIMARY MATCHING CRITERIA: o Method of payment set to CBA o Ticket number and one of the following  Dollar amount approved w POS ACK RECEIVED on Auth  Dollar amount approved w PAID on Voucher o Only identical transactions on CCV invoice AND trip record are matched 32 CCV Invoice Details DTS Travel Documents DTS Automatically Compares

33. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 33 SECONDARY MATCHING CRITERIA  Dollar amount  Method of payment set to CBA in documents  Traveler name  Ticket date +/- 30 days from transaction date on invoice  Ticket number can not equal: “See Attached Ticket” 33 CCV Invoice Details DTS Travel Documents DTS Automatically Compares

34. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 34 SAMPLE MATCHED CLASSIFICATIONS 34

35. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 35 ADVANCE CREDITS Debit invoice line item matches cancelled DTS trip record. o Match based on:  Ticket number and ticket cost match a DTS trip record; or  Traveler name and ticket cost match a DTS trip record; or  TANUM and ticket cost match to a DTS trip record. o Advance Credit debit not applied to current invoice payment o No further action required by CBA Specialist 35 DTS Trip Document Matches refund transaction on CCV invoice CCV Invoice Matches cancelled DTS trip record

36. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 6: DTS AUTO-RECONCILIATION 36 DTS InvoiceCCV Invoice Credit Card Vendor DTS CBA Module Matched Transactions Rejected Invoice returned to CCV Suspended Transactions Auto Reconciliation

37. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 37 CCV Invoice Transaction: Pending Credit Canceled DTS Travel Document DTS Automatically Compares SUSPENDED TRANSACTIONS 37 CCV Invoice Transaction: Pending Fee Credit CCV Invoice Transaction DTS Travel Document: Pending Cancel Canceled DTS Travel Document

38. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) SUSPENDED TRANSACTION SUMMARY 38

39. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) STEP 7: DTS AUTO-RECONCILIATION 39 DTS InvoiceCCV Invoice Credit Card Vendor DTS CBA Module Matched Transactions Rejected Invoice returned to CCV Suspended Transactions Unmatched Transactions Auto Reconciliation

40. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 40 SAMPLE UNMATCHED CLASSIFICATIONS 40

41. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 41 UNMATCHED MANUAL TRANSACTIONS Manual reconciliation requires CBA Specialist to:  Prompt traveler to initiate amendment to correct the amount as needed, ticket number, or method of payment OR  Initiate amendment (in CBA Module) to correct ticket amount OR  Apply a Manual Advance Credit to the document OR  Remove transaction from invoice for research and resolution 41 Unmatched Transactions must be reconciled OR removed in order for the invoice to be paid

42. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 42 STEP 1: MANUAL RECONCILIATION 42 Open Invoice

43. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 43 LOCATE UNMATCHED INVOICES 43

44. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 44 STEP 2: MANUAL RECONCILIATION 44 Review Invoice Summary Open Invoice

45. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 45 INVOICE SUMMARY SCREEN 45

46. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 46 STEP 3: MANUAL RECONCILIATION 46 Review Invoice Summary Open Invoice Review Transaction Summary

47. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 47 TRANSACTION SUMMARY 47

48. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 48 STEP 4: MANUAL RECONCILIATION 48 Review Invoice Summary Open Invoice Review Transaction Summary Update Transaction Detail

49. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 49 OPEN TRANSACTION DETAIL SCREEN 49

50. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 50 STEP 5: MANUAL RECONCILIATION 50 Review the invoice summary Open the invoice Update the transaction detail Review the transaction summary Reconcile by TANUM or Ticket Number CBA Specialist initiates amendment Traveler initiated amendment Trip record has wrong ticket num or MOP Trip record has wrong dollar amount AO or Auto Approve

51. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 51 AMENDMENTS o Documents amended by the traveler  Used when transaction unmatched due to different methods of payment or ticket numbers  Amendment initiated through normal DTS process o Documents amended by CBA Specialist  Used when transactions unmatched due to different amounts  Can’t amend CTO fees not included on document  Amendment initiated from CBA module 51 Trip document corresponds to CCV invoice Transaction and method of payment, ticket Number of dollar or dollar do not match

52. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 52 INITIATE AMENDMENT 52

53. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 53 ROUTE FOR APPROVAL 53

54. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 54 STEP 6: MANUAL RECONCILIATION 54 Review the invoice summary Open the invoice Update the transaction detail Review the transaction summary CBA Specialist applies credit Manual advance credit

55. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 55 MANUAL ADVANCE CREDIT o Applied to the invoice in the CBA module when:  A debit on invoice matches canceled DTS trip record  Refund amount on trip record less than amount on invoice o The refund will be applied to the current invoice payment 55 DTS Trip Record Amount of refund is less than amount of CCV invoice Manual Advance Credit applied for the difference CCV Invoice Matches canceled DTS trip record

56. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 56 MANUAL ADVANCED CREDIT 56

57. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 57 STEP 7: MANUAL RECONCILIATION 57 Review the invoice summary Open the invoice Update the transaction detail Review the transaction summary DisputedHeld Cannot resolve quickly Released from held

58. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 58 REMOVED TRANSACTIONS HELD TRANSACTIONS:  Held pending further action  Prevents remaining transactions from falling delinquent  Requires further action by CBA Specialist DISPUTED TRANSACTIONS:  CBA Specialist believes the transaction is invalid and disputes it back to the CCV  If dispute is invalid; no further action required  If dispute is valid; transaction must be marked closed 58

59. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) HELD TRANSACTION SUMMARY 59

60. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) DISPUTED TRANSACTION SUMMARY 60

61. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 61 HELD – DISPUTED - SUSPENDED 61

62. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 62 MANUAL RECONCILIATION PROCESS 62 Review the invoice summary Open the invoice Update the transaction detail Review the transaction summary CBA Specialist applies credit DisputedHeld Cannot resolve quickly Manual advance credit Released from held Reconcile by TANUM or Ticket Number CBA Specialist initiates amendment Traveler initiated amendment Trip record has wrong ticket num or MOP Trip record has wrong dollar amount AO or Auto Approve

63. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 63 CONSOLIDATED TRANSACTIONS WASH DEBIT/CREDIT: Debit and credit for same dollar amount and for same ticket number on the same invoice  Occurs when a full refund is received  No payment sent NETTED TRANSACTION: Debit and credit do not sum to zero  Occurs when a partial refund is received  Result processed normally 63 Group Detail button appears when consolidated transactions are identified

64. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) GROUP DETAIL 64

65. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 65 ACKNOWLEDGEMENT & CERTIFICATION Last two steps of the process: o Acknowledgement Invoice  Ready when all transactions are in a Matched status  Acknowledged and kept if no transactions to be paid  Ready to certify if transactions need to be paid o Certification of Invoice  Invoice ready to send to disbursing for processing 65

66. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 66 AWAITING CERTIFICATION INVOICE 66

67. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 67 ELECTRONIC CBA INVOICE FLOW 67 Sends Invoice to DTS Credit Card Vendor Reconciles invoice Certifies invoice DTS CBA Module Pays invoice Remits AOP to DTS DFAS

68. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 68 TRANSACTION STATUS: PAID 68

69. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 69 PROMPT PAY & COMPLIANCE o Prompt Pay Act  CBA transactions invoices fall under the Prompt Payment Act  Must be paid within 30 calendar days to avoid penalty  Process and payment is incorporated in the CBA module o Compliance Reports  Used to monitor and manage transactions subject to the Prompt Payment Act due to delays in processing 69

70. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 70 GENERATE COMPLIANCE REPORT 70

71. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 71 RECONCILIATION COMPLIANCE REPORTS 71

72. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 72 COMMON CBA USER ERRORS o CTOs fail to:  Update Trip record  Return PNR to DTS upon ticketing o Travelers fail to:  Cancel authorization correctly  Include non-DTS ticket purchases  Complete and submit voucher promptly o Routing Officials fail to:  Review documents promptly  Approve CBA amendments promptly  Follow cancellation procedures  Review documents for IBA compliance 72

73. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 73 SUGGESTIONS FOR SUCCESS CTOs should understand and follow local business rules: Ticketing procedures Comments to traveler and AO Never bill a DTS CBA Account for a non-DTS PNR Travelers should always: Use Reservation module Use request assistance button vs. calling CTO directly Properly cancel DTS documents Include all airline and CTO fees in voucher 73

74. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 74 SUGGESTIONS FOR SUCCESS (Cont.) Routing Officials should always:  Attempt to minimize CBA use  Approve documents in a timely manner  Properly cancel DTS documents  Understand CBA process 74

75. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 75 SUMMARY o CBA reconciliation at your site o CBA roles and responsibilities o CBA reconciliation process  Manual  Automated o DTS CBA Reconciliation Module o Common errors/suggestions for success 75

76. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) Lobby set-up: o Instructor audio turned off o Questions answered for 15 minutes o Lobby stays open 60 minutes Please help us evaluate: o Complete evaluation o Provide feedback Use the lobby resources: o Download class slides o Use links to DTMO website & TRAX CLASS CLOSING LOBBY

77. Defense Travel Management Office Office of the Under Secretary of Defense (Personnel and Readiness) 77 THANK YOU FOR ATTENDING DISTANCE LEARNING For a three month schedule of DTMO distance learning classes Go to the DTMO Website > Training Resources Center 77