1. National Travel Forum US Coast Guard TAC-ON 26 June 2006

2. CWO3 Andrew Alkire Branch Chief, PSC Travel Branch Mrs. Karen Stadler Supervisor, Travel Systems Support Team Mrs. Kimberley Valenzuela Supervisor, Travel Audit Team YN2 Rebekah McLean Auditor, Travel Audit Team Presented by PSC Travel

3. PSC Procedures T-PAX Functions: Passwords / Retrieve Request / Print Travel Voucher Summary Sheets T-PAX Navigation: Special Claims T-PAX Post Audit Process Various Types of Per Diem Items To Be Discussed …

4. CWO A. Alkire Branch Chief, Travel Business Line Production YNC R. Webb Audit K. Valenzuela System Support K. Stadler Travel Support YNC B. Bartsch Process TDY & PCS Forwards TPAX claims for release Audit all TDY & PCS Releases all claims to FINCEN for payment Researches corrective action for claims that FINCEN is unable to pay Process Supplemental s issued by CCB Researches CC Calls 15 Team mbrs7 Team mbrs6 Team mbrs5 Team mbrs

5. PSC Procedures PSC batches travel claims through T-PAX daily PSC examines/enters Travel Claims Daily transmissions to FINCEN for disbursement of Funds PSC requests Audits for T-PAX claims monthly - <$2,500 & Random Sampling PSC creates negative supplementals to recoup erroneous payments (if not authorized or legal)

6. Member Responsibilities Prompt submission of claims Providing package upon receiving audit requests Check FINCEN pay history site for payments Closely review TVSs (Travel Voucher Summary sheets) – now available On-Line via PSC or FINCEN websites (also available thru T-PAX) Submit supplementals when necessary (new claim – signatures required)

7. Travel Claim Volume June 12 th – 16 th 399 PCS Claims week (8000 expected) 3030 TDY – T-PAX Claims week 468 TDY – Manual Claims week 603 Advances week $88 Million Yr – 180K transactions

8. T-PAX Functions

9. T-PAX Password Resets –Eight characters –Alphanumeric –No special characters (i.e. @#$&) –Make sure Authentication information is filled out correctly and you can remember it!!! If the member forgets their password, they can click forgotten password, enter their Authentication information, and T-PAX will e-mail them the password. T-PAX: Password Resets

10. This option will retrieve a claim forwarded to the AO for approval as long as the AO has not approved it. T-PAX: Retrieve Request

11. Can be obtained from TPAX by: –Opening “settlement” –Click on “print request” –Select “print voucher” ** For more information, please see T-PAX tutorial located http://cgweb.psc.uscg.mil ** Travel Voucher Summary Sheets

12. T-PAX Navigation

13. TDY Claims Only – NO PCS at this time See it, Try it, Know it, Do it On-Demand tools Quick Reference Guides for a number of actions (http://cgweb.psc.uscg.mil/pd.aspx) http://cgweb.psc.uscg.mil/pd.aspx Few changes with T-PAX from UTS system –Layout is Windows Based T-PAX: Navigation

14. T-PAX: Resources

15. The More Difficult Claim –Back to Back claims paid for by different Tono’s –TDY within TDY (Reserve recall members are sent TDY while on recall with a different Tono) The “Not So Normal” Travel Claim

16. This is the Recall Tono

17. Per Diem will only pay 75% this day

18. Member needs to claim 25% additional per diem on this day

19. Note this is the new Tono for the TDY after the 1 st trip Member starts the TDY claim the next day

20. Per diem will pay 75% here

21. This will cover the entire day of per diem due to the reduction on the beginning day of travel

22. Recall Tono

23. Will only reimburse 75% on first and last day

24. Dual lodging, due to recall. 25% to cover the reduction for travel days

25. Always good to use

26. TDY within Recall period

27. Will only reimburse 75% on first and last day

28. 25% to cover the reduction for travel days

30. Pick up on the recall Tono the following day

31. 25% per diem to cover travel days

32. T-PAX Post Audit Process Post Audit ProcessT-PAX

33. Audit Request notifications are sent out monthly by PSC TVL Branch. Audit Request notifications are auto- generated. Three Audit Request notifications will be sent to mbr for any claim that meets audit criteria. T-PAX Audit Process

34. Audit Criteria: –All claims resulting in an entitlement of $2500.00 or more. –10% of the remaining claims for a specified Month. T-PAX Audit Process (continued)

35. Audit Request notifications are sent to mbr’s email addresses listed in: –T-PAX –Direct Access **** Keep email addresses in T-PAX and Direct Access updated **** T-PAX Audit Process (continued)

36. 1 st notification of Audit Request is sent to mbr. 2 nd notification of Audit Request is sent to mbr if no response is received after 30 days of 1 st request. 3 rd and Final notification of Audit Request is sent to mbr if no response is received after 30 days of 2 nd request. T-PAX Audit Process (continued)

37. If no response is received after 30 days of 3 rd Request: –TVL will process a supplemental to recoup all monies previously paid against that claim. –TVL will send email notification of debt to mbr. T-PAX Audit Process (continued)

38. Unit reports –Sent to all units Attn: Commanding Officer –Lists all members attached to unit with pending Audit Requests. –Lists 1 st, 2 nd, and 3 rd audit requests for the unit. –Provides stats to unit Stats include # of audits requested from unit # of those audits correct # of those audits incorrect T-PAX Audit Process (continued)

39. Audit packages should include COPIES of: –Audit Request notification e-mail –Travel Claim Must be signed by mbr and AO –Orders Must be signed by Authorizing Official –Amendments / Endorsements (if any) T-PAX Audit Process (continued)

40. Audit packages should include COPIES of: –Itemized Lodging receipts –Airfare receipts Must show form of payment and $$ amount –Rental Car receipts –Any receipts $75.00 or more T-PAX Audit Process (continued)

41. Audit packages should be mailed to: Commanding Officer (TVL: T-PAX Audits) U.S. Coast Guard Personnel Service Center PO Box 3551 Topeka, KS 66601 T-PAX Audit Process (continued)

42. Audit packages received by PSC TVL are: –Logged as received in database –Reviewed for completeness If incomplete, the audit package is discarded and mbr is notified to resubmit with complete package. 30 days begin the day mbr is notified to resubmit complete package. –Reviewed for errors T-PAX Audit Process (continued)

43. No errors found: –Audit is logged as complete. –No further action is required. Errors found: –In member’s favor – TVL will attempt to notify mbr of the possible missed expense. It is mbr’s responsibility to review claim and submit a supplemental. –Against mbr – TVL will process a negative supplemental to recoup the overpayment. –Audit is logged as complete. T-PAX Audit Process (continued)

44. Supplementals submitted in response to a post-audit claim that resulted in a debt and: –Debt has begun collecting from mbr’s pay (both Military and Civilian) TVL will process the supplemental to pay mbr the additional entitlement and let the existing debt run against mbr’s pay. T-PAX Audit Process (continued)

45. Supplementals submitted in response to a post-audit claim that resulted in a debt and: –Debt has not begun collecting from mbr’s pay (both Military and Civilian) TVL will process the supplemental to lower or cancel the existing debt depending on the previous debt amount and amount of entitlement. T-PAX Audit Process (continued)

46. Various Types of Per Diem

47. TDY PER DIEM A per diem allowance is designed to offset the cost of lodging, meals, and incidental expenses incurred by a member while performing travel, and/or TDY away from the member’s PDS. A per diem allowance is payable for whole days, except for the departure day from and for the return day to the PDS. 75% of the appropriate M&IE rate is paid for the days of departure from and/or return to the PDS in connection with TDY, regardless of what time the member departs or returns. On these days, the GMR or PMR do not apply.

48. TDY Per Diem Commercial Rate (Locality) Government Meal Rate Proportional Meal Rate Deductible Meal Rate Non-deductible Meals Actual Expense Actual Expense Lodging Plus Super Actual Expense Reduced Per Diem No Per Diem

49. Finding locality rates in T-Pax

52. Various Types of Per Diem Locality Rate (Commercial) – This is the rate auth and given from the JFTR. This rate is determined by the lodging facility. Per Diem computation for TDY of more than 12 hrs, but less than 24 hours: M&IE of 75% of the M&IE rate for the TDY location is payable. If more than one TDY location is involved and the mbr is not required to obtain lodging, M&IE of 75% of the highest M&IE rate is payable. **Per diem is not auth when tvl is performed in the local area.

53. GMR – Government Meal Rate Government Meal Rate (GMR) – The standard GMR for meals in a government mess plus $3 for incidentals expenses is paid. This rate applies each day that: –The GMR is directed when: –The government mess is available for all three meals on the U.S. Installation to which the member is assigned TDY

54. PMR- Proportional Meal Rate Proportional Meal Rate (PMR) – the PMR plus $3 for incidentals expenses is paid. The PMR applies each day that: –Adequate Government quarters are available on the U.S. Installation to which the member is assigned TDY, –At least one meal is available and directed where the member is assigned TDY.

55. A Deductible Meal is a meal/meals: Made available pursuant to an agreement between a Uniformed Service and any organization, if the orders direct use of the facility providing the meal (s); Included in a registration fee paid by the Government; Furnished at no cost to the traveler by a school while attending a course of instruction if the Government ultimately pays the school for the meal cost; Provided by a lodging establishment for which a charge is added in the lodging cost (ex., lodging cost $75 without breakfast; lodging cost $85 with breakfast); or Provided by a lodging establishment when the meal (s) are included in the lodging cost under an agreement between the Government and the lodging establishment (ex., an agency arranges for lodging at a conference / meeting and the cost of one or more meals is included in the lodging costs). If all three meals are provided / consumed at no cost to the traveler, only the incidental expense amount for that day ($3 CONUS, or the applicable locality incidental expense rate is payable. Deductible Meal Rate

56. Non-Deductible Meals The following are not deductible meals: Box lunches, (which include such things as C Rations, K Rations, MREs) – except when MREs and / or other box lunches are the only method of providing adequate subsistence to members. In flight meals Rations furnished by the Government on military aircraft, Government meals paid for by the member and consumed in a Government mess, Meals provided by private individuals, or Meal(s) provided by a lodging establishment on a complimentary basis without adding a charge for the meal(s) in the lodging cost (ex., lodging cost with or without breakfast).

57. Actual Expense Allowance (AEA) An actual expense allowance allows the members to be reimbursed, in unusual circumstances, for actual and necessary expenses that exceed the maximum locality per diem rate. When authorized / approved, AEA is in lieu of the per diem rates for the area. The AO may auth AEA. An AEA may be auth / approved for the travel when the per diem is insufficient for part, or all, of travel assignment because: Actual and necessary expenses (especially lodgings) exceed the maximum per diem, Of special duties or special / unforeseen events. **AEA must not be auth as part of a ‘blanket’ travel order.

58. Actual Expense Lodging Plus (AELP) Ordinarily, the daily AEA maximum needed for a TDY is at/below 150% of the locality per diem rate, but in certain circumstances member’s are auth a higher rate. The formula is basic: –150% multiplied by the locality rate and then subtract the M&IE rate and you will have your new Lodging Plus Rate.

59. Super Actual Expense (SAELP) Daily maximums for CONUS/OCONUS travel in excess of 150% but not exceeding 300% of the locality per diem rate may be auth/approved if required to meet travel-associated expenses. Formula is the same as 150%. –300% multiplied by the locality rate and then subtract the M&IE rate for the new Super Actual Expense Rate.

60. Reduced Per Diem The Secretary concerned may authorize zero per diem or rates of per diem in lesser amounts. When the circumstances of the travel or duty to be performed so warrant and are peculiar to that particular Service. This authority may be delegated to a chief of an appropriate bureau or staff agency of the headquarters of the Service concerned or to a commander of an appropriate naval systems command headquarters, but may not be re-delegated. Reduced per diem rates should incorporate amounts for clothes laundry/dry- cleaning/pressing if the travel is OCONUS or for less than 7 days in CONUS.

61. No Per Diem When Not in a Travel Status Day of Leave or Proceed Time When PCS MALT PLUS Per Diem Is Paid Travel or TDY within PDS Limits TDY within the Local Area of the PDS (Outside the PDS Limits) Round Trips within 12 Hours Members Traveling Together with No/Limited Reimbursement Navigational and Proficiency Flights Assigned to Two-crew Nuclear Submarines TDY or Training Duty Aboard Government Ship Aboard Ship Constructed by Commercial Contractor Field Duty TDY Aboard Foreign (Non-government) Ship Member in Missing Status Members Traveling Together

62. PSC Travel Questions?