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

Defense Travel Management Office

Office of the Under Secretary of Defense (Personnel and Readiness)Department of Defense

WELCOME T-101 Document Processing -

AUTHORIZATIONS

Office of the Under Secretary of Defense (Personnel and Readiness)

DTS T-101 CLASS OVERVEW

Topic: DTS Document Processing-Authorizations

Target Audience: Travelers – NDEAs - AOs (Any one who makes or approves travel orders)

Time: 60-70 minutes

Pre-Requisites: None

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:

1-800-447-24573

Office of the Under Secretary of Defense (Personnel and Readiness)4

SELECT: GUESTENTER: FULL NAME + SERVICE/AGENCY INITIALS

ATTENDANCE CREDIT

Helen Smith/DTMO

COMMUNICATING IN CLASS

TRAINING OBJECTIVES

• Create an Authorization in DTS

• Complete a TDY trip itinerary

• Make travel reservations

• Enter estimated expenses

• Select Lines of Accounting

• Add or modify per diem entitlements

• Validate your EFT information

• Sign Authorization to route for approval

Traveler/Clerk/NDEA creates auth in DTS

Interface with CTO for lodging, rental car, & transportation AO stamps

document APPROVED

w digital signature

Traveler receives completed

authorization. May print if necessary Ticketing

DTS AUTHORIZATION PROCESS

ATM advance, if required

DTS HOME PAGE

ACCESS AUTHORIZATIONS MODULE

CREATE NEW AUTHORIZATION/ORDER

CREATE ITINERARY:ENTER DEPARTURE INFORMATION

CREATE ITINERARY:DEPARTING DATE & TRIP TYPE

TRIP TYPE OPTIONS

TDY Reimbursements•Transportation and Lodging•Mileage and Non-Mileage•Meals and Incidental

Special Circumstances•Available as a Trip Type

CREATE ITINERARY:TRIP PURPOSE & TRIP DESCRIPTION

ITINERARY SECTION B:SELECT TRAVEL MODE & TIME

ITINERARY SECTION C:ENTER TDY LOCATION

CREATE ITINERARY:IDENTIFY OUTBOUND TRAVEL

CREATE ITINERARY:IDENTIFY ADDITIONAL RESERVATIONS

CREATE ITINERARY:IDENTIFY RETURN TRAVEL

CTO FULL ASSISTANCE SCREEN

ITINERARY: SAVE AND PROCEED

Commercial transportation reservationsCommercial lodging reservations

can be secured via DTS or CTO

PER DoD POLICYJFTR/JTR

ALL TRANSPORTATIONRESERVATIONS THATCAN BE MADE IN DTS

SHOULD BE MADE IN DTS*

*Even reservations completed by third partiesSuch as embassy staff

DoD POLICY REGARDING USE OF DTS

AIR RESERVATIONS: SCREEN REVIEW

AIR RESERVATIONS:REQUEST ASSISTANCE

AIR RESERVATIONS: KEY POINTS

•Results auto-sort under 5 tabs; based on DoD policy•Results always open on left most tab with results

•Results can be resorted at any time

•Reservations can not be held indefinitely•ALWAYS select tab 1 or 2 first; when flights available

•ALWAYS select from left most tab when possible

•Tab 1 and 2 flights NEVER require justification to an AO•Tab 3 and 4 flights ALWAYS require justification to an AO

MOUSE OVER

TABS TO SEE

DEFINITIONS

DTS TAB 1:

GSA Contract w/ Limited Availability

DTS TAB 2:

GSA Contract Airfare

DTS TAB

DEFINITION

Further discounted GSA city pair fare for Federal government employees on official business.

Fare is fully refundable and changeable.

Discounted GSA city pair for Federal government employees on official business.

Fare is applicable to last seat available; fully refundable and changeable.

ADDITIONAL

INFORMATION

•DoD contracted discount city pair fares; priced lowest to highest •Justification to AO NEVER required

•Seats are capacity controlled; estimated prices good only on the limited number of seats shown

•Tickets are fully refundable and changed without penalty; BUT (due to limited numbers) only a higher priced seat may be available when a change is executed

•DoD contracted discount city pair fares; priced lowest to highest •Justification to AO NEVER required

•Seats are not capacity controlled; estimated prices good through the last seat open on the flight

•Tickets are fully refundable and may be changed without penalty until last seat is filled on the flight

AIR RESERVATIONS: TAB 1 & TAB 2

AIR RESERVATIONS: TAB 3 & TAB 4

DTS TAB 3:

Other Gov’t Airfare

DTS TAB 4:

Other Airfare

DTS TAB

DEFINITION

Competitive fares offered by airlines which may include combined city pair fares in non-city pair markets; any fare chosen may require justification and approval by your Authorizing Official.

Fares offered to the general public; refundable but may have advance purchase requirements. Selecting this fare requires justification and approval by your Authorizing Official.

ADDITIONAL

INFORMATION

•Flights always available

•ALWAYS requires justification to AO

•Flights may include government contracted segments

•Two (2) types of fares offered:

- “ME TOO” competitive fares offered by non-GSA contracted carriers

- CONSTRUCTED ROUTES which may include GSA contracted fare segments and non-contracted fare segments

•Flights always available

•ALWAYS requires justification to AO

•Flights are never government contracted

•Costs may be less than any other available GSA contracted City Pair fare; but selection for this reason may not be a viable justification

•It is the AO’s responsibility to determine if a non-contracted government fare is approved for reimbursement or not

AIR RESERVATIONS:ALT AIRPORT INDICATOR

AIR RESERVATIONS: SCREEN DETAILS

AIR RESERVATIONS: SEATING CHARTS

TRAVEL/TICKET IDENTIFICATION INFORMATION

AIR RESERVATIONS: COMPLETED

RENTAL CAR RESERVATIONS SCREEN

RENTAL CAR DEFAULT PARAMETERS

• DTS follows DoD policy for TDY travel:– Always sorted lowest to highest prices

– Lowest priced vehicle is always first

– Compact is always the default size

• Based on these defaults:– AO approval never needed for selection of first car

– AO approval always needed for any car except the first

– AO approval always needed for any car except lowest priced

RENTAL CAR: RETURNED RESULTS

RENTAL CARS:SELECT CAR OR REQUEST ASSISTANCE

BASE QUARTERS

For Military Members•On base quarters is required for:

• Military members performing duty on a DoD installation• Non-Availability number required for reimbursement

above the on-base lodging rate•Military lodging reservations cannot be made in DTS

• Military traveler books reservations directly with base• Booked reservations entered in DTS/Per Diem

Entitlements

For Civilian Employees•AO cannot require civilians to stay in base quarters.

LODGING RESERVATIONS:OPTIONS AND INFO

LODGING RESERVATIONS: SELECT HOTEL

LODGING RESERVATIONS: ROOM SELECTION

RESERVATIONS: TRIP SUMMARY

TRIP SUMMARY: SELECT AIR OPTIONS

TRIP SUMMARY:SELECT RENTAL CAR PAYMENT OPTION

TRIP SUMMARY: SELECT LODGING OPTIONS

TRIP SUMMARY: FINAL TRIP ITINERARY - CONFIRMATIONS

SIGNATURE REQUIRED WARNING

Your confirmed travel reservationswill be cancelled in 24 hours if your Authorization remains unsigned.Reservations Traveler: SIGNED stamp

AO: APPROVED stamp

NON-MILEAGE EXPENSES SCREEN

NON-MILEAGE EXPENSES DROP-DOWN

ADDING MORE MILEAGE EXPENSES

EXPENSES: ENTER MILEAGE

PER DIEM ENTITLEMENTS: SUMMARY

PER DIEM DETAILS: ADJUST DATE RANGE

PER DIEM DETAILS: ADJUST LODGING

PER DIEM DETAILS:CLAIM ACTUAL LODGING

PER DIEM SUMMARY: ACTUAL LODGING

PER DIEM DETAILS: DUTY CONDITIONS

PER DIEM DETAILS: MEAL PROVIDED

PER DIEM SUMMARY: MEAL PROVIDED

EXPENSES:SUBSTANTIATING RECORDS

HOW TO ATTACH RECEIPTS AND DOCUMENTS AS SUBSTANTIATING RECORDS

IN DTS IS COVERED IN:

T-102 Document Processing: Vouchers

Check TraX for dates and times

ACCOUNTING CODES – TRIP TOTALS

•Accounting Code required for all official DoD travel •DTS Accounting Codes are called LOA’s•LOA’s are usually adjusted by an AO; not a traveler

Please contact your DTA to learn how to insert or change an LOA

ADDITIONAL OPTIONS

VALIDATE EFT INFORMATION

REVIEW/SIGN: PREVIEW

•DTS documents must be stamped SIGNED before they will route for review and approval.

•DTS documents not stamped SIGNED within 24 hours of the time started trigger the cancellation of all selected reservations

REVIEW/SIGN: PREVIEW

OTHER AUTHORIZATIONS

PRE-AUDIT TRIGGERS

WHAT TRIGGERS A PRE-AUDIT FLAG?

Anything outside policy; per JFTR/JTR

Excessive expenses

Advisory notices

PRE-AUDIT: FLAGS & JUSTIFICATIONS

PRE-AUDIT AIR RESERVATION

PRE-AUDIT: ADVISORY NOTICES

REVIEW/SIGN: DIGITAL SIGNATURE

DIGITAL SIGNATURE LOGIN

The CAC PIN is not required when signing a document, DTS will automatically match the certificate you used when initially logged into DTS

SIGNED AUTHORIZATION

SUMMARY POINTS

• DTS Authorization is step #1 for TDY travel• Build the entire itinerary first• Complete ALL travel reservations • Enter estimated expenses• Check or add your LOA• Adjust Per Diem Entitlements• Respond to Other Authorization prompts• Respond to Pre-Audit prompts• SIGN the doc to send it for approval

Lobby set-up:o Instructor audio turned offo Questions answered for 15 minuteso Lobby stays open 60 minutes

Please help us improve this class:o Complete evaluationo Provide feedback

Use the lobby resources:o Download class slideso Use links to DTMO website & TRAX

CLASS CLOSING LOBBY

THANK YOU FOR ATTENDING

DISTANCE LEARNING

For a three month schedule of DTMO distance learning classes

Go to the DTMO Website > Training Resources Center

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