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DTS for beginners, series 1

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Objectives Overview instructions on How to Create an Authorization for travel Overview instructions on How to Create a Travel Voucher Overview instructions on How to Review/Approve travel documents

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DoD Directive From 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

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Regulations JFTR (Volume 1)-applies to uniformed service members JTR (Volume 2)-applies to DoD civilians DoDFMR (Vol. 5 Disbursing Policy and Procedures and Vol. 9 Travel Policy and Procedures) Appendix G, and P within JFTR/JTR Sources Defense Travel System website Defense Travel Management Office website Travel Explores website

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Series 1: How to Create an Authorization Topic 5: DTS Processes

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Authorization Process Topic 5: DTS Processes Traveler/Clerk creates an authorization CTO books reservations AO approves electronically Traveler prints confirmed authorizations Traveler secures advance and tickets

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How to create an Authorization Traveler/Clerk creates an authorization

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READ AND SELECT

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SELECT

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SELECT THE LOCATION FROM WHERE YOU WILL BE LEAVING ALWAYS SELECT TDY/TAD TYPE IN A GOOD DESCRIPTION OF TDY MISSION SELECT A DATE USING THE CALENDAR TOOL SELECT USING THE DROPDOWN MENU SELECT

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TYPE IN TDY LOCATION THEN CLICK ON SEARCH LOCATION

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SELECT FROM THE LIST OF LOCATIONS SCROLL DOWN TO CONTINUE

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IF THE LOCATION CANNOT BE FOUND, CLICK HERE SELECT

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USE THE CALENDAR TOOL TO SELECT THE DATES SELECT ACCORDINGLY

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SCROLL DOWN

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CHECK WHEN APPROPRIATE SELECT THE LOCATION FOR YOUR RETURN CLICK! SELECT ACCORDINGLY Completes the Itinerary

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COMM AIR (INDIV BILL) GOVCC COMM AIR (CENTRAL BILL)-NON GOVCC TICKET VALUE = COST OF AIRFARE DO NOT INCLUDE CTO FEE CTO FEE IS ADDED AS A SEPARATE OTHER TRANS. EXPENSE SELECT DATES ACCORDINGLY SCROLL DOWN AND SAVE Starts the Travel area

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USE THIS TO ADD CTO FEE USE THIS TO ADD RENTAL CAR. RENTALS ARRANGED THROUGH DTS ARE AT GOVERNMENT RATE AND INCLUDE INSURANCE. MAKE SURE NOT TO ACCEPT ANY EXTRA SERVICES WHEN PICKING UP THE RENTAL!

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CTO FEE (INDIV BILL) GOVCC CTO FEE (CENTRAL BILL)-NON GOVCC Ticket No: IS THE 13 DIGITS NUMBER STARTING WITH 890 IN YOUR E-TICKET/ITINERARY TICKET VALUE = COST OF CTO FEE SCROLL DOWN AND SAVE

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SELECT EXPENSES SCROLL DOWN AND SAVE EXPENSES ADD EXPENSES YOU WILL NEED OR ARE AUTHORIZED. IF NOT SURE OF THE COST, JUST ESTIMATE OR YOU CAN ADD LATER ON, WHEN YOU RETURN AND CREATE YOUR ACTUAL VOUCHER. ADD COST SELECT CORRECT METHOD OF REIMBURSEMENT CLICK! Starts the Expenses area ( Non-Mileage expenses tab )

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Continues the Expenses area ( Mileage expenses tab ) SELECT EXPENSE TYPE FROM THE DROPDOWN MENU SELECT MILEAGE SELECT PVT AUTO- TERMINAL *IF YOU PARK AT THE AIRPORT, YOU WILL ONLY CLAIM MILEAGE TO THE AIRPORT ON DEPART DATE AND ON RETURN DATE. DEPART DATE RETURN DATE CLICK!

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SCROLL DOWN AND SAVE EXPENSES

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Continues the Expenses area ( Per Diem Entitlements expenses tab ) SELECT PER DIEM ENTITLEMENTS SELECT TO ENTER THE ESTIMATED LODGING RATE (WITHOUT THE TAXES) YOU MAY HAVE DIFFERENT RATES FOR DIFFERENT DAYS

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Editing the Per Diem Entitlements IF NIGHTLY RATE IS THE SAME FOR EVERY NIGHT, YOU CAN APPLY THE RATE TO COVER THE PERIOD USING THE CALENDAR TOOL TO FIND THE LAST DAY OF STAY (NOT THE CHECK-OUT DATE) INPUT NIGHTLY RATE AND SCROLL DOWN. SCROLL DOWN AND CHECK ALL THAT APPLY

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Editing the Per Diem Entitlements SCROLL DOWN AND CHECK THE ONES THAT APPLY, AND THE COST, IF DIFFERENT FROM DEFAULT. DEFAULT IS FULL RATE SCROLL DOWN AND CHECK THE ONE THAT APPLIES. DEFAULT IS NO OTHER. SELECT WHEN COMPLETED

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Starts the Accounting area SELECT ACCOUNTING THERE WILL BE A DEFAULT ACCOUNTING LEVEL, BUT MAKE SURE TO ADJUST IF NECESSARY CLICK!

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Starts the Additional Options area SELECT ADDITIONAL OPTIONS YOU CAN SELECT THIS TO REQUEST SCHEDULED PARTIAL PAYMENTS ONLY IF YOUR TRIP IS MORE THAN 45 DAYS YOU CAN SELECT THIS TO REQUEST AN ADVANCE ONLY IF YOU DO NOT HAVE A GOVERNMENT CREDIT CARD (GOVCC). AN ADVANCE WILL TAKE 3-5 DAYS TO SHOW UP IN YOUR ACCOUNT

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Starts the Preview area SELECT REVIEW SIGN YOU ARE NOW READY TO PREVIEW YOUR AUTHORIZATION. SCROLL DOWN AND REVIEW YOUR FLIGHTS, RENTAL CAR, LODGING, ETC. IF ALL IS GOOD, SELECT SAVE AND PROCEED TO OTHER AUTHS AT THE BOTTOM.

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Starts the Other Authorizations area CLICK ON ADD ADDITIONAL AUTHORIZATIONS FOR THIS TRIP THE SECRETARY OF DEFENSE MEMORANDUM DATED MARCH 14, 2011, MANDATES THAT ALL DoD TRAVEL REQUESTS MUST INCLUDE THE FOLLOWING JUSTIFICATION (MISSION STATEMENT): Alternate means such as Secure Video Teleconference or other web based communication, are not sufficiently able to accomplish travel objectives THE ARMY BUSINESS RULES FOR DEFENSE TRAVEL SYSTEM, UNDER 60.0 AND 60.1, STATE THE CORRESPONDING UPDATES TO JFTR AND JTR TO ENSURE COMPLIANCE, AND EXPLAIN WHERE TO INSERT THE MISSION STATEMENT.

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Continuing Other Authorizations area SELECT PERSTEMPO CODE D (MISSION SUPPORT TDY) AND SCROLL DOWN CLICK ON ADD

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Continuing Other Authorizations area FROM THE ARMY BUSINESS RULES FOR DEFENSE TRAVEL SYSTEM (WHICH CAN BE DOWNLOADED FROM AKO) COPY THE STATEMENT Alternate means such as Secure Video Teleconference or other web based communication, are not sufficiently able to accomplish travel objectives CLICK ON SAVE AND PROCEED TO PRE-AUDITS AND PASTE INTO THE REMARKS BOX

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More for the Other Authorizations area CLICK ON CONTINUE Starts the Pre-Audit area THIS AREA IS ALSO USED TO ADD OTHER AUTHORIZATIONS NOT INCLUDED BEFORE (SUCH AS GSA AVAILABLE, POV TRAVEL -AUTHORIZED BY O5 OR ABOVE-, OR LARGER THAN ECONOMY SIZE FOR RENTAL) FILL IN JUSTIFICATIONS FOR THE ITEMS THAT HAVE BEEN FLAGGED. ON A NON-CONTRACT FARE FLAG, YOU WILL NEED TO SELECT THE LINK REASON CODE ABOVE THE JUSTIFICATION BOX.

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Starts the Digital Signature area AFTER ALL THE JUSTIFICATIONS HAVE BEEN ANNOTATED, SELECT SAVE AND PROCEED TO DIGITAL SIGNATURE AT THE BOTTOM. CLICK ON SUBMIT COMPLETED DOCUMENT TO STAMP YOUR SIGNATURE ON THE AUTHORIZATION AND FINISH.

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To Check the Status STEP 1: SELECT VIEW IN THE VIEW/EDIT COLUMN STEP 2: THIS WILL BRING YOU TO THE PREVIEW SCREEN. CLICK ON DIGITAL SIGNATURE TAB STEP 3: THIS WILL SHOW THE PENDING ROUTING ACTION WITH THE NAME AND LEVEL OF THE PERSON THAT CAN DO IT STEP 4: SCROLL DOWN AND TO SEE WHAT IS PENDING AND THE HISTORY OF YOUR AUTHORIZATION

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Questions about Authorizations?

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Traveler/Clerk creates voucher AO reviews and approves voucher Voucher is sent for processing Funds are reimbursed electronically

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READ AND SELECT

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SELECT

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MAKE SURE THIS IS YOUR CURRENT AUTHORIZATION TO CREATE YOUR VOUCHER SELECT

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IF CHANGES NEED TO BE MADE TO THE ITINERARY, LOCATION, OR DATES, SELECT THIS EDIT LINK. IF END DATE NEEDS TO BE CHANGED, SELECT THIS EDIT LINK. CORRECT ON THE LEFT SIDE, SCROLL DOWN AND SELECT SAVE CHANGES. GO TO: ITINERARY AND TRIP OVERVIEW TAB

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CLICK HERE TO SAVE AND PROCEED TO PER DIEM LOCATIONS IF THERE WERE ANY CHANGES. OTHERWISE, CLICK CONTINUE

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GO TO: EXPENSES AND NON-MILEAGE TAB EDIT OR REMOVE TO REFLECT YOUR ACTUAL EXPENSES USE THESE TO ADD ANY NEW EXPENSES. SCROLL DOWN AND CLICK ON SAVE EXPENSES WHEN DONE. Examples of New Expenses: -Hotel Sales Tax -Hotel Occupancy Tax -GOVCC Service Fee (ATM fee when withdrawing cash) -Fuel for Rental Car -Laundry RECEIPTS ARE REQUIRED If rental car is not booked through DTS, this is where you list the cost. If it is booked in DTS, make adjustments in the Travel area.

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GO TO: EXPENSES AND MILEAGE TAB MAKE SURE TO INCLUDE YOUR MILEAGE TO AND FROM AIRPORT. THIS SHOULD HAVE BEEN DONE FROM THE AUTHORIZATION

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YOU WILL NEED TO COME HERE TO MAKE ADJUSTMENTS TO THE AMOUNT YOU ACTUALLY PAID FOR LODGING PER NIGHT, IF DIFFERENT FROM WHAT YOU HAD IN THE AUTHORIZATION. REMEMBER: NOT TO INCLUDE TAXES. SELECT EDIT ON DATE THAT NEEDS TO BE CHANGED SELECT EDIT ALL IF EVERY DATE NEEDS TO BE CHANGED

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YOU CAN ADD YOUR RECEIPTS FOR HOTEL, RENTAL CAR, FUEL, ETC IN ONE OF TWO WAYS: 1. Use a Digital Scanner to scan your receipts and save on your computer. Select BROWSE, locate your receipts, select UPLOAD to complete attaching your receipts. 2. Select PRINT FAX COVER SHEET and fax all of your receipts to the phone number provided on the cover sheet. Wait about ten minutes and you will see your attached receipts. If you do not see them, select the Refresh button

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IF YOU RECEIVED AN ADVANCE OR SCHEDULED PARTIAL PAYMENT, IT WILL SHOW HERE. SCROLL DOWN IF YOU NEED TO ADJUST THE AMOUNT GOING TO YOUR GOVCC, INPUT THE AMOUNT HERE AND CLICK ON CALCULATE IF YOU NEED TO ADJUST THE AMOUNT GOING TO YOUR PERSONAL ACCOUNT, INPUT THE AMOUNT HERE AND CLICK ON CALCULATE

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PREVIEW THE VOUCHER AND MAKE SURE EVERTHING LOOKS GOOD. SCROLL DOWN AND CLICK ON SAVE AND PROCEED TO OTHER AUTHS GO TO: REVIEW SIGN AND PREVIEW TAB

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CLICK ON CONTINUE TO MOVE ON TO THE NEXT TAB

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MAKE SURE TO WRITE A JUSTIFICATION FOR EACH FLAGGED AREA CLICK ON CONTINUE TO MOVE ON TO THE NEXT TAB

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IT IS TIME TO STAMP YOUR SIGNATURE ON THE VOUCHER. YOU CAN WRITE A COMMENT TO THE RO/AO IF NEEDED. CLICK ON SUBMIT COMPLETED DOCUMENT

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