PSA PACIFIC

1
PSA PACIFIC

• TRAVEL,TRANSPORTATION, AND ENTITLEMENTS
• BRIEF

August 2001
2
VISA BANK OF AMERICA

• Www.Gcsuthd.Bankofamerica.Com (go to the help
  screen)
• Technical help desk 1-888-317-2077
• Mr. E. R. Barnes 243-7247 e-mail
  address barneser_at_psa.Psafe.Navy.Mil

3
STANDARD CARD

• CREDIT LIMIT of 5,000 per billing cycle
• ATM LIMIT of 500 per billing cycle. APCs can
  raise to 4,000 CPMs can raise to 5,000 over
  5,000 require TCPMO approval
• RETAIL LIMIT of 250 per billing cycle APCs can
  raise to 500 CPMs can raise to 1,000 on a
  case-by-case basis
• INCREASES DO NOT RAISE CREDIT CARD LIMITS
  AUTOMATICALLY.

4
RESTRICTED TRAVEL CARD

• Refusal of credit checks
• Request by Command
• Issued inactive, activated by APC
• Credit limit 1,200
• ATM 200
• Retail 50 (remaining 1000 for
  meals, lodging, rental cars misc expenses)
• APCs can raise limits based on travel
  requirements and activate cards for specific
  travel events

5
RESTRICTED TRAVEL CARD

• Refusal of credit checks
• Request by Command
• Issued inactive, activated by APC
• Credit limit 1,200
• ATM 200
• Retail 50 (remaining 1000 for
  meals, lodging, rental cars misc expenses)
• APCs can raise limits based on travel
  requirements and activate cards for specific
  travel events

6
GOVERNMENT TRAVEL CARD

• Contract modified April 11, 2001
• Salary offset
• Split disbursement default
• Lower initial card limits 1,000.00 / 125.00
  cash
• 20.00 fee for express delivery, except for lost
  cards or emergencies
• 29.00/mth late fee after 75 days
• Increase cash adv fee to 3 0r 2.00 whichever is
  greater
• DoD review all accounts to deactivate infrequent
  travelers
• DoD adopt stringent in/out processing
• DoD will explore a debit card program with Bank
  of America

7
Travel Orders
8
Travel Order

• A written or electronic formatted document issued
  and approved by commanding officer or designated
  representatives
• Funded by the organization/command
• Establishes the conditions for official travel
  and transportation
• Travel orders are required for issuance of
  airline tickets and reimbursement

9
Travel Order

• Valid without amendments if member departs 7 days
  before or after the specified date of departure
  written in the original order
• Can be extended for not more than 100 of the
  original number or days. For example members
  TDY is scheduled for 5 days however, command
  directs member to stay and additional 5 days. NO
  amendment to the original orders is necessary for
  reimbursement

10
Travel Order

• Variation of itinerary authorized permits
  omission of travel to places stated in
  travel order. Changes the order of
  travel to places shown
• ESTIMATED COST - ensure funding obligation for
  per diem and transportation meets or exceeds
  mission requirements. If not sure call PSD/CSD
  travel section or NAVPTO for cost estimates

11
Travel Order Endorsements

• Effective 1 May 2000 travel orders shall contain
  the following statement
• The Travel and Transportation Reform Act of
  1998 stipulates that the government-sponsored,
  contractor-issued travel card shall be used by
  all U.S. Government personnel (civilian and
  military) to pay for cost incident to official
  business travel unless specifically exempted by
  authority of the Administrator of General
  Services or the head of the agency.

12
TRAVEL ORDER ENDORSEMENTS

• Indicate whether the traveler is (or is not) a
  government travel card cardholder
• Indicate whether or not the traveler is exempt
  from mandatory use ( this statement also
  authorizes alternative payment methods)
• Indicate cardholders shall obtain cash through
  ATMs

13
Standard Document Number (SDN)

• 15 Alpha Numeric Digit
• N denotes Navy
  (1)
• UICbudget activity
  (5)
• FYfiscal year
  (2)
• Totravel order
  (2)
• XXXLlast four of tango
  (4)
• Eexpense element
  (1)
• 239857645993355n8746400t0erb3c

14
LOA

• NAVY appropriation or line of accounting (LOA)
• APPROPRIATION
  (7)
• SUBHEAD
  (4)
• OBJECT CLASS
  (3)
• BUREAU CONTROL
  (5)
• (UIC) SUB-AUTH
  (1)
• AUTH ACCTG ACTIVITY
  (6)
• (UIC) TYPE
  (7)
  
• TRAVEL ORDER
  (6)
• COST CODE
  (12)

15
PER DIEM

• LODGING
• MEALS
• INCIDENTALS

16
LODGING

• GOVT QUARTERS WHEN TDY TO AN INSTALLATION
• COMMERCIAL QUARTERS

17
MEALS

• Government Meal Rate (GMR)
• Proportional Meal Rate (PMR)
• Commercial Meal Rate (CMR)
• Deductible Meal
• Actual Expense

18
PER DIEM CONSIDERATIONS

• RUMOR NON-USE OF A CTO TO OBTAIN LODGINGS
  RESULTS IN NO COMPENSATION FOR THE LODGINGS
  PORTION OF PER DIEM
• ACTUAL LODGING CLAIM MUST BE PAID. BUT IF THE
  MEMBER FAILED TO COMPLY WITH NAVY POLICY, IT IS A
  DISCIPLINARY ISSUE TO BE REFERRED TO THE
  COMMANDING OFFICER.
• MILITARY PERSONNEL CAN ONLY BE ON PMR OR GMR WHEN
  LODGED AT THE INSTALLATION THEY ARE PERFORMING
  DUTY.
• CIVILIANS CANNOT BE PUT ON PMR OR GMR UNLESS THEY
  ACTUALLY SUBSIST IN A MESS FAC.
• RENTAL CAR POLICY IF THE CTO CONTRACTS ARE NOT
  USED, THEN THE CTO PRICE IS WHAT IS PAID. JFTR
  U3415-B Note2.

19
INCIDENTALS

• IN CONUS
• GOVT 2.00
• COML 2.00
• OUT CONUS
• GOVT 3.50
• COML LOCALITY RATE

20
INCIDENTALS

• Fees, tips to porters, baggage carriers,
  bellhops, hotel maids, and stewards at hotels.
• Transportation between places of lodging and
  places where meals are taken.
• Personal laundry/dry cleaning/pressing.
• Telephone Calls to reserve lodging.
• Mailing cost associated with filling travel
  claims
• Potable water and ice

21
Mexico Per Diem 243.00

• Lodging
• 155.00
• MIE
• 88.00
• Meals 70.00
• B 13 L 22 D 35
• Incidental Expense
• Coml 18.00
• Govt 3.50

22
SUBSTANTIATING VOUCHERS

• Record of transaction shall be evidenced by a
  written or printed signed document or series of
  documents which shall consist of a complete
  record of transaction.
• Records shall be maintained by the DO or the AO
  who authorized payment.

23
LEGALITY AND PROPRIETY

• Sanction of Law Transactions involving payments
  shall be examined for legality, propriety,
  limitations, and time frames under the statutes
  governing the various classes of expenditures and
  for validity under the general provisions of law.
  There is no authority to disburse public funds to
  satisfy demands which are of doubtful validity.

24
FALSE, FICTITIOUS OR FRAUDULENT CLAIMS

• Whoever makes or presents to any person or
  Officer of the U.S. any claim upon or against the
  U. S. , knowing such claim to be false,
  fictitious or fraudulent, shall be fined and or
  imprisoned.
• Fraudulent claims against the U.S. may be
  submitted in connection with pay and allowances,
  TAD/PCS travel claims, contract, purchase orders,
  and or credit card purchases.

25
COMMAND ACCOUNTABILITY

• CERTIFING OFFICIAL

• AUTHORIZING OFFICIAL

26
RESPONSIBILITIES OF CERTIFYING OFFICERS

• CURRENT REGULATION (JFTR) DOES REQUIRE THE AO
  AND NOT THE CO TO CERTIFY VOUCHERS PRIOR TO
  PAYMENT FOR MILITARY AND CIVILIAN.
• CURRENTLY, COS DO NOT CERTIFY FOR PAYMENT,
  THEY ARE REALLY JUST EXERCISING MANAGEMENT
  OVERSIGHT. THEY ARE NOT EXPECTED TO BE EXPERTS.
• WITH DTS IMPLEMENTATION THE CO WILL BE A CERT.
  OFF. DTS WILL HAPPEN OVER NEXT 2-3 YEARS.
• UNDER DTS FINANCE WILL BE A DISBURSING AGENCY.
  WILL DO SPOT POST-PAYMENT AUDITS, NO PRE-PAYMENT
  AUDITS.
• COS UNDER DTS CAN BE FINANCIALLY LIABLE.
  ANTICIPATE PROBLEMS. COS WILL NEED GOOD STAFF
  SUPPORT.

27
How Many Calendar Days After Submission Of Travel
Claim Will Employee Be Reimbursed?

• TEN
• WORKING DAYS

28
PAYMENTS

• PUBLIC LAW 104-134, The Debt Collection
  Improvement Act of April 26, 1996 requires all
  recipients of Federal Payments will be
  electronically.

29
EMERGENCY LEAVE ISSUES

• IT IS THE COMMANDERS RESPONSIBILITY TO DETERMINE
  IF AN EMERGENCY EXISTS.
• ONCE AN EMERGENCY HAS BEEN DECLARED, THE MBR
  DETERMINES WHO AND HOW MANY TRAVEL. WHY?
• CONUS BASED MEMBERS, MUST HAVE AN OCONUS DOMICILE
  (HOR/RESIDENCE, ETC.)
• THE SPONSORS DOMICILE IS PERTINENT, THE
  SPOUSE/DEPENDENTS DOMICILE IS IRRELEVANT TO
  DETERMINING A DEPENDENTS ENTITLEMENT TO E.L.
  TRAVEL.
• NEW DISTANCE AIRPORT STANDARDS.
• REF JFTR PAR. U7205, MILPERSMAN 1050-130

30
CONSECUTIVE OVERSEAS LEAVE TRAVEL (COT)

• MUST HAVE TWO CONSECUTIVE OVERSEAS TOURS TO
  QUALIFY, BUT COMPLETION OF THE FIRST TOUR IS WHAT
  GENERATES THE ENTITLEMENT.
• WHAT IS A QUALIFYING OCONUS TOUR? IF IT IS NOT
  WELL DEFINED (DOD/SECNAV TOUR), IT IS A PERS-454
  DETERMINATION.
• WHAT IF THE MEMBER DOES NOT TRAVERSE CONUS?
• WHAT ABOUT DEFERRALS?
• WHAT IF THE HOR IS OCONUS AND THE MBR TRAVERSES
  CONUS?
• USNS SHIPS HAVE CONUS HOMEPORTS. NO COT LEAVE!
• FAMILY MUST ACCOMPANY MEMBER AT OLD NEW PDS IF
  THE FAMILY IS TO GET COT LEAVE TRAVEL.
• REF JFTR PAR. U7200.

31
EARLY RETURNS (ERT)

• N130 DOES AFTER THE FACT EARLY RETURN
  AUTHORIZATIONS.
• WHAT IS AN AFTER THE FACT EARLY RETURN?
• IS DLA PAYABLE? (YES) TLE? (NO)
• IF PCS ORDERS ARE PENDING AND AN ERT IS NEEDED
  TO RESOLVE A SITUATION, WHAT THEN? HINT DO THE
  ERT FIRST, THEN ISSUE ORDERS!
• REFERENCE JFTR PAR. U5240

32
QUESTIONS