EVACUATION Claims can be done in TPAX

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EVACUATION Claims can be done in TPAX
PSC TRAVEL BRANCH AUG 28, 2008
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What is an evacuation?

• An evacuation, as defined in par. U6002-C, must
  be caused by unusual or emergency circumstances
  (such as war, riots, civil uprising or unrest,
  adverse political conditions, denial or
  revocation by host government of permission to
  remain, national or natural disasters, epidemics,
  or similar conditions of comparable magnitude).
• Evacuation refers to movement or departure from
  one area to another. Both areas may be in the
  same city or country, or each may be in a
  different city or country.

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Definition of Safe Haven

• Safe Haven - A location anywhere in the world
  named in the evacuation order/authorization, or
  subsequent modification to that
  order/authorization, to which dependents are
  directed to relocate on a temporary basis to
  await a decision by competent authority to either
  return to the OCONUS PDS or proceed to a
  designated place. If CONUS is named the safe
  haven in the evacuation order/authorization,
  evacuees, upon arrival at the CONUS POD, must
  select the exact CONUS safe-haven location to
  which they are traveling at Government expense.
• Safe Haven must be indicated on the Evacuation
  order as Per Diem and transportation is based on
  the locality given.

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Difference between Members Dependents

• Members
• ordered to evacuate are paid at regular TDY
  entitlements
• Dependents
• are authorized (1) round trip from the evacuation
  site to the designated safe haven and return.
  Mileage will only be paid up to NTE the distance
  from the evacuation site to the designated safe
  haven and back as determined by the Defense Table
  of Distance. Mileage is reimbursed to only the
  owner/operator and not passengers.
• who are in the absence of a POV at the safe
  haven, dependents are authorized local travel
  allowances paid at a rate of 25.00 per day, per
  family, to help offset the expenses incurred for
  required local travel between the dependents
  place of lodging at the safe haven and
  medical/dental appointments, finance office,
  family support service center, commissary,
  pharmacy, post office and similar destinations in
  the local area. This allowance is to help offset
  travel expenses if any and not a daily allowance.
  This allowance cannot be paid for reimbursements
  for expenses incurred by renting a motor vehicle.
  No receipts are necessary.

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Dependents information contd

• Per Diem begins on the date dependents arrive at
  the safe haven.
• Dependents age 12 and over are given per diem and
  MIE at the rate of 100 for the first 30 days.
  Dependents under the age of 12 are given per diem
  and MIE at the rate of 50 for the first 30
  days.
• Beginning on the 31st day, dependents 12 and over
  are given per diem and MIE at the rate of 60
  and dependents 12 and under are given per diem
  and MIE at the rate of 30.
• Entitlements completely stop after 180 days. If
  dependents are ordered to move to another safe
  haven, the 180 day clock will restart. If
  dependents choose to move to another safe haven,
  the 180 clock remains in effect and entitlements
  are paid up to NTE the rate of the designated
  safe haven.

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Dependents information contd

• Per diem and MIE allowances stop the day
  transportation is first made available to
  dependents for return to the PDS unless further
  delay is authorized for reasons beyond the
  dependents control.
• If dependents are away from the PDS at the time
  the evacuation is ordered, they are considered to
  be at a safe haven, and entitled to per diem for
  the location they are in, beginning on the day
  they would have returned to the PDS.
• Dependents are authorized miscellaneous TDY
  reimbursable expenses as stated in JFTR Appendix
  G if used. These are reimbursable expenses if
  incurred and not an entitlement.

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Miscellaneous Expenses

• Dependents are authorized reimbursable
  transportation reimbursable expenses while
  enroute to Safe Haven or returning to PDS only.
• Typically this would only mean Tolls
• Dependents are only entitled to other
  reimbursable expenses as required and approved by
  the Order Issuing Authority on the
  orders/authorization.
• Typically this would mean Unit authorizes
  health/location phone calls to ensure the
  location and health of evacuees.
• Any other reimbursable expense would have to be
  approved by CG-1222
• Laundry, communication fees, phone calls,
  parking, etc.
• Please note that Katrina was a wide spread
  Natural Disaster and special reimbursable
  expenses were approved at that time for
  specifically that evacuation period/location
  areas although they were not typical reimbursable
  expenses for evacuations IAW JFTR Chpt 6.

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Can the Evac claims be done in Tpax ?

• If evacuees (member /or dependents) are
  traveling from PDS to Safe Haven back to PDS
  and have no extraordinary reimbursable items
  YES submit claim through Tpax
• If evacuees (member /or dependents) travel from
  or to any other destination not authorized
  specifically on orders or have unusual
  reimbursable items NO submit claim for manual
  processing
• Please be advised that all evacuation claims are
  subject to both PRE-payment and POST-payment
  audits and are limited to the reimbursable
  expenses authorized by orders IAW JFTR Chapter 6.

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How to enter Evac claim in Tpax

• Log into Tpax in Traveler View
• Click on fill out button
• Click on Request for Settlement

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Evac claim in Tpax contd

• Enter TONO in Tono field
• Click OK
• A screen will come up stating This order does
  not existDo you want to create it?
• Click Yes

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Evac claim in Tpax contd

• Change type of order to Evacuation
• Change purpose of trip to Emergency
• Use Coast Guard Funds
• Input location of Evac From location and location
  of Safe Haven
• Input Issue Date, Travel Begin Date, Travel End
  Date
• Leave Disaster Override section blank

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Evac claim in Tpax contd

• Click the Dependent tab
• Input Dependent name, relationship, and DOB of
  children
• Click on Remarks Tab and input any additional
  comments necessary
• Click OK

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Evac claim in Tpax contd

• At the Request for Settlement Against an Order
  screen click Adv/Accrl Tab
• Input any advance provided to Member or
  Dependents for travel
• This includes Travelers Checks or EFT Advances

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Evac claim in Tpax contd

• Click Entitlements Tab
• Click Add Itinerary

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Evac claim in Tpax contd

• On the Whats Authorized screen
• Input Member itinerary first even if traveling
  with dependents
• Indicate 1 car used and ensure Owner/Operator of
  POV is checked
• Click Actual Itinerary

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Evac claim in Tpax contd

• Input itinerary for member as if it were regular
  TDY only use SH for Safe Haven vs. TD
• Click Reimbursables and enter appropriate
  reimbursable expenses if any
• Click OK
• A message will pop up indicating must enter
  Constructed Itinerary
• Once that tab shows up click OK
• A message will pop up asking if you wish to
  recalculate meals
• Click Yes
• A screen will show the Daily Expenses
• Click OK
• Click OK to return to Entitlements Screen

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Evac claim in Tpax contd

• This screen shows the members travel as the
  first leg
• Click Add Itinerary to add dependents if they
  evacuated

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Evac claim in Tpax contd

• Select all dependents that traveled on the same
  itinerary
• Input the number of cars authorized for
  dependents
• If dependents traveled with member leave this
  block blank and uncheck Owner/Operator of POV
• Click Actual Itinerary

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Evac claim in Tpax contd

• Input dependent travel itinerary
• If additional lodging was required due to number
  of dependents traveling, add additional lodging
  cost here
• If lodging was totally covered by members
  lodging expenses leave lodging and taxes blank

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Evac claim in Tpax contd

• Click on the Reimbursable tab, input any
  authorized misc. reimbursable expenses
• Only toll expenses if dependents drove separately
  from member
• If unit requires status updates, phone calls may
  be authorized to unit but must be on orders
• Any other expenses must be authorized by CG-1222
  via message
• Click OK
• A message will pop up indicating must enter
  Constructed Itinerary, click OK
• A message will pop up asking if you wish to
  recalculate mealsClick YES
• A screen will show the Daily Expenses
• Click the OK button twice to return to
  Entitlements Screen

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Evac claim in Tpax contd

• The Entitlement tab will now show both the
  members TDY leg and the dependents evacuation
  leg of travel

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Evac claim in Tpax contd

• Click Calculations Tab to see estimated breakdown
  of entitlements and payment to member
• Claims are subject to prepayment audit to ensure
  proper reimbursement
• Click Financial Tab

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Evac claim in Tpax contd

• Click Modify Accounting button
• On the Coast Guard Accounting screen input line
  of accounting
• Click OK

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Evac claim in Tpax contd

• Once returned to the Request screen, click on
  remarks for any justification or for claiming
  entitlements or necessary comments
• Click OK

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Evac claim in Tpax contd

• At the main Tpax traveler view screen, click once
  to highlight the Evacuation settlement
• Click Send to AO
• Select AO and click OK

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Evac claim in Tpax contd

• Enter in Secondary Password
• Claim is now waiting AO approval
• Claim typically is processed 1-2 business days
  from the date AO approves

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HELP OR ASSISTANCE?

• Contact PSC Customer Care
• Email PSC-CustomerCare_at_uscg.mil
• Phone 1-866-PSC-USCG (772-8724)
• Submit online help ticket www.uscg.mil/hq/psc/cu
  stomerservice.shtm.
• Reference JFTR Chapter 6 for additional
  information on Evacuations