DTS User Training

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DTS User Training
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Course Outline

• IntroductionHandouts
• Travel Authorization
• ItineraryReservation Refresh
• Govt Travel Credit Card (GOVCC)
• Expenses
• Hands-on exercise
• Travel Voucher (Claim)
• Itinerary changes
• Costs
• GOVCC Charges
• Split Disbursing
• Receipts
• Hands-on exercise
• Help

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Preliminary

• Rules for travelers JTR/JFTR Appendix O
• Misc. expenses Appendix G
• Travel Authorizationbefore you go
• Make reservations on-line
• Should-cost estimate
• Travel Voucherto get reimbursed
• Lists actual expenses
• Receipts required
• DTS Web site www.defensetravel.osd.mil
• CAC card
• PIN number

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DTS setup

• Organizations and groups based on dept.
• NPS Org 06 (GSOIS)
  DTS Org DN226227106
  
• CS dept DTS Group CS
• Your ODTA (local DTS rep) can see documents for
  all travelers in the group
  
• Travelers self-register in DTS
• Procedure in DTS on NPS Travel web site

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Itinerary

• Origin (home or work), destination(s)
• Travel dates
• Trip Purpose and Type
• Type Routine, Permissive, Househunting
• These no-cost trips must have an LOA to be
  approved, but it will not be charged.
  
• This DTS defect will probably be corrected.
• Trip Description
• If attending a conference, enter specific details
  (name, dates, location, and whether you are a
  presenter or a participant.)

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Itinerary contd

• On first travel authorization, verify
• Government credit card number and expiration
  date
  
• Bank routing number and account number
• Traveler can edit these fields!
• Method of travel and time of departure
• From origin
• Between TDY duty sites
• From last site back to origin
• Check box Need rental car
• Check box Need lodging

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Enter Itinerary
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Location Tools
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Select Location of TDY
Note that if you add the state, you need to leave

out the space after the comma washington,dc
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Part D - Check to get Rental Car and Lodging
Yes to Select a Follow-on TAD Location
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Select Commercial Air, then Departure Time
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Airline Reservations

• Travelers must make airline reservations in DTS
  (through SATO)
  
• Pick flights and select seats
• GSA City Pair contracts mandatory
• Monterey has 22 contract destinations
• SATO assists, stamps CTO BOOKED
• SATO buys tickets 3 days before travel

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Reservation Refresh

• Flights priced and displayed based on Itinerary
• Flights confirmed when selected (book as you
  go)
  
• Flights displayed in tab order
• GSA contract w/limited availability or
• GSA contract
• Other Govt Airfare (me too or
  connecting/combining GSA fares)
  
• Other Airfare (unrestricted)
• Alternate GSA (GSA city pair to airport 80 miles
  within destination then departure airport)
  

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Airline Reservations contd

• Verify reservations with Confirmation code
  (from Final Trip Itinerary screen) in
  www.virtuallythere.com (password satotravel)
  
• Short-term travel (less than 24 hours in
  advance)
  
• Call SATO after authorization is approved
• 831 393-1202
• PNR ErrorCall NPS DTS Help Desk
• Passenger Name Record is reservation block sent
  to SATO

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Default Airport
MRY-DCA is not a contract pair
Click to show Alternate Airports
Select this to sort flights by price
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Show Alternate Airports
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GSA Contract Flights
MRY-IAD is a contract pair
Again, select this to sort flights by price
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Request Assistance
This message to SATO is preformatted. You may
change it to say anything you want. Example Pl
ease find me a cheaper flight.
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Premium Class Travel

• No First Class
• President, NPS, then Director, Navy Staff (OPNAV)
  must approve all business class travel
  
• DNS POC james.burns2_at_navy.mil 703 604-9949
• Does not apply to flights OCONUS which only have
  first and business class.
  
• Ok to upgrade using frequent flyer miles
• Frequent flyer miles belong to the traveler and
  may be used for any purpose
  

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Rental Car Reservations

• Must make car reservations in DTS
• Must pay for car with GOVCC
• Use of a government contract rental car is
  allowed while on leave during temporary duty
  travel
  
• Government insurance is NOT in force while on
  leave
  
• Traveler must pay for car during leave days
• Ref DoD FMR Vol 9 Chap 4 para 040703

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Reservation Refresh--Rental

• Two Tabs Govt Agreement or Non-Govt
  Agreement
  
• Segments immediately confirmed (book as you go)
• Only airport locations offered
• Advisory pop-up if lowest rate or compact not
  selected. New pre-audit cost/rate comparison
  
• Skip This Car link

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Lodging Reservations

• Should make hotel reservations in DTS
• Call conference hotel
• Must pay for hotel with GOVCC
• Actual lodgingwhen hotel costs more than allowed
  lodging rate
  
• Special events, conference hotel
• Requires justification in Pre-audit section

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Res Refresh--Lodging

• Initial property page option to view addl hotel
  info
  
• Segments confirmed when selected (book as you
  go)
  
• Request Assistance segments pre-formatted
• DoD Approved and Other based on FEMA list
• Skip This Hotel link

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Select Type of Room
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BOQ Reservations

• You must request BOQ, BEQ reservations in comment
  box to SATO
  
• Include
• Base
• Command
• Rank
• CC and expiration date
• SSN
• Alternative make them yourself
• Go to www.housing.navy.mil

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Airline Summary and Method of Payment
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Rental Car and Lodging Summary
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Final Trip Itinerary Air (going)
Conf. code for www.virtuallythere.com
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Final Trip Itinerary Car and Lodging
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Final Itinerary Air (returning)
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Interrupting the Flow

• Flow process works like first screens in Auth
  Itinerary - it works the first time only
  
• Moving to another screen breaks the flow
• Flow cannot be restarted on a document
• Searches can still be entered manually (current
  process)
  
• Re-access from Travel Air, Travel Rental,
  etc., the pull down list or Trip Summary
  

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Auto-Cancellation

• If Auth not Signed/Approved, PNR will be
  cancelled
  
• Book as you go holds segment immediately, but
• Vendors cant hold space indefinitely
• System prompts user to sign after PNR saved
• System will send email warnings
• Cancellation timing varies as per DTS Six Rules
  of Auto-Cancellation
  
• Bottom line Promptly Sign and Approve Auth
  
  

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Auto-Cancellation Chart
Key X last reservation activity (segment add
or reload not edit, req assist, etc.)
Depart or D Dep time (Air), Pick-up time
(Rental), or 0001 ET Arr date (Hotel)
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Six Auto-cancellation rules

• 1. Un-Signed Auth/PNR created 3 days before
  depart cancelled 24 hours before depart
  
• 2. Un-Signed Auth/PNR created 4 or more days
  before depart cancelled after 24 hours
  
• 3. Un-Signed Auth/PNR created 2 days before
  depart cancelled 12 hours before depart
  
• 4. Un-Signed Auth/PNR created 1 day before or day
  of depart cancelled after 2 hrs
  
• 5. Un-Approved Auth/PNR cancelled 6 hrs before
  depart (Currently held in abeyance)
  
• 6. Un-Approved Auth/PNR signed within 6 hrs of
  depart will not be cancelled
  

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Government Travel Credit Card

• All travelers must have and use GOVCC for
  airline, hotel and rental car payments
  
• APC is Patricia Freeman, 3211, He-038
• Takes 7-10 days
• Comptrollers Central Billed Account used for
  travelers who are credit risks
  
• Personal card or advance for other charges
• All CBA travel done in Travel Office only
• Use card only for travel expenses

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Expenses

• Enter all estimated expenses
• Non-Mileage, Mileage, Per Diem
• Establishes should-cost estimate
• Allowed expenses See JTR Appendix G
• Mileage expenses driving own POV
• Airport limits (Taxi cost going and coming)
• Constructive travel
• Use Defense Table of Distance

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Expense Types
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Non-Mileage Expenses
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Mileage Expenses (Driving own POV)
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Expenses (contd.)

• Per-diem Entitlements
• Edit for leave, meals provided, actual lodging,
  non-duty days
  
• MIE
• 75 on first and last day
• Reduced when meals provided
• Conference Registration Fees should be paid for
  by departmental purchase card, NOT GOVCC.
  
• Conference attendance is a business expense, not
  a travel expense
  
• Requires creation of a DD Form 1556

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Per Diem, MIE, Leave, etc.
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Accounting

• Select LOA (job order)
• Can select more than one (split disbursing)
• Allocate expenses if more than one LOA
• Allocate by date, amount, percent, or expense
  category
  
• If LOA is from another organization
• Not visible to traveler or ODTA
• Put LOA number in Comments to AO on Preview
  Screen
  
• Financial Analyst will find LOA and insert into
  TA

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Lines Of Accounting (Job Orders)
LOA from another organization
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LOA Selected
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Additional Options

• Access to DTS profile
• Traveler can update GOVCC and EFT info
• Partial Payments
• TDY over 45 days
• Makes payments every 30 days
• Advances
• Available for non-card holders only
• Card holders use ATM for advance

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Pre-Audit/Sign

• Preview document
• Comments to Authorizing Official
• LOA number from another organization
• Enter justification for audit flags
• Non-contract flights
• Larger rental cars
• Click Submit Completed Document

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Other Authorizations
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Pre-Audit
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Routing Lists

• Authorizations are routed as follows
• Preparer stamps SIGNED
• SATO checks reservations and stamps CTO
  BOOKED
  
• SPFA checks LOA/funds and stamps REVIEWED
• AO stamps APPROVED
• STARS obligates funds and stamps POS ACK
  RECEIVED
  

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Changes

• Adjustments (not approved) Select view/edit
• Amendments (approved) Select adjust
• Cancellation
• Quick Reference on DTS web site
• SPFA or AO can stamp a trip CANCELLED
• If you cancel trip in DTS, SATO automatically
  submits ticket for refund.
  
• Ticket charged to travelers GOVCC
• May have to submit Dispute Form to BofA (on web
  site) because refund can take up to 60 days
  

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Hands-on Exercise

• Creation of a travel authorization
• You are logged into a training account
• Open DTS
• Select
• Official Travel
• Authorizations/Orders

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Vouchers

• Create Voucher from Authorization within five
  days of return from travel
  
• Change itinerary dates if required
• Change estimated charges to actual charges
• Add expenses not on authorization
• Create expenses from a GOVCC transaction

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Create Voucher
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Edit Dates, Other Info
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Edit/Add Location
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Edit Rental Car Cost
From Trip Summary
Total from receipt
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Edit Each Expense
You can see your Visa charges by clicking here
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Other Features

• Split disbursing is automatic for all GOVCC air,
  lodging and rental car charges
  
• It is mandatory for all GOVCC charges
• DFAS pays total credit card bill to Bank of
  America
  
• Payment TotalsAdd other credit card charges for
  payment to BofA
  
• Addl GOVCC ATMATM advances
• Addl GOVCC AmtAll others, such as prorated
  part of rental car, meals, hotel movies, minibar,
  etc.
  
• Any GOVCC charge that is NOT listed as an
  expense
  

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Voucher Receipts

• Click on Expenses, then Substantiating Records
• Print out fax cover page
• You are required (by DoD FMR and NPS Inst
  4650.4G) to fax (or scan and upload) all lodging
  receipts and other receipts of 75 or more
  (including airline ticket receipts) to DTS
• Receipts will
• Be available to AO
• Stay in DTS for 6 years and 3 months

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Vouchers

• Sign voucher (Only the traveler can sign a
  voucher)
  
• Most vouchers are now approved in the Travel
  Office
  
• SupplementalCreate a voucher amendment
• For charges you left off original voucher
• Just add additional charges and sign

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Hands-on creation of Travel Voucher

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DTS Documents

• Authorization
• You make your own reservations
• Voucher from Authorization
• Traveler must sign own voucher
• Local Voucher (SF 1164)
• Active in DTS for travel-related expenses
• Will be routed to Comptroller for review

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DTS Administrators

• Lead DTANick Pavlina 3600
• Financial DTARegina Panis 3139
• Travel OfficerJack Shishido 7612
• Govt travel cardPatricia Freeman 3211
• DTS TrainingJim Egerton 3192
• Help DeskTom/Bill/Melanie
• toll free 877 477-2058 x2
• (DTS-HelpDesk_at_nps.edu)
• Listed under NPS Comptroller DTS-HelpDesk

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Help

• DTS Document Prep Guide (Res refresh) is on NPS
  Travel web site
  
• DTS Handbook (NPS web site under DTS)
• DTS has help screens at all levels
• Tier II Help desk in San Diego
• On-line web-based training courses
• On-line travel document live demos
• Monthly classes provided for users and travel
  administrators