defense travel management office office of the under secretary of defense (personnel and readiness)...
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)Department of Defense
WELCOME T-101 Document Processing -
AUTHORIZATIONS
Defense Travel Management Office
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
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)4
SELECT: GUESTENTER: FULL NAME + SERVICE/AGENCY INITIALS
ATTENDANCE CREDIT
Helen Smith/DTMO
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COMMUNICATING IN CLASS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
TDY
DTS AUTHORIZATION PROCESS
ATM advance, if required
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DTS HOME PAGE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ACCESS AUTHORIZATIONS MODULE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE NEW AUTHORIZATION/ORDER
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:ENTER DEPARTURE INFORMATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:DEPARTING DATE & TRIP TYPE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRIP TYPE OPTIONS
TDY Reimbursements•Transportation and Lodging•Mileage and Non-Mileage•Meals and Incidental
Special Circumstances•Available as a Trip Type
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:TRIP PURPOSE & TRIP DESCRIPTION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ITINERARY SECTION B:SELECT TRAVEL MODE & TIME
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ITINERARY SECTION C:ENTER TDY LOCATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:IDENTIFY OUTBOUND TRAVEL
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:IDENTIFY ADDITIONAL RESERVATIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE ITINERARY:IDENTIFY RETURN TRAVEL
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CTO FULL ASSISTANCE SCREEN
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ITINERARY: SAVE AND PROCEED
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)22
Commercial transportation reservationsCommercial lodging reservations
can be secured via DTS or CTO
BUT
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: SCREEN REVIEW
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS:REQUEST ASSISTANCE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: KEY POINTS
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•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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: TAB 3 & TAB 4
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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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS:ALT AIRPORT INDICATOR
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: SCREEN DETAILS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: SEATING CHARTS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRAVEL/TICKET IDENTIFICATION INFORMATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AIR RESERVATIONS: COMPLETED
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
RENTAL CAR RESERVATIONS SCREEN
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
RENTAL CAR: RETURNED RESULTS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
RENTAL CARS:SELECT CAR OR REQUEST ASSISTANCE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)37
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.
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
LODGING RESERVATIONS:OPTIONS AND INFO
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)39
LODGING RESERVATIONS: SELECT HOTEL
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
LODGING RESERVATIONS: ROOM SELECTION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
RESERVATIONS: TRIP SUMMARY
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRIP SUMMARY: SELECT AIR OPTIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRIP SUMMARY:SELECT RENTAL CAR PAYMENT OPTION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRIP SUMMARY: SELECT LODGING OPTIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRIP SUMMARY: FINAL TRIP ITINERARY - CONFIRMATIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
SIGNATURE REQUIRED WARNING
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Your confirmed travel reservationswill be cancelled in 24 hours if your Authorization remains unsigned.Reservations Traveler: SIGNED stamp
AO: APPROVED stamp
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
NON-MILEAGE EXPENSES SCREEN
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
NON-MILEAGE EXPENSES DROP-DOWN
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ADDING MORE MILEAGE EXPENSES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
EXPENSES: ENTER MILEAGE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM ENTITLEMENTS: SUMMARY
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM DETAILS: ADJUST DATE RANGE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM DETAILS: ADJUST LODGING
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM DETAILS:CLAIM ACTUAL LODGING
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM SUMMARY: ACTUAL LODGING
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM DETAILS: DUTY CONDITIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM DETAILS: MEAL PROVIDED
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PER DIEM SUMMARY: MEAL PROVIDED
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
EXPENSES:SUBSTANTIATING RECORDS
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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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ADDITIONAL OPTIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
VALIDATE EFT INFORMATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
REVIEW/SIGN: PREVIEW
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
OTHER AUTHORIZATIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PRE-AUDIT TRIGGERS
WHAT TRIGGERS A PRE-AUDIT FLAG?
Anything outside policy; per JFTR/JTR
Excessive expenses
Advisory notices
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PRE-AUDIT: FLAGS & JUSTIFICATIONS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PRE-AUDIT AIR RESERVATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
PRE-AUDIT: ADVISORY NOTICES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
REVIEW/SIGN: DIGITAL SIGNATURE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DIGITAL SIGNATURE LOGIN
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The CAC PIN is not required when signing a document, DTS will automatically match the certificate you used when initially logged into DTS
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
SIGNED AUTHORIZATION
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)73
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
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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