Presentation Transcript

1. T-200CONSTRUCTED TRAVEL IN DTS

2. DTS T-200 CLASS OVERVIEW Topic: Constructed Travel in DTS Time: Approximately 60 minutes TargetAudience: Travelers – NDEAs – Authorizing Officials (Anyone who makes or approves travel orders) Pre-Requisites: T-101 Document Processing: Authorizations T-102 Document Processing: Vouchers OR Comparable training or hands on experience

3. 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: • 1-800-447-2457

4. ATTENDANCE CREDIT SELECT:GUEST ENTER:FULL NAME + SERVICE/AGENCY INITIALS Helen Smith/DTMO

5. COMMUNICATING IN CLASS

6. TRAINING OBJECTIVES • Definitions • Why Constructed Travel? • CT Authorization Processing • CT Voucher Processing

7. TRANSPORTATION MODES Standard transportation mode • Usual way to travel to TDY destination • Determined by local policy Preferred transportation mode • The way the traveler wants to travel POLICY

8. PRIVATELY OWNED CONVEYANCE Distant Travel = Standard Mode = Regional Travel = Standard Mode = POV POV = OR

9. TRAVEL MODE APPROVAL Requested Transportation Mode Benefits Government Requested Transportation Mode Benefits Traveler Stamped: ADVANTAGEOUS Stamped: CONVENIENT

10. WHY CONSTRUCTED TRAVEL? AO may limit reimbursement when: • Actual transportation mode differs from approved mode • JFTR/JTR Section T4030.A • Preferred transportation mode is approved as convenient for traveler • JFTR/JTR Section T4050.A2

11. PRE-AUDIT FLAGS TRAVELERS: Should create authorizations indicating their Preferred transportation mode AO’S SHOULD BE AWARE: Some authorization travel options trigger pre-audit flags • FOR EXAMPLE:Travelers selects en-route transportation other than: • Commercial air or Government transportation • Traveler MAY need to complete and attach a constructed travel worksheet (CTW)

12. CTW PRE-AUDIT TRIGGERS En Route Travel when making rental car reservations Other transportation type: Commercial Rail Commercial Bus Commercial Vessel Non-mileage expense: Commercial Auto – TDY/TAD Mileage Expense: Private Auto – TDY/TAD Private Motorcycle – TDY/TAD Private Plane Private Vessel

13. CTW PRE-AUDIT TRIGGERS (Cont.) Traveler uses multiple transportation modes ANY Option A + Any Option B = Flag + • Voucher has transportation mode not previously approved on authorization

14. CTW – Pop Up Window http://www.defensetravel.dod.mil/cnsttvl/

15. IS CTW ALWAYS REQUIRED? Short answer is NO If preferred and standard transportation modes are same, CTW not required • Enter comment to that effect in pre-audit justification • Do not complete the CTW If CTW is required: • Form available through link on pre-audit screen • Instructions available through link on CTW

16. POC TO/FROM TDY LOCATION Mileage Expenses screen

17. DRIVING RENTAL CAR TO TDY LOCATION Reservations module: Rental car to / from TDY location

18. CT PRE-AUDIT SCREEN • Pre-audit justification: • CTW attached, OR • CTW not required per local business rules

19. CTW HOME PAGE

20. CT WORKSHEET – SECTIONS 1-2

21. CT WORKSHEET – SECTION 3

22. CTW - VOUCHER

23. QUESTIONS?

24. AUTHORIZATION: FINDING THE CT COST Use least expensive, unrestricted economy/coach class airfare

25. AUTHORIZATION: PROCESSING CT COSTS Constructed Travel Cost: • Official cost of the usual travel mode • Number the AO will compare to the requested or preferred travel mode • Included items vary for civilians vs. military • Consideration must be made with in the comparison calculation for official travelers sharing a POC

26. AUTHORIZATION:PROCESSING CT COSTS INCLUDED ITEMS Military members (JFTR Ch 3, Par U3310.C1-3): • per diem • cost of airfare including taxes and fees • taxi fares and excess baggage costs (if allowed) Civilian employees (JTR Ch 2, Par C2150.8a): • per diem • reasonable transportation expenses

27. SAVING THE CTW Enter comments if needed

28. AUTHORIZATION: THE SAVED CTW

29. AUTHORIZATION: ATTACHING CTW

30. AUTHORIZATION: TRAVELER SIGNATURE Notification to traveler: reimbursement may be limited

31. AUTHORIZATION: AO APPROVAL AO decides how to reimburse traveler Advantageous to government • Traveler reimbursed for all travel expenses Convenient for traveler • Traveler’s reimbursement is limited Signed authorization with attached CTW routes to AO

32. AUTHORIZATION:REIMBURSEMENT LIMITATION Cost of preferred mode (from DTS) Cost of standard mode (from CTW) AO can limit reimbursement

33. AUTHORIZATION:REIMBURSEMENT LIMITATION Cost of preferred mode (from DTS) Cost of standard mode (from CTW) AO can limit reimbursement

34. AUTHORIZATION:EN-ROUTE PER DIEM ADJUSTMENT Days beyond allowable travel days must bein non-per diem status Allowable travel days based on authorized transportation mode Failure to update may result in overpayment If limiting reimbursement, AO mustadjust en-route per diem entitlement

35. AUTHORIZATION: TRIP PREVIEW PAGE • If travel is advantageous to the government, amounts are the same • If travel is convenient for traveler, they are different

36. VOUCHER: AUTHORIZATION APPROVED - LIMITED • DTS automatically limits reimbursement as indicated on the authorization • AO may override limited reimbursement to allow actual reimbursement on voucher

37. VOUCHER:AO OVERRIDE ON VOUCHER

38. VOUCHER: NO CT INDICATED ON AUTH • Similar to authorization processing • Pre-audit triggered if en-route mode is different on voucherExample: authorization = commercial air voucher = en-route POC • Approval functionality is same • Traveler completes CTW and electronically attaches to travel document • AO approves as is or limits reimbursement to cost of originally authorized mode

39. SUMMARY • Transportation Modes: • Standard = Normal = Advantageous to the government • Preferred = Convenient = Advantageous to the traveler • Always use JFTR/JTR to cite DoD legal requirements • Always build an auth using traveler’s preferred mode of travel • CTW not required if standard and preferred are the same • CTW always required if standard and preferred are different • Worksheet instructions are available on the CTW in DTS • Voucher CTW required if mode of travel is diff from the auth • AO’s job to approve or disapprove a CTW

40. CLASS CLOSING LOBBY • Lobby set-up: • Instructor audio turned off • Questions answered for 15 minutes • Lobby stays open 60 minutes • Please help us evaluate: • Complete evaluation • Provide feedback • Use the lobby resources: • Download class slides • Use links to DTMO website & TRAX

41. THANK YOU FOR ATTENDING DISTANCE LEARNING For a three month schedule of DTMO distance learning classes Go to the DTMO Website > Training Resources Center