defense travel system training powerpoint

DTS recently updated their system to not need Java any longer

Many changes took place in January 2018 where you won't recognize the DTS we've been using for many years.  Here is their "Look-Ahead" guide to help

If you are receiving Page Cannot be Displayed and you are Overseas, you may want to try a VPN solution

Common problems and workarounds with new version

Before you can access DTS...

1. You'll need to ensure your web browser is fully compatible

https://dtsproweb.defensetravel.osd.mil/dts-app/pubsite/all/first

2. Obtain a digital PKI certificate

You have to have your Common Access Card

3. Contact your Defense Travel Administrator (DTA) about setting up an account.

This person is at your unit

4. There are online tools available to help you learn more about DTS. All courses are offered through the Travel Explorer (TraX) website. To access TraX, register through Passport, the Defense Travel Management Office (DTMO) web portal. DTMO's training website also offers a variety of manuals and resources pertaining to DTS.

Instructions on accessing TraX

https://travel.dod.mil/Training/eLearning/

DTS How To Videos

I hope to find a way to update the Smart Book below, but I do not have access to DTS any longer since I'm not a Soldier or DoD Civilian.

Use this " Smart Book " to make DTS easier for you.

PowerPoint version

DTS Web-based Training

DTS PROBLEMS AND SOLUTIONS

DBSign information

DTS Videos created by:  Devan Davenport

1. Introduction

https://youtu.be/2-ko4iJbOS8

2. Update Profile

https://youtu.be/H_vlujx5wME

3. Itinerary

https://youtu.be/mzC-fn8Jr88

4. Flight Selection

https://youtu.be/_PL_5Pv6CO4

5. Flight Selection Continued

https://youtu.be/0u4BieD0Hf4

6. Rental Car and Hotel

https://youtu.be/7xAJWcSIois

7. Reservation Confirmation

https://youtu.be/--ZabgU8rpk

8. Expenses Part 1

https://youtu.be/nCWym8xUIq4

9. Expenses Part 2

https://youtu.be/az9RgdJrLYM

10. Substantiating

https://youtu.be/hkRydekl0Mg

11. Per Diem

https://youtu.be/hthcRm-XEHs

12. Line of Accounting

https://youtu.be/HAvCqOD_BNQ

13. Review and Submit

https://youtu.be/24GPrpc4_t0

If you have questions or suggestions for this site, contact Michael J. Danberry

ACRONYM Reference Page

The following domain names all resolve to the same website:  ChiefsCACSite.com, CommonAccessCard.us, CommonAccessCard.info, & ChiefGeek.us  

Defense Travel System

Jan 01, 2020

370 likes | 523 Views

Defense Travel System. USER SELF REGISTRATION. SELF-REGISTRATION SLIDES. Please have your Government Credit Card and your bank information (Routing number and Checking or Savings Account number), prior to doing Self-Registration, if you can. Minimum Requirements. TO USE DEFENSE TRAVEL SYSTEM:

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• account number
• click magnifying
• routing number
• select card holder
• bank information routing number

Presentation Transcript

Defense Travel System USER SELF REGISTRATION HQMC Pentagon

SELF-REGISTRATION SLIDES • Please have your Government Credit Card and your bank information (Routing number and Checking or Savings Account number), prior to doing Self-Registration, if you can. HQMC Pentagon

Minimum Requirements TO USE DEFENSE TRAVEL SYSTEM: • Ensure DBsign on workstation • Ensure all Certificates on ActivIdentity(see slides 1-8) • PLEASE USE ALL CAPITAL LETTERS during Self-Registration VERIFY CAC CERTIFICATES ARE INSTALLED HQMC Pentagon

Ensuring Certificates on ActivIdentity Go to ActivIdentity, ActiveClient HQMC Pentagon

Ensuring Certificates on ActivIdentity Go to User Console HQMC Pentagon

Ensuring Certificates on ActivIdentity Right Click folder HQMC Pentagon

Ensuring Certificates on ActivIdentity Select HQMC Pentagon

Ensuring Certificates on ActivIdentity Click to complete HQMC Pentagon

DTS Account Registration Go to DTS website: www.defensetravel.osd.mil Click LOGIN TO DTS to begin Self Registration HQMC Pentagon

DTS Account Registration Click AcceptETHICS and PRIVACY ACT HQMC Pentagon

DTS Account Registration Enter your CAC PIN and then click OK Enter Your Pin HQMC Pentagon

DTS Account Registration Activate your User Account Enter Social Security Number Twice **No Dashes** HQMC Pentagon

DTS Account Registration Click Self Register HQMC Pentagon

DTS Account Registration Drop down Administrative HQMC Pentagon

DTS Account Registration Select Self Registration HQMC Pentagon

DTS Account Registration Select Basic Information HQMC Pentagon

SELF-REGISTRATION SLIDES • USE ALL CAPITAL LETTER during Self-Registration. This includes email address. HQMC Pentagon

DTS Account Registration PLEASE USE ALL CAPITAL LETTER Fill in required information Noted by Red arrows ENTER E-MAIL ADDRESS TWICE HQMC Pentagon

DTS Account Registration Click magnifying glass to look up State/Country ENTER MAILING ADDRESS HQMC Pentagon

DTS Account Registration Type in State/Country two character code Click OK HQMC Pentagon

DTS Account Registration CA California Click CA State Code HQMC Pentagon

DTS Account Registration Select Yes for Residence address HQMC Pentagon

DTS Account Registration Use Drop-Down arrow to select Civilian, Enlisted, or Officer. Use Drop-Down arrow and select pay grade. All military pay grades begin with M. MO – Military Officer and ME – Military Enlisted. Tech Status is for Air Force, leave it selected No. HQMC Pentagon

DTS Account Registration Click magnifying glass to search for your organization HQMC Pentagon

DTS Account Registration Select: United States Marine Corps HQMC Pentagon

DTS Account Registration Select: US -- US Select:California Select your physical site Click OK Select information using the drop down arrows HQMC Pentagon

DTS Account Registration Search pages by clicking NEXT until you find your Organization HQMC Pentagon

DTS Account Registration Click Select and OK HQMC Pentagon

DTS Account Registration Your command information will update into the Organization fields – DO NOT CHANGE THIS INFORMATION. HQMC Pentagon

DTS Account Registration Enter EFT and GOVCC information -Select Checking,Saving, or None -Type in Routing Number -Type in Account Numbertwice Click Drop Down Arrow: -Select CARD HOLDER (must be a Government Credit Card) or -Select ADVANCE AUTHORIZED (if not a GOVCC holder) -Type in GOVCC Account Number -Enter GOVCC Expiration Date (select CALENDAR icon and use last day of month) HQMC Pentagon

DTS Account Registration Scroll to the bottom and click SAVE AND PROCEED HQMC Pentagon

DTS Account Registration Enter your Residence Phone, then scroll to bottom CAMP PENDLETON CA HQMC Pentagon

DTS Account Registration Click SAVE AND PROCEED HQMC Pentagon

DTS Account Registration Click Submit to send profile to LDTA HQMC Pentagon

DTS Account Registration AFTER YOUR LDTA REVIEWS YOUR REGISTRATION, A NOTICE WILL BE SENT TO YOU, EITHER BY EMAIL OR PHONE, STATING YOUR SELF REGISTRATION IS ACCEPTED OR REJECTED. ONCE ACCEPTED, YOU CAN START USING DTS. HQMC Pentagon

Any Questions? • Use DTS Website - Select Training • Contact your ODTA • Call your local helpdesk ARF Fiscal Branch http://www.hqmc.marines.mil/ar/Branches/ARFiscal/Travel.aspx HQMC Pentagon

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• Preferences

Defense Travel System - PowerPoint PPT Presentation

Defense Travel System

Reinvent dod travel into a seamless paperless system, that will ... must attend formal training class (satellite units as well) ro and co routing officials ... – powerpoint ppt presentation.

• Routing List Officials
• Command flexibility in setting up DTS
• No preparing, handling, and filing orders/claims
• Rapid reimbursement is improved customer service
• Claims and Government Credit Card record keeping
• Retain Vouchers 6 years
• Credit Cards 3 months
• No lost Travel Claims
• Unit visibility of TAD trip details and traveler accountability
• Travel claims are not being submitted within 5 working days of return. DODFMR Vol 9. Chapter 8 Par.080501
• Authorizing Officials approving vouchers without properly auditing
• Higher priced air fare chosen (Flights default to nearest airport for point of departure)
• No attached receipts by traveler (Lodging and Rental Car receipts are mandatory)
• Per diem entitlements not audited (Most expensive oversight)
• Non DTS entry agent
• No signed 1164 or 1351-2 signed by MBR attached
• Receipts are not being submitted under substantiating documents
• This has caused post audit discrepancies and money checkage due to lack of supporting documentation.
• DD 577 Appointment
• Must be appointed in writing as an Accountable Official
• Certifying Officers Legislation (COL) Training
• Located on the DTMO Website under Travel Training
• DTS Training Certificate
• Online training certificate does not meet this requirement
• Must attend formal training class (Satellite units as well)
• Reviewing Official
• Reviews the document for accuracy or local policy
• Applies the Reviewed stamp in DTS
• Must be appointed in writing
• Routing Official (RO) ADMIN or S 1 section
• Assists in running correct TDY entitlements
• Certifying Official
• Applies the Certified stamp in DTS
• Directs/Authorizes Travel
• Determines Funds Availability Obligates Funds
• Approves Trip Arrangements/Travel Expenses
• Approves all Exceptions to Normal Travel Policies
• Liquidates funds originally obligated
• Verifies for all expenses and receipts
• Ensures all payments are proper and IAW the JFTR
• Approves all Exceptions to Normal Travel Policies not annotated
• on Authorization
• Cannot approve their own claims for payment
• DoD Directive 7000.15
• "DoD Accountable Officials and certifying Officers"
• It is DoD policy to appoint certifying officers in accordance with Title 31, United States Code, section 3325. Certifying officers are pecuniary liable for erroneous payments resulting from the performance of their duties in accordance with Title 31, United States Code, section 3328.
• Further, it is the DoD policy that other officials involved in authorizing payments are accountable and that these accountable officials shall be pecuniary liable for erroneous payments resulting from the negligent performance of their responsibilities.
• MARADMIN 337/00
• Mandatory usage of GOVCC to pay for expenses while on Official Government Travel
• Outlines personnel exempt from usage of GOVCC
• MARADMIN 600/07
• Mandatory usage of GOVCC to pay for all Transportation
• Split disbursement in DTS
• Directs usage of CTOs and the City Pair Program
• CTOs issue air transportation tickets and provide additional services upon request
• CTO Ticketed happens after APPROVED
• Do not leave for the airport if document has not reached CTO Ticketed
• Attach and print your itinerary from Virtually There www.virtuallythere.com
• CTO does not have access to DTS. They dont see what
• the traveler sees
• Contract GSA City Pairs should be first choice.
• May authorize a Non-GSA City Pair flight when appropriate and IAW
• established command business rules
• Leave in Conjunction (No GTCC for Payment)
• No Contracted flights
• If taking leave in conjunction with TAD, traveler must purchase ticket to leave
• site. Reimbursement will be limited to the GTR rate.
• Flights must be charged to the GOVCC vice Centrally Billed Account (CBA)
• (If you are mandated to use a GOVCC)
• Unused/Partially Used Tickets must be returned for refund to TMO
• Coach-class will be used for all official travel
• May NOT authorize Premium Class or First Class without
• prior CMC/ACMC or higher approval IAW JFTR/JTR (Appendix O),
• T4060-B(1)(c)
• Reimburse all legitimate costs associated with the rental vehicle
• Fuel and oil
• Transportation to and from rental facility
• Tolls and parking fees
• Government administrative rate supplement (GARS)
• Upgrades not reimbursable
• Extra insurance not required for in CONUS TDY
• Should authorize in foreign countries
• Can authorize the size/quantity necessary to meet mission requirements
• Advise MBRs not to pay for fuel option.
• POV must be authorized by the AO as the mode of travel
• If spouse is authorized to transport MBR, spouse rates mileage
• for 2 round trips
• Miles claimed must be within a reasonable amount
• When the AO Authorizes travel by POV 1 travel day is allowed
• for each 400 miles or increment thereof.
• POV Authorized only when more advantageous to government
• Limited to constructive cost of GTR
• Must submit CTO statement with GTR cost
• Fuel is NOT reimbursable
• AO will determine whether Government Quarters or Commercial Lodging
• will be used.
• If Government quarters are directed but not available, traveler needs
• a certificate of non-availability (CNA)
• When TDY to a Schoolhouse the Schoolhouse CO decides which one is
• approved through an Endorsement of availability of Gov. Qrtrs.
• Cannot direct a Civilian to stay in Government Quarters
• Can authorize up to 300 of published per diem rate if Lodging could
• Not be obtained under the ceiling rate
• Lodging more than 30 days (Search for Weekly or Monthly Rates)
• Do not reimburse if staying with relatives/friends
• Taxes paid separately from Lodging in CONUS
• There are 3 MIE Rates Government Messing Rate (GMR) Proportional
• Messing Rate (PMR) and Commercial Messing Rate (CMR)
• GMR given when Government Messing facility is available and utilized
• PMR given when MBR has 1 or 2 meals provided. For instance MBR on TAD
• Cannot make it to the Mess Hall for Lunch because of work schedule.
• CMR given when MBR has to pay for all meals consumed.
• If occupying Commercial Lodging CMR must be given unless
• any meals are being provided.
• Must be occupying Government Quarters at the TDY installation to
• prescribe the GMR or PMR
• Must prescribe GMR/PMR up front Authorization
• Meal rates cannot be decreased after being approved except to show original
• intent, upon receipt of an endorsement stating a lower rate was provided while
• on TAD, or failure to provide required substantiating records.
• No Per Diem while aboard a government vessel
• No Per Diem while on PTAD
• No Per Diem while on Leave
• MBRs will most likely not receive Per Diem while on Field Duty. This limitation of Per Diem begins at 0001 the day after commencing Field Duty and ends at 2400 the day before it ends.
• Circumstances under which MBR may rate Per Diem while on any of the statuses afore mentioned can be found in JFTR U4510
• Transportation in and around TDY site.
• Transportation to and from the airport
• GOVCC ATM Advance fee (determined by applicable rate for card)
• Baggage tips
• Personal Safe Call Home
• Laundry/Dry Cleaning, must be TDY in CONUS for at least 7 consecutive
• days. Maximum allowed reimbursement equal to 2.00/day. Civilians
• must be TDY in CONUS for 4 consecutive days.
• Refer to Appendix G for Miscellaneous Expenses.
• Parking fees. Limited to cost of two round trip taxis.
• Tolls. Ensure amounts are within reason and obtain receipts when
• Over 12 Hours may authorize MIE rate of 75 for the TDY
• location (highest rate if more than one) over 12 Hours
• Under 12 Hours most likely no Per Diem. If AO determines
• it is payable actual reimbursement not to exceed PMR may
• Utilized to reimburse MBRs for mileage.
• Reimbursement will be actual miles driven subtracted by usual
• Utilize DTS Mileage Lookup tool or the Defense Table of Official
• Distances (DTOD) to determine mileage that will be paid.
• Routing Officials (RO) MUST
• MBRs must scan all Substantiating Records.
• Check for substantiating documents Receipts, CNAs, etc..
• Flights billed to correct Billing Account
• GOVCC reimbursements and Personal reimbursements correctly
• All reimbursements within DoD regulations are reimbursed only once
• Verify that all exceptions to policy have been documented
• Must be annotated in either remarks, justifications, or in the
• substantiating records
• Review required receipts (Substantiating Records)
• Lodging (Itemized, zero balance)
• All expenses 75.00 or greater
• Airfare Itinerary
• Recommend MBRs submit receipts for all expenses
• Verify correct Per Diem Entitlements.
• Return Voucher for additional information or Approve it!
• Current grading method
• 50 Internal Controls Checklist
• 50 Random Sample of all Paid Vouchers
• Three Categories of Errors Per Diem, Reimbursable/Transportation Expenses, and Misc
• 90 Score to Achieve Mission Capable
• Weighted questions depending if command questions apply to site being audited.
• DSN 750-1251
• Commercial (910) 450-1251
• FAX 750-0981
• Commands reviewed 25
• Overall Average Score 82.75
• Number of monetary mispayments 334
• Dollar value of mispayments 236,741.32
• If a traveler parks at the airport and claims 200 in parking fees and taxi fair was authorized and normally costs about 30 each way plus tip, what expense should the AO approve?
• The AO should approve the cost of the taxi fare tip, since they were previously authorized the taxi fare tip based on the local standard method of travel to and from the local airport (business rules apply).
• In spite of the fact that the MBR is a GTCC Holder, the units CBA paid for the flight and must thus be reimbursed. Sending the money to the MBRs GTCC in this scenario grants them reimbursement for a charge they did not incur.
• No, an AO cannot reduce a CMR to GMR or PMR after the fact
• - except if meals are included in a conference or registration fee.
• To assist them in their duties, ROs can obtain additional information from
• Defense Travel System Sites
• www.defensetravel.osd.mil
• JFTR Vol I and the Appendix O of the JFTR
• http//www.defensetravel.dod.mil/perdiem/trvlregs. html
• DoD FMR, Volume 9, Chapter 2
• http//www.defenselink.mil/comptroller/fmr/09/09_0 2.pdf
• Defense Travel Administrators (DTAs)
• I MEF DTS Website
• http//www.i-mef.usmc.mil/dts
• MCAAT DTS Checklist
• https//www.manpower.usmc.mil/portal/page?_pageid 278,1931947_dadportal_schemaPORTAL

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