DTS for beginners, series 1. Objectives Overview instructions on How to Create an Authorization for...
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DTS for beginners, series 1
DTS for beginners, series 1. Objectives Overview instructions on How to Create an Authorization for travel Overview instructions on How to Create a Travel
Objectives Overview instructions on How to Create an
Authorization for travel Overview instructions on How to Create a
Travel Voucher Overview instructions on How to Review/Approve
travel documents
Slide 3
DoD Directive From Memorandum, Dated 28 March 2008 DTS will be
the single, online travel system used by the Department. This
mandate applies to all travel functions currently supported by the
system and those that will be supported in the future, as they
become available. Dr. David S. C. Chu Under Secretary of Defense,
Personnel & Readiness
Slide 4
Regulations JFTR (Volume 1)-applies to uniformed service
members JTR (Volume 2)-applies to DoD civilians DoDFMR (Vol. 5
Disbursing Policy and Procedures and Vol. 9 Travel Policy and
Procedures) Appendix G, and P within JFTR/JTR Sources Defense
Travel System website Defense Travel Management Office website
Travel Explores website
Slide 5
Series 1: How to Create an Authorization Topic 5: DTS
Processes
Slide 6
Authorization Process Topic 5: DTS Processes Traveler/Clerk
creates an authorization CTO books reservations AO approves
electronically Traveler prints confirmed authorizations Traveler
secures advance and tickets
Slide 7
How to create an Authorization Traveler/Clerk creates an
authorization
Slide 8
READ AND SELECT
Slide 9
SELECT
Slide 10
Slide 11
SELECT THE LOCATION FROM WHERE YOU WILL BE LEAVING ALWAYS
SELECT TDY/TAD TYPE IN A GOOD DESCRIPTION OF TDY MISSION SELECT A
DATE USING THE CALENDAR TOOL SELECT USING THE DROPDOWN MENU
SELECT
Slide 12
Slide 13
TYPE IN TDY LOCATION THEN CLICK ON SEARCH LOCATION
Slide 14
SELECT FROM THE LIST OF LOCATIONS SCROLL DOWN TO CONTINUE
Slide 15
IF THE LOCATION CANNOT BE FOUND, CLICK HERE SELECT
Slide 16
USE THE CALENDAR TOOL TO SELECT THE DATES SELECT
ACCORDINGLY
Slide 17
SCROLL DOWN
Slide 18
CHECK WHEN APPROPRIATE SELECT THE LOCATION FOR YOUR RETURN
CLICK! SELECT ACCORDINGLY Completes the Itinerary
Slide 19
COMM AIR (INDIV BILL) GOVCC COMM AIR (CENTRAL BILL)-NON GOVCC
TICKET VALUE = COST OF AIRFARE DO NOT INCLUDE CTO FEE CTO FEE IS
ADDED AS A SEPARATE OTHER TRANS. EXPENSE SELECT DATES ACCORDINGLY
SCROLL DOWN AND SAVE Starts the Travel area
Slide 20
USE THIS TO ADD CTO FEE USE THIS TO ADD RENTAL CAR. RENTALS
ARRANGED THROUGH DTS ARE AT GOVERNMENT RATE AND INCLUDE INSURANCE.
MAKE SURE NOT TO ACCEPT ANY EXTRA SERVICES WHEN PICKING UP THE
RENTAL!
Slide 21
CTO FEE (INDIV BILL) GOVCC CTO FEE (CENTRAL BILL)-NON GOVCC
Ticket No: IS THE 13 DIGITS NUMBER STARTING WITH 890 IN YOUR
E-TICKET/ITINERARY TICKET VALUE = COST OF CTO FEE SCROLL DOWN AND
SAVE
Slide 22
SELECT EXPENSES SCROLL DOWN AND SAVE EXPENSES ADD EXPENSES YOU
WILL NEED OR ARE AUTHORIZED. IF NOT SURE OF THE COST, JUST ESTIMATE
OR YOU CAN ADD LATER ON, WHEN YOU RETURN AND CREATE YOUR ACTUAL
VOUCHER. ADD COST SELECT CORRECT METHOD OF REIMBURSEMENT CLICK!
Starts the Expenses area ( Non-Mileage expenses tab )
Slide 23
Continues the Expenses area ( Mileage expenses tab ) SELECT
EXPENSE TYPE FROM THE DROPDOWN MENU SELECT MILEAGE SELECT PVT AUTO-
TERMINAL *IF YOU PARK AT THE AIRPORT, YOU WILL ONLY CLAIM MILEAGE
TO THE AIRPORT ON DEPART DATE AND ON RETURN DATE. DEPART DATE
RETURN DATE CLICK!
Slide 24
SCROLL DOWN AND SAVE EXPENSES
Slide 25
Continues the Expenses area ( Per Diem Entitlements expenses
tab ) SELECT PER DIEM ENTITLEMENTS SELECT TO ENTER THE ESTIMATED
LODGING RATE (WITHOUT THE TAXES) YOU MAY HAVE DIFFERENT RATES FOR
DIFFERENT DAYS
Slide 26
Editing the Per Diem Entitlements IF NIGHTLY RATE IS THE SAME
FOR EVERY NIGHT, YOU CAN APPLY THE RATE TO COVER THE PERIOD USING
THE CALENDAR TOOL TO FIND THE LAST DAY OF STAY (NOT THE CHECK-OUT
DATE) INPUT NIGHTLY RATE AND SCROLL DOWN. SCROLL DOWN AND CHECK ALL
THAT APPLY
Slide 27
Editing the Per Diem Entitlements SCROLL DOWN AND CHECK THE
ONES THAT APPLY, AND THE COST, IF DIFFERENT FROM DEFAULT. DEFAULT
IS FULL RATE SCROLL DOWN AND CHECK THE ONE THAT APPLIES. DEFAULT IS
NO OTHER. SELECT WHEN COMPLETED
Slide 28
Starts the Accounting area SELECT ACCOUNTING THERE WILL BE A
DEFAULT ACCOUNTING LEVEL, BUT MAKE SURE TO ADJUST IF NECESSARY
CLICK!
Slide 29
Starts the Additional Options area SELECT ADDITIONAL OPTIONS
YOU CAN SELECT THIS TO REQUEST SCHEDULED PARTIAL PAYMENTS ONLY IF
YOUR TRIP IS MORE THAN 45 DAYS YOU CAN SELECT THIS TO REQUEST AN
ADVANCE ONLY IF YOU DO NOT HAVE A GOVERNMENT CREDIT CARD (GOVCC).
AN ADVANCE WILL TAKE 3-5 DAYS TO SHOW UP IN YOUR ACCOUNT
Slide 30
Starts the Preview area SELECT REVIEW SIGN YOU ARE NOW READY TO
PREVIEW YOUR AUTHORIZATION. SCROLL DOWN AND REVIEW YOUR FLIGHTS,
RENTAL CAR, LODGING, ETC. IF ALL IS GOOD, SELECT SAVE AND PROCEED
TO OTHER AUTHS AT THE BOTTOM.
Slide 31
Starts the Other Authorizations area CLICK ON ADD ADDITIONAL
AUTHORIZATIONS FOR THIS TRIP THE SECRETARY OF DEFENSE MEMORANDUM
DATED MARCH 14, 2011, MANDATES THAT ALL DoD TRAVEL REQUESTS MUST
INCLUDE THE FOLLOWING JUSTIFICATION (MISSION STATEMENT): Alternate
means such as Secure Video Teleconference or other web based
communication, are not sufficiently able to accomplish travel
objectives THE ARMY BUSINESS RULES FOR DEFENSE TRAVEL SYSTEM, UNDER
60.0 AND 60.1, STATE THE CORRESPONDING UPDATES TO JFTR AND JTR TO
ENSURE COMPLIANCE, AND EXPLAIN WHERE TO INSERT THE MISSION
STATEMENT.
Slide 32
Continuing Other Authorizations area SELECT PERSTEMPO CODE D
(MISSION SUPPORT TDY) AND SCROLL DOWN CLICK ON ADD
Slide 33
Continuing Other Authorizations area FROM THE ARMY BUSINESS
RULES FOR DEFENSE TRAVEL SYSTEM (WHICH CAN BE DOWNLOADED FROM AKO)
COPY THE STATEMENT Alternate means such as Secure Video
Teleconference or other web based communication, are not
sufficiently able to accomplish travel objectives CLICK ON SAVE AND
PROCEED TO PRE-AUDITS AND PASTE INTO THE REMARKS BOX
Slide 34
More for the Other Authorizations area CLICK ON CONTINUE Starts
the Pre-Audit area THIS AREA IS ALSO USED TO ADD OTHER
AUTHORIZATIONS NOT INCLUDED BEFORE (SUCH AS GSA AVAILABLE, POV
TRAVEL -AUTHORIZED BY O5 OR ABOVE-, OR LARGER THAN ECONOMY SIZE FOR
RENTAL) FILL IN JUSTIFICATIONS FOR THE ITEMS THAT HAVE BEEN
FLAGGED. ON A NON-CONTRACT FARE FLAG, YOU WILL NEED TO SELECT THE
LINK REASON CODE ABOVE THE JUSTIFICATION BOX.
Slide 35
Starts the Digital Signature area AFTER ALL THE JUSTIFICATIONS
HAVE BEEN ANNOTATED, SELECT SAVE AND PROCEED TO DIGITAL SIGNATURE
AT THE BOTTOM. CLICK ON SUBMIT COMPLETED DOCUMENT TO STAMP YOUR
SIGNATURE ON THE AUTHORIZATION AND FINISH.
Slide 36
To Check the Status STEP 1: SELECT VIEW IN THE VIEW/EDIT COLUMN
STEP 2: THIS WILL BRING YOU TO THE PREVIEW SCREEN. CLICK ON DIGITAL
SIGNATURE TAB STEP 3: THIS WILL SHOW THE PENDING ROUTING ACTION
WITH THE NAME AND LEVEL OF THE PERSON THAT CAN DO IT STEP 4: SCROLL
DOWN AND TO SEE WHAT IS PENDING AND THE HISTORY OF YOUR
AUTHORIZATION
Slide 37
Questions about Authorizations?
Slide 38
Slide 39
Traveler/Clerk creates voucher AO reviews and approves voucher
Voucher is sent for processing Funds are reimbursed
electronically
Slide 40
READ AND SELECT
Slide 41
SELECT
Slide 42
Slide 43
MAKE SURE THIS IS YOUR CURRENT AUTHORIZATION TO CREATE YOUR
VOUCHER SELECT
Slide 44
IF CHANGES NEED TO BE MADE TO THE ITINERARY, LOCATION, OR
DATES, SELECT THIS EDIT LINK. IF END DATE NEEDS TO BE CHANGED,
SELECT THIS EDIT LINK. CORRECT ON THE LEFT SIDE, SCROLL DOWN AND
SELECT SAVE CHANGES. GO TO: ITINERARY AND TRIP OVERVIEW TAB
Slide 45
CLICK HERE TO SAVE AND PROCEED TO PER DIEM LOCATIONS IF THERE
WERE ANY CHANGES. OTHERWISE, CLICK CONTINUE
Slide 46
GO TO: EXPENSES AND NON-MILEAGE TAB EDIT OR REMOVE TO REFLECT
YOUR ACTUAL EXPENSES USE THESE TO ADD ANY NEW EXPENSES. SCROLL DOWN
AND CLICK ON SAVE EXPENSES WHEN DONE. Examples of New Expenses:
-Hotel Sales Tax -Hotel Occupancy Tax -GOVCC Service Fee (ATM fee
when withdrawing cash) -Fuel for Rental Car -Laundry RECEIPTS ARE
REQUIRED If rental car is not booked through DTS, this is where you
list the cost. If it is booked in DTS, make adjustments in the
Travel area.
Slide 47
GO TO: EXPENSES AND MILEAGE TAB MAKE SURE TO INCLUDE YOUR
MILEAGE TO AND FROM AIRPORT. THIS SHOULD HAVE BEEN DONE FROM THE
AUTHORIZATION
Slide 48
YOU WILL NEED TO COME HERE TO MAKE ADJUSTMENTS TO THE AMOUNT
YOU ACTUALLY PAID FOR LODGING PER NIGHT, IF DIFFERENT FROM WHAT YOU
HAD IN THE AUTHORIZATION. REMEMBER: NOT TO INCLUDE TAXES. SELECT
EDIT ON DATE THAT NEEDS TO BE CHANGED SELECT EDIT ALL IF EVERY DATE
NEEDS TO BE CHANGED
Slide 49
YOU CAN ADD YOUR RECEIPTS FOR HOTEL, RENTAL CAR, FUEL, ETC IN
ONE OF TWO WAYS: 1. Use a Digital Scanner to scan your receipts and
save on your computer. Select BROWSE, locate your receipts, select
UPLOAD to complete attaching your receipts. 2. Select PRINT FAX
COVER SHEET and fax all of your receipts to the phone number
provided on the cover sheet. Wait about ten minutes and you will
see your attached receipts. If you do not see them, select the
Refresh button
Slide 50
IF YOU RECEIVED AN ADVANCE OR SCHEDULED PARTIAL PAYMENT, IT
WILL SHOW HERE. SCROLL DOWN IF YOU NEED TO ADJUST THE AMOUNT GOING
TO YOUR GOVCC, INPUT THE AMOUNT HERE AND CLICK ON CALCULATE IF YOU
NEED TO ADJUST THE AMOUNT GOING TO YOUR PERSONAL ACCOUNT, INPUT THE
AMOUNT HERE AND CLICK ON CALCULATE
Slide 51
PREVIEW THE VOUCHER AND MAKE SURE EVERTHING LOOKS GOOD. SCROLL
DOWN AND CLICK ON SAVE AND PROCEED TO OTHER AUTHS GO TO: REVIEW
SIGN AND PREVIEW TAB
Slide 52
CLICK ON CONTINUE TO MOVE ON TO THE NEXT TAB
Slide 53
MAKE SURE TO WRITE A JUSTIFICATION FOR EACH FLAGGED AREA CLICK
ON CONTINUE TO MOVE ON TO THE NEXT TAB
Slide 54
IT IS TIME TO STAMP YOUR SIGNATURE ON THE VOUCHER. YOU CAN
WRITE A COMMENT TO THE RO/AO IF NEEDED. CLICK ON SUBMIT COMPLETED
DOCUMENT