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WELCOME F-210 Fiscal Year (FY) Crossover. F-210 C LASS OVERVIEW. Topic: Fiscal Year (FY) Crossover process as it applies to the Defense Travel System Time: Approximately 45 minutes Target Audience: Finance and Budget DTAs Not appropriate for travelers Pre-Requisites: - PowerPoint PPT Presentation
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)Department of Defense
WELCOME
F-210
Fiscal Year (FY) Crossover
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
F-210 CLASS OVERVIEWTopic: Fiscal Year (FY) Crossover process as it
applies to the Defense Travel System
Time: Approximately 45 minutes
Target Audience: Finance and Budget DTAsNot appropriate for travelers
Pre-Requisites: None required; DTS experience or knowledge suggested
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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: 1-800-447-2457
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
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRAINING OBJECTIVES• Roles and responsibilities• Accounting shutdown periods• Creating new FY LOAs• Rolling over LOAs into new FY• Traveling in the next FY• Traveling during FY Crossover• Amendments and Local Vouchers• Advances and Scheduled Partial Payments• Updating default LOA in travelers’ profile
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)7
ROLES AND RESPONSIBLITIES
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
LOA CREATION OPTIONS
Selects new FY LOA creation methodDefault rulesORCustom rulesORCopy function
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
FY SHUTDOWN PERIODS
• Most partner accounting systems shut down
• Contact your FDTA for details and dates
• DTS never shuts down due to FY Crossover
• Complete current year docsbefore shutdown
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)10
SHUTDOWN SCHEDULE
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT ROLLOVER LOAs
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Automatically update FY and PY elementsEmpty elements remain emptyOther elements copied into new LOA
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM ROLLOVER LOAS User can turn off individual element rules Applied to one or more LOAs Once applied, DTS no longer auto updates
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COPY LOA – MANUAL ROLLOVER
Creating new LOA with copy feature: Duplicate all existing LOA elements Edit any format element of new LOA Select organization to use new LOA Create empty quarterly budget shell for new LOA Name new LOA and new budget shell
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COPY FUNCTION:oDisplay all format elementsoAll elements open to editingoOnly copy one LOA at a time
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COPY – RULES TO REMEMBER
Per DTS rules; New copies of LOAs:
Only created one (1) at a time
Fiscal Year element is not automatically changed
FDTA must change data elements; reflect any FY changes
BDTA must add fund targets to new budget shell
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: ROLLOVER LOAs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: SEARCH FOR LOAs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: SELECT LOAS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: SELECT RULES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: DEFAULT RULES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: CONFIRM LOAs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT OPTION: SUMMARY
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: SELECT RULES
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1. DTA Maintenance Tool > LOA(s)2. Search for LOA(s) to roll over3. Check/select LOA(s)4. Click: Rollover Selected (on this page) button
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: CUSTOM RULES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: DATA ELEMENTS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: ROLLOVER
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: CONFIRM
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CUSTOM OPTION: SUMMARY
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
QuestionsDefense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
QUESTIONS?
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COPY FEATURE: SEARCH LOAs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
SELECT TO DELETE OR ROLLOVER
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COPY FEATURE: CREATE NEW LOAs
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2012
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
COPY FEATURE: DATA ELEMENTS
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
TRAVEL IN NEXT FISCAL YEAR
o Traveler may create auth for TDY in next FYo AOs may not approve until after new LOAs and
budgets established.o AOs may approve next travel in next FY
DTS holds next FY LOA based on accounting systems CTO is allowed to ticket reservations
o No advances paid until thenext Fiscal Year LOAis released
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
FY CROSSOVER TRAVEL
TRAVELER: Creates authorization, includes all TDY dates
Uses trip end date to populate all reservations34
CROSSOVER TRAVEL:Itinerary covers two or more fiscal years
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
AUTHORIZATION: TDY NEXT FY
Create the auth in usual way:Enter itinerarySelect travel arrangementsEnter associated expenses ANDEnter correct per diem entitlementsSelect new FY LOA if available ORLeave LOA blank if FY LOA not available
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ACTIONS PRIOR TO SIGNING
TRAVELER:Add expenses > select LOAs for both FYsIf new FY LOA not available > Document end date is 30 Sept.
ALL OTHER ACTIONS OCCUR AS USUAL:o Traveler applies SIGNED stampo CTO books reservationso AO applies APPROVED stampo CTO tickets flights 3 days prior to departure
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“Traveler is expected to return on {date}, so this travel crosses fiscal years.
This authorization includes both fiscal year itinerary and expenses.”
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
WHEN NEW FUNDS BECOME AVAILABLE
FDTA or BDTA: Creates new FY LOAs and budgets
TRAVELER: No action required if authorizationwas created using both LOAs
AMENDMENT: REQUIRED to authorization,if the new LOAs were unavailable to traveler
AO: Must approve before CTO can ticket
CTO: Tickets return flight reservations
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CREATE AMENDMENT
When new LOAs andBudgets are loaded into DTS, travelersmust amend theirauthorizations:
Include full trip date range
Include new FY LOAs
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
CHANGE TRIP END DATE
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9/16/2011
10/08/2011
American Airlines 515
123456
10:10AM – 16 Sep-11(National Apt)
11:15AM – 16 Sep-11(Lambert Int’l)
ARLINGTON, VA16-Sep-11
ARLINGTON, VAST. LOUIS, MO
16-Sep-1108-Oct-11
Ramada123456
16-Sep-1108-Oct-11
ST. LOUIS, MOARLINGTON, VA08-Oct-11
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ADD NEW EXPENSES
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Add expenses for the new fiscal
year as appropriate.
Examples may include hotel taxes
and return taxi rides.
Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
ALLOCATION OF EXPENSES
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
LOCAL VOUCHERS
• Cannot be process with two Fiscal Year LOAs• Should be approved before shutdown to ensure
processing prior to shutdown• If not completed prior to shutdown;
no payment until obligation stamped POS ACK
• Docs using new FY LOA:• Can be approved• Held until release date
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
DEFAULT LOA UPDATE
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Defense Travel Management Office
Office of the Under Secretary of Defense (Personnel and Readiness)
Summary• Services and Agencies define their own dates for shutdown • Three (3) options for creating new FY LOAs• Crossover travel involves 2 or more fiscal years• Documents can be created with crossover dates• Crossover travel can not be approved until the new LOA are
built and funds are available• Authorization Itineraries:
– Don’t need to be amended if built with both fiscal year LOAs– Must be amended if only the current fiscal year LOA was available
• Local vouchers can not be processed with 2 fiscal year LOAs• Default LOA should be changed annually in traveler profiles
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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 minutes
o Lobby stays open 60 minutes
Please help us evaluate:o Complete 3 polls in the lobbyo Fill out ICE card when it opens
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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