Defense Travel Management Office Do D Bus Program

Defense Travel Management Office Do. D Bus Program Webinar for the Bus Industry Safety Council – ABA Department of Defense Office of the Under Secretary of Defense (Personnel and Readiness) Defense Human Resources Activity

Defense Travel Management Office Commercial Travel Program Management • GSA City Pair – Do. D Customer Interface • U. S. Government Rental Car/Truck ü Do. D Bus Program • Recruit Travel & Assistance • Travel Management Company Services • Premium Class Travel Oversight • Integrated Lodging Program Pilot • Preferred Dining Program Pilot Do. D Travel Card Program Management • Individually Billed Accounts • Centrally Billed Accounts Travel Policy and Implementation • Joint Travel Regulations (JTR) • Policy Simplification • Travel Policy Compliance Program • OCONUS Non-Foreign Per Diem Customer Support and Training • Travel Assistance Center (TAC) • Travel Training Resources • Service and Agency Liaison Defense Travel System • Functional Requirements and Oversight • Travel System Modernization Visit the DTMO website at www. defensetravel. dod. mil. Travel-related Coronavirus Information: https: //www. defensetravel. dod. mil/coronavirus/ 2 Defense Human Resources Activity

Defense Travel Management Office About the Do. D Bus Program • DTMO manages the program through the Do. D Bus Agreement – – Agreement #5 released Feb 19, 2020 Agreement #4 terminated June 1, 2020 • Ensures that commercial bus, van and limousine companies offering charter service, provide safe vehicles that consistently meet Do. D standards of service. • Approved carriers offer ground transportation to individual and group Do. D passengers, including military movement solicitations and recruit travel. • Currently 400 carriers applied. – 350 approved, 38 pending 3 Defense Human Resources Activity

Defense Travel Management Office Basic Program Requirements Carriers seeking Do. D approval must meet these basic program requirements: ü Federal Motor Carrier Safety Administration (FMCSA) New Entrant Safety Program ü Satisfactory FMCSA Carrier Safety Rating ü An "Active" and "Authorized For Passengers" interstate operating authority registration ü Standard Carrier Alpha Code (SCAC) ü Register for Group Operational Passenger System (GOPAX) ü 24 hrs Carrier's Contact Information ü System for Award Management (SAM) ü Review the CMR Tool Users Guide 4 Defense Human Resources Activity

Defense Travel Management Office How to Become an Approved Carrier 1. Must submit a Do. D Bus Program Carrier Application at https: //www. defensetravel. dod. mil/Community/se/251137 457061 C 49 B/ 2. Must obtain a External Certification Authority (ECA) certificate and register at GEOAx. IS to access USTRANSCOM’s Group Operational Passenger System (GOPAX). Instructions: https: //www. defensetravel. dod. mil/Docs/GOPAX_Instructi ons. pdf * MUST be approved as a ‘Do. D Approved Carrier’ to be given access to bid on bus requests in GOPAX 5 Defense Human Resources Activity

Defense Travel Management Office How to Apply https: //www. defensetravel. dod. mil/dod_bus_program_application 6 Defense Human Resources Activity

Defense Travel Management Office Application Next Steps Once DTMO approves your application, you are notified via email that you are an official Approved Carrier of the Do. D Bus Program 7 Defense Human Resources Activity

Defense Travel Management Office Carrier Agent Representative Guidelines • Agent/Representative - an individual or company (other than a bus company) designated by the carrier and acting on behalf of the carrier with regard to Do. D activities. Agents may not act as brokers. • Broker - a person, company, or carrier acting as an intermediary for one or more other carriers without being designated as the specific carrier’s Government Agent. DTMO prohibits brokering. Do. D is not requiring nor endorsing the use of Agents. 8 Defense Human Resources Activity

Defense Travel Management Office Carrier Agent Representative Guidelines (continued) • Carriers are allowed to use Agents on their behalf when bidding on Department of Defense (Do. D) movements. • Carriers may designate a person or agency to represent them; however, they remain responsible for the actions of its representative. 9 Defense Human Resources Activity

Defense Travel Management Office Carrier Agent Representative Guidelines (continued) • Carriers wishing to use such an Agent must formalize the designation by listing and signing the Agreement Signature Sheet with the Agent name listed. – Any changes to Agent must be forwarded to the DTMO 30 days in advance to indicate a change of existing representation. • All Agents who access GOPAX must have their own ECA certificate. – Sharing of certificates is a security violation and the user and/or the company will be removed from the GOPAX program. • Both carriers and Agents may have access to GOPAX. 10 Defense Human Resources Activity

Defense Travel Management Office Do. D Bus Program Forms/Requirements • DTMO Bus Movement Standards of Service & Inspection Checklist (DTMO Bus-01) Government Charter Coach Certificate (GCCC) Invoice Form • Carrier Management Report (CMR) Tool 11 Defense Human Resources Activity

Defense Travel Management Office DTMO Bus Movement Standards of Service & Inspection Checklist Do. D group leader uses the Inspection Checklist (DTMO-Bus-01) to inspect Do. D Bus movements Carrier disinfected interior/exterior per CDC guidelines (bus driver initial before departure) 12 Defense Human Resources Activity

Defense Travel Management Office GCCC Invoice Reports Carriers are responsible for submitting all associated expenses/invoices via Government Charter Coach Certificate (GCCC) to the Government within seven (7) business days for transportation rendered. . 13 Defense Human Resources Activity

Defense Travel Management Office Carrier Management Report (CMR) Requirements • Do. D Bus Agreement #5 (section 3. 25) requires carriers to electronically submit a monthly data report of all contracted activity for Do. D movements. • Reports are due no later than fifteen (15) calendar days after the last day of the previous month. • Monthly data reports are submitted online through the CMR Tool. • The CMR tool is available through DTMO’s Passportal. – Carriers must register for Passport access. Do. D reserves the right to remove any carrier from the program that does not submit a data report 14 Defense Human Resources Activity

Defense Travel Management Office June CMR Tool Data Report * Moves are for 25% of approved carriers 15 Defense Human Resources Activity

Defense Travel Management Office Carrier Movement Reporting (CMR) – Reporting Options • Carriers must submit a previous monthly report • The three options for reporting are: – Multiple movements • Upload a. csv (comma separated values) file using DTMO’s Excel template – Single (individual) movement • Enter information directly into CMR Tool – No Movements • Enter information directly into CMR Tool • Carriers must submit a “no movement” report for no monthly activity 16 Defense Human Resources Activity

Defense Travel Management Office How to Access the CMR Tool 1. Register for a DTMO Passport account a) Go to: https: //www. defensetravel. dod. mil/neoaccess/passport. php b) Select “Register” and complete the form. 2. To be granted access to the CMR Tool a) Email: dodhra. mc-alex. dtmo. mbx. military-bus-program@mail. mil b) Enter the subject of the email as “CMR Access Request (Company Name)”. Include your name, company, and email address you used to create your DTMO Passport account in the body of the email. 3. Wait for an email from the DTMO that says your access was granted. 17 Defense Human Resources Activity

Defense Travel Management Office How to Access the CMR Tool (continued) • Once DTMO has granted you access, log into Passport https: //www. defensetravel. dod. mil/neoaccess/passport. php • On the Passport landing page, select the ‘Carrier Movement Reporting’ icon Carrier Movement Reporting (CMR) Main Menu 18 Defense Human Resources Activity

Defense Travel Management Office Multiple Movements Option Select ‘Import CSV File’ 19 Defense Human Resources Activity

Defense Travel Management Office Importing a CSV file (continued) The CSV file must consist of the following 27 columns in this order: Column A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA 20 Field Name USDOT ID Number Invoice Number Equipment Origin City Equipment Origin State Departure Date Movement Origin City Movement Origin State One Way Trip Number of Enroute Stops Final Destination City Final Destination State Number of Passengers Do. D Component Vehicle Size(s) Total Vehicles Cost Per Vehicle Cancellation Fee Cancellation Reason Other Fee Explanation Total Movement Cost Original Bid Cost Movement Miles Deadhead Miles Payment Method Accident Occurred Format/Size Text (20) Text (25) Text (50) Text (2) Date (10) Text (100) Text (2) Text (1) Numeric (3, 0) Text (100) Text (2) Numeric (6, 0) Text (100) Numeric (12, 2) Text (1) Numeric (12, 2) Text (7) Text (100) Numeric (12, 2) Numeric (9, 0) Text (6) Text (1) For detailed descriptions of each column, See https: //www. defensetravel. dod. mil/Docs/CMR_CSV_Data _Dictionary. pdf or Appendix A. A sample file template can be downloaded from https: //www. defensetravel. dod. mil/Docs/CMR_CSV_Tem plate. csv Note: The file will not import successfully if it is not formatted correctly. Please review the CSV file before importing. ATTENTION: Each move should be entered individually. The Invoice Number must be unique for each move. When there are multiple moves on one invoice, enter each move with a hyphen added to the end of the invoice number. Multiple Move Example for invoice 1234: Example Move 1: Invoice # 1234 -1 Example Move 2: Invoice # 1234 -2 Defense Human Resources Activity

Defense Travel Management Office Importing a CSV file (continued) 1. Click ‘Browse’ to locate the CSV file. 2. Once the file is selected, click ‘Upload’ to begin importing. Note: The file will not import successfully if it is not formatted correctly. Please review the CSV file before importing. 21 Defense Human Resources Activity

Defense Travel Management Office Importing a CSV file (continued) • • • 22 Once a file is successfully imported it will display as the table below. Each movement record is validated and gives a status of ‘Good’ or ‘Error’ – Each record with a status of ‘Error’ will indicate the ‘Action Required’ in that column. – Location errors can be corrected in the table using the dropdown menu. Other ‘Action Required’ issues will require ‘Edit’ Resolve each ‘Action Required’ as necessary, then click ‘Validate Records’ • All records must show a status of ‘Good’ before the batch can be submitted to DTMO Defense Human Resources Activity

Defense Travel Management Office Individual or Single Movement Option Select ‘Individual Movement’ 23 Defense Human Resources Activity

Defense Travel Management Office Entering an Individual Movement (continued) • Enter data in all * required fields. • The ‘? ’ help icon describes the input needed and the required format. Mouse over each ‘? ’ for input descriptions. • • Once the movement record is complete, click ‘Submit’ • If the record fails validation, follow the ‘Action Required’ instructions to resolve the issue. • When completed, click ‘Submit. ’ • The record will be submitted to DTMO if all validation requirements are passed. • Click ‘Home’ in top navigation to return to main menu if needed. ATTENTION: Each move should be entered individually. The Invoice Number must be unique for each move. When there are multiple moves on one invoice, enter each move with a hyphen added to the end of the invoice number. Multiple Move Example for invoice 1234: Example Move 1: Invoice # 1234 -1 Example Move 2: Invoice # 1234 -2 24 Defense Human Resources Activity

Defense Travel Management Office No Movement Option Select Report ‘No Movement’ 25 Defense Human Resources Activity

Defense Travel Management Office Reporting ‘No Movement’ • Enter data in all * required fields. • The “? ” help icon describes the input needed and required format. • Once the record is complete, click ‘Submit. ’ • If the record fails validation, follow the ‘Action Required’ instructions to resolve the issue. • The record will be submitted to DTMO if all validation requirements are passed. • Click ‘Home’ in top navigation to return to main menu if needed. 26 Defense Human Resources Activity

Defense Travel Management Office CMR Tool Customer Support Email with the subject line “CMR” to: dodhra. mc-alex. dtmo. mbx. military-bus-program@mail. mil CMR Tool Assistance - (571) 372 -1181 Or Email - romael. m. boyd. civ@mail. mil 27 Defense Human Resources Activity

Defense Travel Management Office Do. D Bus Program Resources • • DTMO website: www. defensetravel. dod. mil Do. D Bus Program: www. defensetravel. dod. mil/site/bus. cfm Bus Program Email: dodhra. mc-alex. dtmo. mbx. military-bus-program@mail. mil General inquiries (DTMO main number): 571 -372 -1300 Donna Johnson, Program Manager 703 -585 -7827 donna. l. johnson 50. civ@mail. mil 28 Team: • Bill Snorgrass • Shameka Sheppard • Lia Larson • Kira Zakhem Defense Human Resources Activity

Defense Travel Management Office Discussion & Questions 29 Defense Human Resources Activity