Defense Travel Management Office WELCOME F200 CBA Reconciliation
Defense Travel Management Office WELCOME F-200 CBA Reconciliation – An Overview Department of Defense Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office F-200 CLASS OVERVIEW Topic: CBA Reconciliation - An Overview Time: 70 to 90 minutes Target Audience: CBA Specialists, Transportation Officers Authorizing Officials, Routing Officials Pre-Requisites: T-101 Document Processing – Authorization T-102 Document Processing – Vouchers OR Experience with DTS 2 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TECHNICAL ISSUES? • AUDIO GAPS • SLOW SCREEN CHANGES • DISCONNECTS ü ü 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 3 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office ATTENDANCE CREDIT SELECT: GUEST ENTER: §FULL NAME §SERVICE or AGENCY INITIALS ONLY §KEEP IT SIMPLE EXAMPLES: Lynn Green / USA John Blue / USAF Betty Silver / DISA Dave Brown / USN Barb Yellow / DFAS Greg Orange / USMC 44 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office COMMUNICATING IN CLASS Enter questions here §Use chat box for all questions §Most answered during class §Some need post class follow up Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TRAINING OBJECTIVES • CBA Reconciliation Module set-up • CBA roles and responsibilities • CBA reconciliation process: – Manual – Automated • DTS CBA Reconciliation Module functionality • Common errors • Suggestions for success 66 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office DTS CBA RECONCILIATION TERMS o o o 77 BIN – Bank Identification Number CCV – Charge Card Vendor – Citi Bank Credit Transaction – Refund transaction on CCV invoice CTO –Commercial Travel Office Debit Transaction – Charge transaction on CCV invoice DFAS – Defense Finance and Accounting Service DTMO – Defense Travel Management Office PNR – Passenger Name Record ROA – Read Only Access TANUM – Travel Authorization Number TO – Transportation Officer Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CRITICAL SUCCESS FACTORS q. Leadership support q. Service or Agency Representative contact q. Contract or Business Rules to address: § CTO: Timely return of ticketed PNRs § Travelers: Use of DTS Reservations module § AOs: Timely document approval 88 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SPECIALISTS: SELECTION AND TRAINING q CBA Specialists selection: §DTS knowledge and skill §Completion of CBA Training q CBA Specialists training: §Service or Agency sponsored training § DTMO: T-101 & T-102 Document Processing § DTMO: F-200 & F-205 DTS CBA Reconciliation Module § DTMO: CBA Reconciliation Module Manual 9 q Access to Travel Explorer (Tra. X) and Citi. Direct® Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office IMPLEMENTING LOCAL SITE SET-UP q Establish Citi® DTS CBA recon account § § BIN 4614 -27 xx-xxxx Request application from APC Application also on Citi® and DTMO websites Requires 7 -10 days q CBA information loaded into DTS § DTMO CBA Administrator § Service or Agency CBA-DTA q Site notifies their CTO of pending CBA usage q DTMO notifies partner systems 10 10 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office HIERARCHY OF CBA ROLES DTMO CBA • Responsible for Do. D level Administrato functional oversight of CBA r CBA DTA • Responsible for Service or Agency level functional oversight of CBA Specialist • Responsible for reconciliation and certification of CBA account Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CBA ROLES AND RESPONSIBILITIES DTMO CBA ADMINISTRATORS: Provide Do. D level oversight of the entire CBA reconciliation process Assist Services and Agencies 12 12 Grant access to CBA-DTAs Resolve CBA-DTA CBA for smaller operational Agencies issues Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CBA ROLES AND RESPONSIBILITIES CBA Defense Travel Administrators: Responsible for all CBA reconciliation issues at the Service or Agency level. DTS Grant CBA Permission Create CBA Specialists accounts Levels access to Edit the module 0, 4, and 7 existing Edit user Group accounts information access Manage org Assist as ROA accounts needed access 13 13 First point of contact for DTS issues Liaison to the TAC Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CBA ROLES AND RESPONSIBILITIES CBA Specialist: Responsible for the day to day management of their organizations centrally billed accounts Research Manage CBA processing at site level Permission Levels 0 and 4 Only a Government Reconciles CCV employee can invoices certify Invoices Group Access ROA access 14 14 unmatched transactions Contractor can hold position Acknowledge invoice for payment Requires COL training and signed DD 577 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUMMARY OF RESPONSIBILITIES 15 15 ROLE RESPONSIBILITY DTMO CBA Administrator Oversight at Do. D level CBA DTA Oversight at Service/Agency Level CBA Specialists Responsible for invoice reconciliation CBA Specialists Contractor Can NOT certify an invoice CBA Specialists Government Can certify an invoice; with completed COL training and valid/signed DD-577 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TWO TYPES OF CBA ACCOUNTS Two types of CBA accounts in DTS § Traditional CBA Account: BIN 4614 -26 • Reconciled manually (outside of DTS) • Used for DTS booked travel and legacy booked travel • Use foreign travel with international currency § DTS CBA Account: BIN 4614 -27 • Reconciled in DTS using CBA Reconciliation Module • Used only for DTS travel At least one CBA account must be loaded into DTS in order to book travel using a CBA account. 16 16 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 1: TRADITIONAL CBA Credit Card Vendor Traditional process mirrors the personal CC process: - Traveler uses CBA to purchase ticket - CTO charges to CCV - CCV posts charges to invoice - Invoice sent to gov to pay 17 17 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 2: TRADITIONAL CBA Credit Card Vendor CTO Attempts to match transactions to travel documents Step 2: Invoice at CTO -CTO receives invoice -CTO attempt to match 18 18 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 3: TRADITIONAL CBA TO (Or CBA Specialists) Credit Card Vendor completes transaction match CTO matches transaction to travel document match Step 3: Matching completed -CTO matches; sends forward OR -CCV sends to the TO for matching 19 19 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 4: TRADITIONAL CBA TO Credit Card Vendor Completes transaction match CTO Attempts transaction to travel document match DFAS Reviews, certifies, and sends payment to CCV 20 20 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 5: TRADITIONAL CBA TO Credit Card Vendor Completes transaction match CTO Attempts transaction to travel document match DFAS Reviews, certifies, and sends payment to CCV 21 21 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TRADITIONAL CBA ISSUES o Lengthy in-depth process § Requires significant staff effort § All transactions must be matched prior to certification o May not be as accurate as automated DTS reconciliation o More expensive Traditional Manual CBA $25 Average cost per transaction 22 22 DTS Electronic CBA $4 Average cost per transaction Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CBA RECONCILIATION BENEFITS • Improves efficiency of reconciliation process: – Auto-reconciles CCV invoices against DTS documents – Matches transactions when possible – Validates obligation correct in accounting system • Minimizes efforts of multiple resources – CBA Specialist only matches unmatched transactions • Streamlines payment process – Electronically sends certified invoice to DFAS for payment • Increases rebates due to ability of interim invoices 23 23 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office DTS CBA INVOICES: KEY POINTS o CCV invoice sent to DTS § Can not be altered § Can be converted o DTS converts CCV invoice to a DTS invoice § Invoice can be altered § Transactions can be removed § DTS generates and automatically sends emails Up to 5 CBA Specialists can work on reconciling an account at the same time 24 24 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CBA HOME & OPEN INVOICES 25 25 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office DTS CBA NAVIGATION 26 26 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 1: DTS AUTO-RECONCILIATION Credit Card Vendor Step 1: Starts with CCV - CCV processes charges against CBA account - CCV posts charges to invoice monthly 27 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 2: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice DTS CBA Module Step 2: Invoice to DTS -Electronic version sent -View only if prior month not process 28 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 3: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice Rejected Invoice returned to CCV DTS CBA Module Step 3: DTS check invoice -Proper format -Correct account number -If wrong, returned to CCV w/in 7 days 29 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 4: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice DTS CBA Module DTS Invoice Auto Reconciliation Rejected Invoice returned to CCV Step 4: DTS Auto-Reconciles invoices -Only view 1 invoice at a time -Unpaid invoices subject to PPA -30 day PPA clock starts when DTS sends notice of receipt back to CCV 30 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 5: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice DTS CBA Module DTS Invoice Auto Reconciliation Rejected Invoice returned to CCV Matched Transactions Matching Classifications: -Matched -Suspended -Unmatched 31 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office PRIMARY MATCHING CRITERIA: o Method of payment set to CBA o Ticket number and one of the following § Dollar amount approved w POS ACK RECEIVED on Auth § Dollar amount approved w PAID on Voucher o Only identical transactions on CCV invoice AND trip record are matched 32 32 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SECONDARY MATCHING CRITERIA § § § 33 33 Dollar amount Method of payment set to CBA in documents Traveler name Ticket date +/- 30 days from transaction date on invoice Ticket number can not equal: “See Attached Ticket” Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SAMPLE MATCHED CLASSIFICATIONS Transaction Status Transaction Classification (Examples) Matched (System Generated) Advance Credit Fee Credit Manual Advance Credit Can be amended by using Transaction Detail Screen Manual Previously Applied Credit Matched Debit Matched Fee Matched Refund PPA Interest Previously Applied Wash Credit Wash Debit 34 34 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office ADVANCE CREDITS Debit invoice line item matches cancelled DTS trip record. o Match based on: § Ticket number and ticket cost match a DTS trip record; or § Traveler name and ticket cost match a DTS trip record; or § TANUM and ticket cost match to a DTS trip record. o Advance Credit debit not applied to current invoice payment o No further action required by CBA Specialist 35 35 DTS Trip Document CCV Invoice Matches refund transaction on CCV invoice Matches cancelled DTS trip record Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 6: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice DTS CBA Module DTS Invoice Auto Reconciliation Rejected Invoice returned to CCV Matched Transactions Suspended Transactions 36 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUSPENDED TRANSACTIONS 37 37 CCV Invoice Transaction: Pending Fee Credit Canceled DTS Travel Document CCV Invoice Transaction DTS Travel Document: Pending Cancel Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUSPENDED TRANSACTION SUMMARY 38 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 7: DTS AUTO-RECONCILIATION Credit Card Vendor CCV Invoice DTS CBA Module DTS Invoice Auto Reconciliation Rejected Invoice returned to CCV Matched Transactions Suspended Transactions Unmatched Transactions 39 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SAMPLE UNMATCHED CLASSIFICATIONS Transaction Status Transaction Classification Unmatched (System Generated) Amendment Returned Can be amended using Transaction Detail Screen Duplicate Transaction Amendment Pending Unmatched Debit Unmatched Credit Unmatched Fee Unmatched Refund 40 40 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office UNMATCHED MANUAL TRANSACTIONS Unmatched Transactions must be reconciled OR removed in order for the invoice to be paid Manual reconciliation requires CBA Specialist to: q Prompt traveler to initiate amendment to correct the amount as needed, ticket number, or method of payment OR q Initiate amendment (in CBA Module) to correct ticket amount OR q Apply a Manual Advance Credit to the document OR q Remove transaction from invoice for research and resolution 41 41 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 1: MANUAL RECONCILIATION Open Invoice 42 42 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office LOCATE UNMATCHED INVOICES 43 43 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 2: MANUAL RECONCILIATION Open Invoice Review Invoice Summary 44 44 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office INVOICE SUMMARY SCREEN 45 45 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 3: MANUAL RECONCILIATION Open Invoice Review Invoice Summary Review Transaction Summary 46 46 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TRANSACTION SUMMARY 47 47 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 4: MANUAL RECONCILIATION Open Invoice Review Invoice Summary Review Transaction Summary Update Transaction Detail 48 48 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office OPEN TRANSACTION DETAIL SCREEN 49 49 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 5: MANUAL RECONCILIATION Open the invoice Review the invoice summary Review the transaction summary Update the transaction detail Trip record has wrong ticket num or MOP Trip record has wrong dollar amount Traveler initiated amendment CBA Specialist initiates amendment AO or Auto Approve Reconcile by TANUM or Ticket Number 50 50 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office AMENDMENTS Trip document corresponds to CCV invoice Transaction and method of payment, ticket Number of dollar or dollar do not match o Documents amended by the traveler § Used when transaction unmatched due to different methods of payment or ticket numbers § Amendment initiated through normal DTS process o Documents amended by CBA Specialist § Used when transactions unmatched due to different amounts § Can’t amend CTO fees not included on document § Amendment initiated from CBA module 51 51 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office INITIATE AMENDMENT 52 52 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office ROUTE FOR APPROVAL 53 53 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 6: MANUAL RECONCILIATION Open the invoice Review the invoice summary Review the transaction summary Update the transaction detail Manual advance credit CBA Specialist applies credit 54 54 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office MANUAL ADVANCE CREDIT o Applied to the invoice in the CBA module when: § A debit on invoice matches canceled DTS trip record § Refund amount on trip record less than amount on invoice o The refund will be applied to the current invoice payment DTS Trip Record Amount of refund is less than amount of CCV invoice Manual Advance Credit applied for the difference 55 55 CCV Invoice Matches canceled DTS trip record Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office MANUAL ADVANCED CREDIT 56 56 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office STEP 7: MANUAL RECONCILIATION Open the invoice Review the invoice summary Review the transaction summary Update the transaction detail Cannot resolve quickly Disputed Held Released from held 57 57 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office REMOVED TRANSACTIONS HELD TRANSACTIONS: § Held pending further action § Prevents remaining transactions from falling delinquent § Requires further action by CBA Specialist DISPUTED TRANSACTIONS: § CBA Specialist believes the transaction is invalid and disputes it back to the CCV § If dispute is invalid; no further action required § If dispute is valid; transaction must be marked closed 58 58 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office HELD TRANSACTION SUMMARY 59 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office DISPUTED TRANSACTION SUMMARY 60 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office HELD – DISPUTED - SUSPENDED TRANSATION STATUS CLASSIFICATION Held (CBA Specialist action required) Transaction Held Disputed (CBA Specialist action required) Disputed Debit * Formal Disputes settled outside DTS Suspended (System-generated) Disputed Credit Duplicate Dispute Pending Credit Pending Fee Credit Pending Refund Netted (System-generated) 61 61 Netted Debit Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office MANUAL RECONCILIATION PROCESS Open the invoice Review the invoice summary Review the transaction summary Update the transaction detail Trip record has wrong ticket num or MOP Trip record has wrong dollar amount Manual advance credit Traveler initiated amendment CBA Specialist initiates amendment CBA Specialist applies credit AO or Auto Approve Cannot resolve quickly Disputed Held Released from held Reconcile by TANUM or Ticket Number 62 62 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CONSOLIDATED TRANSACTIONS WASH DEBIT/CREDIT: Debit and credit for same dollar amount and for same ticket number on the same invoice §Occurs when a full refund is received §No payment sent NETTED TRANSACTION: Debit and credit do not sum to zero § Occurs when a partial refund is received § Result processed normally Group Detail button appears when consolidated transactions are identified 63 63 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office GROUP DETAIL 64 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office ACKNOWLEDGEMENT & CERTIFICATION Last two steps of the process: o Acknowledgement Invoice § Ready when all transactions are in a Matched status § Acknowledged and kept if no transactions to be paid § Ready to certify if transactions need to be paid o Certification of Invoice § Invoice ready to send to disbursing for processing 65 65 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office AWAITING CERTIFICATION INVOICE 66 66 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office ELECTRONIC CBA INVOICE FLOW • Sends Invoice to DTS Credit Card Vendor 67 67 DTS CBA Module • Reconciles invoice • Certifies invoice • Pays invoice • Remits AOP to DTS DFAS Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office TRANSACTION STATUS: PAID Transaction Status Transaction Classification (examples) Paid (System Generated) Paid Credit Paid Debit Paid Fee Credit Paid Manual Advance Credit Paid Netted Debit Paid Refund 68 68 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office PROMPT PAY & COMPLIANCE o Prompt Pay Act § CBA transactions invoices fall under the Prompt Payment Act § Must be paid within 30 calendar days to avoid penalty § Process and payment is incorporated in the CBA module o Compliance Reports § Used to monitor and manage transactions subject to the Prompt Payment Act due to delays in processing 69 69 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office GENERATE COMPLIANCE REPORT 70 70 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office RECONCILIATION COMPLIANCE REPORTS 71 71 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office COMMON CBA USER ERRORS o CTOs fail to: § Update Trip record § Return PNR to DTS upon ticketing o Travelers fail to: § Cancel authorization correctly § Include non-DTS ticket purchases § Complete and submit voucher promptly o Routing Officials fail to: § § 72 72 Review documents promptly Approve CBA amendments promptly Follow cancellation procedures Review documents for IBA compliance Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUGGESTIONS FOR SUCCESS • CTOs should understand follow local business rules: • Ticketing procedures • Comments to traveler and AO • Never bill a DTS CBA Account for a non-DTS PNR • Travelers should always: • • 73 73 Use Reservation module Use request assistance button vs. calling CTO directly Properly cancel DTS documents Include all airline and CTO fees in voucher Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUGGESTIONS FOR SUCCESS (Cont. ) Routing Officials should always: § Attempt to minimize CBA use § Approve documents in a timely manner § Properly cancel DTS documents § Understand CBA process 74 74 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office SUMMARY o CBA reconciliation at your site o CBA roles and responsibilities o CBA reconciliation process § Manual § Automated o DTS CBA Reconciliation Module o Common errors/suggestions for success 75 75 Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office CLASS CLOSING LOBBY Lobby set-up: o Instructor audio turned off o Questions answered for 15 minutes o Lobby stays open 60 minutes Please help us evaluate: o Complete evaluation o Provide feedback Use the lobby resources: o Download class slides o Use links to DTMO website & TRAX Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management Office THANK YOU FOR ATTENDING DISTANCE LEARNING For a three month schedule of DTMO distance learning classes Go to the DTMO Website > Training Resources Center 77 77 Office of the Under Secretary of Defense (Personnel and Readiness)
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