Defense Travel Management Office Welcome to the TAC

Defense Travel Management Office Welcome to the TAC Outreach Call Presenter(s) – Dan Greene – Jason Prado Date – January 28, 2020 Topic – Lodging The presentation will begin shortly Phone Pin – 866 -481 -1781 – 8210518109 Ensure you have muted your phone by pressing *6 on your phone’s keypad or by pressing “Mute” on your phone. 1 Defense Human Resources Activity

Defense Travel Management Office TAC Outreach Call January 28, 2020 Lodging Presenters: Jason Prado, Travel Assistance Center (TAC) Manager Dan Greene, TAC Outreach Call Coordinator Department of Defense Human Resources Activity

Defense Travel Management Office Agenda • Top Issues for January • Lodging – – – JTR Integrated Lodging Program Types of Lodging Available Booking Lodging in DTS Common Issues • Resources • Questions 3 Defense Human Resources Activity

Defense Travel Management Office Top Issues for January Issue # Workaround Release Reject invalid or missing terminator (GEX) due to apostrophe in the Profile name and address. Until this issue is resolved, we recommend adjusting the document to remove any special characters from the profile. These changes should be saved to the permanent profile to prevent future issues. Once adjusted, the document can be submitted successfully. FY 20 -MR-2 Delayed DTS Payment Processing Due to DEAMS Downtime. The DEAMS upgrade is now complete and Air Force DEAMS program management office is working as quickly as possible to process delayed payment transactions. The traveler receives an unallocated expenses Pre-Audit advisory because the allocation is incorrect after updating the itinerary or adding expenses. Please contact the TAC for a workaround to this issue. PPT Unable to cancel local voucher. By system design, a Local Voucher cannot be removed. If the Local Voucher has not been approved, you can submit a ticket to the TAC to have the erroneous Local Voucher LOCKED. PPT Amended documents do not link up with the previous version causing multiple documents with the same TANUM to show on a Traveler's Dashboard. Unfortunately, there is no workaround for this issue and the document will need to be abandoned. Please submit a ticket to the TAC DTS-16538 DEAMS Yellow Status DTS-11219 4 Summary Not a DTS Issue FY 20 -Release-1 Defense Human Resources Activity

Defense Travel Management Office Joint Travel Regulations (JTR) – Section 020303 - Lodging 020303. Lodging A traveler on TDY must reserve lodging compliant with U. S. Fire Administration Guidelines through the electronic travel system or the servicing TMC (5 U. S. C. § 5707 a). A Do. D traveler must use the Integrated Lodging Program Pilot (ILPP) facilities if available. The Government cannot direct the traveler to accept inadequate accommodations. Each Service or Do. D agency must ensure that 90% or more of all official travelers in the US or non-foreign areas OCONUS use commercial lodgings that comply with the U. S. Fire Administration guidelines. 5 Defense Human Resources Activity

Defense Travel Management Office Integrated Lodging Program Pilot (ILPP) • In 2015, the Department of Defense launched a pilot of a new Integrated Lodging Program (ILPP) that includes preferred commercial lodging providers and integrates the ability to book government and privatized (Public-Private Venture) lodging properties through the Defense Travel System (DTS). • On January 1, 2020, the Department of Defense continued the expansion of the ILPP by adding new pilot sites with Do. D Preferred commercial lodging and updating the list of participating hotels at existing pilot sites. – New locations have been added to the Pilot beginning January 1, 2020: • CAMP BULLIS, TX • FREDERICKSBURG, VA • FT. A. P. HILL, VA • DAHLGREN NS WARFARE CTR, VA 6 Defense Human Resources Activity

Defense Travel Management Office Integrated Lodging Program Pilot (ILPP) • The JTR requires travelers (Service members and civilians) TDY to an ILPP site to use government (Do. D) lodging, privatized lodging or Do. D Preferred commercial lodging before other lodging options. – If TDY to a military installation at an Integrated Lodging Program Pilot site, travelers are first directed to use government (Do. D) lodging, if available, then privatized lodging. – If TDY to a pilot site city or metro area, travelers are directed to first use Do. D Preferred commercial lodging before booking other commercial lodging options. • Not all locations have Do. D, privatized, and Do. D Preferred commercial lodging facilities available in DTS. 7 Defense Human Resources Activity

Defense Travel Management Office Integrated Lodging Program Pilot (ILPP) • If Do. D, privatized, or Do. D Preferred commercial lodging are available and a traveler chooses to stay in other commercial lodging, reimbursement is limited to the amount the Government would have paid if directed lodging was used. • Do. D civilians are not required to use Do. D lodging facilities until available in DTS or when TDY to U. S. military installations at non-pilot locations. • Service members must check Do. D lodging availability when TDY to any U. S. military installation, regardless of if it is available in DTS. 8 Defense Human Resources Activity

Defense Travel Management Office ILP Flowchart * If the traveler declines to book a directed lodging type, their reimbursement will be limited to the amount the government would have paid if they would have stayed in the directed lodging. https: //secure. defensetrave l. dod. mil/cacdocs/ILP_Rate s. pdf 9 Defense Human Resources Activity

Defense Travel Management Office Types of Lodging Offered in DTS • Do. D Lodging – Government Quarters available on US installations. – Not available at all locations • Do. D and Privatized Lodging List for availability. – If available, always required for Service members, only directed for civilians if at an pilot site. • Whenever it’s available in DTS to book, it’s a Pilot Site. – Only type of lodging that generates a CNA. – In DTS, it will show up as “Government Lodging” under the Filters and appear as a Green Box with White text on the map. 10 Defense Human Resources Activity

Defense Travel Management Office Do. D Lodging – Certificate of Non-Availability 11 Defense Human Resources Activity

Defense Travel Management Office Do. D Lodging – List View 12 Defense Human Resources Activity

Defense Travel Management Office Do. D Lodging – Google Maps 13 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS https: //www. defensetravel. dod. mil/Docs/Do. DLodging_List. pdf 14 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Location is how the Location appears in DTS. The travelers must input this location to return Do. D Lodging in DTS. 15 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Common Name is what the base or installation might have been referred to in the past. 16 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS ILP Pilot Site displays the date the location became part of the ILP and a requirement to book. 17 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Do. D Lodging AL = Army Lodging AFI = Air Force Inns NGIS = Navy Gateway Inns and Suites NL = Navy Lodge USMC TH = USMC Transient Housing IOTC = Inns of the Corps 18 Privatized Lodging PPV Display = Location offers Privatized Lodging Fire Safe Display = Privatized Lodging is offered, but not up to the standards that it is a requirement to book. Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Interfaced means that lodging for this particular location can be booked inside of DTS. 19 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Locations with both NGIS and NL will first display NGIS. If there are no NGIS properties available, it will display NL. If neither are available, the traveler will receive a CNA. 20 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS Traditional means that lodging for this particular location cannot be booked inside of DTS. 21 Defense Human Resources Activity

Defense Travel Management Office How to read the Do. D and Privatized Lodging Available in DTS For Traditional Lodging, Travelers should follow the directions at the bottom of the list. Travelers should not contact their Commercial Travel Office for assistance booking Do. D lodging facilities. 22 Defense Human Resources Activity

Defense Travel Management Office Types of Lodging Offered in DTS • Privatized Lodging – Commercial lodging on US installation. – Not available at all locations • Do. D and Privatized Lodging List for availability. – Always directed if available. – Will not provide CNA, but will create a Pre-Audit Advisory if not available. – In DTS, it will show up as “Government Lodging” under the Filters and appear as a Green Box with White text in the map. 23 Defense Human Resources Activity

Defense Travel Management Office Privatized Lodging – List View 24 Defense Human Resources Activity

Defense Travel Management Office Privatized Lodging – Google Maps 25 Defense Human Resources Activity

Defense Travel Management Office Privatized Lodging List When a name is displayed under PPV Display, the property meets strict Do. D requirements for quality, safety and security. This Privatized Lodging for this location is mandatory. 26 Defense Human Resources Activity

Defense Travel Management Office Privatized Lodging List If the check only appears under the Fire Safe Display, DTS will allow the traveler to book in the system, but it’s not a requirement. 27 Defense Human Resources Activity

Defense Travel Management Office Types of Lodging Offered in DTS • Preferred Lodging – Contracted commercial lodging. • Lodging "Adequacy" Standards – Not available at all locations • Pilot Sites by Metro Area • Preferred Commercial Property List – Always directed if available. – Will not provide CNA, but will create a Pre-Audit Advisory if not available. In DTS, it will show up as “Do. D Preferred Commercial” under the Filters and appear as a Blue Box with White text in the map when it is considered to be Policy Compliant. 28 Defense Human Resources Activity

Defense Travel Management Office Preferred Lodging – Google Maps 29 Defense Human Resources Activity

Defense Travel Management Office ILPP Lodging Adequacy Standards In order to participate in the Integrated Lodging Program, Do. D Preferred (as well as Do. D and Privatized) Properties have to follow the Adequacy Standards. 30 Defense Human Resources Activity

Defense Travel Management Office 2020 Pilot Sites by Metro Area This document lists all the locations which will bring up Preferred Lodging. 31 Defense Human Resources Activity

Defense Travel Management Office 2020 Do. D Preferred Commercial Properties List This document lists all the hotels participating in the Integrated Lodging Program by location. 32 Defense Human Resources Activity

Defense Travel Management Office How do the two documents work together? Or… 33 Defense Human Resources Activity

Defense Travel Management Office Types of Lodging Offered in DTS • Fire Safety Lodging – Commercial lodging that’s FEMA certified and ADA compliant. – Only other requirement for a facility to appear in this tab is to have government rates filed in GDS. – Cannot be removed from DTS if there’s a complaint. • Other Published Rates – Commercial lodging that is not FEMA certified or ADA compliant. – Normally only found in foreign or remote locations. – Will not display if any other options are available. – Cannot be removed from DTS if there’s a complaint. • These properties are not monitored for compliance with per diem rates and do not have to comply with Do. D safety and security requirements. 34 Defense Human Resources Activity

Defense Travel Management Office Civilian Rules for Lodging • If offered any of the following types of Lodging in DTS, a civilian is directed to use it, or reimbursement will be limited: – Do. D Lodging – Privatized Lodging – Preferred Lodging • All locations with Do. D, Privatized, and Preferred are ILP Sites. • If Do. D is not offered in DTS because it’s “Traditional”, a civilian is not required to use this type of lodging. – Check Do. D and Privatized Lodging List or ILPP Start Dates (Official List of Pilot Sites) for availability. 35 Defense Human Resources Activity

Defense Travel Management Office Military Rules for Lodging • Like civilians, service members are required to book Do. D, Privatized, or Preferred Lodging in DTS. • Unlike civilians, if Do. D is not offered in DTS because it’s “Traditional”, a service member must contact the Do. D Lodging Property for availability. • A CNA must be received in DTS for Do. D Lodging in order to select another type of lodging. – Once a CNA is received via DTS, the service member can proceed to the next available type of Lodging in DTS. – Many Do. D Lodging properties will no longer provide paper CNAs because DTS already provides one. 36 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers • Always pick the true TDY location. – DTS only queries for Do. D Lodging if the Location is a US Installation. – If the TDY location is an installation, select the installation, not the city where the US installation is. 37 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers • If a traveler does not select the directed type of lodging, DTS will automatically limit the reimbursement to the amount the government would have paid if used. – A subsequent Pre-Audit Flag will appear in the document that will require a justification and Reason Code from the traveler. – It’s up to the Approving Official. 38 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers • Do. D Lodging is the only type of Lodging that will generate a Certificate of Non. Availability (CNA). • CNA’s will appear in the Pre-Audit Advisory Section as long as the location does not change. – Once the Itinerary is modified, this will clear out the CNA. • DTS does not backfill CNA‘s. 39 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers • If you’ve cancelled a hotel, ensure that a hotel cancellation number appears in the Lodging Cancellation History section of the Review Reservation Selections screen – If not, contact hotel directly to make sure a no-show charge is not incurred. 40 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers If you return no lodging results, utilize the search by “City”, “Airport”, or “Zip Code” search. 41 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers If you return no lodging results, utilize the search by “City”, “Airport”, or “Zip Code” search. 42 Defense Human Resources Activity

Defense Travel Management Office General Lodging Rules to Assist You and Your Travelers • Complaints can be filed for all types of lodging, but properties that are Fire Safety or Other Published Rates cannot be removed from DTS. • For complaints of Fire Safety or Other Published Rates: – Please talk to the manager on site first to see if the issue can be resolved. – If it cannot be resolved, then the traveler should contact their Approving Official to determine the next actions. – The organization should take the necessary actions to prevent booking of that hotel in the future. 43 Defense Human Resources Activity

Defense Travel Management Office Lodging One Page Reference Civilians • Do. D, Privatized, or Preferred lodging: If offered in DTS, you are directed to use. All locations with Do. D, Privatized, and Preferred are ILP Sites. • If Do. D is not offered in DTS because it’s “Traditional”, a civilian is not required to use this type of lodging. • Check Do. D and Privatized Lodging List for availability. Do. D Lodging – Government Quarters available on US installations. Not available at all locations (check Do. D and Privatized Lodging List for availability). If available, always required for Service members, only directed for civilians if at an pilot site. Only type of lodging that generates a CNA. Privatized Lodging – Commercial lodging on US installation. Not available at all locations (check Do. D and Privatized Lodging List for availability). Always directed if available. Preferred Lodging – Contracted commercial lodging. Not available at all locations (check Pilot Sites by Metro Area and Preferred Commercial Property List for availability). Always directed if available. Fire Safety Lodging – Commercial lodging that’s FEMA certified and ADA compliant. Only other requirement for a facility to appear in this tab is to have government rates filed in GDS. Cannot be removed if there’s a complaint. Other Published Rates – Commercial lodging that is not FEMA certified or ADA compliant. Normally only found in foreign or remote locations. Will not display if any other options are available. Cannot be removed if there’s a complaint. Defense Human Resources Activity

Defense Travel Management Office Lodging Resources Resource Link DTMO Lodging Page https: //www. defensetravel. dod. mil/site/lodging. cfm ILPP Start Dates (Official List of Pilot Sites) https: //www. defensetravel. dod. mil/Docs/ILP_Pilot_Start_Dates. pdf 2020 Pilot Sites by Metro Area https: //www. defensetravel. dod. mil/Docs/ILP_Sites_List. pdf 2020 Rates https: //secure. defensetravel. dod. mil/cacdocs/ILP_Rates. pdf (CAC Required) Do. D and Privatized Lodging Available in DTS https: //www. defensetravel. dod. mil/Docs/Do. DLodging_List. pdf 2020 Do. D Preferred Commercial Properties List https: //www. defensetravel. dod. mil/Docs/ILP_Preferred_List. pdf Lodging "Adequacy" Standards https: //www. defensetravel. dod. mil/Docs/ILP_Preferred_Adequacy_Standards. pdf ILPP Guide https: //www. defensetravel. dod. mil/Docs/ILP_Pilot_Guide. pdf FAQs for Travelers https: //www. defensetravel. dod. mil/Docs/ILP_FAQSTravelers. pdf FAQs for Travel Administrators https: //www. defensetravel. dod. mil/Docs/ILP_FAQSAdmin. pdf • You can contact the Travel Assistance Center (TAC) via: – Phone 888 -Help 1 Go (888 -435 -7146) – Web (https: //www. defensetravel. dod. mil/passport/) 45 Defense Human Resources Activity

Defense Travel Management Office Questions • Questions are taken via Telephone by Site Name in alphabetical order – – A – E (Example – Dyess Air Force Base) F – L (Example – Fort Huachuca) M – S (Example – Redstone Arsenal) T – Z (Example – Yuma Proving Ground) • You can press #6 to unmute your phone’s line to ask a question. • Please be considerate and mute your phone if you are not talking by pressing *6. 46 Defense Human Resources Activity