Defense Travel Management Office Welcome to the TAC

Defense Travel Management Office Welcome to the TAC Outreach Call Presenter(s) – Dan Greene – Barbara Mc. George Date – September 13, 2016 Topic – FY 16 Sept Release and Fiscal Year End 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 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office TAC Outreach Call September 13, 2016 Fiscal Year Wrap-Up and FY 16 Sept Release Presenters: Barbara Mc. George, Moderator Dan Greene, TAC Outreach Call Coordinator Department of Defense Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Agenda • Top Issues for August/September • Updated Outreach Information • FY 16 September Release – Dates – Contents • End of Fiscal Year – Fiscal Year Crossover – Reorganization – Clearing Un-Liquidated Obligations • Login Chat Live Help • Resources • Questions 3 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTS is currently in a Degraded Status 4 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTS is currently in a Degraded Status • DTS is currently experiencing an issue with both the Sabre and Worldspan Global Distribution Systems. • Customers may be unable to create a reservation, sign their own document, or approve other traveler’s documents. • The issue has been reported to Operations and icon has been changed to yellow. • There is no estimated time for repair, but please monitor to the status icon for updates on the system status. 5 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Defense Table of Distances Error • Mileage Expense #2 under Expenses > Mileage is displaying an invalid screen. • Until this issue is resolved, please save the first mileage expense without using Mileage Expense #2. • After the Mileage screen reloads, add the second mileage expense using the "Add New Mileage" on the left side of the screen 6 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Defense Table of Distances Error 7 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Defense Table of Distances Error The current issue is with Mileage Expense #2. 8 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Defense Table of Distances Error The DTOD link on Mileage Expense #2 is pointing to an undeveloped part of DTS. If a traveler selects this link, they’ll be brought to a version of the DTOD that is unusable. 9 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Defense Table of Distances Error • As a workaround, the traveler has two options. 1. They can create a separate expense for round-trip mileage when they create their first expense. 2. They can save their first expense, then create a second expense after the screen refreshes. 10 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTOD Workaround #1 The traveler can create a separate expense for roundtrip mileage when they create their first expense. 11 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTOD Workaround #2 The traveler can save their first expense, then create a second expense after the screen refreshes. 12 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office DTOD Workaround #2 The traveler can save their first expense, then create a second expense after the screen refreshes. 13 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Top Issues for August/September 14 Workaround Target Release # Summary DTS-1842 Certain Passenger Name Records (PNRs) will not sweep for various reasons. There is no workaround, please contact the TAC for assistance. FY 17 October Release DTS-3058 Travelers with Group Access to Groups that they do not belong cannot view their own documents under Official Travel. The traveler will need to be added to the Group or the Group Access will need to be removed. Ready for Assignment DTS-3347 Travelers are receiving emails about unsubmitted vouchers for documents that have been stamped MANUAL ABANDON. There is no workaround at this time. FY 16 September Release 160822 -000223 Travelers are receiving emails for documents with completed vouchers. There is no workaround at this time. 141022 -000118 Internal Server Error (ISE) - Method: call. Appropriate. Method when viewing document. Please contact the TAC for a workaround. Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Updated Outreach Information • A suggestion was made to capture all the questions and answers from the previous Outreach Presentation. • The response was very positive, so the Travel Assistance Center will continue to provide these questions and answers going forward. • The “FAQs” will be located next to the Slides after the Afternoon presentation. 15 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Updated Outreach Information 16 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office FY 16 September Release • EWTS Release Date – September 7, 2016 • DTS Release Date – September 9, 2016 • A complete description of release contents is available in the Software Update Information Paper: – http: //www. defensetravel. dod. mil/DTSOutreach/Softwar e_Maintenance_Release_September 2016_FY 16. pdf 17 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office FY 16 Sept Release Contents # 18 Summary DTS-3271 BI - Tracking Record for PMO Request (DFAS SBR Recon Ad Hoc Disbursement Report) DTS-3135 Performance Enhancement - when user has very low 2 digit Group Access/Traveler Others DTS-3134 Expenses are allocated incorrectly using "FY Auto" instead of "By Date" DTS-2832 Open Jaw Changes to support Sabre Hotel SELL Command DTS-2831 Provide user state/country code lookup DTS-2776 BI : Update DFAS Transaction/Obligation ad hoc report DTS-2775 Update the DTA_MAINT interface to enable OBIEE advanced user access DTS-2774 BI : Turn off the legacy version of the Constructed Travel Report DTS-2773 BI : Turn off the legacy version of the Special Duty Report DTS-2772 BI : Turn off the legacy version of the FEMA Report Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office FY 16 Sept Release Contents 19 # Summary DTS-2771 MCR 160006 - ADD NEW ORGANIZATION TO DTA MAINTENANCE TOOL AND SELF REGISTRATION DTS-2754 BI : Migrate the Debt Management Report into the new reporting tool DTS-2745 Expenses are allocated incorrectly using "FY Auto" instead of "By Date" DTS-2701 Incorrect expense allocations for LOAs in same FY for crossover authorizations DTS-2700 APO/FPO Codes Not Available for Mailing Address in Traveler Setup DTS-725 User in org with lowercase characters receiving error when trying to view routing lists. DTS-411 Form Preference for Authorizations is Being Used for Cash Advance DTS-410 SPP Email Notification Indicates the Incorrect Transaction Amount DTS-393 Reject email states wrong document type DTS-353 Payment Mismatch – Edit Lock Removed email displays < > Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office FY 16 Sept Release Contents # 20 Summary DTS-326 Report Scheduler : Reports display traveler first name in Last Name column and traveler last name in First Name column DTS-287 Report Scheduler – Debt Management Report has mismatched First and Last Name fields DTS-233 Country Code MCR: ISE Occurs when Selecting FEDERATED STATES OF MICRO on the Per Diem Rates screen under Rates Lookup DTS-185 Per Diem State Results Default Upper Dropdown Box to Prior State Search DTS-131 DOCUMENT APPROVED OUTSIDE OF ROUTING LIST email received by AO when cost is reduced DTS-90 Document with no debt appears in Report Scheduler - DMM Report. DTS-54 Email does not generate when a cross organization is added to an LOA DTS-20 Country Code MCR: ISE Occurs when Selecting FEDERATED STATES OF MICRO on the Per Diem Rates screen under Rates Lookup Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools 21 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools 22 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools • The following DTMO web applications are currently unavailable due to unplanned maintenance and database upgrades: – – CTIM Tra. X Trip Tools Travel Policy Compliance Tool Premium Class Reporting Tool • Originally estimated to be unavailable for two weeks; we were just notified that the maintenance is more involved than originally thought and there will be a delay in restoring access to these applications. 23 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools 1. CTIM – – No ad hoc travel-related reports can be run for the Services and Agencies. DOWNTIME: Estimated to remain unavailable for an additional 4 -6 weeks. 2. Premium Class Reporting Tool – – 24 Services and Agencies are unable to review/validate quarterly Premium Class reports. DOWNTIME: Estimated to remain unavailable for an additional 4 -6 weeks. Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools 3. Trax Trip Tools – – 25 Travelers are unable to access use the trip cost estimation tools however per diem, mileage, and city pair fare information remain available on the DTS (per diem and mileage), GSA (per diem rates and city pair fares) , and/or DTMO (per diem rates) websites. DOWNTIME: Estimated that it will remain offline for additional 2 weeks. Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Trip Tools 4. Compliance Tool – – 26 Compliance Tool Administrators are unable to access the tool or work compliance issues within the tool. This does not prevent the correction of errors previously identified. Ensure travelers, AOs, and NDEAs continue to process amendments in DTS accordingly. DOWNTIME: Estimated to remain unavailable for an additional 4 -6 weeks. Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office End of Fiscal Year • September 30, 2015 is the last day of Fiscal Year 15. • Ensure you and your organization are prepared for the next Fiscal Year. – Fiscal Year Crossover – Reorganization – Clearing Un-Liquidated Obligations 27 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Fiscal Year Crossover • Ensure your organization has taken the necessary actions for the next fiscal year. – Established FY 17 LOA’s – Established FY 17 Budgets – Adjusted the FY 17 Budget Target Amounts • You can refer to the August 23 rd and July 27 th Outreach Calls for Fiscal Year Crossover information. • More information on Fiscal Year Crossover can be found on the DTMO Website. – https: //www. defensetravel. dod. mil/site/fycross. cfm 28 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Transaction Release Dates • Please be aware that if you have a 2017 LOA on the document, DTS will hold that obligation until the “DTS FY 17 Transaction Release Date”. 29 Partner System DTS FY 17 Transaction Release Date Down Date Back Up DWAS 10/10/2016 10/03/2016 10/10/2016 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Normal Processing Obligation Submitted POS ACK RECEIVED Accounting System REJECT Under normal processing, DTS will send the obligation to the Accounting System and receive a Positive Acknowledgement (POS ACK RECEIVED), or a Reject. 30 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Fiscal Year Crossover Transaction Release Date Accounting System When DTS detects an FY 17 LOA on the document, the system will hold off on sending the Obligation until the Transaction Release Date. 31 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Fiscal Year Crossover Transaction Release Date Accounting System During the Fiscal Year Crossover, Accounting Systems can go down for maintenance. 32 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Fiscal Year Crossover Obligation Submitted Accounting System Generally, the day the Accounting System comes back up is the same day that the Transaction is released from DTS. 33 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Delays with Pre-Voucher Payments • New Fiscal Year Trips • Advances may be delayed due to the FY Transaction Release Date and Accounting System shutdown period. • Scheduled Partial Payments will not be delayed. 34 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Delays with Pre-Voucher Payments • Cross-Fiscal Year Trips • Advances should be requested at least five days prior to the Accounting System shutdown period. – Advances on current FY LOA should not be delayed. – Advances split between current and next FY LOA may be delayed. • Scheduled Partial Payments may be delayed due to the Accounting System shutdown period. 35 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office 201 Treasury Level Rejects • Documents normally reject for “ 201 Treasury Level Line of Accounting Edits Failed” because new Line of Accounting (LOA) Treasury Data has not yet been loaded at MART. • MART researches these rejects daily and if the data is valid in Headquarters Accounting and Reporting System (HQARS) for the Army/Agencies or Consolidated Master Edit Table (CMET) for the USMC/Navy, they then load it into MART. 36 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office 201 Treasury Level Rejects • Please wait 48 hours for MART to load the LOA and then resubmit the document without any change. • If the document rejects for a second time, please have your Financial Defense Travel Administrator (FDTA) verify the Treasury Data against HQARS or CMET, whichever is applicable. 37 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Reorganizations • When a Do. D organization changes, the current DTS organization will need to reflect those changes. • This process is referred to as a Reorganization, or Re -Org for short. • Reorganizations are normally performed during the Fiscal Year Crossover time period. 38 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office When would you perform a Re-Org? • When a parent command changes. • When a sub organization migrates to another command. • When a command changes name or structure. • Other reasons – – 39 Addition of sub-organizations Reorganization of sub-orgs Constraints on naming sequence Merging of organizations Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Reorganization Example DN 600203 MFDKM 203 Squadron DN 600203 MFDKM 5 5 th Fleet DN 600203 MFDKMR Reserve Forces DN 600203 MFDKM 5 A 5 th Fleet Reserves DN 600203 MFDKMR 6 6 th Fleet Reserves DN 600203 MFDKM 5 AR 6 th Fleet DN 600203 MFDKMR 6 J 2 Joint Command Old Org Structure 40 DN 600203 Squadron DN 6002035 5 th Fleet DN 6002036 6 th Fleet DN 600203 J Joint Command DN 600203 R Reserve Forces DN 600203 R 5 5 th Fleet Reserves DN 600203 R 6 6 th Fleet Reserves New Org Structure Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office If you are considering performing a Reorganization… • Appendix L of the DTA Manual will need to be read before the TAC can assist with Reorganizations. – http: //www. defensetravel. dod. mil/Docs/Training/DTA_A pp_L. pdf • Any questions about re-orgs need to be specific and in the form of a ticket. • TAC Support – Advice – Assistance 41 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Clearing Un-Liquidated Obligations • Normally, before an organization crosses into the next fiscal year, they are tasked with ensuring all the documents have processed completely. • Documents that might not have processed completely: – – 42 Abandoned Documents Incomplete Trip Cancellations Authorizations stuck at CTO SUBMIT Unsubmitted Vouchers Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Abandoned Documents • If a document had a system issue where it could not be processed any further, you may have been given guidance to abandon the document. – Some documents cannot be abandoned. • Pre-Voucher Payments • Documents with Ticketed CBA’s • Documents imported from a Partner System • If the document was abandoned, the system will not be able to de-obligate the funds. 43 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Abandoned Documents • A Manual De-Obligation will need to be performed in the organization’s Official Accounting System. • A Manual Transaction can be performed in DTS to indicate the funds have been de-obligated. • Information on Manual Transactions can be found in Chapter 9 of the DTA Manual. – http: //www. defensetravel. dod. mil/Docs/Training/DTA_9. pdf 44 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Incomplete Trip Cancellations • If a traveler did not perform travel and never trip cancelled the document… – If the document was APPROVED, have the traveler create a voucher and zero out all the expenses. – If the document was SIGNED, but never APPROVED, the AO can apply the CANCELLED stamp to close the document out. 45 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Incomplete Trip Cancellations • If the traveler performed the trip cancel action… – If cancelled “with no expenses” was never SIGNED, have the member apply the SIGNED stamp, so the AO can apply the CANCELLED stamp. – If cancelled “with expenses”, but never SIGNED, have the traveler ensure there are no expenses in the document before applying the SIGNED stamp. • The AO can then APPROVE the voucher to deobligate the funds. 46 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Incomplete Trip Cancellations • De-Obligations for trip cancelled documents will occur based upon how the document was trip cancelled. • With Expenses – On the voucher, after the APPROVED stamp is applied. • With No Expenses – On the authorizations, after the CANCELLED stamp is applied. 47 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Authorizations Stuck at CTO SUBMIT • “Stuck” is considered to be one full business day. – Meaning if it went CTO SUBMIT on Friday, it’s not officially “stuck” until close of business Monday. • If the reservation code (PNR) has been purged by the Global Distribution System (GDS), the document may need to be abandoned. – DTS owns the PNR for 180 days past the last travel segment, it is then purged and recycled by the GDS. 48 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Unsubmitted Vouchers • Ensure all authorizations that have not been cancelled have a corresponding completed voucher. • There is an ongoing discussion regarding how to close out Permissive TAD/TDY authorizations based upon Service and Agency specific business rules/guidance. • DTS will systematically send an email out to the Traveler and NDEA for documents that meet the following criteria: 1. The travel authorization does not have a voucher CREATED. 2. The original travel voucher has been CREATED but not SIGNED. 3. The original travel voucher is in a RETURNED status. 49 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Unsubmitted Vouchers • The emails will begin on the 6 th day after the authorization's return date. • The Traveler and NDEA will then continue to get emails every week until the voucher is filed. • After 6 months, this will become a monthly email for the next 2 years. 50 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Unsubmitted Vouchers • DTS-297 – Original or previously approved amendment level of a manually abandoned authorization erroneously appears on Unsubmitted Voucher Report. • DTS-3347 – Travelers are receiving unsubmitted voucher emails for authorizations that have been stamped as Manually Abandoned. 51 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Login Chat Live Help • Beginning soon, the Travel Assistance Center will expand their avenues for assisting customers with issues related to DTS. • The ability to “Chat” with an analyst will become available for those customers who are experiencing issues logging into DTS and Tra. X. • More information will be provided as we get closer to the implementation date. 52 Office of the Under Secretary of Defense (Personnel and Readiness)

Defense Travel Management Office Resources • Software Update Information Paper – FY 16 Sept Release – http: //www. defensetravel. dod. mil/DTSOutreach/Software_Maintenance_Release _September 2016_FY 16. pdf • Fiscal Year Crossover and Affected Partner Systems – http: //www. defensetravel. dod. mil/site/fycross. cfm • Appendix L of the DTA Manual - Reorganizations – http: //www. defensetravel. dod. mil/Docs/Training/DTA_App_L. pdf • Chapter 9 of the DTA Manual - Budgets – http: //www. defensetravel. dod. mil/Docs/Training/DTA_9. 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/) 53 Office of the Under Secretary of Defense (Personnel and Readiness)

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. 54 Office of the Under Secretary of Defense (Personnel and Readiness)