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 – March 24, 2020 Topic – COVID-19 Outbreak and Upcoming Changes 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 March 24, 2020 COVID-19 Outbreak and Upcoming Changes 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 March • COVID-19 Outbreak – – – Information Do. D Restricts Foreign and Domestic Travel Regulation Changes FAQs If you travel outside the United States… Impact on Air Travel • Upcoming Changes • Resources • Questions 3 Defense Human Resources Activity

Defense Travel Management Office Top Issues for March 4 Issue # Summary Workaround Release DTS-16715 Authorizations cannot be created to Camp Bullis, TX. This also includes I/E documents, which will get stuck at pending and cannot be successfully imported. Unfortunately, there is currently no workaround for this issue. If travel is imminent, an alternate location may be used and Do. D Lodging would need to be booked outside of DTS if available via the below link: https: //www. defensetravel. dod. mil/site/gov. Lodging. cfm Ready for Assignment DTS-1842 Certain PNRs (passenger name record) will not update past CTO SUBMIT for various reasons. Contact the Travel Assistance Center (TAC). The TAC will attempt to push it several times before deciding if the document will be abandoned. Ready for Assignment DTS-7179 Document routes to CTO SUBMIT after the Trip Cancelled has been applied. Authorizations with the trip cancel applied will not update to CTO BOOKED. This is due to travelers canceling reservations prior to using the trip cancel. Canceling reservations manually is not necessary and will cause this issue. Unfortunately, there is no workaround for this issue. Please submit a ticket to the TAC so we can have the document properly handled. Ready for Assignment DTS-17127 Amended authorizations with two PNRs are calculating the flight Allowed cost to be higher than the Actual cost. This is causing an un-allocated expenses Pre-Audit, preventing routing, and causing errors adjusting LOAs and expenses. Unfortunately, there is currently no workaround for this issue. If the travel is imminent, we recommend contacting the Travel Management Office (TMC) directly for assistance with ticketing outside of DTS. FY 20 -MR-3 DTS-17124 Documents in a CTO AMENDMENT status show pending routing actions. We recommend amending the authorization and submitting it as signed in order to reroute and have the approval stamp applied once more. FY 20 -MR-3 Defense Human Resources Activity

Defense Travel Management Office Information on Coronavirus – COVID-19 • A novel (new) coronavirus disease, designated as COVID-19, is causing an outbreak of respiratory illness. – The first cases of COVID-19 were reported in China in December 2019. • On January 30, 2020, the World Health Organization determined the rapidly spreading outbreak constitutes a Public Health Emergency of International Concern and has now declared it a global pandemic. • Many cases of COVID-19 have been associated with travel to or from mainland China or close contact with a travel-related case, but sustained community spread has been reported elsewhere around the globe. – For this reason, the Department of State and Centers for Disease Control and Prevention haves issued travel advisories for affected locations. 5 Defense Human Resources Activity

Defense Travel Management Office Do. D Restricts Foreign and Domestic Travel • The Secretary of Defense has issued two memorandums restricting foreign and domestic travel for Do. D Personnel. • The memorandum, "Travel Restrictions for Do. D Components in Response to Coronavirus Disease 2019” restricts travel for Do. D personnel to countries with Center for Disease Control and Prevention – Travel Health Advisories (https: //wwwnc. cdc. gov/travel/notices) at certain levels. – https: //media. defense. gov/2020/Mar/11/2002263242/-1/-1/1/TRAVEL-RESTRICTIONS-FOR-DODCOMPONENTS-IN-RESPONSE-TO-CORONAVIRUS-DISEASE-2019. PDF • Additionally, the Secretary of Defense memorandum, “Stop Movement for Domestic Travel for Do. D Components in Response to Coronavirus Disease 2019” that restricts domestic travel for Do. D personnel through May 11, 2020. – https: //media. defense. gov/2020/Mar/13/2002264686/-1/-1/1/STOP-MOVEMENT-FOR-ALL-DOMESTICTRAVEL-FOR-DOD-COMPONENTS-IN-RESPONSE-TO-CORONAVIRUS-2019. PDF 6 Defense Human Resources Activity

Defense Travel Management Office UTD for MAP 12 -20 (R) -- “Per Diem Allowance during Isolation, Awaiting Transportation, and Government-Funded Leave” • In response, the Joint Travel Regulations was modified to outline per diem allowances in related travel situations. • This item authorizes a per diem allowance for Service members and dependents who are ordered to remain in isolation or quarantine and lodging in kind or meals in kind are not provided. • It also addresses Service members and dependents who are ordered to remain in isolation or quarantine after arriving at their new Permanent Duty Station. • This item also clarifies when per diem allowances are authorized for Service members and dependents who are ordered to temporarily return to the old Permanent Duty Station or an alternate location to await transportation. 7 Defense Human Resources Activity

Defense Travel Management Office UTD for MAP 12 -20 (R) -- “Per Diem Allowance during Isolation, Awaiting Transportation, and Government-Funded Leave” • Lastly, this item clarifies that if a Service member is required to isolate or quarantine after returning from Government-funded leave travel, then the Service member may be issued a TDY order. • These changes are scheduled to appear in the Joint Travel Regulations, dated 1 April 2020. • This revision is effective on 13 March 2020, when it was approved by the Chair. • This can be found at: – https: //www. defensetravel. dod. mil/Docs/perdiem/browse/Travel_Regulations/Regulation s_Changes/Immediate/UTD 12 -20(R). pdf 8 Defense Human Resources Activity

Defense Travel Management Office Coronavirus: DOD Response • The Defense Department is working closely with the Department of Health and Human Services and State Department to provide support in dealing with the coronavirus outbreak. • The Do. D has compiled an FAQ on Travel Restrictions – https: //media. defense. gov/2020/Mar/19/2002266939/-1/-1/1/COVID-19 -TRAVELRESTRICTIONS-FAQ. PDF • Articles and information can be found on the Do. D’s website. – https: //www. defense. gov/Explore/Spotlight/Coronavirus/ 9 Defense Human Resources Activity

Defense Travel Management Office COVID-19 Travel and Transportation Questions and Answers • The Defense Travel Management Office has compiled a list of questions and answers pertaining to the COVID-19 Outbreak. • There are sections for Civilians, Service Members, and their respective dependents. • The FAQs cover Permanent Change of Station (PCS), Temporary Duty (TDY), and Leave travel. • https: //www. defensetravel. dod. mil/Docs/COVID-19_Travel_QAs. Civilian_and_Military. pdf 10 Defense Human Resources Activity

Defense Travel Management Office COVID-19 Travel and Transportation Questions and Answers Example for Civilian Employees and Dependents • Q 3: If I am performing a permanent change of station to a CDC Alert Level 3 Location, and am ordered to temporarily return to my old permanent duty station, what allowances am I authorized? • A 3: You may be authorized per diem while awaiting transportation. You should contact your new duty station to determine whether you are considered to be awaiting transportation, or if they are going to provide you Temporary Duty Orders to your old Permanent Duty Station. Dependent travelers may receive per diem if they are in an awaiting transportation status. 11 Defense Human Resources Activity

Defense Travel Management Office COVID-19 Travel and Transportation Questions and Answers Example for Service Members and Dependents • Q 9: If I am diagnosed with a “quarantinable communicable disease” at a temporary duty location, and am ordered into isolation or quarantine by a public health or medical official at the temporary duty location, what allowances am I authorized? • A 9: You may be authorized travel and transportation allowances (per diem: lodging, meals, and incidental expenses) and transportation in accordance with JTR Chapter 2. Your temporary duty orders could be amended to extend your temporary duty assignment. 12 Defense Human Resources Activity

Defense Travel Management Office GLOBAL LEVEL 4 HEALTH ADVISORY • The Department of State has issued a Global Level 4 Health Advisory – Do Not Travel advising U. S. citizens to avoid all international travel due to the global impact of COVID-19. • Many areas throughout the world are now experiencing COVID-19 outbreaks and taking action that may limit traveler mobility, including quarantines and border restrictions. • Even countries, jurisdictions, or areas where cases have not been reported may restrict travel without notice. – See a list of embassy websites for additional Covid-19 country information. 13 Defense Human Resources Activity

Defense Travel Management Office Do. D Official Departure Memos • At this time, the Department of Defense has issued the following memos related to the evacuation of Do. D personnel due to Coronavirus. Location 14 Effective Date Link Ordered Departure Memo – Wuhan, China 30 -Jan-20 https: //www. defensetravel. dod. mil/Docs/Signed_PR_OD_Memo-Wuhan. China. pdf Authorized Departure Memo – Peoples Republic of China 31 -Jan-20 https: //www. defensetravel. dod. mil/Docs/Signed_PR_AD_Memo-China. pdf Authorized Departure Memo – Hong Kong and Macau 13 -Feb-20 https: //www. defensetravel. dod. mil/Docs/Signed_PR_AD_Macau_and_Hong_Kong. pdf Authorized Departure Memo – Mongolia 25 -Feb-20 https: //www. defensetravel. dod. mil/Docs/Do. D_Signed_AD_Memo-Mongolia. pdf Authorized Departure – Consulate General Milan 5 -Mar-20 https: //www. defensetravel. dod. mil/Docs/Milan_AD_March_2020_SIGNED. pdf Authorized Departure Memo – Azerbaijan 5 -Mar-20 https: //www. defensetravel. dod. mil/Docs/Signed_Azerbaijan_AD_Memo. pdf Authorized Departure Memo – Turkmenistan 6 -Mar-20 https: //www. defensetravel. dod. mil/Docs/Signed_Turkmenistan_AD_Memo. pdf Authorized Departure – Micronesia 10 -Mar-20 https: //www. defensetravel. dod. mil/Docs/Micronesia_AD_SIGNED_Memo. pdf Ordered Departure – Mongolia 10 -Mar-20 https: //www. defensetravel. dod. mil/Docs/Mongolia_OD_SIGNED_Memo. pdf Defense Human Resources Activity

Defense Travel Management Office If you travel outside the United States… • If you decide to travel abroad or are already outside the United States: – Consider returning to your country of residence immediately using whatever commercial means are available. – Have a travel plan that does not rely on the U. S. Government for assistance. – Review and follow the CDC’s guidelines for the prevention of coronavirus. – Check with your airline, cruise lines, or travel operators regarding any updated information about your travel plans and/or restrictions. – Visit travel. state. gov to view individual Travel Advisories for the most urgent threats to safety and security. – Visit our Embassy webpages on COVID-19 for information on conditions in each country or jurisdiction. – Visit the Department of Homeland Security’s website on the latest travel restrictions to the United States – Visit Keeping workplaces, homes, schools, or commercial establishments safe. 15 Defense Human Resources Activity

Defense Travel Management Office If you travel outside the United States… • Consider signing up for the Department Of State’s Smart Traveler Enrollment Program (STEP). – It is a free service to allow U. S. citizens and nationals traveling and living abroad to enroll their trip with the nearest U. S. Embassy or Consulate. – Subscribe to get up-to-date safety and security information and help the Department of State reach you in an emergency abroad. – https: //step. state. gov/step/ • Enrolling in STEP can provide the following benefits to travelers: – Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans. – Help the U. S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency. – Help family and friends get in touch with you in an emergency. 16 Defense Human Resources Activity

Defense Travel Management Office Impact to Air Travel • Several airlines are temporarily halting routes and/or cancelling flights to locations impacted by COVID-19. • If you are approved to travel, be sure to monitor your flight for any changes. • Do. D Travel Management Companies (TMCs) have 24 hours to contact travelers upon notification from the carrier that there has been a schedule change, which includes cancellations. • Travel Management Companies usually notify travelers by email but some companies may call directly if departure is imminent. 17 Defense Human Resources Activity

Defense Travel Management Office Impact to Air Travel • Depending on the contact information in the airline’s passenger records and/or in traveler frequent flyer program profiles, passengers may also be contacted by the carrier directly. • If your flight changes or is cancelled before your ticket is issued (which typically occurs 72 hours before departure), you can rebook in DTS. • If you have been ticketed, contact your Travel Management Company directly to rebook. 18 Defense Human Resources Activity

Defense Travel Management Office Impact to Air Travel • If you are at the airport and your flight was cancelled, contact your Travel Management Company via the contact information listed on your travel invoice. • Your Travel Management Company understands Do. D travel regulations and is familiar with any local business rules on how to handle the use of City Pair Program or not in these situations. 19 Defense Human Resources Activity

Defense Travel Management Office Impact to Air Travel • For more information on how participating GSA City Pair Program airlines are dealing with Coronavirus, visit: – – – – 20 Alaska Airways American Airlines Delta Hawaiian Jet. Blue Silver Airways Southwest United Defense Human Resources Activity

Defense Travel Management Office CONUS and OCONUS Evacuation Procedures • In the event that there is an emergency that requires an Evacuation, travelers should refer to the CONUS and OCONUS Evacuation Procedures Information Paper. – https: //www. defensetravel. dod. mil/Docs/evacuations_allowances. pdf • DTS is not used to book travel associated with evacuations. • See ”Who May Use DTS” for a complete list of travel situations in which DTS can be used. – https: //www. defensetravel. dod. mil/Docs/Who_May_Use_DTS. pdf 21 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes • An upcoming release scheduled for the April timeframe will include major changes to the Expenses page. – A preview of these new screens was demonstrated at the NDTA conference. • Additionally, with this release, the ability to fax receipts to DTS will be removed. • The following slides were provided by Operations and are subject to change prior to deployment. 22 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – What’s New Pop-Up A new feature that will be deployed is the “What’s New Pop-Up”. Whenever there is a system change, the user will be presented with a What’s New Pop-Up describing the changes on that particular part of DTS. The system will look at the traveler’s login information and will only present the traveler with this one time. 23 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – What’s New Pop-Up 24 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – New Expenses Screen Trip Workbook, Reservation Expenses, Other Expenses, and Substantiating Documents will be combined into one Expenses page with new intuitive features. 25 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – New Expenses Screen All expenses will be collapsed and displayed in a default order, that can be modified by selecting the Sort By feature at the top. 26 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Download All Button A new button will be added to allow routing officials to download all receipts at one time. 27 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Expanding Expenses Information about each expense can be displayed by pressing the arrow button to expand. 28 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Lodging Expenses The Lodging will not be editable on this screen, but it will be visible and pulled from the Per Diem page. 29 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Add Button The “Add” button will now have the ability to add expenses, upload documents or pdfs, and import Government Charge Card Transactions (GTCCs) (on vouchers). 30 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Adding Expenses, Documents, GTCC Transactions The “Add” button will now have the ability to add expenses, upload documents or pdfs, and import Government Charge Card Transactions (GTCCs) (on vouchers). 31 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attaching Documents Selecting “Documents” will give the user the ability to upload the Constructed Travel Worksheet (CTW), Travel Authorization (Form 1610), Memos, Travel Orders, and Other types of documents. 32 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attaching Documents 33 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attaching Receipts When selecting an expense type to add, users will have the ability to attach a receipt at the same time. 34 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attaching Receipts When attaching a document or receipt, the workbook functions (zooming, rotating, moving) will be available prior to attaching. 35 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attaching Receipts 36 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Import PDF Button A new button will be added to import PDFs. 37 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Import PDF When importing a receipt or pdf, the user will be able to associate that pdf directly to an expense or create a new one. 38 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Import PDF When importing a receipt or pdf, the user will be able to associate that pdf directly to an expense or create a new one. 39 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attachments After a receipt/document/pdf has been attached, it can be viewed by expanding the expense. 40 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Attachments After a receipt/document/pdf has been attached, it can be viewed by expanding the expense. 41 Defense Human Resources Activity

Defense Travel Management Office Upcoming Changes – Currency Converter For expenses that are in foreign currency, the Currency Converter will automatically convert based on the real-market currency rate. 42 Defense Human Resources Activity

Defense Travel Management Office Resources • DTMO Information on Coronavirus Site – https: //www. defensetravel. dod. mil/site/news_Coronavirus. cfm • Travel Restrictions for Do. D Components in Response to Coronavirus Disease 2019 – https: //media. defense. gov/2020/Mar/11/2002263242/-1/-1/1/TRAVEL-RESTRICTIONS-FOR-DODCOMPONENTS-IN-RESPONSE-TO-CORONAVIRUS-DISEASE-2019. PDF • Stop Movement for Domestic Travel for Do. D Components in Response to Coronavirus Disease 2019 – https: //media. defense. gov/2020/Mar/13/2002264686/-1/-1/1/STOP-MOVEMENT-FOR-ALL-DOMESTICTRAVEL-FOR-DOD-COMPONENTS-IN-RESPONSE-TO-CORONAVIRUS-2019. PDF • UTD for MAP 12 -20 (R) -- “Per Diem Allowance during Isolation, Awaiting Transportation, and Government-Funded Leave” – https: //www. defensetravel. dod. mil/Docs/perdiem/browse/Travel_Regulations/Regulations_Changes/Immedia te/UTD 12 -20(R). pdf 43 Defense Human Resources Activity

Defense Travel Management Office Resources • Do. D FAQ on Travel Restrictions – https: //media. defense. gov/2020/Mar/19/2002266939/-1/-1/1/COVID-19 -TRAVEL-RESTRICTIONS-FAQ. PDF • Coronavirus: DOD Response – https: //www. defense. gov/Explore/Spotlight/Coronavirus • COVID-19 Travel and Transportation Questions and Answers – https: //www. defensetravel. dod. mil/Docs/COVID-19_Travel_QAs-Civilian_and_Military. pdf • List of Embassy Websites – https: //travel. state. gov/content/travel/en/traveladvisories/COVID-19 -Country-Specific-Information. html 44 Defense Human Resources Activity

Defense Travel Management Office Resources • Smart Traveler Enrollment Program (STEP) – https: //step. state. gov/step/ • CONUS and OCONUS Evacuation Procedures – https: //www. defensetravel. dod. mil/Docs/evacuations_allowances. pdf • Who May Use DTS? – https: //www. defensetravel. dod. mil/Docs/Who_May_Use_DTS. 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