Defense Travel Management Office Defense Travel System

Transcription

1 Defense Travel Management Office Defense Travel System Invitational Travel Authorization Guide Version 5.0 January 2011

2 Document History Date Version Author Description of Activity 12 Sept PMO Procedures for processing Invitational Travel Authorizations (ITAs) in DTS 5 Dec PMO Modified personal charge card entry information 27 Jun DTMO Updated to comply with current regulations 5 Nov DTMO Updated to reflect new DTS functionality 21 Dec DTMO Updated to reflect new DTS functionality 19 Jan DTMO Updated to reflect new web links Invitational Travel Authorization Guide, Version 5.0 January 2011 ii

3 CONTENTS 1. Introduction Invitational Travel Authorization Create an ITA Voucher Create a Voucher From an ITA Administrative Invitational Travel Authorization Guide, Version 5.0 January 2011 iii

4 1. Introduction There are occasions when the Department of Defense (DoD) will authorize official travel for persons who are not DoD employees. This is referred to as Invitational Travel. In such cases, the Defense Travel System (DTS) may be used to create Invitational Travel Authorizations (ITAs). The below list identifies some of the individuals who may require an ITA so they may travel on DoD business: Persons who are not employed by DoD or are employed intermittently in Government service as consultants or experts (under 5 U.S.C. 5703), and are paid on a daily basis (when employed) Persons who serve without pay or are paid $1 per year when acting in a capacity that is directly related to, or in connection with, official Government activities. Volunteers who are covered by 10 U.S.C Travel allowances authorized for these individuals are usually the same as those for employees traveling on temporary duty (TDY) authorizations. This guide addresses how these allowances affect travel orders and reimbursements in DTS, but is not comprehensive. The full regulations governing ITAs are covered in Appendix E of the Joint Federal Travel Regulations/Joint Travel Regulations (JFTR/JTR). Use this link to access the regulations For more information on using DTS, use the below link to access the DTMO Training home page 2. Invitational Travel Authorization (ITA) This section shows how to create an Invitational Travel Authorization (ITA). This section does not cover steps used when creating standard temporary duty (TDY) authorizations in DTS. See Chapter 2 of the DTS Document Processing Manual for guidance. An ITA may be created in DTS after the below has occurred: A DoD organization identifies a need for travel to be performed by an individual. The individual is not a DoD employee. The organization invites the individual to travel on behalf of DoD. The traveler accepts the invitation and provides the information necessary to manage the trip in DTS. In order to have travel documents created in DTS, a traveler must have a Social Security number (SSN) or, in the case of foreign nationals, a nine-digit Taxpayer Identification Number (TIN). If the traveler does not have an SSN or a TIN, DTS may not be used. The Defense Travel Administrator (DTA) receives the traveler s information. If the traveler has previously used DTS to travel for DoD, the DTA receives the traveler into the DTA s organization. Note: When determining the organization of assignment for the traveler, it is important to consider the funding that will be used and to identify the appropriate routing list that will be used. Invitational Travel Authorization Guide, Version 5.0 January

5 2.1 Create an ITA A Travel Clerk or Non-DTS Entry Agent (NDEA) with appropriate group access logs into DTS. The below steps are provided as a guideline for creating an ITA for a traveler: 1. Select the Official Travel Others drop-down list arrow and choose Authorizations / Orders (Figure 2-1). Figure 2-1: Official Travel Others Drop-Down List The Traveler Lookup screen opens (Figure 2-2). Figure 2-2: Traveler Lookup Screen Invitational Travel Authorization Guide, Version 5.0 January

6 2. Search for the traveler by SSN (or TIN) or by name. 3. Select the traveler from the Search Results box on the right side of the screen. If this is the first time the traveler has had a document created in DTS, the Profile Validation screen opens (Figure 2-3). If this is not the first time, then the Trip Overview screen opens (Figure 2-4). 4. Review the profile and select OK. The Trip Overview screen opens (Figure 2-4). Figure 2-3: Profile Validation Screen Figure 2-4: Trip Overview Screen Invitational Travel Authorization Guide, Version 5.0 January

7 5. Select E-INVITATIONAL as the Trip Type. 6. Complete the remaining sections of the Trip Overview screen. DTS moves to the Travel module. This is where reservations will be selected. See Section 2.6 of the DTS Document Processing Manual for detailed guidance. 7. Make reservations for the traveler. After the first segment of flight reservations has been selected, the TSA Secure Flight Information screen opens. 8. Complete the fields with information that matches the Government- or state- issued identification card the traveler will use at airport security. 9. Book the remaining reservations for the traveler. Note: In order to hold lodging and rental car reservations, the traveler needs to provide a personal credit card number. When selecting lodging or rental car reservations in DTS, the NDEA will see a pop-up message requesting that the credit card information be entered (Figure 2-6). After selecting OK, the NDEA may enter the information on the Credit Card screen on behalf of the traveler (Figure 2-7). If the NDEA selects Cancel, then the traveler must book the reservations outside of DTS. Travelers should be notified of the TDY location per diem rates prior to making their own lodging reservations. Figure 2-6: Credit Card Pop-up Figure 2-7: Credit Card Information screen DTS automatically moves to the Expenses module. The traveler s anticipated travel expenses will be identified and totaled. See Section 2.7 of the DTS Document Processing Manual for detailed guidance. Invitational Travel Authorization Guide, Version 5.0 January

8 Note: The Method of Reimbursement for all expenses and reservations other than commercial transportation defaults to PERSONAL. DTS next moves to the Accounting module. See Section 2.8 of the DTS Document Processing Manual for detailed guidance. 10. Select the Accounting Label for the trip. 11. If the traveler requires an advance, select Additional Options > Advances on the navigation bar. The Advances screen opens (Figure 2-8). See Section of the DTS Document Processing Manual for additional information. Figure 2-8 Advances Screen 12. Select the Accounting Label that will be used for the advance. The Review/Sign module is the final stop for completing the ITA. See Section 2.10 of the DTS Document Processing Manual for guidance on completing this module. Invitational Travel Authorization Guide, Version 5.0 January

9 Since Invitational Travel requires special authorization, DTS automatically adds an Other Authorization for E-Invitational in the Other Authorizations module (Figure 2-9). Figure 2-9 Other Authorizations Screen 13. Enter comments in the Remarks field. 14. Select Save and Proceed to Pre-Audits. 15. Justify any flagged items on the Pre-Audit trip screen. 16. Select Save and Proceed to Digital Signature. The Digital Signature screen opens (Figure 2-10) Figure 2-10 Digital Signature Screen 17. Select the SIGNED stamp to initiate routing. Invitational Travel Authorization Guide, Version 5.0 January

10 3. Voucher This section shows on to create a voucher from an ITA to claim reimbursable expenses. This section does not cover the steps used when creating standard vouchers from authorizations in DTS. See Chapter 4 of the DTS Document Processing Manual for guidance. When requesting reimbursement for expenses while on Invitational Travel, the traveler must complete and sign a paper voucher, gather required receipts, and provide them to the Non-DTS Entry Agent (NDEA). The paper voucher may either be printed from the DTS electronic voucher or filled out manually. Note: DTS can only make payments in U.S. dollars and can only disburse payments to U.S. bank accounts. If a traveler does not hold a U.S. bank account, a paper check for the amount in U.S. dollars will be sent to the mailing address provided. 3.1 Create a Voucher From an ITA Once the NDEA has received the paper voucher and receipts from the traveler, they log on to their DTS User Welcome screen and use the following steps: 1. Select the Official Travel Others drop-down list arrow and choose Vouchers (Figure 3-1). Figure 3-1 Official Travel Others Drop-Down Menu The Traveler Lookup screen opens (Figure 2-2). 2. Search for the traveler by SSN (or TIN) or by name. 3. Select the traveler from the Search Results box on the right side of the screen. 4. Select Create New Voucher From Authorization/Order. The Voucher from Authorization/Order screen opens. 5. Select Create next to the authorization that the voucher is to be created from. The Trip Overview screen opens. The remainder of this section explains how to update expenses and sign the voucher. If the voucher requires any other changes, such as changing dates or locations, see Chapter 4 of the DTS Document Processing Manual 6. Select the Expenses module and update all expenses to match actual expenses, as provided by the traveler (Figure 3-3). Invitational Travel Authorization Guide, Version 5.0 January

11 Figure 3-3 Non-Mileage Expenses Screen The signed paper voucher, all required receipts and other substantiating documentation provided by the traveler, must be attached to the DTS voucher via fax or scanning (Figure 3-4). It is important to attach all required documents (signed paper voucher and receipts) to the voucher in DTS or the DTA will need to physically archive the paper voucher and receipts for 6 years, 3 months. Figure 3-4 Receipts Screen Follow the instructions in Section of the DTS Document Processing Manual to attach the paper voucher and receipts. 5. Access the Digital Signature screen in the Review/Sign module (Figure 3-5). Invitational Travel Authorization Guide, Version 5.0 January

12 Figure 3-5 Digital Signature Screen 6. Select the T-ENTERED stamp to initiate routing. 4. Administrative The Defense Travel Administrator (DTA) should detach the traveler from the organization after the below has been accomplished: The traveler has returned from the trip. The voucher has been filed. The traveler has been reimbursed. Detaching the traveler ensures that the next time the traveler performs TDY for another DoD organization, they will be able to be received into the correct organization. See Section of the DTA Manual for detailed guidance. Invitational Travel Authorization Guide, Version 5.0 January