TPAX Evacuation Claims

Transcription

1 TPAX Evacuation Claims Introduction The guide provides the procedures for entering an evacuation claim in TPAX using the employee identification number. Procedures See below. 1 After logging into TPAX, select Settlement Request form the Create New dropdown. 2 Input order information. Note that the Type of Order is evacuation and the Purpose of Trip is emergency. Enter the Disaster name that can be found in the drop-down menu. Enter the Evacuated From location and the Designated Location (safe haven). Click Next. 1

2 3 Click on the Dependents tab to move to the dependent entry screen. If dependents have been processed through the travel system before (such as a previous evacuation or a PCS move), click Get Dependents. If getting dependents does not work or you need to add another, click Add and enter the information for the dependents. 4 Click Save. 2

3 5 This brings you to the travel claim portion. Notice that there are 2 entitlements that may be added: Evacuation for the dependents &/or civilian employees & Temporary Duty Trip for the military member (they are not evacuated no matter the location they go). 6 Evacuation is where you will put the military dependents as well as civilian employees and their dependents. Click Add This Entitlement. 3

4 7 If the dependents are authorized their own POV, enter in 1 for the Number of cars authorized and then select the dependents that are traveling on this leg. Select the Itinerary tab. 4

5 8 Enter in the itinerary for the dependents and ensure Reason for Stop is SH - Safe Haven (SH). Enter in the Daily lodging (Ldg) Cost and Lodging Tax in the appropriate fields. In this example the dependents are flying from PR to FL, a car would not be authorized. If the military member is traveling with the dependents (in one car or in 2 cars) select the Member. Click Accept Leg. NOTE: If dependents travel to a location other than the SH listed on the evacuation message, the Arrival Location to input is the state in which the dependents traveled. Use OTHER for the city and county codes. This will pay standard CONUS rate. 9 Enter in the final leg of travel and click Accept. 5

6 10 Enter any/all reimbursements. If evacuees are at the SH without a POV, then ensure you enter into the Reimbursables $25/day for local area transit for evacuation days not to include official travel days. Click Accept Expense. 11 Click Accept Changes. 12 The Settlement Request screen will appear and you will see the evacuation leg. 6

7 13 Next select the Temporary Duty Trip and add this entitlement. 14 This is where you will put the military member s travel information like it was Regular TDY, because it is. (Member can go to the SH with the family and then get recalled to duty and have to leave, or the member may have to pull duty first and then meet up with the family.) Select the primary mode of transportation in the Transportation Restrictions and select the Number of cars authorized (if any). 7

8 15 Input the itinerary as normal. In this example, the member is going to perform duty at a secondary location and will meet up with the family at a later date. NOTE: In the above example, the member is only being reimbursed for the Miami lodging costs because in Orlando the dependents are reimbursed for the lodging. If the member travels with the family together at the same time, input the lodging on the dependent evacuation leg for correct computations. 16 Next enter in any reimbursable expenses for the member and click Accept Changes. 17 Now you have 2 itineraries, one for the member and another for the dependents. Click the Computations tab. 8

9 18 Notice how the system is paying evacuation entitlements for the dependents based on age and based on the length of the evacuation. Dependents 12 and over receive 100% and dependents under 12 receive 50% for the first 30 days. For days per diem is reduced to 60% (12 yrs. and up) and 30% (12 yrs. and younger), respectively of the locality per diem rate. On the 31 st day, the system computes these amounts for you. 9

10 19 Next click on the Computations tab for the Temporary Duty. Notice the military member gets full per diem for travel. 10

11 20 Next fill out the Financial tab and input the line of accounting associated with the orders. In this case it was a FY cross over so you would input the FY17 total debits in the first line of accounting amount. Click Accept Line. 21 Add the 2 nd line for FY 18 and click Save. 23 Next click Manage Images and upload orders, amendments, mandatory receipts for lodging and transportation and then any other expenses over $ Save the claim as normal, entering in justification remarks if necessary and certifying expenses. 11

12 25 On the Travel Voucher Summary (TVS) you will see the breakdown of the member/employee and dependent expenses on the first page. Notice on the subsequent pages of the TVS, the entitlements are broken out between the member/employee and dependents. 12