National travel forum us coast guard tac on 26 june 2006
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National Travel Forum US Coast Guard TAC-ON 26 June 2006 PowerPoint PPT Presentation

National Travel Forum US Coast Guard TAC-ON 26 June 2006. CWO3 Andrew Alkire Branch Chief, PSC Travel Branch Mrs. Karen Stadler Supervisor, Travel Systems Support Team Mrs. Kimberley Valenzuela Supervisor, Travel Audit Team YN2 Rebekah McLean Auditor, Travel Audit Team.

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National Travel Forum US Coast Guard TAC-ON 26 June 2006

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National travel forum us coast guard tac on 26 june 2006

National Travel ForumUS Coast Guard TAC-ON26 June 2006


Presented by psc travel

CWO3 Andrew Alkire

Branch Chief, PSC Travel Branch

Mrs. Karen Stadler

Supervisor, Travel Systems Support Team

Mrs. Kimberley Valenzuela

Supervisor, Travel Audit Team

YN2 Rebekah McLean

Auditor, Travel Audit Team

Presented by PSC Travel


Items to be discussed

PSC Procedures

T-PAX Functions: Passwords / Retrieve Request / Print Travel Voucher Summary Sheets

T-PAX Navigation: Special Claims

T-PAX Post Audit Process

Various Types of Per Diem

Items To Be Discussed …


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CWO A. Alkire

Branch Chief, Travel Business Line

Production

YNC R. Webb

Audit

K. Valenzuela

System Support

K. Stadler

Travel Support

YNC B. Bartsch

  • Audit all TDY & PCS

  • Releases all claims to FINCEN for payment

  • Researches corrective action for claims that FINCEN is unable to pay

  • Process Supplementals issued by CCB

  • Researches CC Calls

  • Process TDY & PCS

  • Forwards TPAX claims for release

15 Team mbrs

7 Team mbrs

6 Team mbrs

5 Team mbrs


Psc procedures

PSC Procedures

  • PSC batches travel claims through T-PAX daily

  • PSC examines/enters Travel Claims

  • Daily transmissions to FINCEN for disbursement of Funds

  • PSC requests Audits for T-PAX claims monthly- <$2,500 & Random Sampling

  • PSC creates negative supplementals to recoup erroneous payments (if not authorized or legal)


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Member Responsibilities

  • Prompt submission of claims

  • Providing package upon receiving audit requests

  • Check FINCEN pay history site for payments

  • Closely review TVSs (Travel Voucher Summary sheets) – now available On-Line via PSC or FINCEN websites (also available thru T-PAX)

  • Submit supplementals when necessary (new claim – signatures required)


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Travel Claim Volume

June 12th – 16th

  • 399 PCS Claims week (8000 expected)

  • 3030 TDY – T-PAX Claims week

  • 468 TDY – Manual Claims week

  • 603 Advances week

  • $88 Million Yr – 180K transactions


T pax functions

T-PAX Functions


T pax password resets

T-PAX Password Resets

Eight characters

Alphanumeric

No special characters (i.e. @#$&)

Make sure Authentication information is filled out correctly and you can remember it!!!

If the member forgets their password, they can click forgotten password, enter their Authentication information, and T-PAX will e-mail them the password.

T-PAX: Password Resets


T pax retrieve request

This option will retrieve a claim forwarded to the AO for approval as long as the AO has not approved it.

T-PAX: Retrieve Request


Travel voucher summary sheets

Can be obtained from TPAX by:

Opening “settlement”

Click on “print request”

Select “print voucher”

** For more information,

please see T-PAX tutorial

located http://cgweb.psc.uscg.mil **

Travel Voucher Summary Sheets


T pax navigation

T-PAX Navigation


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TDY Claims Only – NO PCS at this time

See it, Try it, Know it, Do it On-Demand tools

Quick Reference Guides for a number of actions (http://cgweb.psc.uscg.mil/pd.aspx)

Few changes with T-PAX from UTS system

Layout is Windows Based

T-PAX: Navigation


T pax resources

T-PAX: Resources


The not so normal travel claim

The More Difficult Claim

Back to Back claims paid for by different Tono’s

TDY within TDY (Reserve recall members are sent TDY while on recall with a different Tono)

The “Not So Normal” Travel Claim


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This is the Recall Tono


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Per Diem will only pay 75% this day


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Member needs to claim 25% additional per diem on this day


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Note this is the new Tono for the TDY after the 1st trip

Member starts the TDY claim the next day


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Per diem will pay 75% here


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This will cover the entire day of per diem due to the reduction on the beginning day of travel


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Recall Tono


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Will only reimburse 75% on first and last day


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25% to cover the reduction for travel days

Dual lodging, due to recall.


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Always good to use


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TDY within Recall period


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Will only reimburse 75% on first and last day


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25% to cover the reduction for travel days


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Pick up on the recall Tono the following day


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25% per diem to cover travel days


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T-PAX

Post Audit Process


T pax audit process

Audit Request notifications are sent out monthly by PSC TVL Branch.

Audit Request notifications are auto-generated.

Three Audit Request notifications will be sent to mbr for any claim that meets audit criteria.

T-PAX Audit Process


T pax audit process continued

Audit Criteria:

All claims resulting in an entitlement of $2500.00 or more.

10% of the remaining claims for a specified Month.

T-PAX Audit Process(continued)


T pax audit process continued1

Audit Request notifications are sent to mbr’s email addresses listed in:

T-PAX

Direct Access

**** Keep email addresses in T-PAX and

Direct Access updated ****

T-PAX Audit Process (continued)


T pax audit process continued2

1st notification of Audit Request is sent to mbr.

2nd notification of Audit Request is sent to mbr if no response is received after 30 days of 1st request.

3rd and Final notification of Audit Request is sent to mbr if no response is received after 30 days of 2nd request.

T-PAX Audit Process (continued)


T pax audit process continued3

If no response is received after 30 days of 3rd Request:

TVL will process a supplemental to recoup all monies previously paid against that claim.

TVL will send email notification of debt to mbr.

T-PAX Audit Process (continued)


T pax audit process continued4

Unit reports

Sent to all units Attn: Commanding Officer

Lists all members attached to unit with pending Audit Requests.

Lists 1st, 2nd, and 3rd audit requests for the unit.

Provides stats to unit

Stats include # of audits requested from unit

# of those audits correct

# of those audits incorrect

T-PAX Audit Process (continued)


T pax audit process continued5

Audit packages should include COPIES of:

Audit Request notification e-mail

Travel Claim

Must be signed by mbr and AO

Orders

Must be signed by Authorizing Official

Amendments / Endorsements (if any)

T-PAX Audit Process (continued)


T pax audit process continued6

Audit packages should include COPIES of:

Itemized Lodging receipts

Airfare receipts

Must show form of payment and $$ amount

Rental Car receipts

Any receipts $75.00 or more

T-PAX Audit Process (continued)


T pax audit process continued7

Audit packages should be mailed to:

Commanding Officer (TVL: T-PAX Audits)

U.S. Coast Guard

Personnel Service Center

PO Box 3551

Topeka, KS 66601

T-PAX Audit Process (continued)


T pax audit process continued8

Audit packages received by PSC TVL are:

Logged as received in database

Reviewed for completeness

If incomplete, the audit package is discarded and mbr is notified to resubmit with complete package.

30 days begin the day mbr is notified to resubmit complete package.

Reviewed for errors

T-PAX Audit Process (continued)


T pax audit process continued9

No errors found:

Audit is logged as complete.

No further action is required.

Errors found:

In member’s favor – TVL will attempt to notify mbr of the possible missed expense. It is mbr’s responsibility to review claim and submit a supplemental.

Against mbr – TVL will process a negative supplemental to recoup the overpayment.

Audit is logged as complete.

T-PAX Audit Process (continued)


T pax audit process continued10

Supplementals submitted in response to a post-audit claim that resulted in a debt and:

Debt has begun collecting from mbr’s pay (both Military and Civilian)

TVL will process the supplemental to pay mbr the additional entitlement and let the existing debt run against mbr’s pay.

T-PAX Audit Process (continued)


T pax audit process continued11

Supplementals submitted in response to a post-audit claim that resulted in a debt and:

Debt has not begun collecting from mbr’s pay (both Military and Civilian)

TVL will process the supplemental to lower or cancel the existing debt depending on the previous debt amount and amount of entitlement.

T-PAX Audit Process (continued)


Various types of per diem

Various Types of Per Diem


Tdy per diem

TDY PER DIEM

  • A per diem allowance is designed to offset the cost of lodging , meals, and incidental expenses incurred by a member while performing travel, and/or TDY away from the member’s PDS. A per diem allowance is payable for whole days, except for the departure day from and for the return day to the PDS.

  • 75% of the appropriate M&IE rate is paid for the days of departure from and/or return to the PDS in connection with TDY, regardless of what time the member departs or returns. On these days, the GMR or PMR do not apply.


Tdy per diem1

TDY Per Diem

  • Commercial Rate (Locality)

  • Government Meal Rate

  • Proportional Meal Rate

  • Deductible Meal Rate

  • Non-deductible Meals

  • Actual Expense

  • Actual Expense Lodging Plus

  • Super Actual Expense

  • Reduced Per Diem

  • No Per Diem


Finding locality rates in t pax

Finding locality rates in T-Pax


Various types of per diem1

Various Types of Per Diem

  • Locality Rate (Commercial) – This is the rate auth and given from the JFTR. This rate is determined by the lodging facility.

  • Per Diem computation for TDY of more than 12 hrs, but less than 24 hours:

  • M&IE of 75% of the M&IE rate for the TDY location is payable.

  • If more than one TDY location is involved and the mbr is not required to obtain lodging, M&IE of 75% of the highest M&IE rate is payable.

  • **Per diem is not auth when tvl is performed in the local area.


Gmr government meal rate

GMR – Government Meal Rate

  • Government Meal Rate (GMR) – The standard GMR for meals in a government mess plus $3 for incidentals expenses is paid. This rate applies each day that:

    • The GMR is directed when:

    • The government mess is available for all three meals on the U.S. Installation to which the member is assigned TDY


Pmr proportional meal rate

PMR- Proportional Meal Rate

  • Proportional Meal Rate (PMR) – the PMR plus $3 for incidentals expenses is paid. The PMR applies each day that:

    • Adequate Government quarters are available on the U.S. Installation to which the member is assigned TDY,

    • At least one meal is available and directed where the member is assigned TDY.


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Deductible Meal Rate

  • A Deductible Meal is a meal/meals:

  • Made available pursuant to an agreement between a Uniformed Service and any organization, if the orders direct use of the facility providing the meal (s);

  • Included in a registration fee paid by the Government;

  • Furnished at no cost to the traveler by a school while attending a course of instruction if the Government ultimately pays the school for the meal cost;

  • Provided by a lodging establishment for which a charge is added in the lodging cost (ex., lodging cost $75 without breakfast; lodging cost $85 with breakfast); or

  • Provided by a lodging establishment when the meal (s) are included in the lodging cost under an agreement between the Government and the lodging establishment (ex., an agency arranges for lodging at a conference / meeting and the cost of one or more meals is included in the lodging costs).

  • If all three meals are provided / consumed at no cost to the traveler, only the incidental expense amount for that day ($3 CONUS, or the applicable locality incidental expense rate is payable.


Non deductible meals

Non-Deductible Meals

The following are not deductible meals:

  • Box lunches, (which include such things as C Rations, K Rations, MREs) – except when MREs and / or other box lunches are the only method of providing adequate subsistence to members.

  • In flight meals

  • Rations furnished by the Government on military aircraft,

  • Government meals paid for by the member and consumed in a Government mess,

  • Meals provided by private individuals, or

  • Meal(s) provided by a lodging establishment on a complimentary basis without adding a charge for the meal(s) in the lodging cost (ex., lodging cost with or without breakfast).


Actual expense allowance aea

Actual Expense Allowance (AEA)

  • An actual expense allowance allows the members to be reimbursed, in unusual circumstances, for actual and necessary expenses that exceed the maximum locality per diem rate. When authorized / approved, AEA is in lieu of the per diem rates for the area. The AO may auth AEA.

  • An AEA may be auth / approved for the travel when the per diem is insufficient for part, or all, of travel assignment because:

  • Actual and necessary expenses (especially lodgings) exceed the maximum per diem,

  • Of special duties or special / unforeseen events.

  • **AEA must not be auth as part of a ‘blanket’ travel order.


Actual expense lodging plus aelp

Actual Expense Lodging Plus (AELP)

  • Ordinarily, the daily AEA maximum needed for a TDY is at/below 150% of the locality per diem rate, but in certain circumstances member’s are auth a higher rate.

  • The formula is basic:

    • 150% multiplied by the locality rate and then subtract the M&IE rate and you will have your new Lodging Plus Rate.


Super actual expense saelp

Super Actual Expense (SAELP)

  • Daily maximums for CONUS/OCONUS travel in excess of 150% but not exceeding 300% of the locality per diem rate may be auth/approved if required to meet travel-associated expenses.

  • Formula is the same as 150%.

    • 300% multiplied by the locality rate and then subtract the M&IE rate for the new Super Actual Expense Rate.


Reduced per diem

Reduced Per Diem

  • The Secretary concerned may authorize zero per diem or rates of per diem in lesser amounts.

  • When the circumstances of the travel or duty to be performed so warrant and are peculiar to that particular Service. This authority may be delegated to a chief of an appropriate bureau or staff agency of the headquarters of the Service concerned or to a commander of an appropriate naval systems command headquarters, but may not be re-delegated. Reduced per diem rates should incorporate amounts for clothes laundry/dry-cleaning/pressing if the travel is OCONUS or for less than 7 days in CONUS.


No per diem

No Per Diem

  • When Not in a Travel Status

  • Day of Leave or Proceed Time

  • When PCS MALT PLUS Per Diem Is Paid

  • Travel or TDY within PDS Limits

  • TDY within the Local Area of the PDS (Outside the PDS Limits)

  • Round Trips within 12 Hours

  • Members Traveling Together with No/Limited Reimbursement

  • Navigational and Proficiency Flights

  • Assigned to Two-crew Nuclear Submarines

  • TDY or Training Duty Aboard Government Ship

  • Aboard Ship Constructed by Commercial Contractor

  • Field Duty

  • TDY Aboard Foreign (Non-government) Ship

  • Member in Missing Status

  • Members Traveling Together


Psc travel

PSC Travel

Questions?


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