Welcome t 101 document processing authorizations
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WELCOME T-101 Document Processing - AUTHORIZATIONS. DTS T-101 CLASS OVERVEW. Topic: DTS Document Processing-Authorizations Target Audience : Travelers – NDEAs - AOs (Any one who makes or approves travel orders) Time: 60-70 minutes Pre-Requisites: None. TECHNICAL ISSUES? AUDIO GAPS

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WELCOME T-101 Document Processing - AUTHORIZATIONS

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Welcome t 101 document processing authorizations

WELCOME T-101 Document Processing - AUTHORIZATIONS


Dts t 101 class overvew

DTS T-101 CLASS OVERVEW

Topic: DTS Document Processing-Authorizations

TargetAudience: Travelers – NDEAs - AOs

(Any one who makes or approves travel orders)

Time: 60-70 minutes

Pre-Requisites: None


Welcome t 101 document processing authorizations

TECHNICAL ISSUES?

  • AUDIO GAPS

  • SLOW SCREEN CHANGES

  • DISCONNECTS

  • Exit class

  • Close all other software applications

  • Log back into class

  • Check with local IT staff

  • If problem persists call the DISA Help Desk:

  • 1-800-447-2457


Welcome t 101 document processing authorizations

ATTENDANCE CREDIT

SELECT:GUEST

ENTER:FULL NAME + SERVICE/AGENCY INITIALS

Helen Smith/DTMO


Communicating in class

COMMUNICATING IN CLASS

5


Training objectives

TRAINING OBJECTIVES

  • Create an Authorization in DTS

  • Complete a TDY trip itinerary

  • Make travel reservations

  • Enter estimated expenses

  • Select Lines of Accounting

  • Add or modify per diem entitlements

  • Validate your EFT information

  • Sign Authorization to route for approval


Welcome t 101 document processing authorizations

DTS AUTHORIZATION PROCESS

Interface with CTO for lodging,

rental car, & transportation

AO stamps

document APPROVED

w digital signature

Traveler/Clerk/NDEA

creates auth in DTS

TDY

ATM advance,

if required

Traveler receives completed authorization. May print if necessary

Ticketing

7


Dts home page

DTS HOME PAGE


Access authorizations module

ACCESS AUTHORIZATIONS MODULE


Create new authorization order

CREATE NEW AUTHORIZATION/ORDER


Create itinerary enter departure information

CREATE ITINERARY:ENTER DEPARTURE INFORMATION


Create itinerary departing date trip type

CREATE ITINERARY:DEPARTING DATE & TRIP TYPE


Trip type options

TRIP TYPE OPTIONS

  • TDY Reimbursements

  • Transportation and Lodging

  • Mileage and Non-Mileage

  • Meals and Incidental

  • Special Circumstances

  • Available as a Trip Type


Create itinerary trip purpose trip description

CREATE ITINERARY:TRIP PURPOSE & TRIP DESCRIPTION


Itinerary section b select travel mode time

ITINERARY SECTION B:SELECT TRAVEL MODE & TIME


Itinerary section c enter tdy location

ITINERARY SECTION C:ENTER TDY LOCATION


Create itinerary identify outbound travel

CREATE ITINERARY:IDENTIFY OUTBOUND TRAVEL


Create itinerary identify additional reservations

CREATE ITINERARY:IDENTIFY ADDITIONAL RESERVATIONS


Create itinerary identify return travel

CREATE ITINERARY:IDENTIFY RETURN TRAVEL


Cto full assistance screen

CTO FULL ASSISTANCE SCREEN


Itinerary save and proceed

ITINERARY: SAVE AND PROCEED


Dod policy regarding use of dts

DoD POLICY REGARDING USE OF DTS

Commercial transportation reservations

Commercial lodging reservations

can be secured via

DTS or CTO

BUT

PER DoD POLICY

JFTR/JTR

ALL TRANSPORTATION

RESERVATIONS THAT

CAN BE MADE IN DTS

SHOULD BE MADE IN DTS*

*Even reservations completed by third parties

Such as embassy staff


Air reservations screen review

AIR RESERVATIONS: SCREEN REVIEW


Air reservations request assistance

AIR RESERVATIONS:REQUEST ASSISTANCE


Air reservations key points

AIR RESERVATIONS: KEY POINTS

  • Results auto-sort under 5 tabs; based on DoD policy

    • Results always open on left most tab with results

      • Results can be resorted at any time

  • Reservations can not be held indefinitely

    • ALWAYS select tab 1 or 2 first; when flights available

      • ALWAYS select from left most tab when possible

  • Tab 1 and 2 flights NEVER require justification to an AO

    • Tab 3 and 4 flights ALWAYS require justification to an AO


Welcome t 101 document processing authorizations

AIR RESERVATIONS: TAB 1 & TAB 2


Air reservations tab 3 tab 4

AIR RESERVATIONS: TAB 3 & TAB 4


Air reservations alt airport indicator

AIR RESERVATIONS:ALT AIRPORT INDICATOR


Air reservations screen details

AIR RESERVATIONS: SCREEN DETAILS


Air reservations seating charts

AIR RESERVATIONS: SEATING CHARTS


Travel ticket identification information

TRAVEL/TICKET IDENTIFICATION INFORMATION


Air reservations completed

AIR RESERVATIONS: COMPLETED


Rental car reservations screen

RENTAL CAR RESERVATIONS SCREEN


Rental car default parameters

RENTAL CAR DEFAULT PARAMETERS

  • DTS follows DoD policy for TDY travel:

    • Always sorted lowest to highest prices

    • Lowest priced vehicle is always first

    • Compact is always the default size

  • Based on these defaults:

    • AO approval never needed for selection of first car

    • AO approval always needed for any car except the first

    • AO approval always needed for any car except lowest priced


Rental car returned results

RENTAL CAR: RETURNED RESULTS


Rental cars select car or request assistance

RENTAL CARS:SELECT CAR OR REQUEST ASSISTANCE


Base quarters

BASE QUARTERS

  • For Military Members

  • On base quarters is required for:

    • Military members performing duty on a DoD installation

    • Non-Availability number required for reimbursement above the on-base lodging rate

  • Military lodging reservations cannot be made in DTS

    • Military traveler books reservations directly with base

    • Booked reservations entered in DTS/Per Diem Entitlements

  • For Civilian Employees

  • AO cannot require civilians to stay in base quarters.


Lodging reservations options and info

LODGING RESERVATIONS:OPTIONS AND INFO


Lodging reservations select hotel

LODGING RESERVATIONS: SELECT HOTEL


Lodging reservations room selection

LODGING RESERVATIONS: ROOM SELECTION


Reservations trip summary

RESERVATIONS: TRIP SUMMARY


Trip summary select air options

TRIP SUMMARY: SELECT AIR OPTIONS


Trip summary select rental car payment option

TRIP SUMMARY:SELECT RENTAL CAR PAYMENT OPTION


Trip summary select lodging options

TRIP SUMMARY: SELECT LODGING OPTIONS


Trip summary final trip itinerary confirmations

TRIP SUMMARY: FINAL TRIP ITINERARY - CONFIRMATIONS


Signature required warning

SIGNATURE REQUIRED WARNING

Your confirmed travel reservations

will be cancelled in 24 hours if your

Authorization remains unsigned.

Reservations

Traveler: SIGNED stamp

AO: APPROVED stamp


Non mileage expenses screen

NON-MILEAGE EXPENSES SCREEN


Non mileage expenses drop down

NON-MILEAGE EXPENSES DROP-DOWN


Adding more mileage expenses

ADDING MORE MILEAGE EXPENSES


Expenses enter mileage

EXPENSES: ENTER MILEAGE


Per diem entitlements summary

PER DIEM ENTITLEMENTS: SUMMARY


Per diem details adjust date range

PER DIEM DETAILS: ADJUST DATE RANGE


Per diem details adjust lodging

PER DIEM DETAILS: ADJUST LODGING


Per diem details claim actual lodging

PER DIEM DETAILS:CLAIM ACTUAL LODGING


Per diem summary actual lodging

PER DIEM SUMMARY: ACTUAL LODGING


Per diem details duty conditions

PER DIEM DETAILS: DUTY CONDITIONS


Per diem details meal provided

PER DIEM DETAILS: MEAL PROVIDED


Welcome t 101 document processing authorizations

PER DIEM SUMMARY: MEAL PROVIDED


Expenses substantiating records

EXPENSES:SUBSTANTIATING RECORDS

HOW TO ATTACH RECEIPTS AND DOCUMENTS

AS SUBSTANTIATING RECORDS

IN DTS IS COVERED IN:

T-102 Document Processing: Vouchers

Check TraX for dates and times


Accounting codes trip totals

ACCOUNTING CODES – TRIP TOTALS

  • Accounting Code required for all official DoD travel

  • DTS Accounting Codes are called LOA’s

  • LOA’s are usually adjusted by an AO; not a traveler

  • Please contact your DTA to learn how

  • to insert or change an LOA


Additional options

ADDITIONAL OPTIONS


Validate eft information

VALIDATE EFT INFORMATION


Review sign preview

REVIEW/SIGN: PREVIEW

  • DTS documents must be stamped SIGNED before they will route for review and approval.

  • DTS documents not stamped SIGNED within 24 hours of the time started trigger the cancellation of all selected reservations


Review sign preview1

REVIEW/SIGN: PREVIEW


Other authorizations

OTHER AUTHORIZATIONS


Pre audit triggers

PRE-AUDIT TRIGGERS

  • WHAT TRIGGERS A PRE-AUDIT FLAG?

  • Anything outside policy; per JFTR/JTR

  • Excessive expenses

  • Advisory notices


Pre audit flags justifications

PRE-AUDIT: FLAGS & JUSTIFICATIONS


Pre audit air reservation

PRE-AUDIT AIR RESERVATION


Pre audit advisory notices

PRE-AUDIT: ADVISORY NOTICES


Review sign digital signature

REVIEW/SIGN: DIGITAL SIGNATURE


Digital signature login

DIGITAL SIGNATURE LOGIN

The CAC PIN is not required when signing a document, DTS will automatically match the certificate you used when initially logged into DTS


Signed authorization

SIGNED AUTHORIZATION


Welcome t 101 document processing authorizations

SUMMARY POINTS

  • DTS Authorization is step #1 for TDY travel

  • Build the entire itinerary first

  • Complete ALL travel reservations

  • Enter estimated expenses

  • Check or add your LOA

  • Adjust Per Diem Entitlements

  • Respond to Other Authorization prompts

  • Respond to Pre-Audit prompts

  • SIGN the doc to send it for approval


Welcome t 101 document processing authorizations

CLASS CLOSING LOBBY

  • Lobby set-up:

  • Instructor audio turned off

  • Questions answered for 15 minutes

  • Lobby stays open 60 minutes

  • Please help us improve this class:

  • Complete evaluation

  • Provide feedback

  • Use the lobby resources:

  • Download class slides

  • Use links to DTMO website & TRAX


Thank you for attending distance learning

THANK YOU FOR ATTENDING DISTANCE LEARNING

For a three month schedule of

DTMO distance learning classes

Go to the

DTMO Website > Training Resources Center


  • Login