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WELCOME F-200 CBA Reconciliation – An Overview PowerPoint PPT Presentation


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WELCOME F-200 CBA Reconciliation – An Overview . F-200 CLASS OVERVIEW. Topic: CBA Reconciliation - An Overview Time: 70 to 90 minutes Target Audience: CBA Specialists, Transportation Officers Authorizing Officials, Routing Officials Pre-Requisites:

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Welcome f 200 cba reconciliation an overview

WELCOME

F-200 CBA Reconciliation –

An Overview


F 200 class overview

F-200 CLASS OVERVIEW

Topic: CBA Reconciliation - An Overview

Time: 70 to 90minutes

TargetAudience:

CBA Specialists, Transportation Officers

Authorizing Officials, Routing Officials

Pre-Requisites:

T-101 Document Processing – Authorization

T-102 Document Processing – Vouchers

OR

Experience with DTS


Welcome f 200 cba reconciliation an overview

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 f 200 cba reconciliation an overview

ATTENDANCE CREDIT

SELECT:GUEST

  • ENTER:

  • FULL NAME

  • SERVICE or AGENCY INITIALS ONLY

  • KEEP IT SIMPLE

EXAMPLES:

Lynn Green / USA

John Blue / USAF

Betty Silver / DISA

Dave Brown / USN

Barb Yellow / DFAS

Greg Orange / USMC


Communicating in class

COMMUNICATING IN CLASS

Enter questions here

  • Use chat box for all questions

  • Most answered during class

  • Some need post class follow up


Training objectives

TRAINING OBJECTIVES

  • CBA Reconciliation Module set-up

  • CBA roles and responsibilities

  • CBA reconciliation process:

    • Manual

    • Automated

  • DTS CBA Reconciliation Module functionality

  • Common errors

  • Suggestions for success


Dts cba reconciliation terms

DTS CBA RECONCILIATION TERMS

  • BIN – Bank Identification Number

  • CCV – Charge Card Vendor – Citi Bank

  • Credit Transaction – Refund transaction on CCV invoice

  • CTO –Commercial Travel Office

  • Debit Transaction – Charge transaction on CCV invoice

  • DFAS – Defense Finance and Accounting Service

  • DTMO – Defense Travel Management Office

  • PNR – Passenger Name Record

  • ROA – Read Only Access

  • TANUM – Travel Authorization Number

  • TO – Transportation Officer


Critical success factors

CRITICAL SUCCESS FACTORS

  • Leadership support

  • Service or Agency Representative contact

  • Contract or Business Rules to address:

    • CTO: Timely return of ticketed PNRs

    • Travelers: Use of DTS Reservations module

    • AOs: Timely document approval


Specialists selection and training

SPECIALISTS: SELECTION AND TRAINING

  • CBA Specialists selection:

  • DTS knowledge and skill

  • Completion of CBA Training

  • CBA Specialists training:

  • Service or Agency sponsored training

  • DTMO: T-101 & T-102 Document Processing

  • DTMO: F-200 & F-205 DTS CBA Reconciliation Module

  • DTMO: CBA Reconciliation Module Manual

  • Access to Travel Explorer (TraX) and CitiDirect®


Implementing local site set up

IMPLEMENTING LOCAL SITE SET-UP

  • Establish Citi® DTS CBA recon account

    • BIN 4614-27xx-xxxx-xxxx

    • Request application from APC

    • Application also on Citi® and DTMO websites

    • Requires 7-10 days

  • CBA information loaded into DTS

    • DTMO CBA Administrator

    • Service or Agency CBA-DTA

  • Site notifies their CTO of pending CBA usage

  • DTMO notifies partner systems


Hierarchy of cba roles

HIERARCHY OF CBA ROLES


Cba roles and responsibilities

CBA ROLES AND RESPONSIBILITIES


Cba roles and responsibilities1

CBA ROLES AND RESPONSIBILITIES


Cba roles and responsibilities2

CBA ROLES AND RESPONSIBILITIES


Summary of responsibilities

SUMMARY OF RESPONSIBILITIES


Two types of cba accounts

TWO TYPES OF CBA ACCOUNTS

Two types of CBA accounts in DTS

  • Traditional CBA Account: BIN 4614-26

    • Reconciled manually (outside of DTS)

    • Used for DTS booked travel and legacy booked travel

    • Use for foreign travel with international currency

  • DTS CBA Account: BIN 4614-27

    • Reconciled in DTS using CBA Reconciliation Module

    • Used only for DTS travel

At least one CBA account must be loaded into DTS in order to book travel using a CBA account.


Step 1 traditional cba

STEP 1: TRADITIONAL CBA

Credit Card Vendor

  • Traditional process mirrors

  • the personal CC process:

  • Traveler uses CBA to purchase ticket

  • CTO charges to CCV

  • CCV posts charges to invoice

  • Invoice sent to gov to pay


Step 2 traditional cba

STEP 2: TRADITIONAL CBA

Credit Card Vendor

CTO

Attempts to match transactions to travel documents

  • Step 2: Invoice at CTO

  • CTO receives invoice

  • CTO attempt to match


Step 3 traditional cba

STEP 3: TRADITIONAL CBA

TO

(Or CBA Specialists)

completes transaction match

Credit Card Vendor

CTO

matches transaction to travel document match

  • Step 3: Matching completed

  • CTO matches; sends forward

  • OR

  • -CCV sends to the TO for matching


Step 4 traditional cba

STEP 4: TRADITIONAL CBA

Credit Card Vendor

TO

Completes transaction match

CTO

Attempts transaction to travel document match

DFAS

Reviews, certifies, and sends payment to CCV


Step 5 traditional cba

STEP 5: TRADITIONAL CBA

Credit Card Vendor

TO

Completes transaction match

CTO

Attempts transaction to travel document match

DFAS

Reviews, certifies, and sends payment to CCV


Traditional cba issues

TRADITIONAL CBA ISSUES

  • Lengthy in-depth process

    • Requires significant staff effort

    • All transactions must be matched prior to certification

  • May not be as accurate as automated DTS reconciliation

  • More expensive

DTS Electronic CBA $4

Average cost per transaction

Traditional Manual CBA

$25

Average cost per transaction


Cba reconciliation benefits

CBA RECONCILIATION BENEFITS

  • Improves efficiency of reconciliation process:

    • Auto-reconciles CCV invoices against DTS documents

    • Matches transactions when possible

    • Validates obligation correct in accounting system

  • Minimizes efforts of multiple resources

    • CBA Specialist only matches unmatched transactions

  • Streamlines payment process

    • Electronically sends certified invoice to DFAS for payment

  • Increases rebates due to ability of interim invoices


Dts cba invoices key points

DTS CBA INVOICES: KEY POINTS

  • CCV invoice sent to DTS

    • Can not be altered

    • Can be converted

  • DTS converts CCV invoice to a DTS invoice

    • Invoice can be altered

    • Transactions can be removed

    • DTS generates and automatically sends emails

Up to 5 CBA Specialists can work on

reconciling an account at the same time


Cba home open invoices

CBA HOME & OPEN INVOICES


Dts cba navigation

DTS CBA NAVIGATION


Step 1 dts auto reconciliation

STEP 1: DTS AUTO-RECONCILIATION

Credit Card Vendor

  • Step 1: Starts with CCV

  • CCV processes charges against CBA account

  • CCV posts charges to invoice monthly


Step 2 dts auto reconciliation

STEP 2: DTS AUTO-RECONCILIATION

Credit Card Vendor

DTS CBA Module

CCV Invoice

  • Step 2: Invoice to DTS

  • Electronic version sent

  • View only if prior month not process


Step 3 dts auto reconciliation

STEP 3: DTS AUTO-RECONCILIATION

Credit Card Vendor

DTS CBA Module

CCV Invoice

Rejected Invoice returned to CCV

Step 3: DTS check invoice

-Proper format

-Correct account number

-If wrong, returned to CCV w/in 7 days


Step 4 dts auto reconciliation

STEP 4: DTS AUTO-RECONCILIATION

Credit Card Vendor

DTS CBA Module

Auto Reconciliation

CCV Invoice

DTS Invoice

Rejected Invoice returned to CCV

Step 4: DTS Auto-Reconciles invoices

-Only view 1 invoice at a time

-Unpaid invoices subject to PPA

-30 day PPA clock starts when DTS sends notice of receipt back to CCV


Step 5 dts auto reconciliation

STEP 5: DTS AUTO-RECONCILIATION

Credit Card Vendor

Auto Reconciliation

DTS CBA Module

CCV Invoice

DTS Invoice

Rejected Invoice returned to CCV

Matched Transactions

Matching Classifications:

-Matched

-Suspended

-Unmatched


Primary matching criteria

PRIMARY MATCHING CRITERIA

PRIMARY MATCHING CRITERIA:

  • Method of payment set to CBA

  • Ticket number and one of the following

    • Dollar amount approved w POS ACK RECEIVED on Auth

    • Dollar amount approved w PAID on Voucher

  • Only identical transactions on CCV invoice

    AND trip record are matched

DTS Automatically Compares

CCV

Invoice

Details

DTS

Travel

Documents


Secondary matching criteria

SECONDARY MATCHING CRITERIA

SECONDARY MATCHING CRITERIA

  • Dollar amount

  • Method of payment set to CBA in documents

  • Traveler name

  • Ticket date +/- 30 days from transaction date on invoice

  • Ticket number can not equal: “See Attached Ticket”

DTS Automatically Compares

CCV

Invoice

Details

DTS

Travel

Documents


Sample matched classifications

SAMPLE MATCHED CLASSIFICATIONS


Advance credits

ADVANCE CREDITS

Debit invoice line item matches cancelled DTS trip record.

  • Match based on:

    • Ticket number and ticket cost match a DTS trip record; or

    • Traveler name and ticket cost match a DTS trip record; or

    • TANUM and ticket cost match to a DTS trip record.

  • Advance Credit debit not applied to current invoice payment

  • No further action required by CBA Specialist


Step 6 dts auto reconciliation

STEP 6: DTS AUTO-RECONCILIATION

Credit Card Vendor

Auto Reconciliation

DTS CBA Module

CCV Invoice

DTS Invoice

Rejected Invoice returned to CCV

Matched Transactions

Suspended Transactions


Suspended transactions

SUSPENDED TRANSACTIONS

DTS Automatically Compares

CCV Invoice Transaction: Pending Credit

Canceled

DTS Travel

Document

CCV Invoice Transaction: Pending Fee Credit

Canceled

DTS Travel

Document

CCV Invoice Transaction

DTS Travel Document: Pending Cancel


Suspended transaction summary

SUSPENDED TRANSACTION SUMMARY


Step 7 dts auto reconciliation

STEP 7: DTS AUTO-RECONCILIATION

Credit Card Vendor

Auto Reconciliation

DTS CBA Module

CCV Invoice

DTS Invoice

Rejected Invoice returned to CCV

Matched Transactions

Suspended Transactions

Unmatched Transactions


Sample unmatched classifications

SAMPLE UNMATCHED CLASSIFICATIONS


Unmatched manual transactions

UNMATCHED MANUAL TRANSACTIONS

Manual reconciliation requires CBA Specialist to:

  • Prompt traveler to initiate amendment to correct the amount as needed, ticket number, or method of payment

    OR

  • Initiate amendment (in CBA Module) to correct ticket amount

    OR

  • Apply a Manual Advance Credit to the document

    OR

  • Remove transaction from invoice for research and resolution

Unmatched Transactions must be reconciled

OR removed in order for the invoice to be paid


Step 1 manual reconciliation

STEP 1: MANUAL RECONCILIATION

Open Invoice


Locate unmatched invoices

LOCATE UNMATCHED INVOICES


Step 2 manual reconciliation

STEP 2: MANUAL RECONCILIATION

Open Invoice

Review Invoice Summary


Invoice summary screen

INVOICE SUMMARY SCREEN


Step 3 manual reconciliation

STEP 3: MANUAL RECONCILIATION

Open Invoice

Review Invoice Summary

Review Transaction Summary


Transaction summary

TRANSACTION SUMMARY


Step 4 manual reconciliation

STEP 4: MANUAL RECONCILIATION

Open Invoice

Review Invoice Summary

Review Transaction Summary

Update Transaction Detail


Open transaction detail screen

OPEN TRANSACTION DETAIL SCREEN


Step 5 manual reconciliation

STEP 5: MANUAL RECONCILIATION

Open the invoice

Review the invoice summary

Review the transaction summary

Update the transaction detail

Trip record has wrong ticket num or MOP

Trip record has wrong dollar amount

Traveler initiated amendment

CBA Specialist initiates amendment

AO or Auto Approve

Reconcile by TANUM or Ticket Number


Amendments

AMENDMENTS

Trip document corresponds to CCV invoice

Transaction and method of payment, ticket

Number of dollar or dollar do not match

  • Documents amended by the traveler

    • Used when transaction unmatched due to different methods of payment or ticket numbers

    • Amendment initiated through normal DTS process

  • Documents amended by CBA Specialist

    • Used when transactions unmatched due to different amounts

    • Can’t amend CTO fees not included on document

    • Amendment initiated from CBA module


Initiate amendment

INITIATE AMENDMENT


Route for approval

ROUTE FOR APPROVAL


Step 6 manual reconciliation

STEP 6: MANUAL RECONCILIATION

Open the invoice

Review the invoice summary

Review the transaction summary

Update the transaction detail

Manual advance credit

CBA Specialist applies credit


Manual advance credit

MANUAL ADVANCE CREDIT

  • Applied to the invoice in the CBA module when:

    • A debit on invoice matches canceled DTS trip record

    • Refund amount on trip record less than amount on invoice

  • The refund will be applied to the current invoice payment


Manual advanced credit

MANUAL ADVANCED CREDIT


Step 7 manual reconciliation

STEP 7: MANUAL RECONCILIATION

Open the invoice

Review the invoice summary

Review the transaction summary

Update the transaction detail

Cannot resolve quickly

Disputed

Held

Released from held


Removed transactions

REMOVED TRANSACTIONS

HELD TRANSACTIONS:

  • Held pending further action

  • Prevents remaining transactions from falling delinquent

  • Requires further action by CBA Specialist

    DISPUTED TRANSACTIONS:

  • CBA Specialist believes the transaction is invalid and disputes it back to the CCV

  • If dispute is invalid; no further action required

  • If dispute is valid; transaction must be marked closed


Held transaction summary

HELD TRANSACTION SUMMARY


Disputed transaction summary

DISPUTED TRANSACTION SUMMARY


Held disputed suspended

HELD – DISPUTED - SUSPENDED


Manual reconciliation process

MANUAL RECONCILIATION PROCESS

Open the invoice

Review the invoice summary

Review the transaction summary

Update the transaction detail

Trip record has wrong ticket num or MOP

Trip record has wrong dollar amount

Manual advance credit

Cannot resolve quickly

Traveler initiated amendment

CBA Specialist initiates amendment

CBA Specialist applies credit

Disputed

Held

Released from held

AO or Auto Approve

Reconcile by TANUM or Ticket Number


Consolidated transactions

CONSOLIDATED TRANSACTIONS

WASH DEBIT/CREDIT:

Debit and credit for same dollar amount and for same ticket number on the same invoice

  • Occurs when a full refund is received

  • No payment sent

    NETTED TRANSACTION:

    Debit and credit do not sum to zero

  • Occurs when a partial refund is received

  • Result processed normally

Group Detail button appears when consolidated transactions are identified


Group detail

GROUP DETAIL


Acknowledgement certification

ACKNOWLEDGEMENT & CERTIFICATION

Last two steps of the process:

  • Acknowledgement Invoice

    • Ready when all transactions are in a Matched status

    • Acknowledged and kept if no transactions to be paid

    • Ready to certify if transactions need to be paid

  • Certification of Invoice

    • Invoice ready to send to disbursing for processing


Awaiting certification invoice

AWAITING CERTIFICATION INVOICE


Electronic cba invoice flow

ELECTRONIC CBA INVOICE FLOW


Transaction status paid

TRANSACTION STATUS: PAID


Prompt pay compliance

PROMPT PAY & COMPLIANCE

  • Prompt Pay Act

    • CBA transactions invoices fall under the Prompt Payment Act

    • Must be paid within 30 calendar days to avoid penalty

    • Process and payment is incorporated in the CBA module

  • Compliance Reports

    • Used to monitor and manage

      transactions subject to the Prompt Payment Act due to delays in processing


Generate compliance report

GENERATE COMPLIANCE REPORT


Reconciliation compliance reports

RECONCILIATION COMPLIANCE REPORTS


Common cba user errors

COMMON CBA USER ERRORS

  • CTOs fail to:

    • Update Trip record

    • Return PNR to DTS upon ticketing

  • Travelers fail to:

    • Cancel authorization correctly

    • Include non-DTS ticket purchases

    • Complete and submit voucher promptly

  • Routing Officials fail to:

    • Review documents promptly

    • Approve CBA amendments promptly

    • Follow cancellation procedures

    • Review documents for IBA compliance


Suggestions for success

SUGGESTIONS FOR SUCCESS

  • CTOs should understand and follow local business rules:

    • Ticketing procedures

    • Comments to traveler and AO

    • Never bill a DTS CBA Account for a non-DTS PNR

  • Travelers should always:

    • Use Reservation module

    • Use request assistance button vs. calling CTO directly

    • Properly cancel DTS documents

    • Include all airline and CTO fees in voucher


  • Suggestions for success cont

    SUGGESTIONS FOR SUCCESS (Cont.)

    Routing Officials should always:

    • Attempt to minimize CBA use

    • Approve documents in a timely manner

    • Properly cancel DTS documents

    • Understand CBA process


    Summary

    SUMMARY

    • CBA reconciliation at your site

    • CBA roles and responsibilities

    • CBA reconciliation process

      • Manual

      • Automated

    • DTS CBA Reconciliation Module

    • Common errors/suggestions for success


    Welcome f 200 cba reconciliation an overview

    CLASS CLOSING LOBBY

    • Lobby set-up:

    • Instructor audio turned off

    • Questions answered for 15 minutes

    • Lobby stays open 60 minutes

    • Please help us evaluate:

    • 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


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