WELCOME F-200 CBA Reconciliation – An Overview

1. WELCOME F-200 CBA Reconciliation – An Overview

2. 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

3. 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

4. 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

5. COMMUNICATING IN CLASS Enter questions here • Use chat box for all questions • Most answered during class • Some need post class follow up

6. 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

7. 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

8. 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

9. 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®

10. 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

11. HIERARCHY OF CBA ROLES

12. CBA ROLES AND RESPONSIBILITIES

13. CBA ROLES AND RESPONSIBILITIES

14. CBA ROLES AND RESPONSIBILITIES

15. SUMMARY OF RESPONSIBILITIES

16. 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.

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. CBA HOME & OPEN INVOICES

26. DTS CBA NAVIGATION

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. SAMPLE MATCHED CLASSIFICATIONS

35. 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

36. 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

37. 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

38. SUSPENDED TRANSACTION SUMMARY

39. 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

40. SAMPLE UNMATCHED CLASSIFICATIONS

41. 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

42. STEP 1: MANUAL RECONCILIATION Open Invoice

43. LOCATE UNMATCHED INVOICES

44. STEP 2: MANUAL RECONCILIATION Open Invoice Review Invoice Summary

45. INVOICE SUMMARY SCREEN

46. STEP 3: MANUAL RECONCILIATION Open Invoice Review Invoice Summary Review Transaction Summary

47. TRANSACTION SUMMARY

48. STEP 4: MANUAL RECONCILIATION Open Invoice Review Invoice Summary Review Transaction Summary Update Transaction Detail

49. OPEN TRANSACTION DETAIL SCREEN

50. 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