PSC Customer Advisory Council Conference 2007 United States Coast Guard Personnel Service Center

Travel 101 Travel Process Authorization/Orders – Manual, TPAX Advances – Faxed Manual, TPAX Settlements – Mailed Originals Manual, TPAX, PSC Audits

Travel Process

Authorization/Orders – Manual, TPAX

Advances – Faxed Manual, TPAX

Settlements – Mailed Originals Manual, TPAX, PSC

Audits

Teams within the Travel Branch Travel Support Team (TST) Production Team Audit Team System Support Team Travel 101

Teams within the Travel Branch

Travel Support Team (TST)

Production Team

Audit Team

System Support Team

Travel Support Team (TST) Mail – Fedex, DHL, Certified (Database) Logging of Claims – WINIATS Manual Kick Back of Claims Forwarding to FINCEN – DITY/SPM Claims Customer Call Center Travel Support Travel 101

Travel Support Team (TST)

Mail – Fedex, DHL, Certified (Database)

Logging of Claims – WINIATS

Manual Kick Back of Claims

Forwarding to FINCEN – DITY/SPM Claims

Customer Call Center Travel Support

Production Team PCS and TDY Claim Completion Review of TPAX Claims and Advances Industrial Claim Completion – ARSC, Yard Travel Advance Completion – PSC and TDY Civilian PCS Completion Travel 101

Production Team

PCS and TDY Claim Completion

Review of TPAX Claims and Advances

Industrial Claim Completion – ARSC, Yard

Travel Advance Completion – PSC and TDY

Civilian PCS Completion

Audit Team Auditing of Production Team’s Work Audit (2 nd Review) of TPAX Claims TPAX Audit Review – Flagged amounts = $2,500 and $1,000 Airfare PAO Release of Audited Claims to FINCEN for payment Hot Audit Travel 101

Audit Team

Auditing of Production Team’s Work

Audit (2 nd Review) of TPAX Claims

TPAX Audit Review – Flagged amounts = $2,500 and $1,000 Airfare

PAO Release of Audited Claims to FINCEN for payment

Hot Audit

System Support Team Software Support – TPAX upgrades, internal travel support FINCEN Liaison – debt stoppage, prior payment work Exception Reports Review Travel 101

System Support Team

Software Support – TPAX upgrades, internal travel support

FINCEN Liaison – debt stoppage, prior payment work

Exception Reports Review

T-PAX Password Requirements T-PAX Retrieve Request Travel Voucher Summary (TVS) Split Disbursement T-PAX Audit Process Travel Discussion

T-PAX Password Requirements

T-PAX Retrieve Request

Travel Voucher Summary (TVS)

Split Disbursement

T-PAX Audit Process

T-PAX Password Requirements Nine 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 Passwords

T-PAX Password Requirements

Nine 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.

Retrieve Request option will retrieve a claim or authorization forwarded to the AO for approval as long as the AO has not already approved it. T-PAX Retrieve Request

Retrieve Request option will retrieve a claim or authorization forwarded to the AO for approval

as long as the

AO has not

already

approved it.

TVS can be retrieved from TPAX by: Opening “settlement” Click on “print request” Select “print voucher” * For more information, please see T-PAX tutorial located at http:// www.uscg.mil/hq/psc/multimedia.asp#T -PAX Travel Voucher Summary (TVS)

TVS can be retrieved from TPAX by:

Opening “settlement”

Click on “print request”

Select “print voucher”

* For more information, please

see T-PAX tutorial located at

http:// www.uscg.mil/hq/psc/multimedia.asp#T -PAX

Split Disbursement What is Split Disbursement (split-D)? Split disbursement is a function in which a payment is made to the member’s government travel charge card (GTCC) on behalf of the member and any remaining balance is reimbursed to the member. Split Disbursement will be enabled in T-PAX

What is Split Disbursement (split-D)?

Split disbursement is a function in which a payment is made to the member’s government travel charge card (GTCC) on behalf of the member and any remaining balance is reimbursed to the member.

Split Disbursement will be enabled in T-PAX

Split-D (cont.) Process your travel claim in TPAX as you normally would. On the Actual Itinerary, TPAX will auto calculate the lodging and lodging taxes as GTCC expenses.

Process your travel claim in TPAX as you normally would.

On the Actual Itinerary, TPAX will auto calculate the lodging and lodging taxes as GTCC expenses.

Reimbursable items may be checked as Split for split-D. Daily M&IE rate will not auto populate. Adjust total amount for split-D in Financial Tab. Split-D (cont.)

Reimbursable items may be checked as Split for split-D.

Daily M&IE rate will not auto populate. Adjust total amount for split-D in Financial Tab.

Split-D (cont.) On the Financial Tab Method of Payment EFT must be selected Computed Split This is the pre-computed estimate for split-D Due Traveler This is the total travel entitlement for this claim Split Payment Input how much money to deduct from the “Due Traveler” and pay to the member’s GTCC.

On the Financial Tab

Method of Payment

EFT must be selected

Computed Split

This is the pre-computed estimate for split-D

Due Traveler

This is the total travel entitlement for this claim

Split Payment

Input how much money to deduct from the “Due Traveler” and pay to the member’s GTCC.

Split-D (cont.) On the previous screen, TPAX calculated a payment due $7,584.24 and the estimated GTCC of $4,522.50. Traveler wants $5,000.00 to be paid to the GTCC. Tab past the split payment, the system auto adjusts the amount due traveler. The traveler will receive this amount via EFT. Proceed with your claim as normal.

On the previous screen, TPAX calculated a payment due $7,584.24 and the estimated GTCC of $4,522.50.

Traveler wants $5,000.00 to be paid to the GTCC.

Tab past the split payment, the system auto adjusts the amount due traveler.

The traveler will receive this amount via EFT.

Proceed with your claim as normal.

Split-D (cont.) Note: Only an amount equal to or less than the amount due may be authorized for split-D.

Note:

Only an amount equal to or less than the amount due may be authorized for split-D.

Split-D (cont.) If GTCC information is not on file at FINCEN, and split-D is selected, the traveler will receive full payment of travel entitlements. It is always the traveler’s responsibility to pay the GTCC balance. Split-D will pay charges on issued Government Charge Card (GTCC) in a timely fashion.

If GTCC information is not on file at FINCEN, and split-D is selected, the traveler will receive full payment of travel entitlements.

It is always the traveler’s responsibility to pay the GTCC balance.

Split-D will pay charges on issued Government Charge Card (GTCC) in a timely fashion.

Split-D (Cont.) Split-D will not pay a traveler’s personal credit card. Any balance on the GTCC is the traveler’s responsibility to pay promptly. GTCC overpayments* - All refunds to the GTCC must be coordinated by the traveler directly with Citibank at 1-800-790-7206. *This is not a function of the PSC Travel Branch or PSC/FINCEN Customer Service Departments.

Split-D will not pay a traveler’s personal credit card.

Any balance on the GTCC is the traveler’s responsibility to pay promptly.

GTCC overpayments* - All refunds to the GTCC must be coordinated by the traveler directly with Citibank at 1-800-790-7206.

*This is not a function of the PSC Travel Branch or PSC/FINCEN Customer Service Departments.

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 member for any claim that meets audit criteria. 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 member for any claim that meets audit criteria.

Audit Criteria: All claims resulting in an entitlement of $2,500.00 or more. 15% of all claims submitted through TPAX for a specified month. T-PAX Audit Process (cont.)

Audit Criteria:

All claims resulting in an entitlement of $2,500.00 or more.

15% of all claims submitted through TPAX for a specified month.

Audit Request notifications are sent to member’s email addresses listed in: T-PAX (primary email address) ** Keep email addresses in Direct Access and T-PAX updated. T-PAX Audit Process (cont.)

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

T-PAX (primary email address)

** Keep email addresses in

Direct Access and T-PAX updated.

Audit requests “normally” will be sent the first business day of the first full week of the month. 1 st notification of Audit Request is sent to member. 2 nd notification of Audit Request is sent to member if no response is received after 30 days of 1 st request. 3 rd and Final notification of Audit Request is sent to member if no response is received after 30 days of 2 nd request. Members may also receive this information/status by logging onto FINCEN’s web site http://cgweb.fincen.uscg.mil/TVS_AUX2/ T-PAX Audit Process (cont.)

Audit requests “normally” will be sent the first business day of the first full week of the month.

1 st notification of Audit Request is sent to member.

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

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

Members may also receive this information/status by logging onto FINCEN’s web site

http://cgweb.fincen.uscg.mil/TVS_AUX2/

If no response is received after 30 days of 3 rd Request: PSC will process a supplemental to recoup all monies previously paid against that claim. PSC will send email notification of debt to member. “ Hot Audits” T-PAX Audit Process (cont.)

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

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

PSC will send email notification of debt to member.

“ Hot Audits”

Unit reports: Available at: http://cgweb.psc.uscg.mil/TRAVEL/AUDITS/ Lists all members attached to unit with pending Audit Requests. Lists 1 st , 2 nd , and 3 rd audit requests and recoupment reports for the unit. T-PAX Audit Process (cont.)

Unit reports:

Available at: http://cgweb.psc.uscg.mil/TRAVEL/AUDITS/

Lists all members attached to unit with pending Audit Requests.

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

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) If Claim/Orders were created in UTS, and mbr did not retain a copy .. the mbr may submit audit package w/o these along with a statement requesting PSC retrieve this Claim/Orders from UTS. Amendments / Endorsements (if any) Itemized Lodging receipts Airfare receipts (must show form of payment and $ amt) Rental Car receipts Any receipts $75.00 or more T-PAX Audit Process (cont.)

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)

If Claim/Orders were created in UTS, and mbr did not retain a copy .. the mbr may submit audit package w/o these along with a statement requesting PSC retrieve this Claim/Orders from UTS.

Amendments / Endorsements (if any)

Itemized Lodging receipts

Airfare receipts (must show form of payment and $ amt)

Rental Car receipts

Any receipts $75.00 or more

Audit packages should be mailed to: Commanding Officer (TVL- T-PAX Audits) U.S. Coast Guard Personnel Service Center 444 S E Quincy St. Topeka, KS 66683 T-PAX Audit Process (cont.)

Audit packages should be mailed to:

Commanding Officer (TVL- T-PAX Audits)

U.S. Coast Guard

Personnel Service Center

444 S E Quincy St.

Topeka, KS 66683

Audit packages received by PSC are: Logged as received in database and an email will be sent to the member via T-PAX primary email address Reviewed for completeness If incomplete, the audit package is returned to member Email is sent to member Member has 15 days to comply with the returned audit package before action is taken Reviewed for errors T-PAX Audit Process (cont.)

Audit packages received by PSC are:

Logged as received in database and an email will be sent to the member via T-PAX primary email address

Reviewed for completeness

If incomplete, the audit package is returned to member

Email is sent to member

Member has 15 days to comply with the returned audit package before action is taken

Reviewed for errors

If no errors found: Audit is logged as complete. No further action is required. If errors found: PSC will process a negative supplemental to recoup the unauthorized paid entitlement. Audit is logged as complete. Auto email to member on actions taken. T-PAX Audit Process (cont.)

If no errors found:

Audit is logged as complete.

No further action is required.

If errors found:

PSC will process a negative supplemental to recoup the unauthorized paid entitlement.

Audit is logged as complete.

Auto email to member on actions taken.

Supplementals submitted to change post-audit claim resulting in a debt: (Military personnel) - Debt has begun collecting from member’s pay – PSC will: Stop any invalid debt currently running Reprocess travel claim with any necessary changes Cancel or Reduce debt Disburse any additional entitlement money (Civilian personnel) - Debt has begun collecting from member’s pay – PSC will: Process the supplemental to pay member the additional entitlement Let the existing debt run against member’s pay T-PAX Audit Process (cont.)

Supplementals submitted to change post-audit claim resulting in a debt:

(Military personnel) - Debt has begun collecting from member’s pay – PSC will:

Stop any invalid debt currently running

Reprocess travel claim with any necessary changes

Cancel or Reduce debt

Disburse any additional entitlement money

(Civilian personnel) - Debt has begun collecting from member’s pay – PSC will:

Process the supplemental to pay member the additional entitlement

Let the existing debt run against member’s pay

Questions?