PSC Customer Advisory Council Conference  2007 United States Coast Guard Personnel Service Center  
Travel 101 <ul><li>Travel Process </li></ul><ul><ul><li>Authorization/Orders – Manual, TPAX </li></ul></ul><ul><ul><li>Adv...
<ul><li>Teams within the Travel Branch </li></ul><ul><ul><li>Travel Support Team (TST) </li></ul></ul><ul><ul><li>Producti...
<ul><li>Travel Support Team (TST) </li></ul><ul><ul><li>Mail – Fedex, DHL, Certified (Database) </li></ul></ul><ul><ul><li...
 
<ul><li>Production Team </li></ul><ul><ul><li>PCS and TDY Claim Completion  </li></ul></ul><ul><ul><li>Review of TPAX Clai...
<ul><li>Audit Team </li></ul><ul><ul><li>Auditing of Production Team’s Work </li></ul></ul><ul><ul><li>Audit (2 nd  Review...
 
<ul><li>System Support Team </li></ul><ul><ul><li>Software Support – TPAX upgrades, internal travel support </li></ul></ul...
 
 
<ul><li>T-PAX Password Requirements </li></ul><ul><li>T-PAX Retrieve Request </li></ul><ul><li>Travel Voucher Summary (TVS...
<ul><li>T-PAX Password Requirements </li></ul><ul><ul><li>Nine characters </li></ul></ul><ul><ul><li>Alphanumeric </li></u...
<ul><li>Retrieve Request option will retrieve a claim or authorization forwarded to the AO for approval  </li></ul><ul><li...
<ul><li>TVS can be retrieved from TPAX by: </li></ul><ul><ul><li>Opening “settlement”  </li></ul></ul><ul><ul><li>Click on...
Split Disbursement <ul><li>What is Split Disbursement (split-D)? </li></ul><ul><ul><li>Split disbursement is a function in...
Split-D  (cont.) <ul><li>Process your travel claim in TPAX as you normally would. </li></ul><ul><li>On the Actual Itinerar...
<ul><li>Reimbursable items may be checked as Split for split-D. </li></ul><ul><li>Daily M&IE rate will not auto populate. ...
Split-D  (cont.) <ul><li>On the Financial Tab </li></ul><ul><ul><li>Method of Payment </li></ul></ul><ul><ul><ul><li>EFT m...
Split-D  (cont.) <ul><li>On the previous screen, TPAX calculated a payment due $7,584.24 and the estimated  GTCC  of $4,52...
Split-D  (cont.) <ul><li>Note:   </li></ul><ul><ul><li>Only an amount equal to or less than the amount due may be authoriz...
Split-D  (cont.) <ul><li>If  GTCC  information is not on file at FINCEN, and split-D is selected, the traveler will receiv...
Split-D  (Cont.) <ul><li>Split-D will not pay a  traveler’s personal credit card. </li></ul><ul><li>Any balance on the  GT...
<ul><li>Audit Request notifications are sent out monthly by PSC TVL Branch. </li></ul><ul><li>Audit Request notifications ...
<ul><li>Audit Criteria: </li></ul><ul><ul><li>All claims resulting in an entitlement of $2,500.00 or more. </li></ul></ul>...
<ul><li>Audit Request notifications are sent to member’s email addresses listed in: </li></ul><ul><ul><li>T-PAX (primary e...
<ul><li>Audit requests “normally” will be sent the first business day of the first full week of the month. </li></ul><ul><...
<ul><li>If no response is received after 30 days of 3 rd  Request: </li></ul><ul><ul><li>PSC will process a supplemental t...
<ul><li>Unit reports: </li></ul><ul><ul><li>Available at:  http://cgweb.psc.uscg.mil/TRAVEL/AUDITS/ </li></ul></ul><ul><ul...
<ul><li>Audit packages should include  COPIES  of: </li></ul><ul><ul><li>Audit Request notification e-mail </li></ul></ul>...
<ul><li>Audit packages should be mailed to: </li></ul><ul><ul><li>Commanding Officer (TVL- T-PAX Audits) </li></ul></ul><u...
<ul><li>Audit packages received by PSC are: </li></ul><ul><ul><li>Logged as received in database and an email will be sent...
<ul><li>If no errors found: </li></ul><ul><ul><li>Audit is logged as complete. </li></ul></ul><ul><ul><li>No further actio...
<ul><li>Supplementals submitted to change post-audit claim resulting in a debt: </li></ul><ul><ul><li>(Military personnel)...
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Customer Advisory Council

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Customer Advisory Council

  1. 1. PSC Customer Advisory Council Conference 2007 United States Coast Guard Personnel Service Center  
  2. 2. Travel 101 <ul><li>Travel Process </li></ul><ul><ul><li>Authorization/Orders – Manual, TPAX </li></ul></ul><ul><ul><li>Advances – Faxed Manual, TPAX </li></ul></ul><ul><ul><li>Settlements – Mailed Originals Manual, TPAX, PSC </li></ul></ul><ul><ul><li>Audits </li></ul></ul>
  3. 3. <ul><li>Teams within the Travel Branch </li></ul><ul><ul><li>Travel Support Team (TST) </li></ul></ul><ul><ul><li>Production Team </li></ul></ul><ul><ul><li>Audit Team </li></ul></ul><ul><ul><li>System Support Team </li></ul></ul>Travel 101
  4. 4. <ul><li>Travel Support Team (TST) </li></ul><ul><ul><li>Mail – Fedex, DHL, Certified (Database) </li></ul></ul><ul><ul><li>Logging of Claims – WINIATS </li></ul></ul><ul><ul><li>Manual Kick Back of Claims </li></ul></ul><ul><ul><li>Forwarding to FINCEN – DITY/SPM Claims </li></ul></ul><ul><ul><li>Customer Call Center Travel Support </li></ul></ul>Travel 101
  5. 6. <ul><li>Production Team </li></ul><ul><ul><li>PCS and TDY Claim Completion </li></ul></ul><ul><ul><li>Review of TPAX Claims and Advances </li></ul></ul><ul><ul><li>Industrial Claim Completion – ARSC, Yard </li></ul></ul><ul><ul><li>Travel Advance Completion – PSC and TDY </li></ul></ul><ul><ul><li>Civilian PCS Completion </li></ul></ul>Travel 101
  6. 7. <ul><li>Audit Team </li></ul><ul><ul><li>Auditing of Production Team’s Work </li></ul></ul><ul><ul><li>Audit (2 nd Review) of TPAX Claims </li></ul></ul><ul><ul><li>TPAX Audit Review – Flagged amounts = $2,500 and $1,000 Airfare </li></ul></ul><ul><ul><li>PAO Release of Audited Claims to FINCEN for payment </li></ul></ul><ul><ul><li>Hot Audit </li></ul></ul>Travel 101
  7. 9. <ul><li>System Support Team </li></ul><ul><ul><li>Software Support – TPAX upgrades, internal travel support </li></ul></ul><ul><ul><li>FINCEN Liaison – debt stoppage, prior payment work </li></ul></ul><ul><ul><li>Exception Reports Review </li></ul></ul>Travel 101
  8. 12. <ul><li>T-PAX Password Requirements </li></ul><ul><li>T-PAX Retrieve Request </li></ul><ul><li>Travel Voucher Summary (TVS) </li></ul><ul><li>Split Disbursement </li></ul><ul><li>T-PAX Audit Process </li></ul>Travel Discussion
  9. 13. <ul><li>T-PAX Password Requirements </li></ul><ul><ul><li>Nine characters </li></ul></ul><ul><ul><li>Alphanumeric </li></ul></ul><ul><ul><li>No special characters (i.e. @#$&) </li></ul></ul><ul><ul><li>Make sure Authentication information is filled out correctly and you can remember it!!! </li></ul></ul><ul><ul><ul><li>If the member forgets their password, they can click forgotten password, enter their Authentication information, and T-PAX will e-mail them the password. </li></ul></ul></ul>T-PAX Passwords
  10. 14. <ul><li>Retrieve Request option will retrieve a claim or authorization forwarded to the AO for approval </li></ul><ul><li>as long as the </li></ul><ul><li>AO has not </li></ul><ul><li>already </li></ul><ul><li>approved it. </li></ul>T-PAX Retrieve Request
  11. 15. <ul><li>TVS can be retrieved from TPAX by: </li></ul><ul><ul><li>Opening “settlement” </li></ul></ul><ul><ul><li>Click on “print request” </li></ul></ul><ul><ul><li>Select “print voucher” </li></ul></ul><ul><ul><li>* For more information, please </li></ul></ul><ul><ul><li>see T-PAX tutorial located at </li></ul></ul><ul><ul><li>http:// www.uscg.mil/hq/psc/multimedia.asp#T -PAX </li></ul></ul>Travel Voucher Summary (TVS)
  12. 16. Split Disbursement <ul><li>What is Split Disbursement (split-D)? </li></ul><ul><ul><li>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. </li></ul></ul><ul><li>Split Disbursement will be enabled in T-PAX </li></ul>
  13. 17. Split-D (cont.) <ul><li>Process your travel claim in TPAX as you normally would. </li></ul><ul><li>On the Actual Itinerary, TPAX will auto calculate the lodging and lodging taxes as GTCC expenses. </li></ul>
  14. 18. <ul><li>Reimbursable items may be checked as Split for split-D. </li></ul><ul><li>Daily M&IE rate will not auto populate. Adjust total amount for split-D in Financial Tab. </li></ul>Split-D (cont.)
  15. 19. Split-D (cont.) <ul><li>On the Financial Tab </li></ul><ul><ul><li>Method of Payment </li></ul></ul><ul><ul><ul><li>EFT must be selected </li></ul></ul></ul><ul><ul><li>Computed Split </li></ul></ul><ul><ul><ul><li>This is the pre-computed estimate for split-D </li></ul></ul></ul><ul><ul><li>Due Traveler </li></ul></ul><ul><ul><ul><li>This is the total travel entitlement for this claim </li></ul></ul></ul><ul><ul><li>Split Payment </li></ul></ul><ul><ul><ul><li>Input how much money to deduct from the “Due Traveler” and pay to the member’s GTCC. </li></ul></ul></ul>
  16. 20. Split-D (cont.) <ul><li>On the previous screen, TPAX calculated a payment due $7,584.24 and the estimated GTCC of $4,522.50. </li></ul><ul><li>Traveler wants $5,000.00 to be paid to the GTCC. </li></ul><ul><li>Tab past the split payment, the system auto adjusts the amount due traveler. </li></ul><ul><li>The traveler will receive this amount via EFT. </li></ul><ul><li>Proceed with your claim as normal. </li></ul>
  17. 21. Split-D (cont.) <ul><li>Note: </li></ul><ul><ul><li>Only an amount equal to or less than the amount due may be authorized for split-D. </li></ul></ul>
  18. 22. Split-D (cont.) <ul><li>If GTCC information is not on file at FINCEN, and split-D is selected, the traveler will receive full payment of travel entitlements. </li></ul><ul><li>It is always the traveler’s responsibility to pay the GTCC balance. </li></ul><ul><li>Split-D will pay charges on issued Government Charge Card (GTCC) in a timely fashion. </li></ul>
  19. 23. Split-D (Cont.) <ul><li>Split-D will not pay a traveler’s personal credit card. </li></ul><ul><li>Any balance on the GTCC is the traveler’s responsibility to pay promptly. </li></ul><ul><li>GTCC overpayments* - All refunds to the GTCC must be coordinated by the traveler directly with Citibank at 1-800-790-7206. </li></ul><ul><ul><li>*This is not a function of the PSC Travel Branch or PSC/FINCEN Customer Service Departments. </li></ul></ul>
  20. 24. <ul><li>Audit Request notifications are sent out monthly by PSC TVL Branch. </li></ul><ul><li>Audit Request notifications are auto-generated. </li></ul><ul><li>Three Audit Request notifications will be sent to member for any claim that meets audit criteria. </li></ul>T-PAX Audit Process
  21. 25. <ul><li>Audit Criteria: </li></ul><ul><ul><li>All claims resulting in an entitlement of $2,500.00 or more. </li></ul></ul><ul><ul><li>15% of all claims submitted through TPAX for a specified month. </li></ul></ul>T-PAX Audit Process (cont.)
  22. 26. <ul><li>Audit Request notifications are sent to member’s email addresses listed in: </li></ul><ul><ul><li>T-PAX (primary email address) </li></ul></ul><ul><ul><li>** Keep email addresses in </li></ul></ul><ul><ul><li>Direct Access and T-PAX updated. </li></ul></ul>T-PAX Audit Process (cont.)
  23. 27. <ul><li>Audit requests “normally” will be sent the first business day of the first full week of the month. </li></ul><ul><ul><li>1 st notification of Audit Request is sent to member. </li></ul></ul><ul><ul><li>2 nd notification of Audit Request is sent to member if no response is received after 30 days of 1 st request. </li></ul></ul><ul><ul><li>3 rd and Final notification of Audit Request is sent to member if no response is received after 30 days of 2 nd request. </li></ul></ul><ul><li>Members may also receive this information/status by logging onto FINCEN’s web site </li></ul><ul><ul><li>http://cgweb.fincen.uscg.mil/TVS_AUX2/ </li></ul></ul>T-PAX Audit Process (cont.)
  24. 28. <ul><li>If no response is received after 30 days of 3 rd Request: </li></ul><ul><ul><li>PSC will process a supplemental to recoup all monies previously paid against that claim. </li></ul></ul><ul><ul><li>PSC will send email notification of debt to member. </li></ul></ul><ul><li>“ Hot Audits” </li></ul>T-PAX Audit Process (cont.)
  25. 29. <ul><li>Unit reports: </li></ul><ul><ul><li>Available at: http://cgweb.psc.uscg.mil/TRAVEL/AUDITS/ </li></ul></ul><ul><ul><li>Lists all members attached to unit with pending Audit Requests. </li></ul></ul><ul><ul><li>Lists 1 st , 2 nd , and 3 rd audit requests and recoupment reports for the unit. </li></ul></ul>T-PAX Audit Process (cont.)
  26. 30. <ul><li>Audit packages should include COPIES of: </li></ul><ul><ul><li>Audit Request notification e-mail </li></ul></ul><ul><ul><li>Travel Claim (must be signed by mbr and AO) </li></ul></ul><ul><ul><li>Orders (must be signed by Authorizing Official) </li></ul></ul><ul><ul><ul><li>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. </li></ul></ul></ul><ul><ul><li>Amendments / Endorsements (if any) </li></ul></ul><ul><ul><li>Itemized Lodging receipts </li></ul></ul><ul><ul><li>Airfare receipts (must show form of payment and $ amt) </li></ul></ul><ul><ul><li>Rental Car receipts </li></ul></ul><ul><ul><li>Any receipts $75.00 or more </li></ul></ul>T-PAX Audit Process (cont.)
  27. 31. <ul><li>Audit packages should be mailed to: </li></ul><ul><ul><li>Commanding Officer (TVL- T-PAX Audits) </li></ul></ul><ul><ul><li>U.S. Coast Guard </li></ul></ul><ul><ul><li>Personnel Service Center </li></ul></ul><ul><ul><li>444 S E Quincy St. </li></ul></ul><ul><ul><li>Topeka, KS 66683 </li></ul></ul>T-PAX Audit Process (cont.)
  28. 32. <ul><li>Audit packages received by PSC are: </li></ul><ul><ul><li>Logged as received in database and an email will be sent to the member via T-PAX primary email address </li></ul></ul><ul><ul><li>Reviewed for completeness </li></ul></ul><ul><ul><ul><li>If incomplete, the audit package is returned to member </li></ul></ul></ul><ul><ul><ul><ul><li>Email is sent to member </li></ul></ul></ul></ul><ul><ul><ul><li>Member has 15 days to comply with the returned audit package before action is taken </li></ul></ul></ul><ul><ul><li>Reviewed for errors </li></ul></ul>T-PAX Audit Process (cont.)
  29. 33. <ul><li>If no errors found: </li></ul><ul><ul><li>Audit is logged as complete. </li></ul></ul><ul><ul><li>No further action is required. </li></ul></ul><ul><li>If errors found: </li></ul><ul><ul><li>PSC will process a negative supplemental to recoup the unauthorized paid entitlement. </li></ul></ul><ul><ul><li>Audit is logged as complete. </li></ul></ul><ul><ul><li>Auto email to member on actions taken. </li></ul></ul>T-PAX Audit Process (cont.)
  30. 34. <ul><li>Supplementals submitted to change post-audit claim resulting in a debt: </li></ul><ul><ul><li>(Military personnel) - Debt has begun collecting from member’s pay – PSC will: </li></ul></ul><ul><ul><ul><li>Stop any invalid debt currently running </li></ul></ul></ul><ul><ul><ul><li>Reprocess travel claim with any necessary changes </li></ul></ul></ul><ul><ul><ul><li>Cancel or Reduce debt </li></ul></ul></ul><ul><ul><ul><li>Disburse any additional entitlement money </li></ul></ul></ul><ul><ul><li>(Civilian personnel) - Debt has begun collecting from member’s pay – PSC will: </li></ul></ul><ul><ul><ul><li>Process the supplemental to pay member the additional entitlement </li></ul></ul></ul><ul><ul><ul><li>Let the existing debt run against member’s pay </li></ul></ul></ul>T-PAX Audit Process (cont.)
  31. 35. Questions?

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