Letter of Instruction for using DTS

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AEAGC-TD-C

MEMORANDUM FOR Record

22 July 2009

SUBJECT: Letter of Instruction for TDY for CATC Students Purpose In order to ensure that available resources are prudently and efficiently used to accomplish our mission, the following guidance will be followed by all students attending CATC courses both military and civilian. This SOP describes the process of issuing and reconciling DTS travel orders for CATC students; the duties and responsibilities of the Authorizing Official, Certifying Official, Schools NCOs, and travelers; and travel and transportation allowances pertaining to CATC student travel orders. See enclosure 2 for a listing of student Per Diem allowances. Issuing and Reconciling DTS Orders for CATC Students Action Generates training request Verifies student meets course prerequisites in ATRRS Registers student in ATRRS Creates travel orders in DTS Forwards travel orders to units School NCO for review Uploads ATRRS RS Screen into Authorization – Substantiating Records Verifies information and adjusts entitlements as needed Ensures student requests pay advance, if necessary Forwards student travel orders to unit approving authority Unit reviews student DTS travel orders Responsible Agent Perspective student or unit Schools NCO Schools NCO Student or Schools NCO Student Student or Schools NCO Schools NCO Schools NCO Schools NCO Unit or brigade (IAW Unit SOP)

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AEAGC-TD-C Entitlements for CATC Students. Forwards approved DTS travel orders to JMTC-ACSRM G8 Office for review Verifies information and adjusts entitlements as needed DTS Authorizing Official/Certifying Official approves/disapproves pay advances Assigns Line of Accounting (LOA) to the travel order DTS Authorizing Official obligates funds to support student TDY DTS Authorizing Official/Certifying Official approves/disapproves DTS travel orders DTS Authorizing Official returns the Authorization to the Student Ensures he/she has a complete and correct DTS Authorization (DTS travel orders) prior to departing for school Submits DTS travel claim within 5 days of TDY completion. DTS Certifying Official verifies and approves student DTS travel claim prior to approving for payment. Pays DTS travel claim Duties and responsibilities DTS Authorizing Official (AO):

SUBJECT: TDY 22 July 2009 Unit or brigade (IAW Unit SOP) JMTC-ACSRM G8 JMTC-ACSRM G8 JMTC-ACSRM G8 JMTC-ACSRM G8 JMTC-ACSRM G8 DTS Authorizing Official Student Student JMTC-ACSRM G8 DFAS

1) The AO is the official who has the responsibility for the mission and the authority to obligate funds to support TDY travel for the mission. For CATC students, the mission is to attend training. 2) For all requests (Authorization) for CATC student TDY, the AO will review and approve or disapprove proposed TDY based on trip data, estimated costs, budget balance, and DOD travel policy. 3) Will return Authorizations to the traveler for corrections if they are not in compliance with JTR/JTFR and CATC policies. 4) The AO becomes the CO when an authorization includes a request for a pay advance.

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AEAGC-TD-C Entitlements for CATC Students. DTS Certifying Official (CO):

SUBJECT: TDY 22 July 2009

1) Reviews the status of financial accounting for a specified trip. 2) Verifies and approves student travel claims (Voucher) prior to forwarding to DFAS. 3) Approves travel authorizations/vouchers (claims) by digitally signing them in DTS. DTS Reviewing Official (Schools NCO ): 1) Verifies that the student meets all course prerequisites. 2) Verifies the student has a completed Commanders Checklist and that it is signed by the Commander/First Sergeant. Submits the DTS travel orders 10 working days prior to course start date. 3) Within 48 hours makes corrections to Authorizations that have been returned from the AO. 4) Submits all pay advance requests 10 working days prior to student departing home station. 5) Under the Substantiating Screen, uploads a screen print of the student’s ATRRS RS screen. 6) Place the following in the Remarks Block of the Authorization: a. Students will Read the CATC TDY LOI at: www.catctraining.hqjmtc.army.mil b. Students wishing to obtain lodging assignment early may submit their request through the link listed. http://www.catctraining.hqjmtc.army.mil/ c. Students will submit their travel voucher within 5 days after completion of TDY. d. Lodging and Meals will be provided to the student at no cost. e. SM will receive $3.50 per day for incidentals. f. POV is authorized.

g. Students are not authorized to report earlier than the date specified. h. Travel advances are authorized for students who do not have a valid 3

AEAGC-TD-C Entitlements for CATC Students. Government Credit Card. i.

SUBJECT: TDY 22 July 2009

In and around mileage is only authorized for travel to and from lodging and only if non-availability statement is obtained. A daily log of in and around mileage claimed will be completed, scanned and attached to the settlement travel voucher as a substantiating document.

j. One telephone call is authorized but limited for reimbursement up to $10.00. k. Internet fees are not authorized.

Student/traveler: 1) Ensures she/he has a complete and correct DTS default authorization form prior to departing for school. 2) If needed, submits a request for a pay advance to the Schools NCO before the Schools NCO creates the orders in DTS, so that the pay advance can be included in the DTS travel orders. 3) Has a completed Commanders Checklist which is signed by the Commander/First Sergeant. 4) Submits a DTS travel claim within 5 days of completing TDY. Creating DTS Authorization/Orders: The Authorization document from DTS replaced the DA Form 1610. When students attend CATC Courses they are required to provide a copy of the default Authorization to Student Detachment. An authorization reflects what a student’s TDY should cost. The following instruction for filling out the Authorization is provided to ensure the Authorization is in accordance with JTR/JTFR and CATC policies. Student TDY and Return 1) Lodging: a. All student lodging arrangements are made by Student Detachment. b. Effective FY 09 all students billeting will be funded by CATC at no cost to the student. 2) Meals: 4

AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

a. Effective FY 09 (Military Only) all meals will be provided at no cost to the student. b. Effective FY 09 (Civilian) the morning and evening meal will be provided at no cost to the student. The student will receive the PMR for their lunch meal. c. Students with special Meal requirements must present a Memorandum to CATC signed by the Commander that outlines the nature of the requirement. d. If lodged off post the student will receive a breakfast and evening meal at the Hotel. The student will be issued a meal card (Military Only) for the lunch meal and eat lunch at the Military Dining Facility. On Saturday and Sunday students will receive three meals at the Hotel. Some hotels provide a Brunch on weekends so the student should enquire about the meal schedule at check in. e. If lodged on post (Military Only) the student will receive a meal card that allows him/her to eat three meals a day at the Dining Facility. The Student Handout provides a listing of the Dining Facility operating hours. f. Civilian students are not lodged on post because Post Lodging is unable to providing meals. 3) Invitational Travel Authorization Orders: a. Individuals traveling under Invitational Travel Orders are required to use the Defense Travel System (DTS) to file an authorization, and submit a voucher for their trip. CATC uses the ITA in support of the Company Commander First Sergeant Spouses’ course (CCFSS), USAREUR PRE-Command Spouses’ Course (UPCSC) and Guest Speakers. The ITA is what authorizes the paying for the Service Member’s Spouses’ while attending these courses. The following procedures are to be used when completing an ITA. b. If the traveler has previously performed a TDY on behalf of DOD through DTS, the DTA receives the traveler into their organization through the DTA Maintenance Tool. c. If the student doesn’t have a DTS account the traveler completes an invitational travel worksheet and provides it to the DTA who will create the travel profile in DTS and then add it to the appropriate group. d. Once the traveler is in DTS and assigned a group the Non-DTA entry agent (NDEA) with appropriate group access creates the travel authorization for the invitational traveler.

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AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

e. See DTS procedures for preparing Invitational Travel Authorizations at: http://www.defensetravel.dod.mil/Docs/Sample_Invitational_Traveler_Worksh eet_120505.doc f. The full regulation governing ITAs is covered in Appendix E of the Joint Travel Regulations. 4) Guest Speakers: a. If the guest speaker is a DOD employee he/she will use DTS generated Travel Orders (TDY and Return). Non-DOD employees will use Invitational Travel Orders. These orders are also DTS generated and routed through CATC for approval. b. When processing a Travel Order in DTS for a guest speaker the traveler will select the appropriate type of order and fill in the required information. Under the Substantiating Screen, places a print of the Instructor Coordination Sheet. This will provide the AO the required information for approving the travelers Order. c. Prior to signing your Travel Order select the “Preview Tab”, and in the Reference Box type “Guest Speaker” and then select the Digital Signature tab, change the routing list option to “CATC”. This will insure the request is sent to the correct Authorizing Official. 5) Course Assistant Instructors (AI’s) TDY: a. All Assistant Instructor will use DTS generated Travel Orders (TDY and Return). b. Under the Substantiating Screen, places a print of the Instructor Coordination Sheet/Tasking. c. Prior to signing select the “Preview Tab”, and in the Reference Box type “Assistant Instructor and the course name” i.e. “Assistant Instructor BSNCO AI” and then select the Digital Signature tab, change the routing list option to “CATC”. This will insure the request is sent to the correct Authorizing Official. 6) Local Voucher: Students commuting daily from PDS to attend a CATC course can submit a Local Voucher. When submitting a Local Voucher a Log must be submitted in conjunction with the voucher. The log must state the Date, start time, arrive time and miles per trip. This is done on the reverse trip as well. An example can be found at http://www.catctraining.hqjmtc.army.mil 6

AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

7) Transportation: a. CATC does not provide student transportation. b. Students attending CATC courses should travel by TMP or POV so that they have means of transportation if billeted off post. c. Students lodging off post are authorized in and around mileage. Claims must be accompanied by a statement of non-availability and a daily mileage log signed by the student. Taxi Authorization: For local taxi authorization: Taxi reimbursement is authorized for students who arrive via train or are dropped off by a unit and are without transportation to and from a hotel. Claims for reimbursement must be accompanied by a taxi receipt. Transportation Rentals: a. Rental may be authorized if it is the most cost effective means of transportation. Rental vehicles are a high cost option and should only be used after consideration of all available transportation modes. When authorized in the Travel Orders, rental vehicles will be reserved through the Contract Travel Office, SATO. b. The use of AAFES fuel rations is mandatory for rental vehicles for TDY within Germany, Italy, and The Netherlands. The traveler will claim reimbursement only for actual rations used. Unused fuel rations should be returned to AAFES for a refund. c. When a rental vehicle is authorized for TDY originating in Germany, travelers will obtain Value-Added Tax (VAT) relief for the rental. The cost for the VAT form is a reimbursable expense. d. Units should strive to minimize travel costs to the Government and must, where practical, have travelers attending the same schools share rental cars. e. The unit must conduct a cost analysis and send results to CATC Registrar, DSN 476-2849/Fax 476-2400/ or Commercial 09662-83-2849/2680 for approval of rental cars prior to submitting the travel authorization. An example can be found at http://www.catctraining.hqjmtc.army.mil 8) Travel Advance: a. Students are required to have enough funds with them to pay for their expenses. Arrangements for travel advances should be made on submission 7

AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

of their original Authorization. This is accomplished by typing under Comments to the Approving Official “REQUEST TRAVEL ADVANCE and date”. DTS will advance 75% of their TDY entitlements. b. Pay advances must be submitted at least 10 days prior to the course start date. c. Students arriving without sufficient funds may request a travel advance once they arrive at CATC. Students requiring a travel advance must submit an amendment to their original travel order. d. If Traveler has a government charge card, it must be used for all travel advances. Students who are Government Charge Card holders are not authorized to process an advance though DTS. 9) Internet/Telephone Services: a. Internet charges at the TDY site will not be reimbursed unless Internet access is specifically authorized in the travel orders. In most cases, Internet access at the TDY site would not be considered a mission essential expense and will not be routinely authorized. b. Students are authorized to call home to inform their spouse/unit that they have arrived safely, to inform or inquire about medical conditions, or to advice of a change in itinerary. A onetime reimbursement is authorized for the reason stated above, limited to $10.00. c. Krystal Inn rooms have private telephones. The student must pay roomtelephone charges when checking out. These charges are not re-imbursable except as specified in b above. d. Student Detachment has a telephone for calls to DSN numbers outside the Grafenwoehr /Vilseck area. This telephone is available for use daily until 1600. e. Students billeted in off-post hotels must pay for telephone calls made on guesthouse telephones. Because the guesthouse may add a surcharge to the telephone charges, using these telephones is expensive and should be avoided. These charges are not re-imbursable except as specified in b above. 10) Routing List: a. The 266th FINCOM Travel Service Branch has inserted a CATC Routing List with the budget and approving Officials into each organization at MSC level. It is up to the MSC ODTA to coordinate with the subordinate command Schools NCOs and Command personnel to identify other reviewers required 8

AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

in the routing list for their organization, and to push this down to suborganizations within their MSC. This routing list will then be used for the courses listed in Enclosure 2. b. Units may coordinate with the 266 FINCOM - Travel Services Branch DTS Helpdesk for assistance. The Helpdesk may be contacted at 4837489/6023/7308, 379-5065/5066, 475-7285/8969, or 266dtshelpdesk@eur.army.mil

Encl 1. CATC Courses Funding List Encl 2. Per Diem Allowances

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AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

Encl 1. Courses Funded by CATC COURSES FUNDED BY CATC
School Code 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 757 School Name 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC Course CATC-ABIC CATC-AI BS (DL) CATC-AI FS (DL) CATC-AI BNCOC CATC-9E-F5/950-F4 CATC-ATRRS CATC-AVM-EDB CATC-AVM-EH CATC-CA 65 CATC-CAS 65 CATC-CQB CATC-CBRND CATC-CCFS 25 CATC-CCFSS 25 CATC-DTMS CATC-EOL 471 CATC-HAZ 11 CATC-HAZ 12 CATC-HAZ 15 CATC-HWVTR CATC-INT 34 CATC-INT 35 CATC-LOG 215 CATC-LOG 72 CATC-LOG 73 CATC-LOG 80 CATC-LOG 81 CATC-LOG 82 CATC-LOG 86 CATC-LOG 87 CATC LWVTR CATC-MD 310 TK F Course Title Army Basic Instructor Course Battle staff Assistant Instructor Course First Sergeant Assistant Instructor Course BNCOC Assistant Instructor Course Antiterrorism Officer (Basic) Army Tng Requirements & Resources System Adv Vehicle Maint Engine/Drive Trains/Brakes Adv Vehicle Maint Electrical/hydraulic USAREUR Pre-command Course USAREUR Pre-command Spouse Course Close Quarter Combat Course CBRND Defense Course Company Commanders Course/ First Sergeants Course Company Commander/First Sergeants Spouses Course Digital Training Management System Equal Opportunity Leader Course Hazardous Materials Driver Training Course Hazardous Materials (-2) Cert. Course European Hazmat Certification (Road/Rail) Heavy Wheeled Vehicle Troubleshooting /Repair Standardized Comsec Custodian Course Local Comsec Management Software Course Maintenance Leaders Course Property Book And Unit Supply, Enhanced Unit Level Supply Course Standard Army Maint/Sys/I Standard Army Maint/Sys/II Standard Army Retail Supply System I Unit Level Logistics Sys-Avn Pc/Qc/Ts Unit Level Logistics Sys-Avn Ua/Ss Light Wheeled Vehicle Troubleshooting/Repair Maint Diag Crs - M88a

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AEAGC-TD-C Entitlements for CATC Students.
757 757 757 757 757 757 757 757 757 757 757 757 757 400 * 400* 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC 7TH ATC - CATC FT BLISS, TX FT BLISS, TX CATC-MED 104 CATC-MED 105 CATC-MED 106 CATC-RDC CATC-SAM 31 SAMMC CATC-SOC 40 CATC-TAMC CATC-UMO 151 CATC-UB CATC-UMO 152 CATC-UMO 153 CATC-VTTITC 250-ASI2S (DL) 521-SQIM (DL)

SUBJECT: TDY 22 July 2009
Emergency Medical Technician Refresher Course Combat Medic Advanced Skills Training Combat Life Savers Course Rear Detachment Commanders Course Small Arms Maint For Unit Armorers Crs Small Arms Master Marksman Course Safety Officer/NCOs Course Training Ammunition Management Course Unit Movement Officer Course Urban Breach Course Airlift Planners Course (Alpc) Automated Air Load Planning System (AALPS) Video Teletraining Instructor Training Course Battle Staff NCOs (Resident at Vilseck) First Sergeant (Resident at Vilseck)

Note: * Funded BY CATC only when conducted at VILSECK, GE Courses are funded by CATC only when coded as a Resident course WLC/TSIRT are not Funded by CATC

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AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

Encl 2. Per Diem Allowances STUDENT PER DIEM ALLOWANCES

Lodging
Military Student On post Off post Provided Provided

Meal
Provided Provided

Incidental
Oconus Oconus $3.50 $3.50

Miles
Yes Yes

Miles In/Around
NO YES

Civilian Student On post Off post SAMMC Students On Post UPC (USAREUR PRECOMMAND COURSE) On Post Barracks GMR Oconus $3.50 Yes NO NA Provided NA 2 Provided -W PMR NA Oconus NA $3.50 NA Yes NA YES

Paid

Locality Meal

Oconus

$3.50

Yes

NO

UPCS Invitational Orders

On Post

Paid

Locality Meal

Oconus

$3.50

Yes

NO

CCFS On Post Off post CCFSS Invitational Orders Provided Provided Provided Provided Oconus Oconus $3.50 $3.50 Yes Yes NO YES

On Post Off post

Provided Provided

Locality Meal 2 Provided+ PMR

Oconus Oconus

$3.50 $3.50

Yes Yes

NO YES

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AEAGC-TD-C Entitlements for CATC Students.

SUBJECT: TDY 22 July 2009

Local Students Off post NO <12 Hrs No > 12 Hrs Provided Oconus $3.50 Yes NO

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