Pay & Personnel Center, Travel Branch



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Travel Approving Official (AO) e-Newsletters


Travel Approving Official (AO) e-Newsletter March 2014

The March issue of the PPC Travel e-Newsletterfile is PDF is now available.

In this issue:


How to calculate "Cost of GTR"

Constructive Cost of GTR worksheetMS Excel Spreadsheet (Revised 28 January 2014)

Also see Guidance and examples for Constructed Cost Computation worksheetFile in PDF format

Recent change to JFTR: Constructed cost of GTR IAW JFTR change 320 dated 8/1/2013 - UTD/CTD for MAP 069-13(E)/CAP 061-13(E) - Constructed Transportation Costs effective 26 June 2013: GSA indicated that the constructed transportation cost for a traveler authorized a specific transportation mode is limited to ONLY the cost of the transportation (FTR 301-10.309). This would exclude any 'anticipated' costs in the computation when an alternate mode of transportation is used by the traveler. The constructed cost of GTR is calculated based on the POLICY CONSTRUCTED AIRFARE (city pairs) plus the associated service fee. No other costs are added to the computation. This change specifically removes U3050.E.3 of "Constructed reimbursement for taxicab fares, plus tip or public transit system fares, must not exceed the amount that would have been incurred by the authorized transportation mode.4. Per diem is limited to the amount that would have been paid for travel by the authorized transportation mode.

When a member is authorized to travel on TDY using a Privately Owned Conveyance (POC) not to exceed (NTE) the cost of government procured transportation/GTR, the orders must state: "POC travel NTE the constructed cost of the GTR $XXX.XX;" with the actual dollar amount replacing the "X's". To calculate this amount, you must add together:

  1. the government airfare rate (You can lookup the contract carrier "city pair rates" at http://cpsearch.fas.gsa.gov/)
  2. airfare service/booking (SATO) fees.

    Note: See the TPAX Constructed Cost Tutorial to learn how to input your claim when travel via POC not to exceed the policy constructed cost is authorized.

    Also see Guidance and examples for Constructed Cost Computation worksheetFile in PDF format


Advance Dislocation Allowance and Mandatory Housing Assignment

Many SPOs have requested additional guidance on the policy for advance payment of Dislocation Allowance (DLA) due to the implementation of Mandatory Assignment to CONUS Coast Guard-Owned Housing this transfer season.

Per Coast Guard Housing Manual, COMDTINST M11101.13 (series), paragraph 3.B.2, members in receipt of permanent change of station (PCS) orders must submit an Application for Assignment to Military Housing, Form CG-5267, and a copy of their PCS orders to the housing officer at their new duty station. The housing officer will verify the application and dependent information and determine the member's eligibility and bedroom requirement for housing. A Status of Housing Availability, DD Form 1747, must be completed within five days of receiving the application in order to notify members of their control date and the estimated date of assignment. The comments section of the DD Form 1747 must include one of the following statements:

  1. Coast Guard owned family housing is available and assignment is mandatory;
  2. Coast Guard owned family housing is not available;
  3. Coast Guard UPH is available and assignment is mandatory;
  4. Coast Guard UPH is not available; or
  5. Released from mandatory assignment to government housing.

The housing assignment policy does not change anything about advance payment of DLA. The policy is:

The following resources are available for more information on DLA or housing policy:


Cancellation of Training Orders due to Inclement Weather

SUBJ: TQC TRAINING ADVISORY 004-15: CANX OF ORDERS DUE TO INCLEMENT WEATHER

  1. COMDTINST M1500.10C, PERFORMANCE, EDUCATION AND TRAINING MANUAL
  2. JOINT FEDERAL TRAVEL REGULATIONS (JFTR), VOL 1 (MILITARY)
  1. Per Ref (a), if a member is in receipt of C school orders, but the member cannot travel due to inclement weather from their PDS, the unit shall send a CGMS to TQC for cancellation of orders.
  2. If a course is cancelled by a TRACEN due to inclement weather at the TRACEN site prior to a member arriving at the TRACEN, TQC will notify the unit of the course cancellation. If travel has already commenced and/or members are already onsite for training, members will be cancelled out of the course and sent back to their units at the earliest and safest opportunity. Units shall not order members to return to their unit without authorization from the TRACEN, as some courses can be rescheduled within a short window of the weather delay and will not require the member to execute another set of orders.
  3. Upon receipt of the CGMS message from a unit or guidance from a TRACEN of cancellation, TQC will cancel the orders via Direct Access. Members should still complete a travel claim against the TONO for any travel costs incurred upon completion of travel. Members shall seek guidance from their command regarding travel related issues while TDY and from the SPO/AO regarding changes to orders due to weather for travel claim processing.
  4. If a unit has questions or concerns regarding TQC-generated orders or inclement weather procedures, please contact the appropriate scheduler. Assigned TQC schedulers can be found at http://www.uscg.mil/hq/tqc/TQC_phone_list.asp.
  5. Please disseminate to subordinate commands and all Servicing Personnel Offices.
  6. CG TQC POC: LCDR Amanda Ramassini, Commanding Officer, AMANDA.M.RAMASSINI@USCG.MIL.
  7. Internet release authorized.

PCS Mileage (MALT) and TDY Mileage Rates

Effective 1 January 2014, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owned conveyance) is $0.235 (twenty three and one half cents) per mile. This rate is effective for all PCS travel that commences on or after 1 January 2014 (i.e., the initial travel is started).

TDY mileage rates changed on 01 January 2014. The new TDY rates are:

POC:
$0.56 - Automobile (if no GOV is available)
$0.235 - POC use instead of a government furnished vehicle (if a GOV is available) when use of a government furnished vehicle is to the government's advantage.
$0.53 - Motorcycle
$1.31 - Airplane

Current and previous PCS & TDY mileage rates are posted at http://www.defensetravel.dod.mil/site/otherratesMile.cfm.


Web-TPAX System Upgrade

Web-TPAX was upgraded to version 6.19 the weekend of 12-14 July 2013. A few of the changes/enhancements are: Customer Service Representative 2 (with limited access), Unit Command Report Permissions, Single use of Travel Order Numbers (TONOs), Travel Advance Travel Voucher Summary Standard Remarks.

Please review the list of system enhancements and changes included in Web-TPAX Ver. 6.19 by accessing the change log below:


Verifying PCS Order Funds Obligations

Per the Web-TPAX Advance Signature Proxy (ASP) Tutorial, the ASP must verify that funds have been obligated prior to requesting and advance. To speed the process of receiving authorization for approving PCS advances when the FINCEN Query by Document (CGWEB Link) shows the TONO does not exist or funds are not obligated, send an e-mail inquiry to Ms. Shannon Dorsey at DCMS, Shannon.t.dorsey@uscg.mil. Include in the email the member's name, EMPLID, PCS TONO, DA status of orders and date of status. (Note: It takes about 10 days for the obligation to take place after the SPO places the order in a ready status.)


Government Travel Charge Card (GTCC) Bulletin

Transfer season is right around the corner! Now is a good time for some reminders on the proper use of the JPMC Govt Travel Card:

February 2013 GTCC BULLETIN pdf


Guidance for Passports

OFFICIAL PASSPORT DIVISION STAFF

The Passport and Visa Division is located at Coast Guard Headquarters, in the Office of International Affairs and Foreign Policy (CG-DCO-I).

For all passport and visa inquiries, please email the passport division staff members at: uscgpassports@uscg.mil.

OFFICIAL PASSPORT AND VISA RESOURCES

Official passport and visa regulations and procedures can be found in Chapter 9 of COMDTINST M5710.5, Foreign Affairs Policy Manual (FAPM).

Comprehensive, one-stop shopping for passport and visa information can be found at the DCO-I Passport and Visa CGPortal Page.

HELPFUL GUIDANCE

Ensure that all members who are PCS-ing to a new unit retain their official passport, and either keep it on their person or forwarded along with their PDR.

Do not return official passports to DCO-I unless the member is separating from the service for any reason (Relad, Discharge, Unqualified Resignation, Temp Sep, etc).

All newly issued passports, and any passport movement shall be entered into Direct Access.

PASSPORT AGENT TRAINING

CG-DCO-I holds 2 Passport Acceptance Agent Trainings per year at USCG Headquarters in Washington DC and is funded by the member's unit. If interested in attending, please send an email to: uscgpassports@uscg.mil or visit the DCO-I Passport and Visa CGPortal Page.


Updated - FY 2014 Coast Guard Reduced Per Diem Rates

Per Joint Federal Travel Regulations, paragraph U4177, the service may authorize per diem rates in lesser amounts when the circumstances of the travel or duty to be performed so warrant.

As of 27 September, the following localities have been authorized reduced/zero per diem.

Fifth District:

CG LocationCityState M&IE
RED RATE
Effective
Date
STA (small) Roosevelt InletLewesDelaware$0.00 01OCT13
STA (small) StillpondWortonMaryland$0.00 01OCT13
STA (small) Shark RiverAvon By The SeaNew Jersey$0.00 01OCT13
STA (small) Beach HavenBeach HavenNew Jersey$0.00 01OCT13
STA (small) FortesqueFortesqueNew Jersey$0.00 01OCT132
STA (small) Great EggOcean CityNew Jersey$0.00 01OCT13
STA (small) Salem RiverSalem New Jersey$0.00 01OCT13
STA (small) Townsend InletTownsend InletNew Jersey$0.00 01OCT13
STA (small) OcracokeOcracokeNorth Carolina$0.00 01OCT13
NCRADFWashingtonDistrict of Columbia$57.25 01OCT13

Seventh District

CG Location City State M&IE
Red Rate
Effective
Date
Air Facility Charleston Charleston South Carolina $26.00 01OCT13
Sector San Juan Fajardo Puerto Rico $20.00 01OCT13
Sector San Juan Boqueron Puerto Rico $20.00 01OCT13

Ninth District and Operation Summer Stock Locations:

CG Location City State M&IE
RED RATE
Effective
Date
CG Air Facility MuskegonMuskegonMI$32.0001OCT13

Dual Lodging Approvals Reduced from 14 to 7 days

The maximum number of days the AO may authorize/approve dual lodging is reduced, effective 01 October 2012, from 14 to 7 days. Dual lodging over 7 days is authorized/approved by the Secretarial Process. Send requests to COMDT (CG-1222).

These changes are scheduled to appear in JFTR change 310, and JTR change 564, dated 1 October 2012.


Per Diem for Orders in Support of a Contingency Operation (Title 10)

Published Date: Thu, 23 Aug 2012 11:00:16 CDT

There have been a significant number of reserve component (RC) members under orders in Support of a Contingency Operation (Title 10) erroneously authorized per diem when performing active duty at a location within the local area of their primary residence/home. This has resulted in enormous debts, with some exceeding over $100,000. When an RC member is called/ordered to active duty order under a designated contingency operation, the following guidance will be used to determine the entitlement to per diem . . . Continue reading "Per Diem for Orders in Support of a Contingency Operation (Title 10)" File in PDF format


Update to OCONUS PCS Entry Approval Points

CG Base Honolulu was established on 11 January 2012. CG Base Honolulu replaces "PSSU Honolulu" as the Entry Approval Point for "All other Hawaii Units / American Samoa" as listed in Exhibit 1.H.3. of Military Assignments and Authorized Absences, COMDTINST M1000.8(series). Please use the PLAD "COGARD BASE HONOLULU HI" for entry approval messages.


Web-Based TPAX

Web TPAX is Common Access Card (CAC) enabled allowing travelers to auto login once their CAC card is linked to their Logon ID. This eliminates the need for logon passwords although secondary passwords will remain for orders/claim document approval. Procedures for establishing CAC access as well as general Web TPAX information can be found the slide show linked below. As noted in ALCOAST 565/11, travelers can also log into Web TPAX with their user ID and password by pressing the "Escape" key when the option to choose a digital certificate is presented. Detailed instructions for using the system are available in the context sensitive help file, which can be accessed by clicking the "Help" button once logged into the application.


New Address for Web T-PAX Following Upgrade

The Web-based version T-PAX is back online. The new address is https://ppcms-tpaxwb.main.ads.uscg.mil/.

Here is a list of enhancements and changes made in connection with this upgrade.

Make sure you do NOT select your e-mail certificate on login.
Common Access Card Certificate Selection Box


Lost Receipts or Original Orders? (Updated 29 Aug 11)

The following statements must accompany any claim (including audit requests) that does not include required receipts or original orders:

The statements must be completed by the traveler and signed IN BLUE INK by both the traveler and the Approving Official (AO).


Travel Audit Package Tutorial

Tutorial: Travel Audit Package Submissionspowerpoint


Travel Approving Official (AO) Online Training

The Travel Approving Official Training Course describes the responsibility and liability assumed when becoming a Travel Approving Official (AO). Upon completion of this course, you will have a comprehensive understanding of the knowledge base requirements, responsibilities, and liabilities associated with performing Travel Approving Official duties. The estimated time to complete the course is approximately one and one-half hours.

Completion AO Training Course is not a prerequisite for AO designation.


Processing Personally Procured Move (PPM) Claims

The Coast Guard Finance Center (FINCEN) process claims for Processing Personally Procured Moves. According to the FINCEN, approximately 24% of all initial PPM claims received must be returned to the member due to lack of required documentation. See ALCOAST 131/14 for tips to help expedite your PPM claim. FINCEN also has the Processing Personally Procured Move Checklist available to help ensure you complete all the requirements that are necessary to process your claim.


Travel Voucher Summaries and Individual Audit Status Reports

The Travel Voucher Summary and TPAX Audit Request Status reports hosted on the FINCEN Internet and Intranet web sites were offline due to technical problems. We resolved the issues and access has been restored.


Split Disbursement in TPAX

Web TPAX Procedures:

You should verify your GTCC information in Direct-Access before using the Split Disbursement function in TPAX.


Please Use the Current Version of the Travel Voucher Form (DD-1351/2)

Multiple versions of the DD-1351-2 are being used, even dating back 4 versions or more. Please note that the current version of the DD-1351-2 is March 2008 which requires both the AO's printed name and signature. All previous versions are considered to be obsolete and should not be used. The current form can be found in the list of Forms/Worksheets on this web page or at http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1351-2.pdf.


Directing Travel Claim Payment to an Account Other Than Regular Pay Account

The Web TPAX payment method defaults to electronic funds transfer (EFT). Travel claim payments due the member will be disbursed by the Coast Guard Finance Center (FINCEN) into the member's pay direct deposit account. If the member desires to change the designated account for their travel payments (separate from the pay account), they may submit an EFT/ACH Member Payment Enrollment Form (FastStart) to the Coast Guard Finance Center.


Multiple Advances Against the Same TONO

The travel software system is not set up to do supplemental advance requests against the same exact travel dates. Please follow the below guidance when submitting SF-1038 (request for advance) in paper format or through the T PAX system. More...

Audit Status and Reports

Tutorial: Travel Audit Package Submissionspowerpoint

See PPC Message 271442ZJUL06, Subj: TPAX TDY Travel Claim Audit Requests for more information. Also see PPC AIG 11939 Message R301416Z OCT 06; Travel Claim Audit Requests, which provides additional information on audit request policy and procedures.

TPAX Audit Request Status for Individuals

This application allows viewing of TPAX Audit Request Status. Audit data contained in the system is maintained for 60 days after the COMPLETE date. Important Note: Only data from requests made on or after May 1, 2006 is available.

The address is https://www.fincen.uscg.mil/TVS_Aux2/.

Also see pages 2-B-16 through 2-B-20 of the Personnel & Pay Procedures Manual, PPCINST M1000.2AAdobe Acrobat Required, for records maintenance instructions and audit policies and procedures.

PPC AIG 11939 Message R301416Z OCT 06; Travel Claim Audit Requests, provides additional information on audit request policy and procedures


Also see pages 2-B-16 through 2-B-20 of the Personnel & Pay Procedures Manual, PPCINST M1000.2A, for records maintenance instructions and audit policies and procedures. Adobe Acrobat Required


Unit Travel Claim Audit Reports

TPAX audit reports are now available online at PPC's intranet (CGWEB) site. The address is http://cgweb.ppc.uscg.mil/travel/audits/default.asp.


Travel Payment Status:

Did you know FINCEN disburses travel claim payments for PPC?

Note:  If you traveled under Aircraft Repair and Supply Center (ARSC) travel/training orders funded by AFC-41 and/or AC&I funds, please contact the ARSC Personnel Resources Division (PRD) Travel Administrator for assistance in determining the status of your claim.

With the FINCEN toll free number, your travel payment status can be obtained by simply entering your SSN.  You'll receive the payment status of your last five travel claims.

INCONUS CG Travelers
(1-800-564-5504)

OUTCONUS CG Travelers
(757-523-6940)

Travel Payment Inquiries Available Online:

Users may query the Finance Center Database for payment information on their Travel Claims. All matching travel payments will be returned.

Query by 9 digit Social Security Number and Last Name. Do not include spaces or hyphens (-) in the Social Security Number, example "123456789".

Note: All records matching the Social Security Number and Last Name will be retrieved. Payment information is updated daily.


Travel Voucher Summaries:

This application allows viewing of Claim Status/Travel Voucher Summaries (Payment Details). Claim data contained in this system is maintained for 90 days.

Travel Voucher Summaries (TVS)


Claims Mailing Address

Mail Claims To:

Commanding Officer (TVL)
Pay & Personnel Center
444 SE QUINCY ST
Topeka, KS 66683-3591

The mailing address for sending claims for TPAX(UTS) audits is:

Commanding Officer (TVL/TPAX Audits)
U. S. Coast Guard
Pay & Personnel Center
444 SE Quincy St.
Topeka, KS 66683-3591

The Audit Travel Claim package will consist of:

If the traveler is audited on multiple claims, a complete individual audit package is required for each claim requested for audit. Multiple audit packages may be sent in the same envelope to PPC Travel-Audit however each claim package must be separated by placing each audit in their own individual package that distinguishes them apart from each other. Incomplete/improperly prepared packages will be returned to the member to be separated into the individual audit packages. Additionally, Please send only copies of the required documents.

Also see pages 2-B-16 through 2-B-20 of the Personnel & Pay Procedures Manual, PPCINST M1000.2A (PDF), for records maintenance instructions and audit policies and procedures.

Note:  If you traveled under Aircraft Repair and Supply Center (ARSC) travel/training orders funded by AFC-41 and/or AC&I funds, please contact the ARSC Personnel Resources Division (PRD) Travel Administrator for assistance in determining the status of your claim.

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Last Modified 4/14/2014