Pay & Personnel Center, Travel Branch



Travel News Headlines:

Travel Approving Official (AO) e-Newsletters


PCS Travel Advance - Do it Right the First Time

The below subject was first posted in the April 2014 Travel Newsletter file in pdf format, but is being reposted because PPC Travel has received several requests for secondary advances. PLEASE communicate with the member, check, and double check all PCS entitlements. Consider TLE at old and new PDS, dependents traveling separately, number of POVs, etc., before submitting a travel advance request. A traveler should almost always request advanced MALT, Per Diem, and DLA (if authorized). A GTCC holder can use their IBA for TLE costs when PCS travel is 15 days or less (see the March 2014 Travel Newsletter file in pdf format). As a Yeoman, you are the expert, do the right thing and take the time to properly counsel your members.

PPC has experienced reduced staffing levels just like every other unit. The PCS season is PPC Travel's busiest, our small team of 19 primary Examiners and Auditors will process over 65,000 advances and claims over the next few months. As PCS travel claims flood into PPC, we will not be able to accommodate requests for secondary travel advances because we will be focused solely on processing travel claims. Unfortunately it will be the member that suffers. DO NOT be the Yeoman that causes your shipmate unnecessary financial pain during a PCS transfer.

April 2014: There has been a recent change with the way FINCEN liquidates/collects advances. FINCEN will now send out collection letters on all outstanding advances that have not been liquidated with a PCS claim and are 30+ days greater than the end/report date on the advance. As such, procedures have been changed. There is an updated ASP tutorial on the PPC website: http://www.uscg.mil/ppc/travel/WebTpaxASPtutorial.pdf file in pdf format. The biggest change is the begin and end dates of the advance NOW must match the depart and report dates on the orders. This means that advances must be complete and accurate the first time they are processed. Additional advances will only be processed due to extreme extenuating circumstances. Secondary advances must be requested by submitting a PPC customer service ticket with attached orders, form SF-1038, Advance of Funds Application and Account file in pdf format, and justification for the second advance. PPC Travel will approve secondary advances on a case by case basis.


SPO Advance Signature Proxies No Longer Need to Verify PCS Order Funds Obligations

Effective immediately, it is no longer necessary for the SPO Advance Signature Proxy to confirm any PCS obligations in the FINCEN Query by Document web site as was directed in the ASP Tutorial and mentioned in AO E-Newsletter articles numerous times. Starting in FY14, DCMS-831 obligates PCS funds via weekly summary batch. Individual TONO numbers are no longer available to the FINCEN web site. However, the PCS orders must be in a "READY" status in DA prior to processing an advance request. Only orders in a "READY" status will be included in the weekly summary batch.

We have updated the Web-TPAX Advance Signature Proxy (ASP) Tutorial to reflect this change.


Government Housing Releases and PCS Orders

CWO Victor E. Hughes, U.S. Coast Guard Headquarters, Housing Management Division (CG-1333)

In January 2013, ALCOAST 016/13 announced the promulgation of policy mandating assignment to government-controlled housing in OCONUS locations. It stated "All members with PSC orders reporting for duty outside of the continental United States on or after 15 April 2013 must submit an Application for Assignment to Military Housing, Form CG-5267, to the housing office at their new duty stations. Local Housing Authorities shall assign members to government-controlled family or unaccompanied personnel housing when it is available and adequate."

Subsequently in June 2013, Flag Voice 384 announced the that assignment to government-controlled housing in CONUS would closely mirror that as stated in ALCOAST 016/13. The language in the Flag Voice stated that; "Beginning in AY14, all members in receipt of permanent change of station orders will be required to submit an Application for Assignment to Military Housing, Form CG-5267, to their new unit's housing officer prior to receipt of final orders. Housing officers will assign members to government housing in conjunction with a PCS move, when housing is available and adequate."

In December 2013, the Coast Guard Housing Manual, COMDTINST M11101.13F was promulgated establishing Coast Guard policy for assignment to government-controlled housing for both CONUS and OCONUS locations. It stated in 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."

We have gotten a lot of feedback from Commands that yeoman are telling members they will not get their final orders until a release from housing is provided. The intent of Flag Voice 384 was not for the SPO to hold a member's final orders in abeyance until the member proves they sent the CG-5267 to the new PDS, but to ensure that members submitted their Application for Housing prior to their departure from their old PDS. It was never meant to involve the SPO with the enforcement of housing policy. The responsibility will always fall upon the member to ensure that all necessary requirements are met prior to their PCS transfer. With the promulgation of the new housing manual, it established policy and superseded any previous communications. We apologize for any confusion that this may have caused.


Shipping a Second Privately Owned (Motor) Vehicle (POV) within the Contiguous United States (CONUS)

By: YNCM M. Snyder, Commandant (CG-1332)

COMDT (CG-1332) has received feedback that SPO yeoman may have incorrectly advised members regarding reimbursement for shipping a second POV in CONUS. The following information is to ensure that all yeoman understand when a member is entitled to reimbursement for shipping a second POV in CONUS, and when they are not.

In accordance with Joint Federal Travel Regulations (JFTR), par. U5417 and Coast Guard Supplement to the Joint Federal Travel Regulations (CGS-JFTR), COMDTINST M4600.17 (series), par. 5417-A, for a member to be entitled to reimbursement for shipping a second POV in CONUS, the member must have a dependent(s), the member or their dependent(s) must possess more than one POV to be relocated to the new PDS, and the member and their dependent(s) must travel together, at one time, in a Privately Owned Conveyance (POC) to the new Permanent Duty Station (PDS). If a member meets this criteria they may be entitled to reimbursement for shipping a second POV in CONUS. However, if a member chooses to utilize commercial transportation for themselves or their dependent(s) to the new PDS the member does not meet the criteria of JFTR par. U5417 and CGS-JFTR, par. 5417-A3, and they are not entitled to reimbursement for shipping a second POV in CONUS.

When a member is entitled to reimbursement for shipping a second POV in CONUS, the member must make all arrangements for shipment of the second POV. Travel time is not authorized to drop off, or pick up a second POV, and the member may not be reimbursed for mileage to drop off, or pick up a second POV transported IAW U5417 and CGS-JFTR, par. 5417-A3.

When a member is entitled to reimbursement for shipping a second POV in CONUS the calculations and maximum reimbursable amount must be reflected on the member's PCS orders. See JFTR par. U5417-D for guidance on how to calculate a members reimbursable amount to ship a second POV in CONUS.

Yeoman should counsel members if they do not meet the above criteria, and do not travel together with their dependents at one time in a POC, then the member is not entitled reimbursement for shipping a second POV in CONUS. Yeoman should also counsel members that falsifying a Travel Voucher (DD-1351-2) to reflect the member and their dependent traveled together at one time in a POC, is fraud.

Commandant (CG-1332) contacts on this matter are, Mr. Anthony H. Pearson, or CWO James R. Jeffery.


TQC Training Advisory 007-14: FY14 Closeout of Class C School Orders

  1. In preparation for FY14 orders closeout, all Class "C" school travel orders will be issued by TQC by 27 June 2014. All Class "C" school electronic training requests (ETRs) must be submitted via Direct Access by 25 June 2014. The only exception is those members requesting TCT training may submit ETRs through 23 July 2014.
  2. The only authorized modifications to orders after 27 June 2014 will be cancellations and substitutions. Approved templates for cancellations and substitutions are available on the TQC website and shall be submitted via CGMS by the unit Commanding Officer.
  3. Unit Commands and Training Officers are highly encouraged to contact TQC schedulers with any questions or concerns. The list of TQC schedulers and their assigned courses is available at: https://cgportal2.uscg.mil/units/forcecom/tqc/Pages/Home.aspx.
  4. Members can verify their enrollment status in Direct Access by following these steps: Select SELF-SERVICE/SELF-SERVICE FOR COMMANDS/USE/STUDENT TRAINING SUMMARY. Enter the member's EMPLID and click search. Enrollment status can also be verified via CGBI.
  5. Please disseminate to subordinate commands, all Training Officers and Servicing Personnel Offices (SPO).
  6. TQC Customer Service Line Phone Number: 757-366-6583.

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:


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.


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 01OCT13
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

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 7/3/2014