Pay & Personnel Center, Travel Branch

Travel News Headlines:

T-PAX or Direct Access Password Resets

Per ALCOAST 598/08, both T-PAX and DA have self-service password reset functions. Follow the procedure in this guide to reset your passwords if you cannot log in. Submit an online trouble-ticket to PPC Customer Care to request a manual password reset if the procedure in the guide does not work for you.

Travel Voucher Summaries and Individual Audit Status Reports

The Travel Voucher Summary and T-PAX 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.

Information for Travel Approving Officials

By CWO J. Benbow, Chief, PPC Travel Branch

Approving Officials, I wanted to touch base with everyone again and pass some very important information with TDY and PCS travel. For starters, please be aware that as an AO, you are fully accountable to the Coast Guard and may be found liable for erroneous or improper payments. Take your time and seek assistance if you have questions before you approve a travel claim. Determine that the travel expenses were necessary, reasonable, justified, and consistent with completing the assigned objectives or mission. Read the entire letter on our Blog...

Supplemental Claims Issue (TPAX and Web-TPAX)

A programming issue has been identified in TPAX when processing supplemental claims against an existing debt. Please do not process supplemental claims in TPAX, if they meet this criteria, until after March 18, 2010. If the claim must get processed immediately, please submit a manual supplemental to PPC Travel for correct processing.

SPLIT DISBURSEMENT ERROR IN WEB-TPAX

Please be advised that PPC Travel has identified an error in Web-Tpax when using the WIZARD mode,this error IS NOT occurring in EXPERT mode.

Currently in Web-Tpax version (Nov 9, 2009) if a member is in the wizard mode and trying to use split disbursement and the member clicks modify accounting, the system may change the split disbursement amount to $1 and that is what is being transmitted to FINCEN for payment to JPMC.

This error has been reported to the programmers and a FIX to the bug is being tested. Once it passes test it will be loaded to the production system (version date on log on screen will be March X, 2010). We will also update this notice.

In the mean time, once a member completes their travel claim and saves it, PPC Travel recommends that prior to sending to the AO for approval, the member switches their mode to EXPERT (top left corner of the screen) and open the claim to ensure the split disbursement amount is correct. If not, please correct the amount and modify accounting, save the claim and send to AO for approval

TPAX/Web-TPAX Version Upgrade

TPAX and Web-TPAX will be down Saturday, 27 March and Sunday, 28 March for a version upgrade. The majority of the changes being made are to the database and will not be seen by users. Here are a couple of changes that you may see once the version upgrade is completed:

Note: ALL PENDING TRAVEL CLAIMS MUST BE APPROVED BY THE APPROVING OFFICIAL (AO) PRIOR TO 1200 (CDT) ON 26 MAR 10 TO BE PROCESSED FOR PAYMENT PRIOR TO THE UPGRADE.

Web-TPAX Users -- Use the Tab Key to Move Between Fields!

PPC (tvl-systems) has reviewed both tutorials for Web-TPAX on the PPC web site, neither one states anywhere about the importance of "Tab-bing" through the fields in order to have the system read the selections correctly. All the tutorials states, is to click on options that are needed for completion. While this is true, a member needs to tab though the fields and all the way out. An example would be tab-bing all the way though the itinerary.

Information for Travel Approving Officials (AOs)

Let me take this opportunity to introduce myself. I am CWO3 Jay Benbow, the Travel Branch Chief at the Pay and Personnel Center in Topeka, KS. I reported in this past summer and got to experience the height of the travel claim season. With that said, I wanted to share some of the common errors we experience here every day. A lot of paper claims are returned to the member, believe me that is the last thing we like to do, but it has to be done. Please review the information below and become familiar with the PPPM, JFTR and FTR. As an Approving Official (AO) you have big responsibility to ensure all travel entitlements are legitimate, authorized and submitted with everything we need to process the claim the first time. It can be frustrating to the member and to the travel staff when claims have to be sent back. I look forward to my tour here and I'm open to any feedback you may have to improve the travel claim process. Thanks for your hard work and taking on the responsibility as an AO. Read the entire letter on our Blog...

Split Disbursement in T-PAX

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. Per, ALCOAST 715/09, this functionality must be used by travelers to pay for, at a minimum, lodging, commercial carrier transportation and rental car charges that were placed against their CG GTCC.

T-PAX Procedures:

Web T-PAX Procedures:

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

Schedule for T-PAX and Web T-PAX Server Maintenance

PPC will be performing regular scheduled maintenance on the T-PAX server the 1st and 3rd Monday of each month making T-PAX unavailable from 1800 (6PM) until approximately 2230 (1030PM) CST. This maintenance schedule will begin 12/21/2009. Please ensure you are not logged into the T-PAX system during this time or you may loose any data you are working on when the maintenance begins.

Web-Based T-PAX

PPC Topeka has successfully completed development of a web version of the TPAX application. Hereafter known as Web TPAX, it has been piloted at several CG commands and is now ready for implementation CG-wide.

Web TPAX is Common Access Card (CAC) enabled allowing traveler's 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. 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.

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

T-Pax and Web T-Pax 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...

Where's the sign on link for T-PAX?

T-PAX is only accessible via the Coast Guard Standard Workstation.

  1. Click the drop-down arrow immediately to the right of the U. S. Coast Guard button on the Coast Guard toolbar in Internet Explorer.
  2. Hover the mouse pointer over Other Coast Guard Sites.
  3. Click on Personnel Service Center on the list of other Coast Guard Units.
  4. PPC's Intranet/CGWEB page will open. Click on the T-PAX Guide or T-PAX Logon links in the left-hand column or the T-PAX(UTS) link in the Top links section of the right-hand column.

The CG Toolbar provides quick access to TPAX

T-PAX can be accessed via CG Central by selecting the "Resources" and then selecting the "Applications" link. Click the "Launch TPAX (UTS)" link from the list of Coast Guard applications to start T-PAX.

How to calculate "Cost of GTR"

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://apps.fss.gsa.gov/citypairs/search/)
  2. any taxi fares and tips that would be appropriate to and from the airport and/or lodging accommodations, mileage and tolls that would be appropriate to and from the airport,
  3. airfare service fees,
  4. 75% of the M&IE per diem for two travel days,
  5. and the cost for a rental vehicle if one would had been authorized.

To determine which will be paid, add together total mileage multiplied by the current TDY mileage rate, tolls, total per diem for travel days (75% for first and last day and full per diem for each additional day of driving travel), and lodging costs (not to exceed max. lodging rate for that area) during travel if required to stop in route. The member will be entitled to the lesser of these amounts. Travel days and reimbursement WILL NOT exceed GTR limits. If there are extenuating circumstances, i.e. member is transporting unit equipment or flying to multiple destinations where the costs to the government would be much higher, then POV may be determined to be advantageous, in which case the orders need to specify and provide reason for decision. For more information, please refer to the following JFTR paragraphs: U3305-A1; U3305; U3325; U3310; U4330; U4326-B3; U4326-A2; U4145-B; and U4147-3.

Lost Receipts or Original Orders?

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 Authorizing Official (AO).Adobe Acrobat Required

Audit Status and Reports

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

How to check claim or audit status or retrieve a voucher summary

Learn how to use T-PAX, the Coast Guard Finance Center's and PPC's web sites to check the status of your travel claim or audit request and retrieve a copy of your Travel Voucher Summary (TVS).

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

T-PAX 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 T-PAX(UTS) audits is:

Commanding Officer (TVL/T-PAX Audits)
U. S. Coast Guard
Pay & Personnel Center
PO Box 3551
Topeka, KS 66601

Note: Use the Clams Mailing Address (444 SE Quincy St, Topeka, KS 66683-3591) above for services (DHL, FEDEX, etc.) requiring a physical address.

The Audit Travel Claim package will consist of:

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.

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.

Last Modified 3/19/2010