Travel T-PAX/UTS Newsletter Archives

PPC Travel News Feed 2011 Archive

Travel AO News - December 2011

Published Date: Mon, 05 Dec 2011 15:00:16 CST

Approving Officials,

Another PCS season (AY11) has ended and I'd like to thank everyone for being good stewards of government funds. Between June and Oct with six PCS examiners and two auditors, PPC processed 10,834 manual PCS claims, a big achievement for such a small number of personnel. As an AO, you are the front line to make sure PPC is able to process these claims without having to return or place travelers in debt because they were miss counseled. AO's have a broad authority to determine when travel is necessary to accomplish the unit's mission, authorize travel, obligate unit travel funds, approve trip arrangements and authorize travel expenses incurred ICW that mission and IAW the JFTR, FTR, and agency policy. It's a big job that requires a lot of knowledge for a collateral. A couple of new/updated items are below that I think are very important and should be shared with your crew.

TDY/PURCHASE OF ANY DWELLING:
Effective 1 January 2012 for uniform members with an order issued on/after 1 January 2012, mortgage interest and property taxes associated with the purchase of any dwelling (to include a recreational vehicle) purchased at a TDY location may not be claimed as substantiation for payment of per diem while TDY. Example: Order issued 29 December 2011 and dwelling purchased 2 January 2012 no lodging payments for purchase costs. Personnel who were issued orders before 1 January 2012 and had already purchased a dwelling at the TDY location before 1 January 2012 may continue to claim lodging costs related to the purchased dwelling until the expiration of the current TDY order including any extensions to that order limited to the following:

For those eligible (see above), allowable expenses are prorated based on the number of days in the month, rather than by the actual number of days the member occupied the residence (57 Comp. Gen. 147 (1977)), and include the monthly: Mortgage interest; Property tax; and Utility costs actually incurred (does not include any installation and hook up charges), e.g., electricity, natural gas, water, fuel oil, sewer charges, not to include entertainment utilities (e.g. cable, TV, telephone). A member who purchased and occupied a residence at the TDY location may not be reimbursed for any cost associated with rental, purchase or shipment of furniture. Civilian Federal Employees - IAW FTR 301-11.12(b) dated 14 October 2011, reimbursement under this paragraph is not allowed.

RECORD KEEPING:
The following information is being added to the next update to the Personnel and Pay Procedures Manual on record keeping. Along with the traveler keeping record of their travel documents for six years three months, the unit controlling the authorization of travel must maintain copies of records relating to reimbursing individuals, such as travel orders, per diem vouchers, and all supporting documents relating to official travel. These official travel records shall be maintained for a period of six years.

TRANSPORTATION:
It is mandatory policy that all travelers use the designated Travel Management Center, contractor SATO for all official transportation requirements. For invitational travelers and travelers who do not possess a government travel credit card, the unit AO shall assist the traveler in making their transportation reservations. Travelers should be authorized to use the Centrally-Billed Account (CBA) for transportation expenses if the traveler does not possess a GTCC. The order must specify that use of the CBA is authorized. The CBA can be used in the purchase of commercial transpiration tickets for individuals who possess an individually billed GTCC but only when the duration of the TDY trip exceeds 21 days or PCS delay exceeds 15 days. The CBA shall be used to purchase of Alaska marine highway system (AMHS) ferry reservations that are in conjunction with a PCS. Official travel that requires advance purchase or overseas transportation tickets that exceed $3,000 dollars are authorized to be charged to the CBA even by travelers who hold an individually billed travel charge card. The advanced purchase/ticketing is defined as more than three business days prior to departure.

When leisure travel is being arranged in conjunction with official travel neither the CBA nor the travelers individually billed account GTCC shall be used for travel segments which include leisure travel. As applicable, the CBA or the travelers individually billed account GTCC may only be used for travel between official duty locations that does not include an leisure travel and which is ticketed separately from the leisure travel segments. Special rules and fare restrictions apply to leisure in conjunction with official travel. Travelers are encouraged to contact their Servicing Personnel Office (SPO) prior to booking any leisure travel.

Reimbursement for official travel transportation made outside the contracted TMC is limited to the City-pair YCA contracted fares. The toll free SATO Service Center phone numbers are; Hawaii, Guam, Singapore, and Japan - 1-877-666-1304, all others - 1-800-753-7286.

GENERAL:
Hotel Reservations: When making lodging reservations, travelers shall use the Travel Management Center or reserve a room directly with the hotel/chain (including the hotel's online website). Third party lodging reimbursement is authorized for hotel lodging obtained through an online booking agent only when the traveler can provide a documented itemized receipt with proof of payment for room costs from the hotel or online booking agent showing the following charges: Daily hotel room costs; Daily hotel taxes; and Daily miscellaneous fees, if applicable.

Federal government travelers while on official travel may book there lodging through GSA FedRooms at: https://www.fedrooms.com/. FedRooms leverages the government buying power to offer safe, economical and compliant hotel lodging at per diem or better rates at hotels globally.

Blanket Travel Orders must meet the following requirements:

Be an order for an individual; Define the time period covered by inclusive dates; Inclusive dates do not cross fiscal years (30 Sep/01 Oct); Define the geographic area in which travel can be performed; The reason(s) making the blanket/repeat TDY order necessary; Excess accompanied baggage authorization, if necessary; and other conditions, limitations, and instructions appropriate such as the use of GOV'T QTRS/dining facility/mess is required if available to the member.

For geographic area(s) the Blanket Travel Orders must list the following:

Unlimited Open. Allows the traveler to travel anywhere on official business without further authorization for a specified period of time within a fiscal year.

Limited Open. Allows the traveler to travel on official business without further authorization under certain specific conditions, i.e., travel to specific geographic area(s) for a specific purpose(s), subject to trip cost ceilings, or for specific periods of time within a fiscal year.

Repeat. Allows the traveler to travel on official business without further authorization to a specific destination for a specified period of time within a fiscal year.

The following types of travel must be authorized on a trip-by-trip basis: Other than economy/coach-class transportation; Conference travel; Foreign travel; Travel funded from a non-federal source Training-related travel; and, Travel by volunteers and invitational travel.

Note: Generic actual expenses allowance is not authorized on blanket orders. If necessary, an amendment to the order must be completed.

TQC Orders:
Orders issued by the Training Quota Management Center (TQC) may be amended by the unit AO to reflect alternate means of travel to and from TDY location. Cost of alternate travel cannot exceed the constructed cost of the GTR (worksheet to construct travel: http://www.uscg.mil/ppc/travel/ConstructiveGTRCost.XLS). Unit AOs may also authorize and amend orders to cover remain overnights (RON). Unit authorization of RON is limited to delay in travel due to weather, missed connections due to late arrival of a flight, and to accommodate travel IAW JFTR U3006. RONs are not authorized for personal convenience. IAW JFTR U3015-C and APP G, the AO may authorize/approved excess accompanied baggage.

Rental vehicles and change in course dates must be approved by TQC. To request an amendment, contact the POC for the related course at http://www.uscg.mil/hq/tqc/TQC_phone_list.asp. If approved, TQC will reply with an e-mail amendment that must be printed/signed by the unit AO and placed with the original orders.

AUDITS:
If further documentation is needed to process an audit (audit is kicked back as unable to process), please fax the required documentation to 'Kickback' at 785-339-3777 referencing the name, TONO and claim number on the fax cover sheet.

CWO3 JAY BENBOW
TRAVEL BRANCH CHIEF
COAST GUARD PAY & PERSONNEL CENTER

TPAX/Web-TPAX Outage Scheduled for 02 December

Published Date: Wed, 30 Nov 2011 13:00:16 CST

TPAX and Web-TPAX will be unavailable on Friday, 02 December 2011 from 1700 to 2100 (CST) for database maintenance. Ensure you have logged out of TPAX/Web-TPAX completely before this time to prevent loss of any information.

New Government Travel Charge Card Application Process

Published Date: Thu, 03 Nov 2011 09:00:16 CDT

If you are in a position to advise a member or employee on applying for a CG government travel card, please direct them to the "How do I get a Government Travel Card?" section of our web site below and encourage them to use the on-line application process - http://www.uscg.mil/psc/bops/govtrvl/Travel Card/default.asp.

The link above also includes the process and all required forms for completing the old fashion paper application. If the situation warrants the applicant to use a paper application, i.e. a rush card request, a reinstatement, or no computer connectivity, only the most recent form dated 10/11 will be accepted by the bank. Forms dated prior to 10/11 will no longer be accepted by the bank after 12/1/11. Please purge any old forms you have saved electronically or in your paper form files to avoid rejected applications.

Your local GTCC travel manager can be identified by viewing the roster at http://www.uscg.mil/psc/bops/govtrvl/contacts/default.asp.

FY 2012 Coast Guard Reduced Per Diem Rates (Updated)

Published Date: Thu, 06 Oct 2011 17:00:16 CDT

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 06 October, the following localities have been authorized reduced/zero per diem.

Seventh District

CG Location	City	State	M&IE Red Rate	Effective Date
Providenciales (OPBAT)		Turks & Caicos Islands	$49.50	01OCT11
Turks (OPBAT)		Turks & Caicos Islands	$49.50	01OCT11
Caicos (OPBAT)		Turks & Caicos Islands	$49.50	01OCT11
Air Facility Charleston	Charleston	South Carolina	$26.00	01OCT11

Fifth District Small Stations:

CG Location	City	State	M&IE RED RATE	Effective Date
STA (small) Roosevelt Inlet	Lewes	Delaware	$0.00	01OCT11
STA (small) Stillpond	Worton	Maryland	$0.00	01OCT11
STA (small) Shark River	Avon By The Sea	New Jersey	$0.00	01OCT11
STA (small) Beach Haven	Beach Haven	New Jersey	$0.00	01OCT11
STA (small) Fortesque	Fortesque	New Jersey	$0.00	01OCT11
STA (small) Great Egg	Ocean City	New Jersey	$0.00	01OCT11
STA (small) Salem River	Salem	New Jersey	$0.00	01OCT11
STA (small) Townsend Inlet	Townsend Inlet	New Jersey	$0.00	01OCT11
STA (small) Ocracoke	Ocracoke	North Carolina	$0.00	01OCT11

Thirteenth District Air Facilities and SARDETS:

CG Location	City	State	M&IE RED RATE	Effective Date
SARDET Rouge River	Gold Beach	Oregon	$18.00	01OCT11
SARDET Coquille River	Bandon	Oregon	$10.00	01OCT11
Air Facility Newport	Newport	Oregon	$26.00	01OCT11

We've prepared the Coast Guard Reduced Per Diem Rates and Procedures guide, it provides the FY 2012 reduced per diem localities, rates, and provides the procedure for correctly completing your travel itinerary in TPAX/Web-TPAX when reduced per diem is authorized.

New Address for Web T-PAX Following Upgrade

Published Date: Mon, 19 Sep 2011 10:00:16 CDT

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

TPAX Scheduled Outage

Published Date: Thu, 01 Sep 2011 15:00:16 CDT

TPAX (Web and Citrix) will not be available from 1800 (CDT) on 16 September to 2359 (CDT) on 18 September 2011 due to system upgrade. All pending travel claims must be approved by the AO prior to 1300 (CDT) on 16 September to be processed for payment prior to the downtime. If a travel claim is in a pending status without being approved, the travel claim will have to be reentered by the traveler/proxy after the system is available on 19 September 2011.

A list of enhancements and changes being made in connection with this upgrade will be posted here when available.

AO E-NEWSLETTER / HURRICANE / EVACUATION ORDER GUIDANCE

Published Date: Mon, 29 Aug 2011 11:00:16 CDT

All,

Guidance for evacuation orders is provided in the Personnel and Pay Procedures Manual, chapter 2.B.24. Pass this information on to those who are preparing evacuation orders for dependents and government employees. Guidance for government employees is located in the Q&A for Civilian Employees Affected by Emergency Situations http://www.uscg.mil/ppc/travel/civilianevac.pdf. When the claim is submitted to PPC to process, please allow an additional ten days for the Finance Center to issue the payment, advise the dependent who is issued an order to sign-up for Electronic Funds Transfers at https://www.fincen.uscg.mil/secure/enrollment_form.htm, this will decrease the time for payments and avoid issuing checks. As a reminder, military member's are issued TDY orders, dependents are issued their own evacuation order with their own tono (dependent children under the age of 21 may be listed under the dependent spouse evacuation order).

2.B.24 - http://www.uscg.mil/ppc/3pm.asp

Information for evacuations within CONUS is released by the responsible official designated by paragraph U6051-A, JFTR. The message announcing the evacuation will designate the safe haven location. The evacuation applies to dependents residing in the vicinity of the member's PDS or at an authorized designated location. It also applies to dependents en route to establish a residence with the member and to dependents residing in the vicinity of the member's old or new PDS.

Information on evacuations from overseas areas for a Service member's dependents is released by message from the Under Secretary of Defense, for Coast Guard members the responsible official designated by paragraph U6003-A, JFTR. The message announcing the evacuation outlines the safe haven locations. The JFTR evacuation applies to both command and noncommand-sponsored dependents for members stationed overseas. It further applies to command sponsored dependents who are en route to establish a residence with the member, and to student dependents who are authorized to travel to the member's PDS. (NOTE: Entitlement to evacuation allowances is based on command sponsorship of the dependents. Command sponsorship is a personnel decision and should be reflected in the evacuation order.)

The Joint Federal Travel Regulations, Volume 1, Chapter 6 is the regulatory guidance for military family evacuations. Uniformed members are not evacuated; they may be issued orders for temporary duty (TDY) or permanent change of station (PCS) as required. Reserve component members who are not on active duty are not authorized evacuation TDY orders.

The processing of evacuees requires patience, tact, and expeditious service. Authorized dependents will be issued a separate tono/order with authorized dependent minors listed in the remarks block of the non-military spouse evacuation order. The CG-4251 will be used as the travel order form. The order shall contain the dependency dates; date of marriage, date of birth, and reflect the evacuation/safe haven location, as appropriate. The sponsor's name/EMPLID shall be listed in the remarks section of the dependent evacuation order.

Dependent transportation tickets may be charged to the centrally billed account using the travel order when travel is arranged through the Travel Management Center (TMC) contractor, SATO. Use of the uniformed member's travel charge card is not authorized and would constitute misuse. The toll free SATO Service Center phone numbers are; Hawaii, Guam, Singapore, and Japan - 1-877-666-1304, all others - 1-800-753-7286.

In the case of uniform members who are single parents or member to members with minor children, the Approving Official may determine if the member should accompany dependents as escorts. A person may travel under an official travel authorization/order as an escort for a dependent evacuated under Chapter 6, Part A of the JFTR who is incapable of traveling alone (IAW JFTR, Par. U6004-H) between the member's PDS and safe haven or designated place. The minor dependents shall be listed on the escorts or member's orders with all pertinent information. Married members who are both assigned in an area that is being evacuated shall be given their own set of TDY or PCS orders.

Advances for evacuees will be paid to the dependents the orders are issued to. To request advances use the SF-1038 form (under their SSN) with a signed copy of the orders, fax to the Pay and Personnel Center at (785) 339-3775. To expedite the payment process for advances, the payment of claims and reduce the issue of paper checks, it is highly recommend that the dependent who is issued an evacuation order complete the Finance Center online Electronic Funds Transfer/Member Payment Enrollment Form at (https://www.fincen.uscg.mil/secure/enrollment_form.htm). Once completed all travel payments will be electronically transferred into their banking institution of choice (EFT). It is recommended to request advances no more than 80% of the travel entitlements; this will help in reducing potential overpayments.

All dependent evacuation claims shall be submitted on DD Form 1351-2 using their SSN, clearly annotated as a dependent evacuation claim, and submitted by mail to the Pay and Personnel Center. Claims should be submitted every thirty days; dependents (non access to the CG network) cannot submit claims via TPAX. Units shall assist evacuees with claim preparation. Each evacuee shall be asked about advances or previous payments received. All advances or previous payments associated with an evacuation claim must be disclosed upon submission of any evacuation claim in order to avoid duplicate payments in accordance with the JFTR, Chapter 1, Part A, para U1000.D. To verify travel advance payments visit the Coast Guard Finance Center Travel Payment Application at (https://www.fincen.uscg.mil/secure/TP_menu.htm ). Each claim submitted must have an original hand written signature in blue ink by the traveler and Approving Official. The order must be an original with the Approving Official's hand written signature in blue ink or a copy of the approved order certified as a true copy.

Mail Claims to: Commanding Officer (Travel)
Evacuation Travel Claims (TST)
Coast Guard Pay & Personnel Center
444 S.E. Quincy Street
Topeka KS 66683

CWO3 JAY BENBOW
TRAVEL BRANCH CHIEF
COAST GUARD PAY & PERSONNEL CENTER

Premium-Class Travel Request

Published Date: Wed, 16 Aug 2011 11:00:16 CDT

This is to remind Coast Guard members and employees of the eligibility criteria for premium-class travel and the standard procedures for requesting such common carrier accommodations.

Premium-class travel includes first-class accommodations, business-class accommodations, and extra-fare train service (e.g. Amtrak Acela and Metroliner). The authority to approve premium-class travel is held at the Commandant/Vice Commandant level with no further re-delegation authorized.

The use of premium-class travel can be authorized prior to travel or approved after the fact. However, by regulation, authorization/approval for the use of premium-class travel is strictly limited to travel that meets specific eligibility criteria as indicated in the Federal Travel Regulation (FTR) and the Joint Federal Travel Regulations (JFTR), Par. U3125-b (for commercial air) and Par. U3135 (for train). For commercial air the length of flight in and of itself is not sufficient justification to authorize premium-class travel.

Commands shall ensure members and employees are eligible to use premium-class travel prior to submitting the Premium-Class Travel Request Form (CG-4600) via COMDT (CG-1222) for military or COMDT (CG-1215) for civilians.

In order to allow time for processing and routing, the CG-4600 should be submitted immediately when the need for premium-class travel is known. Normal processing time is 21 calendar days.

The following shall be included with the CG-4600: A copy of the travel orders, itinerary, and any supporting documentation/justification. For medical travel, a statement is required from a competent medical authority of the need for a patient to travel by premium-class and the need for an attendant, if applicable. A separate CG-4600 must be submitted for an attendant.

A copy of the approved CG-4600 is required to support the claim for reimbursement of premium-class travel and must be referenced in TPAX (comment block) when filing an electronic voucher.

Source: ALCOAST 386/11

Policy on Cash Travel Advances

Published Date: Thu, 04 Aug 2011 14:00:16 CDT

ALCOAST 368/11 updates the Certifying and Disbursing Manual, COMDTINST M7210.1 (Series). The new policy for cash travel advances is:

"Travel advances are only authorized via the imprest fund if the member does not have a government travel card, time does not allow for the use of the routine travel advance process, and non receipt of a travel advance would cause financial hardship on the traveler. The travel advance must be supported with a written statement citing the exceptions above. Travel advances of $500.00 and over must also include the FINCEN (CC) waiver number on all documents."

GSA Announces New Per Diem App for iPhone, BlackBerry

Published Date: Thu, 04 Aug 2011 11:00:16 CDT
screen shot of new app

Love your smartphone and using apps to make your life a little easier? Federal travelers and others who use GSA's per diem rates can now look up rates while on the go with just a few taps or clicks, as GSA announces the new per diem rate app for the iPhone and BlackBerry platforms. The app is free of charge.

The new app allows travelers to look up per diem reimbursement rates for lodging and meals and incidentals rates by location or ZIP code. Travelers can look up rates for the Federal government fiscal years 2010 and 2011, with 2012 rates available later this summer. Visit GSA's per diem website for more information and download the new app today!

PCS Travel Allowances for Dependents

Published Date: Mon, 01 Aug 2011 14:00:16 CDT

Per JFTR U5201-B.2f, a member is not entitled to PCS travel allowances for a dependent child who is not under the member's legal custody and control on the PCS order effective date (See JFTR par. U5215-J for travel authorization when legal custody and/or control changes after the PCS order effective date).

A single member, who is a member with dependents for housing allowances purposes solely because the member is paying child support (BAH-Child), is not authorized with-dependent travel and per diem allowances.

Travel Approving Official (AO) E-Newsletter - July 28th,2011

Published Date: Thu, 28 Jul 2011 16:00:16 CDT

Approving Officials,

Premium-Class Travel
Submitted by YNCM Michael Snyder, COMDT (CG-1222)
Travelers are required to use the Premium-Class Travel Request Form (CG-4600) for reimbursement of TDY travel performed in first-class or business-class type accommodations. The authority to authorize/approve premium-class travel is held at the Commandant/Vice-Commandant level with no further re-delegation authorized. The form is located on the CG-Portal under References, Forms, Coast Guard.
The use of premium-class travel is strictly limited to travel that meets specific eligibility criteria contained in the JFTR, par. U3125 (for commercial air) and par. U3135 (for train, to include AMTRAK Acela and Metroliner). For commercial air the 'length of flight' in and of itself in not sufficient justification to authorize premium-class travel.
In order to allow time for processing and routing, requests should be submitted immediately when the need for this type of travel is known or no later than 21 calendar days prior to the travel departure date. Commands are responsible for ensuring travelers are eligible to use this type of travel prior to submitting the CG-4600 via CG-1222 (for military) or CG-1215 (for civilians).
The following shall be included with the CG-4600: copy of the traveler's TDY order, itinerary, and any supporting documentation. For medical travel a statement is required from a competent medical authority of the need for the traveler/patient to travel by premium-class accommodations and the need for an attendant, if applicable. A separate request must be submitted for attendant travel. A copy of the approved CG-4600 is required to support the claim for reimbursement of premium-class accommodations.
Web TPAX "Wizard" Mode
The wizard mode should not be used for proxies, complex claims, or computing constructive cost of GTR. When logging into Web TPAX, toggle the mode in the upper left corner to Expert Mode.
PCS Information
- Signatures: All manual claims/orders (this includes all PCS) and the amendments submitted to PPC must have original hand written signatures in blue ink. The orders can be submitted as a certified to be a true copy with an original hand written signature. The claim, Form 1351-2, cannot be certified, it must be the original.
- Dependent Travel: If the member's dependent(s) traveled on separate dates, submit a separate travel claim with itinerary that accompanies the member's travel claim. Thoroughly review block 5 for accuracy and check all that applies. If the member is entitled to DLA and its authorized on the orders, the DLA block should be checked, even if they were paid DLA in their advances. This allows PPC to liquidate the advance.
- DLA: Block 6 of the travel claim must be filled out when claiming DLA, single or married. Enter the member's current physical residential address. If the member has not secured a permanent residence in the vicinity of the new PDS, the duty address may be used. Note in block 29 (remarks) if member is establishing a residence in the vicinity of the PDS and if dependents accompanied the member to the new PDS.
- TLE: The JFTR references the following for distance, 'must be in the vicinity of the old and/or new PDS/Designated Place.' PPC determines vicinity as within a distance that is commutable on a daily basis and up to a two hour round trip. All lodging receipts for TLE must be itemized with name, address, and phone number of the lodging establishment. If the member is claiming M&IE for staying with friends or relatives, the member must include in the remarks section the dates, name, address, and phone number of the residence in the remarks block and provide documentation showing the date when the HHGs were picked up or delivered.
- DITY/Personally Procured Move (PPM): DITY or PPM claims shall be sent to the Coast Guard Finance Center (FINCEN), PPC cannot process those types of claims. FINCEN's check-off sheet for PPMs can be found at: http://www.fincen.uscg.mil/pdf/PPM_Checklist.pdf.
- Temporary Lodging Allowance (TLA): PPC does not process TLA, this payment is between the OCONUS unit and FINCEN. PPC does process Temporary Lodging Expense (TLE).
- Member Married to Member: When you have member married to member traveling, write MEMBER to MEMBER on top of the claims. (This includes a CG member married to a member of any other branch of service. In that case, provide PPC with a copy of the claim from the other service.) This helps the examiner pay the entitlements correctly. Also, double check that member married to member is listed on the orders.

CWO3 JAY BENBOW
TRAVEL BRANCH CHIEF
COAST GUARD PAY & PERSONNEL CENTER

Unit Collateral Duty Travel Manager Role

Published Date: Tue, 26 Jul 2011 16:00:16 CDT

UNCLAS //N04600//
ALCOAST 344/11
COMDTNOTE 4600

SUBJ: Positioning the Coast Guard For Improved Travel Management

(a) U.S. Coast Guard Finance Center Standard Operating Procedures Manual, FINCENSTFINST M7000 (series)
(b) Government Travel Charge Card (GTCC) Program, COMDTINST 4600.14b
(c) Personnel and Pay Procedures Manual (PPPM), PSCINST M1000.2a
(d) Federal Travel Regulation, 41 C.F.R. Section 301-73.101
(e) Coast Guard Internal Control Program, COMDTINST 5700.10a

This ALCOAST announces two incremental changes in an ongoing, service-wide effort to more effectively and efficiently manage the financial and personnel resources associated with official government travel. These changes are necessary to comply with audit/internal controls associated with our new Coast Guard organization and to prepare for the DHS department wide transition to an e-gov travel service (ETS).
First, the current Government Travel Charge Card (GTCC) hierarchy will be replaced with an updated hierarchy based on the Administrative Target Unit (ATU) descriptions in appendix c of ref (a). This hierarchy will establish the organizational framework to standardize and automate many of our existing administrative travel management processes. The GTCC program manager (PSC-BOPS) will assume responsibility for monitoring GTCC account status, processing applications for new and reinstated GTCC accounts, moving cardholders between GTCC hierarchies and closing accounts.
In concert with the hierarchy update, the second change will be the creation of the Collateral Duty Travel Manager role. This Travel Manager will perform the administrative travel management activities currently performed by our personnel in the collateral duty roles of GTCC Coordinator and Travel Authorization Official (AO), outlined in refs (b) and (c), respectively. Since there are over 2,600 personnel with the AO collateral duty, the Travel Manager will not replace these personnel but will augment them and provide improved internal control over travel card use and expenditures. This second change will require a transition period while our manuals, instructions, training tools, standard forms, and unit procedures are updated.
Ref (d) mandated federal agencies fully deploy an e-gov travel service (ETS). The Department of Homeland Security (DHS) selected FEDTRAVELER as the current ETS solution for all DHS components, and has directed the Coast Guard to continue with plans to implement FEDTRAVELER. The CG needs to complete its implementation for DHS to achieve a DHS-wide ETS. When fully implemented over the next few years, the CG intends to use this ETS to manage Temporary Duty (TDY) travel. Having the new hierarchy in place and an established organization of Collateral Duty Travel Managers will be critical to the successful implementation and ongoing management of travel resources.
The creation of the Collateral Duty Travel Manager role is expected to reduce the workload on the field while significantly improving the internal controls over resources associated with official government travel as required by ref (e). A designated Travel Manager may be any E-5 or GS-7 and above who possesses an understanding of government travel rules and regulations. The specific duties of the collateral duty travel manager will evolve as the Coast Guard implements an ETS system. During this transition the anticipated duties of this role include:
1. Confirm individual travelers possess a government-sponsored travel charge card (GTCC) and the appropriate credit limit has been set prior to commencing official travel.
2. Authorize use of the Centrally Billed Accounts in accordance with traveler requirements and current policy.
3. Monitor card use, identify misuse, and advise commanding officers on any appearance of misuse.
4. Assist commanding officers with requests concerning cardholder GTCC use.
5. Authorize and approve travel in support of the required mission(s).
6. Obligate travel funds.
7. Make certain that directed travel is performed in the most efficient manner.
8. Determine that travel expenses were necessary, reasonable, justified, and consistent with completing the assigned objective or mission.
9. Deny/disapprove travel and travel expenses that do not adhere to applicable travel rules and regulations.
10. Review and approve or deny requests for travel authorizations and requests for travel reimbursement.
11. Physically possess the hardcopy travel order and all required receipts for the advance or settlement request prior to electronic approval in the TPAX system.
12. Complete the GSA SmartPay Travel Agency/Organization Program Coordinator (A/OPC) training for coordinators at least every two years (biennially). GSA SmartPay on line training can be found at: https://training.smartpay.gsa.gov/.
13. Complete the Travel Approving Official Training found at http://www.uscg.mil/ppc/travel/aocert/1-overview/index.htm.
Collateral Duty Travel Manager designations. Commands with an Administrative Target Unit (ATU) identified in appendix c of ref (a) shall designate a primary and sufficient alternate collateral duty travel managers to meet their respective mission/organizational requirements. Until a new form is promulgated, complete TPAX Approving Official (AO) Designation Form, CG-7421a available at http://www.uscg.mil/ppc/forms/ and hand-write Travel Manager and Primary or Alternate as applicable, in block 7 of the form. No action is required for an AO that will not be designated as a Collateral Duty Travel Manager. Prior to submission of the forms, commands are responsible for verifying that the required training outlined above has been completed by the proposed applicant.
1. Complete blocks 1 through 14 of the form at the unit level.
2. Fax the form to PPC Travel at (785) 339-2296.
3. Within three business days of receipt, AO privileges in TPAX and the Travel Card Bank System, PAYMENTNET, will be established.
4. The unit shall retain the original CG-7421a until the member/employee departs the unit (transfer, discharge, etc.), or the TPAX AO designation is otherwise terminated or revoked. AO permissions are renewed on an annual basis. The unit must complete the termination section of the form when a member/employee departs the unit (transfer, discharge, etc.).
Implementation schedule. Commands with an existing Administrative Target Unit (ATU) listed in appendix c of ref (a) are requested to designate a Collateral Duty Travel Manager and ensure these personnel complete the training no later than 26AUG11. This will facilitate the change to a new GTCC hierarchy, currently scheduled to be completed over a weekend in September 2011. The actual implementation dates will be announced in a future ALCGPSC message.
Refs (b) and (c) will be amended to reflect the changes contained in this message.
All questions regarding the implementation of the e-gov Travel Service (ETS) should be directed to Mr. Daniel Allman at 202-475-5223 or daniel.j.allman@uscg.mil.
Customer inquiries regarding TPAX AO designations may be directed to PPC Customer Care Branch (CCB) at 785-339-2200/toll free 1-866-772-8724, via e-mail to ppc-dg-customercare@uscg.mil, or by completing the web form at http://www.uscg.mil/ppc/ccb/.
All questions regarding the GTCC hierarchy transition should be directed to Ms. Carlene Curry at 202-493-1222 or evelyn.c.curry@uscg.mil or Mr. Matt Ruckert, the GTCC Program Manager, at 202-493-1965 or matthew.t.ruckert@uscg.mil.
RADM Ronald T. Hewitt, Assistant Commandant for Human Resources, sends.
Internet release authorized.

Invitation Travel Orders (ITOs) Guide

Published Date: Tue, 12 Jul 2011 17:00:16 CDT

There are occasions when the Coast Guard will authorize the reimbursement of travel expenses to a non-governmental individual. ITOs may only be issued to individuals who are not employed by Government or are employed intermittently in Government as consultants or experts (under 5 U.S.C. 5703) (NOTE: This does not include a contractors' employee traveling in the performance of the contract, individuals who serve without pay or are paid $1 per year when acting in a capacity that is directly related to, or in connection with official government activities; or volunteers who are covered by 10 U.S.C. 1588.)

Travel allowances authorized for these individuals are usually the same as those for employees traveling on temporary duty (TDY) authorizations. This guide addresses how to prepare the traveler for making their transportation arrangements, receive advances, and file a travel claim. It is not comprehensive in content. The full regulations governing ITOs and entitlements are covered in the Joint Federal Travel Regulations, Federal Travel Regulations, and COMDTINST 12570.3E. Evacuation orders are not ITOs.

Guidelines on the preparation of invitational travel orders are listed in COMDINST 12570.3E, enclosure (1). Only certain officials are authorized to sign ITOs. The instruction is very specific and must be followed; see enclosure (3) of the instruction. Claims submitted without the proper official's original signature signed in blue ink on the authorization will not be processed and returned to the Approving Official (AO).

When an active duty uniform member is traveling under official TDY orders with a command sponsored dependent who could have been issued an ITO for medical purposes either as the patient or an escort, the dependent may be placed on the active duty uniform member's travel orders with all pertinent information. This can be done for medical ITOs only, all other ITO circumstances the dependents must be issued their own ITO. Minors traveling with a guardian or escort may be listed on the guardian or escorts ITO. When the active duty uniform member is traveling with a command sponsored dependent with orders, the member may use their GTCC for their travel expenses only, not the dependents. A member who has their dependents listed on their orders for medical shall complete the travel claim and submit it by mail to PPC due to the complexity of the claim and entitlements.

Travelers over the age of 21 should be issued their own ITO. Minors/incapacitated travelers who are authorized to travel under an ITO shall be listed under the legal guardian, escort, or attendant's ITO.

A traveler must have a Social Security Number (SSN) or, in the case of foreign nationals, an Individual Taxpayer Identification Number (ITIN). To apply for an ITIN, use the latest revision of IRS Form W-7 (http://www.irs.gov/pub/irs-pdf/fw7.pdf) (Note: See this page for the procedure for obtaining an ITIN from abroad: http://www.irs.gov/businesses/small/international/article/0,,id=96690,00.html). If a foreign national or any other traveler does not hold a US bank account, a paper check in US dollars will be sent to the mailing address provided on the Travel Voucher, DD-1351-2.

The tono for ITOs must be an 11 document type (trip-by-trip).

The unit AO shall assist the traveler in making their transportation reservations. They must be arranged using the Travel Management Center (TMC) contractor, SATO. Travelers on ITOs will use the Centrally-Billed Account (CBA) for transportation expenses since the Invitational Traveler does not possess a GTCC. The order must specify that the CBA is authorized. Reimbursement for reservations made outside the contracted TMC is limited to the City-pair YCA contracted fares. The toll free SATO Service Center phone numbers are; Hawaii, Guam, Singapore, and Japan - 1-877-666-1304, all others - 1-800-753-7286. Travelers will have to arrange their own lodging and rental car, if authorized, unless the unit has contracted out the lodging. When a rental vehicle is authorized on the ITO, Invitational Travelers are listed as authorized users under the U.S. Government Rental Car Agreement Number 4. The Invitational Traveler should verify that the Government Administrative Rate Supplement (GARS) is stated within rental vehicle contract at $5.00 per day. Global Positioning Systems are not authorized for Invitational Travelers.

Travelers should be notified of the TDY location per diem rates which define their maximum reimbursements. An advance for invitational travelers will be paid to the traveler to whom the ITO is issued. To request advances, use the SF-1038 form (under their SSN) with a signed copy of the authorization. Fax the SF-1038 to the Pay and Personnel Center at (785)339-3775. The advance should be requested prior to travel, but may be issued during travel with authorization from PPC Travel Branch Chief. To expedite the payment process for advances, the payment of claims and reduce the issue of paper checks, it is highly recommend that the traveler who is issued the ITO complete the Coast Guard Finance Center online Electronic Funds Transfer/Member Payment Enrollment Form at: https://www.fincen.uscg.mil/secure/enrollment_form.htm. Once completed all travel payments will be electronically transferred into their banking institution of choice (EFT). It is recommended that travel advance requests not exceed 80% of the estimated travel entitlements. This will help reduce overpayments and collection action.

The invitational traveler with assistance from the AO will have to complete and provide an original Travel Voucher DD-1351-2 signed in blue ink by the traveler and AO, original authorization signed in blue ink by the ITO Authorizing Official, and provide all necessary receipts (lodging, airfare, rental vehicle, other receipts in the amount of $75 or greater). The entire claim should be mailed to the address below. If the traveler was authorized Actual Expense for meals/transportation (AE), they must save all receipts (gas, meals, etc). The claims shall be submitted to the AO within five business days after travel has been completed. All contact information on the travel voucher must be provided, i.e., address, phone number, and e-mail. The invitational traveler shall be reminded to maintain their travel documentation for six years, three months.

Commanding Officer (TST)
Invitational Travel Claims
Coast Guard Pay & Personnel Center
444 S.E. Quincy Street
Topeka KS 66683

If the traveler is overpaid, PPC will mail a debt letter to the address provided on the Travel Voucher DD-1351-2. The traveler has 30 days from the date of the letter to make payment in full, or the indebtedness will be referred to the U.S Treasury for collection.

Centrally Billed Account use, Orders, and SATO Travel Requirements

Published Date: Wed, 06 Jul 2011 11:00:16 CDT

Update, 13 July 2011: AO's - SATO has been receiving orders with "CBA Use is Authorized" hand-written on the orders but not signed. Please note that per the Personnel and Pay Procedures Manual (PPPM), PPCINST M1000.2A, paragraph 2.B.12.1 all amendments (even hand-written ones) require the AO's original signature. SATO will not accept a set of orders which have been amended and not signed again by the AO. Recommend the same AO as the original orders sign right next to the amended text when hand-written.

Travel Approving Officials -

This posting is to ensure each of you are aware of the requirements and policy for authorizing the use of a Centrally Billed Account transaction (i.e. CBA...GTR, GTA, Billed to TONO, etc.). Specifically, as detailed in ALCGPSC 036/11 (Revised Policy on use of Government Travel Charge Card (GTCC) Centrally Billed Accounts (CBA)), members who have travel cards are not authorized to use the CBA unless:

The travel is overseas and requires advance purchase/ticketing of the flight or the travel is overseas and the tickets cost more than $3,000 (note that Alaska is not overseas); or
The duration of the TDY trip exceeds 21 days or PCS delay exceeds 15 days.
The purchase of Alaska Marine Highway System (AMHS) ferry reservations in conjunction with a PCS.

AO's need to ensure when they prepare and sign orders that the CBA is not authorized unless the member does not have a individually billed travel card account (IBA) or one of the exceptions above apply. Direct Access shall be checked to determine whether the member has a travel card account when generating the orders (Refer to the user guide for the procedure to view a member's GTCC data in Direct Access).

When a member does not have an IBA account or an exception applies, the orders must specify that the CBA is authorized (Travel Orders must include authorization to use the CBA within mode of travel or remarks section by specifically noting one of the following:

Government Procured Transportation Tickets (GTA),
Government Transportation Request (GTR),
Government Air,
Government Conveyance,
Government Procured Transportation, or
CBA use is authorized.

Without the correct mode of travel being selected or this exact wording above, SATO will not process requests for the CBA use per their contract.

Thanks,

Matt Ruckert, Government Travel Charge Card Program Manager
Coast Guard Personnel Service Center (PSC-BOPS-R)

PCS Mileage (MALT) Rate Change 1 July

Published Date: Thue, 30 Jun 2011 12:00:16 CST

Effective 1 July 2011, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owed conveyance) is $.235 (twenty three and one half cents) per mile. This rate is effective for all PCS travel that commences on or after 1 July 2011 (i.e., the initial travel is started).

Travel AO News - June 2011

Published Date: Wed, 08 Jun 2011 17:00:16 CDT

Approving Officials,

With the increased number of evacuations due to hurricanes, earthquakes, flooding, etc., basic guidance has been implemented into the Personnel & Pay Procedures Manual, PPCINST M1000.2(series), Sec. 2.B.24. One thing I need to stress to everyone is, when a member's spouse or escort is given their own evacuation order, they need to visit the Coast Guard Finance Center's website as soon as possible and complete the Electronic Funds Transfer/Member Payment Enrollment Form at https://www.fincen.uscg.mil/secure/enrollment_form.htm. When the dependent/escort files their travel claim, funds will be deposited via EFT to their banking institution of choice. Completing the EFT form also applies to any traveler that does not have a profile at FINCEN, this would include most invitational travelers. Review COMDTINST 12570.3E for policy on use of ITOs.

The processing of evacuees requires patience, tact, and expeditious service. The Joint Federal Travel Regulations, Volume 1, Chapter 6 is the regulatory guidance for military family evacuations. Uniformed members are not evacuated; they may be issued orders for temporary duty (TDY) or permanent change of station (PCS) as required. Reserve component members who are not on active duty are not authorized evacuation TDY orders. Authorized dependents will be issued a separate tono/order with authorized dependent minors listed in the remarks block of the non-military spouse evacuation order. The CG-4251 will be used as the travel order form. The order shall contain the dependency dates; date of marriage, date of birth, and reflect the evacuation/safe haven location, as appropriate. The sponsor's name/EMPLID shall be listed in the remarks section of the dependent evacuation order. Dependent transportation tickets may be charged to the centrally billed account using the travel order when travel is arranged through the Travel Management Center (TMC) contractor, SATO. Use of the uniformed member's travel charge card is not authorized and would constitute misuse. The toll free SATO Service Center phone numbers are; Hawaii, Guam, Singapore, and Japan - 1-877-666-1304, all others - 1-800-753-7286.

Advances for evacuees will be paid to the dependents the orders are issued to. To request advances use the SF-1038 form (under their SSN) with a signed copy of the orders, fax to the Pay and Personnel Center at (785) 339-3775. To expedite the payment process for advances, the payment of claims and reduce the issue of paper checks, it is highly recommend that the dependent who is issued an evacuation order complete the Finance Center online Electronic Funds Transfer/Member Payment Enrollment Form at https://www.fincen.uscg.mil/secure/enrollment_form.htm. Once completed all travel payments will be electronically transferred into their banking institution of choice (EFT). It is recommended to request advances no more than 80% of the travel entitlements; this will help in reducing potential overpayments.

All dependent evacuation claims shall be submitted on DD Form 1351-2 using their SSN, clearly annotated as a dependent evacuation claim, and submitted by mail to the Pay and Personnel Center. Claims should be submitted every thirty days; dependents (non access to the CG network) cannot submit claims via TPAX. Units shall assist evacuees with claim preparation. Each evacuee shall be asked about advances or previous payments received. All advances or previous payments associated with an evacuation claim must be disclosed upon submission of any evacuation claim in order to avoid duplicate payments in accordance with the JFTR, Chapter 1, Part A, para U1000.D. To verify travel advance payments visit the Coast Guard Finance Center Travel Payment Application at (https://www.fincen.uscg.mil/secure/TP_menu.htm). Each claim submitted must have an original hand written signature in blue ink by the traveler and Approving Official. The order must be an original with the Approving Official's hand written signature in blue ink or a copy of the approved order certified as a true copy.

Mail Claims to: Commanding Officer (Travel)
Evacuation Travel Claims (TST)
Coast Guard Pay & Personnel Center
444 S.E. Quincy Street
Topeka KS 66683

When a member returns from a safe haven location with one or more dependents, all evacuation allowances cease for the entire family regardless of the location of other dependents. COMDT (CG-1222) may direct the early return of dependents, and termination of evacuation allowances, in certain areas before the evacuation period termination date. When requested through the member's chain of command, COMDT (CG-1222) may authorize one or more of the dependents to remain at the evacuation safe haven location with appropriate allowances.

CWO3 JAY BENBOW
Travel Branch Chief
Coast Guard Pay & Personnel Center

2011 YN Symposium Registration

Published Date: Tue, 24 May 2011 13:00:16 CDT

Registration for the 2011 YN Symposium, which will be held in Topeka, KS this September, is now open. Please visit the web page for this event for more information. We are very fortunate to have Master Chief Michael P. Leavitt, Master Chief Petty Officer of the Coast Guard, as our keynote speaker this year.

New Fax Number for TPAX/WEB-TPAX AO Designation Forms

Published Date: Tue, 17 May 2011 14:00:16 CDT

The fax number for submitting T-PAX/WINIATS User Access Authorization & Approving Official (AO) Designation forms (CG-7421A) is (785) 339-2296.

TPAX/WEB-TPAX Outage Scheduled for 14 May

Published Date: Mon, 09 May 2011 14:00:16 CDT

Please be advised that WebTpax/WinTpax/IATS will be unavailable on Saturday, 14 May 2011 from 0600 - 1600 CDT for maintenance. If you log onto the travel system during this time, PPC is not responsible for any loss of data/information.

Use of Government Travel Charge Card During Permanent Change of Station (PCS)

Published Date: Fri, 29 Apr 2011 11:00:16 CDT

Relocation to a new duty station can be both exciting and stressful on the member and the family. Provided below are a two helpful reminders to ensure you use your travel card correctly during the move:

PCS Duration:

If the duration of the PCS travel will exceed 15 days, including leave, compensatory absence, proceed time and TDY in conjunction with the PCS, the card shall not be used. This does not apply to Temporary Lodging Allowance (TLA) - Outside the Continental United States (Overseas/OCONUS). The card may be used to cover hotels and meals in conjunction with the TLA entitlement, but reimbursement claims must be submitted every 15 days to allow for timely payment of the monthly government travel charge card bill. In the case of Temporary Lodging Expense (TLE) - Within the Continental United States (CONUS), card use may be used subject to the 15-day rule addressed above. If PCS travel duration will exceed 15 days, ensure you request a travel advance to cover your expenses.
Dependent Travel:

Transportation tickets for dependents must be charged to the central billed account (CBA) via a government travel request (GTR). Members shall not purchase dependent tickets using their government travel charge card.

Source: Paragraph 4 of CG Personnel Service Center Message 058/11 of 27 April 2011

System Outages and Known Issues

Published Date: Tue, 13 Apr 2011 13:00:16 CDT

WEB T-PAX

The web-based version of T-PAX is available for use. The address is https://ppcms-tpax2003/.

MyPortalDirect (DA) Scheduled Outage 7-9 May

MyPortalDirect, Direct-Access and Retired Global Pay, will not be available from 1700 (CDT) Friday, May 6 to 0500 (CDT) Monday, May 9 (062200Z MAY 11 to 091000Z MAY 11). The contract data center will be installing new servers and then migrating the database and software application to these new servers during this period.

System Outages and Known Issues

Published Date: Tue, 05 Apr 2011 16:00:16 CDT

WEB T-PAX

The web-based version of T-PAX is currently unavailable due to server issues. You can use the legacy version of T-PAX at http://cgweb.fincen.uscg.mil/citrix/TPAXPROD.ica until repairs are complete.

T-PAX/Web T-PAX

T-PAX was upgraded to version 6.15 on 03 April. A list of enhancements/changes in the new version is available at: www.uscg.mil/ppc/travel/whatsnew615.pdf File is in Adobe Acrobat PDF format

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 2000 until approximately 2200 (Central Time). Please ensure you are not logged into the T-PAX system during this time or you may lose any data you are working on when the maintenance begins.

MyPortalDirect (DA)

PPC is aware of time out issues within the Portal and the Forgot my password option. If you continue to have time out issues for Direct Access transactions, please use the "Direct Access Content" link under the Enterprise menu. For Forgot my Password issues, please submit a detailed help ticket with the text from any error messages you encounter so we can investigate further.

WebNow EI-PDR Access

See this procedure for clearing temporary files if you are receiving an Application Error when you open WebNow.

2011 Household Goods Shipping Information

Published Date: Fri, 01 Apr 2011 15:00:16 CDT

ALCOAST 144/11 contains very important information for planning your next PCS move. However, in message format (fixed-width font, all uppercase letters and no white space) it is almost unreadable. We have taken the liberty of reformatting the message to make it a little easier to follow. Hit the link below for the reader-friendly version of ALCOAST 144/11.

www.uscg.mil/ppc/travel/TransferSeason2011HouseholdGoods.pdf

TPAX Outage for Upgrade 2-3 April

Published Date: Wed, 30 Mar 2011 15:00:16 CDT

TPAX will not be available from 0001 (CDT) on Saturday, 2 April, 2011 to 2359 (CDT) on Sunday, 3 April, 2011 due to a system upgrade. All pending claims must be approved by the AO prior to 1400 (CDT) on Friday, 1 April, 2011 to be processed for payment prior to the down time. If a claim is in a pending status (not approved or complete) the travel claim will have to be deleted and reentered by the traveler/proxy after the system is available on Monday, 4 April, 2011 due to possible corruption of the claim data file. A list of enhancements/changes in the new version is available at: www.uscg.mil/ppc/travel/whatsnew615.pdf File is in Adobe Acrobat PDF format .

Travel AO News - March 2011

Published Date: Thu, 03 Mar 2011 12:00:16 CST

Approving Officials,

As the 2011 transfer season quickly approaches and travelers receive their PCS/SEP/Retirement orders, they're going to have a lot of important questions. As an AO they're going to rely on you to provide them with correct answers. PPC wants to process travel claims without having to return them based on simple mistakes and delaying a traveler's settlement, this creates extra work for you and PPC Travel. The PPC travel website and the 3PM contains valuable information and resources that will assist with your AO responsibilities when submitting the travel claim. http://www.uscg.mil/ppc/tvl.asp.

AO COURSE

The AO course has been developed and is currently online for all to access. This is not a requirement to become an AO, but it's highly encouraged that all AOs take the course, there's no final exam. It's a great tool even for your travelers prior to executing their PCS move or being sent TDY. The link to access the course is: http://www.uscg.mil/ppc/travel/aocert/1- Overview/index.htm.

PHONE CALLS/OTHER COMMUNICATION CHARGES

Military and civilian personnel shall follow these regulations when claiming reimbursement for telephone calls or other communication charges incurred during the course of official business, JFTR App. G, FTR 301-70.301.

Government owned/leased services should be used for official communications, but when government services are not available commercial communications services may be used. Prepaid communication service (i.e., prepaid phone cards, cell phones) or in-flight communications services are not reimbursable unless the AO can determine they were used for official business.

The Approving Official (AO) may determine certain communications to a traveler's home/family are official (i.e., to advise of the traveler's safe arrival, inform/inquire about medical conditions, and advise regarding changes in itinerary). The AO should limit communications to a dollar amount in advance of the TDY, and may approve charges after the TDY completion, when appropriate. When a cell phone is used for official communication, each call must be documented showing the additional cost incurred outside of the normal usage covered in the cell phone contract.

Computer connections (e.g., internet) used for computers to perform official government business is reimbursable when authorized/approved by the AO. In- flight computer connections are not reimbursable unless the AO can determine they were used for official business.

GTCC COORDINATOR

Do you know that depending on the type of ticket purchased, ticketing and therefore payment may be required immediately upon making the reservation? This is not the case with city-pair contract fares (-YCA and -CA fares) which is one of the advantages of these fares. But, if the cardholder is required to book a non-city pair fare which requires advance ticketing, we recommend the traveler seek a travel advance through the routine processes if the travel and reimbursement will not be completed within the same billing cycle as the airfare charge. This advance, applied to the GTCC account, will prevent any late payments which could result in disciplinary action. Remember, it is mandatory to use SATO.

With transfer season approaching, we wanted to direct your attention to what is appropriate GTCC use for PCS travel. GTCC use is mandatory for PCS travel UNLESS travel exceeds 15 days. If the duration of the PCS travel will exceed 15 days, including leave, compensatory absence, proceed time, and TDY in conjunction with the PCS, the card SHALL NOT be used. However, this restriction does not apply to Temporary Lodging Authorization (TLA). The GTCC may be used to cover hotel and meal expenses in conjunction with the TLA entitlement, but reimbursement claims must be submitted every 15 days to allow for timely payment of the monthly GTCC bill. In the case of Temporary Lodging Expense (TLE) moves, the card may be used subject to the 15-day rule addressed above.

JPMC charges 2.5% of a cash advance or $3, whichever is more, for transactions from an ATM or bank teller. This appears on the cardholder's statement as a separate line item. Any other fees that are included in the line of the amount withdrawn are assessed by the ATM owning bank. As an example in the case of a $300 cash withdraw, the ATM bank assessed fee is $3 and then JPMC charges 2.5% of $303.00 for a total cost of $7.58 in fees. No other underlying fees are applied. Both fees can be filed on the travel claim as a reimbursable expense. But travelers should be counseled to limit their ATM usage to the greatest extent possible by using the Travel Card and not taking multiple small dollar amount ATM withdrawals. (Mr. Ruckert, PSC, GTCC Coordinator)

TPAX

When completing the itinerary in TPAX for CONUS or non-foreign OCONUS travel, enter the two letter state abbreviation, tab to the city field and enter the five digit zip code and hit accept (do not enter a 9-digit post office zip code). A future update to TPAX will add the words zip code to the city field. (Most cities will remain in TPAX but should not be used except within foreign locations or to/from foreign locations.) When submitting a paper claim (1351-2 dtd Mar 2008) for CONUS or non-foreign OCONUS travel, type or write in all the required information along with the five digit zip code within the itinerary (block 15).

PPC Travel (Systems Team) is currently testing the next update to TPAX, taking it from version 6.14 to 6.15. This update should be taking place this month and includes updates that may allow us to slowly shutdown CITRIX Win TPAX. In the distant future but not this year travelers may have the option to submit PCS claims through Web TPAX and attached scanned in documentation/receipts, keep a lookout as we will release more information as we move forward on this project.

GPS

For military travelers on official TDY travel with a rental car, the optional Global Positioning System (GPS) is not reimbursable unless the AO can determine it was necessary for official business. GPS reimbursement is not authorized for official PCS of a rental conveyance. The traveler is reimbursed the authorized DTOD distance between the official PDSs by the applicable mileage rate and miscellaneous reimbursable expenses (e.g., tolls, etc.) per JFTR APP. G. Reimbursement for the purchase of a GPS unit is not authorized.

Civilian travelers on official travel are not authorized reimbursement of the optional Global Positioning System (GPS) for a rental car.

ITEMIZED RECEIPTS

Itemized receipts for lodging must include the single room rate (monthly amount on leases), applicable daily taxes, dates of lodging, name of establishment/landlord/leasing office, full address, and contact information (phone number). All other itemized receipts must include total amount, name of establishment, full address, and contact information (phone number).

CALCULATING COST OF GTR

When a traveler is authorized TDY orders 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'. If the traveler submits a paper travel claim or is complying to an audit, they should include with the package a copy of the GTR worksheet that calculated the dollar amount. http://www.uscg.mil/ppc/travel/ConstructiveGTRCost.XLS.

ZERO VOUCHERS

If a traveler used the Central Billing Account (CBA) and there are no other expenses (ie., per diem, reimbursable expenses, advances) associated with the claim, the traveler does not have to submit a travel voucher. SATO will bill FINCEN directly for the airfare.

ADVANCES

If a traveler uses their GTCC to withdraw cash from an ATM for official travel, this is not considered a government payment/advance and shall not be recorded in the advances tab in TPAX or block 9 on the 1351-2 Travel Voucher.

A travel advance that shall be accounted for is when the unit faxes in the SF- 1038 to PPC, a TPAX Travel Advance Request, or the unit issues a debit card. If a traveler receives a government travel advance and does not file the travel claim to liquidate the advance, FINCEN will recoup the funds from the traveler. Easy solution, file a claim. Example: Member retired in 2008 and received a $1000.00 advance that was submitted on and SF-1038 to PPC. Member does not file a claim after retirement, the Finance Center mails a letter to the member informing the member to file a travel claim and they don't. The $1000 advance is taken out of the member's retirement check.

WEB UNIT AUDIT STATUS REPORTS

Units and AOs should be aware that there is a Web-based Unit Audit Report that is 'uploaded' to the PPC website (http://cgweb.ppc.uscg.mil/TRAVEL/AUDITS/default.asp) (Note: CGWEB link). These reports can be used as a tool to assist the member's with compliance of their audit requests. At the top of the page, the AO can type in the unit OPFAC and click 'find'. This will take the AO to the Unit hyperlink to get to the OPFAC specific Unit Report Page. Unit reports are in chronological order, with the most recent at the bottom. There is no guarantee that each unit will have all different types of reports each month. It depends on the 'results' of the audits requests that are pulled. Some units may have 1st, 2nd, 3rd, and recoupment reports; other units may have 1st and 3rd; while other units may not have any reports that month. If you think your unit reports are in 'error', please submit a PPC Customer Service ticket with your OPFAC and what 'member' received an audit request but did not show up on the unit report. This will enable PPC Travel to research any errors that may be occurring. Also, please be advised that if your unit has undergone a change in OPFAC or reorganization; you may have to check the OLD and NEW OPFACs to get the 'full' report. Member's show up on the unit report based on their current OPFAC listed in their TPAX profile.

CWO3 JAY BENBOW
COAST GUARD PAY & PERSONNEL CENTER

Travel Approving Official (AO) Online Training

Published Date: Wed, 02 Mar 2011 10:00:16 CST

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.

Travel Approving Official Training Course (Flash)

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

2011 SPO/Admin Workshop Pre-Event Survey

Published Date: Mon, 07 Feb 2011 15:00:16 CST

2010 SPO/Admin Workshop a Great Success!
Help Make 2011 Even Better, Take the Survey

The 2011 Annual SPO/Admin Workshop-Conference will be held in Topeka, KS from 11 to 15 September 2011.

In September, 2010 PPC hosted our annual Customer Advisory Council/SPO conference for the Yeoman rate. This 5th annual conference was very well attended with over 240 Yeoman coming from all over the Coast Guard. I consider this event critical for our responsibility in SPO Service Line Management, and I believe the conference was a great success overall.

Please take a few minutes to complete the 2011 SPO/Admin Workshop Pre-Event Survey. Your feedback is important to us; it is an integral part of the development of the SPO/Admin Workshops. Please respond quickly because the survey closes Tuesday, February 15, 2011. Thank you in advance for your help.

2011 SPO/Admin Workshop Pre-Even Survey (http://www.zoomerang.com/Survey/WEB22BRRCZ3FTY/)

We look forward to seeing you at the 2011 SPO/Admin Workshop this September!

J. D. PHILLIPS, P.E, CAPT, USCG
CO PPC Topeka

Travel Claim Submission Using Zip Code to Zip Code

Published Date: Thu, 03 Feb 2011 16:00:16 CST

An update to the JFTR has changed the way to enter the departure and arrival locations within the itinerary of the Coast Guard Travel Preparation and Examination (TPAX) system and for the submission of paper claims to PPC. This change affects TDY and PCS, CONUS and non-foreign OCONUS areas. All destinations/arrivals must include the five digit zip code.

When completing the itinerary in TPAX for CONUS or non-foreign OCONUS travel, enter the two letter state abbreviation, tab to the city field and enter the five digit zip code and hit accept. A future update to TPAX will add the words zip code to the city field. (Most cities will remain in TPAX but should not be used except within foreign locations or to/from foreign locations.) When submitting a paper claim (1351-2 dtd Mar 2008) for CONUS or non-foreign OCONUS travel, type or write in all the required information along with the five digit zip code within the itinerary (block 15).

a screen shot of a portion of the travel claim form
DD-1351/2 Itinerary showing zip codes in b. PLACE field.

Updated - FY 2011 Coast Guard Reduced Per Diem Rates

Published Date: Thu, 06 Jan 2011 11:00:16 CST

Updated - FY 2011 Coast Guard Reduced Per Diem Rates

Fifth District Stations (small) are new authorizations.

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 06 January, the following localities have been authorized reduced/zero per diem.

CG Location	City	State	M&IE Red Rate	Effective Date
Providenciales (OPBAT)		Turks & Caicos Islands	$49.50	01OCT10
Turks (OPBAT)		Turks & Caicos Islands	$49.50	01OCT10
Caicos (OPBAT)		Turks & Caicos Islands	$49.50	01OCT10
SARDET Rouge River	Gold Beach	Oregon	$18.00	01OCT10
SARDET Coquille River	Bandon	Oregon	$10.00	01OCT10
Air Facility Newport	Newport	Oregon	$13.40	01OCT10
Air Facility Charleston	Charleston	South Carolina	$26.00	01OCT10

Fifth District Small Stations:

CG Location	City	State	M&IE RED RATE	Effective Date
STA (small) Roosevelt Inlet	Lewes	Delaware	$0.00	10DEC10
STA (small) Stillpond	Worton	Maryland	$0.00	10DEC10
STA (small) Shark River	Avon By The Sea	New Jersey	$0.00	10DEC10
STA (small) Beach Haven	Beach Haven	New Jersey	$0.00	10DEC10
STA (small) Fortesque	Fortesque	New Jersey	$0.00	10DEC10
STA (small) Great Egg	Ocean City	New Jersey	$0.00	10DEC10
STA (small) Salem River	Salem	New Jersey	$0.00	10DEC10
STA (small) Townsend Inlet	Townsend Inlet	New Jersey	$0.00	10DEC10
STA (small) Ocracoke	Ocracoke	North Carolina	$0.00	10DEC10

We've prepared the Coast Guard Reduced Per Diem Rates and Procedures guide, it provides the FY 2011 reduced per diem localities, rates, and provides the procedure for correctly completing your travel itinerary in TPAX/Web-TPAX when reduced per diem is authorized.

Travel Policy Updates

Published Date: Wed, 05 Jan 2011 12:00:16 CST

UNCLAS //N04600//
ALCGPSC 001/11

SUBJ: Excess Baggage, Economy Class Upgrades, and Mandatory use of a Travel Management Center

In accordance with para u3015, appendix (a), and appendix (g) in ref (a), accompanied baggage in excess of the maximum weight, size, or number of pieces carried at no additional cost (free) by a transportation carrier is excess accompanied baggage. Approving/Order-issuing officials (AO) may indicate on all travel orders that excess baggage is authorized. Receipts are required with submission of travel claims. The AO should verify that the claim for reimbursement is proper and in accordance with para u3015 of the JFTR. The AO must ensure that all claims for excess baggage charges are limited to the personal effects of a traveler necessary for official travel and are immediately needed upon arrival at the point of assignment. Material/equipment belonging to the government may be included as authorized excess baggage. Travelers who purchase airline tickets to accommodate circuitous or personal convenience travel, in conjunction with official travel, are entitled to reimbursement for excess baggage costs that would have been incurred if the entire trip was for official travel.
As indicated in ref (b), some airlines may exempt government travelers from paying excess baggage fees but may require travelers to present government IDs and/or copies of official travel orders at time of check-in. Coast Guard travelers should be prepared to present military or government IDs and copies of official travel orders at the time baggage is checked in. Checked baggage fees cannot be charged to the Coast Guard Centrally Billed Account (CBA). Travelers who have their airline tickets charged to a Coast Guard CBA must be prepared to pay any assessed baggage fees at the time the bags are checked with the airlines. Checked baggage fees can be charged to the travelers individually billed government travel charge cards and claimed on travel vouchers as line items for miscellaneous reimbursable expenses.
Some airlines are offering preferred seating in coach class (for example, aisle, window, exit row, or seating in the front rows of the coach section) for an additional fee. Such fees incurred as a result of personal choice are not reimbursable. However, if you are assigned a seat considered preferred seating, and you book your flight through a government contract Travel Management Center (TMC) no additional charges will be incurred.
Members are reminded that all official travel (e.g. airline, bus, ship, Alaska Marine Highway System (AMHS), rental vehicle) must be arranged through a government contract travel management center (TMC), even if a non-contract fare is being purchased. Use of restricted and/or penalty fares require AO authorization. A government traveler who uses restricted or penalty fare flights without authorization may be required to bear additional costs and penalties and may have to bear the personal financial burden for cancellations and changes.
If a TMC is not available and the traveler purchases common carrier transportation at personal expense, reimbursement is limited to the constructed or estimated commercial transportation cost between authorized points.
For assistance on travel claims go to http://www.uscg.mil/ppc/tvl.asp, click on job aids guides and presentations, then click on travel claim quick reference guide. TPAX customer care may be reached at (866) PPC-USCG (772-8724).
For travel policy questions, contact YNCM Michael Snyder at e-mail michael.r.snyder(at)uscg.mil. For TMC questions, contact Ms. Carlene Curry at e-mail evelyn.c.curry(at)uscg.mil or Mr. Matt Ruckert at e-mail matthew.t.ruckert(at)uscg.mil.
Released by RDML Daniel R. May, Commander, CG Personnel Service Center.
Internet release authorized.

PCS Mileage (MALT) Rate Change

Published Date: Tue, 04 Jan 2011 16:00:16 CST

Effective 1 January 2011, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owed conveyance) is $.19 (nineteen cents) per mile. This rate is effective for all PCS travel that commences on or after 1 January 2011 (i.e., the initial travel is started).

New Privately Owned Vehicle (POV) Mileage Reimbursement Rates for TDY

Published Date: Tue, 04 Jan 2011 14:00:16 CST

The U.S. General Services Administration (GSA) has announced the following Privately Owned Vehicle (POV) mileage reimbursement rates for TDY travel. The rates are effective 1 January 2011:

Airplane* - $1.29
Automobile
- If use of privately-owned automobile is authorized or if no Government-owned automobile is available - $0.51
- If Government Owned Automobile available - $0.19
Motorcycle - $0.48

* Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs). You can also use the link to BoatSafe.com (a non-government website) to assist you in converting NMs to SMs or SMs to NMs.

Updated Permanent Change of Station (PCS) Travel Claim Presentation

Published Date: Tue, 04 Jan 2011 14:00:16 CST

PPC Travel branch has updated the Permanent Change of Station (PCS) Travel Claim Presentation with 2011 rates. We have it availalble in two diffrent file formats:

PCS Travel Claims (MS PowerPoint format)

PCS Travel Claims (Adobe Acrobat (PDF) format)

Travel/TPAX News Feed Current Postings:

2011 Postings

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