1. Accessing T-PAX

2. Accounting Data/Strings

   Q: When validating the accounting data, T-PAX keeps telling me it's not valid. I know it's a good accounting string. What's wrong?

    

   A: Here are some reasons this can happen. One, you're not using CAP's (all capital letters) for alphabetical characters in the accounting data/strings or the Accounting String is not valid in the DAFIS system because your Unit Funds Manager has not requested the load to FINCEN. If it's the latter, your Order Issuing Authority needs to contact FINCEN to have it updated. The telephone number for the Finance Center is (757) 523-6940.  The T-PAX database is updated every Monday with the previous weeks new Accounting Strings.
   
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3. Actual Expense (AE) -vs- Actual Expense Lodging Plus (AELP)

   Q: What's the difference between AE and AELP?

    

   A: AE means the reimbursement method is actual expense for both lodging and meals. When AE is selected, the traveler must enter the actual cost for lodging and meals. For AE, there is not any reimbursement for meals unless specified under "Exceptions to Daily Expenses". AELP means the reimbursement method is actual expense for lodging only. When AELP is selected, the traveler must enter only the actual cost of lodging. For AELP, the traveler will be reimbursed actual cost of lodging, plus the regular M&IE allowance.
   
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4. Advances Through T-PAX

5. Amendments

   Q: My orders in T-PAX only authorized LDP (Lodging Plus Per Diem) for method of reimbursement. I've completed the TDY and want to claim AELP. Do the orders have to be amended?

    

   A:Yes, always.  If you did your orders and they were approved in T-PAX by your AO with LDP, your Default AO must amend your orders before you can submit your Request for Settlement to claim AELP.  This action will be needed in the itinerary, and in the remarks block of your orders. When the AO approves the claim, the orders will show the amended authorization for AELP, and should pay correctly.  If, on the other hand, your orders were not done in T-PAX, the AO should verify/amend your orders manually to authorize AELP vs LDP. For audit purposes, the orders MUST authorize the specific "Method of Reimbursement" (i.e., AE, LDP, AELP, FD, SD, etc.).  That amendment must be attached to the original order and remain with it..
   
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6. Approving T-PAX Transactions for OPFAC's in your AOR

   Q: We're at the GROUP, and we want to continue to be the Admin Reviewer for other units within our AOR. How does this work?

    

   A: A traveler at a different OPFAC can complete a Request for TDY Settlement (or any T-PAX transaction), and choose the option to send the transaction to an AO at a different OPFAC. To do this, click the "Send to Auth" button. At the upper right-hand corner of the subsequent screen, click the "Change Site" button. A drop-down list of units will appear for you to choose the unit to which your AO is attached. When you've selected the unit, type in the first two letters of the AO's last name in the AO field, choose the AO by clicking the name or pressing ENTER, and click on "Transmit to AO".
   
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7. Audits

   Q: Do I have to maintain my original hardcopy orders, travel claim, and receipts, and if so, how long?

   A: Yes, if you are audited it is normally conducted within one year of your claim submission. However, the Pay & Personnel Procedures Manual (PPPM) requires the traveler maintain hard copies for 6 years and 3 months.

    

   Q: When can I expect to have my claim audited?

   A: It could be anytime. T-PAX claims are based on random selection and also by established criteria. You will be notified by email when your claim is selected for audit.
   
   Q:  I've been directed by Pay and Personnel Center-TVL to submit my claim package for audit.  They want me to include a copy of the claim with the "electronic signatures".  What is an electronic signature?
   
   A:  TPAX will enter/print the traveler or AO names in the signature block when each have approved the transaction.  It is important to have these electronic signatures for audit purposes because it reflects the claim data as submitted by the traveler and approved by the AO.  Many claims change between the time a traveler submits it to the AO for approval and the time the AO finally approves it.  Without a claim with the electronic signatures, it is not possible to complete an accurate audit of the travel claim.
   
   Q:  How do I print a travel claim with both mine and the AO's "electronic signature"?
   
   A:   To print travel settlement vouchers (1351-2) that were generated in TPAX:
   
   1. Log in to TPAX as the traveler.
   2. Click on the "TOOLS" icon at the top.
   3. Click on "HISTORY."
   4. Single click on the desired TONO or type the TONO in the Order Number field.
   5. Single click on the appropriate claim settlement in the TRAVEL ORDER DETAILS section.
   6. Single click on "DISPLAY in the Travel Order Details section.
   7. Single click on REQUEST.
   8. Single click on "PRINT REQUEST" at the bottom of the screen.
   9. Single click on PRINT VOUCHER to print Travel Voucher Summary (TVS).
   10. Select printer and click PRINT.
                      OR
   9. Single click on PRINT 1351-2 to print travel settlement claim.
   10. Select printer and click PRINT.
   
   Q:  How do I print an authorization with both mine and the AO's "electronic signature"?
   
   A:  To print travel request and authorization for travel (orders) that were generated in TPAX:
   
   1. Log in to TPAX as the traveler.
   2. Click on the "TOOLS" icon at the top.
   3. Click on "HISTORY."
   4. Single click on the desired TONO or type the TONO in the Order Number field.
   5. Single click on the authorization in the TRAVEL ORDER DETAILS section.
   6. Single click on "DISPLAY in the Travel Order Details section.
   7. Single click on REQUEST.
   8. Single click on "PRINT REQUEST" at the bottom of the screen.
   9. Select printer and click PRINT.

    

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8. Authorizing Official

   Q: What are the responsibilities of the Authorizing Official for T-PAX

    

   A: The responsibilities of the Authorizing Official are outlined on page 2-B-12 of the Pay & Personnel Procedures Manual (PPPM).

    

   Q: Does the AO have to be designated in writing?

    

   A: Yes. AO's must be designated in accordance with the procedures outlined on page 2-B-13 of the Pay & Personnel Procedures Manual (PPPM).

    

   Q: I am an AO for my unit. Travel transactions are not showing up on my screen for authorization after they are "Sent to AO". Any ideas?

    

   A: You probably need to refresh your screen to see the transaction appear. It appears you were already logged onto T-PAX at the "T-PAX Requests Requiring Action" screen. T-PAX does not have an "auto refresh" or a dedicated "refresh" option. To refresh, move to any other screen and return to the "T-PAX Request Requiring Action" screen. Now, if there are any, the latest T-PAX transactions pending your review and approval will appear. if the transaction still doesn't appear, ask the traveler to check/recheck the status of the transaction in their logon screen. If the status is ENTERED, it hasn't been forwarded.
   
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9. Auto Mileage

   Q: How do I claim mileage when completing my Request for TDY Settlement?

    

   A: Basically, there are two types of mileage reimbursements. Directions for completing your claim correctly are as follows:

   (1) Where POV is the PRIMARY Mode of Transportation - To be authorized POV as the PRIMARY Mode, the "Vehicle" box in the Mode of Travel section of your orders (Request for TDY Travel Authorization) must be checked.

   1. POV Authorized- Leave as POV Authorized, to denote POV authorized as primary mode, not to exceed the constructive cost of GTR.
   2. POV More Advantageous - POV More Adventageous  must be selected to denote as most advantageous.

   

   (2) To claim mileage where POV is the PRIMARY Mode, use the "PA" option for the appropriate legs when completing the itinerary (make sure you also enter the "miles" in the appropriate field).

   (3) Where mileage is for local travel; either at the PDS or TDY station - To claim mileage where reimbursement is solely for local travel, enter "Auto Mileage" and the "miles" in the Reimbursables Section of the Request for TDY Settlement.

   (4) DO NOT duplicate reimbursement for mileage by claiming "PA" and miles in the itinerary and also entering the same "Auto Mileage" and the "miles" in the Reimbursable Section.

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10.  Blanket Orders

    Q: Whenever I try to add a trip to the claim for blanket orders, T-PAX prompts me to say I can't add because the leg of TDY shows "MC" (mission complete). What am I doing wrong?

     

    A: When completing a claim for a blanket TONO/Order, you must "save" and then "Add Trip" for each leg of the TDY. For example, after adding a trip for 04/01/01 to 04/05/01, click on "save". You'll be brought back out to the Request for Settlement screen. Now to add another leg, click on the "Add Trip" button and proceed. Repeat for each leg of TDY. NOTE: Always end a TDY period with "MC" (mission complete).

     

    Q: I submitted a settlement under Blanket Orders (my second TDY period), and for some reason it was processed as a supplemental. So my first TDY entitlement was treated as an advance on the second. These are two separate TDY periods. Can you explain the problem?

     

    A: The mistake happened when you chose "Normal" vs "Blanket" as the Type of Orders for the second settlement. This also happens when one (1) TDY period overlaps another. When this happens on Blanket Orders, T-PAX will take the prior settlements and consolidate to one claim; therefore treating prior payments for separate TDY periods as an advance. Subsequently, the Blanket Order becomes "corrupt" (cannot be used again) and requires manual intervention by Pay and Personnel Center to manipulate amounts in the claim to pay the correct amount. So, to avoid this, ALWAYS choose "BLANKET" as type of order for Doc-Type 13 TONO's.

     

    Q: My AO approved two of the claims on my blanket orders on the same date, why did Pay and Personnel Center delete them?

     

    A: Our accounting system cannot process claims with the same TONO if they are received on the same day. File multiple legs on one claim or stagger them by at least a day.

     

    Q: I submitted an 1164 (Local Travel) settlement under my Blanket Orders TONO, for some reason all my following claims have been rejected.

     

    A: You should not file a local travel claim on a blanket order. If you do then that TONO becomes invalid because the 1164 changes the status of the TONO to normal and final when it is transmitted to the Finance Center, all future claims that are not supplementals are rejected because they appear to be a second final.
    
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11. Canceling Orders

    Q: Member's orders were cancelled and T-PAX will not allow either myself (A0) or the member to delete them. Is there a solution?

     

    A: Only the AO may cancel/delete TDY orders that s/he previously approved in T-PAX. To do so, from the "authorizing" view mode, click the button on the bottom right that reads "Orders". A list of people who have you as "default AO" will appear. Click on the traveler's name and then click on the button on the bottom-right that reads "Cancel Orders". As you can see, the AO can create or amend orders of travelers for whom they are the default AO. A traveler may only delete orders that have not been "returned" by the AO. However, the AO can delete the orders by selecting the TONO and choosing the Delete button. The TONO must be deleted twice.

    WARNING: Deleting the orders will delete all settlements for that TONO. If a settlement has been filed with Pay and Personnel Center do not delete the orders.
    
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12. Cost of GTR

     

    Q: How does T-PAX handle constructive Cost of Common Carrier when authorized?

    A: See the How to calculate Cost of GTR topic for more information.
    
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13. Currency Conversion

14. Customer Service/Claims Assistance

    Q: Who or how do we contact Pay and Personnel Center-TVL when we have questions, concerns or problems with T-PAX?

     

    A: If you are unable to resolve your question or problem with the help available at this website, or if you have an inquiry for a specific traveler or travel transaction, send an email to A T-PAX Customer Service Representative will reply to your e-mail in the order in which it was received. Be sure to include as much information as possible about your claim, include your SSN and the travel order number (TONO).
    
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15. Deductible Meals on Travel Days
    Q. Do I have to list government meals provided on travel days?
    
    A: If you are traveling for only one two days, your per diem for meals will be 75% for each travel day.  If a meal is provided to you on either of those days, you will not need to note it as a deductible meal due to the fact that you will always receive 75% of your per diem on any of your travel days.  (This will be the beginning day and ending day of your travel)  

16. Emergency Leave

    Q: The Coast Guard paid for my ticket home while I was on Emergency Leave. How do I file for reimbursement?

     

    A: If a Document ID Number (TONO) has been issued for your emergency leave, .you can submit a travel claim (Request for Settlement), using T-PAX,  as you would any other TDY travel claim.
    
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17. Errors

    Q: Our XO wanted to know if there is any kind of tracking being done to determine what errors are being made and what units can do to avoid the same mistakes. Do you have something like that?

     

    A: Yes. We have two Error Lists that we update and keep posted on in the Known Issues topic. One is a list of Software Errors, and the other is a list of User Errors. Both of these lists describe the error and provides a workaround for each one.

     

    Q: I did my TDY Authorization in T-PAX about a month ago. Now, when I go to create the settlement, the orders are gone! Where did they go?

    A: They have been moved to "History". This is a feature T-PAX employs to keep from cluttering up the user screen for frequent travelers.

     

    Q: When we have T-PAX program errors, who do you want us to report them to and how should they be reported?

     

    A: If you encounter errors while using T-PAX, capture a screen print in a file to send as an attachment via email. In the text of the email, describe what action you were attempting when the error occurred. Send the email to . Please be sure the error is not already listed on one of the error lists located on the T-PAX Known Issues web page.

     

    Q: After the member sent his claim to me for approval, I went to the Request for Settlement page and tried to print. The screen showing my current printer came up, I clicked the appropriate button and nothing printed. Can you help me?

     

    A: Printer problems associated with T-PAX can only be solved by your unit IRM Support staff. If they are unable to fix the problem, they should contact the IRM FINCEN staff to coordinate troubleshooting.

     

    Q: I went to logon to T-PAX, and it says I'm already logged on. How can that be?

    A: This happens when a user doesn't log out of T-PAX properly. To exit T-PAX properly, always click on the "STOP" button (in red) at the lower right-hand of the T-PAX Request Status screen.
    
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18. Exceptions to Daily Expenses - for Lodging

    Q: The traveler is only to be reimbursed for 1 day of lodging out of 5 days of TDY. When entered in the itinerary, the system computes all 5 days. How do we list the 1-day of lodging in T-PAX so that's all he's reimbursed?

     

    A: In this situation, list the first day of lodging in the itinerary and click on the "Exceptions To Daily Expenses" button. At the next screen, enter the correct amount for the appropriate day(s) shown. If there are days where lodging should not be paid, enter $0.00. Click "Save". When prompted to "Recalculate" or "leave as is", ensure you select "Recalculate".
    
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19. Forgot Password

    Q: I don't get it! The authentication information asks me for my mother's maiden name, place of birth, and date of birth. I can understand her maiden name, but why do I need to know where and when she was born?

     

    A: You're not the first person to misinterpret what information is being asked of you. T-PAX wants to use the traveler's place of birth and date of birth for this information. We will try to make this more clear in an upcoming update to T-PAX.
    
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20. Itinerary

    Q: When I freeform my destination in the itinerary, my claim will not pass the error check.

     

    A: You must choose one of the destination options provided in the drop down menu. The locations are linked to the perdiem rates for calculation of your entitlements.
    
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21. Logging into T-PAX

    Q: The logon screen of T-PAX asks for an Employee ID. What is that?

     

    A: An Employee ID is a new form of user identification that is used in Direct-Access.

     

    Q: I'm trying to logon to T-PAX for the first time. I entered my Employee ID and the password screen came up. Not knowing what my password is, I clicked on the "Forgot Password" button, and it asked me to enter my mother's maiden name, place of birth and birth date. I entered this information and it told me that it didn't match the info in the database. What am I supposed to do now?

     

    A: When attempting to logon to T-PAX for the first time, T-PAX will ask you to create a password. This is what T-PAX was asking you.
    
    Also See: Q#1 Accessing T-PAX.
    
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22. Mode of Travel

    Q: What the purpose of the "Mode of Travel" section?

     

    A: This section pertains to the authorized PRIMARY Mode of Transportation. It does not have anything to do with local travel. See section titled "Auto Mileage".
    
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23. Occasional Expenses - Missed Meals

    Q: How do I claim a commercial meal I had to pay for during a field trip when my orders authorized Gov't mess at my TDY location?

     

    A: Between the itinerary and reimbursable expenses section of the Request for TDY Settlement are two buttons. Click on the one that reads "Occasional Expenses". A screen will appear showing meal times for each day of the TDY period. Enter the amount in the meal (breakfast, lunch, and dinner) field that applies. When done entering the amounts, click "save" to proceed.
    
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24. Passwords

    Q: Are there any restrictions when creating passwords?

     

    A:  T-PAX  passwords  must be exactly 9 characters in length, consisting of at least 1 number 1 lowercase letter and one upper case letter. Here are some examples of passwords that meet the new criteria:

    (Do not use special characters):
    
    Kx1ytp205
    pT91n3qr9
    2Hr00w7zb

     

    Q: Everytime I try to send my claim to the AO for approval it asks for a "confirmation" password. I tried using my SSN and my Employee ID but neither worked. What am I supposed to use?

     

    A: When a user accesses T-PAX for the first time, a prompt will appear to create a password. Once the "primary" password is created and "saved", the Security Information screen will appear to enter the "secondary" password, which is the same as "confirmation" password. This "secondary" password is required for forwarding all T-PAX transactions for approval, whether as a traveler to the AO, or as an AO forwarding to Pay and Personnel Center.
    
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25. Printer

    Q: When I attempt to print in T-PAX I receive a message that I do not have a default printer, but I already have a default printer!

     

    A: This occurs when the MetaFrame server does not have the printer driver loaded for you. Contact or call the LUFS Hotline at (757) 523-6781.
    
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26. Privately Owned Vehicle (POV)

    (See "Auto Mileage")
    
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27. Record-keeping

    Q: Why do I still have to mail the claim package to Pay and Personnel Center?

     

    A: You will only have to mail your original claim package to Pay and Personnel Center if your claim has been selected for audit.
    
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28. Reimbursable Expenses

    Q: I want to claim "airplane ticket" and "gas" in Reimbursable Expenses, but I don't see them listed?

     

    A: In T-PAX, the pre-determined nomenclature (names) must be used. In your case, use "Airfare" and "Fuel.
    
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29. Remarks

    Q: I posed a question in the "Remarks" of the TDY Settlement, but didn't get a response. Do you read the "Remarks"?

     

    A: The "Remarks" block information does not transmit to our IATS database when exported. The "Remarks" block is there only for communication between the traveler and the AO.
    
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30. Sending T-PAX Transactions to the AO

    Q: I completed a transaction in T-PAX and every time I try to "Send to Auth", T-PAX kicks me out and terminates. What am I doing wrong?

     

    A: Before a user can forward a T-PAX transaction to the AO, the user's profile MUST have a "default Authorizing Official" assigned/established. For user: Access the user profile, click on the "Security" button, click on the "default AO" field, type in the first 2 letters of the AO's last name, select by highlighting and pressing ENTER, and click on SAVE (now proceed to using T-PAX). To set for unit: the unit can email to have a single AO assigned/established as the "default AO" for the unit (this will not preclude travelers from choosing another AO).
    
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31. Sending T-PAX Transactions to an AO at another OPFAC

    Q: I'm at an ESD and would like to have our AO be from the GROUP Office. Is this possible in T-PAX?

     

    A: Yes. You can choose any AO from any unit by choosing the "Change Site" option in the top right corner when forwarding your transaction to the AO.
    
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32. Starting to Use T-PAX

    Q: Our unit wants to start using T-PAX. What's the first thing to do?

     

    A: Follow the AO designation procedures in section 2-B-13 of the Personnel & Pay Procedures Manual (PPPM).
    
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33. Status of T-PAX Transactions

    Q: In the "Status" column of the Request Status screen, what is the difference between "Acknowledged by Pay and Personnel Center" and "Transmitted to Pay and Personnel Center"?

     

    A: The difference is "acknowledged" indicates Pay and Personnel Center has received the claim data and "transmitted" indicates the claim data has been imported into our computation software.
    
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34. Supplementals

    Q: I'm doing a supplemental in T-PAX and changed the itinerary on my claim. When I went to "save" the screen below appeared. What does this mean?

     

    A: This is T-PAX's way of letting you know it recognizes that you have made changes that affect your meal and lodging entitlement. This screen is the last step to confirm whether you want the changes to affect any "Exceptions To Daily Expenses" that you may have previously entered. To change these, click on "Recalculate. To have "Exceptions To Daily Expenses" remain unchanged, click on "Leave As Is".

     

    Q: When I do a supplemental in T-PAX, do I erase the items I was already paid for or do I keep them in?

     

    A: Everything on your previous claim must be included on your supplemental claim. If not, it will make the system think that you received an advance payment, putting you in an overpaid status. If you claimed mileage on the first claim, you will need to change the mileage to a "1" on each leg and input the total mileage into reimbursables. This will keep the system from taking your mileage away from you and will prevent an overpayment when you put it into reimbursables.
    
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35. System and Security

    Q: How secure is this system?

     

    A: The software application meets the Coast Guard's electronic security requirements and has been validated by our IRM staff here at Pay and Personnel Center. Only internal employees who have a "Need to Know," have access to the database.

    Q: Who has access to the initial sign-in information?

     

    A: Only the member has access to the initial access sign-in information. In order for us to access your account, we must remove your encrypted password and replace it with a generic one.
     

    Q: Why are T-PAX administrators able to change the information that personnel have put into the system?

     

    A: Our System Support Staff (consisting of 5 people) has the capability to change information. If a software error occurs, we have a workaround to pay the traveler.
     

    Q: Are T-PAX personnel "Bonded?"

     

    A: Coast Guard employees (active duty and civilian) are not required to be bonded. We do have Payment Authorizing Officials and Authorizing Certifying Officers who are held accountable and financially liable if negligence or fraud should exist.
    
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36. TONO's

     

    Q: I submitted a claim my AO approved and Pay and Personnel Center received, but then Pay and Personnel Center said the TONO was wrong and to resubmit. I entered the TONO the way it was given to me, and it passed through T-PAX. So what can be wrong?

     

    A: This is an issue that was addressed in the latest T-PAX release (Aug '01). T-PAX now requires 16 digits be entered in the TONO field of the T-PAX TDY Trip screen. What usually happens is the TONO given to the traveler is 13 digits and is just missing three (3) zeros at the end.
    
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37. Travel Orders (TDY)

    Q: Our unit wants to use T-PAX, but doesn't want the traveler doing their own TDY orders. Can this be done?

     

    A: Yes. T-PAX has four (4) options for completing a Travel Authorization (orders):

    1. Traveler - Completes and sends to AO for approval;
    2. Proxy - Under proxy view mode, anyone at the traveler's OPFAC can complete a T-PAX transaction (i.e., orders). However, only the traveler can forward the transaction to the AO for approval; /li>
    3. Signature Proxy - The traveler can assign/designate a Signature Proxy in their user profile. The SP must be from the same OPFAC. This gives the SP authority to prepare and transmit T-PAX transactions without the traveler having to see or approve them; and
    4. AO - The travelers "default AO" must not complete orders and approve them for the traveler. This will cause a blank settlement to be forwarded to Pay and Personnel Center and create a zero voucher for the TONO.

    

     

    Q: We currently do TDY orders using LUFS. Does using T-PAX mean we have to prepare a duplicate set of orders in T-PAX?

     

    A: A traveler can use T-PAX for submitting the TDY claim. T-PAX requires that only the basic order information be entered before a Request for TDY Settlement can be accomplished. NOTE: If you choose to prepare the orders in T-PAX, it MUST be approved by the AO before the Request for Settlement can be processed.
    
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38. Travel Settlements (TDY)

    Q: I processed my claim in T-PAX. The status reads "transmitted to Pay and Personnel Center", but I didn't get paid. What is the problem?

     

    A: Check the Transaction Type shown on your T-PAX Request Status screen. If it says "Authorization", you processed the TDY orders but not your TDY claim. If the Transaction Type reads "Advance" or "Settlement" and the status is transmitted or acknowledged by Pay and Personnel Center; then email a request for inquiry to ..
     

     

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