Skip Navigation

Pay & Personnel Center, Travel Branch



Travel News Headlines:

Travel Approving Official (AO) e-Newsletters


Updated WEBTPAX Audit Tutorial

The Post Audit process has changed due to the implementation of document attachments in WEBTPAX. View this tutorial to learn about the new procedures - https://cgportal2.uscg.mil/units/ppc/WebTPAXAudits/default.aspx.


Attaching Supporting Documents in WEBTPAX

Per ALCOAST 235/15, travelers can now attach supporting documents to their requests and claims in WebTPAX. The procedures for attaching documents are located at https://cgportal2.uscg.mil/units/ppc/WebTPAX/AttachingDocuments.aspx or http://www.uscg.mil/ppc/travel/ScannedDocumentsInTPAX.pdf.


Policy Change for Rental Cars

The Federal Register has published the Final Rule FTR Amendment on POV and Rental Car Policy (http://www.gpo.gov/fdsys/pkg/FR-2015-05-13/pdf/2015-11459.pdf).

This Amendment to the Federal Travel Regulation requires rental of the least expensive compact cars (with minor exceptions) by Federal employees. In addition, the Rule requires, prior to authorizing use of POV, that agencies analyze the comparison of rental car costs to evaluate the least cost mode of transportation; rental car or POV. Lastly, the Amendment explicitly restricts employees from being reimbursed for pre-payment of fuel for rental cars.

The amendment is effective 13 May 2015.


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

By CWO J. R. Jeffery, COMDT (CG-1332), HHG Transportation Program Manager

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

In accordance with Joint Travel Regulations (JTR), par. 5322-B and Coast Guard Supplement to the Joint Federal Travel Regulations (CGS-JFTR), COMDTINST M4600.17 (series), par. 5414-A, for a member to be reimbursed for shipping a POV in CONUS, the member must have a dependent(s), the member or their dependent(s) must possess more than one POV to be relocated to the new PDS, and the member and their dependent(s) must travel together, at one time, in a Privately Owned Conveyance (POC) to the new Permanent Duty Station (PDS). If a member meets these criteria they may be entitled to reimbursement for shipping their second POV in CONUS. However, if a member chooses to utilize commercial transportation for themselves or their dependent(s) to the new PDS the member does not meet these criteria and they are not entitled to reimbursement for shipping a second POV in CONUS.

When a member meets the criteria of JTR 5322-B and CGS-JFTR 5414-A they are entitled to reimbursement for shipping a second POV in CONUS. However, use of a Government Vehicle Processing Center (VPC) is not authorized. The member must use a commercial POV carrier and make all arrangements for the shipment of their second POV. Travel time is not authorized to drop off, or pick up a second POV, and the member may not be reimbursed for mileage to drop off, or pick up a second POV transported IAW JTR 5322-B and CGS-JFTR, par. 5414-A. Also, the Government is not responsible for any damages or missed delivery dates caused by a commercial POV carrier.

When a member is entitled to reimbursement for shipping a second POV in CONUS the calculations and maximum reimbursable amount must be reflected on the member's PCS orders. See JTR par. 5328 for examples of how to calculate a members reimbursable amount to ship a second POV in CONUS.

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


PPC Travel eNewsletter March 2015

The March 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:


FY 2015 Coast Guard Reduced Per Diem Rates

Per Joint Travel Regulations, paragraph U4095, 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 24 March 2015, the following localities have been authorized reduced/zero per diem.

Unit/Mission Requestor Rate Approved
CG AIRSTA Atlantic City (NCRADF) AIRSTA Atlantic City $57.25 17-Jul-14
Air Facility Charleston CGD 7 $26.00 29-Jul-14
Fajardo and Boqueron, PR - OP Unified Resolve Sector San Juan CGD 7 $50.00 1-Oct-14
Air Facility Muskgon Air Sta Detroit $32.00 29-Jul-14
STA (small) Coquille River SECTOR North Bend $18.00 28-Aug-14
STA (small) Rogue River SECTOR North Bend $18.00 28-Aug-14
Air Facility Newport SECTOR North Bend $26.00 28-Aug-14
Damman and Jeddah, Saudi Arabia DCO-I $0.00 29-May-14
Astoria, OR (SELRES ADT lodging only) CGD13 $72.50 16-Oct-14
Illwaco, WA (SELRES ADT lodging only) CGD13 $61.60 16-Oct-14
Seattle, WA (SELRES ADT lodging only) CGD13 $110.50 16-Oct-14
Portland, OR (SELRES ADT lodging only) CGD13 $95.00 16-Oct-14
Coos Bay, OR (SELRES ADT lodging only) CGD13 $76.50 16-Oct-14

We've prepared the Coast Guard Reduced Per Diem Procedures guide, it provides the procedure for correctly completing your travel itinerary in WEBTPAX when reduced per diem is authorized.


PCS Mileage (MALT) and TDY Mileage Rates

Effective 1 January 2015, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owned conveyance) is $0.23 (twenty three cents) per mile. This rate is effective for all PCS travel that commences on or after 1 January 2015 (i.e., the initial travel is started).

TDY mileage rates changed on 01 January 2015. The new TDY rates are:

POC:
$0.575 - Automobile (if no GOV is available)
$0.23 - POC use instead of a government furnished vehicle (if a GOV is available) when use of a government furnished vehicle is to the government's advantage.
$0.545 - Motorcycle
$1.29 - Airplane

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


WEBTPAX Upgrade

WEBTPAX was recently upgraded to version 6.20.1. Read about the changes and new features here: WEBTPAX What’s New in Version 6.20.1 file in adobe acrobat format.


Flat Rate Per Diem for Long Term TDY

EFFECTIVE November 1, 2014: In order to encourage travelers to take advantage of cost saving opportunities available for long term travel, travelers performing TDY for more than 30 days in one location (CONUS and OCONUS) will receive a flat rate per diem. For Long-term TDY of 31 -180 days, the authorized flat rate is 75% of the locality rate (lodging plus meals & incidental expenses - M&IE) payable for each full day of TDY at that location. For long-term TDY of 181 or greater days, the authorized flat rate is 55% of the locality rate (lodging plus M&IE) payable for each full day of TDY at that location. On the travel day to the TDY location, the traveler receives up to 100% lodging per diem at the locality rate and 75% meals and incidental expenses (M&IE). When authorized flat rate per diem, travelers are not required to submit a lodging receipt, but may be required to demonstrate that they incurred valid lodging expenses. For Coast Guard personnel, all TDY in excess of 180 days must be justified and authorized/approved by Commandant (CG-1332).

The commercial lodging industry considers stays greater than 30 days to be "extended stays" and typically offers reduced rates to ensure occupancy. Travelers may also consider furnished apartments or similar types of lodging which are typically cheaper than room rates in commercial lodging.

Any Coast Guard traveler unable to find suitable commercial lodging at the reduced per diem rate should contact the Coast Guard travel management center, provided by CWT SATO's Service, for assistance. If both the traveler and CWT SATO determine that lodging is not available at the reduced per diem rate, the Authorizing Official may authorize reimbursement of actual lodging expenses (not to exceed the locality per diem rate). However, the traveler will receive M&IE at the reduced rate.

This policy change has been coordinated with and approved by the Uniformed Services and applicable Governance Boards and stakeholders. Here is the official policy change file is in PDF format


Reimbursable Expense Changes

EFFECTIVE October 1, 2014: In an effort to simplify policy, align with industry best practices, and reduce travel costs for the Department, the Incidental Expense policy in Appendix A of the Joint Travel Regulations (JTR) was revised to expand the definition of incidental expenses to include various miscellaneous reimbursable expenses including:

These expenses will now be covered under the incidental expense portion of per diem ($5/day in CONUS and at various rates OCONUS) and will no longer be reimbursed as separate miscellaneous expenses. This policy revision also designates certain expenses such as, cell phone use and phone calls as mission-related versus travel-related expenses that are to be paid outside the travel system.

Data analysis of travel vouchers shows that the incidental expense portion of per diem is sufficient to cover such costs if incurred by the traveler.

This policy change has been coordinated with the Uniformed Services, applicable Governance Boards, and stakeholders. Here is the official policy change file is in PDF format


PCS Travel Advance - Do it Right the First Time

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

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

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


Government Housing Releases and PCS Orders

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

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

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

In December 2013, the Coast Guard Housing Manual, COMDTINST M11101.13F was promulgated establishing Coast Guard policy for assignment to government-controlled housing for both CONUS and OCONUS locations. It stated in paragraph 3.B.2. "Members in receipt of permanent change of station (PCS) orders must submit an Application for Assignment to Military Housing, Form CG-5267, and a copy of their PCS orders to the housing officer at their new duty station. The housing officer will verify the application and dependent information and determine the member's eligibility and bedroom requirement for housing."

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


How to calculate "Cost of GTR"

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

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

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

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

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

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

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


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

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

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


Travel Approving Official (AO) Online Training

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

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


Processing Personally Procured Move (PPM) Claims

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


Travel Voucher Summaries and Individual Audit Status Reports

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


Split Disbursement in TPAX

WEBTPAX Procedures:

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


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

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


Multiple Advances Against the Same TONO

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

Audit Process

New and Improved Audit Process

Using WEBTPAX Manage Images to attach required TDY travel documents to claims greatly streamlines the audit process. When a claim is selected for a post-payment audit, PPC sends the traveler a courtesy impending-audit notice email with no action required. Once the audit commences, if the traveler did not attach required documents to the original claim or additional documents are needed, PPC will send the traveler an email notice (a kick back email) of what is required and will give 30 business days to scan and attach (or mail) required documents. If the traveler does not attach/submit required documents, PPC will send a final email notice informing the traveler that a debt is being created to collect all or a portion of the claim based on missing documents. In all cases, PPC will no longer send Second, Third, or Final Audit Requests. Travelers may request an audit suspension if unable to comply with documentation requests due to operational commitments. Submit audit suspension requests to PPC Customer Care, providing the claim number and the estimated end date of suspension. Submit requests via PPC website: http://www.uscg.mil/ppc/ccb/.

Tutorial: Travel Audit Package Submissionspowerpoint

TPAX Audit Request Status for Individuals

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

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

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


Unit Travel Claim Audit Reports

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


Travel Payment Status:

Did you know FINCEN disburses travel claim payments for PPC?

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

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

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

OUTCONUS CG Travelers
(757-523-6940)

Travel Payment Inquiries Available Online:

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

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

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


Claims Mailing Address

Mail Claims To:

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

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

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

The Audit Travel Claim package will consist of:

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

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

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

Download Plug-Ins: Some of the links on this page require a plug-in to view them. Links to the plug-ins are available below.
Click Here to Download Adobe Acrobat Reader Adobe Acrobat Reader (PDF) Click Here to Download Excel viewer Excel Click Here to Download PowerPoint viewer PowerPoint
Last Modified 6/26/2015