Faxing Requests for PCS Travel Advances

Quick Pick List of Topics on this page:

  1. Completing the Form SF-1038
  2. What is the fax number?
  3. Fax the Following
  4. Preparation Notes
  5. Recoupment of Unliquidated Advancements
  6. Procedures if you have not submitted a Travel Claim
  7. What about advances for Self Procured (DITY) Moves?

Ref: (a) Personnel and Pay Procedures Manual, PPCINST M1000.2(series)

Introduction

This section outlines the responsibilities of the traveler and approving official to ensure accurate submission of fax requests for PCS travel advances. Requests for travel advances must include the following documents:

  1. Fax cover sheet.
  2. Completed Original Form SF-1038 "Advance Of Funds Application and Account.
  3. Copy of the Original Travel Order (signed by the Authorizing Official and the traveler).

Completing the Form SF-1038

Block by block instructions for completing this form are listed below. The Form SF-1038 is available the Adobe Forms program on CGSW-III and PPC's Forms & Worksheets web page (http://www.uscg.mil/ppc/forms/).

Block 1:    Type or write "Direct Deposit" in this block.
Block 2:    Check type of travel being performed.
Block 3:    Member’s name.
Block 4:    Leave blank.
Block 5:    Daytime telephone number including area code.
Block 6:    Member’s social security number.
Block 7:    Unit name.
Block 8:    Division or staff symbol.
Block 9a:  Travel order number.
Block 9b:  Date advance is authorized.
Block 9c:  Date(s) of travel.
Block 9d:  Mailing address even though payment will be
                by Direct Deposit.
Block 9e:  Any previous advance issued on this travel order.
Block 9f:   Amount applied for.
Block 9g:  Total to be advanced.
                Have member sign and date the form or
                type " Member signature on file".
Block 10:  Signature of Approving Official including the date signed.
Block 11:  Accounting data.
Block 12:  Any additional remarks.

It is imperative that the information entered on Form SF-1038 be clear and correct. Since only Direct Deposit (EFT) payments are now authorized, members on PCS are to be counseled not to close their Direct Deposit account until payment due is received into their account, or a new account has been updated in Direct-Access.

Where to Fax Travel Advance Requests

Fax the advance package directly to the PPC Travel Team :

Fax: (785) 339-3775

For Travel Advances, fax the following documents:

  1. Fax Cover Sheet: Information to be included on the cover sheet includes name of the originator; statement requesting a travel advance for a specific member; member’s full name and social security number; unit name of the Approving Official; and a unit phone number and point-of-contact.
  2. A copy of the original completed PCS or TDY travel order (CG-5131)/(CG-4251) noting advances and entitlements authorized. The travel order must be signed by the Authorizing Official.
  3. A completed Form SF-1038 (Advance of Funds Application and Account). Ensure a complete mailing address is written in block 9d. Do not write "Direct Deposit" in this block. The Form SF-1038 must be signed by the Authorizing Official in block 9. For facsimile purposes, you must also enter the following statement this form:
    "FAXED TO PPC(TVL) ON (insert time/date)"

To avoid the possibility of duplicate submissions and/or payments, please follow these guidelines:

Preparation Notes

Keep the following key points in mind when preparing requests for advances:

Recoupment of Unliquidated Advances

The Coast Guard Finance Center (FINCEN) will begin action to recoup outstanding travel advances within 30 days after the estimated date of completion of travel. Repayment of outstanding travel advances must be made in lump sums within 30 days of notification. Repayment can be made by check or allowing deduction from your pay.

Procedures If You Have Not Submitted Travel Claim:

If you have not submitted a travel claim and consequently are charged for unliquidated travel advances, submit a travel claim with a copy of your LES showing lump sum deduction. Do not list any advances on the travel claim.

What about Self Procured (DITY) Move Advances?

PPC Travel does not process DITY Move Advances!

Dity Move (self procured moves) transactions are processed by the Coast Guard Finance Center:

Commanding Officer (OPB-1B)
USCG Finance Center
DITY Move Advances
1430A Kristina Way
PO Box 4102
Chesapeake, VA.   23326

More Self Procured/DITY Move Information and Checklist

ADVANCE PAYMENT of an operating allowance for self-procured transportation of HHG is authorized depending on the type of move the member elects. All advances are based on the MBR’s estimated or maximum HHG weight allowance as established in JFTR.

Dity move advances and claims are normally processed within a 5-day turnaround. 

Note:  To ensure proper posting of the advance, the SF 1038 - (Advance of Funds Application and Account) - Voucher for advance operating allowance forms must be completed with Document Type 17 (NOT 12) and the remarks block must indicate the advance is for an SPM move.

FINCEN customer service number is (757) 523-6940. You may also visit their web site at http://www.fincen.uscg.mil/dity.htm for more information.

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Last Modified 1/26/2012