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Account for Travel Claim Payments - Fast Start Form
- DD Form 1351-2 Travel Voucher
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- Advances Worksheet, CG-2010.
- Req for Travel Advance (SF-1038)
- PCS Departing Worksheet, CG-2000
- PCS Reporting Worksheet, CG-2005
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- Mandatory use of Travel Management Center for AMHS Reservations (ALCOAST 001/10)
- Revised Policy for use of Centrally Billed Account (ALCOAST 717/09)
- Polices & Procedures for Passports
- Self Procured/DITY Move Information and Checklist
PCS Travel Advances
As of 1 April 2013 all military PCS travel advances are submitted through Web TPAX by the Advance Signature Proxy. The ASP permission is given to Yeomen assigned to the SPO that have the CGHRS or CGHRSUP Direct Access permission. The updated CG-7421A has been posted on the PPC website. PCS advances sent to PPC via fax will not be processed. Travelers who need TDY advances may submit through Web TPAX or by fax with an SF-1038 and a copy of the signed orders.
When processing PCS orders with advances, refer to Chapter 2.A.8 of the Personnel and Pay Procedures manual. A completed original PCS travel order signed by the Approving Official must be scanned and uploaded to Web TPAX. The image must be in the Portable Document Format (PDF). In the Image Description field, do not name it the same as the file name, this will cause an error in the application. Before you begin the PCS advance, ensure the PCS travel advances are correctly listed on the order. Each entitlement will be separated with the total amount and the advance amount shown. IAW ALCOAST 422/12, PCS travel and transportation advances are limited to 80 percent of the estimated travel and transportation costs to include, MALT, per diem, DLA, and TLE. If the member is requesting an advance on an entitlement and is authorized other entitlements, 80 percent of the requested entitlement will be paid.
Example:
MEMBER PER DIEM _______ @ 80% _________ MEMBER MALT _______ @ 80% _________ DEPENDENT(S) PER DIEM _______ @ 80% _________ DEPENDENT(S) MALT _______ @ 80% _________ DLA _______ @ 80% _________ TLE _______ @ 80% _________ TOTAL _______ @ 80% _________ PCS TRAVEL ADVANCE AUTHORIZED FOR $___________
Do not submit the PCS advance to PPC when it is greater than 35 days before the member detaches. The additional five days accounts for processing time and making payment to the member. Per the Coast Guard Supplement to the Joint Federal Travel Regulations (CGS-JFTR), COMDTINST M4600.17(series), paragraph 5020, payment of advances must not be made more than 30 days before the member detaches, except under extenuating circumstances. If you need to submit a PCS advance to PPC greater than 35 days due to extenuating circumstances, the SPO Approving Official may submit a PPC Customer Care Ticket with details.
The Coast Guard no longer obligates PCS TONOs as a doc type 12, these doc types are converted to a doc type 19. All PCS obligations for travel can be viewed in the FINCEN Query by Document website by changing the first two numbers on the TONO. For example, a member is issued TONO 1213G13MNO11Z000 on their PCS travel order. Prior to the AO approving the PCS advance in Web TPAX, the AO must check for funds obligation under 1913G13MNO11Z (minus the suffix). If the funds are obligated, the AO may approve the PCS advance. The obligation takes place a couple days after the orders have been placed in a Ready Status. To place orders in a Ready Status, the CGHRSUP must approve the orders in DA. If the funds have not been obligated, the AO must wait for DCMS to obligate the funds. The TONO on the orders shall remain a 12 doc type.
Resources:
- ASP/AO Tutorial
- FINCEN Query by Document (CGWEB Link)
- PPC Travel Website
- CG-7421A, TPAX/WINIATS User Access Authorization & Approving Official (AO) Designation
- CG-2000, PCS Departing Worksheet
- Personnel & Pay Procedures Manual (PPPM), PPCINST M1000.2(series), Chapter 2
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.
Preparation Notes
Keep the following key points in mind when preparing requests for advances:
- Requests which are not signed by the Approving Official cannot be processed.
- PPC does not calculate the amount of the travel advance. This must be completed by the unit. Enter the amount applied for in block 9g of the Form SF-1038.
- Payments for Advance Pay and Allowances are not processed by PPC (TVL). Advance Pay and allowances payments are made through the military pay system. Requests should be forwarded to the servicing personnel office for processing.
- Provide a complete mailing address on the Form SF-1038, even though payment will be made by Direct Deposit.
The following are changes are reflected in ALCOAST 422/12 with an effective date of 1 October 2012.
Personnel applying for advance pay in conjunction with a PCS move will continue to be able to request one month of advance pay without showing a need or obtaining their commanding officer's approval. Personnel who request advance pay in conjunction with a PCS move in excess of one month will be required to provide a written justification with detailed expenses to their commanding officer for approval. The forthcoming changes to the Pay Manual will also provide additional guidance to commanding officer to assist in determining if advance pay is appropriate.
For military PCS, instead of receiving 100% for PCS entitlements to cover travel and relocation expenses (MALT, DLA, TLE), personnel may receive up to 80% of their expected PCS entitlements. The breakout of entitlements and showing the 80% of the authorized amount must be stated on the PCS order.
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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