Defense Travel System

1
Defense Travel System

• Introduction

2
Welcome

• Introduction of Instructors/Students
• Schedule
• Breaks/Lunch
• Facilities
• Food/Drinks policy
• Restrooms
• Fire Drill/Muster
• Training Materials
• Please turn off cell phones
• Please do not use computers for email or internet

3
Course Objective

• The objective of the class is to become familiar
  with
• DoD travel policy and procedures and DTS system
• functionality.

4
DTA Curriculum

• 3 ½ days in length
• Curriculum includes
• Introduction to DTS
• DTA Set-Up/Maintenance
• DTA Additional Information
• Help Desk Training
• Traveler Responsibilities
• Document Processing
• AO Responsibilities
• Approving Documents
• End of Course Practical Exercise

5
DTS Background

• National Performance Review Sept 93
• Report called for overhaul of entire DoD travel
  system
• DoD Travel Reengineering Task Force July 94
• Charged with taking a fresh look at how temporary
  duty travel (TDY) is performed in DoD and develop
  a new travel system

6
DTS Vision

• The reengineered Defense Travel System envisions
  a seamless, paperless temporary duty travel
  system that meets the needs of individual
  travelers, force commanders, and process owners
  (such as finance and accounting services).
• The new system must reduce costs to the
  government, support defense mission requirements,
  and provide superior customer service to the
  traveler and to the command.

7
Travel Process
8
Current Travel Process
9
DTS Travel Authorization
Interface with CTO for lodging,
rentals transportation
Traveler/Admin inputs travel order in PC
Authorizing Official approves electronically
ATM advance as required
TDY
Traveler receives completed order prints as
needed
Ticketing
10
Current Voucher Process
Traveler attaches supporting documents--obtains
amendments if required
Traveler writes/types voucher
Approving official reviews and signs
Finance office computes claim --reviews,
returns to traveler if errors
Accounting system updates
Traveler delivers voucher to finance
Paying and Collecting Logs/ Accounting System
updated
Payment data downloaded
Auditors review every voucher
Letter to traveler
Amount due sent by EFT/check/cash
Advances require review --collect if overpaid
Disbursing sorts, files distributes copies
Money to finance hand carried or mailed
Debt collected from pay or cash collection voucher
11
DTS Voucher Process
Traveler enters SSN, finishes voucher
Management Reviews, approves, certifies
Electronically sent to disbursing for processing
Funds sent EFT to bank/credit union or split
pays to charge card vendor
Traveler pays balance of bill
12
(No Transcript)
13
Public Key Infrastructure (PKI)
14
Use of PKI Within DTS

• PKI certificates and digital signatures are used
  within DTS for the following
• Initial logon authentication
• Non-repudiation and integrity of signed travel
  documents

15
PKI Formats

• For DTS, PKI certificates and associated private
  keys are stored in either of two formats
• CAC (Common Access Cards)
• Floppy Diskette

16
PKI Options

• Hardware Tokens
• CAC
• CAC Reader
• Middleware
• Software Tokens
• Diskettes
• Floppy Drive
• LRA/Trusted Agent

17
DTS Process
18
DTS Functions

• The following functions are accomplished via the
  Defense Travel System
• Commercial Travel Arrangements
• Should Cost Trip Estimate
• Budget Management
• Policy Checks
• Exceptions to Policy
• Voucher Completion
• Overdue Vouchers
• Maintain Travel Data
• Split Disbursements

19
DTS Benefits

• Faster Reimbursement for Travelers (Within 72
  Hours of AO Approval)
• Electronic Routing Less Time Running
  Orders/More time for mission support
• Simplified Travel Regulations
• Expanded Travel Reports
• Split Disbursements
• Access to Travel Reservation System (Air,
  Lodging, Rental Car)
• Electronic Computation Module (Reduce Voucher
  Processing Fees)

20
DTS Roles
21
DTS Roles

• User/Traveler
• User
• NDEA
• Routing Officials
• Authorizing Official (AO)
• Other Routing Officials
• Defense Travel Administration
• LDTA
• ODTA
• FDTA

22
User/Traveler

• Use DTS and Travel
• Create Travel Authorizations
• Make Travel Arrangements
• Sign Travel Authorizations
• Submit/Sign Post-Travel Claims
• (Voucher, Local Voucher)

23
User

• Log on and use DTS
• Cannot Travel using DTS
• Create Travel Authorization for Travelers
• Make Travel Arrangements for Travelers
• Sign Travel Authorization for Travelers
• Cannot Sign Vouchers for Travelers

24
NDEA (Non-DTS Entry Agent)

• Create and Sign Travel Authorization for
  Travelers
• Create and Sign Vouchers for Travelers
• Must be Appointed in Writing
• Office Must Keep DD 1351-2 (Travel Claim) and
  Copy of Receipts for 6 Years 3 Months

25
Authorizing Official (AO)

• Directs/Authorizes Travel
• Obligates Travel Funds
• Certifies Travel Claims
• Approves Trip Arrangements/Travel Expenses

26
Other Routing Officials

• Review the Document for Accuracy or Local Policy
• May be in Routing List to Apply a Line of
  Accounting

27
LDTA

• Lead Defense Travel Administration (LDTA).
• Overall point of contact for setting up DTS.
• Preparing/Inputting Routing List, Lines of
  Accounting, and Budgets.
• Setting up/operating a local Help Desk.
• Be appointed in writing by the CO.

28
ODTA

• Organizational DTA (ODTA) is a key individual
  works close with the actual users and LDTA.
• Works with the Local Help Desk.
  
• Be appointed in writing by the CO.

29
FDTA

• Finance DTA (FDTA) works closely with the
  LDTA.
• Works with LOAs and Budget targets after
  funds have been certified as available.
• Periodically reconciles DTS Budget Module with
  official accounting records.
• Be appointed in Writing by the CO.

30
Fielding Overview
31
Site Fielding Template
32
(No Transcript)
33
Command Visit

• Attendees for this phase are Flag or Commanding
  Officers, or officials who have the authority to
  make high level decisions.
• PMO will conduct a DTS presentation and a
  demo creating an authorization through EWTS.
• SPAWAR will conduct a Navy Brief .

34
Business Process

• Outline Current Process
• Before Site BP Meeting
• Outline DTS Processes
• During/After BP Meeting
• Create Business Rules
• After BP Meeting

35
DTS Setup

• On-site support to finalize setup requirements
  and implement them
• Key Setup Activities
• Meeting with LDTAs
• DBSign installation
• Help Desk Setup/preparation
• Work through remaining issues

36
Live Process Verification

• LPV consist of system checks and setup checks
• Interface connectivity (DADS, CTO)
• Reject Channels
• Routing Lists

37
Initial Operating Capability

• Initial Operating Capability (IOC) will be
  declared
• All database setup activities are complete site
  personnel loaded into system
• LPVs have been successfully completed
• Site Help Desk is operational personnel have
  been trained

38
Training
39
Sustainment Training

• EWTS System (Mirrors Production System)
• Web Based Training (WBT)
• Policy and Procedures Web Based Training
• DTS Online Help
• Training Materials

40
Summary

• Automated Travel System Used to Create Travel
  Documents
• Many Benefits to Using DTS
• Various Training Aids Available