Travel Audit Request Process - PowerPoint PPT Presentation

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Title:

Travel Audit Request Process

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Overview Travel Audit Package Submissions Orders & Amendments DD-1351 Transportation Receipts Who What Where When Why Lodging Receipts All Other Receipts – PowerPoint PPT presentation

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Date added: 5 November 2019
Slides: 31
Provided by: JamesJ167
Learn more at: http://www.uscg.mil
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Title: Travel Audit Request Process


1
Travel Audit Request Process
Overview
Orders Amendments
Miscellaneous
Transportation Receipts
  • Who
  • What
  • Where
  • When
  • Why

Lodging Receipts
All Other Receipts
Printing Instructions
2
How to use this tutorial
Overview
Orders Amendments
Miscellaneous
  • There are tabs along the right-hand side for
    specific topics. These tabs hyperlink to the
    requested topic.
  • There are multiple pages in each topic, so you
    will need to press the ENTER key to progress
    through this presentation.

Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
3
Overview
Overview
Orders Amendments
  • TPAX audits are required by law under the
    following guidelines
  • All claims over 2,500
  • Random sampling as determined by the agency, if
    an electronic submission.
  • Audit packages that are incomplete must be
    corrected and forwarded within 30 calendar days.
  • Submit completed audit packages via the WEBTPAX
    Manage Images function. For detailed
    information, please see WEBTPAX Attachments
    (http//www.uscg.mil/ppc/travel/webtpaxattachments
    .pdf)

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
4
Receipt of E-mail
Overview
Orders Amendments
  • When a member is selected for audit, the traveler
    will receive a courtesy email notification to
    his/her Coast Guard email address as shown below

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
5
Which Trip is being Audited?
Overview
Orders Amendments
  • When a TPAX Audit e-mail has been received, the
    first portion of the e-mail body will identify
    the traveler, the TONO, and the dates of travel
    for a specific TONO, as shown below
  • Travel Dates Start Date 1/23/2011 End
    Date 1/29/2011
  • TONO 1111045MNO802000
  • UAO's Name SALTY SAILOR
  • Claim Number 1234567890 Block
    Number 11A12345
  • REQUEST FOR TPAX AUDIT

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
6
Required Items
Overview
Orders Amendments
  • The e-mail states which items to ensure are
    attached to your WEBTPAX claim if scanning
    documents is possible. The items to include are
  • COPY OF THE SIGNED ORDERS AUTHORIZATION EVEN IF
    ORDERS WERE APPROVED IN TPAX
  • COPY OF ALL SIGNED AMENDMENTS
  • COPY OF ALL PAID COMMERCIAL TRANSPORTATION
    RECEIPTS (including air, rail, bus, ferry and
    rental car receipts)
  • COPY OF ITEMIZED RECEIPT(S) FOR ALL LODGING
    SHOWING A ZERO BALANCE DUE OR PROOF OF PAYMENT
  • COPY OF SIGNED LONG TERM LODGING AGREEMENT OR
    RENTAL AGREEMENT
  • COPY OF RECEIPTS FOR ALL REIMBURSABLE EXPENSES
    OF 75 OR MORE
  • IF TDY WAS FOR A CONFERENCE, A COPY OF THE
    CONFERENCE ATTENDANCE REQUEST FORM WITH
    HANDWRITTEN AO SIGNATURE AS REQUIRED
  • NOTE CREDIT CARD STATEMENTS ARE NOT AUTHORIZED
  • TO BE USED ALONE AS A VALID RECEIPT

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
7
Orders and Amendments
Overview
Orders Amendments
  • A copy of the orders are required to be attached
    to the WEBTPAX claim if scanning documents is
    possible. As stated on the e-mail
  • If your claim does not have the appropriate
    documentation attached or PPC Travel needs
    clarification, you will receive an email
    notification in the form of a KICKBACK (return)
    Letter. You will have 30 calendar days to respond
    by attaching the necessary documents to this
    specific travel claim.
  • Please note The orders requirement includes
    those orders created and approved in WEBTPAX! You
    must print the orders, have them signed by the AO
    and the traveler, and scan them back into the
    system.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
8
Commercial Transportation Receipts
Overview
Orders Amendments
  • Transportation Receipts are REQUIRED, regardless
    of the amount, for proper travel claim/settlement
    submission. A copy of the transportation receipts
    are required to be attached to the WEBTPAX claim
    if scanning documents is possible.
  • Examples include
  • Airplane (including Baggage Fees)
  • Bus
  • Ferry
  • Rental Car
  • Train

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
9
Lost Transportation Receipts
Overview
Orders Amendments
  • If you have a lost or damaged transportation
    receipt, you will need to file a statement with
    your audit package. This form will need to be
    attached to the WEBTPAX claim if scanning
    documents is possible. Click on the link below
    for a copy of the statement
  • http//www.uscg.mil/ppc/travel/receipts.pdf

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
10
Lodging Receipts
Overview
Orders Amendments
  • Lodging Receipts are REQUIRED for proper travel
    claim/settlement submission. They are required to
    be attached to the WEBTPAX claim if scanning
    documents is possible.
  • If you have a lost or damaged lodging receipt,
    you will need to file a statement and attach to
    your WEBTPAX claim. Click on the link below for
    a copy of the statement
  • http//www.uscg.mil/ppc/travel/LostLodgingReceipt.
    pdf
  • For lodging to be a reimbursable expense, it MUST
    be at a commercial lodging facility. When
    staying with family or friends, lodging expense
    is not authorized.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
11
Lodging Receipt Requirements
Overview
Orders Amendments
  • Lodging receipts must contain the following
  • Itemized room charges (rate, taxes, any other
    charges)
  • Include the single room rate (monthly amount on
    leases)
  • Applicable taxes
  • Dates of lodging
  • Name of establishment, landlord, or leasing
    office
  • Full address
  • Contact information (Phone number)
  • Show a zero balance due or proof of payment

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
12
All Other Receipts
Overview
Orders Amendments
  • All other expenditures of 75.00 or greater
    require a receipt. These receipts are required to
    be attached to the WEBTPAX claim if scanning
    documents is possible.
  • KEEP ALL ORIGINAL RECEIPTS!
  • All copies of receipts must include
  • The total amount
  • The name of the establishment
  • The full address of the establishment
  • Contact information for the establishment

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
13
Lost Miscellaneous Receipts
Overview
Orders Amendments
  • If you have lost a required receipt, you will
    need to file a statement and attach to your
    WEBTPAX claim if scanning documents is possible.
    Click on the link below for a copy of the
    statement
  • http//www.uscg.mil/ppc/travel/receipts.pdf

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
14
Miscellaneous
Overview
Orders Amendments
  • Failure to submit the required items or failure
    to follow the instructions provided may result in
    a delay of processing your audit package and/or
    possible travel debt action.
  • Any lost receipt forms used MUST be signed by an
    approving official to be considered valid.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
15
Further Assistance
Overview
Orders Amendments
  • If you need further assistance, you may call PPC
    Customer Care toll free at
  • 1-866-772-8724
  • 1-785-339-2200
  • Monday Friday
  • 0700 1600 (Central)
  • Or submit an online trouble ticket at PPC
    Customer Care Branch website
  • http//www.uscg.mil/ppc/ccb

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
16
Printing Instructions
Overview
Orders Amendments
  • Members who do not have access to WEBTPAX or
    scanning capabilities are authorized to submit a
    manual paper audit package through their AO to
    PPC Travel using U.S. Postal Service First Class
    Mail ONLY.
  • Commanding Officer (TVL-TPAX Audits)
  • USCG Pay and Personnel Center (PPC)
  • 444 SE Quincy Street
  • Topeka, KS 66683-3551
  • For audit packages which must be mailed to PPC
    Travel, use the following guidelines provided to
    print the documents required from WEBTPAX.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
17
Printing Orders from TPAX
Overview
Orders Amendments
  • There are several quick steps to printing orders
    from TPAX so the traveler has a copy for their
    records. The following slides provide a
    step-by-step demonstration of these steps
  • Navigate to your History file in TPAX (see
    Web-based TPAX)
  • Enter the desired TONO and click the FIND button
  • A new set of fields will appear. Click the
    DISPLAY button for the authorization
  • A listing payment history will appear
  • Click the PRINT button
  • A pop-up will appear select the Authorization
    option and click the PRINT button
  • This will create an Adobe PDF copy of your orders.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
18
Overview
Select the History field
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
19
Overview
Enter the desired TONO in the field then
click the FIND button
Orders Amendments
Miscellaneous
1111045MNO802000
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
20
Overview
All payments for this TONO appear. Click the
Display button
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
21
Overview
A pop-up will appear. Select the appropriate
option, then click the Print button
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Click the Print button
Printing Instructions
22
Overview
Your ORDERS are now available in Adobe PDF for
you to save and/or print as necessary.
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
23
Printing the DD-1351 from TPAX
Overview
Orders Amendments
  • There are several quick steps to printing the
    DD-1351 from WEBTPAX so the traveler has a copy
    for their records. The following slides provide
    a step-by-step demonstration of these steps
  • Navigate to your History file in TPAX (see
    Web-based TPAX)
  • Enter the desired TONO and click the FIND button
  • A new set of fields will appear. Click the
    DISPLAY button next to the Settlement option
  • A listing payment history will appear
  • Click the PRINT button
  • A pop-up will appear select the DD-1351-2
    option and click the PRINT button
  • This will create an Adobe PDF copy of your
    DD-1351.

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
24
Overview
Select the History field
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
25
Overview
Enter the desired TONO in the field then
click the FIND button
Orders Amendments
Miscellaneous
1111045MNO802000
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
26
Overview
All payments for this TONO appear. Click the
Display button
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
27
Overview
A pop-up will appear. Select the appropriate
option, then click the Print button
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Click the Print button
Printing Instructions
28
Overview
Your DD-1351 is now available in Adobe PDF for
you to save and/or print as necessary.
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
29
For Assistance with Printing
Overview
Orders Amendments
  • For assistance with printing the Orders, please
    visit the PPC (Travel) TPAX Audit FAQ web page
  • www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf

Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
30
Thank you for reviewing the Travel Audit Package
Submission tutorial
Overview
Orders Amendments
Miscellaneous
Transportation Receipts
Lodging Receipts
All Other Receipts
Printing Instructions
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