Permissive Travel in DTS

Transcription

1 Information Paper: Permissive Travel in DTS DEFENSE TRAVEL Summary Per the Joint Travel Regulations (JTR), Permissive TDY is TDY at no cost to the Government. For that reason, authorizations and vouchers in DTS for permissive travel allow no payments to the traveler. Essentially, for permissive travel, DTS is simply a convenient way to generate travel orders and track completion of travel. Creating a permissive travel authorization and voucher in DTS begins and ends much the same as any other authorization and voucher that is, you* create the travel document and sign it to start the routing process. The contents of the travel document, however, are very different. The purpose of this information paper is to highlight the differences between routine travel documents and permissive travel documents in DTS. For more information on creating routine travel documents, see DTS Guide 2: Authorizations, and DTS Guide 3: Vouchers. *For this information paper, you refers to a traveler; however, the actions described also apply to anyone who creates documents for you e.g., Non-DTS Entry Agent, travel clerk. Creating Permissive Travel Documents Authorization Creating an authorization begins with creating the itinerary. The only significant difference between the usual process and the permissive travel process is that with permissive travel, DTS restricts your travel type to Other. Here s how that works: In the new itinerary creation process, entering a trip Type of C-PERMISSIVE under My Trip Details (Figure, indicator #) selects Other as the transportation type and locks out selection of any other options in: o Traveling by under YOUR TDY LOCATION(S) (Figure, indicator #2) o Returning by under TRIP OVERVIEW (Figure, indicator #3)

2 2 3 Figure : My Itinerary Screen (Top) In the legacy itinerary creation process, entering a Trip Type of C-PERMISSIVE in Section A of the first Trip Overview screen (Figure 2, indicator #) automatically selects Other as the transportation type and grays out all other options in: o Section B of the first Trip Overview screen (Figure 2, indicator #2) o Section D of the second and subsequent Trip Overview screens (Figure 3, indicator #)

3 2 Figure 2: First Trip Overview Screen Figure 3: Second Trip Overview Screen Voucher You create a permissive travel voucher in the same way you create a standard voucher. Completing and Signing Permissive Travel Documents When you complete the itinerary, most authorizations go directly into the reservation process. Since the travel module not available on permissive travel authorizations, they open instead on the Preview Trip screen (Review/Sign > Preview) instead. Most vouchers, including those for permissive travel, open on the Trip Overview screen (Itinerary > Trip Overview) when created. When an authorization or voucher is for permissive travel, you can t select reservations, enter expenses, or claim allowances. That means you don t have to visit any DTS screens, apart from those you must always visit during the digital signature process (e.g., Preview Trip). Table (next page) summarizes DTS screen availability and functions for permissive travel documents. Items are color coded as follows:

4 DEFENSE TRAVEL Green Available with full functionality Yellow Available with full functionality, but you shouldn t have to do anything on them Red Unavailable Navigation Bar Module Comments Itinerary All Available, but you shouldn t have to use them. Travel All Unavailable. My Expenses Available, but you shouldn t have to use it. No expenses display.* Expenses Per Diem Entitlements Available, but you shouldn t have to use it. All per diem allowances are $0.00.* Accounting Accounting Codes Unavailable. Trip Totals Available, but you shouldn t have to use it. Trip cost is $0.00.* Note: This option is not available on vouchers. Profile Available and functions normally. It s always a good idea to confirm your profile entries (and update as needed). Additional Options Payment Totals Available, but you shouldn t have to use it. All payments and allowances are $0.00.* Note: This option is not available on authorizations. Partial Payments Unavailable. Advances Unavailable. Preview Trip Available and functions normally. Comments to the Approving Official automatically populate. Review / Sign Other Auths. Available, but you shouldn t have to use it.** The other authorization Non-Govt Funded Permissive TDY automatically populates, as does its Comment. Pre-Audit Available, but you shouldn t have to use it.** Displays no flags or warnings unless you made changes to the travel document that forced their appearance. Digital Signature Available and functions normally. * Even if you enter expenses or allowances, you won t receive any payment or reimbursement for a permissive travel trip. ** Exception: DTS requires you to visit this screen before you sign the travel document. Table : Availability of DTS Screens Important Comments for the AO The review and approval process for all permissive travel documents is essentially identical to the process used with any other travel document. The chief differences are:. The trip cost should always be $0.00. If it is not, the traveler has added expenses for which they cannot receive any payment (see #2, below). If the travel document contains any trip costs, return the travel document to the traveler for correction.

5 2. DTS does not send permissive travel authorizations or vouchers to your supporting financial system. Rather, in the screens that display after you approve a permissive travel document, instead of the usual finance information, DTS informs you that the system will bypass (or has bypassed) funding.