Dependent Travel in DTS

Transcription

1 Information Paper: Dependent Travel in DTS DEFENSE TRAVEL Background Everyone who uses DTS to create travel documents for official travel must have an authorization. The Joint Travel Regulations (JTR) allows the dependents of uniformed members and DoD civilian employees to engage in official travel in certain circumstances. DTS supports dependent travel. You* must create an authorization for every dependent that will be on official travel for one of the following reasons: Primary trip types: o E-INVITATIONAL o E-ITA FAMILY TRANS ONLY o E-ITA FAMILY FULL REIMB Special Circumstances Travel (SCT) trip types: o Many different trip types, see the SCT Guide for details There are two slightly different procedures for creating authorizations for dependents depending on which itinerary creation process you select. Both are explained below. *For this information paper, you refers to a traveler; however, the actions described also apply to anyone who can create documents for your dependents e.g., Non-DTS Entry Agent, travel clerk. Getting Started When creating a new authorization, you must first select the process you will use to create the itinerary. On the Authorizations screen (Figure ), select the top section of the Create New Authorization drop-down (indicator #) to use the new itinerary creation process. Select the bottom section (indicator #) to use the legacy itinerary creation process.

2 Figure : Create New Authorization Drop-Down Selecting a Dependent New Itinerary Creation Process On the Itinerary screen (Figure ), under YOUR TRIP DETAILS, when you select a trip Type that allows dependent travel (indicator #), an Add Dependents link (indicator #) appears. Select it to identify the dependent traveler for whom you are making the authorization. Figure : Itinerary Screen YOUR TRIP DETAILS Section

3 The Add Dependents screen (Figure 3) opens. On it: DEFENSE TRAVEL Add a new dependent to your profile using the fields at the top of the form then selecting Create (indicator #). After that, you can add them to the authorization using the instructions below. You must create an authorization for each dependent that is traveling. For that reason, you can t add more than one dependent to any authorization. Select a radio button (indicator #) then Save (indicator #3) to add the selected dependent to the authorization using the displayed information. Select the pencil icon (indicator #4) to edit a dependent s information before you add them to the authorization using the instructions above. 4 3 Figure 3: Add Dependents Screen

4 The My Itinerary screen (Figure 4) updates with a link that shows a dependent has been added (indicator #). Hover over the link to see the dependent s name and date of birth. Select the link to re-open the Add Dependents screen and select a different dependent. Select a trip Type that does not allow dependent travel (e.g., AA-Routine TDY/TAD) to completely remove the dependent from the authorization. Figure 4: Dependent Added to Itinerary Screen Selecting a Dependent Legacy Itinerary Creation Process On the Trip Overview screen (Figure 5), in Section A, when you select a Trip Type that allows dependent travel (indicator #) a Dependent Travel box (indicator #) appears. Check it to indicate that you are making an authorization for a dependent traveler. Note: The process is the same if you select Special Circumstances as the Trip Type and then any Secondary Trip Type that allows dependent travel.

5 Figure 5: Trip Overview Screen Section A The Dependent Search screen (Figure 6) opens. On it:. Select a radio button (indicator #) then Select and Close (indicator #) to add the selected dependent to the authorization. As mentioned above, you must create an authorization for each dependent traveler. You can t add multiple dependents to an authorization.. Create a new dependent using the fields at the bottom of the form. If you want to save the new dependent to your DTS profile, check the Save to Permanent Profile box (indicator #4). Select Create (indicator #3) to save the new dependent before you add them to the authorization following the instructions above. Note: You cannot edit dependent information from this screen.

6 3 4 Figure 6: Dependent Search Screen The Trip Overview screen (Figure 7) updates to show the dependent that you added (indicator #) and their birth date (indicator #). Once saved, the authorization will always be a dependent travel authorization, even if you change the Trip Type. You can change the dependent named on the authorization by deselecting then reselecting the Dependent Travel box (indicator #3). 3 Figure 7: Trip Overview Screen

7 Finishing the Authorization In general, once you ve added the dependent to the authorization, you complete it the same way you would complete any other authorization. Per the JTR, some types of dependent travel limit the travel and/or transportation allowances a traveler may receive. When you select one of these trip types, DTS blocks access to certain screens. For example, because the JTR does not allow a traveler to receive Scheduled Partial Payments (SPPs) while on EMERGENCY LEAVE, if you select that trip type DTS blocks access to the SPP functions. For details about the allowances permitted for different trip types, see the SCT Guide.