This handbook is a supplementary document that can be used as a troubleshooting guide for Helpdesk personnel, Defense Travel Administrators (DTAs), Authorizing Officials (AOs), and travelers. It does not replace any DTS documentation. It addresses the defects and problems that we have experienced since implementing DTS by providing workarounds and guidance through the more complex aspects of system use. It is a living document that will be updated as new issues arise and old defects are corrected.
For help with DTS, email the help desk at DTS-HelpDesk, or call Bill, Tom, or Melanie at 877-477-2058 x2 (toll free). Much information about DTS can be found in the DTS section of the NPS travel web site at http://www.nps.edu/Services/travel.
| POC for CAC reissue, PIN reset and delivery of documents between NPS and PSD/SATO: NPS: (831) 656-3972; Ft. Ord: (831) 656-4070. SPAWAR HQ: (619) 524-2751 | POC for Government Credit Card (GOVCC) Administration: NPS: APC 831 656-3211 SPAWAR HQ: Novice Key: (619) 524-7120 |
| POC for PC/Windows problems: NPS: ITACS Helpdesk: (831) 656-1046 SPAWAR HQ: (877) 843-6624 (THE-NMCI) |
1. Connection & Login
- 1.1 Common Access Card (CAC) Problems
- 1.1.1 Pin Reset
- 1.1.2 Certificate Registration
- 1.1.3 Finding Certificates
- 1.1.4 Certificate Revocation
- 1.1.5 Signing vouchers
- 1.1.6 Name Matching Problems
- 1.1.7 Organizational Membership Problem
- 1.2.1 Profile cleaning
- 1.2.2 DBSign & ActivCard Gold
- 1.2.3 Pop-up blockers and third-party toolbars
- 1.2.4 IE7 Not Certified for Use with DTS
- 1.2.5 Internet Explorer Settings
- 1.3.1 DTS ERROR: "Webspeed," "Internal Server Error," "Servlet 500," "Page Cannot be Displayed," and "Server Temporarily Unavailable."
- 1.3.2 Internet Access Problems
1.4 Using BACK button or Backspace key
2. Travel Authorizations
2.4 Changing Reservations/Temporary Duty (TDY) dates
- 2.6 Flight Reservations
- 2.6.1 Finding Reservations without DTS
- 2.6.2 Premium Class Accommodations
- 2.6.3 Upgrading Tickets
- 2.6.4 Foreign Carriers
- 2.6.5 Booking Next FY Flights
- 2.6.6 Capacity Controlled Government Contract Fares
- 2.11.1 Critical
- 2.11.2 Informational
- 2.11.3 Can be ignored
- 2.11.4 Approving and Audit Flags
- 2.11.5 Constructed Travel
2.13 Approving and the Budget Module
2.18 Passenger Name Record (PNR) Errors
- 2.20.1 BOQ
- 2.20.2 Government Credit Cards (GOVCC)
- 2.20.3 Updating Account Information
- 2.20.4 Changing the GOVCC in existing Authorizations
- 2.20.5 International Travel
- 2.20.6 Charges
- 2.20.7 Submitting GOVCC changes to SATO
3 Vouchers
- 3.1.1 Uploading Digital Receipts
- 3.1.2 Viewing Digital Receipts (AOs)
- 3.1.3 Disbursements
- 3.1.4 Changing Disbursements
- 3.1.5 Amending Vouchers
- 3.1.6 DUE US Vouchers
- 3.1.7 Overpayment to GOVCC
4 Maintenance
1 Connection & Login
1.1Common Access Card (CAC) Problems
Your CAC is required to Login to DTS. A traveler must have a CAC to sign a voucher. Only the travelers can sign their own voucher. Test the traveler’s CAC when creating a Travel Authorization (TA) for them.
SPAWAR Users Only: Navy policy dictates that the CAC is to be used with DTS. Some SPAWAR users have a separate PKI cert on a floppy disc. If more than one PKI cert is used to create, sign, or view a document it may get stuck prior to approval. The problem can usually be fixed, but may cause lengthy delays in voucher payment.
back to top1.1.1 Pin Reset
When you login to DTS, you will be asked for your Pin# by the Active Card Gold software. You will have three chances to enter your Pin# correctly. If you fail on the third attempt, your CAC will be locked and you will need to RESET your PIN#.
1.1.2 Certificate Registration
Your CAC contains Public Key Encryption (PKI) certificates. They’re written on the flash memory chip embedded in the card. The first time you login to DTS, these certificates are associated with your DTS profile on the PC that you are using. Under normal circumstances, you need not do anything special for this to work.
Sometimes, DTS will have problems verifying certificates. They should be registered with the Certifying Authority (CA). Problems can occur when they have been issued improperly or revoked by the CA. In some cases you will need to have your CAC reissued.
Occasionally, DTS has problems with Certificate Revocation Lists (CRL) maintained by the CA. It is possible for your certificates to be invalid during these times, but eventually your CAC will work again.
1.1.3 Finding Certificates
Windows may ask you to select certificates from a file when you login, instead of asking for your pin number. This is a sure sign that DTS cannot locate or read your CAC. If this happens, first see if your certificates are registered in the browser.
NOTE: When you insert a CAC in a PC for the first time, the light on the reader should start flashing slowly. Don’t attempt to login until the light begins flashing faster or stops flashing. The certificates are being registered for use on the PC.
In MS Internet Explorer:
¨Select the menu item Tools/Internet Options
¨Select the Content tab
¨Select the Certificates button
¨Verify that you have three certificates; two email and one identity
If you can’t see your certificates, then you may need to register them using the ActiveCard Gold or ActivClient software:
NPS Users:
¨Double-click the CAC icon on your toolbar or
¨Select menu Start | Programs | Activcard | Activcard Gold | Activcard Gold Utilities
¨Enter your PIN# when requested (if not requested, your CAC reader is not functioning correctly…call your PC/Windows POC)
¨Select the menu Tools/Register Certificates
¨Press the YES button
¨Press OK
¨Repeat the IE verification
SPAWAR/NMCI Users:
¨Select menu Start | Programs | Activclient
¨Select User Console
¨Select menu Tools | Make certificates available to Windows
¨Press OK
Even if a certificate is manually registered on NMCI, DTS will sometimes continue to respond with a message that the certificate is invalid or expired. If you receive this message after following the above steps, reboot your machine and re-attempt the login. This will normally fix the problem.
If your certificates seem to be in order:
¨Make sure that the CAC is seated securely in the reader
¨Check that the CAC reader light is blinking
¨Try logging off DTS and logging in again
¨When all else fails, reboot your computer
If you are still experiencing the same problem, you may have a Windows configuration problem. (See below)
1.1.4 Certificate Revocation
Certificates have an expiration date after which they are automatically revoked. The certifying authority can revoke certificates at any time. To verify that your certificates are valid, go to the DISA Defense Online Registration Help page in your browser:
https://www.dodpke.com/public/certcheck.asp
To test your certs:
Click the ‘here’ link under “Registration Requires…/Valid DoD or ECA/IECA PKI client certificates/(b) Click here to see if your DoD PKI client certificate is revoked” at the top of the page.
Select your Email certificate
You will be told if the certificate has been revoked.
To check the ID cert, non-NMCI users, can close the webpage, re-launch IE, go back the page, reselect the link and choose the ID cert.
NMCI users may have to remove the email certificates to be able to check the ID cert. To find the email cert, see above 1.1.3.
(After testing, you can re-load your email certificates by following the registration steps above in 1.1.3.)
Since the Monroe release (1.7.1.1), users whose PC’s can’t find the PKI certificates have been getting the following message when attempting to log in:
“There has been a problem with login
Your certificate is invalid or expired. Please contact your local Registration Authority (LRA) or Verifying Official (VO) to obtain a new certificate or CAC card.”
This may only indicate that the PKI certificate has to be re-registered on the PC as detailed in section 1.1.3 above. A new cert only has to be issued if there has been a revocation of the certificate or if the certificate is being used after the expiration date.
1.1.5 Signing vouchers
Even though someone else can create a voucher, only the traveler can sign a voucher. A CAC card is required to securely identify the traveler when signing the voucher.
NOTE: Invitational Travel Orders (ITOs) are the only exception to this requirement. The traveler is not a government employee and does not possess a CAC.
1.1.6 Name Matching Problems
If you see the error message “DTS account is not available or is locked”, the last name on your certificate may not match the one in your DTS profile. Last names with suffixes like “JR.” or “III” can be a problem if they are not EXACTLY the same in both places. Ask your DTA to check the spelling in your profile and look at the spelling on the CAC certificate. If they’re different, change the profile to match the CAC.
This problem should only occur on initial login. After initial login, you can change the spelling of your last name as you wish.
1.1.7 Organizational Membership Problem
If your user profile does not belong to a valid organization, you will get this message when logging in:
“User account is locked or could not be found. Please contact your DTS site administrator for assistance.”
This indicates that your current command has not yet pulled your DTS profile into your current DTS organization. Contact the DTS Help desk so they can receive your profile.
1.2PC/Windows Problems
Most of the time, your PC can be used for DTS without difficulty. Occasionally, there will be problems with your PC configuration that makes access to DTS impossible. You can verify this by trying to use your CAC on another PC that is being used successfully with DTS. If you can login to DTS on this other PC, your PC probably has a configuration problem. Call your PC/Windows POC to request assistance.
1.2.1 Profile cleaning
A common problem at NPS is the accumulation of configuration data in “roaming” profiles. The settings in these profiles can prevent DTS from operating properly. Symptoms include returning to the DTS home page when you attempt to login, even though your PIN# is accepted and you are recognized by DTS. If this happens, call your PC/Windows POC to request assistance.
1.2.2 DBSign & ActivCard Gold
These software programs should be installed on your PC. DBSign is from Gradkell Systems and should appear under your Start/Programs menu. On login, if you are asked to provide the location of your PKI certificate file, make sure that DBSign Client Configuration Utility is set to:
Microsoft Crypto API (Software or Hardware Tokens)
ActivCard Gold is used to read your CAC data from the reader attached to your PC. It can be accessed via the icon on the tool bar that looks like the CAC reader. If you cannot locate this software or you are not sure that it has been installed, call your PC/Windows POC.
NOTE: There is a newer release of DBSign that corrects a problem on some Windows XP systems when you are asked to select a certificate file instead of entering your pin number. Contact your PC/Windows POC if you experience this problem.
1.2.3 Pop-up blockers and third-party toolbars
Pop-up blockers that prevent web pages from opening new windows automatically can prevent DTS from functioning. Most third-party toolbars for Internet Explorer (IE) block pop-ups by default. If you cannot login to DTS because it continually returns you to the login page, you may be experiencing this problem. Remove the pop-up blocker or configure the toolbar so that it does not block pop-ups.
1.2.4 IE7 Not Certified for Use with DTS
As of this writing, IE6 is the preferred browser for use with DTS. Firefox 1.5 from the Mozilla Foundation has also been verified.
1.2.5 Internet Explorer Settings
Before the release in February 2007 of the Reservation Refresh functionality in the Travel or Reservations module, the Tier 3 Help Desk published recommended IE settings. Updating your settings should help minimize issues such as getting a blank screen or page cannot be displayed messages when working in the Itinerary and Reservations modules:
In IE, go to menu Tools | Internet Options.
Under General tab, select Settings.
Select “Every visit to the page” radio button, and make sure that at least 100 MB is indicated under “Amount of disk space to use.”
Click OK
Under General tab Delete Cookies and Delete Files to delete your browser cache.
Under Security tab, select Internet zone, Default Level button, and set the Security level to Medium.
Under General tab, select Trusted Sites icon and Sites button.
In the “Add this Web site to the zone” field, type .defensetravel.osd.mil and select the Add button. Then type https://214.3.0.110/. and select the Add button.
Click OK.
Under the Advance tab:
Activate “Disable script debugging”.
De-activate “Display a notification about every script error”.
De-activate “Do not save encrypted pages to disk”.
Activate SSL 2.0 and 3.0.
You should also verify that your browser settings are not being reset by a startup script when you log into your local network. If this is happening, contact your local network administrator to have the script turned off.
If you are connecting through DTS through a Proxy server, additional changes may be made, but these changes can only be made by your IT help. If you need additional info, please contact us at the Tier 2 Help Desk.
1.3 Performance problems
DTS is a web-based application. The hardware and software are centrally located and shared by all DOD sites using the system. Performance can depend on many factors: system loading, Internet access speed, your network performance, DTS server performance, and your PC configuration. You only have control over the last of these. When you are concerned about performance remember:
¨be patient
¨relax and take a short timeout
¨come back later and try again
¨work on another computer task while you wait
Optimizing your PC’s memory can help. Internet Explorer (IE) can require significant resources with DTS. If you have limited memory and much of it is in use, you may improve performance by reducing the number of tasks. Check Task Manager by right-click on your toolbar and selecting the “Performance” tab. If you need help with optimization, call your PC/Windows POC.
1.3.1 DTS ERROR: "Webspeed," "Internal Server Error," "Servlet 500," "Page Cannot be Displayed," and "Server Temporarily Unavailable."
You may experience one of these errors when DTS reports degraded performance. You may notice that DTS performance is “degraded” on the DTS login page. The performance bar will be yellow. If the performance bar is red, DTS is unavailable. If you receive one of these errors when DTS performance is normal (green bar), report it to DTS-Helpdesk.
1.3.2 Internet Access Problems
DTS performance will be affected by the speed of your internet connection. Extremely slow performance may be an indication of general internet or intranet problems. Before reporting performance problems, try accessing other external sites such as Yahoo or Google. If these sites are not available or respond slowly, the performance problem is probably unrelated to DTS.
1.4Using BACK button or Backspace key
Since the release of DTS 1.5.4.23 on 01 Oct 04, we recommend that you not use the BACK button or Backspace key Use the mouse with DTS buttons and menus to navigate. Remember to Save and Continue when you are editing a document.
Since the Monroe release, DTS has provided a “RETURN TO LIST” button on the upper right side of each page when viewing a document. This button will return you to the document list that was used to open the document. It replaces functionality formerly provided by the BACK Button or Backspace key.
2Travel Authorizations
Travel Authorizations (TAs) should be created by the traveler or the Defense Travel Administrator (DTA) in the traveler’s department. They are never created by someone in another department just because that other department is paying for the travel.
For international or other complex travel, we recommend that the DTA either create the TA or assist the traveler. Simple modifications can be handled by the traveler. More complex changes are best managed by a DTA.
2.1Trip Type
You must select a Trip Type when you create an authorization. You should only use the following types:
¨Routine TDY
¨Permissive (no cost)
¨House-Hunting
¨Invitational Travel (E-Invitational)
Routine Temporary Duty (TDY) is the most common choice. This trip type will allow you to create a voucher for reimbursement of expenses.
Use of other choices for Trip Type can cause problems if expenses are to be reimbursed; e.g. AE-Hospital does not allow expense reimbursement.
If an incorrect trip type is chosen for Routine TDY, you cannot change the trip type on the voucher. To correct the trip type, you must cancel the authorization, create a new authorization, and create a voucher from the new authorization.
Invitational Travel is for non-government employees. If you are on the approved list in para 1B of the ITO SOP you may create an ITO authorization. Otherwise you should contact the Travel Office to arrange this kind of travel.
NOTE: Invitational travel may not be used by government contractors.
2.2Trip Purpose/Description
These fields are available on the initial itinerary page when creating an authorization. You should provide sufficient information in Trip Description to allow your Authorizing Official (AO) to determine that your mission should be approved.
2.3Holding Reservations
When you select flights, hotels and rental cars from the Global Distribution System (GDS), DTS creates the Passenger Name Record (PNR) and saves it with the authorization. You can see all reservations on the Final Trip Itinerary Page (Travel/Summary menu item). The PNR locator is displayed in the upper right corner. For example:
DTS / CTO Confirmation: HVCVHF
Even though reservations are saved when selected in DTS,if a flight is crowded, it is possible that the segment you selected is no longer available. When you save your selection, DTS will return an error indicating that the segment is no longer available.
If you receive this error, you use the “Request CTO Assistance” tab at the bottom of the available flights list to send your reservation request to SATO.
NOTE: During periods of poor performance, it is more likely for these kinds of errors to occur. DTS may or may not be booking your reservations with the vendors, and any errors in the process will return the same message. You should not assume that the problem is availability. The workaround is always to request CTO assistance.
Though reservations are booked “as you go”, they have to be returned by SATO with the status “CTO BOOKED”. You should verify that the reservations match what you asked for at http://www.virtuallythere.com/
In most cases, the reservations returned from SATO will be exactly as you requested. Occasionally SATO will make changes or comment on the selections based on their quality control procedures. You can see SATO’s comments on the Preview Trip page, which is the first page displayed when you open an existing authorization.
DON’T FORGET TO SIGN AUTHORIZATIONS AFTER MAKING RESERVATIONS. DTS WILL AUTO-CANCEL THE RESERVATIONS IF THE AUTHORIZATION IS NOT SIGNED WITHIN 24 HOURS AFTER THE PNR IS SAVED.
2.4Changing Reservations/Temporary Duty (TDY) dates
When you need to change flight reservations or TDY dates, you can now use the change link on the Final Trip Itinerary page. DTS will hold your old reservation until you save the new one and will prompt you to make sure that you want to delete the old one. You also can cancel old reservations and select new ones. Remember to change the TDY dates as well. Depending on the status of the authorization, you will either edit or amend the authorization.
DON’T FORGET TO SIGN AUTHORIZATIONS AFTER MAKING CHANGES. DTS WILL AUTO-CANCEL RESERVATIONS IF THE AUTHORIZATION IS NOT SIGNED WITHIN 24 HOURS OF THE PNR CHANGE.
2.4.1 Adjustment Errors
If you get a PNR error when making reservation changes, contact the DTS Help desk.
2.5Leave During TDY
Leave is allowed before, during and after TDY. Refer to Appendix O for regulations regarding travel expenses when leave is used in conjunction with TDY. Leave should be indicated on the appropriate dates in the Per Diem Entitlements screen. Edit the appropriate date, and choose “Leave” under the Other Per Diem Entitlements section.
Civilians can change the type from “Annual” to “Non-Duty” for weekend days or holidays. Military can change the type from “Annual” to “Duty” for the same days.
Do not select “Leave” on the first or last day of travel. If leave is taken at the beginning or end of travel, don’t change the per diem entitlements for those days. Change the first or last actual travel TDY workday to indicate leave is taken.
2.6Flight Reservations
You select flight reservations from the GDS (SABRE), the same system that SATO uses. Five tabs show available flights in order of preference:
¨GSA Contract w/Limited Availability
¨GSA Contract Airfare
¨Other Gov’t Airfare
¨Other Airfare
¨Alt GSA
You must select the contract fare unless no seats are available that meet your travel requirements. When this is the case, you may select a non-contract fare, but make sure it is not a restricted (promotional) fare. The GDS should not show restricted fares, but sometimes does.
2.6.1 Finding Reservations without DTS
If you can find a flight using some other reservation system that meets mission requirements and regulations, you can ask SATO to book it for you. You should still try selecting the flight in DTS. Either select a flight with the same carrier or scroll to the bottom of the list of flights and press the button “Request Assistance..”. In the “Comments to the CTO” box, DTS will populate a skeleton flight leg based on your TDY locations. You can add more specific information (e.g. flight number) to this comment.
2.6.2 Premium Class Accommodations
The GDS should not show fares for premium class accommodations; i.e. business or first-class. Without pre-approval only economy class is allowed for all travel. SATO will notify us if premium class travel has been booked, and notifications will be sent to the traveler and AO.
NOTE: With the exception of European carriers that only have business class and above fares, in order to use business class, you are required to get pre-approval from the President, NPS, and then a delegated 3 STAR. The form is provided on the NPS Travel web site. Once approved by the President, contact the Travel Office for remaining approval procedures.
NOTE: The requirement for pre-approval of OCONUS carriers, which only have business class and above, was removed 01 June 2005.
2.6.3 Upgrading Tickets
You are allowed to upgrade tickets using frequent flier miles or your own funds, but you must do so after your government tickets have been issued by SATO. If you upgrade by contacting the airlines before SATO issues tickets, you could lose your reservations.
2.6.4 Foreign Carriers
The JTR/JFTR does not allow the use of foreign carriers for flights where US carriers are available to meet mission requirements. If the GDS displays such flights, you should not select them. If you are not sure what the US Carrier availability is for flights to overseas locations, you can use the Request Assistance option to have SATO book the flights.
2.6.5 Booking Next FY Flights
You may request flight reservations for the next fiscal year (FY), but there may not yet be any government contract fares for these flights. When this happens the fares returned for all flights are zero. You should remove the flights with departures in the next FY and resubmit the Authorization. When government contract fares are available for the next FY, you can amend the Authorization to include those flights.
2.6.6 Capacity Controlled Government Contract Fares
Capacity Controlled contract fares may have airline ticketing requirements that DTS cannot determine. Capacity Controlled appear under the first tab (GSA Contract w/Limited Availability).
These fares can be much lower than full contract fares, but there are a limited number of seats that qualify for these fares. The airlines may require that tickets be issued in advance of the three days before travel that DTS automatically assigns. If tickets are not issued by the airline's cutoff date, the reservations will be cancelled. SATO has been rebooking these cancellations automatically, but the fares will revert to the full government contract rate, which can be significantly higher.
If you want to use Capacity Controlled fares to save money, we suggest that you check with SATO or the airlines for ticketing requirements. If the airline requires ticketing more than 3 days before departure, then you should have the authorization approved and then contact SATO directly to have the tickets issued early.
2.7Hotel Reservations
Even if you do not make hotel reservations in DTS, Per Diem Entitlements will estimate lodging costs. You should adjust these estimates to actual costs if known. When lodging costs exceed the Per Diem allowed, you will be required to justify the costs during pre-audit review.
Hotel tax should be estimated separately for rooms within the US or within US Territories on the Expenses/Non Mileage page. A separate expense item is required on the voucher as well. Hotel tax for rooms in foreign countries is included in the lodging rate and may not be reimbursed as a separate expense.
If you select a hotel reservation and wait more than 24 hours prior to signing the authorization, DTS will cancel the reservation.
Hotel cancellation policies can be displayed in DTS. You should review this policy to make sure that cancellation is possible and fits mission needs before you reserve the hotel segment. Fees for failure to cancel according to policies may not be reimbursable.
2.8Rental Car Reservations
The GDS is used for rental car reservations the same as airline reservations. Pickup and drop-off times should be within the constraints of flight arrival and departure times. If you change TDY dates/times, also adjust pickup and drop-off dates/times.
Non-compact car reservations will activate a Non-Compact Car Authorized statement in the Other Auths page. Justification for the non-Compact should be provided in the Remarks field.
SATO will advise you if the pickup or drop-off times are outside of rental car agency business hours.
If you select a rental car and wait more than 24 hours prior to signing the authorization, DTS will cancel the reservation.
2.9Non-mileage Expenses
Expense types may be entered for non-mileage expenses that don’t appear in the drop-down list on the Expenses/Non-Mileage page. Check Appendix G for the types of expenses that are permitted on TDY.
2.10Adjusting vs. Amending
You can check flight availability by creating a reservation, searching flights and then removing the TA. However, any reservations made will automatically be cancelled within 24 hours if you don’t sign. If you’re just looking for availability, you should not save reservations and remove the Authorization when you finish searching.
2.10.1 When to Adjust
After you sign an authorization with reservations, it will be changed to status “CTO SUBMIT”. DTS will not allow you to alter it until it is returned with status “CTO BOOKED”. Then DTS will allow you to edit the TA. If you edit a document in this way, DTS creates a copy of the document called an “ADJUSTMENT”. You can adjust an authorization any number of times prior to approval.
2.10.2 When to Amend
After approval, authorizations cannot be changed until they are returned from the accounting interface. Then they can be amended. Amending a document also creates a new copy called an “AMENDMENT”. After an amendment is created it should be signed, which will route it through the approval process again. As with the original authorization, an amendment may be altered or removed before signing, however, if the reservations have been changed in any way, the amendment cannot be removed and must be signed. And like the original TA, you can adjust an amendment to an authorization before approval and after signing it.
Always make a comment when you adjust or amend an authorization that states the reason you are making the change.
2.11Audit Flags
Before signing a document, you will be presented with a list of “Audit Flags” that must be justified before your signature is accepted. Your justifications will be visible to the Approving Official (AO) when the authorization is reviewed.
2.11.1 Critical
Some of these flags are important; others informational, and still others are meaningless. Among the most important are:
NO ACCT CODE ASSIGNED – you may sign an authorization without an account code, but if you have an account code and it can be selected, you should add it to the TA before signature.
NOTE: As of the Monroe release, this pre-audit has been changed to an Advisory and no reason can be supplied. However, an AO cannot approve an authorization without an account. If you don’t have access to the account, provide it in the “Comments to Approving Official” on the Digital Signature page when signing the authorization.
Non-contract fare – You must justify selecting a non-government contract fare. You must also select a Reason Code from the link above each justification field for these segments. Among the valid reasons are:
¨Lower non-contract fare available to the general public (NOTE: restricted fares are not allowed)
¨Government contract fare not available
¨Does not meet mission requirements
2.11.2 Informational
Informational flags also require justification, but the reasons are less important. DTS has many business rules that it applies to an authorization for all DOD organizations. Some of those rules do not apply to NPS, but they will still appear as audit flags. You may make a simple comment such as “N/A” for these flags. Other audit flags should have a brief explanation for your AO. As of the Monroe release, many of these audit flags have been made “Advisory” and do not require justification. The following pre-audits still do:
Threshold audits – Any expense exceeding its DoD determined threshold will flag an audit. Some expenses have a threshold of $0. Examples of expenses that may or will flag a threshold audit are:
Taxi TDY/TAD
Parking TDY/TAD
CP (Commercial Plane)
Laundry/Dry Cleaning
Baggage Tips
Tickets-Personally Procure
Not Authorized audits – Duty conditions, Itinerary dates and/or locations, and expenses that were not included on the authorization will flag as “Not Authorized” on the voucher.
2.11.3 Can be ignored
There are a couple of audit flags that are due to DTS defects. Among these is “Air Crew Status”. This flag is now informational and can be ignored.
2.11.4 Approving and Audit Flags
A recent change can make it difficult to approve an authorization that has recently been returned by SATO because new audit flags have been added. This change was made to correct a problem that was allowing approval when audit flags had not been justified. The AO cannot update audit flags during normal document route and review. The AO is also prevented from returning the document in these circumstances. The workaround is to have the traveler or DTA adjust the document by providing the justifications required and resigning it. It will then route to the AO again.
2.11.5 Constructed Travel
This audit flag indicates that “A transportation mode other than Commercial Air or Government Transportation may require…”. E.g., you have selected POV for transportation mode to/from a TDY location. If your AO agrees that this is the best method of transportation for the mission, then you should state that reason in the justification.
If the use of non-standard transportation is strictly the traveler’s preference, reimbursement may be limited to the cost of standard transportation.
Contact the Travel Office for more information.
2.12 Status and Routing
As an authorization moves through the approval process, its status (also called “stamp”) changes. Some of these stamps are the result of user action; others result from automated processes. The standard sequence is:
CREATED – this status is set when you create a new TA and have not signed it yet. If you don’t sign the TA, you can close it and later reopen it, or you can remove it.
SIGNED – the TA has been signed and document routing has begun.
CTO SUBMIT – the authorization is awaiting confirmation by SATO. This stamp occurs immediately after Signed if there are new reservations or changes to reservation on the authorization. It could take an hour or more to return booking information depending on whether you requested assistance or not. While in this state, the authorization cannot be modified. This is usually an automated process, but can require intervention by SATO. You can verify the reservations at http://www.virtuallythere.com/.
NOTE: If your authorization remains in this status for more than a day, it is probably stuck. Please contact the DTS-Helpdesk for assistance.
CTO BOOKED – the authorization has been returned from SATO with confirmed reservations. When returned with this status, the TA will be routed to either the SPFA for review or the AO for approval, depending on the routing list that is active.
REVIEWED – if there is a review step in the routing, this stamp is applied by the SPFA. It indicates that funds are available for travel (reimbursable accounts only).
APPROVED – this is the stamp applied by the AO. It is rare to see an authorization with this status as after approval it is immediately moved to the next status, OBLIG SUBMITTED. However, the authorization is now eligible for ticketing.
OBLIG SUBMITTED – the authorization has been submitted to the accounting interface for obligation of funds. While in this state, the authorization cannot be modified. It will return with one of the two following states.
POS ACK RECEIVED – the accounting interface has “Positively Acknowledged” the obligation. Changes to the authorization must now be made via amendments. Amendments should be signed, which will route them through the approval process again. If reservations are changed, they will be submitted to SATO again. If expenses are changed, they will be submitted to the accounting interface again.
VOUCHER SUBMITTED – the voucher has been submitted to DFAS for payment
PAID – a payment has been disbursed by DFAS
PAY PROCESS IGNORE – the authorization has been cancelled and there was no initial obligation, or there was no change in cost on an approved amendment and the accounting interface will not be required.
REJECT – the authorization has been rejected by the accounting interface. This status may be returned in a matter of minutes. An email is sent to the traveler and the DTS-Helpdesk. Rejects can occur for a number of reasons, but the most common is “Invalid account code”; an account that is not known to the accounting system has been used.
2.13 Approving and the Budget Module
When an authorization is approved, funds are checked in the budget module, even though we are not really using this function. An AO will still be presented with messages that indicate that funds have been checked against the budget module. All expenses are accumulated against a single budget line for NPS. This budget line is independent of the Line of Accounting (LOA).
An exception to this rule is Fund Cites, which are LOAs that belong to another command. When we receive a Fund Cite, a separate budget line is created for this money in the appropriate year/quarter. The AO will not be able to approve documents that obligate more than the budget amount for fund cites.
2.14 Approval after Ticketing
SATO ticketing generally creates a CTO Amendment. If the cost of the ticket has changed since the reservation was made, this amendment may be re-routed for approval. If the AO attempts to approve after the traveler has departed, a PNR error may occur. In these circumstances, the AO should wait until the traveler returns to approve the authorization.
2.15Tracking Authorizations
You can see the current status of an authorization by opening the document and looking at the Status on the document selection page. It should be one of the states shown above.
2.15.1 Printing Document History
If you want to view status history without going into the contents of the document, you can choose the Print link to open the printed version of the document in a separate browser window. Before you do this, you will need to activate Document History in your Form Setup (from Private Page: Traveler Setup menu | Form Preferences and check the Document History box. You also may want to activate the Itinerary Listing so you see your reservations in the printed documents).
If there is more than one version of the document (it was amended at least once), the entire history of all document versions can be viewed by clicking the view or view/edit link in the document list, and then clicking the Print Document History button in the upper right hand corner of the Adjustments screen.
2.15.2 Viewing History Online
In order to see the history of a document and the pending actions, open the document for view/only by selection edit/view and leaving the read-only check box checked.
NOTE: Deselecting the read-only check box will create an adjustment (new level) of the document. DO NOT DO THIS UNLESS YOU REALLY INTEND TO CHANGE THE DOCUMENT.
Select Review/Sign and Digital Signature. The top part of the page shows what the document is awaiting and whose signature is required. Often there will be more than one SPFA or AO who can review or approve a document. The Level number indicates the order in which the stamps must be applied (i.e., CTO Booked is 4, Reviewed is 10, Approved is 20).
The bottom part of the page shows the history of signatures including automated stamps. You can see who applied what stamp to the authorization and when they did it. (NOTE: times are currently Eastern Time Zone. Adjust for local time zone.)
When a document is stamped Audit Fail, you can select the View Reasons for Audit Failures to view the reasons that the AO was unable to apply the Approved stamp.
2.16Ticketing
Tickets are normally issued three business days before departure, but only after approval of the authorization. If approval is within three days of departure, then SATO should receive ticketing instructions shortly after the AO signs the document.
The traveler will be notified by email when tickets are issued. If this confirmation is not received within 24 hours of travel, then the traveler or DTA should contact the DTS Helpdesk or SATO to insure that tickets have been issued.
2.16.1 Verifying Tickets
You should always verify that tickets have been issued before going to the airport by looking at http://www.virtuallythere.com/
Using the traveler’s last name and the Confirmation code obtained from the flight information in the Final Itinerary screen of the authorization, you can view the reservations. The password for entering your reservation is “satotravel.”
Selecting the eTicket link will display the electronic tickets. The following message is displayed if you have not been ticketed:
You currently do not have a valid eTicket Receipt viewable on Virtually There®. Your eTicket Receipt may not be available for the following reasons:
·Your travel arranger may not have ticketed your flights. Please check this same link at a later time or contact your travel arranger.
·Your travel arranger may have issued a paper ticket for your flights.
·It has been more than 71days since your travel arranger issued your eticket. Virtually There only displays eTicket Receipts 71 days from the date of issue
If your tickets are issued by more than one airline, you may be provided with links to each ticket on the eTickets page. Select each one to verify your tickets.
If tickets have not been issued, make sure that your authorization was approved.
Once the tickets have been issued, print out the e-ticket receipt. You do not need to carry it with you, but if the ticket cost exceeds $75.00, you will need to attach it to the voucher as a required receipt on the Substantiating Records page IAW with the FMR and the NPS travel instruction. If paper tickets have been issued, you can verify them by selecting the eInvoice link. Make arrangements to have them picked up at PSD.
2.16.2 Requesting Early Ticketing
Without special instructions, SATO should ticket 3 business days prior to departure. In some cases, this is insufficient lead-time; e.g. paper tickets are required for international travel. To have your tickets run early, after your reservations are CTO BOOKED contact your SPFA and then AO to have them take action on the authorization. After approval, contact SATO directly and ask them to issue the ticket.
NOTE: Your GOVCC will be charged for airline tickets on the ticketing date. If you request tickets well in advance of travel, payment may be due prior to the completion of travel. You are responsible for this payment even if you have not yet been reimbursed.
2.16.3 Changing the Ticket Date
A Travel Authorization must be approved for ticketing to take place. If approval occurs after the ticket date requested, you should verify ticketing as indicated above.
2.17 Canceling Authorizations
2.17.1 Canceling Authorizations Prior to Ticketing
If the travel is cancelled before the Travel Authorization has been stamped APPROVED Adjust the existing Travel Authorization.
If the travel is cancelled after the Travel Authorization has been stamped APPROVED, Amend the existing Travel Authorization
If reservations were confirmed on the authorization, go to the Travel/Trip Summary page and use the Cancel links to remove and cancel all existing reservations.
Type “TRIP CANCELLED – no expenses incurred.” in the Comments to the Approving Official field in the Preview screen. Click the Save and Proceed button at the bottom of the page.
Stamp the document SIGNED to route the Travel Authorization to the Authorizing Official.
The Authorizing/Approving Official (AO) or reviewer must stamp the Travel Authorization CANCELLED (not APPROVED which is the default stamp). Stamping the authorization CANCELLED will de-obligate the funds and cancel any reservations, causing any tickets purchased to be submitted for refund.
If expenses were incurred even though the trip was cancelled (i.e., transportation to the airport or a hotel room deposit), then the authorization Itinerary should be modified to reflect travel for < 24 hours, other estimated costs should be removed, and the AO should stamp APPROVED so that a voucher may be submitted for the expenses.
2.17.2 Canceling Authorizations After Ticketing
Follow all of the steps above. Get cancellation confirmation numbers for any hotel or rental segments. If the transportation/airline ticket was charged to the traveler’s Government Charge Card (GOVCC) and the credit for the airline ticket was not credited to the traveler’s account within the same billing cycle as the date of travel, the traveler/user should follow-up with SATO to determine/confirm the status of the credit in the SATO system.
Paper tickets are considered live documents and cannot be processed for credit until the hard copy tickets are physically turned in to SATO. Paper tickets may be returned to the pick-up/drop-off location (NPS: Flag Admin Office on the 1st floor of Herrmann Hall) or remitted directly to SATO.
2.18 Passenger Name Record (PNR) Errors
These errors occur when the GDS reservations cannot be reconciled with DTS reservations. Call the DTS-Helpdesk in most circumstances.
2.18.1 Invalid GOVCC
DTS now requires that all reservations be guaranteed by credit card. If your authorization does not have a valid Government Credit Card (GOVCC) as Payment Method, you will receive a PNR error when you try to sign the authorization. The only resolution is to specify a valid GOVCC in the traveler’s profile.
2.18.2 Error applying TAW command
If you try to approve an authorization after the traveler departs (e.g. an amendment was created after initial approval), you may receive this PNR error. Usually, you must wait 24 hours or until the traveler returns to complete approval.
This error has also appeared in other circumstances. Please report it to DTS-Helpdesk.
2.19 Communicating with SATO
The best way to communicate with SATO is through DTS. When selecting reservations, you have the option to “Request CTO Assistance” instead of selecting a GDS reservation. Even if you do select a reservation, you can request special assistance from SATO under most circumstances.
2.19.1 Outside of normal business hours (before departure)
You will not be able to reach the SATO offices. Do not call the (800) number. DTS is available 24 hours a day. You can make your changes in DTS and reservations will be changed the next business day.
2.19.2 En Route Changes
First attempt to make changes through SATO by calling the toll-free number. You will be required to have prior approval from the AO for any changes that increase the cost of travel.
If you cannot make your changes through SATO, you can contact the airlines. You should still have approval from your AO for any changes to your travel plans, including increases in cost.
Make sure that you get receipts for all charges or refunds for tickets. You will need this data to manually update the ticket cost on the travel voucher. DTS will not reflect offline cost changes to tickets.
CAUTION: You could be held liable for any costs ab ove those allowed by the JTR/JFTR, e.g. premium class accommodations without pre-approval, even though you have received approval from your AO.
2.20 International Travel
When traveling OCONUS, it is likely that you will receive “Business Class” reservations when selecting small European carriers. You should always request that SATO book the lowest class fares possible for these flights. When SATO is still unable to change the class of the fare to “Economy”, you will be notified in the comments that “Business Class” has been booked.
NOTE: As of 01 June 2005, it is no longer necessary to obtain pre-approval of this sort of premium class travel.
2.20.1 BOQ
When making BOQ reservations, enter the request in the comment box to SATO with:
name of the base where the BOQ is located
command on that base that the traveler is visiting
traveler’s rank/grade,
GOVCC number,
GOVCC expiration date,
SSN.
2.20.2 Government Credit Cards (GOVCC)
You must have a GOVCC to secure reservations in DTS. If your profile does not contain a valid GOVCC and expiration date, you will be prompted to enter the GOVCC information. If you are not the traveler, or don’t have the permissions to enter the GOVCC information, you will be asked to select a CBA account. If this happens, contact the DTS Help Desk (NPS: Travel Office) for help in updating the GOVCC information.
2.20.3 Updating Account Information
You will be prompted to verify the traveler’s account information when you first attempt to create an authorization for them. Electronic Funds Transfer (EFT) account number and bank routing number, and GOVCC account number and expiration date should be verified with the traveler at that time.
NPS: an authorization. The traveler should update EFT and GOVCC information in an active authorization, and save those changes to the permanent profile. Alternatively, the EFT form can be sent to the Travel Office prior to creating an authorization.
2.20.4 Changing the GOVCC in existing Authorizations
If you create an authorization and add the GOVCC to the traveler’s profile afterwards, you should update the authorization after updating the profile:
¨Adjust the authorization by deselecting the Read/Only checkbox
¨Select Additional Options and then the link My Account Information
¨Select the link Refresh Account Data to update the authorization from the profile
¨Sign the authorization again if it has not already been signed
NOTE: You will probably need to justify an audit flag that says, “Payment Method has changed”, in order to sign.
2.20.5 International Travel
International travel can require credit limits that are higher than the defaults for a given traveler. Check with your GOVCC administrator if you suspect that your credit limit is not high enough. Problems with credit limits will prevent SATO from issuing tickets.
2.20.6 Charges
Your GOVCC will be charged for reservations when they are ticketed, normally three days before travel unless you have requested early ticketing. If your trip is subsequently cancelled, it is your responsibility to insure that a refund for unused tickets is received. Check with your GOVCC administrator for the necessary procedures. Ticket costs that are not refunded can affect your ability to make reservations for subsequent travel, and it is possible for your account to become delinquent due to lack of refunds.
2.20.7 Submitting GOVCC changes to SATO
If you need to change the GOVCC number or expiration date because SATO cannot ticket reservations with the existing information you should contact the DTS Help Desk to coordinate the information update in DTS with SATO. (The only time this should happen is if a card number changes. Expired cards will prompt the user for updates or to choose the CBA.)
2.21 Signing authorizations
When you sign an authorization the first time use only the SIGNED stamp.
If you sign an amendment or adjustment, enter comments for the AO to indicate the reason for changing the authorization. AO comments should be entered in the Comments to Approving Official field in the Preview screen.
If you are a SPFA, only use the stamp REVIEWED to accept the document or RETURNED if you do not accept the document.
If you are an AO, use the stamp APPROVED to indicate your authorization or use the stamp CANCELLED when cancellation is requested. Use the stamp RETURNED when you want the document changed to meet regulations.
2.22 Fiscal Year Crossover
Near the end of a fiscal year (FY), you may want to create authorizations that are entirely in the next FY or that begin in this FY and end in the next one. There may not yet be Lines of Accounting (LOA) for the next FY in DTS. Until there are, you should only include TDY dates in the current fiscal year. When the LOAs are available for the next FY, you can amend the authorization to include TDY dates in that year, and allocate expenses to next year’s budget.
You can make reservations for flights in the next FY, but only if government contract fares are available. Fares for October are usually available sometime at the beginning of September. If you are able to reserve these flights, they can be obligated to the current FY budget.
2.23 Expired Accounts
At the end of the FY and on other occasions, accounts may be removed from DTS so that they can no longer be assigned to authorizations. Existing authorizations that are correctly using these accounts will raise an audit flag Acct Code(s) Not Valid on approval, which may not have appeared previously in the routing.
2.24 Accounting Rejects
Authorizations may be REJECTED by the accounting interface. When this occurs, the traveler will be notified via email. Usually, an accounting reject is due to the lack of an appropriate Line of Accounting (LOA) in the financial system. An account may exist in DTS, and still not be valid in the accounting system. When this occurs, contact the funds manager (Principal Investigator or Sponsored Projects Financial Analyst – SPFA) or the Financial Defense Travel Administrator (FDTA).
3 Vouchers
Create vouchers as soon after the return date as possible. Vouchers are required to be submitted within five days of return from travel.
Make 8.5x11” copies of all receipts for required upload or fax to DTS. Requirements for retention of original receipts by the AO for 6 ¼ years in the office of the approving official are waived for receipts stored in this way.
Adjust all estimated costs to actual costs. If you changed TDY dates en-route, then make the appropriate changes to Itinerary and Per Diem Entitlements.
If you are creating a voucher for others, you will not be able to sign the document; simply close it. Any stamp other than SIGNED will require an adjustment or amendment before the document can progress any further.
Vouchers must be signed by the traveler unless they are Invitational Travel Orders (ITOs). Have the traveler test his CAC when the authorization is created to insure that they will be able to sign their voucher.
3.1.1 Uploading Digital Receipts
When creating a voucher, select Substantiating Documents on the Expenses page. Print the fax cover sheet, and then fax the receipts with the cover sheet to the number on the cover sheet. They will appear in DTS within five minutes. This becomes the official copy. The AO or the traveler does not need to keep copies.
NOTE: Once you sign a voucher, you must adjust it in order to print out a fax cover page for receipts. It cannot be printed while the voucher is in read-only status.
3.1.2 Viewing Digital Receipts (AOs)
To review receipts after they have been uploaded to DTS select the link to Substantiating Documents on the Trip Preview page.
3.1.3 Disbursements
All payments are split disbursements to the GOVCC and personal EFT accounts. You can see how the payment is split on the Additional Options/Payment Totals page. By regulation, all reservations for commercial carriers, hotel, and rental car must be charged to the GOVCC and will be automatically paid to the GOVCC. Other expenses can also be paid with the GOVCC, but the traveler is also allowed to use a personal credit card or cash.
NOTE: Expenses paid by the traveler will be reimbursed to the personal account as specified in the traveler’s profile. EFT payments are made at the same time as GOVCC payments. If this information is incorrect, DTS receives an EFT return notification from the bank and sends the traveler an email. Follow the directions in the email to amend and resubmit the voucher for payment.
The traveler should notify the DTS-Helpdesk if they do not receive an expected payment to their personal account.
3.1.4 Changing Disbursements
When you want to alter the automatic split disbursement that DTS calculates, based on the Method of Reimbursement selected, go to the Additional Options/Payment Totals page and enter an amount in either the “GOVCC Add’l Amt” or “Less Previous Payments to GOVCC (by traveler)” input boxes.
For example, if you used an ATM for a $100 cash advance to pay an M&IE expense, you would enter 100 in the “Add GOVCC ATM” box.
Another example: If a traveler takes leave and has a rental car, they should prorate the cost by entering the governments share (for duty days) in the Rental Car page, then enter the traveler’s share (for the leave days) in “Add’l GOVCC Amt” field on the “Payment Totals” page.
After you select the Calculate link, DTS will calculate the split disbursement. The total disbursement will not change, but payment will be shifted to the column that was changed.
You can use the following fields to alter the split disbursement:
Less Prev Pmts to GOVCC(by Traveler) - If a portion of the bill has already been paid to the GOVCC account, indicate the dollar amount paid in this field.
Add GOVCC ATM - If the traveler withdrew cash from the ATM with their GOVCC for M&IE or other miscellaneous cash expenses, they will be billed for the cash advance. Indicate the dollar amount withdrawn in this field.
NOTE: ATM fees should be shown as a separate expense under Expenses – Non-mileage. They are reimbursable, but should not be included as an ATM advance.
Add’l GOVCC Amt - If the traveler charged expenses normally paid for in cash (e.g. 1 or more meals), indicate the total dollar amount for those charges in this field.
NOTE: Remember to select the Calculate link after entering your changes.
3.1.5 Amending Vouchers
Vouchers can be amended after approval/payment to increase or decrease the reimbursement amounts. You should add, change or remove expenses to alter the total reimbursement amount. You can increase or decrease the total reimbursement to your GOVCC, but you may only increase the amount to be paid to your personal account. After signing and amendment, it will be rerouted to the AO for approval.
You should not reduce the total disbursement previously paid unless you wish to create a DUE US collection voucher.
When increasing the total disbursement, care should be taken not to reduce either the GOVCC or personal payments made previously; i.e. you may not use an amendment to redistribute a split disbursement that has already been paid.
3.1.6 DUE US Vouchers
When the traveler has been paid for expenses not incurred, the voucher should be amended to indicate the amount due the government. DTS will notify the traveler and the debt collection procedure is initiated. The traveler should remit the amount due the government to the address indicated in the email.
3.1.7 Overpayment to GOVCC
If the traveler makes payments to the GOVCC, and DTS also reimburses the GOVCC, it is possible to have a positive credit balance in the account. You can have the bank reimburse you for the overpayment by contacting the GOVCC administrator.
4Maintenance
4.1Delegation
If you are an AO or SPFA, your signature may be required at any time to move an authorization to the next routing step. If you know that you will not be available to sign documents, you can delegate your authority to sign to someone else.
You should delegate authority to someone your rank or greater, but only in your organization.
Delegation can take a long time if your signature appears on many routing lists
Even if delegation appears to fail, it may have been successful; you can check removal of delegated authority to determine what delegation is in effect
Alternate AOs and SPFAs are recommended; duplicate notifications result, but it is more likely that someone will be available to sign documents.
4.2People Profiles
When you first create an authorization for a traveler, the traveler’s profile appears. Correct any data in the top half (address, phone number, etc.). Check the financial data at the bottom and ensure that the traveler’s bank account number, bank routing number, government credit card number and expiration date are correct. Check the SSN. If not correct, then notify your travel administrator to enter the new information.
4.2.1 Preferences
Personal preferences are available in the profile, but cannot be modified there. The only place that preferences can be added is on an authorization on the Additional Options/Profile/My Preferences page.
For example, to enter Frequent Flyer numbers select My Preferences | Freq Flyer. The only save option for this screen saves changes permanently, so the info will be modified for all future authorizations. You can also add Frequent Flyer numbers permanently to your Profile in the Travel/Trip Summary screen before you save your completed reservations. In the future, these numbers will auto-populate in the appropriate chosen flights, however, your DTS profile name much match your frequent flyer membership name for this function to work.
4.3Routing Lists
Travelers have a default routing list in their profile. It names SPFAs and AOs that can sign any authorizations created for them. Request routing list changes from the DTS-Helpdesk by sending an email to DTS-Helpdesk.
If a routing list is changed after an authorization is created in order to change the signatures, the authorization must be SIGNED again so that the new signatures are visible and notifications can be sent.
Similarly, if you change a traveler’s default routing list in his profile, you must also edit any live authorizations that you want to reroute. To change the routing, go to the Digital Signature screen, select “SIGNED” in the ‘Submit this document as’; pull down list, and click the down arrow in the Routing list field. Select the correct list, and click the Submit completed document button. You will not be able to change the list until “SIGNED” is the selected status.
If you change a traveler’s organization, you should leave the routing of any current documents as they were according to the old organization. The document should be completed as if the traveler were still part of that organization. Otherwise, it could become stuck and will not route.
4.4Groups
GROUPS define access to people in DTS. If you cannot see a person’s authorization or voucher, then you probably don’t have access to a group that they belong to. You can see your group access on the DTS Welcome page. If you think you have the wrong access, or want a person added to your group, conct the DTS-Helpdesk