IMPLEMENTATION OF THE DEPARTMENT OF DEFENSE TRAVEL PAY REMEDIATION PLAN

By | July 15, 2014

UNCLASSIFIED/
R 152302Z JUL 14
MARADMIN 347/14
MSGID/GENADMIN.USMTF.2007/CMC WASHINGTON DC PR RFF/MRA MI//
MSGID/GENADMIN/CMC WASHINGTON DC/MRA MI/PR RFF//
SUBJ/IMPLEMENTATION OF THE DEPARTMENT OF DEFENSE TRAVEL PAY REMEDIATION PLAN//
REF/A/DOC/USD COMPTROLLER/18JUL2013//
REF/B/DOC/DODFMR//
REF/C/DOC/MCO 4650.39A MRA/24FEB2014//
REF/D/DOC/DODFMR//
NARR/REF A IS USD COMPTROLLER MEMO ON IMPLEMENTATION OF THE DOD TRAVEL PAY REMEDIATION PLAN.  REF B IS DODFMR VOL 5. REF C IS MCO 4650.39A, DEFENSE TRAVEL SYSTEM (DTS).  REF D IS DODFMR VOL 9//
POC/DAVE BYE/MI/LOC: QUANTICO VA/TEL: COMM (703)432-9812/EMAIL:DAVID.R.BYE@USMC.MIL//
POC/DAVID FUQUA/RFF/LOC: QUANTICO VA/TEL: COMM (703)432-9813/EMAIL:DAVID.FUQUA@USMC.MIL//
GENTEXT/REMARKS/1.  THE PURPOSE OF THIS MARADMIN IS TO PROVIDE INFORMATION PERTAINING TO THE IMPLEMENTATION OF THE DOD TRAVEL PAY REMEDIATION PLAN.
2.  BACKGROUND.  REF A REQUIRES THE ESTABLISHMENT OF A SERVICE LEVEL TRAVEL PAY REMEDIATION PLAN.  THIS PLAN REQUIRES, AT A MINIMUM, THE MARINE CORPS ESTABLISH PROCEDURES TO REVIEW THE FOLLOWING TRAVEL PAY RELATED AREAS.
    A.  REQUIRED RECEIPTS FOR LODGING AND INDIVIDUAL EXPENSES OF $75 OR GREATER ARE ATTACHED TO TRAVEL VOUCHERS;
    B.  CORRECT LODGING EXPENSES ARE CLAIMED;
    C.  APPROPRIATE JUSTIFICATION FOR THE TYPE OF RENTAL CAR USED IS PROVIDED;
    D.  TRAVELERS AND/OR APPROVING OFFICIALS (AO) ARE HELD FINANCIALLY LIABLE FOR OVERPAYMENTS AS DEFINED IN REF B;
    E.  TRAVELERS AND AO'S COMPLETE REQUIRED DTS TRAINING;
    F.  COMMANDERS IMPLEMENT THE DEFENSE TRAVEL MANAGEMENT OFFICE (DTMO) COMPLIANCE TOOL FOR DTS TRAVEL SETTLEMENTS.
3.  ACTION.
    A.  TRAVELERS WILL ENSURE REQUIRED RECEIPTS ARE ATTACHED TO TRAVEL VOUCHERS FOR ALL LODGING AND INDIVIDUAL EXPENSES OF $75 OR GREATER, LODGING EXPENSES ARE ADJUSTED TO REFLECT THE AMOUNT AUTHORIZED AND PAID AS EVIDENCED BY THE LODGING RECEIPT, AND JUSTIFICATION IS PROVIDED FOR USE OF OTHER THAN COMPACT RENTAL CARS.  AO'S WILL ENSURE TRAVELERS COMPLY WITH THESE REQUIREMENTS.  IF REQUIRED INFORMATION OR DOCUMENTATION IS MISSING, AO'S WILL REMOVE UNSUPPORTED ITEMS, PROVIDE COMMENTS TO THE TRAVELER TO CORRECT ANY MISSING INFORMATION, AND SETTLE THE TRAVEL VOUCHER TO THE EXTENT POSSIBLE.  IF THE REMOVAL OF ANY UNSUPPORTED ITEMS WILL RESULT IN A DEBT TO THE GOVERNMENT, THE VOUCHER WILL BE RETURNED WITHOUT ANY PORTION BEING SETTLED WITH A REQUEST FOR THE TRAVELER TO SUBMIT THE MISSING INFORMATION.
    B.  COMMANDERS WILL ENSURE TRAVELERS AND AO'S COMPLETE DTS TRAINING AS REQUIRED BY REFS B AND C.  COMMANDERS WILL HOLD TRAVELERS AND AO'S PECUNIARILY LIABLE FOR PAYMENT OF IMPROPER TRAVEL REIMBURSEMENTS CAUSED BY VOUCHER INPUT ERRORS AND/OR FAILURE TO ATTACH REQUIRED RECEIPTS AS PROPER DOCUMENTATION.  COMMANDERS WILL ENSURE AO APPOINTMENTS MEET THE GRADE REQUIREMENTS SPECIFIED IN REF C.
4.  THE DTMO DEVELOPED THE COMPLIANCE TOOL TO CENTRALLY IDENTIFY AND MONITOR POTENTIALLY INACCURATE, UNAUTHORIZED, OVERSTATED, INFLATED, OR DUPLICATE TRAVEL CLAIMS.  INITIAL NOTIFICATION OF ANY TRAVEL CLAIM INCONSISTENCY WILL BE AUTOMATICALLY GENERATED BY THE COMPLIANCE TOOL AND SENT VIA EMAIL TO TRAVELERS AND APPROVING OFFICIALS (AO).  COMMANDS ARE REQUIRED TO TAKE ACTION ON TRAVEL RELATED ERRORS AND PROVIDE RESOLUTION AS SOON AS POSSIBLE BUT NO LATER THAN 15 DAYS AFTER INITIAL NOTIFICATION.  LEAD DEFENSE TRAVEL ADMINISTRATORS (LDTA) WILL ADMINISTER THIS TOOL FOR LOCAL COMMANDS, AO'S, AND TRAVELERS.  FURTHER, THE FOLLOWING ACTIONS WILL BE TAKEN:
    A.  HQMC M&RA-MI AND P&R-RFF.  ASSIGN LDTA ADMINISTRATORS TO MANAGE ACCESS TO THE COMPLIANCE TOOL AND MONITOR OPERATION OF THE COMPLIANCE PROGRAM.  MI IS THE LEAD WITH RFF AS AN ALTERNATE FOR THE ASSIGNMENTS.
    B.  LDTA'S.
        (1) WILL BE ASSIGNED AS ADMINISTRATORS OF THE COMPLIANCE TOOL AND BE THE FOCAL POINT FOR THE PROGRAM AT THE BASE/INSTALLATION LEVEL TO DISSEMINATE INFORMATION DIRECTLY TO COMMANDERS, ORGANIZATIONAL DEFENSE TRAVEL ADMINISTRATORS (ODTA), AO'S, AND TRAVELERS TO ENSURE CORRECTIVE ACTION IS TAKEN.
        (2) WILL COMPLETE DTMO COMPLIANCE TOOL TRAINING AND CONDUCT OR ENSURE TRAINING IS COMPLETED FOR SUBORDINATE ORGANIZATION USERS ON THE COMPLIANCE TOOL.  COMPLIANCE TOOL TRAINING IS OFFERED ON THE DTMO'S TRAVEL EXPLORER (TRAX) WEB SITE.
        (3) WILL ASSIST COMMANDERS AND AO'S WITH UPDATING THE COMPLIANCE TOOL TO REFLECT CORRECTIVE ACTIONS TAKEN, WHEN NECESSARY.
        (4) WILL NOTIFY POST PAYMENT REVIEW OFFICIALS WITHIN THE LDTA SERVICING DISBURSING/FINANCE OFFICE OF ITEMS THAT HAVE NOT BEEN RESOLVED BY THE TRAVELER WITHIN 15 DAYS OF INITIAL NOTIFICATION.
        (5) WILL MONITOR COMPLIANCE UTILIZING REPORTS RETRIEVED FROM THE COMPLIANCE TOOL ON A WEEKLY BASIS.
        (6) WILL SOLELY BE RESPONSIBLE TO DETERMINE WHEN MANUAL OVERRIDE IS REQUIRED TO CLOSE AN ITEM AND MARK AS COMPLETE IN THE COMPLIANCE TOOL.
 (7) WILL IMMEDIATELY IMPLEMENT USE OF THE COMPLIANCE TOOL UPON HAVING INTERNET EXPLORER VERSION 8 OR HIGHER INSTALLED ON WORK STATIONS.
    C.  AO (DO/FO AND TECOM-FORMAL SCHOOLS TRAINING SUPPORT).
        (1) UPON RECEIPT OF EMAIL NOTIFICATION FROM THE COMPLIANCE TOOL OR NOTIFICATION FROM THE LDTA, THE AO WILL INTERACT DIRECTLY WITH THE TRAVELER TO REVIEW, VALIDATE ITEMS IDENTIFIED, AND PROVIDE ASSISTANCE AS NECESSARY FOR RESOLUTION.
        (2) ENSURE TRAVELERS TAKE CORRECTIVE ACTION WITHIN 15 DAYS OF INITIAL NOTIFICATION.
    D.  TRAVELER.
        (1) UPON RECEIPT OF EMAIL NOTIFICATION FROM THE COMPLIANCE TOOL OR NOTIFICATION FROM THE LDTA/AO, TRAVELERS WILL TAKE CORRECTIVE ACTION WITHIN 15 DAYS.  CORRECTIVE ACTION MAY INCLUDE, BUT IS NOT LIMITED TO, AMENDING THE VOUCHER TO VALIDATE THE ITEM(S) OR ADD SUPPORTING DOCUMENTATION.
          (2) IF THE ITEM(S) CANNOT BE VALIDATED WITHIN 15 DAYS, TRAVELERS WILL AMEND THEIR VOUCHER, REMOVE THE ITEM(S) CLAIMED, AND SIGN THE VOUCHER FOR SUBMISSION TO THE AO.
    E.  DISBURSING/FINANCE OFFICERS (DO/FO) AND TECOM-FORMAL SCHOOLS TRAINING SUPPORT (FSTS).  THE DO/FO AND TECOM-FSTS WILL APPOINT POST PAYMENT REVIEW OFFICIALS WITHIN THEIR OFFICES USING THE PROCEDURES ESTABLISHED IN REF D.  UPON NOTIFICATION FROM THE LDTA, THE POST PAYMENT REVIEW OFFICIAL WILL INITIATE COLLECTION ACTION ON ANY ITEMS THAT HAVE NOT BEEN RESOLVED WITHIN 15 DAYS OF THE INITIAL NOTIFICATION.
4.  RELEASE AUTHORIZED BY LTGEN WALTERS, DEPUTY COMMANDANT FOR PROGRAMS AND RESOURCES.//