DEFENSE TRAVEL SYSTEM (DTS) VOUCHER APPROVAL PROCESS
Date Signed: 5/31/2012 | MARADMINS Number: 291/12
MARADMINS : 291/12
R 311634Z MAY 12
UNCLASSIFIED//
MARADMIN 291/12
MSGID/GENADMIN/CMC WASHINGTON DC/MRA MI/PR RFF//
SUBJ/DEFENSE TRAVEL SYSTEM (DTS) VOUCHER APPROVAL PROCESS//
REF/A/MSGID:DOC/CMC MIO/9JUN2011//
REF/B/MSGID:DOC/CMC RFL-F/13MAY2002//
REF/C/DODFMR VOL 9//
REF/D/DODFMR VOL 5//
NARR/REF A IS MCO 4650.39, DEFENSE TRAVEL SYSTEM (DTS). REF B IS MCO 4600.40A,GOVERNMENT TRAVEL CHARGE CARD PROGRAM (GTCCP). REF C IS DOD FINANCIAL MANAGEMENT REGULATION VOL 9 CH 3. REF D IS DOD FINANCIAL MANAGEMENT REGULATION VOL 5//
POC/DAVE BYE/MI/LOC:QUANTICO VA/TEL:COMM (703) 432- 9312/EMAIL:DAVID.R.BYE@USMC.MIL//
POC/DAVID FUQUA/RFF/LOC: WASHINGTON DC/TEL:COMM (703) 614- 3512/EMAIL:DAVID.FUQUA@USMC.MIL//
GENTEXT/REMARKS/1. PURPOSE. TO PUBLISH GUIDANCE FOR IMPLEMENTATION OF CHANGES TO THE DTS VOUCHER APPROVAL PROCESS.
2. BACKGROUND.  WHILE DTS HAS STREAMLINED THE OVERALL TRAVEL PROCESS, THE MARINE CORPS CONTINUES TO STRUGGLE WITH TRAVEL VOUCHER INACCURACIES AND LACK OF TIMELINESS.  A SIGNIFICANT NUMBER OF USMC VOUCHERS ARE APPROVED IN ERROR AND AVERAGE USMC VOUCHER APPROVAL TIMELINES ARE THE SLOWEST IN DOD.  TO CORRECT THESE INEFFICIENCIES, TIGHTEN INTERNAL CONTROLS, AND REALIGN CORE COMPETENCIES WITH APPROPRIATELY TRAINED PERSONNEL, COMMANDS ARE DIRECTED TO ROUTE ALL DTS VOUCHERS THROUGH THEIR SERVICING DISBURSING/FINANCE OFFICES (DO/FO) FOR FINAL APPROVAL.  THE NEW PROCESS WILL REMOVE PECUNIARY LIABILITY FROM LOCAL COMMANDS AND SHIFT IT TO THE DO/FO.  THE ONLY EXCEPTIONS ARE THOSE ROUTED AND PROCESSED VIA TRAINING AND EDUCATION COMMAND'S WORLDWIDE TRAVEL (TECOM WWT) OFFICE.
3. ACTION. 
A. DISBURSING AND FINANCE OFFICES SHALL IMMEDIATELY WORK WITH LEAD DEFENSE TRAVEL ADIMINISTRATORS AND ORGANIZATIONAL DEFENSE TRAVEL ADMINISTRATORS TO FACILITATE SEAMLESS ROUTING LIST CONVERSIONS.  THE COMMAND'S TECOM WWT ROUTING LIST(S)SHALL NOT BE CONVERTED.  LOCAL COMMANDS SHALL STILL APPROVE TRAVEL AUTHORIZATIONS AND REVIEW TRAVELER SUBMITTED VOUCHERS TO VALIDATE THAT ALL APPROVED TRAVEL IS EXECUTED WITHIN THE COMMANDER'S INTENT.  AS SUCH, CURRENT APPROVING (CERTIFYING) OFFICIALS IN LOCAL COMMANDS SHALL BECOME REVIEWING OFFICIALS IN THE NEW VOUCHER ROUTING PROCESS.
B. IMPLEMENTATION SHALL BEGIN IMMEDIATELY BY EACH SERVICING DISBURSING/FINANCE OFFICE IN A MANNER THAT ENABLES THEM TO INCREMENTALLY ABSORB THE INCREASED WORKLOAD.  DO/FOS SHALL COORDINATE ROUTING CHANGES WITH COMMANDERS AND ENSURE NOTIFICATION IS PROVIDED TO IMPACTED UNITS IN ADVANCE OF THE CHANGE.  SERVICING LEAD DEFENSE TRAVEL ADMINISTRATORS SHALL ASSIST COMMANDS WITH UPDATING ALL ROUTING LISTS TO ADHERE TO THIS NEW PROCESS.
C. IN ADDITION TO VALIDATING ENTITLEMENTS AND PAYMENT ACCURACY, DO/FOS SHALL VALIDATE GOVERNMENT TRAVEL CHARGE CARD (GTCC) BALANCES AND ENSURE PROPER SPLIT DISBURSEMENT TO COVER ANY REMAINING OUTSTANDING BALANCES.  THIS DOES NOT ELIMINATE THE REQUIREMENT FOR REVIEWING OFFICIALS TO ENSURE THE TOTAL OUTSTANDING GTCC BALANCE IS SPLIT DISBURSED AS DIRECTED IN REFS B AND C.
D. LOCAL COMMAND REVIEWING OFFICIALS SHALL PROCESS ALL VOUCHERS WITHIN 2 WORKING DAYS OF RECEIPT.  DISBURSING/FINANCE OFFICE APPROVING OFFICIALS SHALL PROCESS ALL VOUCHERS WITHIN 3 WORKING DAYS OF RECEIPT.  DISBURSING/FINANCE OFFICES SHALL MONITOR REVIEWING OFFICIAL'S PERFORMANCE, ACCURACY, AND TIMELINESS TO COORDINATE FEEDBACK TO LOCAL COMMANDS.
E. ALL REVIEWING AND APPROVING OFFICIALS SHALL ADHERE TO ESTABLISHED GUIDELINES FOR PROPER PROCESSING OF DOCUMENTS.
F. FOLLOWING FINAL VOUCHER APPROVAL, TRAVELERS AND REVIEWING OFFICIALS ARE RESPONSIBLE FOR REVIEWING VOUCHERS FOR ALL COMMENTS MADE BY APPROVING OFFICIALS TO TAKE NECESSARY FOLLOW-ON ACTION AS REQUIRED.
G. DISBURSING/FINANCE PERSONNEL SHALL BE GRANTED AUTHORITY TO SERVE AS APPROVING AND REVIEW OFFICALS THROUGH THE PREVIOUSLY ESTABLISHED DD FORM 577 APPROVAL PROCESS IN ACCORDANCE WITH REF D.  DISBURSING/FINANCE PERSONNEL ARE GRANTED A BLANKET WAIVER FROM THE GRADE REQUIREMNT ESTABLISHED BY REF A WHEN APPOINTING AO/COS. DO/FOS SHALL EXERCISE DUE DILIGENCE AS REQUIRED BY REF D WHEN APPOINTING AO/COS
H. FULL IMPLEMENTATION IS TO BE ACCOMPLISHED BY 31 DEC 2012. 
I. THE REVISED ROUTING PROCESS DOES NOT PERTAIN TO THE APPROVAL OF DTS AUTHORIZATIONS.
4. RELEASE AUTHORIZED BY LTGEN WISSLER, DC PROGRAMS AND RESOURCES.//