R 291227Z MAR 10
UNCLASSIFIED//
MARADMIN 178/10
MSGID/GENADMIN/CMC WASHINGTON DC CDI//
SUBJ/TECOM WORLDWIDE TRAVEL (WWT) ACCOUNT PROCEDURAL GUIDANCE//
REF/A/MSGID:DOC/MARADMIN 068-05/15FEB2005//
REF/B/MSGID:DOC/MARADMIN 292-08/14MAY2008//
REF/C/MSGID:DOC/7000.14-R/-//
REF/D/MSGID:DOC/JFTR, VOLUME 1/-//
NARR/REF A MANDATES USE OF THE DEFENSE TRAVEL SYSTEM (DTS). REF B PROVIDES GUIDANCE REGARDING THE USE OF THE GOVERNMENT TRAVEL CHARGE CARD (GTCC) DURING TEMPORARY DUTY TRAVEL. REF C IS THE DOD FINANCIAL MANAGEMENT REGULATION (DODFMR). REF D PROVIDES INFORMATION ON TRAVEL ENTITLEMENTS AND REGULATIONS.//
POC/WWT MGMT SECTION/-/UNIT:TECOM/-/TEL:DSN 278-1248 /TEL: COML (703) 784-1248/ EMAIL:WORLDWIDE.TRAVEL@USMC.MIL//
GENTEXT/REMARKS/1. SITUATION. IN ACCORDANCE WITH (IAW) REF A, DTS HAS BEEN IMPLEMENTED FOR TECOM-FUNDED STUDENT TRAVEL. SINCE IMPLEMENTATION, LESSONS LEARNED HAVE BEEN IDENTIFIED WITH REGARD TO PROPER EXECUTION OF THE PROCESS.
2. MISSION. PROVIDE ADDITIONAL INSTRUCTIONS FOR TRAVEL FUNDED FROM THE TECOM WWT ACCOUNT.
3. EXECUTION
A. CONCEPT OF OPERATIONS. PERSONNEL WILL PROPERLY EXECUTE ROLES WITHIN THE FORMAL SCHOOL TRAVEL PROCESS AS OUTLINED WITHIN THIS GUIDANCE AND THE REFERENCES.
B. TASKS
(1) TRAINING QUOTA CONTROL MANAGERS (REQUESTORS)
(A) SUBMIT REQUESTS FOR STUDENT TRAVEL VIA THE WWT MARINE CORPS ENTERPRISE INFORMATION TECHNOLOGY SERVICE (MCEITS) PORTAL IAW THE ESTABLISHED TIMELINES (TEMINS NET 45 DAYS OR NLT 35 DAYS PRIOR TO COURSE START DATE, AND TAD NET 21 DAYS OR NLT 14 DAYS PRIOR TO COURSE START DATE).  ENSURE THAT STUDENTS ARE REGISTERED IN THE MARINE CORPS TRAINING INFORMATION MANAGEMENT SYSTEM (MCTIMS) OR OTHER-SERVICE EQUIVALENTS (E.G., ATRRS, CETARS) PRIOR TO REQUESTING TRAVEL FUNDS.
(B) UPON RECEIPT OF THE TECOM FUNDING LETTER FROM THE WWT ACCOUNT MANAGER, NOTIFY THE APPLICABLE ORGANIZATION OR INDIVIDUAL TRAVELER(S). NOTIFICATION MUST INCLUDE A COMPLETE COPY OF THE FUNDING LETTER, WHICH THE TRAVELER MUST ATTACH AS A SUBSTANTIATING RECORD TO THE DTS AUTHORIZATION. DO NOT FORWARD THE EMAIL RECEIVED FROM THE WWT ACCOUNT MANAGER, AS IT IS NOT A VALID SUBSTANTIATING RECORD.
(C) NOTIFY THE WWT ACCOUNT MANAGER WHENEVER A STUDENT IS UNABLE TO ATTEND PREVIOUSLY FUNDED TRAINING.
(2) LEAD DEFENSE TRAVEL ADMINISTRATOR (LDTA)
(A) PROVIDE FIRST-LEVEL GUIDANCE AND TECHNICAL SUPPORT TO ORGANIZATIONAL DEFENSE TRAVEL ADMINISTRATORS. THIS WILL HELP EXPEDITE RESOLUTION OF ROUTINE PROBLEMS AT THE LOCAL INSTALLATION LEVEL.
(B) PROVIDE PRIMARY GUIDANCE AND OVERSIGHT FOR SYSTEMIC DTS REJECTS. THE TECOM WWT MANAGEMENT SECTION IS NOT NECESSARILY RESPONSIBLE FOR CORRECTING REJECTS. WORK WITH WWT MANAGEMENT SECTION TO CORRECT SABRS ERRORS.
(3) ORGANIZATIONAL DEFENSE TRAVEL ADMINISTRATOR (ODTA)
(A) PROVIDE FIRST-LEVEL GUIDANCE AND TECHNICAL SUPPORT TO TRAVELERS AND AUTHORIZING OFFICIALS.  THIS WILL HELP EXPEDITE RESOLUTION OF ROUTINE PROBLEMS AT THE LOCAL ORGANIZATIONAL LEVEL.
(B) ADVISE SUPPORTED UNITS/ACTIVITIES REGARDING SIZE OF INDIVIDUAL WWT ROUTING LISTS.  PLEASE KEEP ALL ROUTING LISTS TO A MINIMUM. EXCESS PERSONNEL IN THE ROUTING LIST HAS RESULTED IN UNNECESSARY DELAYS IN PROCESSING AUTHORIZATIONS AND VOUCHERS. ENSURE EACH WWT ROUTING LIST HAS A MINIMUM OF ONE ROUTING OFFICIAL (RO) FROM THE TRAVELERS UNIT. THE UNIT RO SHOULD USE THE REVIEWED OR AUTHORIZED STAMP TO SIGN THE DOCUMENT.  DO NOT USE THE CERTIFIED STAMP. UPON RELEASE OF THIS MARADMIN THE WWT MANAGEMENT OFFICE WILL RETURN ALL DTS DOCUMENTS THAT DO NOT HAVE THE UNITS ROUTING OFFICIAL STAMP.
(C) CONTACT TRAVELER/UNIT TRAVEL SECTION AT 30-DAY MARK PAST COURSE COMPLETION DATE WHEN SETTLEMENT HAS NOT TAKEN PLACE.
(4) UNIT ROUTING OFFICIAL (RO)
(A) REVIEW AUTHORIZATIONS AND VOUCHERS FOR ACCURACY AND PROPRIETY (E.G., TRIP DATES, TRIP LOCATIONS (INCLUDING LEAVE), REQUESTED EXPENSES, PROPER ENTITLEMENTS, AND REQUIRED RECEIPTS).
(B) ENSURE THAT AUTHORIZATIONS ARE PROCESSED USING THE TECOM WWT ROUTING LIST. AS A REMINDER, TRAVEL USING THE TECOM WWT LOA WITHOUT APPROVAL IS PROHIBITED, AND WILL RESULT IN UNIT FUNDING TRAVEL VICE THE TECOM WWT ACCOUNT.
(C) PROCESS AUTHORIZATIONS AND VOUCHERS IN A TIMELY FASHION. THIS WILL FACILITATE FASTER TURN AROUND TIME AND ALLOW ANY REQUIRED CORRECTIVE ACTION TO TAKE PLACE WITHOUT NEGATIVELY IMPACTING TRAVELER TIMELINES. THE EXPECTED SUBMISSION TIMEFRAME FOR AUTHORIZATIONS TO THE WWT MANAGEMENT OFFICE (LEVEL 30) IS NLT 7 DAYS PRIOR TO THE FIRST DAY OF TRAVEL. IF THE TRAVEL AUTHORIZATION HAS NOT BEEN RECEIVED BY THE WWT MANAGEMENT OFFICE BY 2359 EST OF THE CONVENE DATE OF THE COURSE REFERENCED ON THE WWT FUNDING LETTER, THE FUNDING APPROVAL WILL EXPIRE AND THE AUTHORIZATION WILL BE STAMPED RETURNED.
(5) TRAVELER/UNIT TRAVEL SECTION
(A) FOLLOW UP WITH ROUTING OFFICIALS TO ENSURE THAT AUTHORIZATIONS ARE LOCALLY ROUTED IN A TIMELY MANNER. A DISPROPORTIONATE NUMBER OF AUTHORIZATIONS ARE BEING ROUTED FOR APPROVAL WITHIN 1-2 DAYS OF THE REQUESTED TRAVEL DATE. ROUTING DELAYS CAN NEGATIVELY IMPACT THE STUDENT TRAVELER'S ABILITY TO UTILIZE TECOM FUNDS FOR TRAVEL.
(B) INCLUDE A COPY OF THE TECOM FUNDING LETTER WITH THE AUTHORIZATION SUBMISSION.  THE APPROPRIATE QUOTA MANAGER SHOULD PROVIDE THE FUNDING LETTER. IT IS INCUMBENT UPON THE TRAVELER TO BE THOROUGHLY AWARE OF THE GUIDANCE CONTAINED THEREIN.
(C) PER REF C, GOVERNMENT LODGING AND MESSING IS DIRECTED IF AVAILABLE. VERIFY LODGING AVAILABILITY WITH THE APPLICABLE SCHOOLHOUSE, VICE AUTOMATICALLY ASSIGNING THE MAXIMUM LODGING RATE ON THE DTS AUTHORIZATION. INCLUDE A STATEMENT OF NON-AVAILABILITY WITH AUTHORIZATION /VOUCHER SUBMISSION, WHEN APPLICABLE. PROVIDE PROPER JUSTIFICATION FOR NON UTILIZATION OF GOVERNMENT QUARTERS AND MESSING.
(D) RETAIN RECEIPTS FOR ALL EXPENSES. PROVIDE A RECEIPT FOR ALL COMMERCIAL AIR, LODGING, RENTAL CAR, AND ANY EXPENSE OVER 75 DOLLARS. AIRLINE TICKET RECEIPTS MAY BE OBTAINED AT THE PASSENGER TERMINAL UPON CHECK-IN, VIA WEBSITES (E.G., WWW.VIRTUALLYTHERE.COM, WWW.MYTRIPANDMORE.COM), OR VIA COMMERCIAL TICKET OFFICE (CTO) CUSTOMER ASSISTANCE. TRAVELER SHOULD BE PREPARED TO PROVIDE RECEIPTS FOR ANY EXPENSE IF REQUESTED BY THE WWT AUTHORIZING OFFICIAL.
(E) COMMERCIAL CARRIER IS THE DIRECTED MODE OF TRAVEL.  TRAVEL VIA POV MUST BE AUTHORIZED PRIOR TO EXECUTING TRAVEL. POV TRAVEL IS CONSIDERED TO BE AT THE TRAVELER'S CONVENIENCE. A CONSTRUCTIVE TRAVEL WORKSHEET (CTW) MUST BE INCLUDED AS A SUBSTANTIATING RECORD ON THE TRAVEL AUTHORIZATION.  TAD MILEAGE COSTS WILL NOT BE REIMBURSED TO THE TRAVELER WITHOUT A CTW. WWT ACCOUNT MANAGER RESERVES THE RIGHT TO VALIDATE ALL CTW'S, MAKE CHANGES IF NECESSARY AND LIMIT REIMBURSEMENT TO REASONABLE COST.  CONSTRUCTED TRAVEL COSTS FOR TECOM FUNDED TRIPS ARE LIMITED TO COMPUTED FARES FOR POLICY CONSTRUCTED AIRFARE BETWEEN AUTHORIZED POINTS AND TRANSPORTATION TO AND FROM ALL AIRPORTS.
(F) IF AN AUTHORIZATION OR VOUCHER IS RETURNED BY THE WWT ACCOUNT MANAGEMENT SECTION, REVIEW COMMENTS AND RESUBMIT AFTER APPROPRIATE CORRECTIVE ACTION IS TAKEN.
(G) CONTACT LOCAL ROUTING OFFICIALS CONCERNING AUTHORIZATION OF VOUCHER PROCESSING ISSUES.
(H) ENSURE THAT ANY EXPENSES NOT SPECIFICALLY AUTHORIZED BY THE WWT ACCOUNT MANAGEMENT SECTION ARE FUNDED WITH A UNIT LOA. FAILURE TO DO SO WILL RESULT IN THE AUTHORIZATION'S RETURN AND A DELAY IN PROCESSING. ANY AMENDMENT TO DTS AUTHORIZATIONS RESULTS IN A RESET OF THE ROUTING PROCESS, AND AS SUCH SHOULD BE LIMITED TO THOSE IMPACTING RESERVATIONS, ADVANCES, OR PARTIAL PAYMENTS. OTHER TYPES OF AMENDMENTS SHOULD BE DELAYED UNTIL THE VOUCHERING PROCESS. DO NOT AMEND TRAVEL AUTHORIZATION AFTER TRAVEL HAS BEEN COMPLETED. CHANGES TO THE TRAVEL ITINERARY AND/OR TRAVEL EXPENSES CAN BE MADE ON THE DTS VOUCHER AND SUBSTANSTIATED WITH NOTES FOR THE AUTHORIZING OFFICIAL.    
(I) IF METHOD OF REIMBURSEMENT FOR AIRFARE CHANGES FROM A CENTRALLY BILLED ACCOUNT TO AN INDIVIDUALLY BILLED ACCOUNT, ENSURE THAT REQUESTS FOR AIRFARE CREDITS ARE SUBMITTED TO THE CTO, IN ANY CASE WHERE A CBA WAS TICKETED BUT NOT USED. CONTACT YOUR ODTA FOR PROCEDURAL INSTRUCTIONS REGARDING CREDITS.
(6) COMMAND COMPTROLLER
(A) UPON RECEIPT OF A REQUEST AND SUPPORTING DOCUMENTATION FROM THE WWT ACCOUNT MANAGEMENT SECTION, PROVIDE A STANDARD DOCUMENT NUMBER (SDN) TO ACCEPT UNAUTHORIZED CHARGES INCURRED BY TRAVELERS WITHIN SUBORDINATE UNITS. THE DEFENSE FINANCE AND ACCOUNTING SERVICE (DFAS) WILL COMPLETE THE TRANSFER OF CHARGES. LOCAL DISSEMINATION OF GUIDELINES REGARDING OTHER SPONSOR TRAVEL MAY ASSIST IN DECREASING INSTANCES OF MISUSE.
(7) FINANCE AND DISBURSING OFFICE
(A) UPON RECEIPT OF A REQUEST AND VALID SUPPORTING DOCUMENTATION FROM THE WWT ACCOUNT MANAGEMENT SECTION, INITIATE PAYROLL CHECKAGE IN CASES WHERE STUDENT TRAVELERS ARE IN A DUE U.S. STATUS (E.G., UNPAID TRAVEL ADVANCES), PER REF D.
C. COORDINATING INSTRUCTIONS
(1) LOCAL TRAVEL IN AND AROUND PDS OR TDY LOCATION
(A) THE WWT ACCOUNT DOES NOT FUND STUDENT TRAVEL TO LOCATIONS WITHIN THE LOCAL DAILY COMMUTING AREA OF THE PERMANENT DUTY STATION (PDS). IN CASES WHERE STUDENTS ARE REQUIRED TO REMAIN AT THE TRAINING LOCATION FOR THE DURATION OF THE COURSE (E.G., SNCO ACADEMY), WWT WILL FUND ONE ROUND TRIP COMMERCIAL MILEAGE COSTS FROM THE TRAVELER'S PDS OR RESIDENCE TO THE COURSE LOCATION, AS WELL AS MEALS AND INCIDENTAL EXPENSES AT THE GOVERNMENT MEAL RATE (GMR) ONLY. WWT WILL NOT FUND LODGING UNDER ANY CIRCUMSTANCE FOR LOCAL TRAVEL. UNITS MAY PROVIDE ADDITIONAL FUNDS IF NECESSARY AND AUTHORIZED UNDER REF E.
(B) UPON RELEASE OF THIS MESSAGE THE WWT ACCOUNT WILL NO LONGER FUND TRAVEL IN AND AROUND THE TDY LOCATION.  THIS INCLUDES BUT IS NOT LIMITED TO RENTAL CARS, TAXI FARES, AND POV MILEAGE. THIS FUNDING LIMITATION DOES NOT INCLUDE TRAVEL TO AND FROM THE TRANSPORTATION TERMINAL.
(2) INITIAL PROBLEM RESOLUTION WILL INVOLVE LOCAL ROUTING OFFICIALS, ODTAS, AND LDTAS. TRAINING QUOTA CONTROL MANAGERS (REQUESTORS) AND COMMAND COMPTROLLERS MAY ALSO BE ABLE TO PROVIDE ASSISTANCE.  IN SITUATIONS WHERE THOSE OPTIONS HAVE BEEN EXHAUSTED AND DTS TRAVEL AUTHORIZATION APPROVAL HAS NOT BEEN RECEIVED WITHIN 72 HOURS OF TDY DEPARTURE DATE, CONTACT YOUR UNIT TRAVEL OFFICIALS.  COMMUNICATION FROM TRAVELERS WILL NOT BE TAKEN AT WWT MANAGEMENT OFFICE. WWT MANAGEMENT OFFICE WILL RESPOND TO INQUIRIES FROM THE UNIT, S-1/G-1, IPAC, CO/XO, SGT MAJ/1ST SGT, INSTALLATION LDTA'S AND OTHER TRAVEL SUPPORT PERSONNEL.  UNITS CONTACTING THE WWT MANAGEMENT OFFICE MUST PROVIDE THE TRAVELERS LAST NAME, FIRST NAME, LAST FOUR OF SOCIAL SECURITY NUMBER, AND THE TRAVEL AUTHORIZATION NUMBER (TANUM), IF ONE IS ASSIGINED, FOR THE TRIP IN QUESTION.
(3) TIMELY SUBMISSION OF AUTHORIZATIONS AND VOUCHERS WILL RESULT IN A FASTER TURNAROUND.  PER VOLUME 9 OF REF D, VOUCHERS SHOULD BE PRESENTED FOR SETTLEMENT NLT 5 WORKING DAYS AFTER ARRIVAL AT OR RETURN TO THE PERMANENT DUTY STATION.
4. ADMINISTRATION AND LOGISTICS. TRAVEL POLICY AND PROCEDURAL INFORMATION CAN BE OBTAINED FROM LOCAL DISBURSING/FINANCE OFFICES AS WELL AS FROM THE LOCAL LDTA. TRAINING AND FURTHER PROCEDURAL GUIDANCE CAN BE FOUND ON THE DTS WEBSITE HTTP:SLASHSLASHWWW.DEFENSETRAVEL.OSD.MIL/DTS/SITE/INDEX.JSP.
5. COMMAND AND SIGNAL. QUESTIONS SPECIFICALLY PERTAINING TO THIS GUIDANCE WHICH CANNOT BE ANSWERED LOCALLY MAY BE FORWARDED TO THE TECOM COMPTROLLER POC LISTED AT THE TOP OF THIS MESSAGE.
6. RELEASE AUTHORIZED BY LTGEN GEORGE J. FLYNN, DEPUTY COMMANDANT FOR COMBAT DEVELOPMENT AND INTEGRATION.//