R 011543Z JUL 09
UNCLASSIFIED//
MARADMIN 0398/09
MSGID/GENADMIN/CMC WASHINGTON DC CDI//
SUBJ/TECOM WORLDWIDE TRAVEL (WWT) ACCOUNT PROCEDURAL GUIDANCE//
REF/A/MSGID:DOC/MARADMIN 057-08/-/18 JAN 08//
REF/B/MSGID:DOC/MARADMIN 455-04/-/19 OCT 04//
REF/C/MSGID:DOC/MARADMIN 292-08/-/14 MAY 08//
REF/D/MSGID:DOC/DOD 7000.14-R/-//
NARR/REF A MANDATES USE OF THE DEFENSE TRAVEL SYSTEM (DTS) FOR TECOM WORLDWIDE TRAVEL (WWT) ACCOUNT.  REF B PROVIDES TECOM WWT GUIDANCE. REF C PROVIDES GUIDANCE REGARDING THE USE OF THE GOVERNMENT TRAVEL CHARGE CARD (GTCC) DURING TEMPORARY DUTY TRAVEL.  REF D IS THE DOD FINANCIAL MANAGEMENT REGULATION (DODFMR)//
POC/P.O. TAITT/CIV/UNIT:TECOM COMPTROLLER DIV/NAME:C464 /TEL:TECOM ACCTG/TEL: DSN 278-5294/TEL: COML (703)784-5294 /EMAIL: PETER.O.TAITT@USMC.MIL//
POC/P.I. THOMAS/CIV/UNIT:TECOM COMPTROLLER DIV/NAME:C464 /TEL:TECOM BUDGET/TEL: DSN 278-3084/TEL: COML (703)784-3084 /EMAIL: PEGGY.THOMAS@USMC.MIL//
GENTEXT/REMARKS/1.  SITUATION.  IAW REF A, DTS HAS BEEN IMPLEMENTED FOR TECOM-FUNDED STUDENT TRAVEL.  SINCE IMPLEMENTATION, LESSONS LEARNED HAVE BEEN IDENTIFIED WRT 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 SERVICES (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).  PER REFERENCE A, 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 WILL 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. 
(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.  A SABRS ERROR MESSAGE IN DTS DOES NOT ALWAYS REQUIRE COMPTROLLER INVOLVEMENT (E.G., 029: BUDGET/LOA MISMATCH).
(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.  EXCESS PERSONNEL IN THE ROUTING LISTS HAS RESULTED IN UNNECESSARY DELAYS IN PROCESSING AUTHORIZATIONS AND VOUCHERS.
(C) CONTACT TRAVELER/UNIT TRAVEL SECTION AT 30-DAY MARK PAST COURSE COMPLETION DATE WHEN SETTLEMENT HAS NOT TAKEN PLACE.
(4) ROUTING OFFICIAL (RO)
(A) REVIEW AUTHORIZATIONS AND VOUCHERS FOR ACCURACY AND PROPRIETY (E.G., REQUESTED EXPENSES, PROPER ENTITLEMENTS).
(B) ENSURE THAT AUTHORIZATIONS ARE PROCESSED USING THE TECOM WWT LOA AND THE WWT ROUTING LIST.  AS A REMINDER, TRAVEL USING THE TECOM WWT LOA WITHOUT APPROVAL IS PROHIBITED, AND MAY RESULT IN UNIT FUNDING OF TRAVEL VICE THE TECOM WWT ACCOUNT.
(C) PROCESS AUTHORIZATIONS AND VOUCHERS IN A TIMELY FASHION.  THIS WILL FACILITATE FASTER TURNAROUND TIMES AND ALLOW ANY REQUIRED CORRECTIVE ACTION TO TAKE PLACE WITHOUT NEGATIVELY IMPACTING TRAVELER TIMELINES.  THE EXPECTED SUBMISSION TIMEFRAME TO THE LEVEL 30 APPROVER (TECOM) IS NLT 5 WORKING DAYS PRIOR TO THE FIRST DAY OF TRAVEL.
(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 B, 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.
(D) PER REF C, PROVIDE A RECEIPT FOR AIRLINE TRAVEL IF THE COST IS OVER 75 DOLLARS.  AIRLINE TICKET RECEIPTS MAY BE OBTAINED AT THE PASSENGER TERMINAL UPON CHECK-IN, VIA WEBSITES (E.G., VIRTUALLYTHERE.COM), OR VIA COMMERCIAL TICKET OFFICE (CTO) CUSTOMER ASSISTANCE.
(E) ENSURE THAT TRAVEL VIA POV IS AUTHORIZED PRIOR TO EXECUTING TRAVEL.  INCLUDE A CONSTRUCTED TRAVEL WORKSHEET (POV VS. CONSTRUCTED COST OF GTR) WHEN SUBMITTING THE AUTHORIZATION.  UNAUTHORIZED POV COSTS WILL BE CHARGED TO THE TRAVELER'S UNIT.
(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 AO, ODTA OR LDTA CONCERNING AUTHORIZATION OR VOUCHER PROCESSING ISSUES. 
(H) ENSURE THAT ANY MODIFICATIONS FOR EXPENSES NOT SPECIFICALLY AUTHORIZED BY THE WWT ACCOUNT MANAGEMENT SECTION (E.G., RENTAL CARS) ARE FUNDED WITH A UNIT LOA.  FAILURE TO DO SO WILL RESULT IN THE AUTHORIZATION'S RETURN AND A DELAY IN PROCESSING.  PLEASE NOTE THAT ANY AMENDMENT TO DTS AUTHORIZATIONS RESULTS IN A RESET OF THE ROUTING PROCESS, AND AS SUCH SHOULD BE LIMITED TO THOSE IMPACTING ADVANCES OR PARTIAL PAYMENTS.  OTHER TYPES OF AMENDMENTS CAN LIKELY BE DELAYED UNTIL THE VOUCHERING PROCESS.
(I) ENSURE THAT REQUESTS FOR AIRFARE CREDIT ARE SUBMITTED TO THE CTO VIA DTS ONCE A DECISION NOT TO EXECUTE TRAVEL IS MADE.  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).
C.  COORDINATING INSTRUCTIONS
(1) 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 THE MILEAGE COSTS FOR THE INITIAL TRIP TO AND FINAL TRIP FROM THE COURSE LOCATION, AS WELL AS MEALS AND INCIDENTAL EXPENSES AT THE GOVERNMENT RATE.  UNITS MAY PROVIDE ADDITIONAL FUNDS IF THEY DEEM IT NECESSARY.  HOWEVER, OTHER COST-SAVING OPTIONS SHOULD BE CONSIDERED (E.G., GOVERNMENT VEHICLES).
(2) INITIAL PROBLEM RESOLUTION SHOULD 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 AVENUES HAVE BEEN EXHAUSTED AND DTS TRAVEL AUTHORIZATION APPROVAL HAS NOT BEEN RECEIVED WITHIN
72 HOURS OF TAD DEPARTURE DATE, CONTACT THE WWT ACCOUNT MANAGEMENT SECTION.  CONTACT INFORMATION MAY BE FOUND IN THE FUNDING LETTER.
(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
A.  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:SLANTSLANTWWW.DEFENSETRAVEL.OSD.MIL/DTS/SITE/INDEX.JSP
5.  COMMAND AND SIGNAL
A.  QUESTIONS SPECIFICALLY PERTAINING TO THIS GUIDANCE WHICH CANNOT BE ANSWERED LOCALLY MAY BE FORWARDED TO THE TECOM COMPTROLLER POCS.
6.  RELEASE AUTHORIZED BY LTGEN GEORGE J. FLYNN, DEPUTY COMMANDANT FOR COMBAT DEVELOPMENT AND INTEGRATION.//