R 010930Z SEPT 06
FM CMC WASHINGTON DC(UC)
TO AL MARADMIN(UC)
UNCLASSIFIED//
MARADMIN 418/06
MSGID/GENADMIN/CMC WASHINGTON DC PR RFA//
SUBJ/GUIDANCE FOR SPLIT FISCAL YEAR PROCESSING IN DEFENSE TRAVEL
/SYSTEM (DTS)//
REF/A/MSGID:DOC/DOD FMR VOL 9/-//
REF/B/MSGID:DOC/MCO P7300.21/YMD:20010329//
NARR/REF A IS THE DOD FINANCIAL MANAGEMENT REGULATION WHICH
PROVIDES GUIDANCE ON TRAVEL. REF B IS MARINE CORPS FINANCIAL
EXECUTION STANDARD OPERATING PROCEDURE MANUAL.//
POC/J. BERNHARDT/GM-13/RFA/-/TEL:703-693-9823//
GENTEXT/REMARKS/1. SITUATION. SPLIT YEAR TRAVEL OCCURS WHEN
THE PERIOD OF TEMPORARY DUTY CROSSES FISCAL YEARS. 30 SEPTEMBER
IS THE LAST DAY OF A FISCAL YEAR AND 1 OCTOBER IS THE FIRST DAY
OF A NEW FISCAL YEAR. THE MARINE CORPS HAS IMPLEMENTED THE DTS
SPLIT-YEAR TRAVEL PROCESS. THIS IMPLEMENTATION AFFECTS TRAVELERS
DRAWING CASH ADVANCES IN SUPPORT OF THE TEMPORARY DUTY ORDERS THAT
CROSS FISCAL YEARS. THIS MARADMIN PROVIDES GUIDANCE ON TRAVELER,
APPROVING OFFICER (AO), AND CERTIFYING OFFICER (CO)
RESPONSIBILITIES IMPACTING SPLIT YEAR TRAVEL ORDERS.
2. MISSION. TRAVELERS, AO, AND CO WILL FOLLOW THE GUIDANCE
PROVIDED IN THIS MARADMIN WHEN THE TRAVELER REQUESTS A TRAVEL
ADVANCE IN SUPPORT OF THE TEMPORARY DUTY.
3. EXECUTION. THE FOLLOWING STEPS SHOULD BE FOLLOWED BY EACH
MEMBER AND APPROVING CHAIN FOR TRAVEL ADVANCES OF SPLIT YEAR ORDERS:
3.1. TRAVELER: WHEN IDENTIFYING THE EXPENSES TO THE DATES OF
TRAVEL, THE TRAVELER CAN ONLY REQUEST A TRAVEL ADVANCE FOR THE
DAYS REMAINING IN THE CURRENT FISCAL YEAR. THIS ADVANCE WILL
BE CHARGED TO LINE OF APPROPRIATION (LOA) THAT IDENTIFIES THE
CURRENT FISCAL YEAR. TRAVEL ADVANCES CAN NOT BE REQUESTED FOR THE
NEXT FISCAL YEAR UNTIL THAT YEAR BECOMES THE NEW OPERATING FISCAL
YEAR. FOR EXAMPLE, TRAVELER ORDERS ARE EFFECTIVE FOR THE PERIOD OF
28 SEPTEMBER 2006 TO 5 OCTOBER 2006, THE TRAVELER CAN ONLY DRAW AN
ADVANCE FOR EXPENSES THAT WILL BE INCURRED ON 28 THRU 30 SEPTEMBER
PRIOR TO COMMENCING TRAVEL. IF THE TRAVELER ATTEMPTS TO OBTAIN A
TRAVEL ADVANCE FOR EXPENSES IN THE NEXT FISCAL YEAR DURING THE
CURRENT YEAR (I.E. DRAW AN ADVANCE FOR EXPENSES IN OCTOBER DURING
THE MONTHOF SEPTEMBER), THE REQUEST FOR THE ADVANCE OF OCTOBER
ENTITLEMENTS WILL FAIL PAYMENT EDITS AND NO ADVANCE PAYMENT
(INCLUDING THE SEPTEMBER PORTION) WILL BE MADE VIA DTS. THIS
PROCESS IS NOT NEW WITH THE IMPLEMENTATION OF DTS. PRIOR TO DTS,
THIS ADVANCE SPLIT BETWEEN
FISCAL YEARS WAS BEING PERFORMED BY THE FINANCE/DISBURSING OFFICES
ON MANUAL TRAVEL ORDERS AND THE FINANCE OFFICE WAS ONLY ISSUING
ADVANCES THAT PERTAINED TO TRAVEL DURING THE CURRENT YEAR.
3.1.A. CERTIFYING OFFICER. THE CO HAS THE ABILITY TO SEE IF THE
TRAVELER HAS REQUESTED AN ADVANCE. THE CO SHOULD ENSURE IF AN
ADVANCE IS REQUESTED THAT ONLY THE CURRENT FISCAL YEAR ENTITLEMENTS
ARE CITED FOR THE ADVANCE.
3.1.B. APPROVING OFFICIAL. THE AO SHOULD ALSO VERIFY AND VALIDATE
THE TRAVEL ADVANCE BEING REQUESTED. SINCE THE AO HAS PECUNIARY
LIABILITY, THEY SHOULD ENSURE THAT ONLY CURRENT YEAR FUNDING IS
BEING REQUESTED FOR ADVANCES TO BE PAID TO THE TRAVELER PRIOR TO
APPROVAL.
3.2. DTS PROCESSING. DTS WILL CALCULATE THE TOTAL VALUE OF THE TRIP
REGARDLESS OF THE LOAS ASSIGNED TO THE TRAVEL. NORMAL PROCESS
ALLOWS A TRAVELER TO REQUEST AN ADVANCE FOR UP TO 80% OF THE TOTAL
VALUE. IF THE TOTAL VALUE INCLUDES THE ENTITLEMENTS FOR THE NEXT
FISCAL YEAR TRAVEL ENTITLEMENTS THE TRAVELER MUST IDENTIFY ONLY THE
ENTITLEMENTS FOR THE CURRENT YEAR THAT ARE ASSOCIATED WITH THE
CURRENT YEAR LOA AND REQUEST ONLY THAT PORTION FOR ADVANCES. ONCE
THE NEW FISCAL YEAR HAS BEEN OPENED, AND FUNDING IS AVAILABLE, THE
TRAVELER CAN GO INTO THE DTS AUTHORIZATION AND REQUEST THE
ADDITIONAL ADVANCE FOR THE THAT FISCAL YEAR.
3.2.A. THE TRAVELER HAS THE ABILITY TO SELECT THE SPLIT PAYMENT
PROCESS (SPP) OPTION NORMALLY WHEN TRAVEL IS IN EXCESS OF 45 DAYS.
ONCE THE OPTION IS SELECTED, DTS WILL TRANSMIT A PARTIAL VOUCHER TO
CDS (PAYMENT SYSTEM) EVERY 30 DAYS WITHOUT ADDITIONAL TRAVELER
ACTION. UNTIL THE MARINE CORPS HAS OPENED THE NEXT FISCAL YEAR
(APPROXIMATELY 10 OCTOBER) THE SPP OPTION IS NOT AUTHORIZED FOR
SELECTION.
3.2.B. CERTIFYING OFFICER SHOULD REVIEW, VALIDATE, AND ENSURE THE
HQMC POLICY FOR NO FUTURE SPP SELECTION IS ENFORCED AT THIS TIME.
ONCE THE NEW FISCAL YEAR IS ACTIVE, SPP CAN BE INITIATED AND
CONTINUED.
3.2.C. APPROVING OFFICIALS ARE THE FINAL REVIEW ON AN AUTHORIZATION
AND HOLD PECUNIARY LIABILITY. THEY SHOULD ENSURE THE SPP OPTION IS
NOT SELECTED ON NEW AUTHORIZATIONS WITH START DATE BETWEEN 31 AUGUST
2006 AND 30 SEPTEMBER 2006
3.3. VOUCHERING A SPLIT-YEAR DTS RECORD. NO AUTHORIZATIONS FOR
SPLIT YEAR TRAVELER SHOULD BE VOUCHERED IN DTS PRIOR TO 10 OCTOBER
2006 OR AT LEAST 2 DAYS AFTER THE FIRST SABRS CYCLE OF THE NEW FISCAL
YEAR, WHICHEVER COMES FIRST. REASON FOR THIS IS BECAUSE SABRS NEEDS
TO PROCESS THE PENDING FUTURE YEAR TRANSACTION OBLIGATION RECORD THAT
WAS HELD IN QUEUE SINCE 21 AUG. ONCE THE OBLIGATION IS PROCESSED IN
SABRS, DTS WILL RECEIVE THE APPROPRIATE ACKNOWLEDGEMENT OF AN
OBLIGATION RECORDED AND WILL ALLOW THE SETTLEMENT TO PROCESS.
4. POC ON THIS ISSUE IS MS JANET BERNHARDT, DSN 223-9823, COMM
703-693-9823, EMAIL JANET.BERNHARDT@USMC.MIL
BT//