8WR TRAVEL GUIDE Revised December 2011

Transcription

1 8WR TRAVEL GUIDE Revised December 2011

2 8WR TRAVEL GUIDE A. Travel Request Worksheet...1 B. Direct Deposit...1 C. Travel Orders...1 D. Mode of Transportation...2 E. Lodging...3 F. Travel Status...3 G. Travel Voucher...4 H. Travel Voucher Processing...4 I. Patrol Orders and Travel Orders...5 J. C Schools...5 Exhibit A, Travel Request Worksheet...6 Exhibit B, ALCOAST 390/ Exhibit C, Travel Voucher Instructions...9

3 From time to time auxiliarists may be requested to travel for various reasons including C-School training, FC Academy, SO-OP Conference, QE Conference, district conferences, operational exercises, investigations, staff meetings, etc. The following is detailed guidance on auxiliary travel conduct on U.S. Coast Guard orders within the Eighth Western Rivers Region. A. Travel Request Worksheet 1. A travel request worksheet must be completed for every trip. (See Exhibit A.) i. Travel order requests are to be submitted via the 8WR website: ii. Complete every block. Each block is essential in issuing travel orders. iii. Submit travel order request sheets using the Submit e-form tab which sends it directly to the Director of Auxiliary (DIRAUX) staff via to laura.a.simpson@uscg.mil. B. Direct Deposit 1. Effective January 1, 2008, Direct Deposit is mandatory for Auxiliarists which is consistent with the current practice for all Coast Guard active duty, reserve, and civilian personnel. Direct Deposit is required for a member to receive reimbursements from the Coast Guard for expenses associated with patrols, official travel, or any other claims (e.g., equipment damage). Please refer to for instructions and links to enroll in Direct Deposit with the Coast Guard. *Note: Auxiliary claims will not be paid without the member having a Direct Deposit account established. C. Travel Orders 1. Upon receipt of the travel request worksheet and prior authorization from the Director of Auxiliary or Operations Training Officer, CG-4251, Military Temporary Duty (TDY) or Civilian Temporary Duty (TD) Travel Orders, will be issued based on information provided on the travel request worksheet. 2. The original orders as well as a travel voucher package will be sent via U.S. Postal Service. In cases where the timeframe is short, orders will be sent electronically to the listed on the travel request worksheet. Members may travel with the electronic copy; however, the ORIGINAL travel order must be submitted with the travel voucher for reimbursement. 3. If there is a discrepancy or error in the orders or the trip needs to be canceled, immediately send an to laura.a.simpson@uscg.mil advising of the discrepancy/change. 1

4 D. Mode of Transportation 1. DIRAUX must abide by the JFTR/FTR and is charged with being a good steward of our tax dollars. DIRAUX will certainly work with all D8WR Auxiliary members to make sure their travel under Coast Guard orders is as flexible as economically feasible, but the member also has an obligation to abide by the JFTR/FTR and DIRAUX policy when it comes to conducting official travel using government funds. i. Flying. 1. Use of Scheduled Airline Ticket Office (SATO) is required for all air travel as stated in ALCOAST 390/07 COMDTNOTE (See Exhibit B.) A record locator number is assigned by SATO for each reservation. This number must be provided to DIRAUX (either on the travel request worksheet or via ) so a copy of the orders can be faxed to SATO for ticket processing (purchase). 2. With regard to orders for all Auxiliary travel using DIRAUX funds, DIRAUX will pay for members to fly through SATO on the lowest government airfare (if available) from either the nearest major hub airport (an airport where one can transfer to catch another flight to his destination) within 150 miles (one-way) of their home or if not available, the largest airport that is within 150 miles (one-way) of their home, then on a direct round-trip government airfare to the nearest major hub airport to where the conference/training/event is going to be held. For example, a member living in Colorado Springs, CO, attending a conference in Rochester, MN is expected to drive from Colorado Springs to the Denver Int l Airport (DIA), park there, fly from DIA to Minneapolis/St. Paul Int l Airport (MSP), and then drive as part of a group with a rental car (rented via SATO at a government rate) from MSP to Rochester, MN. ii. Driving. 1. If the member wants to drive his privately owned vehicle (POV), DIRAUX will pay up to the constructed cost of government fare travel round trip. For example, from Colorado Springs, CO, to Rochester, MN, the constructed cost of travel round-trip would be based on the route described above for flying. If the member flew, DIRAUX would pay for mileage to drive his car from Colorado Springs to Denver Int l Airport, pay for parking in longterm parking at the airport during the term of the trip, fly from DIA to MSP round-trip, and then pay for the cost of a standard size rental car (so other members may be transported) for the term of the event from MSP to Rochester, MN, if that member is chosen as one of the primary drivers to carry other Auxiliary members who fly into MSP. (This would need to be coordinated well in advance so all members riding in the same rental car arrive at MSP at about the same basic timeframe.) Otherwise the member would be riding from MSP to Rochester, MN, in a rental car with another Auxiliary member(s) from MSP to Rochester, MN, or if local transportation 2

5 E. Lodging is more affordable (airport shuttle) than a rental car and available during the times needed, we would pay for the member to take it. 2. Mileage is paid at a set rate per mile 51 cents a mile). This covers gas, oil, and maintenance. This is a flat rate based on mileage so receipts for gas should not be included with the travel voucher. 3. Another factor in driving POV (especially a long distance) is the travel time needed to get to the event. DIRAUX only authorizes payment for one day of travel to and one day of travel from the event. So if a member is going to drive and it is going to take them, for example, 12 hours (one-way) to get to the event and they know they cannot safely drive more than 8 hours in a day; therefore, it will take them roughly two days travel to make it to the event, DIRAUX will only pay them for one day of travel. The extra day of travel is at their cost. There will be exceptions where certain members will need to be authorized by DIRAUX for an extra day of travel, but this is strictly determined on a case-by-case basis and must be approved by the DIRAUX office in advance of travel. iii. Flying Personal plane. 1. Constructed cost of travel is also used in calculating reimbursement for travel in privately owned planes. 2. Mileage is paid at a set rate per mile (currently $1.29 a mile as the crow flies). This covers gas, oil, and maintenance. This is a flat rate based on mileage so receipts for gas should not be included with the travel voucher. 1. Block 14 of the travel orders indicates the lodging rate authorized. This rate is for one night without taxes. This rate may not be exceeded without specific, written authorization to do so. 2. When attending a group function, many times a block of rooms will be reserved usually at a reduced rate. It is very important when making reservations that the name of the group is given (e.g., Coast Guard Auxiliary) to ensure any discount pricing. Also, be sure to make the reservation by the specified cutoff date. F. Travel Status 1. While in travel status if plans change, DIRAUX must be notified immediately. For example, if inclement weather cancels the scheduled flight and the trip would need to be extended a day, DIRAUX must be notified at (314) If it is after hours, be sure to leave a message. Orders need to be amended in situations like this, so DIRAUX must be made aware so amendments can be issued prior to filing a travel voucher. 3

6 G. Travel Voucher 1. Upon completion of travel, a DD Form , Travel Voucher or Subvoucher, (MAR 2011) must be completed. Although the form states previous edition may be used until supply is exhausted, the Personnel and Pay Center (PPC) will NOT process previous editions. This is a national form also found on the 8 th Western Rivers Website. It can be completed on the computer or manually by hand. It CANNOT be submitted online. Originals signed in blue ink must be submitted within 30 days of travel. Instructions for completing the DD Form are included with every travel voucher package DIRAUX sends. (See Exhibit C.) 2. Completed Travel Voucher package includes: i. Original travel orders (CG-4251) signed by traveler in blue ink. ii. Original travel voucher (DD MAR 2011) signed by traveler in blue ink. iii. Original receipts 1. lodging receipt must be itemized 2. any receipt totaling over $75 is required 3. DO NOT include receipts for food. Meals are covered under per diem. 4. Gas receipts only required if authorized a rental car. 3. Active duty CG requires travel vouchers to be submitted within 3 working days of travel completion. To allow for the U.S. Postal Service to deliver auxiliary vouchers, travel vouchers for auxiliarists must be submitted within 30 days of travel. 4. If for any reason a member traveling on Coast Guard orders does not intend to file a travel voucher, DIRAUX must be notified so funds can be de-obligated. H. Travel Voucher Processing 1. Once travel vouchers are received in DIRAUX, the voucher is reviewed for accuracy and completeness and any corrections made. A copy is made for DIRAUX records; the voucher entered on the DIRAUX travel voucher log; and the original package is shipped via USPS to PPC in Topeka, KS. 2. PPC processes the voucher and then forwards electronically to the Finance Center for payment. A direct deposit account must be set up or payment will not be received. Paper checks are no longer being issued. 3. To check the status of a travel voucher go to: This is the same source DIRAUX uses to check the status of payment. 4. Typically reimbursement is received in 3-4 weeks after PPC receives it. If the member has not received reimbursement after 4 weeks, PPC may be contacted directly at (785)

7 I. Patrol Orders and Travel Orders 1. There are instances where a member is authorized an overnight on a patrol. If an overnight is authorized, the member will need to have both patrol orders AND travel orders issued. The patrol orders cover the travel and the patrol. The travel orders cover the lodging and per diem. 2. If an overnight is authorized for air patrols, the travel voucher MUST indicate GP Government Plane for mode of transportation. If the voucher is marked PP Privately Owned Plane, the member will be paid twice for travel once on the patrol order and again on the travel order, which would require the member to reimburse the Coast Guard for the overpayment. J. C Schools 1. Typically orders for C Schools authorize a day of travel the day before the training and return travel is expected on the last day of class. Remain overnight (RON) authorization is needed anytime a member attends a C School and is unable to complete travel within the dates stated on their orders and needs their travel dates extended on the back end for legitimate reasons, like due to available flights/connecting flights not getting them home by midnight of the date the orders state, or due to impact of weather on flights. There are some other reasons that are legitimate; however, the rule of thumb is a RON cannot be issued for personal convenience (member wants to stay another night to shop, see friends, get a good night's sleep before traveling back home). Those reasons are prohibited. 2. CG-5421 and TQC do not issue RON authorization memos. They are issued by the individual member's DIRAUX who will draft/sign/date/attach RON authorization memos for their members/instructors. CG-5421 should be notified of all RON's for C-schools so TQC can be made aware of the RON. The RON authorization memo executed by DIRAUX summarizes the reasons for the authorization and becomes a permanent attachment to their orders (must be submitted to FINCEN as part of travel claim). 5

8 United States Coast Guard District 8WR Travel Order Request Form EXHIBIT A Travel Request for District 8WR Traveler Information L~ ~~~~_~~~_~~~_~_ Last Name L. ~ ~._. ~. ~.._~ ~ ~ ~~_~. Mailing Address - Street or Post Office Box I...~.._.._~.._.. _~~~..._._~~J City 1~ ~ ~.~~J State ~~~~~.~ ~._~..-J First Name I ~_...J Zip Code i L~~I Middle Initial Please type phone numbers in the following format: (###)###-#### L~_~_.._ ~~... _...1 L~.. i Home Phone (including area code) Cell Phone (including area code) Division Number L I Flotilla Number Member Number L.. ~_..~_....._.....~_.! address (required) Reason for Travel: 1:::?~ElI:-ec:-t-::O:-n-e---...II Other: I -Travel Information Traveling From: ~.._~_.._.I Traveling To: L City & state where travel originates and ends I " """_M~_~~~_ "", City & state where you are traveling to Date ofdeparture: L.~_.~ _..._J Date ofreturn: L~_.~_~..~_~ ~_._.~_._J 6/

9 United States Coast Guard District 8WR Travel Order Request Form Complete This Section IfTraveling By Air Page 2 of2 All tickets for air travel must be purchased through SATO ( ). What is the cost ofyour airline ticket including SATO service fee (required)? l~~~~~~~~~ j What is the nearest hub airport within 150 miles ofyour home?!::.l======~ ~~~~~_ Ifknown, specify the airport identifier: L~~~~~~~~~~~~~~~~~~~~~, What is the one way mileage from your home to the airport? Will you be leaving your car in the airport parking lot? Yes [J No [J Are you willing to drive a rental car for an Auxiliary carpool from the airport? Yes [J No [J J Complete This Section IfTraveling By Privately Owned Vehicle (POVl How many miles one way? I,~J Will you be the driver? Yes [J No [J Additional trip information; e.g., staying extra day at own expense, etc. Other comments and/or explanations: Additional travel information is available on District 8WR's F~m:ms,webpage. Ifyou have questions, contact Laura Simpson or include your questions in the "Other comments and/or explanations" section above. Return to Travel Guide for 8WR 6/l8/2009

10 EXHIBIT B R Z AUG 07 ZUI ASN-A ZYB FM COMDT COGARD WASHINGTON DC//CG-12// TO ALCOAST BT UNCLAS //N07220// ALCOAST 390/07 COMDTNOTE 7220 SUBJ: USE OF TRAVEL MANAGEMENT CENTER (TMC) AND GOVERNMENT CONTRACT CITY PAIR FARE A. COMDT COGARD WASHINGTON DC Z JUL 07/ALCOAST 362/07 B. CODE OF FEDERAL REGULATIONS, TITLE 41 (FEDERAL TRAVEL REGULATIONS), SEC C. JOINT FEDERAL TRAVEL REGULATIONS (JFTR), U3120 AND APPENDIX P D. COMDT COGARD WASHINGTON DC Z MAR 07/ALCOAST 172/07 1. REF A IS CANCELLED. 2. THE PURPOSE OF THIS ALCOAST IS TO CLARIFY THE REQUIREMENT FOR MANDATORY USE OF A GOVT CONTRACT TRAVEL MANAGEMENT CENTER (CURRENTLY SATO AND CENTURY TRAVEL) AND BOOKING OF NON-CONTRACT FARES. 3. ALL OFFICIAL TRAVEL IS TO BE ARRANGED THROUGH THE TMC. IF A MEMBER BOOKS A NON-CONTRACT FARE THEY ARE STILL REQUIRED TO USE THE GOVERNMENT TMC AFTER RECEIVING AUTHORIZATION FROM THEIR APPROVING OFFICIAL (AO). A GOVT TRAVELER THAT USES A NON-CONTRACT CARRIER WITHOUT AUTHORIZATION MAY BE REQUIRED TO BEAR ANY ADDITIONAL COSTS OR PENALTIES AND IS AT PERSONAL FINANCIAL RISK FOR CANCELLATIONS OR CHANGES. 4. IF THE TMC IS NOT AVAILABLE (A RARE OCCURRENCE), AND THE TRAVELER PROCURES COMMON CARRIER TRANSPORTATION AT PERSONAL EXPENSE, THE TRAVELER MAY STILL REQUEST REIMBURSEMENT FOR THE ACTUAL TRANSPORTATION COST FOR THE TRANSPORTATION MODE AUTHORIZED AND USED, BUT MAY ONLY BE REIMBURSED UP TO THE CONSTRUCTED OR ESTIMATED COMMERCIAL TRANSPORTATION COST BETWEEN AUTHORIZED POINTS. 5. IF YOU PURCHASE NON-CONTRACT AIRFARE, PER REFS B AND C, ONE OF THE FOLLOWING EXCEPTIONS MUST BE CERTIFIED ON THE TRAVEL ORDER/AUTHORIZATION: A. SPACE ON A SCHEDULED CONTRACT FLIGHT IS NOT AVAILABLE IN TIME TO ACCOMPLISH THE PURPOSE OF YOUR TRAVEL, OR USE OF A CONTRACT SERVICE WOULD REQUIRE YOU TO INCUR UNNECESSARY OVERNIGHT LODGING COSTS WHICH WOULD INCREASE THE TOTAL COST OF THE TRIP, OR B. THE CONTRACTORS FLIGHT SCHEDULE IS INCONSISTENT WITH EXPLICIT POLICIES OF YOUR FEDERAL DEPARTMENT OR AGENCY WITH REGARD TO SCHEDULING TRAVEL DURING NORMAL WORKING HOURS, OR C. A NON-CONTRACT CARRIER OFFERS A LOWER FARE AVAILABLE TO THE GENERAL PUBLIC, THE USE OF WHICH WILL RESULT IN A LOWER TOTAL TRIP COST TO THE GOVERNMENT, TO INCLUDE THE COMBINED COSTS OF TRANSPORTATION, LODGING, MEALS AND RELATED EXPENSES, (NOTE: THIS EXCEPTION DOES NOT APPLY IF THE CONTRACT CARRIER OFFERS A COMPARABLE AIRFARE AND HAS SEATS AVAILABLE AT THAT AIRFARE, OR IF THE LOWER AIRFARE OFFERED BY A NON-CONTRACT CARRIER IS LIMITED TO A GOVERNMENT AND/OR MILITARY TRAVELER ON OFFICIAL BUSINESS AND ONLY MAY BE PURCHASED WITH A GOVERNMENT PROCUREMENT DOCUMENT (GTR), GOVERNMENT TRAVEL CHARGE CARD OR THROUGH A CENTRALLY BILLED ACCOUNT), OR D. RAIL SERVICE IS AVAILABLE, AND SUCH SERVICE IS COST EFFECTIVE AND IS CONSISTENT WITH MISSION REQUIREMENTS, OR E. SMOKING IS PERMITTED ON THE CONTRACT FLIGHT AND THE NONSMOKING SECTION OF THE AIRCRAFT FOR THE CONTRACT FLIGHT IS NOT ACCEPTABLE TO THE TRAVELER. 6. REFER TO REF D FOR THE PROPER PROCEDURES ON CHANGING YOUR RESERVATIONS, USING THE TMC FULL SERVICE RESERVATION SERVICE, AND CHARGING TRANSPORTATION TICKETS TO A CENTRALLY BILLED ACCOUNT. PLEASE REMEMBER THAT MEMBERS WHO BILL TRAVEL TO INDIVIDUALLY BILLED ACCOUNTS DO NOT NEED TO PROVIDE A COPY OF THEIR ORDERS TO THE TMC, HOWEVER, THOSE WHO BILL TRAVEL TO A GOVERNMENT TRAVEL CHARGE CARD CENTRALLY BILLED ACCOUNT (CBA) MUST PROVIDE TO THE TMC A COPY OF THE SIGNED OFFICIAL TRAVEL ORDER BEFORE THE RESERVATION WILL BE TICKETED. 7

11 EXHIBIT B 7. QUESTIONS MAY BE ADDRESSED THROUGH YOUR SERVICING PERSONNEL OR ADMIN OFFICE, OR TRAVEL AUTHORIZING OFFICIALS, TO COMDT(CG-1222). 8. INTERNET RELEASE AUTHORIZED. 9. CAPT M.C.COSENZA, ACTING DIRECTOR FOR PERSONNEL MANAGEMENT, SENDS. BT NNNN 8

12 EXHIBIT C DD FORM , TRAVEL VOUCHER OR SUBVOUCHER INSTRUCTIONS Electronic copy at: See attached examples of travel claims for driving and flying. Block 1 Payment: Must check Electronic Fund Transfer (EFT). If you do not have this set up yet, go to: Block 2 Name: Enter your LAST name, FIRST name, and middle initial. Block 3 Grade: Auxiliary members should enter AUX. Block 4 SSN: Enter your social security number. Block 5 Type of Payment: Coast Guard Auxiliary members should mark TDY. Block 6 Address: Enter your complete mailing address and address. Block 7 Telephone Number: Enter your daytime telephone number with the area code. Block 8 Travel Order Number (TONO) enter the first 16-digits listed in block 21 of your travel orders. Block 9 Previous Payments/Advances: Enter $0.00 Block 10 For Finance Center Use Only Block 11 Organization and Station: Enter unit: District-Division-Flotilla (e.g., ) Block 12 Dependent(s): N/A Block 13 Dependent(s) Address: N/A Block 14 Leave Blank Block 15 Itinerary: Actual days of travel. Use dates only (time is not required or requested). 15a Date: Enter the year you started the travel (e.g., 2011) at the top of part a. Enter the month and day of departure (DEP) and arrival (ARR) (e.g., 3/25) under the year in part a. 15b Place: Enter the location of each departure or arrival made during travel. Include the unit name or other identifying title (Home, Airport, etc.), city, state and zip. Zip code is required on each line. 15c Means/Mode of Travel: Enter the appropriate two-letter code from this table; e.g., Plane via SATO travel (TP), Privately Owned Auto (PA). FIRST LETTER SECOND LETTER Transportation Request T Auto A Government Request G Motorcycle M Commercial Transportation C Bus B (own expense) Plane P Privately Owned Conveyance P Rail R (POC) Vessel V 9

13 EXHIBIT C 15d Reason for Stop: Enter the appropriate two letter code from this table REASON CODE Awaiting Transportation AT Leave En Route LV Mission Complete MC Authorized Delay AD Temporary Duty TD 15e Lodging costs: Enter the total lodging costs without any applicable taxes. (Make sure to send all ORIGINAL ITEMIZED receipts to this office with your claim.) 15f POC miles: Enter the number of miles driven by POC during this portion of the trip. Block 16 POC Travel: If you traveled via POC during any portion of your trip, you must complete this block to indicate whether you were the owner/operator or a passenger in the vehicle. Block 17 Duration of the entire trip from the time you left home until you return home -- normally more than 24 hours. This block determines per diem. Block 18 Reimbursable Expenses: Itemize any reimbursable expenses. Do NOT list meals. An original, itemized receipt must accompany expenses of $75 or more. (Original itemized lodging receipts have to been mailed in no matter what the amount). Utilize this block to enter any applicable lodging tax, airfare, cab fare, registration fees, etc. Block 18a Date: Enter the date the expenses were incurred. Block 18b Nature of Expenses: Enter the purpose of the expense; e.g. taxi, hotel taxes. Block 18c Amount: Enter the amount you are claiming. Block 18d - For Finance Center Use Only Block 19 For Finance Center Use Only 20a & b Claimant Signature and Date: Sign and date your travel voucher in blue ink. 20c & d Supervisor Signature and Date: Leave blank. Block 21a & b Approving Officer Signature and Date: Signed by Laura Simpson or Rhonda Dupras in DIRAUX office. Blocks 22-28: For Finance Center Use Only 10

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