WEBVTT

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Hello and welcome to the Air Force

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Reserve Commands , Defense Travel

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System and user training . In this

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presentation , we'll be discussing how

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to create an authorization on the

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defense travel system website or DTs

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first . Let's review change management .

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Effective 1 October 2020 3d TS will be

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used for specific orders types . This

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includes RP A and MP A at and

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mileage . Only official orders or an A

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F 9 38 must be generated for T RSI

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MA S and A RT S to bring them into pay

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status for RP A and MP A orders . The

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user initiates the authorization in DTs

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once the A F 9 38 has been created and

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approved . This is because data will no

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longer flow directly from arrows R

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ID , T outside normal commute and ce D

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deployment processes are still under

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review . BMT and P CS

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orders will still be processed through

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RT S using the current process .

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Additionally , Loas or lines of

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accounting will not be automatically

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loaded . Members will need to select

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their LO A from a dropdown list in DTs

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and coordinate with their FM team . If

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they believe the correct LO A isn't

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listed . Let's get

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into creating an authorization

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first . I'll briefly mention a few

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frequently seen acronyms that you may

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see throughout this presentation as

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well as the dts and Defense Travel

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Management Office or DIMO websites .

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Some things to remember during your

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official travel , what an authorization

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is , what to do before creating your

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authorization and a complete

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authorization walkthrough .

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Some acronyms to note are commercial

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travel office or CTO and travel

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management companies or T MC . These

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acronyms are used interchangeably and

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represent organizations that help you .

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The traveler arrange official travel .

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There's a link in the bottom right

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corner of this slide . That's a direct

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link to a glossary on dimos website

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with any and every acronym spell out

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that you may need . Additionally , the

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A F form 9 38 is a request and

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authorization for active duty training ,

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active duty tour , also known as a call

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to duty or your official orders . The

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DD form 16 10 is a request and

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authorization for TDY Travel of dod

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personnel also known as travel orders .

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Some things to remember whenever you

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have official travel , you must ensure

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your GTC is active . If you've been

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instructed to use your organization's

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CB A or centrally build account ,

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contact your agency program coordinator

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for assistance , you can create an

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authorization six months in advance .

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Your maximum trip duration is one year

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from the start date . You want to enter

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valid expected travel expenses as

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allowed by the joint travel regulations

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and you always want to follow your

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local business rules regarding your

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trip . IB A is your individually billed

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account . It's issued directly to you

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as the employee and liability falls on

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you as the account holder . CB A

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centrally billed account is established

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by the agency or organization .

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Government accepts liability for proper

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charges made by an authorized centrally

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billed account holder , but they are

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not liable for any unauthorized use .

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What is an authorization ? Simply put ,

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it's a document that's created before

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TDY Travel , informing everyone with a

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need to know of when you will be gone

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where you will be working and how much

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you expect your trip to cost .

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As noted in a previous previous slide T

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RSI MA S and A RT S must submit an

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orders request and receive their

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official A F 9 38 before creating an

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authorization . All members will want

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to gather essential travel information .

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Additionally , T Ria and A

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will also want to ensure that their DTs

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profile has an R designator after their

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social security number . This

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distinguishes their reserve profile

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from any other profile such as active

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duty that they may have had prior to

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being a reservist .

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As we walk through the authorization

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creation process . We'll discuss

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logging into DTs and creating your

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travel itinerary booking reservations ,

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entering expenses , attaching any

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pertinent documentation and ensuring

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the correct lo A is chosen and lastly

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reviewing the authorization signing and

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submitting for approval .

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Let's log into DTs . Navigate to the

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website and click log in .

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He will then be prompted to accept the

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privacy and ethics policy . Once you've

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accepted , you'll select your cat

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credentials into your pin and continue .

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Once you've logged in the home page has

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a plethora of helpful information and

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links to different areas of the site .

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The area we'll focus on is the create

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new document button .

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Click the create new document button

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and then choose routine TDY trip .

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The first section of your authorization

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is the itinerary creation . You will

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input your arriving and departing dates

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and then select your TDY location . An

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important note here is that if you're

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traveling to a military installation ,

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you must put the installation name and

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not the city the installation is

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located in . For example , if you're

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going to joint base , San Antonio

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Lackland , put J BS A Lackland and not

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San Antonio , Texas . Next , you'll

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select your mode of transportation with

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commercial air being the most commonly

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used option . Select the time of day ,

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you'd like to travel and choose yes or

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no . As to whether you need a rental

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car , if you're going to multiple TDY

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locations , click the plus sign shown

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on the right side of the rental car .

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And another TDY location line will pop

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up asking you to input the same

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information . Repeat for all TDY

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locations you are able to add up to 20

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locations .

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Next up is trip overview information

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input you're leaving on and returning

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on dates , leaving from and returning

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to locations with your residence being

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the most commonly used option for

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travelers . Select your trip duration ,

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anything over 24 hours is considered

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multiday . Then select the mode of

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transportation . You'll be returning by

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and the time of day you'd like to

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travel . Lastly . In the

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itinerary creation section is your trip

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details . You'll select your trip type

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temporary duty travel routine being

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most frequently used . But other

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options include invitational travel

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authorization or it a dependent it a or

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government funded leave . You will then

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select the purpose of your trip . Are

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you traveling for an official

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conference , emergency , personal leave

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mission , operational , a special

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agency mission or training . Once

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you've indicated your trip's purpose ,

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you have the option of including a

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description of your trip . This allows

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you to add any additional information

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that the approving official may find

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beneficial . If not move on to

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selecting a conference or an event name ,

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official conferences will be preloaded

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into DTs and you will select the

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conference or event name in section

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four . If you selected a trip purpose ,

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other than a conference , the selection

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will default to not attending a

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conference throughout the

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reservation process . You are able to

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send a request to T MC . The travel

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management companies . If you require

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their assistance , T MC will provide

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assistance with booking and ticketing

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official , travel for your organization

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and can help with your reservations . T

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MC assistance can be used if you run

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into trouble but should be a last

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resort as it may add additional fees to

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the cost of your trip

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right before making your reservations .

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The TS A info screen will pop up ,

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ensure your information is there and

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accurate . Put your dod ID number in

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the known traveler number box . This

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allows you to use TS a precheck during

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your travel .

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First in the reservation process is

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booking flights . The departing from

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and arriving at locations should have

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populated based on the itinerary

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information you've already provided .

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But if it's incorrect , you can change

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it . Choose the departing on date and

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select the time of day you'd like to

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travel . Then click , search , the

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flight options will populate the dod

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partners with the city pair program or

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CPP CPP . Airfares are coach

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tickets at a significantly discounted

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rate from comparable commercial fares

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and provide the most flexibility . It

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is a mandatory government wide program

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requiring travelers on official

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business to use these fares when they

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are available . Select the flight that

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best suits you and follows the joint

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travel regulations . Then click

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continue , select a seat available

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seats shown in green . If you're flying

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with Southwest , they don't offer seat

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selection as it's based on first come

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first serve . Click confirm ,

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review flight selections into reward

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program numbers if applicable . Ensure

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the method of payment selected is your

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GTC and click book flight .

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If you indicated you'll need a rental

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car that's next in the reservation

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process . The pickup location should

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auto populate but change it . If it's

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incorrect , select your pickup and drop

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off dates and times , then click ,

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search . The first option is most

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likely always the recommended option .

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It's recommended by JTR due to the

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price and size of the vehicle compact .

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If you require a vehicle , other than

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what's recommended , you are able to

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select it , but you'll be required to

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provide a justification at the end of

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your authorization . As to why select

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the vehicle of choice . Confirm the

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rental car , enter reward program

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numbers if applicable . Ensure the

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method of payment selected is your GTC

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and click book car .

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Lastly in the reservation section is

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lodging . Make sure your TDY location

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is correct . Input your check-in

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checkout dates and click search . As

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with the rental car , the first option

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is most likely always . The recommended

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option is recommended by JTR due to the

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price and available on base lodging .

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If you require lodging other than

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what's recommended , you are able to

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select it , but you'll be required to

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provide a justification at the end of

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your authorization . As to why select

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lodging then select a room confirm

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lodging into reward program numbers if

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applicable . Ensure the method of

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payment selected is your GTC and click

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book . A

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certificate of non availability is

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generated . If DTs determines that on

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base lodging isn't available at your TT

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Y location . The CN A number is created

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and you will have to select an off base

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option . CNAs must be generated through

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DTs or obtained through the property or

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lodging facility . If it's not

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generated in DTs ,

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you will then review all of your

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reservations . You can always navigate

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back to the itinerary or reservation

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sections and add to the trip . For

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example , if you forgot to add your

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return flight or you realized you do in

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fact need a rental car . When you

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initially indicated you didn't ,

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you can also add loyalty or payment

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information , cancel reservations ,

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identify reservations , you requested T

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MC assistance for

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review the summary of trip costs and

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click continue to expenses . The

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summary of trip costs identifies the

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daily and total cost of all your

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reservations .

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In the expenses section , you're able

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to input expected costs . The

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reservations you just made should auto

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populate . You can also predict

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expenses such as mileage to and from

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the terminal . If you drive yourself to

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the airport and parking at the terminal ,

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ensure the method of reimbursement . Is

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your GTC . You are also able to

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duplicate or delete an expense if

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needed . The orange warning sign is

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there to inform you that you'll need to

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attach a receipt to that expense when

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you return from your trip and complete

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your voucher . If you use your

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personal account to pay for an expense ,

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ensure that that is the method of

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reimbursement .

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Clicking the word details for specific

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expense will allow you to add the

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expected expense amount but also attach

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documents such as a Lee form or your

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orders the A F 9 38 .

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If you received an A F 9 38 before you

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were authorized to create an

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authorization , you'll want to be sure

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you add it here or the authorization

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may not be approved for documents such

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as digitally signed PDF S . You want to

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be sure you click retain as PDF . This

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is so that the approving official or

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any other individual who needs to

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access it can access the document in

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its entirety

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per diem is a set allowance for lodging

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meal and incidental costs incurred .

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While on official government travel ,

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your allowance will be listed here by

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day and similar days will automatically

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be grouped in this section . You're

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also able to check to see if the state

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you're traveling to is on the GS A

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state tax exemption list . Once you've

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reviewed all of this information ,

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click continue .

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The accounting section is very

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important because here is where you

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will indicate what organization is

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funding your trip . Your local FM team

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should have updated your line of

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accounting or lo a list prior to you

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creating an authorization . So all you

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will have to do is select the correct

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lo A if you are unsure or have

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questions , contact your local FM team .

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Multiple Loas may be listed if more

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than one is loaded . This requires cost

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allocation . You can allocate the cost

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between the Loas

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advances can be requested if you are

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traveling without a GTC and require an

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advanced payment before departure .

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Scheduled partial payments can be

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requested when your TDY trip exceeds 45

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days . So 46 days or more , you will

16:42.669 --> 16:44.880
receive payments every 30 days for the

16:44.890 --> 16:46.739
duration of your trip to remain

16:46.750 --> 16:48.859
compliant with your GTC payments .

16:52.719 --> 16:54.950
Review your profile and ensure personal

16:54.960 --> 16:58.750
information such as GTC info dod ID

16:58.760 --> 17:00.871
number and frequently checked . Email

17:00.871 --> 17:03.900
address is up to date . You will also

17:03.909 --> 17:06.160
review your authorization , view any

17:06.170 --> 17:08.226
other authorizations or pre audits ,

17:08.226 --> 17:10.459
then sign and submit for approval

17:14.838 --> 17:17.458
here . You will review your profile if

17:17.468 --> 17:19.579
you need to change any information in

17:19.579 --> 17:22.328
your DTs personal profile , select open

17:22.338 --> 17:25.989
profile to update your information .

17:26.000 --> 17:28.310
Select a category from the left column

17:28.430 --> 17:31.189
such as EFT and credit card accounts

17:31.609 --> 17:33.665
and complete the fields in the right

17:33.665 --> 17:37.140
column . Choose save if the change

17:37.150 --> 17:39.206
should apply to all future documents

17:39.206 --> 17:41.260
you create , check the box next to

17:41.270 --> 17:43.290
update permanent profile before you

17:43.300 --> 17:45.939
select save . If you don't check that

17:45.949 --> 17:48.010
box , your changes will apply to the

17:48.020 --> 17:49.449
current document . Only

17:53.979 --> 17:56.410
review your trip details and add any

17:56.420 --> 17:58.587
comments for the approving official if

17:58.587 --> 18:01.680
necessary , then review your itinerary .

18:01.979 --> 18:04.146
You are able to go back from this page

18:04.146 --> 18:06.257
to edit your reservations if needed .

18:08.920 --> 18:10.864
Review the estimated trip cost and

18:10.864 --> 18:11.864
click continue .

18:15.640 --> 18:17.640
Other authorizations are statements

18:17.650 --> 18:19.872
that must appear on your printed travel

18:19.872 --> 18:23.790
order . DTs adds some and

18:23.800 --> 18:26.160
provides comments for them based upon

18:26.170 --> 18:28.479
choices in the authorization , you

18:28.489 --> 18:30.680
cannot remove these except by changing

18:30.689 --> 18:32.689
the selection that caused the other

18:32.689 --> 18:34.745
authorization notice to appear . For

18:34.745 --> 18:36.670
example , taking annual leave .

18:38.910 --> 18:41.910
If TT S did not provide a comment for

18:41.920 --> 18:43.400
you , you must add it

18:49.400 --> 18:51.920
pre audits , identify items flagged for

18:51.930 --> 18:54.439
exceeding cost thresholds or that break

18:54.449 --> 18:56.619
travel policy without authorization

18:56.630 --> 18:59.060
from the approving official , you must

18:59.069 --> 19:01.060
provide a justification for each

19:01.069 --> 19:03.130
flagged item explaining why the

19:03.140 --> 19:05.307
approving official should approve it .

19:05.800 --> 19:08.319
If your justification is insufficient ,

19:08.530 --> 19:10.697
the approving official will return the

19:10.697 --> 19:12.586
document to you for correction or

19:12.586 --> 19:16.349
further explanation . Advisories alert

19:16.359 --> 19:18.689
you to items of potential concern or

19:18.699 --> 19:21.229
serve as a reminder . They do not

19:21.239 --> 19:22.750
require a justification .

19:26.640 --> 19:29.319
Now it's time to sign notice that the

19:29.329 --> 19:32.140
document shows as created . You are

19:32.150 --> 19:34.630
given one final opportunity to add any

19:34.640 --> 19:36.751
comments for the approving official .

19:37.170 --> 19:39.739
Otherwise click the I agree to sign

19:39.750 --> 19:42.160
this document box , click the green ,

19:42.170 --> 19:44.949
submit completed document button and

19:44.959 --> 19:48.160
click , confirm and continue . You

19:48.170 --> 19:50.380
should receive a confirmation pop-up

19:50.760 --> 19:52.880
from the pop up window . You can go

19:52.890 --> 19:55.739
back and edit the authorization , view

19:55.750 --> 19:58.449
it , print it or return to the home

19:58.459 --> 20:01.219
page . Be sure to sign your

20:01.229 --> 20:03.369
authorization within 24 hours of

20:03.380 --> 20:05.510
creation to avoid reservation

20:05.520 --> 20:06.619
cancellations .

20:09.510 --> 20:12.089
Confirm ticketing in one of four ways .

20:12.560 --> 20:14.616
You can navigate back to the digital

20:14.616 --> 20:17.140
signature screen on DTs and view the

20:17.150 --> 20:20.469
CTO ticketed stamp . You can check your

20:20.479 --> 20:22.646
email and ensure that you receive your

20:22.646 --> 20:24.868
ticket and itinerary information from T

20:24.869 --> 20:27.430
MC . Three business days before your

20:27.439 --> 20:31.280
trip at the latest . If not

20:31.300 --> 20:34.160
contact T MC as soon as possible before

20:34.170 --> 20:36.890
leaving for your trip , you can go to

20:36.900 --> 20:40.589
TM C's website or you can contact T MC

20:40.599 --> 20:41.060
directly .