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(Defense Travel System) SMART BOOK

DTS (Defense Travel system ) SMART BOOKLast Update / Review: 20 DECEMBER 2016 Please send suggestions and improvements to Michael J. Danberry OF CONTENTSGETTING STARTED Page1. Detaching DTS Account from Previous Unit 12. In Process with your unit DTS person13. Your unit DTS POCs 14. LOGIN DTS 15. DTS Overview 1 CREATE A NEW AUTHORIZATION1. Entering Trip Overview 2A. Create a New Authorization/Order2B. Entering Departure Point 2C. Entering Mode of Transportation 2D. Entering TDY Location 3E. Entering need for Rental Car and Lodging 3F. Entering single or multiple TDY locations 32. Air Travel 4- 53. Rental Car 64. Select Lodging 75. Changing Lodging & Meal Rates 8- 96. Enter Mileage Expense 10-117.

DTS (Defense Travel System) SMART BOOK. Last Update / Review: 20 DECEMBER 2016. Please send suggestions and improvements to Michael J. …

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Transcription of (Defense Travel System) SMART BOOK

1 DTS (Defense Travel system ) SMART BOOKLast Update / Review: 20 DECEMBER 2016 Please send suggestions and improvements to Michael J. Danberry OF CONTENTSGETTING STARTED Page1. Detaching DTS Account from Previous Unit 12. In Process with your unit DTS person13. Your unit DTS POCs 14. LOGIN DTS 15. DTS Overview 1 CREATE A NEW AUTHORIZATION1. Entering Trip Overview 2A. Create a New Authorization/Order2B. Entering Departure Point 2C. Entering Mode of Transportation 2D. Entering TDY Location 3E. Entering need for Rental Car and Lodging 3F. Entering single or multiple TDY locations 32. Air Travel 4- 53. Rental Car 64. Select Lodging 75. Changing Lodging & Meal Rates 8- 96. Enter Mileage Expense 10-117.

2 Enter Non Mileage Expense 128. Review and Sign Your Authorization 13 REVIEW / APPROVE & ISSUE ORDERS141. Reviewing Official Responsibilities 2. Approving Official Responsibilities 3. Traveler Responsibilities 4. Time Line Page iTABLE OF CONTENTSCREATE AND SIGN A VOUCHER 15-161. Create Voucher152. Preview Voucher153. Making Changes154. Uploading Substantiating Documents165. View Government Travel Card Purchases166. Increase Funds Going To The Travel Card167. Signing Voucher16 ADDITIONAL INFORMATION17-191. Instructions to Cancel a Trip20-292. Adding Rewards Programs to your profile30-333. Adding Known Travel Number to your profile 34-354. Acronym Reference Page36 Page iiGETTING STARTED1. SEPARATION FROM PREVIOUS ORGANIZATION S DTSE nsure your former organization releasesyou from their command oryou cannot be receivedinto your current organization s DTS account.

3 2. IN PROCESS personnel must contact your unit traveler Government Travel Card expiration Name, rank, address, and account information is LOGIN TO DTS LOGIN TO ACCEPTat the bottom of next will prompt you to input your CAC DTS access problems can be remedied by visiting: #DTS4. DTS OVERVIEW DTS has three phases: 1: Create a New AuthorizationTraveler inputs into DTS a Travel Authorization (TA) request for TDY byindicating location, reason for trip, mode of Travel , location, and phase is concluded by the Travelers electronic signature. 2: Review / Approval of Travel Authorization If approval process has a reviewer level, the reviewer reviews theauthorization to ensure accuracy of the request and signs the TA asreviewed and passes up the chain to the approver level.

4 If reviewer level is not in place, TA goes directly to approver level. Once approved, an official TDY Travel Order is PHASE 3: Create and Sign VoucherImmediately after Travel , the traveler will verify expenses, attach necessaryreceipts, and sign voucher. A voucher is a prerequisite to reimbursement 1 CREATE A NEW AUTHORIZATION1. TRIP OVERVIEW TO TDY LOCATIONThe Trip Overview cues DTS to ask for the majority of the Traveler s Travel Click on Create New in Starting Point, Date, Trip Type, Trip Purpose, Trip Mode of Transportation.* RED STAR INDICATES A MANDATORY FILLA** YOU MUST FILL IN THE TRIP DESCRIPTION. THIS BLOCK WILL POPULATE THE A NEW AUTHORIZATIONPage the TDY are 4 ways to look up TDY locations: Location, State/Country, Zip Code, and County LOCATION:Enter a post exactly like Ft.

5 Belvoir or name of a city. (spell Fort as going to a military post)b. STATE/COUNTRY:Use this to scroll through cities by state our ZIP CODE: Use this if you know the Zip Code of the TDY COUNTY LOOKUP: Use this if you know the county of the TDY Rental Car and or if there is another TDY Location* DON T FORGET TO CLICK AFTER SELECTING LOCATIONS.* REGULATION STATES THAT THE TRAVELER MUST PUT THE EXACT LOCATION TDY/TRAINING IS CONDUCTED (THIS MEANS AN AGR SOLDIER WILL PUT DOWN THE MILITARY INSTALLATION, NOT A CITY NEAR BY. IF LODGING IS NOT AVAILABLE AT INSTALLATION THE TRAVELER MUST GET A STATEMENT OF NON AVAILABILITY, THEN TRAVELER CAN USE COMMERCIAL A NEW AUTHORIZATIONPage 42.)

6 AIR Travel * BY REGULATION YOU MUST USE GSA FARE FLIGHTS UNLESS IT IMPACTS THE MISSION ORSEVERE CIRCUMSTANCES WOULD CAUSE GSA FLIGHT(S) TO BE IMPRACTICAL. If you find a cheaper flight under Other Gov t AirFare tab and get a audit flag, you can site the reason forchoosing the flight as Found other cheaper Gov t fare on normally proceeding through DTS, you will automatically be taken to the airfare, rental car and lodgingscreens in sequence. Airports are pre-populated based on your TDY locations. Change if necessary. on Air. city and state codes for airport locations or you may end up with multiple what time you want to leave from the airport. Youcan search for flights based on Arrivaltime at the debarkation airport Traveler can search for Alternate Airportsby clicking on select a flight click Select A NEW AUTHORIZATIONPage 52.

7 AIR select a seat on a flight, click on a blue seat of your choice. Seat selection is based on selected airline, not all airlines offer this option. If no seats show available, Carlson will on menu below will populate the screen. If traveler has GTC, Comm Air (Indiv Bill) should automatically populate. If traveler does not have GTC, GOVCC-C (Central Billed Account) will A NEW AUTHORIZATIONPage 63. SELECTING RENTAL on on Rental in all the boxes that have a red Searchto get rental car menu below will come up. on Select Car. If first agency (least expensive) in list is not selected an audit flag will be A NEW AUTHORIZATIONPage 74. SELECTING LODGING * If lodging exceeds per diem rate Actual Expense Auth must be utilized and approved by Fund Manager BEFORE utilizing selected on on in all boxes that have a red following menu below will appear.

8 Traveler MUST choose hotel within perdiem rate. See above comment in red, if AEA is lodging and click onSelect Hotel. If lodging is booked outside DTS, cost may need to be adjusted under entitlements 85. CHANGING LODGING AND MEAL RATES This is done if on post lodging is not available or there is a need to change the daily hotel and meal on on Per Diem Entitlementsto view or adjust Lodging or screen like the one below will show make changes for specific days click on is used if you moveto another hotel. make changes for all the days click on Edit All. MUST utilize Tax Exempt forms. Link to state forms is on Per Diem entitlement page. CREATE A NEW AUTHORIZATIONCREATE A NEW AUTHORIZATIONABDEFPage 95.

9 CHANGING LODGING AND MEAL when on post lodging is not Enter appropriate commercial lodging Quarters Availableand check Active Duty Training (CommercialQuarters). on appropriate meal status. on Save These will be reflected on entitlements page. Entitlements page drives reimbursement total for lodging. DO NOTput hotel expense under expense page (except for lodging tax). personal leave is taken in conjunction with TDY, annotate at bottom of page under per diem entitlements. CREATE A NEW AUTHORIZATIONABDCCREATE A NEW AUTHORIZATIONPage 106. SELECTING MILEAGE on Expensesthen Mileage. Expense Typeselect appropriate proper mileage from residence to airport enter Expense Type (PVT AutoTerminal), date, and mileage.

10 Do the same from airport back to mileage from residence to TDY location enter appropriate expense(PVT Auto-TDY/TAD), date, and mileage. box for DTS to create a return on DoD Table of A NEW AUTHORIZATIONPage 116. SELECTING MILEAGE EXPENSE (CONTINUED) screen will come up when you click DoD Table of City and State/Country you are travelingFROM. You can use Look up State and Country the appropriate location, utilizing zip City and State/Country you are traveling TOand select on the Calculate Mileageand then Save Total & will prompt you to save the information may use an Airport code for the city, Washington, DC Reagan Airport would be: City: DCA , State: VAIJKPage 127. NON MILEAGE EXPENSES on on Non-Mileage.


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