DTA Manual, Appendix E: DTS Emails

1 DTS Release , DTA Manual, Version Updated 6/6/16 Page E-1 This document is controlled and maintained on the website. Printed copies may be check revision currency on the web prior to E: Emails In DTSThis Appendix provides a list of DTS Email Notifications. These Emails are generated in DTS to users, travelers, Authorizing Officials (AOs), Defense Travel Administrators (DTAs), Transportation Officers (TOs), Non-DTS Entry Agents (NDEAs), and Commercial Travel Offices (CTOs). Particular Emails may be found by using the Reference Number (Ref. No.) in the far left column of the DTS EMAIL NOTIFICATIONS Table E-1. Email notifications are organized in Table E-1 by subject matter under the following table headings: AUDIT FAILURE CANCELLATION CENTRALLY BILLED ACCOUNT (CBA) COGNOS CONSTRUCTED TRAVEL CTO DEBT MANAGEMENT DOCUMENT STATUS FMS and MEPS GROUP AUTHORIZATION IMPORT/EXPORT MISCELLANEOUS REJECT REPORT ROUTING OFFICIAL SCHEDULED PARTIAL PAYMENT (SPPs) & ADVANCE SELF-REGISTRATION Appendix E: Emails in DTS Page E-2 DTS Release , DTA Manual, Version Updated 6/6/16 This document is controlled and maintained on the website.

2 Printed copies may be check revision currency on the web prior to E-1: DTS EMAIL NOTIFICATIONS DTA Ref. SubjectEmailSent ToEmail DescriptionAUDIT FAILURE1 Authorization Audit Failure NoticeTravelerSent when an authorization did not pass audit, and cannot be completed; lists the specific audit failure(s). 2 Voucher Failed AuditTravelerSent when a voucher did not pass audit; states the audit failure and traveler action needed. CANCELLATION3 Confirmed Reservations Auto-Cancelled Notification Traveler, AOSent when an authorization was not signed and reservations URGENT! DTS Action RequiredTravelerSent when an authorization with reservations is not yet signed. Informs traveler to sign immediately or reservations will - AUTO PNR CANCELLATION FAILURE ALERT Help Desk Email will be sent only if help desk flag is set.

3 Auto PNR Cancellation failed. 6 URGENT! DTS Action Required! Traveler, AO, DTASent daily when an authorization with confirmed reservations has been signed but not approved, and the trip start date is within three days. Informs that reservations will be cancelled if not Travel System Travel Document Cancellation Notice! TravelerSent to notify of document cancellation. 8 DTS Overpayment E-MAIL - Canceled trip contains a non-ATM advance Traveler, AO, DTA Sent when an AO approves a canceled trip that contains a paid or submitted for payment non-ATM to AO Confirmed Reservations Auto-Cancelled Traveler, AO Sent when an authorization with reservations has been cancelled due to lack of AO approval.

4 Informs traveler to adjust/amend the document to add reservations. 10 Cancellation Request for Group Travel Reservations to CTO CTO, POCSent when cancelling group travel reservations using CTO assistance. CBA11 Auto-approval of CBA AmendmentTraveler, AOSent when a CBA initiated amendment is created with a change in cost less than or equal to a system-configurable Establishing Connection to the MailboxSystem AdminSent by CBA when a connection to the vendor mailbox could not be User Name and PasswordSystem AdminSent by CBA when the user name or password to the vendor mailbox is Retrieving Invoice File from MailboxSystem Admin Sent by CBA when retrieving an invoice file from the vendor mailbox Invoice has been Paid - Information to TOTravel Officer, DTMOSent by CBA when the invoice has been Invoice Rejected by GEXT ravel Officer, System Admin, Help Desk.

5 PMO on second rejectSent by CBA when the invoice is rejected by Invoice Returned to UnmatchedTravel Officer, System AdminSent by CBA when the invoice is out of Invoice Rejected by Archive/MISS ystem Admin Sent by CBA when the invoice is rejected by E: Emails in DTS DTS Release , DTA Manual, Version Updated 6/6/16 Page E-3 This document is controlled and maintained on the website. Printed copies may be check revision currency on the web prior to Response Status from Archive/MIS is MissingSystem Admin Sent by CBA when the invoice response status is Account Deleted PMOSent by CBA when an account is CCV InvoiceCCV recipient Sent by CBA when it encounters a duplicate Parsing Invoice FileCCV recipientSent by CBA when the invoice cannot be Not PPA CompliantCCV recipientSent by CBA when the invoice is not PPA Total MismatchCCV recipientSent by CBA when the invoice line items don't match the CBA AccountCCV recipientSent by CBA when the account is Line ItemCCV recipientSent by CBA when a duplicate line item is encountered in the CBA AccountPMOSent by

6 CBA when the account is flagged as unreconcilable for the given Invoice is ReconciledTOSent by CBA when the invoice has been reconciled and is ready for Invoice is Ready For Acknowledgement / CertificationTOSent by CBA when the invoice is ready for acknowledgement or Not Ready For ReconciliationPMO, TOSent by CBA when the previous month invoice has not been certified or Transaction (Line Item)TOSent by CBA when a duplicate transaction was found for the invoice based on previously reconciled and paid Invoice Rejected by Vendor Pay SystemTO, System Administrator, Help DeskSent by CBA when the invoice is rejected by the Vendor Pay DTS CBA AccountCCV recipientSent by CBA when the account is of Delinquent CBA Invoice E-mail TOSent to TO when a CBA invoice hasn't received a Positive Acknowledgement from DADS after certain Amendment Requires Additional FundingAO, TOSent when a CBA initiated amendment cannot be systematically approved due to lack of available funds in the Budget Item(s)

7 Or because the Budget Item does not exist for the corresponding LOA in the CBA Account number PMO, Traveler, AO, TO, DTA ID Sent when a swept PNR has a CBA account that is not in the CBA Cognos Connection - User Added TravelerSent when the creation of a Cognos user Cognos DTS - User Deleted TravelerSent when the deletion of a Cognos user Cognos DTS - Add User Failed Organization AdminSent when the creation of a Cognos user Cognos DTS - Delete User Failed Organization AdminSent when the deletion of a Cognos user fails. Table E-1: DTS EMAIL NOTIFICATIONS (continued)DTA Ref. SubjectEmailSent ToEmail DescriptionAppendix E: Emails in DTS Page E-4 DTS Release , DTA Manual, Version Updated 6/6/16 This document is controlled and maintained on the website.

8 Printed copies may be check revision currency on the web prior to TRAVEL41 Authorization Approved as 'Limited' TravelerSent when an AO has approved a document with Limited Transportation Costs. Informs that no associated costs changed. 42 Authorization Approved as 'Limited' Supplemental TravelerSent when an AO has approved a document with Limited Transportation Costs. Informs traveler to review changes. 43 Voucher from Authorization Approved as 'Limited' TravelerSent when transportation costs in a voucher has been adjusted to not exceed the limits provided by the AO. 44 Voucher from Authorization Approved with DTS Override TravelerSent when transportation costs in a voucher are limited by the AO, but the AO permits full reimbursement of the original costs.

9 45 Voucher from Authorization Approved with AO Override TravelerSent when transportation costs in a voucher are limited by the AO, but full reimbursement is permitted because costs were due to mission reasons or circumstances beyond the traveler's control. CTO 46 CTO BOOKED Notification Traveler (or NDEA)/AO Sent when reservation(s) have been booked by the CTO. Informs traveler of the reservation itinerary and that CTO has processed the TICKETED Traveler/AO/RO/TO/NDEA Sent when reservation(s) have been ticketed. Informed the traveler of l departing / arrival airports, flight numbers, carrier(s), dates, and times. 48 CTO CANCELLED TravelerSent when a document is stamped CTO CANCELLED. 49 Form of Payment Changed on PNR AO, TO, DTA, Traveler Sent when a change in the Form of Payment (FOP) is detected at sweeping 50 Form of Payment Changed to GOVCC when Traveler is not a card holder Traveler, AO Sent when the Form of Payment on a Ticketed PNR is GOVCC, but traveler does not have a GOVCC in their profile.

10 51 Ignored PNR E-mail Traveler, AO Sent when a PNR is received for a document: - that has already been vouchered - that has completed travel - where the authorization has not been signed after reservations were added or modified ( in CTO SUBMIT) 52 Notice of Reservation ErrorTraveler, DTASent when an authorization has been approved that contains a pre-audit notification identifying an issue with the Government Travel Charge Card (GTCC) data in the commercial reservation system. Informs traveler that the GTCC in their profile does not match the card provided to the of Reservation ErrorCardholder, DTASent when an authorization has been approved that contains a pre-audit notification identifying an issue with the GTCC data in the commercial reservation system.