Information Paper: DTS Expenses Screen for …

1 Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete. 1 DEFENSE TRAVEL MANAGEMENT OFFICE The Expenses Screen (Figure 1) contains four major areas: A. Uploads (Trip Workbook) (outlined in purple) B. Reservation Expenses (outlined in red) C. Other Expenses (outlined in green) D. Substantiating Documents (outlined in purple) Each major Screen area provides you* key Information about the listed line items and contains icons that perform an action or provide Information when selected. See below for descriptions of each area. Table 1, which appears after the area descriptions, explains the function of each icon.

2 Figure 1: Expenses Screen Key Areas *For this Information paper, you refers to a traveler; however, the actions described also apply to anyone who creates documents for you, , Non-DTS Entry Agent, travel clerk. Summary Information Paper: DTS Expenses Screen for Travelers A B C D Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete. 2 DEFENSE TRAVEL MANAGEMENT OFFICE Use Uploads area (Trip Workbook) to add receipts and electronic images (Figure 2). For images, you can add and then crop them before attaching the image to individual Expenses in the Reservation Expenses or Other Expenses areas.

3 Note: Attaching images to individual Expenses is vital because the Uploads area (Trip Workbook) is only visible to the traveler or person creating the document. Routing Officials ( , Reviewing Official, Authorizing Official) do not see the Uploads area (Trip Workbook). They only see the documents within the Substantiating Documents area or ones attached to individual Expenses in the Reservation Expenses or Other Expenses areas. Note: The tool accepts most image formats ( , .PNG, .GIF, .TIF, .JPG, .PDF), but does not accept .BMP files. It accepts .PDFs, but you can t crop images that are in .PDF format. File size is limited to 2MB. In the Uploads area: Select Fax Cover Sheet (Figure 2, Indicator 1) and follow the instructions to print out the cover sheet.

4 Note: Be sure to place the Fax Cover Sheet in front of the supporting document, so the fax will successfully upload into DTS. To attach a file, s elect Browse to search for a document. (Figure 2, Indicator 2). An Add Document/Receipt window opens. Select Browse to search for the file on your PC. You can add a note using the pencil icon. Select Save to add the document. The attachment appears under Uploads. Edit a document (Figure 2, Indicator 3) by hovering over the attachment for the box around pencil icon to appear. Select the icon and an Edit/Receipt Document window appears. You can change the Name by selecting the download icon or add a note with the pencil icon. Select Save.

5 Delete an image (Figure 2, Indicator 4) by selecting the garbage can (red) icon. A Delete Document window appears. Select Confirm. Select the download (blue) icon to view the attachment (Figure 2, Indicator 5). Drag and drop: To move an image into or out of the Uploads (Trip Workbook), area, select the attachment and drag-and-drop the image to the applicable line item. Uploads Area Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete. 3 DEFENSE TRAVEL MANAGEMENT OFFICE Figure 2: Uploads (Trip Workbook) For an attached image or picture, you can edit to crop. Select the document to see the box around a pencil icon.

6 When the Receipt/Document window opens, select the crop image icons. Table 1 shows the available icons. Table 1 Icons Appearing for Cropping Images (Uploads) Select to crop In Uploads (Trip Workbook) you can add then edit an image to see the crop option. Note: Can t crop a file in .PDF format. Select editing options Select to enable panning an image within the frame Select to rotate an image right / left Select to zoom an image in / out Select to save cropping Select to cancel cropping Make the necessary changes to the image. Once complete, select Save. 2 1 3 4 5 Uploads Area (continued) A Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete.

7 4 DEFENSE TRAVEL MANAGEMENT OFFICE Figure 3: Cropping an Image The Reservation Expenses area (Figures 4a, 4b and 4c) shows reimbursable Expenses that you incurred by making reservations in DTS. These Expenses automatically populate as separate line items. You can t manually add a reservation expense in the Reservation Expenses area in any document. You can only edit or delete reservation Expenses in vouchers. The icons in this area allow you to: View the reservation Information Toggle between show and hide the area (Figure 4a, Indicator 1) Identify the vendor by corporate logo (Figure 4bm Indicator 2) Attach Receipt to include a substantiating document to an expense (Figure 4b, Indicator 3) Identify the number of attachments to an expense and view them (Indicator 4) Verify if the expense is Receipt Optional or Receipt Required (Figure 4b, Indicator 5) Remove an attached substantiating document (Figure 4b, Indicator 6) Display additional options (Figure 4c, Indicator 7) View Expense Details (Figure 4c, Indicator 8)

8 Edit an expense using Expense Details, except for a lodging expense (Figure 4c, Indicator 8) View Reservation (Figure 4c, Indicator 9) Download Documents (Figure 4c, Indicator 10) Delete Expense, except for a lodging expense (Figure 4c, Indicator 11) Reservation Expenses Area Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete. 5 DEFENSE TRAVEL MANAGEMENT OFFICE Note: Unnumbered icons function as described above. Figure 4a: Reservation Expenses Area in Authorization Figure 4b: Reservation Expenses Area in Voucher Figure 4c: Reservation Expenses Area in Voucher 1 2 3 4 5 6 7 8 10 9 11 B Reservation Expenses Area (continued) B B Defense Travel Management Office April 2019 This document is controlled on the DTMO website at Printed copies may be obsolete.

9 6 DEFENSE TRAVEL MANAGEMENT OFFICE The Other Expenses area (Figure 5, Indicator 1) allows entry of reimbursable Expenses , mileage allowances, and displays them as separate line items. In an authorization, you must manually enter Expenses . The voucher initially displays Expenses from the approved authorization and adds line items created from Expenses you edited in the Reservation Expenses area. Once you add an expense, the options icon permits you to view/edit, remove, and attach documents. On vouchers, you can also add Expenses charged to a Government Travel Charge Card (GTCC) using the Import from GTCC option. There are six primary expense categories or groupings, which are available within the Other Expenses area for an authorization and voucher.

10 Within the primary categories are the specific expense items allowing you to add: International Travel Expenses Expenses specific to OCONUS such as Foreign Currency Conv Fees. Lodging Expenses Lodging Expenses that not already recorded in the Per Diem table such as Lodging Cancellation Fee. Mileage Expenses - Expenses related to transportation for which you receive a mileage allowance such as Private Auto To/From Terminal. Other Expenses : Reimbursable Expenses not listed elsewhere such as Baggage Excess fee and Conference Registration fee. Ticketed Expenses : Ticketing related to reservation Expenses such as TMC Fee (IBA) or Train Ticket (IBA). Transportation Expenses : Expenses related to transportation not involving mileage allowance such as Rental Car at TDY Area or Parking At the Terminal.