customer advisory council

PSCCustomer Advisory

Council Conference 2007

United States Coast GuardPersonnel Service Center

Travel 101

• Travel Process– Authorization/Orders – Manual, TPAX– Advances – Faxed Manual, TPAX– Settlements – Mailed Originals Manual,

TPAX, PSC– Audits

• Teams within the Travel Branch– Travel Support Team (TST)– Production Team– Audit Team– System Support Team

Travel 101

• Travel Support Team (TST)– Mail – Fedex, DHL, Certified

(Database)– Logging of Claims – WINIATS– Manual Kick Back of Claims– Forwarding to FINCEN – DITY/SPM

Claims– Customer Call Center Travel Support

Travel 101

• Production Team– PCS and TDY Claim Completion – Review of TPAX Claims and Advances– Industrial Claim Completion – ARSC,

Yard– Travel Advance Completion – PSC and

TDY– Civilian PCS Completion

Travel 101

• Audit Team– Auditing of Production Team’s Work– Audit (2nd Review) of TPAX Claims– TPAX Audit Review – Flagged

amounts = $2,500 and $1,000 Airfare– PAO Release of Audited Claims to

FINCEN for payment– Hot Audit

Travel 101

• System Support Team– Software Support – TPAX

upgrades, internal travel support– FINCEN Liaison – debt stoppage,

prior payment work– Exception Reports Review

Travel 101

• T-PAX Password Requirements• T-PAX Retrieve Request• Travel Voucher Summary

(TVS)• Split Disbursement• T-PAX Audit Process

Travel Discussion

• T-PAX Password Requirements– Nine characters– Alphanumeric– No special characters (i.e. @#$&)– Make sure Authentication information

is filled out correctly and you can remember it!!!• If the member forgets their password, they

can click forgotten password, enter their Authentication information, and T-PAX will e-mail them the password.

T-PAX Passwords

• Retrieve Request option will retrieve a claim or authorization forwarded to the AO for approval

as long as the AO has not already approved it.

T-PAX Retrieve Request

• TVS can be retrieved from TPAX by:– Opening “settlement” – Click on “print request” – Select “print voucher”

* For more information, please see T-PAX tutorial located at http://www.uscg.mil/hq/psc/multimedia.asp#T-PAX

Travel Voucher Summary (TVS)

Split Disbursement

• What is Split Disbursement (split-D)?– Split disbursement is a function in which a

payment is made to the member’s government travel charge card (GTCC) on behalf of the member and any remaining balance is reimbursed to the member.

• Split Disbursement will be enabled in T-PAX

Split-D (cont.)

• Process your travel claim in TPAX as you normally would.

• On the Actual Itinerary, TPAX will auto calculate the lodging and lodging taxes as GTCC expenses.

• Reimbursable items may be checked as Split for split-D.

• Daily M&IE rate will not auto populate. Adjust total amount for split-D in Financial Tab.

Split-D (cont.)

Split-D (cont.)

• On the Financial Tab– Method of Payment

• EFT must be selected– Computed Split

• This is the pre-computed estimate for split-D

– Due Traveler• This is the total travel

entitlement for this claim

– Split Payment• Input how much money

to deduct from the “Due Traveler” and pay to the member’s GTCC.

Split-D (cont.)

• On the previous screen, TPAX calculated a payment due $7,584.24 and the estimated GTCC of $4,522.50.

• Traveler wants $5,000.00 to be paid to the GTCC.

• Tab past the split payment, the system auto adjusts the amount due traveler.

• The traveler will receive this amount via EFT.

• Proceed with your claim as normal.

Split-D (cont.)

• Note: – Only an

amount equal to or less than the amount due may be authorized for split-D.

Split-D (cont.)

• If GTCC information is not on file at FINCEN, and split-D is selected, the traveler will receive full payment of travel entitlements.

• It is always the traveler’s responsibility to pay the GTCC balance.

• Split-D will pay charges on issued Government Charge Card (GTCC) in a timely fashion.

Split-D (Cont.)

• Split-D will not pay a traveler’s personal credit card.

• Any balance on the GTCC is the traveler’s responsibility to pay promptly.

• GTCC overpayments* - All refunds to the GTCC must be coordinated by the traveler directly with Citibank at 1-800-790-7206.– *This is not a function of the PSC Travel Branch

or PSC/FINCEN Customer Service Departments.

• Audit Request notifications are sent out monthly by PSC TVL Branch.

• Audit Request notifications are auto-generated.

• Three Audit Request notifications will be sent to member for any claim that meets audit criteria.

T-PAX Audit Process

• Audit Criteria:– All claims resulting in an

entitlement of $2,500.00 or more.

– 15% of all claims submitted through TPAX for a specified month.

T-PAX Audit Process(cont.)

• Audit Request notifications are sent to member’s email addresses listed in:– T-PAX (primary email address)

** Keep email addresses in Direct Access and T-PAX updated.

T-PAX Audit Process(cont.)

• Audit requests “normally” will be sent the first business day of the first full week of the month.– 1st notification of Audit Request is sent to member.– 2nd notification of Audit Request is sent to member

if no response is received after 30 days of 1st request.

– 3rd and Final notification of Audit Request is sent to member if no response is received after 30 days of 2nd request.

• Members may also receive this information/status by logging onto FINCEN’s web site – http://cgweb.fincen.uscg.mil/TVS_AUX2/

T-PAX Audit Process(cont.)

• If no response is received after 30 days of 3rd Request:– PSC will process a supplemental to

recoup all monies previously paid against that claim.

– PSC will send email notification of debt to member.

• “Hot Audits”

T-PAX Audit Process(cont.)

• Unit reports:– Available at:

http://cgweb.psc.uscg.mil/TRAVEL/AUDITS/

– Lists all members attached to unit with pending Audit Requests.

– Lists 1st, 2nd, and 3rd audit requests and recoupment reports for the unit.

T-PAX Audit Process(cont.)

• Audit packages should include COPIES of:– Audit Request notification e-mail– Travel Claim (must be signed by mbr and AO)– Orders (must be signed by Authorizing Official)

• If Claim/Orders were created in UTS, and mbr did not retain a copy .. the mbr may submit audit package w/o these along with a statement requesting PSC retrieve this Claim/Orders from UTS.

– Amendments / Endorsements (if any)– Itemized Lodging receipts– Airfare receipts (must show form of payment and $

amt)– Rental Car receipts– Any receipts $75.00 or more

T-PAX Audit Process(cont.)

• Audit packages should be mailed to:

Commanding Officer (TVL- T-PAX Audits)U.S. Coast GuardPersonnel Service Center444 S E Quincy St.Topeka, KS 66683

T-PAX Audit Process(cont.)

• Audit packages received by PSC are:– Logged as received in database and an email

will be sent to the member via T-PAX primary email address

– Reviewed for completeness• If incomplete, the audit package is returned to

member– Email is sent to member

• Member has 15 days to comply with the returned audit package before action is taken

– Reviewed for errors

T-PAX Audit Process(cont.)

• If no errors found:– Audit is logged as complete.– No further action is required.

• If errors found:– PSC will process a negative

supplemental to recoup the unauthorized paid entitlement.

– Audit is logged as complete.– Auto email to member on actions

taken.

T-PAX Audit Process(cont.)

• Supplementals submitted to change post-audit claim resulting in a debt:– (Military personnel) - Debt has begun

collecting from member’s pay – PSC will:•Stop any invalid debt currently running•Reprocess travel claim with any necessary

changes•Cancel or Reduce debt•Disburse any additional entitlement money

– (Civilian personnel) - Debt has begun collecting from member’s pay – PSC will:•Process the supplemental to pay member the

additional entitlement•Let the existing debt run against member’s pay

T-PAX Audit Process(cont.)

Questions?