Travel Audit Package Submissions

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Travel AuditPackage Submissions
Overview
Orders Amendments
DD-1351
Transportation Receipts

• Who
• What
• Where
• When
• Why

Lodging Receipts
All Other Receipts
Miscellaneous
2
How to use this tutorial
Overview
Orders Amendments

• There are tabs along the right-hand sidefor
  specific topics. These tabs hyperlink to the
  requested topic.
• There are multiple pages in each topic, so you
  will need to press the ENTER key to progress
  through this presentation.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
3
Overview
Overview
Orders Amendments

• TPAX audits are required by law under the
  following guidelines
• All claims over 2,500
• 15 of ALL claims submitted (to include those
  over 2,500)
• Audit packages must be forwarded within 10
  business days.
• Submit completed audit packages to
• Commanding Officer (TVL-TPAX-Audits) USCG Pay
  and Personnel Center PO Box 3551 444 SE Quincy
  Street Topeka, KS 66601-3551

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Receipt of E-mail
Overview
Orders Amendments

• When a TPAX Audit e-mail has been received, the
  subject line will identify if the request is the
  first, second, or third time the system has sent
  a request for a specific Audit, as shown below
• From PSC-CustomerCare2_at_uscg.milmailto
  PSC-CustomerCare2_at_uscg.mil
• Sent Wednesday, March 01, 2011 821 AM
• To Sailor, Salty BMCM
• Subject FIRST REQUEST FOR TPAX AUDIT-DO NOT
  REPLY TO THIS E-MAIL ADDRESS

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Which Trip is being Audited?
Overview
Orders Amendments

• When a TPAX Audit e-mail has been received, the
  first portion of the e-mail body will identify
  the traveler, the TONO, and the dates of travel
  for a specific TONO, as shown below
• Traveler's Name SALTY SAILOR
• TONO 1111045MNO802000
• Travel Dates Start Date 1/23/2011 End
  Date 1/29/2011
• UAO's Name
• Claim Number 1234567890
  Block Number 11A12345
• FIRST REQUEST FOR TPAX AUDIT

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Required Items Listed
Overview
Orders Amendments

• The e-mail states the items to include with your
  audit package and that the email is to be
  attached to the top of the claim. The items to
  include are
• COPY OF THE SIGNED ORDERS AUTHORIZATION
• COPY OF ALL SIGNED AMENDMENTS
• COPY OF TRAVEL CLAIM (1351-2 Electronically
  Signed by traveler and unit AO)
• COPY OF ALL PAID TRANSPORTATION RECEIPTS
  (including Rental Car receipts)
• COPY OF ITEMIZED RECEIPT(S) FOR ALL LODGING
• COPY OF SIGNED LONG TERM LODGING AGREEMENT OR
  RENTAL AGREEMENT
• COPY OF RECEIPTS FOR ALL REIMBURSABLE EXPENSES
  OF 75 OR MORE
• NOTE CREDIT CARD STATEMENTS ARE NOT AUTHORIZED
• TO BE USED AS A VALID RECEIPT

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Orders and Amendments
Overview
Orders Amendments

• A copy of the orders are required with the audit
  package. As stated on the e-mail
• If you are unable to print a copy of your
  orders/authorization or your travel claim
  (1351-2) AND they have been processed and
  approved through the TPAX system, please send the
  rest of the audit package with a note attached
  notifying Travel Audit of this issue.
• This process does create a significant delay and
  should only be used if necessary. The next slide
  provides guidance on printing your orders from
  TPAX.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Printing Orders from TPAX
Overview
Orders Amendments

• There are several quick steps to printing orders
  from TPAX so they may be submitted along with the
  package. The following slides provide a
  step-by-step demonstration of these steps
• Navigate to your History file in TPAX (see
  Web-based TPAX)
• Enter the desired TONO and click the FIND button
• A new set of fields will appear. Click the
  DISPLAY button for the authorization
• A listing payment history will appear
• Click the PRINT button
• A pop-up will appear select the Authorization
  option and click the PRINT button
• This will create an Adobe PDF copy of your orders.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
Select the History field
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
Enter the desired TONO in the field then
click the FIND button
Orders Amendments
DD-1351
1111045MNO802000
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
All payments for this TONO appear. Click the
Display button
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
A pop-up will appear. Select the appropriate
option, then click the Print button
Click the Print button
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
13
Overview
Your ORDERS are now available in Adobe PDF for
you to save and/or print as necessary.
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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For Assistance with Printing
Overview
Orders Amendments

• For assistance with printing the Orders, please
  visit the PPC (Travel) TPAX Audit FAQ web page
• www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf
• Or for WinTPAX CITRIX connection PPC Travel
  WinTPAX Citrix Connection Help
• www.uscg.mil/ppc/travel/t-pax/webhelp/index.htmAu
  dit_FAQs.htm
• www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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DD-1351
Overview
Orders Amendments

• A copy of the DD-1351 is required with the audit
  package. As stated on the e-mail
• If you are unable to print a copy of your
  orders/authorization or your travel claim
  (1351-2) AND they have been processed and
  approved through the TPAX system, please send the
  rest of the audit package with a note attached
  notifying Travel Audit of this issue.
• This process does create a significant delay and
  should only be used if necessary. The next slide
  provides guidance on printing your orders from
  TPAX.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
16
Printing the DD-1351 from TPAX
Overview
Orders Amendments

• There are several quick steps to printing the
  DD-1351 from TPAX so it may be submitted along
  with the package. The following slides provide a
  step-by-step demonstration of these steps
• Navigate to your History file in TPAX (see
  Web-based TPAX)
• Enter the desired TONO and click the FIND button
• A new set of fields will appear. Click the
  DISPLAY button next to the Settlement option
• A listing payment history will appear
• Click the PRINT button
• A pop-up will appear select the DD-1351-2
  option and click the PRINT button
• This will create an Adobe PDF copy of your
  DD-1351.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
Select the History field
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Overview
Enter the desired TONO in the field then
click the FIND button
Orders Amendments
DD-1351
1111045MNO802000
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
19
Overview
All payments for this TONO appear. Click the
Display button
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
20
Overview
A pop-up will appear. Select the appropriate
option, then click the Print button
Click the Print button
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
21
Overview
Your DD-1351 is now available in Adobe PDF for
you to save and/or print as necessary.
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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For Assistance with Printing
Overview
Orders Amendments

• For assistance with printing the DD-1351, please
  visit the PPC (Travel) TPAX Audit FAQ web page
• www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf
• Or for WinTPAX CITRIX connection PPC Travel
  WinTPAX Citrix Connection Help
• www.uscg.mil/ppc/travel/t-pax/webhelp/index.htmAu
  dit_FAQs.htm
• www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Transportation Receipts
Overview
Orders Amendments

• Transportation Receipts are REQUIRED, regardless
  of the amount, for proper travel claim/settlement
  submission. Examples include
• Airplane (including Baggage Fees)
• Bus
• Ferry
• Rental Car
• Train

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Lost Transportation Receipts
Overview
Orders Amendments

• If you have a lost or damaged transportation
  receipt, you will need to file a statement with
  your audit package. Click on the link below for
  a copy of the statement
• http//www.uscg.mil/ppc/travel/receipts.pdf

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Lodging Receipts
Overview
Orders Amendments

• Lodging Receipts are REQUIRED for proper travel
  claim/settlement submission.
• If you have a lost or damaged lodging receipt,
  you will need to file a statement with your audit
  package. Click on the link below for a copy of
  the statement
• http//www.uscg.mil/ppc/travel/LostLodgingReceipt.
  pdf
• For lodging to be a reimbursable expense, it MUST
  be at a properly licensed establishment. When
  staying with family or friends, lodging expense
  is not authorized.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Lodging Receipt Requirements
Overview
Orders Amendments

• Lodging receipts must contain the following
• Itemized room charges (rate, taxes, any other
  charges)
• Include the single room rate (monthly amount on
  leases)
• Applicable taxes
• Dates of lodging
• Name of establishment, landlord, or leasing
  office
• Full address
• Contact information (Phone number)

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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All Other Receipts
Overview
Orders Amendments

• All other expenditures of 75.00 or greater
  require a receipt. For audit purposes, a COPY is
  required
• KEEP ALL ORIGINAL RECEIPTS!
• All copies of receipts must include
• The total amount
• The name of the establishment
• The full address of the establishment
• Contact information for the establishment

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Lost Miscellaneous Receipts
Overview
Orders Amendments

• If you have lost a required receipt, you will
  need to file a statement with your audit package.
  Click on the link below for a copy of the
  statement
• http//www.uscg.mil/ppc/travel/receipts.pdf

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Miscellaneous
Overview
Orders Amendments

• If a traveler is audited on multiple claims, a
  complete individual audit package is required for
  each claim.
• Packages with (or for ) multiple audits packages
  may be sent in the same envelope however, each
  audit package must be separated by placing each
  audit in their own individual package that
  distinguishes them apart from each other.
• Incomplete or improperly submitted audit packages
  will be returned.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Miscellaneous
Overview
Orders Amendments

• Send only those items required by the audit
  e-mail.
• Failure to submit the required items or failure
  to follow the instructions provided may result in
  a delay of processing your audit package and/or
  possible travel debt action.

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Further Assistance
Overview
Orders Amendments

• If you need further assistance, you may call PPC
  Customer Care toll free at
• 1-866-772-8724
• Monday Friday
• 0700 1600 (Central)
• Or submit an online ticket at PPC Customer Care
  Branch website
• http//www.uscg.mil/ppc/ccb

DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous
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Thank you for reviewing the Travel Audit Package
Submission tutorial
Overview
Orders Amendments
DD-1351
Transportation Receipts
Lodging Receipts
All Other Receipts
Miscellaneous