Who…Who…What…What…

Where…Where…When…When…

Why…Why…

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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.

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TPAX audits are required by law under the following guidelines:

– All claims over $2,500– Random sampling as determined by the agency, if an electronic submission.– Audit packages that are incomplete must be corrected and forwarded within 30 calendar days.

Submit completed audit packages via the WEBTPAX “Manage Images” function. For detailed information, please see WEBTPAX Attachments (http://www.uscg.mil/ppc/travel/webtpaxattachments.pdf)

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When a member is selected for audit, the traveler will receive a courtesy email notification to his/her Coast Guard email address as shown below:

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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:

Travel Dates: Start Date: 1/23/2011 End Date: 1/29/2011

TONO: 1111045MNO802000

UAO's Name: SALTY SAILOR

Claim Number: 1234567890 Block Number: 11A12345

REQUEST FOR TPAX AUDIT

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The e-mail states which items to ensure are attached to your WEBTPAX claim if scanning documents is possible. The items to include are:• COPY OF THE SIGNED ORDERS AUTHORIZATION EVEN IF ORDERS WERE APPROVED IN TPAX

• COPY OF ALL SIGNED AMENDMENTS

• COPY OF ALL PAID COMMERCIAL TRANSPORTATION RECEIPTS (including air, rail, bus, ferry and rental car receipts)

• COPY OF ITEMIZED RECEIPT(S) FOR ALL LODGING SHOWING A ZERO BALANCE DUE OR PROOF OF PAYMENT

• COPY OF SIGNED LONG TERM LODGING AGREEMENT OR RENTAL AGREEMENT

• COPY OF RECEIPTS FOR ALL REIMBURSABLE EXPENSES OF $75 OR MORE

• IF TDY WAS FOR A CONFERENCE, A COPY OF THE CONFERENCE ATTENDANCE REQUEST FORM WITH HANDWRITTEN AO SIGNATURE AS REQUIRED

NOTE: CREDIT CARD STATEMENTS ARE NOT AUTHORIZED

TO BE USED ALONE AS A VALID RECEIPT

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A copy of the orders are required to be attached to the WEBTPAX claim if scanning documents is possible. As stated on the e-mail:

If your claim does not have the appropriate documentation attached or PPC Travel needs clarification, you will receive an email notification in the form of a KICKBACK (return) Letter. You will have 30 calendar days to respond by attaching the necessary documents to this specific travel claim.

Please note: The orders requirement includes those orders created and approved in WEBTPAX! You must print the orders, have them signed by the AO and the traveler, and scan them back into the system.

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Transportation Receipts are REQUIRED, regardless of the amount, for proper travel claim/settlement submission. A copy of the transportation receipts are required to be attached to the WEBTPAX claim if scanning documents is possible.

Examples include:

• Airplane (including Baggage Fees)• Bus• Ferry• Rental Car• Train

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If you have a lost or damaged transportation receipt, you will need to file a statement with your audit package. This form will need to be attached to the WEBTPAX claim if scanning documents is possible. Click on the link below for a copy of the statement:

http://www.uscg.mil/ppc/travel/receipts.pdf

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Lodging Receipts are REQUIRED for proper travel claim/settlement submission. They are required to be attached to the WEBTPAX claim if scanning documents is possible.

If you have a lost or damaged lodging receipt, you will need to file a statement and attach to your WEBTPAX claim. 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 commercial lodging facility. When staying with family or friends, lodging expense is not authorized.

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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)• Show a zero balance due or proof of payment

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All other expenditures of $75.00 or greater require a receipt. These receipts are required to be attached to the WEBTPAX claim if scanning documents is possible.

KEEP ALL ORIGINAL RECEIPTS!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

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If you have lost a required receipt, you will need to file a statement and attach to your WEBTPAX claim if scanning documents is possible. Click on the link below for a copy of the statement:

http://www.uscg.mil/ppc/travel/receipts.pdf

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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.

Any lost receipt forms used MUST be signed by an approving official to be considered valid.

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If you need further assistance, you may call PPC Customer Care toll free at:

1-866-772-87241-785-339-2200Monday – Friday

0700 – 1600 (Central)

Or submit an online trouble ticket at PPC Customer Care Branch website:

http://www.uscg.mil/ppc/ccb

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Members who do not have access to WEBTPAX or scanning capabilities are authorized to submit a manual paper audit package through their AO to PPC Travel using U.S. Postal Service First Class Mail ONLY.

Commanding Officer (TVL-TPAX Audits)

USCG Pay and Personnel Center (PPC)

444 SE Quincy Street

Topeka, KS 66683-3551

For audit packages which must be mailed to PPC Travel, use the following guidelines provided to print the documents required from WEBTPAX.

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There are several quick steps to printing orders from TPAX so the traveler has a copy for their records. 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.

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Select the HistoryHistory fieldO

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Enter the desired TONOTONO in the field……then click the FINDFIND

button

1111045MNO802000

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All payments for this TONO appear.

Click the DisplayDisplay button

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Click the PrintPrint button

A pop-up will appear. Select the appropriate option, then click the PrintPrint

button

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Your ORDERSORDERS are now available in Adobe PDF for you to save and/or print as necessary.

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There are several quick steps to printing the DD-1351 from WEBTPAX so the traveler has a copy for their records. 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.

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Select the HistoryHistory field

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Enter the desired TONOTONO in the field… …then click the FINDFIND

button

1111045MNO802000

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All payments for this TONO appear.

Click the DisplayDisplay button

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Click the PrintPrint button

A pop-up will appear. Select the appropriate option, then click the PrintPrint

button

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Your DD-DD-13511351 is now available in Adobe PDF for you to save and/or print as necessary.

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For assistance with printing the Orders, please visit the PPC (Travel) TPAX Audit FAQ web page•www.uscg.mil/ppc/travel/webtpaxauditfaq.pdf

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