Transcript
Page 1: National Travel Forum US Coast Guard TAC-ON 26 June 2006

National Travel ForumNational Travel ForumUS Coast Guard TAC-ONUS Coast Guard TAC-ON

26 June 200626 June 2006

National Travel ForumNational Travel ForumUS Coast Guard TAC-ONUS Coast Guard TAC-ON

26 June 200626 June 2006

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CWO3 Andrew AlkireCWO3 Andrew AlkireBranch Chief, PSC Travel BranchBranch Chief, PSC Travel Branch

Mrs. Karen StadlerMrs. Karen StadlerSupervisor, Travel Systems Support TeamSupervisor, Travel Systems Support Team

Mrs. Kimberley ValenzuelaMrs. Kimberley ValenzuelaSupervisor, Travel Audit TeamSupervisor, Travel Audit Team

YN2 Rebekah McLeanYN2 Rebekah McLeanAuditor, Travel Audit TeamAuditor, Travel Audit Team

Presented by PSC TravelPresented by PSC TravelPresented by PSC TravelPresented by PSC Travel

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PSC ProceduresPSC Procedures

T-PAX Functions: Passwords / T-PAX Functions: Passwords / Retrieve Request / Print Travel Retrieve Request / Print Travel Voucher Summary SheetsVoucher Summary Sheets

T-PAX Navigation: Special ClaimsT-PAX Navigation: Special Claims

T-PAX Post Audit ProcessT-PAX Post Audit Process

Various Types of Per DiemVarious Types of Per Diem

Items To Be Discussed …Items To Be Discussed …Items To Be Discussed …Items To Be Discussed …

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CWO A. AlkireBranch Chief, Travel Business Line

ProductionYNC R. Webb

AuditK. Valenzuela

System SupportK. Stadler

Travel SupportYNC B. Bartsch

•Process TDY & PCS

•Forwards TPAX claims for release

•Audit all TDY & PCS

•Releases all claims to FINCEN for payment

•Researches corrective action for claims that FINCEN is unable to pay

•Process Supplementals issued by CCB

•Researches CC Calls

15 Team mbrs 7 Team mbrs 6 Team mbrs 5 Team mbrs

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PSC ProceduresPSC ProceduresPSC ProceduresPSC Procedures

PSC batches travel claims through T-PAX dailyPSC batches travel claims through T-PAX daily

PSC examines/enters Travel ClaimsPSC examines/enters Travel Claims

Daily transmissions to FINCEN for Daily transmissions to FINCEN for disbursement of Fundsdisbursement of Funds

PSC requests Audits for T-PAX claims monthlyPSC requests Audits for T-PAX claims monthly- <$2,500 & Random Sampling- <$2,500 & Random Sampling

PSC creates negative supplementals to recoup PSC creates negative supplementals to recoup erroneous payments (if not authorized or legal)erroneous payments (if not authorized or legal)

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Member ResponsibilitiesMember ResponsibilitiesMember ResponsibilitiesMember Responsibilities

Prompt submission of claimsPrompt submission of claims

Providing package upon receiving audit Providing package upon receiving audit requestsrequests

Check FINCEN pay history site for paymentsCheck FINCEN pay history site for payments

Closely review TVSs (Travel Voucher Closely review TVSs (Travel Voucher Summary sheets) – now available On-Line via Summary sheets) – now available On-Line via PSC or FINCEN websites (also available thru PSC or FINCEN websites (also available thru T-PAX)T-PAX)

Submit supplementals when necessary (new Submit supplementals when necessary (new claim – signatures required)claim – signatures required)

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Travel Claim VolumeTravel Claim Volume Travel Claim VolumeTravel Claim Volume June 12th – 16th

399 PCS Claims week (8000 399 PCS Claims week (8000 expected) expected)

3030 TDY – T-PAX Claims week3030 TDY – T-PAX Claims week

468 TDY – Manual Claims week468 TDY – Manual Claims week

603 Advances week603 Advances week

$88 Million Yr – 180K transactions$88 Million Yr – 180K transactions

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T-PAX FunctionsT-PAX FunctionsT-PAX FunctionsT-PAX Functions

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T-PAX Password ResetsT-PAX Password Resets– Eight charactersEight characters– AlphanumericAlphanumeric– No special characters (i.e. @#$&)No special characters (i.e. @#$&)– Make sure Authentication information is Make sure Authentication information is

filled out correctly and you can remember filled out correctly and you can remember it!!!it!!!

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

T-PAX: Password ResetsT-PAX: Password ResetsT-PAX: Password ResetsT-PAX: Password Resets

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This option will retrieve a claim This option will retrieve a claim forwarded to the AO for approval as forwarded to the AO for approval as long as the AO has not approved it.long as the AO has not approved it.

T-PAX: Retrieve RequestT-PAX: Retrieve RequestT-PAX: Retrieve RequestT-PAX: Retrieve Request

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Can be obtained from TPAX by:Can be obtained from TPAX by:– Opening “settlement” Opening “settlement” – Click on “print request” Click on “print request” – Select “print voucher”Select “print voucher”

** For more information, ** For more information, please see T-PAX tutorialplease see T-PAX tutoriallocated located http://cgweb.psc.uscg.milhttp://cgweb.psc.uscg.mil ** **

Travel Voucher Summary Travel Voucher Summary SheetsSheets

Travel Voucher Summary Travel Voucher Summary SheetsSheets

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T-PAX NavigationT-PAX Navigation

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TDY Claims Only – NO PCS at this timeTDY Claims Only – NO PCS at this time

See it, Try it, Know it, Do it On-Demand See it, Try it, Know it, Do it On-Demand toolstools

Quick Reference Guides for a number of Quick Reference Guides for a number of actions ( actions (http://cgweb.psc.uscg.mil/pd.aspxhttp://cgweb.psc.uscg.mil/pd.aspx))

Few changes with T-PAX from UTS Few changes with T-PAX from UTS systemsystem– Layout is Windows BasedLayout is Windows Based

T-PAX: NavigationT-PAX: NavigationT-PAX: NavigationT-PAX: Navigation

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T-PAX: ResourcesT-PAX: Resources

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The More Difficult ClaimThe More Difficult Claim

– Back to Back claims paid for by Back to Back claims paid for by different Tono’sdifferent Tono’s

– TDY within TDY (Reserve recall TDY within TDY (Reserve recall members are sent TDY while on members are sent TDY while on recall with a different Tono) recall with a different Tono)

The “Not So Normal” Travel The “Not So Normal” Travel ClaimClaim

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This is the Recall Tono

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Per Diem will only pay 75% this day

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Member needs to claim 25% additional per diem on this day

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Note this is the new Tono for the TDY after the 1st trip

Member starts the TDY claim the next day

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Per diem will pay 75% here

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This will cover the entire day of per diem due to the reduction on the beginning day of travel

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Recall Tono

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Will only reimburse 75% on first and last

day

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Dual lodging, due to recall.

25% to cover the reduction for travel days

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Always good to use

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TDY within Recall period

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Will only reimburse 75% on first and last day

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25% to cover the reduction for travel days

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Pick up on the recall Tono the following day

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25% per diem to cover travel days

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T-PAXT-PAX

Post Audit ProcessPost Audit Process

T-PAXT-PAX

Post Audit ProcessPost Audit Process

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

Audit Request notifications are auto-Audit Request notifications are auto-generated.generated.

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

T-PAX Audit ProcessT-PAX Audit ProcessT-PAX Audit ProcessT-PAX Audit Process

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Audit Criteria:Audit Criteria:

– All claims resulting in an entitlement All claims resulting in an entitlement of $2500.00 or more.of $2500.00 or more.

– 10% of the remaining claims for a 10% of the remaining claims for a specified Month.specified Month.

T-PAX Audit ProcessT-PAX Audit Process (continued)(continued)T-PAX Audit ProcessT-PAX Audit Process (continued)(continued)

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Audit Request notifications are sent Audit Request notifications are sent to mbr’s email addresses listed in:to mbr’s email addresses listed in:

– T-PAXT-PAX– Direct AccessDirect Access

**** Keep email addresses in T-PAX **** Keep email addresses in T-PAX and and

Direct Access updated ****Direct Access updated ****

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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11stst notification of Audit Request is notification of Audit Request is sent to mbr.sent to mbr.

22ndnd notification of Audit Request is notification of Audit Request is sent to mbr if no response is received sent to mbr if no response is received after 30 days of 1after 30 days of 1stst request. request.

33rdrd and and FinalFinal notification of Audit notification of Audit Request is sent to mbr if no response Request is sent to mbr if no response is received after 30 days of 2is received after 30 days of 2ndnd request.request.

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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If no response is received after 30 If no response is received after 30 days of 3days of 3rdrd Request: Request:

– TVL will process a supplemental to TVL will process a supplemental to recoup all monies previously paid recoup all monies previously paid against that claim.against that claim.

– TVL will send email notification of TVL will send email notification of debt to mbr. debt to mbr.

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Unit reportsUnit reports– Sent to all units Attn: Commanding Sent to all units Attn: Commanding

OfficerOfficer– Lists all members attached to unit with Lists all members attached to unit with

pending Audit Requests.pending Audit Requests.– Lists 1Lists 1stst, 2, 2ndnd, and 3, and 3rdrd audit requests for audit requests for

the unit. the unit. – Provides stats to unitProvides stats to unit

Stats include # of audits requested from unitStats include # of audits requested from unit# of those audits correct# of those audits correct# of those audits incorrect# of those audits incorrect

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Audit packages should include Audit packages should include COPIESCOPIES of: of:

– Audit Request notification e-mailAudit Request notification e-mail– Travel ClaimTravel Claim

Must be signed by mbr and AOMust be signed by mbr and AO

– OrdersOrders

Must be signed by Authorizing OfficialMust be signed by Authorizing Official

– Amendments / Endorsements (if any)Amendments / Endorsements (if any)

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Audit packages should include Audit packages should include COPIESCOPIES of: of:

– Itemized Lodging receiptsItemized Lodging receipts– Airfare receiptsAirfare receipts

Must show form of payment and $$ Must show form of payment and $$ amountamount

– Rental Car receiptsRental Car receipts– Any receipts $75.00 or moreAny receipts $75.00 or more

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Audit packages should be mailed Audit packages should be mailed to:to:

Commanding Officer (TVL: T-PAX Commanding Officer (TVL: T-PAX Audits)Audits)

U.S. Coast GuardU.S. Coast Guard

Personnel Service CenterPersonnel Service Center

PO Box 3551PO Box 3551

Topeka, KS 66601Topeka, KS 66601

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Audit packages received by PSC TVL Audit packages received by PSC TVL are:are:

– Logged as received in databaseLogged as received in database– Reviewed for completenessReviewed for completeness

If incomplete, the audit package is discarded and If incomplete, the audit package is discarded and mbr is notified to resubmit with complete mbr is notified to resubmit with complete package.package.

30 days begin the day mbr is notified to resubmit 30 days begin the day mbr is notified to resubmit complete package.complete package.

– Reviewed for errorsReviewed for errors

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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

Errors found:Errors found:– In member’s favorIn member’s favor – TVL will attempt – TVL will attempt

to notify mbr of the possible missed to notify mbr of the possible missed expense. It is mbr’s responsibility to expense. It is mbr’s responsibility to review claim and submit a review claim and submit a supplemental.supplemental.

– Against mbrAgainst mbr – TVL will process a – TVL will process a negative supplemental to recoup the negative supplemental to recoup the overpayment. overpayment.

– Audit is logged as complete.Audit is logged as complete.

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Supplementals submitted in Supplementals submitted in response to a post-audit claim that response to a post-audit claim that resulted in a debt resulted in a debt andand::

– Debt has Debt has begunbegun collecting from mbr’s pay collecting from mbr’s pay (both Military and Civilian)(both Military and Civilian)

TVL will process the supplemental to TVL will process the supplemental to pay mbr the additional entitlement pay mbr the additional entitlement and let the existing debt run against and let the existing debt run against mbr’s pay.mbr’s pay.

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Supplementals submitted in response Supplementals submitted in response to a post-audit claim that resulted in to a post-audit claim that resulted in a debt a debt andand::

– Debt has Debt has not begunnot begun collecting from mbr’s pay collecting from mbr’s pay (both Military and Civilian)(both Military and Civilian)

TVL will process the supplemental to TVL will process the supplemental to lower or cancel the existing debt lower or cancel the existing debt depending on the previous debt depending on the previous debt amount and amount of entitlement.amount and amount of entitlement.

T-PAX Audit Process T-PAX Audit Process (continued)(continued)T-PAX Audit Process T-PAX Audit Process (continued)(continued)

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Various Types of Various Types of Per DiemPer Diem

Various Types of Various Types of Per DiemPer Diem

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TDY PER DIEMTDY PER DIEMTDY PER DIEMTDY PER DIEM

A per diem allowance is designed to offset the A per diem allowance is designed to offset the cost of lodging , meals, and incidental cost of lodging , meals, and incidental expenses incurred by a member while expenses incurred by a member while performing travel, and/or TDY away from the performing travel, and/or TDY away from the member’s PDS. A per diem allowance is member’s PDS. A per diem allowance is payable for whole days, except for the payable for whole days, except for the departure day from and for the return day to departure day from and for the return day to the PDS.the PDS.75% of the appropriate M&IE rate is paid for 75% of the appropriate M&IE rate is paid for the days of departure from and/or return to the the days of departure from and/or return to the PDS in connection with TDY, regardless of PDS in connection with TDY, regardless of what time the member departs or returns. On what time the member departs or returns. On these days, the GMR or PMR do not apply.these days, the GMR or PMR do not apply.

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TDY Per DiemTDY Per DiemTDY Per DiemTDY Per Diem

Commercial Rate (Locality)Commercial Rate (Locality)Government Meal RateGovernment Meal RateProportional Meal RateProportional Meal RateDeductible Meal RateDeductible Meal RateNon-deductible MealsNon-deductible MealsActual ExpenseActual ExpenseActual Expense Lodging PlusActual Expense Lodging PlusSuper Actual Expense Super Actual Expense Reduced Per DiemReduced Per DiemNo Per DiemNo Per Diem

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Finding locality rates in T-PaxFinding locality rates in T-PaxFinding locality rates in T-PaxFinding locality rates in T-Pax

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Various Types of Per DiemVarious Types of Per DiemVarious Types of Per DiemVarious Types of Per Diem

Locality Rate (Commercial) – This is the Locality Rate (Commercial) – This is the rate auth and given from the JFTR. This rate auth and given from the JFTR. This rate is determined by the lodging facility.rate is determined by the lodging facility.Per Diem computation for TDY of more than Per Diem computation for TDY of more than 12 hrs, but less than 24 hours:12 hrs, but less than 24 hours:M&IE of 75% of the M&IE rate for the TDY M&IE of 75% of the M&IE rate for the TDY location is payable.location is payable.If more than one TDY location is involved If more than one TDY location is involved and the mbr is not required to obtain and the mbr is not required to obtain lodging, M&IE of 75% of the highest M&IE lodging, M&IE of 75% of the highest M&IE rate is payable.rate is payable.**Per diem is not auth when tvl is **Per diem is not auth when tvl is performed in the local area.performed in the local area.

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GMR – Government Meal RateGMR – Government Meal RateGMR – Government Meal RateGMR – Government Meal Rate

Government Meal Rate (GMR) – The Government Meal Rate (GMR) – The standard GMR for meals in a standard GMR for meals in a government mess plus $3 for government mess plus $3 for incidentals expenses is paid. This incidentals expenses is paid. This rate applies each day that:rate applies each day that:– The GMR is directed when: The GMR is directed when: – The government mess is available for all The government mess is available for all

three meals on the U.S. Installation to three meals on the U.S. Installation to which the member is assigned TDYwhich the member is assigned TDY

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PMR- Proportional Meal RatePMR- Proportional Meal RatePMR- Proportional Meal RatePMR- Proportional Meal Rate

Proportional Meal Rate (PMR) – the Proportional Meal Rate (PMR) – the PMR plus $3 for incidentals expenses PMR plus $3 for incidentals expenses is paid. The PMR applies each day is paid. The PMR applies each day that:that:– Adequate Government quarters are Adequate Government quarters are

available on the U.S. Installation to available on the U.S. Installation to which the member is assigned TDY,which the member is assigned TDY,

– At least one meal is available and At least one meal is available and directed where the member is assigned directed where the member is assigned TDY.TDY.

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A Deductible MealA Deductible Meal is a meal/meals: is a meal/meals:Made available pursuant to an agreement between a Uniformed Made available pursuant to an agreement between a Uniformed Service and any organization, if the orders direct use of the facility Service and any organization, if the orders direct use of the facility providing the meal (s);providing the meal (s);Included in a registration fee paid by the Government;Included in a registration fee paid by the Government;Furnished at no cost to the traveler by a school while attending a Furnished at no cost to the traveler by a school while attending a course of instruction if the Government ultimately pays the school course of instruction if the Government ultimately pays the school for the meal cost;for the meal cost;Provided by a lodging establishment for which a charge is added in Provided by a lodging establishment for which a charge is added in the lodging cost (ex., lodging cost $75 without breakfast; lodging the lodging cost (ex., lodging cost $75 without breakfast; lodging cost $85 with breakfast); orcost $85 with breakfast); orProvided by a lodging establishment when the meal (s) are included Provided by a lodging establishment when the meal (s) are included in the lodging cost under an agreement between the Government in the lodging cost under an agreement between the Government and the lodging establishment (ex., an agency arranges for lodging and the lodging establishment (ex., an agency arranges for lodging at a conference / meeting and the cost of one or more meals is at a conference / meeting and the cost of one or more meals is included in the lodging costs).included in the lodging costs).If all three meals are provided / consumed at no cost to the traveler, If all three meals are provided / consumed at no cost to the traveler, only the incidental expense amount for that day ($3 CONUS, or the only the incidental expense amount for that day ($3 CONUS, or the applicable locality incidental expense rate is payable.applicable locality incidental expense rate is payable.

Deductible Meal RateDeductible Meal RateDeductible Meal RateDeductible Meal Rate

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Non-Deductible MealsNon-Deductible MealsNon-Deductible MealsNon-Deductible MealsThe following are not deductible meals:The following are not deductible meals:

Box lunches, (which include such things as C Rations, K Box lunches, (which include such things as C Rations, K Rations, MREs) – except when MREs and / or other box Rations, MREs) – except when MREs and / or other box lunches are the only method of providing adequate lunches are the only method of providing adequate subsistence to members.subsistence to members.In flight mealsIn flight mealsRations furnished by the Government on military aircraft,Rations furnished by the Government on military aircraft,Government meals paid for by the member and Government meals paid for by the member and consumed in a Government mess,consumed in a Government mess,Meals provided by private individuals, orMeals provided by private individuals, orMeal(s) provided by a lodging establishment on a Meal(s) provided by a lodging establishment on a complimentary basis without adding a charge for the complimentary basis without adding a charge for the meal(s) in the lodging cost (ex., lodging cost with or meal(s) in the lodging cost (ex., lodging cost with or without breakfast).without breakfast).

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Actual Expense Allowance Actual Expense Allowance (AEA)(AEA)

Actual Expense Allowance Actual Expense Allowance (AEA)(AEA)

An actual expense allowance allows the members An actual expense allowance allows the members to be reimbursed, in unusual circumstances, for to be reimbursed, in unusual circumstances, for actual and necessary expenses that exceed the actual and necessary expenses that exceed the maximum locality per diem rate. When maximum locality per diem rate. When authorized / approved, AEA is in lieu of the per authorized / approved, AEA is in lieu of the per diem rates for the area. The AO may auth AEA.diem rates for the area. The AO may auth AEA.An AEA may be auth / approved for the travel An AEA may be auth / approved for the travel when the per diem is insufficient for part, or all, when the per diem is insufficient for part, or all, of travel assignment because:of travel assignment because:Actual and necessary expenses (especially Actual and necessary expenses (especially lodgings) exceed the maximum per diem,lodgings) exceed the maximum per diem,Of special duties or special / unforeseen events.Of special duties or special / unforeseen events.**AEA must not be auth as part of a ‘blanket’ **AEA must not be auth as part of a ‘blanket’ travel order.travel order.

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Actual Expense Lodging Plus Actual Expense Lodging Plus (AELP)(AELP)

Actual Expense Lodging Plus Actual Expense Lodging Plus (AELP)(AELP)

Ordinarily, the daily AEA maximum Ordinarily, the daily AEA maximum needed for a TDY is at/below 150% needed for a TDY is at/below 150% of the locality per diem rate, but in of the locality per diem rate, but in certain circumstances member’s are certain circumstances member’s are auth a higher rate.auth a higher rate.

The formula is basic:The formula is basic:– 150% multiplied by the locality rate and 150% multiplied by the locality rate and

then subtract the M&IE rate and you then subtract the M&IE rate and you will have your new Lodging Plus Rate.will have your new Lodging Plus Rate.

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Super Actual Expense (SAELP)Super Actual Expense (SAELP) Super Actual Expense (SAELP)Super Actual Expense (SAELP)

Daily maximums for CONUS/OCONUS Daily maximums for CONUS/OCONUS travel in excess of 150% but not travel in excess of 150% but not exceeding 300% of the locality per exceeding 300% of the locality per diem rate may be auth/approved if diem rate may be auth/approved if required to meet travel-associated required to meet travel-associated expenses.expenses.

Formula is the same as 150%.Formula is the same as 150%.– 300% multiplied by the locality rate and 300% multiplied by the locality rate and

then subtract the M&IE rate for the new then subtract the M&IE rate for the new Super Actual Expense Rate.Super Actual Expense Rate.

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Reduced Per DiemReduced Per DiemReduced Per DiemReduced Per Diem

The Secretary concerned may authorize zero per diem or rates of per diem in lesser amounts.When the circumstances of the travel or duty to be performed so warrant and are peculiar to that particular Service. This authority may be delegated to a chief of an appropriate bureau or staff agency of the headquarters of the Service concerned or to a commander of an appropriate naval systems command headquarters, but may not be re-delegated. Reduced per diem rates should incorporate amounts for clothes laundry/dry-cleaning/pressing if the travel is OCONUS or for less than 7 days in CONUS.

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No Per DiemNo Per DiemNo Per DiemNo Per Diem When Not in a Travel StatusDay of Leave or Proceed TimeWhen PCS MALT PLUS Per Diem Is PaidTravel or TDY within PDS LimitsTDY within the Local Area of the PDS (Outside the PDS Limits)Round Trips within 12 HoursMembers Traveling Together with No/Limited ReimbursementNavigational and Proficiency FlightsAssigned to Two-crew Nuclear SubmarinesTDY or Training Duty Aboard Government ShipAboard Ship Constructed by Commercial ContractorField DutyTDY Aboard Foreign (Non-government) ShipMember in Missing StatusMembers Traveling Together

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PSC TravelPSC TravelPSC TravelPSC Travel

Questions?Questions?