Travel Audit Package Submissions Overview Travel Audit Package Submissions Orders & Amendments DD-1351 Transportation Receipts Who… What… Where… When… Why… Lodging Receipts All Other Receipts Miscellaneous

How to use this tutorial Overview How to use this tutorial Orders & Amendments There are tabs along the right-hand side for 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

Transportation Receipts 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 444 SE Quincy Street Topeka, KS 66683-3591 DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts Overview Receipt of E-mail 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@uscg.mil[mailto: PSC-CustomerCare2@uscg.mil] Sent: Wednesday, March 01, 2011 8:21 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

Which Trip is being Audited? Overview Which Trip is being Audited? 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

Overview Required Items Listed 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

Transportation Receipts Overview Orders and Amendments 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

Printing Orders from TPAX Overview Printing Orders from TPAX 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

Select the History field Overview Select the History field Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts 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

All payments for this TONO appear. Click the Display button Overview All payments for this TONO appear. Click the Display button Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts 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

Transportation Receipts 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

For Assistance with Printing Overview For Assistance with Printing 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.htm#Audit_FAQs.htm DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts Overview DD-1351 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

Printing the DD-1351 from TPAX Overview Printing the DD-1351 from TPAX 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

Select the History field Overview Select the History field Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts 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

All payments for this TONO appear. Click the Display button Overview All payments for this TONO appear. Click the Display button Orders & Amendments DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts 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

Transportation Receipts 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

For Assistance with Printing Overview For Assistance with Printing 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.htm#Audit_FAQs.htm DD-1351 Transportation Receipts Lodging Receipts All Other Receipts Miscellaneous

Transportation Receipts Overview Transportation Receipts 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

Lost Transportation Receipts Overview Lost Transportation Receipts 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

Transportation Receipts Overview Lodging Receipts 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

Lodging Receipt Requirements Overview Lodging Receipt Requirements 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

All Other Receipts KEEP ALL ORIGINAL RECEIPTS! Overview All Other Receipts 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

Lost Miscellaneous Receipts Overview Lost Miscellaneous Receipts 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

Transportation Receipts Overview Miscellaneous 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

Transportation Receipts Overview Miscellaneous 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

Transportation Receipts Overview Further Assistance 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

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