1. DTS for beginners, series 1

2. Objectives Overview instructions on
How to Create an Authorization for travel
How to Create a Travel Voucher
How to Review/Approve travel documents

3. DoD Directive From Memorandum, Dated 28 March 2008
“DTS will be the single, online travel system used by the Department. This mandate applies to all travel functions currently supported by the system and those that will be supported in the future, as they become available.”
Dr. David S. C. Chu
Under Secretary of Defense, Personnel & Readiness

4. Regulations
JFTR (Volume 1)-applies to uniformed service members
JTR (Volume 2)-applies to DoD civilians
DoDFMR (Vol. 5 – Disbursing Policy and Procedures and Vol. 9 – Travel Policy and Procedures)
Appendix G, and P within JFTR/JTR
Sources
Defense Travel System website
Defense Travel Management Office website
Travel Explores website

5. Series 1: How to Create an Authorization
Topic 5: DTS Processes

6. Authorization Process
Traveler/Clerk creates an authorization
CTO books reservations
AO approves electronically
Traveler secures advance and tickets
Traveler prints confirmed authorizations
Topic 5: DTS Processes

7. How to create an Authorization
Traveler/Clerk creates an authorization

8. READ AND SELECT

9. SELECT

10. SELECT

11. SELECT USING THE DROPDOWN MENU
ALWAYS SELECT TDY/TAD
SELECT THE LOCATION
FROM WHERE YOU WILL
BE LEAVING
SELECT USING THE DROPDOWN MENU
SELECT A DATE USING THE CALENDAR TOOL
TYPE IN A GOOD DESCRIPTION OF TDY MISSION
SELECT
SELECT

12. SELECT

13. TYPE IN TDY LOCATION THEN CLICK ON SEARCH LOCATION

14. SCROLL DOWN TO CONTINUE
SELECT FROM THE LIST OF LOCATIONS
SCROLL DOWN TO CONTINUE

15. SELECT
IF THE LOCATION CANNOT BE FOUND, CLICK HERE

16. USE THE CALENDAR TOOL TO SELECT THE DATES
Box D: You should have already booked this with your SATO agent if needed.
SELECT ACCORDINGLY

17. SCROLL DOWN

18. Completes the Itinerary
SELECT THE LOCATION
FOR YOUR RETURN
SELECT ACCORDINGLY
CHECK WHEN APPROPRIATE
CLICK!

19. Starts the Travel area COMM AIR (INDIV BILL) – GOVCC
COMM AIR (CENTRAL BILL)-NON GOVCC
TICKET VALUE = COST OF AIRFARE
DO NOT INCLUDE CTO FEE
CTO FEE IS ADDED AS A SEPARATE “OTHER TRANS.”
EXPENSE
SELECT DATES ACCORDINGLY
SCROLL DOWN AND SAVE

20. USE THIS TO ADD CTO FEE
USE THIS TO ADD RENTAL CAR. RENTALS ARRANGED THROUGH DTS ARE AT GOVERNMENT RATE AND INCLUDE INSURANCE . MAKE SURE NOT TO ACCEPT ANY EXTRA SERVICES WHEN PICKING UP THE RENTAL!

21. CTO FEE (INDIV BILL) – GOVCC
CTO FEE (CENTRAL BILL)-NON GOVCC
Ticket No: IS THE 13 DIGITS NUMBER
STARTING WITH IN YOUR E-TICKET/ITINERARY
TICKET VALUE = COST OF CTO FEE
SCROLL DOWN AND SAVE

22. Starts the Expenses area (Non-Mileage expenses tab)
SELECT EXPENSES
ADD COST
SELECT CORRECT
METHOD OF REIMBURSEMENT
ADD EXPENSES YOU
WILL NEED OR ARE
AUTHORIZED.
IF NOT SURE OF THE COST, JUST ESTIMATE
OR YOU CAN ADD LATER ON , WHEN YOU RETURN AND CREATE
YOUR ACTUAL VOUCHER.
SCROLL DOWN AND
SAVE EXPENSES
CLICK!

23. Continues the Expenses area (Mileage expenses tab)
SELECT MILEAGE
SELECT EXPENSE
TYPE FROM THE
DROPDOWN
MENU
SELECT PVT AUTO-
TERMINAL
DEPART DATE
RETURN DATE
*IF YOU PARK AT THE
AIRPORT, YOU WILL ONLY
CLAIM MILEAGE TO THE
AIRPORT ON DEPART DATE
AND ON RETURN DATE.
CLICK!

24. SCROLL DOWN
AND SAVE EXPENSES

25. Continues the Expenses area (Per Diem Entitlements expenses tab)
SELECT PER DIEM ENTITLEMENTS
SELECT TO ENTER THE
ESTIMATED LODGING RATE
(WITHOUT THE TAXES)
YOU MAY HAVE DIFFERENT
RATES FOR DIFFERENT DAYS

26. Editing the Per Diem Entitlements
IF NIGHTLY RATE IS THE SAME
FOR EVERY NIGHT, YOU CAN APPLY
THE RATE TO COVER THE PERIOD
USING THE CALENDAR TOOL TO
FIND THE LAST DAY OF STAY
(NOT THE CHECK-OUT DATE)
INPUT NIGHTLY
RATE AND
SCROLL DOWN.
SCROLL DOWN AND
CHECK ALL THAT APPLY

27. Editing the Per Diem Entitlements
SCROLL DOWN AND CHECK
THE ONES THAT APPLY, AND THE
COST, IF DIFFERENT FROM DEFAULT.
DEFAULT IS FULL RATE
SCROLL DOWN AND CHECK
THE ONE THAT APPLIES.
DEFAULT IS NO OTHER.
SELECT WHEN COMPLETED

28. Starts the Accounting area
SELECT ACCOUNTING
Starts the Accounting area
THERE WILL BE A DEFAULT ACCOUNTING LEVEL,
BUT MAKE SURE TO ADJUST IF NECESSARY
CLICK!

29. Starts the Additional Options area
SELECT ADDITIONAL OPTIONS
YOU CAN SELECT THIS TO REQUEST SCHEDULED PARTIAL PAYMENTS ONLY IF YOUR TRIP IS MORE THAN 45 DAYS
YOU CAN SELECT THIS TO REQUEST AN
ADVANCE ONLY IF YOU DO NOT HAVE A
GOVERNMENT CREDIT CARD (GOVCC).
AN ADVANCE WILL TAKE DAYS TO
SHOW UP IN YOUR ACCOUNT

30. Starts the Preview area
SELECT REVIEW SIGN
Starts the Preview area
YOU ARE NOW READY TO
PREVIEW YOUR AUTHORIZATION.
SCROLL DOWN AND REVIEW YOUR
FLIGHTS, RENTAL CAR, LODGING,
ETC.
IF ALL IS GOOD, SELECT
“SAVE AND PROCEED TO OTHER AUTHS”
AT THE BOTTOM.

31. Starts the Other Authorizations area
THE SECRETARY OF DEFENSE MEMORANDUM DATED MARCH 14, 2011, MANDATES THAT ALL DoD TRAVEL REQUESTS MUST INCLUDE THE FOLLOWING JUSTIFICATION (MISSION STATEMENT): “Alternate means such as Secure Video Teleconference or other web based communication, are not sufficiently able to accomplish travel objectives”
THE ARMY BUSINESS RULES FOR DEFENSE TRAVEL SYSTEM, UNDER AND , STATE THE CORRESPONDING UPDATES TO JFTR AND JTR TO ENSURE COMPLIANCE, AND EXPLAIN WHERE TO INSERT THE MISSION STATEMENT.
CLICK ON “ADD ADDITIONAL AUTHORIZATIONS FOR THIS TRIP”

32. Continuing Other Authorizations area
SELECT “PERSTEMPO CODE D (MISSION SUPPORT TDY) “
AND SCROLL DOWN
CLICK ON “ADD”

33. Continuing Other Authorizations area
FROM THE “ARMY BUSINESS RULES FOR DEFENSE TRAVEL SYSTEM” (WHICH CAN BE DOWNLOADED FROM AKO) COPY THE STATEMENT
Alternate means such as Secure Video Teleconference or other web based communication, are not sufficiently able to accomplish travel objectives
AND PASTE INTO THE REMARKS BOX
CLICK ON “SAVE AND PROCEED TO PRE-AUDITS”

34. More for the Other Authorizations area
THIS AREA IS ALSO USED TO ADD OTHER
AUTHORIZATIONS NOT INCLUDED
BEFORE (SUCH AS GSA AVAILABLE, POV TRAVEL -AUTHORIZED BY O5 OR ABOVE-, OR
LARGER THAN ECONOMY SIZE FOR RENTAL)
CLICK ON CONTINUE
Starts the Pre-Audit area
FILL IN JUSTIFICATIONS FOR THE ITEMS
THAT HAVE BEEN FLAGGED.
ON A NON-CONTRACT FARE FLAG , YOU WILL NEED
TO SELECT THE LINK “REASON CODE” ABOVE
THE JUSTIFICATION BOX.

35. Starts the Digital Signature area
AFTER ALL THE JUSTIFICATIONS HAVE BEEN
ANNOTATED, SELECT
“SAVE AND PROCEED TO DIGITAL SIGNATURE”
AT THE BOTTOM.
Starts the Digital Signature area
CLICK ON “SUBMIT COMPLETED DOCUMENT”
TO STAMP YOUR SIGNATURE
ON THE AUTHORIZATION AND FINISH.

36. To Check the Status STEP 1: SELECT VIEW IN THE VIEW/EDIT STEP 2:
COLUMN
STEP 2:
THIS WILL BRING YOU TO THE PREVIEW SCREEN. CLICK ON “DIGITAL SIGNATURE” TAB
STEP 3:
THIS WILL SHOW THE “PENDING ROUTING ACTION” WITH THE NAME AND LEVEL OF THE PERSON THAT CAN DO IT
STEP 4:
SCROLL DOWN AND TO SEE WHAT IS PENDING AND THE HISTORY OF YOUR AUTHORIZATION

37. Questions about Authorizations?

38. Series 2: How to Create a Voucher

39. Voucher Process Traveler/Clerk creates voucher
AO reviews and approves voucher
Funds are reimbursed electronically
Voucher is sent for processing

40. How to create a Voucher
READ AND SELECT

41. SELECT

42. SELECT

43. SELECT
MAKE SURE THIS IS YOUR
CURRENT AUTHORIZATION
TO CREATE YOUR VOUCHER

44. GO TO: “ITINERARY” AND “TRIP OVERVIEW” TAB
IF CHANGES NEED TO BE MADE
TO THE ITINERARY, LOCATION,
OR DATES, SELECT THIS EDIT
LINK.
IF END DATE NEEDS TO BE
CHANGED, SELECT THIS EDIT
CORRECT ON THE LEFT SIDE,
SCROLL DOWN AND SELECT
SAVE CHANGES.

45. CLICK HERE TO SAVE
AND PROCEED TO PER DIEM
LOCATIONS IF THERE WERE
ANY CHANGES. OTHERWISE ,
CLICK CONTINUE

46. Starts the Expenses area
GO TO: “EXPENSES” AND “NON-MILEAGE” TAB
“EDIT” OR “REMOVE” TO
REFLECT YOUR ACTUAL
EXPENSES
USE THESE TO ADD ANY
NEW EXPENSES.
SCROLL DOWN AND CLICK
ON “SAVE EXPENSES”
WHEN DONE.
Examples of New Expenses:
-Hotel Sales Tax
-Hotel Occupancy Tax
-GOVCC Service Fee (ATM fee when withdrawing cash)
-Fuel for Rental Car
-Laundry
RECEIPTS ARE REQUIRED
If rental car is not booked through DTS, this is where you list the cost.
If it is booked in DTS, make adjustments in the Travel area.

47. Continues the Expenses area (Mileage tab)
GO TO: “EXPENSES” AND “MILEAGE” TAB
MAKE SURE TO INCLUDE YOUR MILEAGE TO AND FROM AIRPORT . THIS SHOULD HAVE BEEN DONE FROM THE AUTHORIZATION

48. Continues the Expenses area (Per Diem Entitlements tab)
You will need to come here to
Make adjustments to the amount you
Actually paid for lodging per night, if different from what you had in the authorization.
Remember: not to include taxes.
SELECT “EDIT” ON DATE THAT NEEDS
TO BE CHANGED
SELECT “EDIT ALL” IF EVERY DATE
NEEDS TO BE CHANGED

49. Continues the Expenses area (Substantiating Records tab)
YOU CAN ADD YOUR RECEIPTS FOR HOTEL, RENTAL CAR, FUEL, ETC… IN ONE OF TWO WAYS:
1. Use a Digital Scanner to scan your receipts and save on your computer. Select “BROWSE”, locate your receipts, select “UPLOAD” to complete attaching your receipts.
2. Select “PRINT FAX COVER SHEET” and fax all of your receipts to the phone number provided on the cover sheet. Wait about ten minutes and you will see your attached receipts. If you do not see them, select the “Refresh” button

50. Starts the Additional Options area
(Payment Totals Tab)
IF YOU RECEIVED AN ADVANCE OR SCHEDULED PARTIAL PAYMENT, IT WILL SHOW HERE. SCROLL DOWN
IF YOU NEED TO ADJUST THE AMOUNT GOING TO YOUR GOVCC, INPUT THE AMOUNT HERE AND CLICK ON “CALCULATE”
IF YOU NEED TO ADJUST THE AMOUNT GOING TO YOUR PERSONAL ACCOUNT, INPUT THE AMOUNT HERE AND CLICK ON “CALCULATE”

51. Starts the Review Sign area
(Preview Tab)
GO TO: “REVIEW SIGN” AND “PREVIEW” TAB
PREVIEW THE VOUCHER AND MAKE SURE EVERTHING LOOKS GOOD. SCROLL DOWN AND CLICK ON “SAVE AND PROCEED TO OTHER AUTHS”

52. Starts the Review Sign area
(Other Auths. Tab)
CLICK ON “CONTINUE” TO MOVE ON TO THE NEXT TAB

53. Starts the Review Sign area
(Pre Audit Tab)
MAKE SURE TO WRITE A JUSTIFICATION FOR EACH FLAGGED AREA
CLICK ON “CONTINUE” TO MOVE ON TO THE NEXT TAB

54. CLICK ON “SUBMIT COMPLETED DOCUMENT”
Starts the Review Sign area
(Digital Signature Tab)
IT IS TIME TO STAMP YOUR SIGNATURE ON THE VOUCHER.
YOU CAN WRITE A COMMENT TO THE RO/AO IF NEEDED.
CLICK ON “SUBMIT COMPLETED DOCUMENT”

55. Questions about Vouchers?