DTS Financial Field Procedures Guide - DTMO

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Chapter 4: Authorizing Official The AOs cannot authorize travel when the should-cost estimate (on an authorization) or the actual cost (on a voucher) exceeds the amount of funds available in the budget(s) associated to the travel document. If this occurs the AO must contact the FDTA or BDTA for guidance or request additional funding (or conversely disapprove/return the travel request). When interfaced to the applicable accounting system, the AO's approval of an authorization establishes an obligation in the official accounting system to support the expected payments to the traveler upon completion of the trip. The DoD Financial Management Regulation (DoD FMR) requires that AOs be held accountable for their fiduciary actions related to the approval of travel authorizations and subsequent payment as determined by the service or agency. System audit and policy checks assist the AO in their review and approval of travel authorizations. The AO must review each item identified as a policy exception and if approved, justification must be provided as part of the official record. All documents that support policy exception and justifications must be maintained as part of the official travel record. An AO must exercise discretion, consistent with mission or trip purpose requirements and the JFTR/JTR, as applicable, when approving or rejecting items identified as exceptions to policy. An AO also acts as a certifying officer (CO) when approving payments, to include authorizations that include a request for a non-ATM advance or a scheduled partial payment (SPP). In this capacity, the AO/ CO is required to review the authorization and all applicable information before approving an advance or SPP. A traveler must attach required substantiating records to the travel document. DTS provides electronic upload/scanning and faxing capability. See Section 12.3. AO requirements: • Must complete specialized training as required by Certifying Officer Legislation (COL) • Must be appointed in writing, on DD Form 577, as an Accountable Official (see Appendix C). When this appointment expires, DD Form 577 is updated to terminate the appointment, and access to DTA functions/routing are reduced to the lowest level required to perform their remaining duties. • Has fiduciary liability for the obligations made on approved travel authorizations • May have pecuniary liability for erroneous payments (advances and SPPs) resulting from the negligent performance of duties Additional guidance is provided in Appendix C and DoD FMR, Vol. 5, Chapter 33. 4.2 Self-Authorizing Officials In DTS, blanket travel authorizations are not authorized. An individual who previously traveled under a blanket travel order may be designated as a Self-Authorizing Official (Self-AO). These Self-AO's: • Must be listed with the APPROVED stamp in the routing list used to self authorize • Cannot approve their own authorization if it contains a non-ATM advance or an SPP request • Cannot approve their own voucher • Can verify fund availability from budget allocation with organization access • May have separate budgets based on local business rules An individual in the Self-AO's routing list must approve vouchers and authorizations that include non-ATM advances or SPPs. Although the procedures for Self-AOs differ from the blanket travel authorizations, the result are the same - and related internal controls are strengthened. Self-AOs must be designated in writing in accordance with the DoD FMR, Volume 9, Chapter 2, Section 020301. Financial Field Procedures Guide, Version 11.2 Updated 8/3/12 Page 4-3 This document is controlled and maintained on the www.defensetravel.dod.mil website. Printed copies may be obsolete. Please check revision currency on the web prior to use.
Chapter 4: Authorizing Official 4.3 AO Access to the Budget Module The Budget module provides AOs with a read-only view of the travel funds within the span of their control. Based on their organizational access, the AO may run budget reports to view the status of the budget for each LOA in the organization: • Funds obligated • Quarterly and annual targets • Balances Page 4-4 Financial Field Procedures Guide, Version 11.2 Updated 8/3/12 This document is controlled and maintained on the www.defensetravel.dod.mil website. Printed copies may be obsolete. Please check revision currency on the web prior to use.
Page 1 and 2: Defense Travel System Financial Fie
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Page 5 and 6: Table of Contents CHAPTER 16: CONCL
Page 7 and 8: CHAPTER 2: Funds Control - Finance
Page 9 and 10: CHAPTER 3: Debt Management Monitor
Page 11: Chapter 4: Authorizing Official Rec
Page 15 and 16: Chapter 5: Certifying Officer Table
Page 17 and 18: CHAPTER 7: Non-DTS Entry Agent (NDE
Page 19 and 20: CHAPTER 9: Foreign Military Sales i
Page 21 and 22: CHAPTER 10: Travel Funding By Other
Page 23 and 24: CHAPTER 12: Other Finance Functiona
Page 25 and 26: CHAPTER 13: Obligations and Disburs
Page 27 and 28: CHAPTER 14: Error Codes The Defense
Page 29 and 30: CHAPTER 16: Conclusion The use of D
Page 31 and 32: Appendix A: Acronyms TAC TO Travel
Page 33 and 34: Appendix B: Requesting Ad Hoc Repor
Page 35 and 36: Appendix C: Accountable Official an
Page 37 and 38: Appendix D: Antideficiency Act •
Page 39 and 40: APPENDIX F: POLICIES AND PROCEDURES
Page 41 and 42: APPENDIX H: PROCEDURES FOR IMPLEMEN
Page 43 and 44: APPENDIX I: PROCEDURES FOR TRAVEL W
Page 45 and 46: Appendix J: Procedures for Processi
Page 47 and 48: APPENDIX L: PROCEDURES FOR USE OF G
Page 49: Appendix M: Procedures for Authoriz

DTS Financial Field Procedures Guide - DTMO

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