DTS Financial Field Procedures Guide - DTMO

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Chapter 12: Other Finance Functionality • A military pay technician may have this responsibility • For organizations that do not process military pay transactions locally, the FDTA must work with the military pay office that does process the transactions to establish procedures for producing the reports and providing them to the military pay technicians These reports should be generated on a regular schedule and often enough to allow the military pay technicians sufficient time to enter transactions before the next pay cycle. Large organizations should generate reports weekly, smaller organizations, monthly. Using paid travel vouchers to generate the reports provides the most accurate data. All information that was provided on the travel voucher may not be present on the report. If additional information is needed from the traveler's record, the travel pay technician should be provided Read Only Access (ROA) in DTS, or otherwise be granted access directly to the traveler's documents. The DTA decides who requires access to the MIS Reports and/or traveler records. 12.3 Substantiating Records (Receipts and Other Supporting Documents) A required receipt (lodging for any amount, and individual expenses of $75 or more) or other substantiating record must be attached to a completed travel document. This can be accomplished by scanning, saving, and uploading the receipt(s)/document(s), or faxing the document(s) using the toll-free telephone number on the fax cover sheet. If a substantiating record is submitted with the DTS document, a traveler/AO is not required to keep a hard copy. The substantiating record is archived with the travel document in accordance with DoD requirements. 12.4 An Expense Item from a Government Travel Charge Card Transaction The DTS voucher Non-mileage Expense screen includes functionality to view and create an expense item from a Government Travel Charge Card (GTCC) transaction. This functionality assists the traveler with completion of a voucher, ensures all charges are captured, and assists with determining the correct splitdisbursement amount. The charges are provided on a nightly basis from the charge card vendor. All charge card activity reported to the vendor for the past 60 days is visible in the voucher in non-mileage expenses. This information is provided for two purposes: 1) the traveler can add an expense from the charged item; and 2) the traveler can determine if additional amounts need to be split-disbursed to the charge card vendor, (e.g., meals were charged to the GTCC or ATM withdrawals). See the Document Processing Manual, Chapter 4. Page 12-2 Financial Field Procedures Guides, 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.
CHAPTER 13: Obligations and Disbursements DTS records all travel data based on the AO's approval. It produces a single, common output that is mapped to the specifications of each financial accounting system. DTS then electronically passes the appropriate accounting or disbursement data to the financial accounting system, via the Defense Information Systems Agency (DISA) GEX. DTS uses Electronic Commerce/Electronic Data Interchange (EC/EDI) X.12 format type transactions. EC/ EDI is used for conducting business in all-electronic environments and provides a computer-to-computer exchange of business transactions (the X.12 format). This allows all transactions to be processed in the same manner. There are many advantages of using EC/EDI, but the most significant are reduced paperwork and a quicker response time for reimbursement to the traveler. EC/EDI is also an e- Government initiative and a National Performance Review (NPR) goal. The process starts with the traveler using DTS to create an authorization. The system: • Performs automatic computations • Validates the AO's digital signature • Sends the transaction as an Extensible Markup Language (XML) file to GEX and to the appropriate financial accounting system GEX, which is maintained by DISA, is the hardware and software that supports the flow of transactions by: 1. Translating the transaction from DTS into an X.12 type format 2. Performing a second translation of the X.12 transaction set into the XML file for the appropriate DADS 3. Routing the transaction to the appropriate financial accounting system for processing If the data does not pass the edit of the accounting or disbursing system, the financial accounting system will generate an error message and send it through DTS to the appropriate DTA for correction. The process for correcting the error is discussed further in the DTA Manual. The various X.12 transaction sets that are used in DTS are shown in Table 13-1. Financial Field Procedures Guides, Version 11.2 Updated 8/3/12 Page 13-1 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 and 12: Chapter 4: Authorizing Official Rec
Page 13 and 14: Chapter 4: Authorizing Official 4.3
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: CHAPTER 12: Other Finance Functiona
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

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