The Manual Abandon Process: - DTMO

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The Manual Abandon Process: - DTMO

Information Paper:

The Manual Abandon Process:

Closing a Stuck Document

DEFENSE TRAVEL

MANAGEMENT OFFICE

Introduction

Occasionally a document may become “stuck” in DTS – that is, DTS no longer allows a

user to access it in an editable format. Documents may become stuck due to internal

server errors or they can get stuck in CTO SUBMIT. If this occurs, a user must initiate the

steps to have the document closed.

Document closure occurs when a system administrator applies the MANUAL ABANDON

stamp to a document that is stuck in DTS. Only system administrators can apply the

MANUAL ABANDON stamp.

The following sections explain the process used to handle documents requiring the

MANUAL ABANDON stamp.

Process

The following steps lead to the application of the MANUAL ABANDON stamp:

1. A DTS user becomes aware that a travel document is inaccessible or

irretrievable for further processing.

2. The user submits a Travel Assistance Center (TAC) ticket and includes the travel

authorization number (TANUM) and other information necessary for identification

and evaluation of the document.

3. The DTMO/TAC evaluates the document and notifies the system administrator.

4. The system administrator applies the MANUAL ABANDON stamp and enters the

TAC ticket number for reference.

Document

Types

The MANUAL ABANDON stamp can be applied to:

• Authorizations (including individual authorizations spawned from group

authorizations) and imported authorizations

• Vouchers and local vouchers

The MANUAL ABANDON stamp cannot be applied to group authorizations.

Document

History

When the system administrator applies the MANUAL ABANDON stamp to a document, it

appears as the final entry in the Document History section of the Digital Signature screen.

The following table shows the information that displays for the MANUAL ABANDON

entry:

DOCUMENT HISTORY ENTRY FOR MANUAL ABANDON

STATUS DATE TIME NAME REMARKS

Abandoned

Document.



Defense Travel Management Office Updated June 2013

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.


DEFENSE TRAVEL

MANAGEMENT OFFICE

The following table shows the implications and results pertaining to the document, DTS,

and reservations when the MANUAL ABANDON stamp is applied.

Implications

and Results

IMPLICATIONS AND RESULTS OF THE MANUAL ABANDON STAMP

DOCUMENT DTS RESERVATIONS

The document is locked

permanently to prevent further

action. There can be no

editing, cancelling, adjusting,

or amending.

If the document is an

authorization, a voucher

cannot be created from it.

If the document is accessible,

it may be viewed or printed via

the links in DTS.

Printed versions of the default

document forms and

government forms display the

following text in the Remarks

section:

Abandoned Document. See

TAC ticket number .

Routing stops. The document

no longer requires or accepts

routing action. Any pending

routing actions are cleared.

Any pending non-ATM advances,

Scheduled Partial Payments (SPPs),

obligations, settlement invoices,

supplemental invoices, supplemental

local vouchers, accounts receivable,

notices of collection, or archive

transactions are stopped.

DTS sends no more e-mail

notifications to the traveler regarding

the document.

DTMO/TAC handles all notification

regarding the MANUAL ABANDON

document status outside of DTS.

The document will not be archived.

Any existing reservations

must be cancelled

outside of DTS. This

action does not remove

reservations from the

document, nor does it

cancel them.

Import/

Export

The MANUAL ABANDON stamp is a valid stamp for export documents. For travel

documents generated from an export file, DTS exports travel document data to the

associated partner system when the MANUAL ABANDON stamp is applied.

Defense Travel Management Office Updated June 2013

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.


DEFENSE TRAVEL

MANAGEMENT OFFICE

Reports

Documents in the MANUAL ABANDON status are excluded from four reports for the

reasons shown in the table below:

REPORTS THAT DO NOT INCLUDE MANUAL ABANDON STATUS DOCUMENTS

REPORT

Unsubmitted Voucher

Unsubmitted Voucher (Partner System)

Routing Status

Routing Status (Partner System)

REASON

MANUAL ABANDON removes the document from

any further action including vouchering.

MANUAL ABANDON discontinues the routing of the

affected document. The document no longer awaits

further routing action.

Defense Travel Management Office Updated June 2013

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.

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