Defense Travel Management Office

Travel Tutor
Volume II , Number 5

·

October 2007

Informing the DoD Travel Community IN THIS ISSUE

BE PREPARED!
Check for tickets before you go to the airport!

EWTS Sustainment Training for DTS ......................2 Travel with Special Items ........3 Receipts ......................................4 Editing Lodging Expenses in DTS ............................................4

Rental Car Receipts Post payment reviews indicate that travelers are attaching the initial rental agreement and financial data instead of the final receipt obtained after returning the rental car to the company or terminal. When renting a vehicle the traveler is given a printed document showing the estimated cost for the period of time requested. Only the final receipt shows the actual cost of the agreement as well as the acceptance or rejection of items such as insurance and fuel cost. Travelers and Authorizing Officials should insure the final receipt is attached to the voucher.

Before you take that trip to the airport, make sure your tickets have been issued. Arriving at the airport only to find you have no ticket can be a frustrating experience. There are several ways you can ensure this does not happen to you. Tickets are typically issued three business days prior to departure. If you haven’t received a notification from either DTS or your Commercial Travel Office (CTO), you should first check your DTS authorization to ensure it was approved by the Authorizing Official (AO). If your authorization wasn’t approved, contact your AO or DTS Help Desk immediately. If the authorization was approved, but no ticket issued, contact the CTO for assistance. To determine if your ticket has been issued, use your confirmation number, also referred to as Passenger Name Record (PNR) locator (six-digit alphanumeric designator), to access the reservation from a web site provided by your CTO, such as Sabre's virtuallythere.com, Worldspan's mytripandmore.com, Apollo's viewtrip.com and Amadeus' checkmytrip.com. (You can easily locate the confirmation number or PNR locator on the DTS document. To find your PNR go to Trip Preview, Air Travel, or Trip Overview Screens.) You can obtain your itinerary, seat assignments and eticket receipt by using any of these websites. If you take the time to ensure your ticket has been issued you’ll never have to worry about ending up at the airport without a ticket! Remember, before you go to the airport you should always verify ticketing from either DTS or your Commercial Travel Office.

Published by: Defense Travel Management Office 4601 N. Fairfax Drive Suite 800 Arlington, VA 22203

The Defense Travel Management Office

www.defensetravel.dod.mil

1

Travel Tutor

Volume II, Number 5

·

October 2007

ATTENTION Defense Travel Administrators (DTAs) Enterprise Web Training System (EWTS) Sustainment Training for DTS What is EWTS?
The Enterprise Web Training System (EWTS) provides a live training system that mirrors the functionality of the DTS production system. The environment provides a capability for local instructors to conduct “in house” sustainment training. The system allows DTAs, Authorizing Officials (AOs), and travelers hands on access to the DTS software and the ability to create training organizations, authorizations, local vouchers, vouchers from authorizations, and to perform other DTS functions. EWTS provides real life experience with DTS in a training mode. Documents may be created and routed for AO approval. You may access all components of DTS (Digital Signature, Defense Table of Distances, reservations, etc.) However, the system does not connect to a Commercial Travel Office, which precludes creating actual reservations. There is also no interface with the payment module, precluding interaction with the DoD Accounting and Disbursing System for financial obligations. In other words, EWTS simulates making reservations and obligating funds. certificates will come with a generic organization, you will need to finish setting up the training organization in EWTS (e.g., sub-organizations, routing lists, group access, lines of accounting, budgets). You may set up the training organization in a manner similar to your site’s actual organizational setup. The EWTS environment is accredited for processing unclassified, non-sensitive information only. It is important that no live, sensitive data be loaded into this environment. Be sure to use “dummy” data for all personal profile information.

Do I need anything else to conduct DTS classes?
DTS sites must provide their own workstations, internet connectivity, and training facilities/ equipment to conduct DTS training. System requirements are the same as those required for DTS, to include an internet browser. EWTS is an essential part of your organization’s sustainment training – if you are not already using it request your certificates today and get started!

How can I get access to EWTS?
You should not attempt to access EWTS with your common access card. Instead, you must use training Public Key Infrastructure (PKI) software certificates. Requesting training certificates is easy; simply click the link: http://www.defensetravel.dod.mil/Training/DTS/ Docs/TrnMat/Request_Training_Certs_0707.doc to find out how to request training PKI certificates. Your training certificates will require some set up. Yes, some assembly IS required. While EWTS
The Defense Travel Management Office www.defensetravel.dod.mil 2

Travel Tutor
TRAVELING WITH SPECIAL ITEMS

Volume II, Number 5

·

October 2007

lighters every day (the current number surrendered daily across the country) enables them to focus more on finding explosives, using behavior Transportation Security Administration (TSA) recognition, conducting random screening screeners have seen it all. Passengers transport procedures and other measures that increase every type of item, from tubas to scuba gear, parachutes to perishables. Please note that airlines complexity in the system, deterring terrorists. The U.S. was the only country in the world to ban and other countries may have additional rules and lighters – all other nations, including Israel and the restrictions on these and other items. You should check with your airline for more information. If you U.K., do not. are traveling internationally, also check with the authorities in the country you plan to visit. Here are Matches some helpful guidelines from TSA for transporting You may not bring matches in your checked special items from the security perspective. baggage because of safety regulations. You may, however, bring up to four books of safety (nonstrike anywhere) matches in your carry-on baggage Photographic Equipment or on your person. For safety reasons, you may not You may carry one (1) bag of photographic bring "strike anywhere" matches at all. equipment in addition to one (1) carry-on and one (1) personal item through the screening checkpoint. The additional bag must conform to Traveling with Sports Equipment your air carrier's carry-on restrictions for size and Certain sporting equipment cannot be brought onweight. Please confirm your air carrier's restrictions board an aircraft. These items are prohibited from prior to arriving at the airport. your carry-on baggage, but they may be transported Some air carriers may not allow the additional to your destination in your checked baggage. Any carry-on item on their aircraft. Please check sharp objects in checked baggage should be with your air carrier prior to arriving at the sheathed or securely wrapped to prevent injury to airport. baggage handlers and Security Officers. These items Screening equipment will not affect digital cameras include: or digital media. Baseball bats Bows and arrows Cricket bats Golf clubs Film Hunting knives The equipment used to screen checked baggage will Hockey sticks Pool cues damage undeveloped film. Pack your undeveloped Martial arts devices Ski poles film in your carry-on bag. High speed and specialty Scuba knives Spear guns Ice Skates film should be hand inspected at the security checkpoint. To facilitate hand-inspection, remove your undeveloped film from the canister and pack in You may bring items such as baseballs, soccer balls a clear plastic bag. and basketballs through the passenger security checkpoint. They will need to be screened through the X-ray machine. Lighters As of August 4, 2007, in an effort to concentrate For the full list of permitted and prohibited items resources on detecting explosive threats, TSA will no longer ban common lighters in carry-on luggage. please click on the link: http://www.tsa.gov/ travelers/airtravel/prohibited/permitted-prohibitedTorch lighters remain banned in carry-ons. Lifting the lighter ban is consistent with TSA's risk- items.shtm based approach to aviation security. First and foremost, lighters no longer pose a significant threat. Freeing security officers up from fishing for 22,000
The Defense Travel Management Office www.defensetravel.dod.mil 3

Travel Tutor

Volume II, Number 5

·

October 2007

Editing Lodging Expenses
Travelers and Authorizing Officials (AOs) should always review lodging expenses on DTS vouchers. DTS may reflect the maximum per diem lodging amount (not the actual cost) on the authorization. Travelers and AOs need to ensure actual expense is reflected on the voucher. It is a simple process to review the amount obligated, and adjust to the actual expense. After creating the voucher from the authorization, click on Expenses on the main navigation bar. Click on Per Diem Entitlements on the sub-navigation bar. The Per Diem Entitlement page opens. The column labeled “Lodging Cost” should reflect the actual cost of the lodging. The per diem for the location is reflected in the “Per Diem Rate” column. If the amount in the “Lodging Cost” column is not the actual cost of the room, simply click the Edit All button to change the amount of the lodging cost for every day listed. (You may also click the Edit button next to each day to edit a single day, or a range of days.) When the screen opens to the Per Diem Entitlement Detail page, go to the box labeled “Lodging” under the Per Diem Rates subheading and enter the actual amount of lodging. Scroll to bottom of the page and click Save These Entitlements. The “Lodging Cost” column will reflect the new amount entered. Note: If you paid lodging taxes do not include these in the cost of your lodging for travel in the CONUS or non-foreign OCONUS areas. Instead, indicate the taxes paid using the non-mileage expense of “Hotel Room Tax” or “Hotel Sales Tax.” Any taxes paid for foreign travel are included in the applicable per diem and should not be listed separately.

RECEIPTS, RECEIPTS, RECEIPTS
We can’t say it often enough. Receipts are mandatory for all lodging and for all individual expenses $75.00 and over. Failure to attach receipts to DTS vouchers remains the number one post payment audit finding. Travelers must attach receipts, and Authorizing Officials must ensure receipts are attached and correct prior to approving a voucher. Don’t fall into the trap of these misconceptions: • • “The receipts must have been attached or the payment would not have been processed.” “I don’t intend to attach receipts because I have my money and that is all in the past.”

In addition to receipts for all lodging and for all individual expenses $75.00 and over, an auditor can request any receipt needed to clarify an expense. If there is no receipt, there is no entitlement. If a payment has been made and receipts are not provided, DFAS can request collection of the payment.

Would you like to receive future editions automatically? Subscribe to the Travel Tutor by clicking here. The Defense Travel Management Office www.defensetravel.dod.mil 4