Defense Travel System (DTS) can sometimes seem complex, especially when dealing with specific travel scenarios. One area that often raises questions is the Constructed Travel Worksheet (CTW). This guide aims to clarify what a CTW is, how it’s used within DTS, and provide answers to frequently asked questions related to DTS for personnel in the Army, Army Reserve, and Army National Guard.
Frequently Asked Questions about DTS and Constructed Travel Worksheets
This section addresses common queries to help you navigate DTS effectively.
What is DTS?
DTS, or Defense Travel System, is a web-based system designed to streamline and automate the Temporary Duty (TDY) travel process for Department of Defense personnel. For active duty Army, Army Reserve, and Army National Guard members, DTS simplifies creating travel authorizations, booking reservations, securing approvals, generating payment vouchers, and managing direct payments to bank accounts and Government Travel Charge Cards (GTCC). It’s your central platform for managing official travel, ensuring compliance and efficient processing of travel-related finances.
Where Can I Get Help with DTS Issues?
Your first point of contact for any DTS-related problems should be your organization’s Defense Travel Administrator (DTA). Supervisors can usually identify your DTA. Every DTS user, whether traveler, reviewer, or approver, is expected to consult their DTA for issue resolution. They possess specific knowledge about your organization’s DTS setup and processes.
How Do I Register for a DTS Account?
To register in DTS, follow the instructions provided in this guide: http://asafm.army.mil/Documents/OfficeDocuments/FinancialOps/Guidances/dts//selfreg.pdf. If you encounter any difficulties during registration, immediately contact your DTA. They have access to organizational-specific information crucial for successful registration and can provide tailored assistance.
Where Can I Find DTS Training Resources?
The Defense Travel Management Office (DTMO) website is your primary source for DTS training materials. You can find basic training documents and guides at: http://www.defensetravel.dod.mil/Docs/Training/DTS_Basics_Training.pdf. These resources offer foundational knowledge to effectively use DTS for your travel needs.
What is the Process for Handling DTS Documents?
DTS documents are processed within the organization responsible for funding the travel. The workflow involves submission, processing, and approval at the organizational level. Once an approving official within your organization grants approval, the payment request is electronically forwarded to the Defense Finance and Accounting Service (DFAS). DFAS then executes payment via Electronic Funds Transfer (EFT) directly to the traveler’s designated bank account.
How Can I Apply for a Government Travel Credit Card (GOVCC)?
Before applying for a GOVCC, you must complete mandatory online training available at: http://www.defensetravel.dod.mil/Docs/CLASS_QRG_DoD.pdf. Upon completion, you will receive a certificate. Present this certificate to your local Agency Program Coordinator (APC) to initiate your GOVCC application. Your supervisor can provide you with contact information for your APC.
What Should I Do if I Get a “Account Locked or Not Found” Error?
If you receive an error message stating “Your account is locked or cannot be found…” upon logging in, it usually means your account needs to be transferred from your previous organization. Contact your DTA so they can “receive” your account. If the problem persists, ensure you don’t have a second account that also needs to be received.
How Do I Manage a Second DTS Account for Reserves/National Guard Service?
For Department of Defense (DOD) employees who also serve in the Reserves or National Guard and need a second DTS account, contact your current DTA to reset your profile. When logging in, DTS will prompt for your social security number. Enter your SSN followed by a capital “R” for Reserves or “G” for National Guard (e.g., 123456789R or 123456789G). This enables registration with a second SSN for your reserve/guard duties. Always confirm organizational information with your DTA before submitting any documents.
Why Am I Unable to Edit My DTS Profile?
Profile modifications in DTS are managed by your Defense Travel Administrator (DTA). If you need to update your profile information, contact your DTA and request the necessary changes.
How Do I Create Different Types of Documents in DTS?
DTS allows you to create various travel documents. Here are direct links to instructions for common document types:
- Authorization: http://www.defensetravel.dod.mil/Docs/Training/Authorization_Tri-fold.pdf
- Local Voucher: http://www.defensetravel.dod.mil/Docs/Training/Local_Voucher_Tri-fold.pdf
- Voucher from Authorization: http://www.defensetravel.dod.mil/Docs/Training/Voucher_from_Authorization.pdf
These guides provide step-by-step instructions to create these essential DTS documents.
How Do I Complete a Constructed Travel Worksheet (CTW)?
A Constructed Travel Worksheet (CTW) is used in DTS for specific travel scenarios, particularly when you are not using a government-arranged flight or lodging. This often occurs when taking personal leave in conjunction with official travel or when командировки involve unique travel arrangements. The CTW helps calculate and document travel expenses accurately for reimbursement in these situations.
To complete a CTW, refer to these detailed instructions: http://www.defensetravel.dod.mil/Docs/CT_Authorization_Instructions.pdf. This document provides a comprehensive walkthrough of the CTW process, ensuring you correctly account for your travel expenses when using constructed travel.
How Can I Track the Status of My DTS Submission?
You can easily check the status of your DTS documents by logging into DTS and navigating to “Official Travel,” then either “vouchers” or “authorizations.” The “Sort by Status” column will display the current status of your documents. Alternatively, you can find status information on the digital signature page within the document itself. If you cannot access DTS, your DTA can also check the status for you.
What Do the DTS Document Status Stamps Indicate?
DTS utilizes status stamps to indicate the current stage of your travel document in the approval process. For a detailed explanation of each status stamp, consult Appendix K of the DTS training document: https://www.defensetravel.dod.mil/Docs/Training/DTA_App_K.pdf. This appendix provides a comprehensive glossary of DTS status stamps and their meanings.
How Do I Cancel a DTS Authorization?
To cancel a travel authorization in DTS, follow the steps outlined in this guide: http://www.defensetravel.dod.mil/Docs/Training/Cancel_A_Trip_Tri-fold.pdf. Remember that once an authorization is canceled, it can be accessed and adjusted but cannot be approved again.
What If DTS Shows No Authorization to Create a Voucher After Travel?
If DTS indicates that there’s no authorization from which to create a voucher after you’ve completed your travel, it likely means the authorization hasn’t fully processed or was modified post-processing. In such cases, it needs to be routed through your organization again. Contact your DTA to help facilitate the processing of your authorization.
How Can I Update My Itinerary or Reservations in DTS?
Modifying your itinerary or reservations in DTS is possible both for authorizations and vouchers. Use these guides based on the document you need to update:
- Updating Authorization Itinerary: http://www.defensetravel.dod.mil/Docs/Training/UpdatingItineraryAuth.pdf
- Updating Voucher Itinerary: http://www.defensetravel.dod.mil/Docs/Training/UpdatingItineraryVou.pdf
These resources provide clear instructions for making changes to your travel plans within DTS.
What Should I Do If Payment Notification Arrives but Funds Aren’t Deposited?
If you receive a payment notification but the funds haven’t appeared in your bank account, the most common reason is incorrect Electronic Funds Transfer (EFT) information in DTS. Immediately contact your DTA and request them to “initiate an EFT Trace.” This action will return the funds to your organization. If the funds have already been returned and the document status is “EFT RETURN,” consult this guide for correcting your account information and resubmitting your voucher: http://www.defensetravel.dod.mil/Docs/How_to_Correct_EFT_Returns.pdf.
What Steps Should I Take If My Payment Was Made by Check but I Never Received It?
If your payment was issued as a check but hasn’t arrived, follow these instructions to trace its location: http://www.defensetravel.dod.mil/Docs/DFAS_Check_Trace_Process.pdf. This process will help you determine the whereabouts of your missing check.
What Does “CTO SUBMIT” Status Mean and What Should I Do?
When your document is in “CTO SUBMIT” status and doesn’t progress, it indicates that the Commercial Travel Office (CTO) is processing reservations. CTO typically has 24 hours from the “SIGNED” stamp to process reservations. If it exceeds this timeframe, contact your DTA. They can initiate a helpdesk ticket through the Travel Assistance Center (TAC) to expedite the process.
How Do I Handle DTS Profile Issues After Changing Organizations?
If your DTS profile is still linked to your previous organization after a change, your old organization’s DTA must detach you from their DTS database. Coordinate with your current DTA to contact your previous DTA and request detachment. DTA contact information can often be found on the DTS homepage: http://www.defensetravel.dod.mil/site/go.cfm?con. If you can’t find the information, your DTA can contact the Army DTS Tier 2.5 helpdesk for assistance.
Why Was My GOVCC Reimbursed When I Used a Personal Card?
The Government Travel Card (GOVCC) is mandated for all travel-related expenses, as per the Assistant Secretary of the Army directive: http://asafm.army.mil/Documents/OfficeDocuments/FinancialOps/Guidances/dts//miu.pdf. DTS is designed to automatically reimburse the GOVCC for airfare, lodging, and rental car expenses. If you used a personal card, you need to adjust your voucher to ensure funds are deposited into your bank account instead of the GOVCC. This can be done in your voucher under “Additional Options,” then “Payment Totals,” and adjusting “GOVCC/Personal adjustments.” If funds were incorrectly paid to Citibank (GOVCC issuer), you’ll need to contact them to arrange for a check. For help with adjustments, contact your DTA.
Who Do I Contact Regarding a DTS Voucher Debt Notification?
Debt notifications related to DTS vouchers typically arise from advance or partial payments without voucher settlement or audit-identified overpayments. DTS debts are managed at the organizational level by the Debt Management Monitor (DMM). Contact your Organizational DMM to address any debt-related inquiries.
This FAQ aims to provide you with the necessary information to navigate common DTS challenges, including understanding and using the Constructed Travel Worksheet. Remember to always utilize your DTA as your primary resource for personalized support and issue resolution within DTS.
