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1 Defense Travel System (DTS) Instructions for Army Management Staff College Students This is a general set of instructions and due to continuous updates in DTS, these instructions may not reflect everything that you see when creating your travel authorization. SELECT THE LOGIN BUTTON
2 CHOOSE OFFICIAL TRAVEL, AUTHORIZATIONS/ORDERS OPTION WILL APPEAR BELOW THE ARROW SELECT AUTHORIZATION/ORDERS
3 SELECT CREATE NEW AUTHORIZATION/ORDER
4
5 Complete Trip Overview A. My TDY Locations * Arriving: date you will be leaving TO Fort Leavenworth Departing: date you will be leaving FROM Fort Leavenworth TDY Location: Ft. Leavenworth, KS Traveling by: Air (preferred mode) Other modes of transportation may require a Constructive Travel Worksheet uploaded in to Substantiating Records Time of Day: Your choice Rental Car: AMSC does not fund Rental Cars, if your command is funding a rental car, make sure the funding Line of Accounting is available otherwise the rental car will be removed from the authorization. B. My Trip Overview* Leaving On: date you will be leaving TO Fort Leavenworth Returning On: date you will return FROM Fort Leavenworth Trip Duration: Multi-Day Leaving From: My Residence (usually) Returning To: My Residence (usually) Returning by: Air (or whatever mode you choose) Time of Day: AFTERNOON or EVENING (for CONUS) Flight should be at 1400 or later C. My Trip Details Type* AA-ROUTINE TDY/TAD Purpose* TRAINING ATTENDANCE Description: Name of Course attending (BASIC, INTEREMEDIATE, ADVANCED OR CESL) CHOOSE CONTINUE
6 Air Travel Confirm airports are correct and choose your flights. Select your flights. Please look through the GSA Contracted flights before going to the Other Gov t Airfare as this will need justification in the pre-audits. Students will be required to fly out of alternate locations if a less expensive City Pair rate with a savings of $100 or more is available within 100 miles. * PLEASE NOTE THAT IF YOU ARE FROM THE FOLLOWING AREAS, YOU MUST USE THE AIRPORT LISTED THAT OFFERS GSA RATES. FORT BENNING Use Hartsfield Jackson International instead of Columbus Metropolitan Airport FORT DRUM Use Syracuse International instead of Watertown International FORT IRWIN Use Ontario International Airport FORT LAUDERDALE/MIAMI AREA Use Miami International Airport, no City Pair flights available out of Fort Lauderdale/Hollywood International *LIST SUBJECT TO CHANGE
7 Select your seat from those available and choose Done
8 Confirm your flight information. Make sure those with a Red Star are filled. Choose Save TSA Information
9 Next you will choose a return flight home. CONUS must depart the last day of class after OCONUS may choose to depart Saturday to avoid night time layovers.
10 Rental Car: IF your Command is Authorizing/Funding a Rental Car This is where you would reserve the Car. Remember: AMSC does not fund Rental Cars
11 DO NOT SELECT ANY LODGING Although you will not be making your lodging arrangements, the system will still ask you to select lodging. Choose the Continue with other Type of Lodging option.
12 LODGING (CONTINUED) On this page choose Skip This Hotel ***AMSC has already secured your lodging and this information will come to you via approximately 2-3 weeks prior to the course start date.
13 If you have a government credit card, please make sure that is reflected as the Method of Reimbursement. If you DO NOT have a government credit card, a Central Bill will be reflected. This means that your unit s Central Bill Account will be charged for the airfare and then be reimbursed by AMSC during the voucher processing. If funds are not available in the Central Bill, your ticket will be rejected. The Trip Summary will still show a Lodging Payment Summary. To ensure reservations were not made in the DTS system, this summary will need removed. Use the mouse to select Remove.
14 Choose OK
15 Can or print itinerary from this screen. If you need to change your dates or times, you have the option to do it from this screen. Choose Save and Continue
16 Another itinerary option to view Choose Continue
17 This is what the new expenses page looks like in DTS
18 If you have a rental car Authorized by your Command you will click on the document and Add the Rental Car Agreement form provided by AMSC with signatures and Your Line of Accounting here.
19 Possible Other Expenses Click on the + sign by Other Expenses 1. Taxi to and from airport 2. Baggage Fees (do not select Excess Baggage, manually type in Baggage Fees) PLEASE NOTE THAT AMSC DOES NOT FUND TERMINAL PARKING AS IT IS USUALLY LESS EXPENSIVE TO TAKE A TAXI/SHUTTLE TO THE AIRPORT. THREE QUOTES FROM TAXI/SHUTTLE COMPANIES MUST BE PROVIDED IN SUBSTANTIATING RECORDS THAT PROVE OTHERWISE Other possible expenses Tolls (highway, bridge, etc.) Tickets if Personally Procured If authorized by your Command Rental Car Gasoline
20 The Add Expense Screen Will Pop-UP Choose the Expense Type of Non-Mileage Expense
21 Example: Choose the expense from the drop down. You will have to hand type in Baggage Fees Choose your date Cost of Baggage Fees And click on the Add button You will continue to do this until All Non-Mileage Expenses have been added.
22 To add mileage expenses Click on Other Expenses the Add Expense drop down will appear, select the expense Type, Mileage Expense Then choose mileage type (ex. Pvt Auto Terminal) (This is for someone taking you to the airport and returning to home. Put in date and number of miles, this will automatically total. Then click the Add button
23 If you choose to drive You will select Expense Type Mileage Expense, Mileage Type, then complete the following When you get to the start location Click on the magnifier this will Open a new screen with Select Location
24 Type in your starting location, then Click on the magnifier This will bring up a list of starting Points for your location Choose the correct starting point of your location.
25 You will do the same for the ending point. Make sure you choose Ft. Leavenworth, Kansas
26 Once you choose the ending location It will automatically calculate the mileage, then click the Add button A Constructive Travel Worksheet (CTW) is required for POV travel 400 miles or further each way. When creating your CTW, please make sure to use the least expensive airport within 100 miles with City Pair rates. The CTW can be found on the following link or in the information sent to you. Upload the worksheet in to Substantiating Records Section. Please note that you may be limited to the cost of the GSA airfare. Save your Expenses
27 Once you have finished Adding all your Non-Mileage and Mileage Expenses It should look like this.
28 This page provides the Link that will allow you to Upload any required Substantiating Records (ex. Constructive Travel Worksheet) If the Expense Summary is correct and you do not have any Substantiating documents Choose Continue. If you have Substantiating Documents to add Click on the Plus sign next to Substantiating Documents to add. Select Upload a new File
29 Select the document type you want to upload. (ex. Constructed Travel Worksheet (CTW) if you are driving your POV. You will then
30 In the notes section you can Put POV Worksheet vs. Flying. Choose the Add Document. This will take you to where you have Saved the document. Once you have added the document the screen will show the type of file you are uploading. (see next page)
31 Once you select the document and you see that it has uploaded Click the add button Continue to do this with all Items you want to add to the Substantiating document section.
32 Your Reservation Expenses Screen will now look like this. Choose the Continue button
33 You are now ready to input Lodging information. When this screen pops up Click the OK button
34
35 Change the date that Values Apply Through to the last date you will need to $0 out. Change lodging to $0. SCROLL TO THE VERY BOTTOM OF THE SCREEN AND CLICK ON THE SAVE THESE ENTITLEMENTS
36 This screen will pop up again. Click the OK button Then choose the continue button to move to the Accounting page.
37 Selecting the LOA The Line of Accounting for your specific course will be listed in the drop down Cross Org LOA box. Basic Course 18 AMSC BC Intermediate Course 18 AMSC IC Advanced Course 18 AMSC AC Continuing Education for Senior Leaders 18 AMSC CSL If the LOA is not available, please call your course manager at AMSC to have the LOA reloaded. After selecting the LOA, choose Continue
38 Preview Trip (go to next page)
39 This allows you to view your trip itinerary, all of your expenses and the amounts allocated to the Lines of Accounting (LOA). If your command is paying for a rental car, be sure the rental car and gas (transport fee) are allocated to your command s LOA. Choose Save and Proceed to Other Authorizations
40 Other Authorizations Select the Add Additional Authorizations For This Trip link (a new window opens, see next page)
41 Other Authorizations Continued.. Select OTHER and any others you need and then click on the Add button
42 In the empty box for OTHER, add the following message. "Alternate means, such as Secure Video Teleconference (SVTC) or other web-based communication, are not sufficiently able to accomplish travel objectives. Then choose Save and Proceed to Pre-Audits.
43 Pre-Audit Trip The flagged items will vary. Justification must be provided for all of them or DTS will not allow you to submit the travel order. Lodging Not Used and Available Privatized Lodging Not Used are two items that may be flagged. Click mouse on the words REASON CODES (see next page)
44 Please select L8 Contract Lodging Scroll to the bottom of page and choose Save
45 You will be returned to the Pre-Audit Screen, in the empty boxes provide Justification for each item description to include the box under L8 Contract Lodging Choose Save and Proceed to Digital Signature
46 Before digitally signing, make sure the Routing List says LEAV-CES. If not, look in the drop down box as it should be at top of list (might have to scroll up). If you need assistance with the routing not being visible, call the course manager. AMSC funds the TDY so we must be the ones to approve your travel orders. If your organization approves your travel orders with OUR LOA, they may be held responsible for funding your TDY. LEAV-CES IF YOU ARE DRIVING A POV, THE CONSTRUCTIVE TRAVEL FORM (CTW) MUST BE UPLOADED INTO SUBSTANTIATING RECORDS Choose Submit Completed Document
47 Approximately 3 days prior TO YOUR DEPARTURE DATE (72 hours, from your duty location), confirm with your CTO/SATO that you have been ticketed. This allows for time to make necessary corrections for ticketing. Failure to confirm your tickets prior to arriving at the airport may result in higher ticket prices that MAY NOT be reimbursed without authorization from the approving official. Remember the Approving Official is AMSC.
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