TDY Supplemental Settlement

Transcription

1 TDY Supplemental Settlement Introduction This guide provides the procedures for submitting a TDY Supplemental Settlement in TPAX. Before you Begin After completing a supplemental settlement, you will be required to attach the original scanned document file and any new required receipts. It is recommended BEFORE YOU BEGIN the settlement, to complete the required scanned file to attach to the claim, before forwarding to the AO for approval. Procedures 1 Log into TPAX. 2 The TPAX Inbox will display. Click the View drop-down and select if the supplemental settlement is being entered by the Traveler or by Proxy. Then click the Create New drop-down and select Settlement Request.

2 3 The Travel Order Selection screen will display and list any previously entered orders. To enter a Supplemental Settlement, click on the Travel Order Number (TONO) link for the applicable settlement. 4 The Remit To tab will display. All data from the previously entered claim will auto populate in the Supplemental Settlement. The information must be verified and/or updated if necessary. The Type of Settlement identifies this as a Supplemental settlement and lists the inclusive dates of the travel. Verify the address information on the Remit To tab is still accurate, or click in the address box and edit if necessary. When finished, click the Next button.

3 5 The Transactions tab will display. If you had previously received an advance or received any previous reimbursement for this travel, the information should populate. Click the Next button to continue. 6 The Entitlements tab will display. Click the Edit link.

4 7 The What s Authorized tab will display. Click the Next button to continue. 8 The Itinerary page will display listing all the information previously entered into TPAX. Click the Add/Edit Trip Itinerary button to view or edit any information.

5 9 Verify the information for each leg of travel performed. You can Edit, Insert or Delete each leg of travel performed. To edit the information for a specific leg of travel, click the Edit link. If no edits are needed, skip to If the Edit link was selected, the itinerary for that leg of travel will display. In this example of the Arrival at TDY location, these fields may be edited. Edit any necessary information, then click the Accept Leg button to continue.

6 11 You will return to the Itinerary page. Click the Accept Changes button to continue. 12 The Itinerary tab will display. Click the Next button to continue.

7 13 The Reimbursables tab will display listing all reimbursable expenses previously entered in the Settlement. Verify the Claimed amount is correct. Click Add/Edit Trip Expenses button to edit or add a reimbursable expense. In this example we will add a new Reimbursable Expense. Click the Add Expense button. 14 Any Reimbursable Expenses previously entered may be edited or deleted. If the expense was previously identified for Split Payment, the Split box will be checked. If it was not previously identified, and you want to now split the Payment, click the Edit link. In this example we will add a new reimbursable expense. Click the Add Expense button.

8 15 A new reimbursable expense for parking at the local airport will be added. Enter the Date of the expense. Click the Expense Description drop-down and select an option, then enter the Claimed amount. If you want this amount to be forwarded directly to your government charge card account, check the Split box. If you do not check the Split box, the Claimed amount will be forwarded to the traveler. Click the Accept Expense button.

9 16 The Reimbursable Expense page will display. Repeat this process to enter any other edits for the reimbursable expenses. When finished, click the Accept Changes button. 17 The Reimbursables tab will display. Click the Accept Changes button to continue.

10 18 The Entitlements tab will display. Click the Next button to continue. 19 The Compensations tab will display. The computations will list the new Total Entitlement for the settlement. The Computed Split field will list the computed split for this supplemental and the amount from the previous settlement. Enter the amount in the Split Payment field to forward the funds directly to your government charge card. Click the Next button to continue.

11 20 If you elected to Split Payment, you will receive a message to confirm the amount for Split Payment. Click the OK button to continue. 21 The Financial tab will display. The total Amount for the Supplemental Settlement will be listed. Click the Add/Modify Accounting button. 22 The CG Accounting page will display. The accounting information will auto populate the data from the first settlement. You can click the Edit or Del link to modify the accounting information if necessary. Click the Save button.

12 23 The Financial tab will display. Click the Next button. 24 The Remarks tab will display. Add a remark explaining the reason for the supplemental settlement. When finished, click the Save button.

13 25 After saving the settlement you may or may not receive the following certification screen. TPAX has edits built into the system for reimbursable expenses. If your reimbursable expense exceeds the specific maximum amounts, you will be prompted to certify those payments. If the reimbursable expenses do not exceed the maximum amounts for certification, you will NOT be prompted to certify payment. As an example, the airfare for $2500 exceeded the limit and you are required to certify the payment before you settlement can be saved and forwarded for approval. This certification does not override the requirement to provide receipts. As a reminder all required receipts must be included in the scanned file and attached to the settlement. If required, click in the checkbox for the reimbursable expense, then click the Certify button.

14 26 The Supplemental Settlement is now complete and listed with the original Settlement. Before you forward for approval, the scanned document file containing an image of the Original Authorization and all required receipts must be attached. To attach the scanned documents, click the check box for the supplemental settlement. Then click the View/Modify button. 27 The Remit To tab will display. Click the Manage Images button.

15 28 Click the Browse button to locate the scanned file containing the authorization and required receipts. Select the appropriate file to upload, then click the Open button. Type a name for the document in the Image description box, then click the Upload Image button. The scanned file should appear and is now attached to the settlement. Click the Done button to continue. 29 The Settlement Request page will display. Click the Receipts button.

16 30 If no receipts are required this note will appear. Click the OK button. 31 If required, a listing of all required receipts will display and must be included in the scanned file. As an example the Airfare receipt must be attached. Click the OK button.

17 32 The Remit To tab will display. Click the Save button. 33 The Supplement Settlement, the original Settlement and the Authorization will display. The Supplemental Settlement is ready to be forwarded to the unit Approving Official. Click the Checkbox for the supplemental settlement, then click the Release for Approval button.

18 34 Click the Authorizing Official drop-down and select the unit Authorizing Official. Then enter your Secondary Password. Click the OK button. 35 The Supplement Settlement status will update to Awaiting AO Approval. Click the Log out link to exit TPAX.