TDY Settlement With Prior Authorization

TDY Settlement With Prior Authorization Introduction This guide provides the procedures for entering a TDY Settlement when a previous Authorization was entered in TPAX. Before you Begin After completing a settlement, you will be required to attach a scanned document file containing an image of the Original Authorization and all required receipts. It is recommended BEFORE YOU BEGIN the settlement, to complete the required scan 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 settlement is being entered by the Traveler or by Proxy. Select Settlement Request from the Create New drop-down. 3 The Travel Order Selection screen will display and list any previously entered orders. To enter the Settlement, click on the Travel Order Number (TONO) link for the applicable orders. 1

4 The Remit To tab for the settlement will display. All data from the previously entered Authorization will auto populate in the Settlement. The information must be verified and/or updated if necessary. The Type of Settlement identifies this as a Final settlement and lists the inclusive dates of the travel. Verify the address information is still accurate, or edit if necessary. Click the Next button. 5 The Transactions tab will display. If you had previously received an advance for this travel, the information should populate. Click the Next button. 2

6 The Entitlements tab will display. Click the Edit link. 7 The What s Authorized tab on the Temporary Duty Trip page will display. The Owner Operator of POV box is checked to ensure reimbursement for travel performed via Private Owned Vehicle (POV). The Transportation Restrictions information (the authorized mode of travel) previously entered will display. If you did not perform travel as previously authorized, click the drop-down & select the mode of travel used. Any edits to the Transportation Restrictions will need to be approved by the Authorizing Official. Click Next. 3

8 The Itinerary page will display listing all the information previously entered into TPAX. Click the Add/Edit Trip Itinerary button to view/edit any information. 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 10. 4

10 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. If Lodging Costs need updated or varying lodging costs, please see Changing Lodging Rates for further instruction. Edit any necessary information & click the Accept Leg button. 11 You will return to the Itinerary page. Click the Accept Changes button. 5

12 The Itinerary tab will display. Click the Next button. 13 The Reimbursables tab will display listing all reimbursable expenses previously entered in the Authorization. Click the Add Expense button if additional expenses need to be added, select the appropriate Expense Description from the drop-down and click Accept Expense. 6

14 Any Reimbursable Expense 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 edit the $25 process fee to split the payment. NOTE: If purchased Airfare via Government Travel Charge Card (GTCC), then member must claim the airfare. If the Airfare was purchased via the Government Account aka Centrally Billed Account (CBA), then the airfare should not be claimed as a reimbursable expense. A statement concerning CBA use must be authorized on the orders. 15 The expense selected will display. Review the Claimed amount originally entered & edit if necessary. Check the Split checkbox, then click the Accept Expense button. 7

16 The Reimbursable Expense page will display. Repeat, if necessary, for other reimbursements. When finished, click the Accept Changes button. 17 The Reimbursables tab will display. Click the Accept Changes button. 8

18 The Entitlements tab will display. Click the Calcs link. 19 The Daily Expenses page will display listing the Per diem calculations for each day of TDY. When finished reviewing, click the Done button. 9

20 The Computations tab will display. The computations will identify a Computed Split payment based on the items checked for split payment in the Entitlements tab. In this example the computed split was $25 for the Travel Service fee. If you want only $25 to be sent directly to your government charge card, you must enter the amount in the Split Payment box. The Due Employee will display the remaining balance. You can enter any amount up to the Total Entitlement for this settlement. For example, if you used the government charge card for meals totaling $50, you can enter a total split payment for $75. When finished, click the Next button. 21 You will receive a message to confirm the amount for Split Payment. Click OK. 10

22 The Financial tab will display. Click the Add/Modify Accounting button. 23 The CG Accounting page will display with the Line of Accounting (LOA) previously entered in the Authorization. If it does not appear, enter the accounting information provided in the authorization for travel. Ensure the Amount matches the Total Entitlement amount from the Computations tab (change if needed). When finished, click the Accept Line button. 24 The CG Accounting page will display. If the LOA is not correct, click the edit link and correct the data. When finished, click the Save button. 11

25 The Financial tab will display. Click the Next button. 26 The Remarks tab will display. The initial Remarks entered when completing the Authorization will display. You can add any additional remarks. When finished, click the Save button. 12

27 After saving you may or may not receive the following certification screen. If the expense exceeds a set maximum amount, you will be prompted to certify the payments. If the reimbursable expenses do not exceed the maximum amounts, you will NOT be prompted to certify payment. As an example, the airfare for $2500 exceeded the limit. The payment will require for certification before the 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 scanned and attached to the settlement. Click in the checkbox for the reimbursable expense to certify payment, then Click the Certify button. 28 The Settlement is now complete and recorded along with the Authorization previously entered into TPAX. To attach the scanned documents, click the check box for the settlement. Then click the View/Modify button. 13

29 The Remit To tab will display. Click the Mange Images button. 30 Click the Browse button to locate the scanned file containing the authorization and required receipts. Select the appropriate file to upload, then click the OK button. Type the name of the document in the Image description box, then click the Upload Image button. The scan file should appear and is now attached to the settlement. Click the Done button. 14

31 The Settlement Request page will display. Click the Receipts button. 32 The Required Receipts page will display and identify all receipts that must be contained in the scanned file. As an example, if the Airfare was $2500, a receipt would be required. When finished, click the OK button. 15

33 The Settlement Request page will display. The Settlement is now complete and recorded along with the Authorization previously entered into TPAX. The Settlement is ready to be forwarded to the Authorizing Official for approval. Check the box for settlement. Then click the Release for Approval button. 34 The TPAX Inbox page will display. Click the Select an Authorizing Official drop-down and select the unit Authorizing Official. Enter your Secondary Password, then click OK. 35 The TPAX Inbox will display. The Settlement Status is now recorded as Awaiting AO Approval. Click the Logout link to exit TPAX. 16