U. S. Coast Guard Travel Reimbursement Process Changes (CG PPC News Update)

02 MAR 2017
BT
UNCLAS //N02620//
ALCGPSC 033/17

SUBJ: CG TRAVEL REIMBURSEMENT PROCESS CHANGES

A. PPCINST M1000.2 (series), Personnel and Pay Procedures Manual

1. This message outlines travel process changes and TPAX enhancements that will improve the overall timeliness and effectiveness of the CG travel reimbursement program. Over the past year, while the average PPC travel claim processing times were 3.3 days for TDY claims and 16.6 days for PCS claims, processing times increased significantly during the peak of the PCS travel season. Primary factors driving these increased times include: travel claim volume, staff (experience and vacancies), travel claims submissions (incomplete, inaccurate, and not timely), and approving official's (AOs) thoroughness and proficiency.

2. In an effort to further reduce processing times and avoid spikes during high volume periods, PPC is implementing the changes outlined below. These changes will be incorporated in a future change to ref (A).

1. "Kick-back" Processing - Starting 1 May, resubmitted claims will be processed separately from first-time submissions. This change will reduce processing time for these claims and will also reduce field frustrations.
2. Audit Processing - PPC has already implemented a number of audit process efficiencies that have reduced both the audit backlog by over 33% and overall audit processing times.
3. Claim Completion Notifications - Starting in May, travel claim notification e-mails will alert travelers when reimbursement amounts differ from what was originally submitted (i.e. amounts adjusted or zeroed out).
4. AO Kickback Notifications - Starting in May, both the traveler and AO will be notified when a claim is returned for correction. Including the AOs on the notification will facilitate quicker resolution and resubmission of the claim.
5. Member / PPC Communications - Starting on 1 May, all travelers will work directly with their AOs to complete claims, resolve errors, and obtain information regarding claim status, audits, supplemental claims, travel policy, or requests for explanation of travel payments. This change will provide the most rapid resolution of members travel issues, will improve AO/traveler communications and efficiency, will improve AO proficiency and expertise, and will reduce overall claim processing and reimbursement times. If an issue cannot be resolved at the AO level, the AO will submit an electronic based ticket to PPC. Directions for submitting an electronic ticket can be found at https://www.uscg.mil/ppc/ccb/. PPC Customer Care will continue to field emergency calls related to travel advances, debt collection overpayments, and other miscellaneous travel related emergencies.
6. New AO Training Course - In July 2016, PPC launched a new AO training course that is available in LMS (https://elearning.uscg.mil/ Course #100102 - "Travel Authorizing/Approving Official (AO) Course"). This course focuses on the AO responsibilities, common elements of PCS and TDY travel claims, and provides AOs with the core knowledge needed to be successful.
7. AO Familiarization/Refresher - In April, PPC will provide a virtual AO familiarization and refresher that will cover AO responsibilities, TPAX tools and reports, and common errors and resolutions. These sessions will be recorded and available 24 X 7 on the PPC Travel Website. Specific information will be provided SEPCOR.
8. Updated PPC Travel Website - On 15 Feb, PPC launched a new/revamped Travel Website (https://www.uscg.mil/ppc/tvl.asp). This site is easier to navigate and employs a "two-click" approach (everything you need in two clicks or less). Below is a summary of the information available on the site:

(1) News - providing PPC General Announcements, Top Ten Tuesdays (2017) Monthly Online Learning and Q&A Sessions with PPC, and Travel & WEB-TPAX News Updates.
(2) General Information - containing General Travel and Contact Information to include, Travel Payment Status, Claims, Mailing Address, Web TPAX Audit Process Overview, Signatures on Travel Orders, Rate Changes, How to calculate "Cost of GTR", Lost Receipts or Original Orders, Calculators, and Travel Frequently Asked Questions.
(3) Known Issues - maintaining a running list of known issues and procedural highlights for the past six months.
(4) E-Learning - containing the Web TPAX User Guides, Tutorials and Webinar Recordings.
(5) AO Designation - containing the Travel Approving Official Training and Designation Procedures.
(6) Additional Resources - containing general Travel Information and Resources. (7) Library - containing links to Travel Related Directives, Publications and Guides.

3. While the process for submitting travel claims has not changed, several TPAX enhancements and internal process changes will further improve the overall travel reimbursement program. The comprehensive changes outlined in this message will accomplish several goals: improve the overall travel reimbursement program, increase AO proficiency and expertise, and mitigate impacts to the CG travel program as a result of a personnel redux. PPC will continue to work with AOs and the field to identify future improvements.

4. Direct inquiries to PPC Customer Care Branch (CCB) via e-mail to ppc-dg-customercare@uscg.mil or by completing a trouble ticket at https://www.uscg.mil/ppc/ccb/.

5. Released by: RDML M. T, Bell, Jr., Commander, CG Personnel Service Center. The Service Center for our Most Important Resources - Our People.

6. Internet release authorized.

This is an update from the U. S. Coast Guard Pay & Personnel Center in Topeka, KS. We use this distribution list to keep our customers informed about USCG Travel policy and the TPAX travel claim system. If you are no longer interested in receiving updates from PPC, please follow the link (at the end of this message) in the SUBSCRIBER SERVICES section to unsubscribe. Address any comments, concerns, or questions to richard.a.etheridge@uscg.mil. Also, please contact me by email if you have an announcement you would like to share with our customers